project description and use case package

Project Description and Use Case Package

Prepared for:

Professor Elaine Seeman

MIS 4173

Prepared by:

Table of Contents .......................................................................................................................................... 1

Executive Summary: PROJECT DESCRIPTION and ANALYSIS......................................................................... 3

Objective ................................................................................................................................................... 3

Company Background ................................................................................................................................... 4

Current Environment ................................................................................................................................ 4

Proposed System .......................................................................................................................................... 5

Expected Benefits ..................................................................................................................................... 5

Objectives ................................................................................................................................................. 6

Constraints ................................................................................................................................................ 6

Budgetary Constraints........................................................................................................................... 6

Manpower Constraints ......................................................................................................................... 6

Stakeholders ................................................................................................................................................. 7

Primary Stakeholders ................................................................................................................................ 7

The Owner ............................................................................................................................................. 7

The Client .............................................................................................................................................. 7

Secondary Stakeholders ............................................................................................................................ 7

The Suppliers ......................................................................................................................................... 7

The Subcontractors ............................................................................................................................... 7

Context Diagram ........................................................................................................................................... 8

Executive Summary: Use Case PACKAGE ...................................................................................................... 9

USE CASE DIAGRAM .................................................................................................................................... 10

Use Case Specification: Login ................................................................................................................. 11

Use Case Specification: Manage User .................................................................................................... 13

Use Case Specification: Manage Invoice ................................................................................................ 15

Use Case Specification: View Invoice ..................................................................................................... 17

Use Case Specification: Submit Contact Form ....................................................................................... 18

Preliminary Non-Functional Requirements ................................................................................................ 20

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EXECUTIVE SUMMARY: PROJECT DESCRIPTION AND ANALYSIS

Objective

The overall objective of our team, HJJM Consulting, is to develop an information system that

reengineers a business process for our client, IBX Builders, Inc. “IBX”. Our proposed solution

implements a dynamic web presence that provides external accessibility for IBX clientele, as well as, a

cloud based database for redundancy of financial data. The main component of our solution, the web

presence, provides three main benefits to IBX. The primary benefit being, the ability to promote the IBX

Builders brand in a way that is more professional and accessible to potential and current clientele in an

ever changing technology driven world. While also utilizing the web presence as an interface that

provides a new convenient method for IBX clientele to access their invoices throughout the life of the

project and lastly, providing redundancy for the company’s financial data.

The proposed system we have outlined for IBX has a projected completion date of April 25, 2016 with

various dates set before the final implementation date for phased planning and work completion.

Currently, IBX utilizes basic Windows file management for file storage and QuickBooks Contractor

Edition for invoicing, which will require no additional resources to reconstruct the current system

making the implementation process much more streamlined.

In order to best explain the proposed system and to ensure our proposed system meets the client’s

expectations, we have prepared a detailed analysis including visual aids to depict how the system will

function and affect the stakeholders, both internally and externally.

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COMPANY BACKGROUND

IBX is a residential general contracting company based in Greenville, N.C; incorporated in 2006 by sole

owner and president, Jason Arnold. IBX primarily serves eastern North Carolina, largely operating in

Beaufort and Pitt counties, hence the company name, referring to the “Inner Banks”, offering residential

services from complete new home builds, room additions and remodels, and exterior renovations and

decking.

Since the date of incorporation, Mr. Arnold has been the sole stakeholder in IBX and when necessary

outsources project work to various local vendors and subcontractors thus requiring no company

organizational chart. The home-grown company also has no formal company mission or vision

statements in effect. Mr. Arnold is a North Carolina Licensed General Contractor and is bound by the

building code and regulations set forth and enforced by the state.

Throughout the decade of incorporation IBX has acquired all clientele through word of mouth referral.

The only printed materials representing the company are business cards showing contact information

for the owner and no other marketing materials have ever been used to promote the business nor has

any social media or website been developed for the company.

