Design Specification Of Holmes Hair

Introduction

In the modern times, with the introduction of various technologies there is a need in the businesses to introduce the modern technologies for improving their revenue gained and provide improved customer services. The transition from the traditional system to any new system needs significantly high and accurate analysis before implementing the modern systems. Some of the crucial considerations that are made during collecting the requirements is that all the requirements of the businesses are approved from all the departments of the businesses so that all the sectors of the business are equally benefitted from the introduction of modern system. This report intends to analyze the present issues in the business and propose a new system in the company.

Problem solving

The main issues that were discussed in the earlier section included the unavailability of the appointment booking feature in the website of the company, lack of eCatalogue on the website, lack of providing reminder to the customers who have made the appointments. With further analysis, it has been analysed that the manager of the company is not able to gain the financial reports of the year which is another issue in the company, the employees are not been provided with the accurate salary for all the services provided by them, there have been several discrepancies in the purchase order provided by the company to the suppliers. The proposed solution for all the issues of the company is the implementation of ERP software in Holmes hair company. This ERP system would include the feature of website of the company that would provide facility of appointment booking and viewing the catalogue of all the products provided by the company. The manager would be provided with the real time report of the services provided by the employees to their customers. It would also generate the accurate purchase order of all the supplies required in the company and transfer to the suppliers who could view the orders on their system easily.

Scope and system requirements

Description of proposed system

The planned system for the company is the implementation of ERP system. ERP system could be described as the business process management software that permits any organization in utilizing the system of integrated application for management of the business as well as automating several back office functions linked with the human resources, technology, as well as another services.

Objectives

  • Gaining real time information regarding the strategies of the business field.
  • Integrate the data and real time information
  • Help in improved planning as well as management of the resources of the company
  • Provide the best ROI to the company

Constraints

  • Criticality of the schedule overruns in the implementation of the ERP project
  • Critically of the budget overruns in the implementation project of ERP (Ali and Miller 2017)
  • Competence of the users in utilization of the ERP system (Efe 2016)
  • Issues associated with the changes imposed by ERP system

Requirement gathering techniques

The requirements for the new system in the company would be mainly done using the interviews and the surveys. Initially, the top management stakeholders of the company would be interviewed for gaining the high level requirements of the managers and directors. It could help in developing the initial set of requirements from the system. Then the survey method would be used for gaining the requirements of the system from the employees of the company. The employees would be provided with the set of questions that they would be requested to answer accurately. It would help in understanding the basic requirements from the new system in the company and based on the analysis of the requirements of both the employees and the top management of the company, the development of the system would be done.

Functional requirements

  • System should offer the customer with the functionality of booking an appointment online through the website.
  • System must offer the customers with the ability of creating their account in the system of the company for any future needs.
  • System should allow the employees to input their service hours and service types in the system that would be analysed by the manager
  • System should provide the employees with the schedule of all the appointments of any particular appointments.
  • System should provide the manager and the employees with the facility of creating the supply order of major products that are required in the company
  • System should offer the customers with facility of viewing all the available products in the company and then place an order for any desired products

Non-functional requirements

Availability: The system must be available at all times so that any customer could make their appointment in the salon any time. The customers could login anytime and make their preferred booking and make payment (Dennis, Wixom and Roth 2018). The employees should be able to view their schedule of any particular day anytime on the system.

Reliability: The system should be reliable in using. When the customer enters their login details in system, either the customers are directed to the homepage of the website or they are notified of failed login and provide a valid reason (Mahafza 2016).

Security: The system should offer the extensive security measures to all data that has been stored in the company database so that no data is accessed by any unauthorized users (Davis and Yen 2018). The employees or managers who intends to access the data of the company should be requested to provide their private credentials in system and the system should create a log file of all the accesses made by the users (Balanis 2016). The access to the information in the database should be provided based on the level of employees of the company.

User stories and acceptance criteria

The stakeholders of the proposed system are:

Customer: Customer of the company intends to book their appointment through the website and view the products that are presently provided by the company using the eCatalogue.

Manager: The manager intends to view the real time information of all the services provided by the employees and the daily reports of all the services provided by the employees should be generated by the system. The manager should also be provided with the real time information of the revenue gained by the company.

Suppliers: The suppliers should be provided with the accurate purchase order and the invoice should be received by the system from the suppliers. When the products are provided to the company, the payment details of the supplies should be entered in the system of both the suppliers and the company.

System admin: The system should be provided with the access of updating the customers information, employee information and the eCatalogue of the company. The products that are presently available in the company should be updated by the system admin after consultation from the manager of the company.

User stories

Customer: I am a customer of the company and want to make an appointment using the website. I must be allowed to enter my login credentials in the website and select the date and time for the desired appointment. After entering the preferred date and time, I must be provide with a confirmation of the booking and if services are not available, I must be provided with the notification of unavailability of services and provided with some suggestions of free schedule.

The acceptance criteria is:

Able to login using the valid credentials

Preferred date and time could be easily provided in the system

Notification of unavailability of services is provided

Employee: I am an employee of the company and the system should allow me to enter all the details of the service provided by me, in the system. I must be allowed to enter my login credentials in the website and then enter the details of the services provided in any particular day.

