final draft sitter solutions

SITTER SOLUTIONS Systems Analysis & Design Report

Amanda Loehmann, Darcy Jensen, Cayla Hans, Jacob Hyppolite & Tyren Sims

Group 2: Business Superstars

Systems Analysis & Design Report Group 2 4/27/2015

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TABLE OF CONTENTS

EXECUTVE SUMMARY 3

SUMMARY OF CURRENT SITUATION 4

INTERVIEW 4-5 AS-IS SYSTEM 5-6

SYSTEM REQUIREMENTS 7

FUNCTIONAL & NONFUNCTIONAL REQUIREMENTS 7-8

FEASIBILITY ANALYSIS 9

ORGANIZATIONAL FEASIBILITY 9 TECHNICAL FEASIBILITY 10 ECONOMIC FEASIBILITY 10-11

USE CASES 12

USE CASE 1: MAINTAIN CUSTOMERS 13 USE CASE 2: MAINTAIN EMPLOYEES 14 USE CASE 3: GENERATE SCHEDULE 15-16 USE CASE 4: FULFILL APPOINTMENT 17 USE CASE 5: GENERATE INVOICE 18 USE CASE 6: PROCESS PAYMENTS 19

PROCESS MODEL 20

CONTEXT DFD 20 LEVEL 0 DFD 21 LEVEL 1 DFDS 22 MAINTAIN CUSTOMERS DFD 22 MAINTAIN EMPLOYEES DFD 22 GENERATE SCHEDULE DFD 23 FULFILL APPOINTMENT DFD 24 GENERATE INVOICE DFD 24 PROCESS PAYMENTS DFD 25

ENTITY RELATIONSHIP DIAGRAM 26

DATA DICTIONARY & METADATA 27


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DOMAIN TABLES 27-29

INTERACTION SCREENS 30

INPUT SCREEN: APPOINTMENT REQUEST GUI 30-34 OUTPUT SCREEN: GENERATED INVOICE 35-37 REPORT SCREEN: INVOICE HISTORY 38-41 LIST OF REPORTS 41

HARDWARE REQUIREMENTS 42

TESTING 43

TEST MODULE SUMMARY 43 SYSTEM INTERFACE TEST 43 USABILITY TEST 43-44 UNIT TEST 44 ACCEPTANCE TEST 45 TEST PLAN 1 46 TEST PLAN 2 47 TEST PLAN 3 47 TEST PLAN 4 48

IMPLEMENTATION PLAN 49

IMPLEMENTATION SUMMARY 49

ENCLOSURES 50

PROJECT PLAN CANVAS MEETING MINUTES CANVAS IMPLEMENTATION PLAN CANVAS ECONOMIC FEASIBILITY CANVAS


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Executive Summary

To: Venture Capitalists

From: Group 2: Business Superstars

Date: April 27, 2015

Subject: Executive Summary

Purpose: The purpose of this report is to demonstrate our new information system that brings solutions

to small pet sitting businesses.

Overview: In this report you will find a detailed explanation about the development of the Sitter

Solutions System (the system). Specifically, this report will explain the system’s requirements and

architecture, feasibility analysis of the project, and an implementation plan.

Summary of Key Improvements: Our subject matter expert, Donna, like many small pet sitting business

owners needs an information system to automate business processes which will save her time, reduce

errors, and increase sales. The system will be delivered in the form of a web-based application. The

biggest selling point of the system is the scheduling feature. It allows customers to remotely request

appointments and then, the system automatically assigns employees to the appointment and provides

reminder notifications to both parties.

Return on Investment: The predicted ROI for this project is 473.18%. The system development project is

acceptable because the Net Present Value is positive at $838,187. Regardless of the high start-up costs,

the project will breakeven and begin producing returns for the investor by the second year.

Necessary Decisions: We are seeking a $90,000 investment in return for a 40% stake in our company.

This initial investment will cover the one-time development costs and our operational costs for the first

year.

Any additional documents may be referenced in the Enclosures section.


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Summary of Current Situation

This section includes interview documentation and an analysis of the current information system in use

by the subject matter expert’s business, along with potential improvements.

Interview

Person Interviewed: Owner, Donna

Interviewer: Business Analyst

Purpose of Interview:

-To understand the existing business structure of Oma’s TLC Pet Sitting

-To understand the problems of the current system

-To understand the owner’s needs for the new system

Question 1: What is the goal of your business?

Answer: My goal is to have enhanced control of my services so that my reputation for dependability,

reliability and personalized attention continues to hold true. After establishing my pet sitting business

five years ago, I have reached a point where demand for my services exceed my capabilities to provide

the quality of service that not only my customers expect, but that is required to continue making my

business a success.

Question 2: Can you give an example of how demand for services is exceeding your capabilities?

Answer: Collecting and keeping documentation of client and pet information is completed in paper

format and filed in a folder. When client information changes, I have to locate the folder and change the

information on the client profile sheet as well. For example, when a client’s phone number changes or

new medication needs administered to a pet, out comes the white out and additional papers to keep

track of. A more organized method of collecting and keeping track of information would help me mange

the influx of new clients.

Question 3: Can you elaborate on what you mean by needing “enhanced control” of your services?

Answer: With the increasing number of clients it has become necessary to hire employees to help me.

Unfortunately, an employee failed to show up to walk a client’s dog due to a misunderstanding of who

was supposed to perform the service that day. I am in need of a proper method of scheduling

employees for specific assignments so there is consistent and clear communication among employees

for each visit that is scheduled.


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Question 4: Currently, how do you confirm with clients that their scheduled pet sitting visit has been

completed?

Answer: A service completion form that is customized for each client is left at their home after services

are rendered.

Question 5: Is this another example of a paper-based process of your business that you want changed?

Answer: Yes. I was hoping to convert to an electronic form instead.

Question 6: What form of technology are you interested in using to send the electronic form to update

customers on the status of their scheduled services?

Answer: Mobile capabilities (such as tablets and smart phones) to communicate to clients that services

were rendered. If possible, I’d like to be able to attach a photo of the pet as well. This will allow clients

the confirmation in real-time that their pets have been taken care of.

Question 7: It sounds like customization is an important aspect of your business process. How do you

determine what each client is charged?

Answer: Each 30 minute visit is $15 per pet. If further visits are needed in the same day a $5 charge is

added for each additional visit. The fees vary depending on whether or not the visits are routine, the

type and size of the animal and if any special services are requested. The fee structure is negotiated and

agreed upon with each client during the initial meet-and-greet session.

Question 8: To be certain I understand you, each client is charged different prices, depending on the

situation?

Answer: Yes. Certain circumstances increase the amount charged, such as services that require more

effort or involve more risk. Speaking of certain circumstances, I also need a way to factor in a mileage

measurement feature when determining the fee structure. My time is valuable and gasoline is not

cheap, so I need a way to calculate special fees for faraway clients.

Question 9: What is your current bookkeeping process?

Answer: I keep track of visits on my personal calendar and payment is expected after services are

complete. I use excel spreadsheets to keep track of payments. The invoicing process is pretty relaxed, I


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compare my calculated fee total with what the client pays me. Payments tend to be fairly consistent

with what is owed, but when inaccuracies occur it can be very tricky to find the error.