Current Environment

Since the date of incorporation, IBX Builders Inc. has operated out of the owner’s residence in a

simplistic manner and with minimal changes or advancements to systems or internal workflows.

As of February 2016, the company is supported by a single Sony laptop with Windows 7 operating

system and residential grade internet hosted through Suddenlink. The laptop is the only file storage

solution for all project documents such as contracts, drawings, and project photos. These files are

organized in basic windows file folders on the hard drive with no data redundancy structure in place.

The internal business workflows for IBX are also “out of the box” type solutions. Communication with

clients, subcontractors and vendors is conducted via the company’s Suddenlink hosted email, telephone

or text messaging. The owner does utilize one specialized software program, QuickBooks Contractor

Edition, for project estimation and invoicing that is also stored and operated on the company laptop.

In the past decade, the owner has also not utilized technology or social media to advertise and promote

the company. Potential, future clients are generally found through referrals from previous clients or

word of mouth.

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PROPOSED SYSTEM

The system our team is proposing for IBX has two main components: a web presence and a SQL

database. Both components will be entirely cloud based and have the ability to operate within the

current environment requiring no additional equipment to be purchased. While selecting a cloud based

solution with no/minimal associated costs for a startup system was important to the owner, the need

for future growth and development within the same system was also recognized.

The web presence will consist of a website comprised of various informational pages; such as a services

offered page, client testimonials, and a photo gallery featuring current and completed projects. As well

as, a client login page to providing clients to the ability to view their project invoices and payment

details.

The SQL database will act as the primary storage solution for client contact and project invoice

information. Since the data will be stored and maintained in the cloud the company will no longer be at

risk for data loss due to no redundancy.

Expected Benefits

Once developed and implemented, the new system will provide many benefits to the company and its

primary stakeholders; the owner and clients. Those benefits include:

Increased company exposure

Improved communication for potential clients

Better file organization

Improved productivity and profits

Scalability for future growth

It is necessary in today’s competitive market and technology driven world that companies remain

proactive in their approach to appeal to and maintain tech savvy clientele. The implementation of a

web presence will be a significant improvement for IBX thus increasing the company’s exposure and

making company information much more accessible for potential clients.

The contact section within the web presence will improve the initial communication between potential

clients and the owner. The clients will be able to submit their project concepts while at the same time

building their contact information into the company database saving the owner time when reviewing

and responding to the inquires and preparing for project consultations.

Existing clients will have the ability to view their project invoices as quickly as the owner enters the

information. The owner will no longer need to keep project invoices or his laptop on hand while on the

job site thus reducing the risk of losing invoices and increasing his document organization. With less

time being spent on administrative duties and lost to disorganization the owner will have more time to

dedicate to the actual project work thus increasing productivity on the project and increasing profits.

In addition to the direct benefits for the stakeholders, the proposed system offers a great benefit to the

future development of IBX, scalability. As the client base and project work for IBX increase, the cloud

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based system will offer flexibility and the ability to support any new features and enhancements the

owner wishes to incorporate into the system.

Objectives

The proposed system has three main objectives:

Internet presence

Invoicing

Scalability

One of the tasks is to promote IBX Builders by creating an internet website for the company. This site

will showcase past projects, services and ways to contact the company for further information. The site

will also promote the company by displaying its logo and provide a client friendly experience.

The website will provide the owner with the capability to create invoices and other billing

documentation for clients. Also, by using client provided email addresses the owner will create login

credentials that will be used to access the site. Email links will be provided throughout the

documentation allowing the client to communicate with the owner.

The owner has stipulated that the website should incorporate the capability to grow as the business

grows. Thus, the website should be able to provide future documentation and be accessible on multiple

browsers. Also, the site should be able to store multiple client database records and provide content

that will promote the site and the company.

