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					Feasibility Report
Project, System Analysis & DBMS                                                 Adam Wright
Feasibility & Planning: Feasibility Report (2)                                   16/05/2010



Table of contents
Table of contents ......................................................................... 2
Introduction................................................................................ 3
Terms of Reference ..................................................................... 4
Procedure ................................................................................... 5
Findings ..................................................................................... 6
  Feasible ................................................................................... 6
     Project feasibility ................................................................... 6
     Chosen project ...................................................................... 6
  Introduction ............................................................................. 7
     Purpose of the project ............................................................ 7
     Problem overview .................................................................. 7
     Limitations ............................................................................ 7
  Justify the project ..................................................................... 8
     The need and justification of management techniques ................ 8
     Systems Development Lifecycle ............................................... 8
  Identify the project .................................................................. 12
     Existing system and complaints .............................................. 12
     Basic user requirements ........................................................ 14
     Basic system Requirements .................................................... 14
  Project Specification ................................................................. 15
     General technical description .................................................. 15
     Costs................................................................................... 15
     Resource implications ............................................................ 16
     Areas of significance ............................................................. 16
     Suitability ............................................................................ 17
     Possible solutions .................................................................. 17
     Recommended solution.......................................................... 17
  Methods of Systems Analysis .................................................... 18
Bibliography .............................................................................. 19




                                                 Page 2 of 19
Project, System Analysis & DBMS                                 Adam Wright
Feasibility & Planning: Feasibility Report (2)                   16/05/2010



Introduction
A major project is under development and part of this is feasibility and
planning. Two businesses have been interviewed and have been
recorded in questionnaires. Following the completion of successful
interviews, a problem statement was written for each of the two
businesses. This stated basic descriptions of the current system, how
the current system operates, inputs and outputs and a proposal for a
new working solution. Following that, a feasibility report needs to be
generated which will go into more detail regarding the selected
business.




                                                 Page 3 of 19
Project, System Analysis & DBMS                                 Adam Wright
Feasibility & Planning: Feasibility Report (2)                   16/05/2010



Terms of Reference
This feasibility report will go into more detail about the problem
statement and questionnaire answers. This report will go into the
following details:

   Description of the problem to be solved
   System limitations
   Systems Development Lifecycles
   Basic system information
   Basic user requirements
   Basic system requirements
   Basic cost benefit analysis
   Possible solutions
   Appropriate solution

It is compulsory for this report to be made for the staff of The
Hairshop, the business selected for this major project. It is currently
due for completion by Friday 29 September 2006.




                                                 Page 4 of 19
Project, System Analysis & DBMS                                 Adam Wright
Feasibility & Planning: Feasibility Report (2)                   16/05/2010



Procedure
Information in this report is based on the interview questionnaire that
was completed during the summer. This information was used to
produce a problem statement. Following the success of picking a
business, all the information will be processed into making this
business analysis report.




                                                 Page 5 of 19
Project, System Analysis & DBMS                                 Adam Wright
Feasibility & Planning: Feasibility Report (2)                   16/05/2010



Findings
Feasible

Project feasibility

Both possible projects are feasible even though various aspects will
contain limitations. Both projects require better alternative systems to
prevent human error, produced better processing speeds and to safe
money.

Chosen project

The M.J.L. Skipmaster project would have been satisfactory to carry
out but is was not the best system to design and implement due to the
duration set for the project and its complexity. The Hairshop was a
simple system that is very old and requires a new proposed solution.
The system for The Hairshop seems to be an issue and this can be
solved. As the developer and analyser, I understand the business well
having using its services for over ten years.

Both businesses were interviewed with answers recorded into a
questionnaire. This information was used to produce a problem
statement stating the current system, its problems and ways of solving
them. Future questionnaires, surveys and demonstrations could take
place in due course.

Appendix A: MJL Skipmaster System Sheets shows the papers involved
with there current system and Appendix B: The Hairshop System
Sheets shows the papers involved with there current system.

Please refer to the enclosed problem statements for both companies
for greater details.




                                                 Page 6 of 19
Project, System Analysis & DBMS                                 Adam Wright
Feasibility & Planning: Feasibility Report (2)                   16/05/2010


Introduction

Purpose of the project

The purpose of the project is to study two local businesses with paper
based systems and investigate the problems occurring with these
systems. The two businesses are required to be working with
customers, suppliers and products and be looking to improve the
business and save money. A new proposed system needs to be
implemented following a set of users and stockholder requirements.