As-Is

Current system: Donna and her employees use a paper “service completion” form, which is left for the

client. Microsoft Excel is used to record services rendered and fees owed. Phone calls and emails are

used to schedule appointments. The system used to record details of client and pet information is paper

files.

Improvements: An organized scheduling system will provide capabilities to manage business activities

resulting in less confusion and better services to customers. The automation of business processes will

save time and increase efficiency. The system should be mobile-friendly so employees can communicate

with clients in real time when services have been provided. The system should have the capability to

determine correct amount owed by customer resulting in less frustration to customers and accurate

payment for services provided. The system will have a fee structure calculating feature allowing Donna

to charge clients based on distance traveled, size of dog, special services, etc.


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System Requirements

The system will maintain information from each client and on each client’s pets. The system will

maintain a master schedule including visit information and instructions. The system will maintain a fee

schedule and generate invoices and process payments. The system will allow pet sitting business

management users to view and make changes to the master schedule in real time. The system will allow

management to update client, pet, and employee data. The system will allow personnel to record

appointment feedback. The system will run on mobile devices to be used by employee personnel as well

as on office computers and the central on premise server.

Functional Requirements

1. Information Requirements

-Maintain information customer and pet information

-Maintain master schedule data including visit information and instructions

-Maintain a fee schedule

-Maintain mileage traveled component

2. Process Requirements

-Allow user (management only) to create, make changes to, and view the master schedule

-Allow user (management only) to update client, pet, and employee data

-Allow users (employees) to record appointment feedback

-Calculate fuel mileage

-Generate invoices

-Process Payments

-Generate reports

Nonfunctional Requirements 1. Operational Requirements

-The system should run on cellular/mobile devices

-The system should run on office computers and central on premise server

2. Performance Requirements

-Support 1 to 30+ users

-Update the master schedule in real time


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-Send appointment feedback to customer in real time

-Be available 24/7

3. Security

-Only management users can access employee data

-Only management users can create invoices and process payments

-Files (e-mailed feedback form, e-mail communication, pet photo, etc) are checked for viruses

4. Cultural and Political

-Client information is protected in compliance with the Data Protection Act

-Operate in the English language only


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Feasibility Analysis

Organizational

From an organizational stand point, this project is low risk. Since the project size is relatively small this

makes risks such as becoming too complex nonexistent. Organizational management is very interested

in the proposed systems because of its potential to increase efficiency. Project champion, Donna, has a

great deal of knowledge in pet setting and believes the system would be very beneficial. The users of the

system, employees and customers, are expected to enjoy appointment notifications. These notifications

will do away with employee/customer appointment confusion. There is potential risk associated with

users having to acquire smart phones but it’s small considering how many people own smart phones.

Some older, less tech-savvy users may find the switch from phone communication for appointment

scheduling to the new online appointment request process difficult at first. However, once customers

are explained how to use the online scheduler, we believe they will be more than comfortable using it.

The system will generate invoices and record payments which is more efficient and accurate than the

current paper based method, which will greatly benefit the business.

Technical

The technical requirements needed to create the Sitter Solutions information system are moderate. We

have determined that project size will be medium. Since Donna is running a small business it will not

take an extraneous amount of effort to build her system, her project size is small. Compatibility is low

risk for systems like Donna’s because integrating from existing system is fairly simple. Data transfer from

existing such an environment (pen and paper) into new system (application) has low risk. Since there is

little complexity to it, we expect it to have an easy integration into her business.

It has been determined that to create this system we will need 2 computers, 3 servers, a website, and

additional programming staff to create the actual website. Creating this system will be reasonably

simple because everything that is needed to build the system has already been created. No new

technology needs to be developed. When the system is ready to be constructed, we can purchase all the

materials needed, hire staff, and begin the project. The programmer will have to be interviewed and

hired in advance so that when it is time to construct the website the task schedule will not be delayed.

We have identified some risks associated with this system. Because the system we are building is

intended to be running with an appointment system that is entirely online, we are unable to predict


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how users will react. The assumption is that the system will be simple enough for all age groups to be

able to use, but you can never be absolutely positive. Our concern lies with the older age group, 60+,

who don’t possess the adaptability to adapt to technology changes at a moment’s notice.

After assessing what will be needed to build the new information system, we can say with near certainty

that the system is technically feasible. All the required hardware needed to build it can be purchased.

The system is also fairly simple so that serves as reassurance to ensure that the technology can be

integrated into businesses like Donna’s.

Economic

Intangible Benefits (for the businesses purchasing Sitter Solutions)

Increase customer retention by:

-Automation will lead to a reduction in customer complaints due to less errors

-More organized business processes will improve employee morale by preventing work errors due to

miscommunication

-Ease of work activities for employees due to mobile capabilities

-Reduced scheduling mistakes due to advanced scheduling system feature will lead to more reliable

services.

A sample benefits analysis for Donna’s business after incorporating the new system is provided below:

Tangible Benefits:

Research indicates 500 pet sitting businesses in the state of Florida have an online presence. We believe

we can reach at least half of this audience. Initially, within the first two years, 50 units will be served.

Sales are expected to increase by 100 units in the third year. This means 150 units will be served in the

years 2018 and 2019. By 2020 sales are predicted to reach the 250 mark (an additional 100 units sold in


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year 2020).

Pet sitting companies will pay a monthly or yearly subscription depending on the number of users:

Estimated Average Yearly

Subscription Payment: $1960*

*Calculation= [(720+1980+3180)/3]

Estimated Units Sold: 250 units over a

5-year period (2016-2020)

Developmental Costs Operational Costs

-Development team salaries: project

manager, business & system analyst,

programmers

-Hardware: computers & servers

-Website creation

-Website maintenance

-Hardware maintenance & upgrades

-Software maintenance & upgrades

-User training

-Communication Charges

The overall NPV for the entire system development is estimated at $838,187. Since this is a positive

number, the project is considered acceptable. The overall ROI is estimated at 473.18%. This represents

the rate of return on the money invested in the project. The break-even point occurs in the first year,

specifically at 1.63. This is the rate at which the project generates cash returns. This makes the project

less risky because high returns are expected early in the life of the project.

System Size Monthly Price Yearly Price # Users Small: 60/month $720/year 1-10 users Medium: 165/month $1,980/year 11-30 users Large: 265/month $3,180/year 30+ users

-

500,000

1,000,000

1,500,000

1 2 3 4 5

D O

L L

A R

S

Y E A R S

BREAK-EVEN CHART

NPV Benefits NPV Costs


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Use Cases

The use cases included are used to further determine and evolve the requirements for the new

information system. Each use case represents a major process or task that needs to be completed.

Detailed within the use cases are the activities performed by system users to fulfill the task, such as the

business owner (manager), employees and customers.