Constraints

Budgetary Constraints

Because IBX Builders is a side job for the owner, there are a few budgetary constraints. The owner has

limited monetary resources to support creating a robust website or to finance search engine

optimization. This could limit visibility and lessen the client’s experience on the site.

Manpower Constraints

Since the owner is the only company employee, site administration and training are handled by one

person. Thus the owner must answer questions concerning logins, invoicing and general site layout.

Also the owner would be the only person creating and submitting invoices and other documentation.

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STAKEHOLDERS

Stakeholders are those entities that are affected or may have an effect on an effort by the company.

These entities may be individuals, communities or other companies. Understanding stakeholders is

necessary to ensure they are properly managed. There are two main types of stakeholders; primary and

secondary.

Primary Stakeholders

Primary stakeholders are entities who are directly interested and affected by the company.

The Owner

The owner is the biggest stakeholder in the company. He shoulders the responsibility of raising capital,

ensuring profitability and succession planning for the future of the company. Thus, the owner must

evaluate competitor prices, products and services to ensure the company stays competitive.

The Client

The client is the focus of the company and they seek quality products and services. The client is one of

the most immediate external stakeholders to be considered by the company. The purpose of IBX

Builders is to strive to satisfy or solve the client’s needs while also maintaining prices that lead to

increases in profit margin. However, creation of low quality products, poor client service or overly

aggressive pricing can cause client dissatisfaction.

Secondary Stakeholders

Secondary stakeholders can be vocal even when they have no monetary investment in the company. It

is important that the company reaches out so, these stakeholders know the company acknowledges

them and recognizes their stake in it.

The Suppliers

The company relies on its suppliers for good and services. The collaboration between the supplier and

the company allows for delivery of the best value to clients. If there are increases in supplier prices or

undue delays in deliveries then that can negatively impact projects.

The Subcontractors

Subcontractors are also affected by the project. If they perform poorly on the project then that will

cause delays and cause client dissatisfaction. This could lead to dispute in pay due to poor quality or the

owner may disassociate with the subcontractor altogether.

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CONTEXT DIAGRAM

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EXECUTIVE SUMMARY: USE CASE PACKAGE

The proposed system we have depicted for IBX Builders does not require a significant overhaul of the

current systems and workflows. It will require the owner and his clients to learn how to interact

properly with the system in order to ensure the system is being utilized to its fullest capacity.

To support our project analysis, we have also compiled a use case specification package that outlines the

five use cases the proposed system will require. Those use cases are:

Login

Manage User

Manage Invoice

View Invoice

Submit Contact Form

The use cases have been detailed individually to explain and depict how the stakeholders, “actors” will

interact with the proposed system and how the system will in turn react to the actions conducted by the

actors.

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USE CASE DIAGRAM

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Use Case Specification: Login

Use Case Specification: Login ID UC-01 Priority High

Actor: Owner, Client

Description: This purpose of this use case is to explain the login and authentication process used to access the

system.

Trigger: User wants to login to the system.

Type: x External □ Temporal

Pre-conditions:

1. The user must already be setup in the system

2. The user must have the proper credentials to access the system

3. The user must have security questions properly configured

4. User must have appropriate access level assigned

Normal Course:

1. Login

a. Owner or Client request access to the system

b. Owner or Client enters username and password to access

the system (Alt. Course 1.1)

c. System verifies username and password are correct and assigns

user’s access level (Alt. Course 2.1 and 3.1)

d. Owner or Client is successfully authenticated and access is allowed

based on user’s access level

Information for Steps:

UserID

Password

Entry to the system.