The acceptance criteria is:

Able to login using the valid credentials

Details of services are provided sorted in the descending order of date

Use case description

Use case description for key functions

Login: The customer and the employees login into system using the personal credentials.

Make appointment: The customers enter their ideal date and time in system of the company and book an appointment if their preferred hair stylist is available or if the stylist is not available, then they are provided with the suggestion of free schedule of their stylist.

Update catalogue: The system admin login into the system and the updates the products and the services provided by the company on any particular day by the company.

View schedule: The employees login into the system and then view their daily schedule of the bookings of customers.

View customer details: The manager of the company login into the system of the company using the personal credentials and then view the details of all the registered customers in the company and also view the history of all the services availed by the customer.

Intermediate level use case description

Use Case Name: Login
Scenario: Customer logins in the system
Triggering Event: Customer enters their personal credentials
Brief Description: The customer enters their personal credentials in system and then gain access to system if the credentials are valid.
Actors: Customer
Stakeholders: Customers, system admin
Preconditions: Customer should enter the name of the website in the browser of the system
Post conditions: The customer is provided with the homepage of the company so that they could execute any task on the website
Exception Conditions: Login credentials are incorrect.

 

Use Case Name: Make appointment
Scenario: Customer accesses the website of the company for making an appointment of particular services provided by the company
Triggering Event: Customer selects the option “Book appointment”
Brief Description: The customers enter their chosen date as well as time in the system of the company and book an appointment if their preferred hair stylist is available or if the stylist is not available, then they are provided with the suggestion of free schedule of their stylist.
Actors: Customer
Stakeholders: Customer, manager, system admin
Preconditions: Customers have successfully logged on into the system
Post conditions: Confirmation of successful booking is provided to the customer
Exception Conditions: Stylist not available

 

Full use case description

Use Case Name: Make appointment
Scenario: Customer accesses the website of the company for making an appointment of particular services provided by the company
Triggering Event: Customer selects the option “Book appointment”
Brief Description: The customers enter their chosen date as well as time in system of the company and book an appointment if their preferred hair stylist is available or if the stylist is not available, then they are provided with the suggestion of free schedule of their stylist.
Actors: Customer
Stakeholders: Customer, manager, system admin
Preconditions: Customers have successfully logged on into the system
Post conditions: Authorisation of successful booking is provided to the customer
Flow of Activities: Actor System
1.     Customer enter their login details

2.     Customer selects the option “Book appointment”

3.     Customer enters their preferred time and date

4.     Customer clicks on confirm booking

1.     System verified the login credentials and provide access to the customer

2.     System displays the appointment booking interface to the customer

3.     System notifies the availability or unavailability of services on the selected date and time

4.     System stores details of the confirmed booking

Exception Conditions: Stylist not available

Recommendations

The company should develop the system from scratch and integrate all the major business units in the platform. The project in company could be considered as feasible from the economic, organizational, and technical aspects. For implementing ERP system in the company, the Agile methodology should be followed by the company. The object oriented modelling chosen for modelling requirements. It would help in determining the most urgent requirements of the company. The employees of the company would be provided with the change management plan for ensuring that all the employees understand the major benefits of the new system.

Conclusion

Therefore, it could be concluded that ERP system would help the Holmes hair to improve their business. The proposed solution for all the issues of the company is the implementation of the ERP system in the company. The ERP system would include the feature of website of the company that would provide facility of appointment booking and viewing the catalogue of all the products provided by the company.

References

Ali, M. and Miller, L., 2017. ERP system implementation in large enterprises–a systematic literature review. Journal of Enterprise Information Management.

Balanis, C.A., 2016. Antenna theory: analysis and design. John wiley & sons.

Davis, W.S. and Yen, D.C., 2018. The information system consultant’s handbook: Systems analysis and design. CRC press.

Dennis, A., Wixom, B.H. and Roth, R.M., 2018. Systems analysis and design. John wiley & sons.

Efe, B., 2016. An integrated fuzzy multi criteria group decision making approach for ERP system selection. Applied Soft Computing38, pp.106-117.

Mahafza, B.R., 2016. Radar systems analysis and design using MATLAB. Chapman and Hall/CRC.

 

Appendix

CRUD matrix

System admin Customer Manager Employee
Register Customer C, U, D C
Search services U R R
View service details  U  R  R
Record the service details U  R C
View customer details R  R
Make appointment R C R

 

Event table

Event Trigger Source Use case System response
Login into the system Login request Customer Login Login successful
Making a booking of services Booking request Customer Make appointment Appointment confirmed
Cancellation of appointment Cancellation request Customer Cancel appointment Cancellation complete
View the services availed by customer Display details Manager View customer details Details displayed
Input new details of registered customer Update request System admin Update customer details Details updated
View details of products and services Display details Customer Update eCatalogue Details displayed
Enter the supply orders Input new information Manager Provide supply orders Order confirmed
Enter the duration of service provided Input information Employee Enter service time Record created
View history of services Display request Employee View schedule Details displayed
View contact information of customer Display request Manager View customer details Details displayed