List of Use Cases

Use Case 1: Maintain Customers (Darcy)

Use Case 2: Maintain Employees (Darcy)

Use Case 3: Generate Schedule (Amanda)

Use Case 4: Fulfill Appointment (Tyren)

Use Case 5: Generate Invoice (Cayla)

Use Case 6: Process Payments (Jacob)


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Use Case Name: Maintain customers ID: UC-1 Priority: High

Actor: Manager

Description: Oma’s Pet Sitting desires to service a new customer. The system creates a customer profile to maintain customer and pet information

Trigger: A new customer desires pet sitting services

Type: ☐ External ☐ Temporal

Preconditions: 1.The database is online 2. Oma’s Pet Sitting has the capacity to service additional customers

Normal Course: 1. Meet with new customer 2. Oma’s Pet Sitting (OPS) personnel collects customer data including: Name (including other owners in household), home address, work address, email address, cell phone number, home phone number, work phone number, home access information. 3. System generates a unique customer number 4. OPS personnel collects customer’s pet data for each pet owned by customer including: Pet name, species, breed, age, gender, medical conditions, medications including dosage and frequency, veterinarian name, veterinarian address, veterinarian phone number, feeding instructions, treat instructions, and other special instructions and miscellaneous information. 5. System generates a unique pet number which contains the customer number 6. OPS personnel collects or takes a photo of the customer’s pet(s). 7. System validates data 8. System creates a customer profile 9. System creates a linked profile for customer’s pet(s) 10. System prompts OPS personnel to confirm the customer profile 11. System creates customer profile

Alternative Courses: 7a. If data is not validated, System notifies OPS personnel 8. System terminates the use case 10a. If customer profile is not confirmed, system deletes the profile 11. System terminates the use case 11a. OPS personnel desires to update customer information 12. OPS personnel accesses customer profile 13. OPS personnel updates customer and/or pet information 14. System validates data 15. System prompts OPS personnel to confirm the customer profile 16. System updates customer profile 17. System terminates the use case 11b. OPS personnel desires to delete a customer profile 12. OPS personnel accesses customer profile 13. OPS personnel deletes customer and/or pet information 14. System prompts OPS personnel to confirm the deletion 15. System updates customer profile 16. System terminates the use case

Post Conditions: 1. Customer data is stored in the Oma’s Pet Sitting database in the Customer Management System 2. Pet data is linked to customer data through the Customer Management System


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Use Case Name: Maintain employees ID: UC-2 Priority: High

Actor: Manager

Description: Oma’s Pet Sitting desires to hire a new employee. The system creates an employee profile to maintain employee information.

Trigger: Oma’s Pet Sitting desires to hire a new employee

Type: ☐ External ☐ Temporal

Preconditions: 1.The database is online 2. Oma’s Pet Sitting has the capacity to hire additional employees 3. Offer of employment has been accepted by the employee

Normal Course: 1. Oma’s Pet Sitting (OPS) personnel collects employee data including: name, cell phone number, home phone number, email address, home address, social security number 2. System generates employee number 3. System links to employee’s W4 4. OPS personnel enters in employee’s salary and wage information including; wage rate, allocated sick and vacation days 5. System validates data 6. System creates an employee profile 7. System prompts OPS personnel to confirm the employee profile 8. System creates employee profile

Alternative Courses: 7a. If data is not validated, System notifies OPS personnel 8. System terminates the use case 10a. If employee profile is not confirmed, System deletes the profile 11. System terminates the use case

Post Conditions: 1. Employee data is stored in the Oma’s Pet Sitting database in the Employee Management System 2. Employee’s profile is linked to OPS Master Scheduling System

Exceptions: 11a. OPS personnel desires to update employee information 12. OPS personnel accesses employee profile 13. OPS personnel updates employee information 13. System validates data 16. System prompts OPS personnel to confirm the employee profile 17. System updates employee profile 18. System terminates the use case


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Use Case Name: Generate Schedule ID: UC-3 Priority: High

Actor: Customer

Description: Record customer services and identify which employee will be completing the service

Trigger: Customer Requests an appointment

Type: External Temporal

Preconditions: 1) Server must be online; 2) Employee must be in system; 3) Customer must have customer profile in the system; 4) Customer must be logged into the database;

Normal Course: 1. System displays customer information from the CUSTOMER datastore 2. System displays available pet(s) associated with customer from the CUSTOMER datastore 3. Customer clicks checkbox to select pet(s) for which services will be completed 4. Customer selects start date of when services will start 5. Customer selects end date of when services will end 6. Customer selects time of when for services to be completed 7. Customer clicks checkbox to select frequency of services to be completed 8. Customer clicks checkboxes to select which services to be completed 9. Customer submits appointment request to the system 10. Systems displays appointment summary 11. System displays confirmation and cancel button notifying the customer to accept appointment summary 12. Customer clicks confirmation button notifying the system the customer accepts displayed appointment request summary 13. Notification sent to system that an appointment request has been made 14. System compares appointment request to employee schedule in the EMPLOYEE datastore 15. System assigns appointment to employee 16. System generates an appointment ID 17. System stores appointment in the SCHEDULE datastore 18. System returns finalized confirmation page to customer of appointment 19. System sends notification to employee of new appointment request 20. System sends appointment reminder to customer 24 hours in advance of next appointment

Alternative Courses: 3a. If customer does not select at least one pet an error will be displayed preventing submission of appointment request 4a. If customer does not select a start date an error will be displayed preventing submission of appointment request 5a. If customer does not select an end date an error will be displayed preventing submission of appointment request 6a. If customer does not select a time an error will be displayed preventing submission of appointment request 7a. If customer does not select appointment frequency an error will be displayed preventing submission of appointment request 8a. If customer does not select at least one service to be completed an error will be displayed preventing submission of appointment request 12a. If customer needs to edit appointment request the cancel button is clicked notifying the system to not submit appointment request 12b. System returns customer to previous screen allowing for the customer to edit the appointment request 14a. If no available employee is available for specified time an error message will appear 14b. System will notify customer to select another time


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14c. System will return customer to appointment request screen 15a. If system assigns multiple employees for the same time an error will occur within the system 15.b If system produces error due to multiple employees assigned, reassign to the first employee assigned. 20a. If customer cancels appointment, clear appointment assigned to employee 20b. If customer cancels appointment, send notification to employee of cancelled appointment 20c. If customer cancels appointment, send notification to customer of cancellation 20d. If customer cancels appointment, notify customer schedule datastore of cancelation

Post Conditions: 1. System notifies assigned employee of new appointment on the schedule 2. System sends appointment summary details to customer


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Use Case Name: Fulfill Appointment ID: UC-4 Priority: High

Actor: OMA Employee

Description: Client requests visit and system sets appointment based on pet profile and employee availability

Trigger: Appointment date has arrived


Preconditions: 1.Pet information must be on file 2. Must have employee with availability 3. Appointment has been requested

Normal Course: 1.0 System sends reminder to employee one hour prior to appointment 2.0 Employee performs service 3.0 Employee completes feedback worksheet 4.0 Employee takes photo of pet and attaches it to feedback worksheet 5.0 Electronic signature by employee is sent

Alternative Course: E1: Client cancels before visit 1.0 System notifies dog walker of cancellation 2.0 System sends email asking if client would like to reschedule 2a. If yes, then go to 3.0 2b. If no, then system terminates rescheduling action 3.0 Client chooses reschedule data 4.0 Employee availability is checked 5.0 System schedules new appointment (see use case 3)

Post Conditions: 1.0 Client is sent copy of signed feedback worksheet 2.0 Appointment summary is sent and saved to appointment datastore


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Use Case Name: Generate Invoice ID: UC-5 Priority: High

Actor: System Admin

Description: This use case described the process of creating an invoice for customers who owe payment(s) for services provided. The system creates an invoice by referencing customer data store and schedule data store to bill the customer for services provided.