Alternative Courses:

1.1 Owner or Client enters data in incorrect format

a. System displays error showing proper way to enter data

2.1 Owner or Client forgets password

a. System displays message to contact system administrator

3.1 Username or password or combination are incorrect

a. System displays message requesting user retry authenticating

b. User supplies incorrect data multiple times and account is locked

c. User is notified to contact system administrator

UserID

Pop-up window with notice

to contact system administrator

to reset password

Pop-up window Notice that account is locked Notice to contact system administrator

Post-conditions:

1. The user is able to properly authenticate and is allowed defined user level access.

Exceptions:

1. User access has been revoked

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2. User is notified to contact system administrator

Summary:

Inputs Source Outputs Destination

UserID

Password

User

User

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Use Case Specification: Manage User

Use Case Specification: Manage User ID UC-02 Priority High

Actor: Client

Description: The purpose of this use case is to allow the owner to add, edit, or delete user accounts for current or

potential clients with IBX Builders, Inc. website.

Trigger: Owner wants to add, edit or delete a user in the system.


Pre-conditions:

1. The owner navigates to IBX Builders Inc.’s website.

2. Owner clicks login link and logs into the website.

Normal Course:

1. Add user

a. Owner selects add user link of the website

b. Owner is prompted for the following fields:

i. First name

ii. Last name

iii. Email (will act as user name)

iv. Password

v. Retype password

vi. Access Level

c. The database assigns a unique user ID number to the new user in

the user information table.

2. Edit user

a. Owner selects the edit user link on the website

b. Owner selects user

c. Website displays a form with the user’s information where the

owner can change the information in any of the fields.

d. Owner selects save to save the changes

3. Delete user

a. Owner selects the delete user link of the website

b. Owner selects a user from the drop down list

c. Website displays a pop-up window asking owner to confirm

deletion

d. Owner selects yes

Information for Steps: Form fields

User ID

Drop down box displaying

active users alphabetically

Form fields same for adding

a user

Drop down box displaying

active users alphabetically

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1.1 Owner selects cancel instead of submit when completing the add user

of edit user form

a. Owner selects yes

b. Owner selects no

2.1 Owner closes website or their browser prior to submitting.

3.1 Owner does not complete all fields before clicking submit

4.1 Owner selects no on pop-up confirmation window when deleting a

user.

Website displays a pop-up

window asking owner if they

really want to cancel.

Website returns owner

to the home page


to the form.

Website is closed and form is

not submitted.


window notifying the client

that all fields must be

completed before the form

can be submitted and then

returns the client to the

form.

The user is not deleted and

the website returns the

owner to the selection list

page.

Post-conditions:

1. This use case is successful when the owner can create, edit or delete a user. A row is added, changed or

removed in the User Information Table in the database.

Exceptions:

1. Server outage

a. Client is unable to access the website due to an error or outage of the server the website is hosted on.

Summary:


Form fields

Information

Selected user for deleting

Owner

Owner

User ID

User is removed from

database

User information table in

database

User information table in

database

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Use Case Specification: Manage Invoice

Use Case Specification: Manage Invoice ID UC-03 Priority High

Actor: Owner, Customer

Description: The purpose of this use case is to explain the process to add, update, view and delete invoices.

Trigger: Owner wants to add, edit or delete an invoice.


Pre-conditions:

1. The user must be logged into the system with proper admin credentials

2. Database must be online

Normal Course:

1. Owner selects create invoice

a. Owner selects create invoice from menu

b. Owner is prompted for the following fields:

i. Invoice Number

ii. Client Number

iii. Job Description

iv. Invoice Total

v. Amount Outstanding

c. Owner enters required data

d. System verifies all required fields are entered in proper format

e. System creates invoice and returns to invoice screen

2. Owner selects edit invoice

a. Owner is offered list of available invoices

b. Owner selects invoice from list

c. Owner selects edit invoice

d. Owner is prompted for the following fields:

i. Client Number

ii. Client Name

iii. Job Description

iv. Invoice Total

v. Amount Outstanding

e. Owner enters required data

f. System verifies all required fields are entered in proper format

g. System creates invoice and returns to invoice screen

3. Owner selects delete invoice

a. Owner is offered list of available invoices

b. Owner selects invoice from list

c. Owner selects delete invoice

d. Owner is prompted to confirm deletion

e. Owner selects yes

f. Invoice is deleted


Invoice form from data store

Invoice to Data Store

Available invoices loaded

from data store

Invoice data loaded from

data store

Invoice to Data Store

Available invoices loaded

from data store

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g. System returns to invoice screen