Out of the two companies, one needs to be selected. The one selected
for this project is The Hairshop. This is a hairdresser run by Michael
Thurston that requires the use of an updated system and wants to
save money.

Problem overview

The current system is paper based and can’t achieve what the owner
wants to achieve. Currently, all appointments are booked on paper and
only stores limited information on the customer. The system is
unreliable and is costing the organisation time and money. There is no
record of stock or customer/supplier addresses. Mistakes are becoming
increasingly popular and a new system should be designed to fix these
issues.

Limitations

The owner of The Hairshop requested a non essential requirement that
is far beyond the boundaries of a new proposed system. Detailed
statistics i.e. the number of customers who had a version of a hair cut
and what stock was used on them will not be implemented to do the
above. Stock is not part of the proposed system and to deduct stock
used would start to create a stock control system. This cannot be done
due to the time given and scale of the project. The rest of the
requirements appear to be feasible up to this point.




                                                 Page 7 of 19
Project, System Analysis & DBMS                                 Adam Wright
Feasibility & Planning: Feasibility Report (2)                   16/05/2010




Justify the project

The need and justification of management techniques

When any user is analysing, designing and implementing a system for
an organisation it is important to use the systems development
lifecycle, system lifecycle models and planning the projects stages.


Project planning is an important part of any project. It manages the
developers time and makes jobs more pleasant and accurate. Software
called Microsoft Project will be used to plan this project.

Systems Development Lifecycle

The systems development lifecycle needs to be followed in order to
produce accurate reports and software solution. It consists of the
following:

        Project planning and feasibility study
            o A problem statement that states the objectives of the
               systems project.
        Systems analysis and requirements definition
            o A report stating the specifications of the current system
               including how it works and what it does.
        Systems design
            o A report stating the specifications for the proposed new
               system. Will say what the system will do and how it will
               operate.
        Implementation
            o Program, documentation, manuals. This is where the
               product is made and technical documentation and user
               documentation are produced.
        Integration and testing
            o Test and evaluation results. The system should also be in a
               stage where it can be delivered to the client. Validation
               and verification are important factors in this section.
        Acceptance, installation, deployment and maintenance
            o Another problem statement might have to be produced at
               this stage if something is wrong with the system. The cycle
               starts again.




                                                 Page 8 of 19
Project, System Analysis & DBMS                                                   Adam Wright
Feasibility & Planning: Feasibility Report (2)                                     16/05/2010


There are also various system lifecycle models. These are ways in
which the project should be approached. The types of lifecycles
include:

        Waterfall
        Rapid prototyping
        Spiral
        Fountain
        Incremental
        Synchronize and stabilize
        And Build and fix

Within a waterfall model, progress keeps on moving forward and the
project cannot go back to any previous stages. This causes a problem
when at the end of the project it turns out the system produced is not
that the user/client wanted. It is very important that each stage is
completed to its full potential until the developer moves onto the
proceeding stages.




                              http://faculty.sxu.edu/~rogers/sys/waterfall.html




                                                 Page 9 of 19
Project, System Analysis & DBMS                                                    Adam Wright
Feasibility & Planning: Feasibility Report (2)                                      16/05/2010


The main advantages of the Waterfall model is that each stage is
completed to its full potential before moving on, making the project
flow smoothly. It is also very easy to use. This type of model is best
suited for smaller projects and will perform at its best if the project is
fully understood.

The disadvantages with this model are that the developer cannot
return to a previous section and the client/user is not involved in a
way in which his or her feedback can be stated. Also any alterations
later on down the development line can cause major issues with the
entire project. This model is not recommended for long projects that
are likely to alter and require complex understanding.


Spiral models are a step up from waterfall models. This type of
model contains four areas:

        Planning
        Risk analysis
        Engineering
        Evaluation

The main difference in a spiral model is that the project can keep
going through these stages




             http://codebetter.com/blogs/raymond.lewallen/archive/2005/07/13/129114.aspx



                                                 Page 10 of 19
Project, System Analysis & DBMS                                                    Adam Wright
Feasibility & Planning: Feasibility Report (2)                                      16/05/2010




Important advantages to this type of methodology model are that it
best suites larger projects that might appear to be very demanding.
Also, the client/user can be met at intervals throughout the project in
order to discuss progress and system design.