Trigger: Service(s) have been completed

Type: External Temporal (last day of month)

Preconditions: 1.System is online and user is successfully logged in. 2. Customer profile/account exists in the system. 3. Service agreement has been created with specified client (what prices will charged for which services). 4. Services have been scheduled, fulfilled and documented in the system (see use cases 3 & 4).

Normal Course: 1.0: Generate invoice 1. On last day of month system generates invoice 2. System creates invoice by automatically pulling customer and visit data into the invoice form, calculating the individual visit totals and total due 3. Enter the date payment is due (30 days from invoice generation date) and press “save” 4. System saves invoice in PDF format under invoice ID number in financial data store 5. Send completed invoice to customer

Alternative Courses: 1.1 Customer has overdue invoice (branch at step 2) 1. System displays message: “Overdue Invoice for Customer ID#___” with option to “Add Overdue Invoice #___ to current invoice?” 2a. User selects “Yes” 3a. System adds overdue invoice to the invoice currently being generated 2b. User selects “No” 3b. System disregards overdue invoice notice and generates invoice normally 1.2 Customer requests invoice before the last day of the month 1. Open “Invoice Tab” to manually generate invoice 2. Retrieve customer information from customer data store 3. Retrieve visit history (services completed) from appointment data store 4. Retrieve fee index (service agreement) associated with specified customer from the customer data store 5. Calculate total fees due based on visit history and fee index 6. Save invoice in PDF format and send to customer

Post Conditions: 1. Invoiced amount documented in financial data store


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Use Case Name: Process a payment ID:UC-6 Priority: High

Actor: Customer

Description: This system is a way to keep track of employee payments and catalog them into a database

Trigger: Payments need to be processed


Preconditions: 1. Invoice has been generated and send to customer 2. Customers have a profile in the database 3. Database is on-line and refreshes hourly

Normal Course: 1.0 Process a payment to an database

1. Customer inputs payment information and pays 2. The system displays a credit if the amount paid is more than the amount due 3. Credit Card company authorizes payment 4. The system confirms and accepts the payment for a receipt to be generated 5. The system sends receipt to customer via email and financial data store

Alternative Courses: 1. Customer pays with cash/check

1. The payment has to be manually input into the system 2. The system needs to be refreshed and the payment recognized

2. Customer pays partial amount 1. The system reduces balance by amount paid

Post Conditions: 1. The system records the payment on the customer’s account and sends them a receipt via

email


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Process Model

The Context Level Diagram shows the overall business process, data flows (inputs and outputs), and the

external entities these data flows go to and from.

The Level 0 Data Flow Diagram shows how the major high-level processes within the system interact.

This includes everything from the context level, data stores, and additional data flows. Each process in

this diagram represents a use case.

The level 1 Data Flow Diagrams are decomposed versions of each main process from the level 0

diagram. These show how each process operates in great detail. Each level 1 DFD is associated with a

use case.

Context DFD

Context

Pet-Sitting Information

System

Manager

New Employee Information

Profile Confirmation

Customer Interview Feedback

Employee

Employe

e Availab

ility

Feedb

ack Wo

rkshee

t

Ap

poin

tmen

t No

tification

Customer

Invoice

Receipt

Appointment Confirmation

Appointment Request

Customer Information

Payment Information

Appointment Feedback

Credit Card Company

Authorized PaymentPayment


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Level 0 DFD0

Payment Information

Invoice

Customer information

Feedback Worksheet

Appointment Notification

Profile Confirmation

Finalized Invoices

Customer profile

Employee Profile

Customer Profile

Appointment Request

Appointment confirmation Finalized Appointment

Appointment Feedback

Receipt

Receipt


Appointment Summary

Services Rendered

Customer Info.

Customer

Employee

Manager

6Process

Payments

5Generate Invoices

4Fulfill

Appointments

Available Apt. Request

Assigned Apt.

Assigned EmployeeScheduled Apt. Req.

24hr Notification

D2: Schedule Data Store

D1: Customer Data Store

1Maintain

Customers

D4: Appointment Data Store

D5: Financial Data Store

2Maintain

Employees

Employee Schedule

3Generate Schedule

D3: Employee Data Store

Credit Card Company

Authorized Payment

Customer Interview Feedback

Employee Availability

Payment


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Level 1 DFDs Maintain Customers Level 1 DFD

Customer

Customer information

1.1System generates customer number

Customer profile

Customer ProfileCustomer number

1.2System generates

pet number

1.4System creates

customer profile

Customer info & number

1.3System creates pet profile(s)

Pet number and info

Pet profile

ManagerCustomer Interview feedback

Customer

Manager

1.1System generates customer number

1.2System generates

pet number

1.3System creates pet

profile(s)

1.4System creates

customer profile

D1: Customer Data Store

Maintain Employees Level 1 DFD

ManagerProfile Confirmation

Employee Information

Employee profile

2.1System generates employee number

2.4System generates employee profile

Employee number


Employee Manager2.1

System generates employee number

2.4System generates employee profile

D3: Employee Data Store


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Generate Schedule Level 1 DFD

3.1Create

Appointment Request

3.2Create

Schedule

3.3Generate

Appointment Notification

Customer

Employee

D2: Schedule Datastore

D1: Customer Datastore

Appointment Summary

Finalized Appointment

Initial Appointment Request

Accepted Appointment Request

Approved Appointment Request

Available Employee

Available Appointment Request

Assigned Employee

Appointment Summary

Assigned Appointment

Finalized Appointment

D3: Employee Datastore

Assigned Employee

Employee Schedule

Scheduled Appointment Request

New Appointment

Initial Appointment Confirmation

Appointment Reminder

Scheduled Appointment Request

New Appointment

24hr Reminder

24hr Reminder Request

Customer Info


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Fulfill Appointment Level 1 DFD

Generate Invoice Level 1 DFD

Employee Customer

AppointmentNotification

Feedback Worksheet

Pet Photo

PerformedService

AppointmentDetails

4.2Complete

Feedback form

4.1Determine

Appointment To

Fulfill

Appointment Data Store

AppointmentSummary

5.1

Charge Customers

5.2Determine Total

Due

5.3Create New

Invoice

5.4Finalize and Save

Invoice5.5

Send Invoice

D1 Customer Data Store

D4 Appointment Data Store

D5 Financial Data Store

Customer Profile

Services Rendered

Services Rendered

Invoice Summary

Complete Invoice

Finalized Invoice

Invoice Prepared Notice

Customer

Invoice


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Process Payments Level 1 DFD