Invoice is deleted from data

store


1.1 Information is missing

a. Information is missing

b. System highlights missing field(s) and prompts user for information

2.1 ID is already in use

a. ID entered already exists

b. ID field is highlighted and user is prompted to enter a different ID

3.1 Information entered in wrong format

a. Information is entered in improper format

b. System highlights incorrect field and prompts user for information

in correct format

Pop-up notification window



Post-conditions:

1. Invoice is created, updated or deleted

Exceptions:

Summary:


Available Invoices

Invoice details

Changes to invoice

Data Store

Owner

Owner

New Invoice

Edits to invoice

Delete invoice

Data Store

Data Store

Data Store

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Use Case Specification: View Invoice

Use Case Specification: View Invoice ID UC-04 Priority High

Actor: Client

Description: The purpose of this use case is to explain the process to view invoices.

Trigger: Client wants to view their invoices.


Pre-conditions:

1. The user must be logged into the system with proper admin credentials

2. Database must be online

Normal Course:

1. User selects view invoice

a. User clicks on view invoice

b. System pulls available invoices

c. User selects invoice to view

d. System displays invoice information to screen

e. User hits exit to close

f. System returns to invoice menu


Available invoices from data

store

Invoice info from data store


1.1 User selects the wrong invoice

a. User closes invoice

b. User returns to available invoice list

Post-conditions:

Exceptions:

Summary:


Available invoices

Selected invoice

Data Store

Client

Invoice details website

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Use Case Specification: Submit Contact Form

Use Case Specification: Submit Contact Form ID UC-05 Priority High

Actor: Client

Description: The purpose of this use case is to allow a client to fill out and submit a form requesting more

information or contact from IBX Builders Inc.

Trigger: Potential client wants to contact or request contact from the owner.


Pre-conditions:

1. Client navigates to IBX Builders Inc.’s website

Normal Course:

1. Client clicks on the contact me link on the website

2. Website loads a new page with a form for the client to complete

a. Name

b. Email

c. Phone

d. Comments/Questions?

3. Client completes form

4. Client selects submit button

5. Completed form is emailed to Jason Arnold, owner of IBX Builders, Inc.


New webpage with form

Form fields

Email with form details sent

to owner


1.1 Client selects cancel instead of submit

a. Client selects yes

b. Client selects no

2.1 Client closes website or their browser prior to submitting the form.

3.1 Client does not complete all fields before clicking submit


window asking owner if they

really want to cancel.


to the home page


to the form.

Website is closed and form is

not submitted.


window notifying the client

that all fields must be

completed before the form

can be submitted and then

returns the client to the

form.

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Post-conditions:

1. This use case is successful when the client completes the contact form and submits it. An email is sent to

the business owner with the details of the form.

Exceptions:

1. Server outage

a. Client is unable to access the website due to an error or outage of the server the website is hosted on.

Summary:


Form fields

Information

Client

Email

Owner’s email box

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PRELIMINARY NON-FUNCTIONAL REQUIREMENTS

Security

Login Requirements: Access Levels (Owner, Client)

Password Requirements: Length Special characters Expiry Recycling policies

Inactivity Timeout: Length and action upon timeout

Availability

Hours of Operation: 24/7 online

Recovery

Backup Generations: Backup site Databases and online storage

Recovery Time Scales: 48 hours

Compatibility

Compatibility of Internet Browsers: Safari Firefox Google Chrome Edge/Internet Explorer

Usability

Look and Feel Standards: Screen element density, Layout and flow Colors schemes, UI metaphors Keyboard shortcuts

Documentation

Required Documentation: Items and Audiences for each item

project description and use case package

Documents