Database development (MIS 533) MBS in Management Information Systems and Managerial Accounting Systems (2007 / 2008) Fergal Carton Business Information Systems

MBS (MIMAS) / MIS533 / Database development Last week Introduction to MIS 533 Tutorials, reading and assessment Businesses need to manage suppliers and customers Why do we need databases? –Error reduction, volume of data, speed of processing –Managing suppliers and customers –Purchase orders (structure, communication, …) Purchase Order example for retail business –Most of the information can be stored in a database –Some of the process can be automated (approval, sending) –Some suppliers still want signed hard copy Background to Systems Analysis and Design

MBS (MIMAS) / MIS533 / Database development Assessment dates A practical exam (20%) which will be the development of a database system: –Eg. system to support playlist generation –Scenario to be distributed by mid November –Deadline 7 th December 2007 An Oracle and SQL assessment (20%) will take place on Wed 12 th March 2008 at in Lab B.04

MBS (MIMAS) / MIS533 / Database development Your own examples Student nameSystem experience 1. Horgan, Shane Christopher Dunnes Stores, Tesco? 2. Dillon, Damien 3. Creighton, Glenn 4. Kenny, Clive 5. Crowley, Micheal 6. Hourigan, Brenda Quality control, food mfg 7. Kavanagh, Fiona Marie Claire 8. Kearney, Tara 9. Holland, Tadhg 10. REYHANI, PEYMAN 11 FONZI, Kenneth Christopher 12 LI, Yan Purchasing for retail business

MBS (MIMAS) / MIS533 / Database development Understanding requirements... Analysing problems –Functional decomposition –Process specification –Flow Charts –Use case –Activity diagrams Designing solutions –Data flow diagrams –Entity relationship model

MBS (MIMAS) / MIS533 / Database development Requirements discovery Meetings with users (who, when, what outcome, …) Checklist of questions that clarify user requirements Describe existing processes –Document how things are currently done –Review inputs and outputs of current process (screens, forms, reports) –Outline problems with current way of doing things (speed, risk of error, …) –What improvements are expected from system (single point of data entry, faster reports, less manual work, …) How to design and communicate the proposed solution –Review requirements documentation –Walk-through solution –Get sign-off from users

MBS (MIMAS) / MIS533 / Database development Fact finding techniques Sampling of existing forms and files Site visits Observation of work environment Research of similar systems Surveys of users and management Interviews of users and management Prototyping Joint Requirements Planning (JRP)

MBS (MIMAS) / MIS533 / Database development Requirements Definition Report Introduction –Purpose –Background –Scope General Project Description –System Objectives Requirements and constraints –Functional requirements –Non-functional requirements Conclusion –Outstanding issues Appendix (eg. Questionnnaires & responses)

MBS (MIMAS) / MIS533 / Database development Exercise Pick a business idea Describe customer requirements How these requirements can be met? What processes will the business need? What information flows are required?

MBS (MIMAS) / MIS533 / Database development Building a model Functional decomposition Data Flow Diagram –Context diagram –Processes –Data Flow –Data store –External entities

MBS (MIMAS) / MIS533 / Database development Example :

MBS (MIMAS) / MIS533 / Database development Functional decomposition

MBS (MIMAS) / MIS533 / Database development Example : Input : –Flight details (eg. SNN-BVA, 8 Oct, 10.35) –Credit card details (eg. VISA no, Expiry date) Process : –Confirms price (eg. EUR 79) –Makes reservation & processes payment Output : –Reservation reference (eg.CGHKCA)

MBS (MIMAS) / MIS533 / Database development Data Flow Diagram Flight details Lists options Confirm price Book now Outward Inward Makes Reservation & payment Credit card Reservation Stores Flight details

MBS (MIMAS) / MIS533 / Database development Context diagram On-line reservation system Passengers Flight Operations Flight Schedule Flight reservation Reservation # Accounts Payment € Timetable Seat availability Reservations Seat prices

MBS (MIMAS) / MIS533 / Database development Data : Suppliers

MBS (MIMAS) / MIS533 / Database development Data : Products

MBS (MIMAS) / MIS533 / Database development Data : Categories

MBS (MIMAS) / MIS533 / Database development Purchase request and payment Departments make spending requests Budget is checked in the allocated budget file If budget exceeded, request is rejected Approved requests are stored and used to create Purhcase orders (PO’s) for suppliers Goods received notes (GRN) are matched with PO’s to identify any discrepancies When supplier invoice is received, 3 way match is made between PO, GRN and invoice prior to payment

MBS (MIMAS) / MIS533 / Database development Purchase request and payment Draw a context level diagram for the process Draw a Level 1 Data Flow Diagram What sort of analysis method would you use? What sort of output would you provide? Structure of User Requirements Report?

MBS (MIMAS) / MIS533 / Database development Example : Budget monitoring case What analysis method would you use and why? –Interviews Management / Department interviews –Describe the special approval process –What are the “tolerance levels” for overspending of budget –How many requests, how long to approve, backlog issues –Documentation Copies of current spending requests List of departments and corresponding budgets Print-out from allocated budget file Copy of spending summary report Process for order supply of parts (PO’s?) Copy of delivery advice details –Requirements report

MBS (MIMAS) / MIS533 / Database development Example : Budget monitoring case What sort of output would you provide? –Requirements report –Questionannaires –Functional Decomposition –Data Flow Diagrams –ERD –Etc. How would you validate requirements? –JRP –Prototype –Approving Requirements report –…

MBS (MIMAS) / MIS533 / Database development

Budget monitoring case