6.1

Process Payment

6.2

Accept Payment

6.3

Generate Receipt

D5 Financial Data Store

Payment

Customer

Credit Card Company

Authorized Payment

Payment Confirmation

Receipt

Receipt

Payment Information


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Entity Relationship Diagram

Customer

Employee

Pets

Invoice

Visit

Appointment Request

Fee Schedule

Condition

Medication

CUS_IDnumberPK

CUS_FirstName

CUS_LastName

CUS_StreetAddress

CUS_ZipCode

CUS_City

CUS_State

CUS_CellPhoneNumber

CUS_Email

CUS_Password

EMP_IDnumberPK

EMP_FirstName

EMP_LastName

EMP_DateOfBirth

EMP_PhoneNumber

EMP_Email

EMP_Password

PET_IDnumberPK

CUS_IDnumberFK

PET_Name

PET_DateofBirth

PET_Species

PET_Breed

PET_Gender

CDT_TypePK

CDT_Symptoms

CDT_Veterinarian

PET_FeedingFrequency

PET_SpecialInstructions

CUS_WorkPhoneNumber

CUS_HomeAccessCode

INV_IDnumberPK

INV_CompletionStatus

INV_DateCreated

INV_DateDue

EMP_PhoneNumber

EMP_Email

EMP_Password

VST_IDnumberPK

VST_DateCreated

VST_DateCompleted

VST_Description

CUS_IDnumberFK

PET_IDnumberFK

APT_IDnumberFK

EMP_IDnumberFK

is assigned to

Ow

ns

Be

lon

gs

to

CUS_IDnumberFKPK

APT_IDnumberFKPK

RQT_DatePK

RQT_ServiceType

makesIs made by

receives

Is created for

involves

Is involved in

Is m

an

ag

ed

by

Ma

na

ge

s

Contains

Recorded on

CUS_IDnumberFK

APT_Description

FEE_IDnumberPK

FEE_Type

FEE_Price

APT_IDnumberFK

FEE_IDnumberFK

FEE_IDnumberFK

Assigned to

contains

MGR_IDnumberFK

INV_IDnumberFK

CDT_SpecialInstructions

has

Belongs to

MED_PrescriptionPK

MED_Dosage

MED_DosageFrequency

MED_SpecialInstructions

has

Belongs to


Page | 27

Data Dictionary & Metadata

The domain tables below describe the attributes of entities and data stores identified in the ERD and

DFDs.

Entity Name: Customer

Description: Those whom business is conducted with

Entity: Visit

Description: Services rendered on appointment date

Attribute Identifier (PK)

Type Size Range Null Comments/Validation

*CUS_IDnumber Yes Char 10 n/a No Auto assigned

CUS_lastName No Char 20 n/a No Last name of customer

CUS_firstName No Char 20 n/a No First name of customer

CUS_cellPhoneNumber No # 10 n/a Yes 10 digit numeral ; Format Check: ###-###-####

CUS_workPhoneNumber No # 10 n/a No 10 digit numeral; Format Check: ###-###-####

CUS_email No Char 20 n/a No Email serves as customer’s username

CUS_streetAddress No #/Char

30 n/a No Address where services are to be performed

CUS_city No Char 15 n/a No Must be a valid city within provided state

CUS_zipCode No # 5 n/a No Must be only a 5 digit numeral

CUS_state No Char 2 n/a No State abbreviation only (ex: FL for Florida)

CUS_password No #/Char

12 n/a No Must be 8-12 characters and include at least one numeral

CUS_HomeAccessCode No #/Char

10 n/a Yes Gate or home code to gain access to pets



*VST_IDnumber Yes Char 10 n/a No Auto assigned

VST_Description No Char 10 n/a No Directions for employee to follow for visit

VST_DateCompleted No Char 20 n/a No Format Check: ## / ## / ####

VST_DateCreated No # 10 n/a No Format Check: ## / ## / ####


Page | 28

Entity Name: Employee

Description: Personnel working for company

Entity: Pet

Description: Animal that services are provided for

Entity: Invoice

Description: Animal that services are provided for

Entity: Fee Schedule

Description: Prices charged for services



*EMP_IDnumber Yes Char 10 n/a No Auto assigned

MGR_IDnumber No Char 20 n/a No Foreign Key; Manager/Admin ID (special system access)

EMP_lastName No Char 10 n/a No Last name of employee

EMP_firstName No Char 20 n/a No First name of employee

EMP_phoneNumber No # 10 n/a No Format Check: ###-###-####

EMP_email No Char/# 20 n/a No Email serves as employee’s username

EMP_password No Char/# 20 n/a No Must be 8-12 characters and include at least one numeral

EMP_dateOfBirth No # 30 n/a No Format Check: ## / ## / ####



*PET_IDnumber Yes Char 10 n/a No Auto assigned

PET_Name No Char 20 n/a No Name of pet

PET_DateOfBirth No Char 20 n/a No Age of pet; Format Check: ## / ## / ####

PET_Species No # 10 n/a No Type of pet

PET_Breed No Char 20 n/a N Breed of pet

PET_Gender No #/Char 30 n/a No Must enter: “Male” or “Female”

PET_FeedingFrequency No #/Char 50 n/a Yes How often to feed pet

PET_SpecialInstructions No Char 100 n/a Yes Additional information/special situation directions



*INV_IDnumber Yes Char 10 n/a No Auto assigned

INV_CompletionStatus No Char 10 n/a No Notification

INV_DateCreated No Char 20 n/a No Format Check: ## / ## / ####

INV_DateDue No # 10 n/a No Format Check: ###-###-####



*Fee_IDnumber Yes Char 10 n/a No Auto assigned

Fee_type No Char 10 n/a No Notification

Fee_price No Char 20 n/a No Format Check: ## / ## / ####


Page | 29

Entity: Medication

Description: Optional pet medication information

Entity: Condition

Description: Optional pet special condition information/instruction

Entity: Appointment Request

Description: Information pertaining to appointment request made by customer



*MED_Prescription Yes Char 10 n/a No Type of medication

MED_dosage No Char 10 n/a No Amount of medication to administer

MED_dosageFrequency No Char 20 n/a No How often to administer medication

MED_specialInstructions No # 10 n/a No Further medical details



*CTD_type Yes Char 10 n/a No Type of condition

CTD_symptom No Char 10 n/a No Condition symptoms

CTD_veterinarian No Char 20 n/a No Emergency contact/location

CTD_specialInstructions No # 10 n/a No Further condition details



*RQT_Date Yes Char 10 n/a No Date appointment request was made

RQT_serviceType No Char 10 n/a No Directions for employee to follow for visit

*RQT_IDnumber Yes # 10 n/a No Auto assigned


Page | 30

Interaction Screens

Input GUI: Appointment Request

The user interface input screen for booking an appointment is titled “Appointment Request” in black

lettering, Microsoft Sans Serif font. The form is outlined with a light blue border. The background of the

form is light grey. All text inside the appointment request form is the color black in Microsoft Sans Serif

font face, size 8.25. Input information is organized into sections using groupboxes, which use a slightly

darker grey color as the border. The headings for each of these sections use bold font as a highlighting

technique (except for the “comments section”, which is an optional input section of the form). The

dropdown calendar feature has a default value selection of whatever the current date is.

*The customer must log into the system with their user name and password in order for the system to

recognize who is requesting an appointment and for which pet(s).

1. Customer Information – user information is displayed here

First Name, Last Name, and Customer ID will automatically populate because the information


Page | 31

stored in the customers profile is pulled into the “Customer Information” section when the customer

goes to the appointment request screen.

2. Select Pet – user selects which pet services are to be provided for

When the customer goes to the appointment request screen, after logging in, the “Select Pet”

section will automatically populate with the available pet(s) names that identifies with each customer.

The pet(s) information is stored in the customers profile; the pet data is pulled from and displayed with

checkboxes so customer can specify which animal services need to be completed for. It is mandatory for

the customer to select at least one pet in order to request an appointment, otherwise a message box

displaying an error will appear stating, “Please select a pet.” The default for the checkboxes is that no

check box is selected.