Some of the disadvantages to this model is that is can by quite an
expensive process. It also won’t work very well for small projects due
to its quick code implementation and scale.


The final most common type of methodology model is a Rapid
Prototyping model.

This type of model uses parts of a spiral model and the waterfall mode.
It contains numerous waterfall stages around the spiral. It is one the
best models to use in the business sector and is very efficient. The
client/user is alongside the developer throughout the project and is a
great advantage.




        http://www.ics.uci.edu/~wscacchi/Software-Process/Images/Spiral-Model-Boehm-1987.gif




                                                 Page 11 of 19
Project, System Analysis & DBMS                                  Adam Wright
Feasibility & Planning: Feasibility Report (2)                    16/05/2010


The main advantage is the user/client who remains involved
throughout the project, making the end product the most reliable and
best matching solution for the client/user. There are also other
advantages like money saving due by eliminating problems easier and
the less likelihood of the system changing throughout progression.

Some of the disadvantages to the rapid prototyping model is that is
costs a lot more as the employee has to work with the developer. Also
it is not recommended if the developer’s time is limited due to
prototype designing.

The best type of lifecycle to use in the case of the project would be a
modified waterfall. This would be the best choice because each stage
can be completed so the deadline can be met efficiently. It is possible
to go back to the relevant stages if necessary.


Identify the project

Existing system and complaints

Currently there is a record sheet with pre-printed times on it where the
user records the names of customers. There is also an address book
with customer names and telephone numbers listed inside it. The user
also uses various pieces of paper to store stock supplier details on.

There are numerous problems with the current paper system that are
affecting the business in terms of money and popularity.

When more than one person turns up in a single appointment slot it
means that one of the customers has to come back at a later date to
re-book. This is increasingly inconvenient if the previous customer is
still having the finishing touches applied. This is not satisfactory and
must be acted on. The main reason for this happening is the recording
of appointments in the wrong places or on the customer’s card as it is
not always clear, especially when in a hurry. However, the other cause
is forgetting to input the data in the first place.

The aging address book is becoming very hard to find the relevant
customer names and telephone numbers. This makes a small problem
even bigger when a customer cannot be contacted for a long period of
time. The lack of data the book stores (i.e. addresses) means that
letters cannot be sent to them to deliver notifications like holiday



                                                 Page 12 of 19
Project, System Analysis & DBMS                                   Adam Wright
Feasibility & Planning: Feasibility Report (2)                     16/05/2010


notices. At present, letters would have to be handwritten every time
and manual customer searching would have to be carried out.

There is no cut/additional listing which means a customer either has to
decide or the hairdresser has to help them go through the options. At
present the shop is slightly behind on the types of cuts and gaining
greater knowledge is one of the companies future aims. The
hairdresser is currently studying new types of cut that are fashionable
in today’s society. If a list of types was created, pricing could be
attached so the owner hasn’t got to look it up or work it out. This
means a new possible system would need to have room for expansion.

As the system is paper based, any list of appointments for customers
would have to be handwritten or typed up if a computer is available.
The user wants reports for customer listings and appointments on
dates. Writing it out would be time consuming and not good practise.
Appointments have to be written out on a small appointment card and
if the date is wrong, the customers will come on the wrong date.

It seems that the current system has no shortage of flaws in it. The
summaries of problems stated are:

                 More than one person turns up in a single appointment slot
                  due to recording data in the wrong place.
                 Aging address book makes it hard to find customer
                  telephone numbers and takes a long time.
                 No records of customer address for letters.
                 If letters were to be produced, handwriting them is the
                  only solution.
                 No lists of what can be carried out and pricing.
                 Any statistics i.e. all appointments on 13 July 2006 have to
                  be manually written out on paper and searching through
                  old papers would have to be done.
                 Appointments made have to be manually recorded onto
                  cards.

Appendix B: The Hairshop System Sheets shows the appointment
sheet(s) and card.




                                                 Page 13 of 19
Project, System Analysis & DBMS                                  Adam Wright
Feasibility & Planning: Feasibility Report (2)                    16/05/2010


Basic user requirements

The user of this new proposed system is the owner of the business and
is the only person who will use the system. A successful interview was
taken with the owner and the user and system requirements were
stated.