3. Start Date – user selects an appointment start date

When a customer clicks inside the textbox to select an appointment start date, a mini calendar

appears so the customer can browse for a specific date for services to be performed on. The default

date displayed on the mini calendar will reflect the current date. A start date must be chosen in order to

successfully process the appointment request. If start date is not selected when the customer attempts

to submit a request, an error message box will appear with the statement: “Please select a start date”.

4. End Date – user selects the last day for needed services of the appointment date range

When a customer clicks inside the textbox to request an appointment end date, a mini calendar

appears so the user can easily select the date for services to be performed on. The default date

displayed on the mini calendar will reflect the current date. An end date must be chosen in order to

successfully process the appointment request. If end date is not selected when the customer tries to

submit a request, an error message box will appear with the statement: “Please select an end date”.

5. Time – user selects an appointment time

When a customer clicks inside the textbox (or clicks the small arrows on right side of control), a

dropdown menu appears displaying a list of times available for an appointment which are offered in 30-

minute increments, from 12:00am to 11:30pm. A time must be selected in order to successfully process

an appointment request. If a time is not selected when the customer attempts to submit a request, an

error message box will appear with the statement: “Please select desired appointment time”. There is


Page | 32

no default value as this is a required field and if left blank, the system will remind customer to enter a

date. If a default time is displayed and the customer forgets to change it, this can cause a

misunderstanding and result in errors.

6. Radio Buttons – user selects appointment frequency. The default selection is one-time.

A customer must choose one and only one of the offered radio buttons to specify the frequency of the

appointment:

-One-Time: A customer selects this option when the appointment does not need to be

repeated. The services for this type of appointment selection will occur only once, on the specific date

and time previously selected.

-Daily: A customer selects this option to request that services be provided every day for the

selected date(s) and time(s).

-Weekly: A customer selects this option to request that services be provided on a weekly basis

for the selected date(s) and time(s). If this option is selected, a message box will appear with checkbox

options labeled with each day of the week (Monday through Sunday). A customer must choose at least

one of the weekdays. The appointment will be created to service the customer on that same day and

same time every week for what was specified in the “select appointment date” portion of the form.

-Bi-weekly: A customer selects this option to request that services be provided on a bi-weekly

basis (every other week) for the selected dates and at the specified time(s). If this option is selected, a

message box will appear with the option to select a day for services to be completed each week,

Monday through Sunday. A customer must choose one and only one of the weekdays.

-Monthly: A customer selects this option to request that services be provided on a monthly

basis. A message box will appear giving the user checkbox options to select either: First, Second, Third,

or Fourth week (to specify which week of each month the services need to be provided in) AND

checkboxes to specify which day(s) during those weeks’ services are needed (Monday-Sunday).

7. Overnight Checkbox – user has option to request overnight services

A customer will select this (optional) checkbox to request an overnight stay. If selected, a

message box appears informing the customer of the extra costs associated with overnight services and

also instructs them to provide details of overnight request in the comments section (#10) of the form.


Page | 33

8. Additional Visit – user has option to request additional daily visits

A customer will select this (optional) checkbox if they need multiple visits per day. If selected, a

message box will appear with an additional “time” dropdown menu with times available in 30-minute

increments and a message stating “Please select an additional daily visit time from the menu.” Up to

two additional visits are allowed per day.

9. Select Services – user selects services

The customer selects the checkbox relating to the desired services. The system will allow the

user to pick multiple boxes. The user will not be allowed to submit the form unless at least one service

is selected. An error message will appear when no service is selected stating, “At least one service must

be selected to complete request).

10. Other – user requests special service to be performed

When the user selects the “Other” checkbox, a message box will appear with a text box for user

to describe the special service(s) needed. The number of characters in this box is limited to 250

characters. If the user types more than 250 characters (including spaces) inside the text box, an error

message will appear that says, “Text entry is limited to 250 characters.”

11. Comments – user provides additional information

The customer has the option to provide additional information (overnight stay information,

special instructions for the visit, etc) inside the comments text box, up to 750 characters, including

letters, numbers, and symbols.

12. Submit – user clicks button to submit appointment request

When the customer clicks the “submit” button, the request is processed successfully only if the

above required fields are filled out correctly. If fields are not selected or invalid entries occur, a message

box will appear to explain to the customer what information is still needed, as described in above

annotations. When the submit button is clicked with no errors, a message box appears with an

appointment summary and the question, “Are you sure you want to submit?” with “yes” and “no”

buttons. If customer selects “yes”, the form is successfully submitted. If the customer selects “no”, the

message box closes and the screen returns to the appointment request form. When the form is

successfully submitted, an appointment ID is created to uniquely identify the appointment request. At


Page | 34

this point, a new screen will appear informing the customer of their appointment ID number as

confirmation that the appointment request was received.

13. Cancel – user clicks button to cancel the appointment request

When the customer clicks the “cancel” button, a message box appears to make sure the

customer wants to cancel the appointment request in progress. A message is displayed stating: “Are you

sure you want to cancel this appointment request? Any information entered will be permanently lost”

and button options stating: “yes” or “no”. If the customer selects “yes” the form is deleted, the program

closes the form, and the customer is returned back to his/her main profile page. If the customer selects

“no” the message box disappears and the form remains as it was when the customer clicked on the

“cancel” button.


Page | 35

Output Screen: Generated Invoice

Invoice Oma's "TLC" Pet Service

Invoice No. 999920 Tender Loving Care For Your Pets Date Created: December 26, 2015 Date Due: January 26, 2016 12802 Grand Traverse Dr. Bill To: Cayla Hans Dade City, FL 33525

Address: 455 12th Street N 352-424-0662 St. Petersburg, FL 33701 [email protected] Phone: 352-455-6591 www.omaspetservice.com Email: [email protected]

Description of Services Appointment Date Appointment ID Amount

Walking 11/15/2015 APT_900012 $ 10.00

Feeding 11/15/2015 APT_900012 $ 25.00

Administer Medication 11/15/2015 APT_900012 $ 50.00

Walking 11/10/2015 APT_900011 $ 10.00

Feeding 11/10/2015 APT_900011 $ 25.00

Administer Medication 11/10/2015 APT_900011 $ 50.00

Invoice Subtotal $ 170.00 Tax Rate 7.00% Sales Tax 11.90 Discount Amount 10.00

TOTAL $ 171.90

Make all checks payable to: Oma's Pet Service

Total due in 30 days.

Thank you for your business!

The user interface output screen for a generated bill based on services completed is titled “Invoice”. It is

in black lettering, Microsoft sans serif font. The form has a white background and is outlined by light

blue borders. All text inside the invoice is in Microsoft sans serif font, size 12. The output information is

displayed in rows and columns. The row headings are in size 12, Microsoft sans serif font. While the

column headings are in bold, which is used as a highlight technique.

1. Oma’s TLC Pet Service – Company information

The company name is displayed here and will be unique for each company using Sitter Solutions

services. The business slogan is displayed below the company name. Contact information is listed

below including business address, phone number, email and website.

2. Invoice No. – Invoice Number

The number used to identify the specific invoice is displayed. This is automatically generated

when an invoice is created in the system.

3. Date Created: - Date of invoice creation

Displays the date the invoice was originally generated in Month Day, Year format.

1.

...

2.

3. 4. 5.

6.

7.

8.

10. 9. 12.

13. 14. 15.

19.

11.

17. 18.

16.

20.

mailto:[email protected]

http://www.omaspetservice.com/

mailto:[email protected]


Page | 36

4. Date Due: – Date invoice is due

Displays the invoice due date in Month Day, Year format, and will usually be 30 days from the

invoice creation date.

5. Bill To: – Name of customer receiving invoice

Displays the name of the customer who owes payment for services in First Name Last Name

format.

6. Address – Address of customer receiving invoice

The full address of the customer who owes payment for services will be displayed here. The

format has Street listed first and then on a new line below is the City, State, and Zip Code.

7. Phone – Phone number of customer receiving invoice

Phone number is listed with area code in XXX-XXX-XXXX format, numerals only.

8. Email – Email address of the customer receiving the invoice

Displayed here is the email provided by the customer when creating their customer profile. This

is email address the invoice will be sent to.

9. Description of Services – Column heading displaying services rendered

Describes the list of services provided to customer that they are being charged for.

10. Appointment Date – Date of appointment

The date the services were rendered on in month/day/year format using numerals.

11. Appointment ID – Appointment identification number

The unique appointment ID generated when the customer originally requested the

appointment is displayed here in alphanumeric format as: APT_#####.

12. Amount – Amount due

The amount of payment due for the specific service rendered. Displayed in numerals in

currency format (includes $ sign and 2 decimal places).

13. Invoice Subtotal – Total amount due before-tax

The amount due for services rendered before service taxes are applied. Displayed in numerals

in currency format (includes $ sign and 2 decimal places)

14. Tax Rate – sum of state and local sales taxes

This label identifies the sales tax rate to be charged to the invoice. It is set by a system user to

reflect the sales tax rate at the business address. It can only be modified with respect to additional

business locations.

15. Sales Tax – amount of sales taxes collected from the customer


Page | 37

This value is the result of the Invoice Subtotal multiplied by the Tax Rate. The sales tax value is

added to the Invoice Subtotal. This amount is calculated by the system and cannot be modified.

16. Discount Amount – total discount amount

The total discount amount is displayed here. It is subtracted from the Invoice subtotal. This

amount is linked to the customer profile but may be changed by the system user.

17. Total – total amount owed by the customer

This amount is calculated by the system and cannot be modified.

18. Oma’s Pet Service – Check recipient

The company name is placed here to inform the customer which recipient to write the check to.

19. Total due in 30 days. – Number of days until invoice is due

This is a default setting in the system. Only a system administrator can alter this field.

20. Thank you for your business! – default closing statement

This is a default setting in the system. Only a system administrator can alter this field.


Page | 38

Report Screen: Invoice History

The user interface report screen for viewing past due accounts receivable is titled “Aged Accounts

Receivable” in black lettering, Calibri, size 14 font. The background is white. All text in the header is the

color black, Calibri font face, and size 14. Output information in the body of the report is all the color

black, Calibri font face, and size 12. Output information is organized into rows. The labels for all

imported information and the items in the header use bold font as a highlighting technique.

*The system user can sort the items in the form by any of the variables shown. The user can also display

the form for different dates

1. System – the date to which the report corresponds

The label denotes the box to the right which displays the system date, the date to which the

report corresponds. As a result no past due accounts receivable after 12/31/15 can be displayed. The

default date is the current date but the user may change it to reflect data from different periods

2. User – the date at which the report is created

The label denotes the box to the right which displays the user date, the date on which the report

is created. The default date is the current date and cannot be changed by the system user.


Page | 39

3. Aged Accounts Receivable – the default report title

This is the default title for the report and cannot be changed by the system user.

4. Oma’s Pet Sitting – company name

This is the company name. The default is the user’s respective name and cannot be changed

except by system creators.

5. Receivables Management – report category

This is the default category for this type of report and it cannot be changed

6. Page – page number

The label denotes the box to the right, which displays the page number of the form. This value

is calculated by the system and cannot be altered.

7. EmployeeID: - the employee identification number

The label denotes the box to the right, which displays the identification number of the employee

who generated the report

8. CUST_IDnumber: - the customer identification number

The label denotes the box to the right, which displays the customer identification number of the

related accounts receivable.

9. Name – the customer name

The label denotes the box to the right, which displays the customer first and last names together

separated by a space. The customer name must match the related customer identification number and

cannot be changed.

10. INV_IDnumber: - invoice identification number

This column header identifies the specific invoice identification number. It is related to a specific

customer identification number and cannot be modified.


Page | 40

11. Date Created - invoice creation date

This column header identifies the specific date that the invoice was created. It is related to a

specific invoice identification number and cannot be modified.

12. Date Due - invoice due date

This column header identifies the specific date by which the invoice is expected to be paid. It is

calculated by the system as thirty days from the invoice creation date.

13. Doc. Amount – the amount listed as the Total on the invoice

This column header identifies the total amount written at the bottom of the corresponding

invoice. It is imported by the system and cannot be modified.

14. Disc. Amount – the amount listed as the Discount Amount on the invoice

This column header identifies the discount amount written at the bottom of the corresponding

invoice. It is imported by the system and cannot be modified.

15. 0 – 30 Days – amount outstanding from thirty days or less from the date due

This column header identifies any amount outstanding that is 0 – 30 days old. The column is

populated by the system and cannot be modified.

16. 31 – 60 Days – amount outstanding from thirty-one to sixty days from the date due



17. 61 – 90 Days – amount outstanding from sixty-one to ninety days from the date due



18. 91 and above – amount outstanding from more than ninety days from the date due

This column header identifies any amount outstanding that is more than 90 days old. The

column is populated by the system and cannot be modified.


Page | 41

19. Due – the total amount for the amounts due

This section header identifies the total amount of all past due accounts receivable. It is

calculated by the system and cannot be modified.

20. Aged Totals – the section header for total amounts

This label denotes the new section in the cells to the right which is populated by first a total

amount due from all past due accounts receivable and followed by a breakdown of the amounts due for

each period.

System Generated Reports 1. Daily/Weekly/Monthly Sales Summary

2. Daily Service Summary

3. Customer Feedback Summary

4. Customer Retention Summary

5. Payments Processed Summary

6. Overdue Invoice Summary

7. Employee Schedule Summary


Page | 42

Hardware Requirements

This report indicates what hardware will be needed to create the Sitter Solutions information system.

We intend to create a system that is reproducible and can be sold as a template to pet sitting

companies. Donna’s company is medium-sized, but it is anticipated that the system software will need

to accommodate businesses smaller and larger than this. To create the information system we will need

2 computers, 1 web server, 1 application Server, 1 Database Server. Below are the requirements needed

for each item to be functional:

Computers

Operating System Windows 8 (64-bit)

Memory 8GB

Hard Disk 250 – 500 GB

Processor Intel Core i5

Graphics Card NVIDIA GeForce GTX

Monitor One 24” 1920 x 1200

Mouse 3 button wheel mouse, optical

Web Browser Internet Explorer (32 bit)

Web Server

Dell

Application Server

Oracle

Database Server

Server HP StorageWorks Disk Enclosure 6 x 2TB


Page | 43

Testing

System Interface Testing

Objective: To test the exchange of data between entities within the number 1 Data Flow Diagram which

corresponds to the Maintain customers use case. Refer to Level 1 DFD – Maintain Customers, Pg. 22.