The user wants a new system to:

-   Book and store appointments
-   Store cut types
-   Store additional haircut features
-   Store customer details
-   Produce printout of customers
-   Produce printout for bookings
-   Produce appointment hardcopy for customer
-   Produce letters
-   Detailed statistics (additional)

For more details please refer to the systems analysis document.

Basic system Requirements

Apart from the user requirements stating what the user wants a
proposed system to do, system requirements provide the developer
some guidelines when creating the system. System requirements state
what the system should do. Functional requirements provide a list of
what the system needs to do and non-functional requirements restrict
the solutions.

System requirements stated are that hardcopies must be produced
from a new proposed system. These hardcopies involve customers and
appointments. It was advised that a six month store should be
implemented to keep bookings for that long. At least 500 customers
should be capable of being stored on the system and the systems
response time should be fairly quick either it involve producing
something, showing something or inputting something of relevance. As
well as customers, cuts and additions should be also stored for quick
bookings. Customers must be able to be modified as well as any
bookings made.

For more detailed system requirements please refer to the systems
analysis document.



                                                 Page 14 of 19
Project, System Analysis & DBMS                                         Adam Wright
Feasibility & Planning: Feasibility Report (2)                           16/05/2010


Project Specification

General technical description

The current paper based system is a slow but simple process that any
user could pick up on with ease. More detail will be shown in the
systems analysis report. This is how the current paper system works:

    1.  A customer rings / comes in to book an appointment.
    2.  Customer is asked what approximate date the customer would like.
    3.  Customer states his/her answer.
    4.  Owner checks appointments and looks around about the date given. The
        owner then asks what time the customer would like. If limited, the times will
        be read out.
    5. Customer states his/her answer.
    6. If available, the appointment is verified. If not available, the system goes
        back to stage 2.
    7. Customer asked for there name.
    8. Name given.
    9. Once confirmed, the appointment is recorded on the relevant appointment
        sheet and customer card.
    10. The owner then asks if his/her telephone number is stored. If yes the
        conversation will end. If no, the number and name is recorded onto the
        address book. Due to long time service, the owner knows who or who is not
        stored.
    11. Afterwards, stock is manually checked and is ordered if needed, ready for the
        appointment.

Costs

The cost to implement a new paper based flat file system would be
cheap and quick to produce. Computer specific designed sheets could
be produced or brought from a stationary store. This costs a bit as the
year progresses.

The option of a computerised system would be more costly but would
make good use of the £2000.00 budget set in place.

The current system can take along time to use, especially when the
date and times are being searched. Within this time it would be
possible that two more customers could have been booked in. Typical
cuts cost about £5.00 and two more customers would gain
approximately another £10.00 a time. As errors occur with the current
paper system, customers frequently become dissatisfied and decide
not to go.




                                                 Page 15 of 19
Project, System Analysis & DBMS                                               Adam Wright
Feasibility & Planning: Feasibility Report (2)                                 16/05/2010


                       Gains                                          Losses
Customers                 £10,200.00                    Bills             £5,040.00
                                                        Stock &           £5,760.00
                                                        consumables
                                                        Error            £1,750.00
TOTAL                       £10,200.00                  TOTAL            £12,550.00

Loans/personal household money is being used as there is more
money out than there is coming in. A new system should save
approximately £2,099.00 and would also reduce the error costings.

Resource implications

The business contains two floors. Basically the premises contain a
small hall with a staircase, a salon downstairs roughly the size of a
standard living room in a household and an upstairs salon slightly
larger than the downstairs one as there is no hallway.

The downstairs salon has a small workspace where the current system
operates. It is sufficient to hold paper on top but there are no draws to
all papers remain on top along with a mini chester safe which contains
the daily takings.

A possible computer system would just fit onto the current unit. A
computer tower, keyboard, mouse and preferably a flat screen monitor
would fit on top. A computer system would certainly need to consist of
a printer to produce hardcopies. This would not fit onto the unit
despite searching for a small computer. A resolve this, a shelf would
have to be fixed somewhere near the desk.

There is sufficient power supply near the desk area as that area was
once a spot where a second hairdresser cut hair.

Appendix C: The Hairshop Resource Implications shows the space for
the proposed system.

Areas of significance

The owner of The Hairshop required that a possible system would be
beneficial if it could produce letters and provide stats on stock so the
stock can be deducted if it is used for an appointment.