Scenario: Dan White, a new customer desires to make a customer profile. He accesses the website and

begins the registration process. After he enters all of the required personal information, the system

generates a customer number specific to Dan. His new customer number, 9999023, is linked to his pet’s

numbers, which the system generates. One for his dog Spike, 90000034, and another for Jet the cat

90000035. Next, the system should create a profile for each of Dan’s pets using their pet numbers and

Dan’s customer numbers as primary and foreign keys, respectively. If functioning normally, the system

will also generate a customer profile for Dan, which identified by his customer number and linked to his

pets’ profiles. The Dan’s customer profile is stored in the D1: Customer Data Store.

Final Test: To test if the data transfers in the process above are successful, the system user should be

able to access and view the desired customer profile through the D1: Customer Data Store.

Usability Test

Objective: Determine how convient the system is for real time users at novice and expert levels when

trying to create an appointment request. Refer to Interaction Screens – Input GUI: Appointment

Request, Pg. 30.

Scenario: Users of different computer experience levels are going to attempt to request an appointment

for daily, weekly, and monthly services. Each, the novice and expert user, will then give feedback on

their experience, appearance of the interface, and or accessability of the system.

Novice Feedback: The user interface is straightforward and informative. Logging into the system, there

were easy navigation buttons that lead to the appointment request form; filling out the form, reviewing,

and submitting each request took about 5 minutes, due to the message box errors for missing data; it


Page | 44

was a little unclear how to set the time and dates, but after the errors everything worked out.

Expert Feedback: The idea of this test was to make multiple appointment requests, which was

successfully completed; each appointment request took less than 3 minutes to create, review, and

submit without any errors. I was asked to leave any mandatory field(s) blank and see if the system

would have caught any missing information; the system returned errors for sections 2-6, and 9. The

system is fairly easy to navigate with a basic user interface layout that is most commonly seen in other

request forms. Accessability is very high due to the web based system making the effectiveness of this

system ideal for business use.

Final Test: Use real data and customers to accurately test the system in order to get real resutls.

Unit Test

Objective: Generate an invoice using the black box testing method in Scenario 1 and using the white box

testing method in Scenario 2. Refer to Level 1 DFD – Generate Invoice, Pg. 24.

Scenario 1: The system will gather all required information about the customer and services performed

(details shown in the ERD Diagram, see page), invoice(s) will be produced when the user presses a

generate invoice button on the user interface screen, and the achieved output form will then be shown.

Scenario 2: White box testing can be done in a similar fashion for generating invoices, but requires a

design team to test the system due to the complexity of the process. Looking at the Level 1 DFD for

Generating Invoices, the team can go line by line to see how the system interacts with other processes

when gathering the required information.

Final Test: Have the system send the invoice to the customer and store the invoice in the D5: Financial

Datastore.


Page | 45

Acceptance Test

Objective: Determine the process of how Sitter Solutions will go into Alpha testing in Scenario 1 and

Beta Testing in Scenario 2.

Scenario 1: Sitter Solutions is going to be implemented in an abrupt, direct conversion process since

there the old system is paper based or nonexistent. Alpha testing would be introduced to employees

first in training on the new system in order for them to get familiar with it. Employees would then act as

new customers requesting services to see how the system works without launching to the public, this

way any glitches can be prevented and fixed before beta testing.

Scenario 2: The system should be live online and usable to the public, after alpha testing has been

completed and any known issues fixed. Beta testing will be taking place in which employees are using

the system on the job, while providing further feedback about any of the processes. Customers will be

able to start using the system in beta form providing any feedback; any error reports will be directly sent

to Sitter Solutions.

Final Test: Fix any bugs and go live without further testing of the system. All errors and feedback will be

sent to Sitter Solutions; also, continue to maintain the system by providing updates and fixes in new

versions of the website.


Page | 46

Test Plan 1

Class Test Plan Page 1 of 4

Tester: Amanda Loehmann Date Designed : 04/24/2015 Date Conducted : 04/24/2015

Testing Objective: Ensure that the Start and End date entered by the customer on the Appointment Request form is valid.

Component Tested: Invalid Start Date

Value Entered Expected Result Actual Result Passed (Y/N)

04/24/2014 Message box error Message box error Y

Invalid End Date 04/24/2014 Message box error Message box error Y

No Start date Blank Message box error Message box error Y

No end date Blank Message box error Message box error Y

Valid Start Date 04/24/2015 Submit Submit Y

Valid End Date 04/25/2015 Submit Submit Y

Nonsensical Start Date


Nonsensical End Date



Page | 47

Test Plan 2



Testing Objective: Ensure that the Select Service(s) selected by the customer on the appointment request form is valid.

Component Tested: No Checked Boxes


Blank Message box error Message box error Y

Select 1 Service Box

1 Checked box Submit Submit Y

Select 2 Service(s) Box (If applicable)

2 Checked boxes Submit Submit Y

Select Other Box No data entered in Message box error Message box error Y

message box

Select Other Box Valid data entered Submit Submit Y

Select Other Box Checked box Message box appears

Message box appears

Y

Select Other Box Too many characters in

Warning appears Warning appears Y

message box


Page | 48

Test Plan 3



Testing Objective: Ensure that the Select Pet(s) selected by the customer on the appointment request form is valid.

Component Tested:



Select 1 Pet Submit Submit Y

Select 2 Pet(s) Submit Submit Y

(If applicable)

Test Plan 4



Testing Objective: Ensure that the Time selected by the customer on the appointment request form is valid.

Component Tested: Time



Valid Time Submit Submit Y

12:00pm

Invalid Time Message box error Message box error Y

12:45pm

(30min increments)


Page | 49

Implementation

Conversion Strategy: Direct

Original systems for pet sitting businesses are likely paper-based with some Excel use. Direct conversion

will be used to transfer any customers in the as-is system; immediate conversion will happen and is a

very cost-effective choice. The old system will not need to be “turned off”, running in parallel, so the

new system can easily be “turned on” with limited risk. The most time-consuming part of the new

system is transferring existing customer data from the old system to the new, but all new customers will

be added immediately to the new system. In the event that there is a website outage, the paper based

system works as a contingency plan in which all employees should be trained to use.

Prepare Technology:

-Install hardware & software

-Convert data

-Ensure all employees have a mobile device with internet access

Prepare People:

-Train employees to use system on mobile devices

-Guide customers on how to set up account and encourage them to get familiar with new system

-Change management guidelines to align with new system policies

-Inform employees of and enforce new operating procedures


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Enclosures

Project Plan

See separate Microsoft Project document file titled “Group 2 Project Plan“, submitted on canvas. This

includes individual group member contributions to each section of this report.

Meeting Minutes

See separate Word document file titled “Meeting” submitted on canvas.

Economic Feasibility

See separate Excel document file titled “Final Draft Economic Feasibility“, submitted on canvas.

Implementation Plan

See separate Microsoft Project titled “MS Project Plan“, submitted on canvas for Gantt chart.

Visio Documents

See zipped folder on canvas titled “VISIO” that includes all Visio diagrams (DFDs and ERD).