This is only additional and is not part of the main priority, the
appointments. The limitations have been stated.


                                                 Page 16 of 19
Project, System Analysis & DBMS                                  Adam Wright
Feasibility & Planning: Feasibility Report (2)                    16/05/2010


Suitability

The suitability of a paper system would be very poor as current errors
would not be solved and could become worse, having to get used to
the new layouts. The suitability of a computer system would
dramatically change the system, causing a lot of the current issues to
be phased out and save a lot of time and money. With a computer
system it is possible to automate certain procedures and would
become more legible. The process of operation would increase and
would be beneficial for the business and please customers.

Possible solutions

There are various solutions that could solve the problems the company
seem to be experiencing.

A spreadsheet with word processor would be capable of storing
customer details and storing appointments. Mail merge and be
preformed if a word processor is used as well. A spreadsheet is a flat
file database and lacks query/search support. Entering data might take
while and the poor validation would lead to human error. The step
form a paper-based system to a spreadsheet is not a great advantage.
It would just be a computer version of the paper system.

A new paper system could be implemented that is more organised
and custom made by a computer. Various spaces could be used for
various aspects of the business. A new paper system could do all the
jobs the current paper based system can do but would not eliminate
errors and would not save the business any money. This solution
would be very cheap and is highly not recommended.

A database with word processor would be an ideal way to do what
the current paper system does and more. A management system will
efficiently maintain the system. It would reduce human error and
should theoretically save the company money. Reports and letters
could be produced and a relational database could link information to
reduce data input. Because of this it would be a very good idea to use
a database management system for the proposed solution.

Recommended solution

The recommended solution to solve the businesses issues would be to
implement a database with word processor. Database management
systems and relational databases score a high advantage over other


                                                 Page 17 of 19
Project, System Analysis & DBMS                                  Adam Wright
Feasibility & Planning: Feasibility Report (2)                    16/05/2010


types of systems and it is believed that a successful created database
to the specification of the users would suite them remarkably and
solve most errors and save the business money gradually.

Databases can be modified later on so extension is not ruled out of the
equation. A computer system (hardware and software) will be
required.

Methods of Systems Analysis

There are numerous ways in order to carry out an analysis on a
system that the analyser knows nothing about. Some prime examples
are listed below:

        Interviewing / Questionnaires
        Questionnaires
        Survey
        Studying hardcopies offsite
        Viewing the system in operation
        Using the system

Interviewing management and recording results in a questionnaire-
type document is the best option and is what was used for this project.
Questions can be asked and recorded on blank parts and the questions
recorded on the questionnaire mean you won’t forget to ask them.

Questionnaires alone are cheap and convenient as the analyser doesn’t
have to be onsite. Unfortunately, users may not understand the
questions and/or not provide the answers that were required.

Surveys have there advantage from a mass audience. Surveying was
used in this project for customer feedback purposes. They can be done
with the analyser offsite or the analyser being involved onsite.

Studying can be a long and boring process but makes the analyser
understand the system and knows its flaws. Not one of the best
options but is a technique nether the less.

Viewing the system is better compared to studying it. Some form of
document may still be required though in order to record notes.

Using the system is the most effective method of systems analysis as
the analyser understands its strengths, weaknesses and layout. Sadly
this method is expensive and inconvenient.


                                                 Page 18 of 19
Project, System Analysis & DBMS                                                  Adam Wright
Feasibility & Planning: Feasibility Report (2)                                    16/05/2010



Bibliography
http://faculty.sxu.edu/~rogers/                         Waterfall diagram
sys/waterfall.html

http://codebetter.com/blogs/                            Waterfall SDLC support
raymond.lewallen/archive/
2005/07/13/129114.aspx
http://codebetter.com/blogs/                            Spiral diagram
raymond.lewallen/archive/2005
/07/13/129114.aspx

http://codebetter.com/blogs/                            Spiral SDLC support
raymond.lewallen/archive/2005
/07/13/129114.aspx
http://www.ics.uci.edu/~wscacchi                        Rapid prototyping diagram
/Software-Process/Images/Spiral-
Model-Boehm-1987.gif

http://www.efunda.com/processes Rapid prototyping SDLC support
/rapid_prototyping/intro.cfm




                                                 Page 19 of 19

				
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