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(solution) IFSM 461: Systems Analysis and Design Precision Electronic Parts,


Would you be able to assist me with the assignment below. I can pay you whatever you like. I just really have to get it done. The requirements doc is already completed and attached, essentially I need charts like the ERD.


The results of your systems analysis and design work in this class will be documented in a Final System Report.  The purpose of the Report is to inform management of your system proposal and gain approval to proceed with the project.  The Report will be developed and submitted in stages, which will be compiled at the end of class into the Final System Report.  Review the outline of the Final System Report in the Stage 4 Assignment description.  Note that it contains the analysis of the problem(s) and requirements, and proposes what kind of a system solution is needed.  It does not propose a specific solution, but it does recommend why and how the organization should acquire the solution.

Following the Requirements Specification (Stage 2 assignment), the next step is to develop the System Design Specification.  The System Design Specification builds on the Requirements Specification to illustrate how the files/database(s) will be laid out, how the output (forms, reports, and/or screens) and input (forms and/or screens) should be designed.  As you develop this assignment, you should refer to your Stage 2 Requirements Specification (and the feedback you received) and use the inputs and outputs you listed to create the input and output layouts and the file/database design.

All of the information you need to complete the projects in this class is not provided in the case study.  In the discussion area of the classroom, there is a discussion titled "Case Study Interview Questions" where you can pose questions about the case study, as if you were interviewing the people in the case study organization.  Any information that you need that is not included in the case study should be asked about in this discussion.  Responses from the faculty member on behalf of the case study organization will be available for everyone in the class.    

Use the case study and the Case Study Interview Questions discussion, along with your Stage 2 Requirements Specification (including the feedback received), and resources below, to create a System Design Specification in the format shown below.  Include your corrected Stage 2 Requirements Specifications as the first part of this assignment.  Approximate lengths for each section of the Systems Design Specification are provided as a guideline; be sure to provide all pertinent information.  The sources of explanatory materials can be found in the Week 5 Content readings.

IFSM 461: Systems Analysis and Design Precision Electronic Parts, Inc.


Case Study




This case study will be used for a series of staged assignments. It should be thoroughly read and


understood prior to working on any of the assignments.




Precision Electronic Parts (PEP), Inc., is a small private business that has retained you to assist in the


development of a new billing and payment system and associated processes.




PEP is a small, private specialized electronics company in Kansas. For the past 20 years, it has


manufactured a wide range of precision electronic components and replacement parts for medical


equipment used in hospitals, doctor?s offices, and pharmacies. Last year, the company began building


and delivering custom low voltage motors that reduced electricity costs and made older medical


equipment more environmentally friendly. More recently, PEP has added a new line of more efficient


low voltage motors that can be used in precision equipment outside the healthcare industry.


As a result, PEP is experiencing significant increases in orders for the motors. The manufacturing facility


has been expanded, and the sales and marketing teams have been enlarged. All of this is straining the


Ordering & Shipping Department and the Inventory Management Department, which have received no


increase in personnel. They are meeting the challenge, but the Executive Leadership Team (the CEO,


COO, CFO, and CIO) know that they are only treading water. The Finance Department, however, is


getting further and further behind in their invoice, billing and payment processes. The Business


Administration Department has stepped up to the task, but is at the breaking point.


IT Steering Committee


The IT Steering Committee (ITSC) at PEP is comprised of the Executive Leadership Team, the Senior Vice


President and Vice President.


? Carolyn West is the Chief Executive Officer (CEO). She has been at the company for 11 years. Carolyn


has a background working for and managing electronics companies. Like most CEOs, Carolyn is focused


on the strategic and long-term business health of PEP. She chairs the IT Steering Committee. Carolyn and


the committee members jointly make decisions about IT systems and major organizational business


process changes.


? Tim Uduak, Jr. is the Chief Operating Officer (COO) and the son of founding partner Tim Uduak, Sr. Tim


has been around the company since its inception in one capacity or another, except for four years of


college and a 3-year break to startup his own company. When his startup failed, Tim came back to PEP as


the SVP, Engineering & Manufacturing Operations. Last year, he was promoted to COO. While Tim has a


PEP Case Study 1 strategic focus and is not technology averse, he prefers to solve business challenges with processes


rather than information technology.


? Karl Manley is the Chief Financial Officer (CFO). He has been with the company for 9 years. Karl has a


background in accounting and finance, and is a certified public accountant (CPA). He tends to focus on


the company?s financial health to the exclusion of all other business concerns. While Karl is technology


fluent, he resists new IT purchases unless there is a clear and direct connection made between the


technology investment and improving the company?s financial profile. The Director, Accounts Receivable


(Mary Winston) and the Director, Accounts Payable (Amy Dole) report to the CFO, and together are


responsible for the financial operations of the business.


? Mark Temple is the Chief Information Officer (CIO) and head of the IT Department. He provides all IT


services to PEP. Prior to being hired as the CIO, Mark was an IT manager at a large multi-national


corporation responsible for providing IT services to their offices from the headquarters in Lincoln,


Nebraska. While in that position, Mark participated in very structured IT processes, and developed an


appreciation for working with the operational and management divisions to ensure success of IT


projects. When he arrived at PEP, he advised the CEO, COO and CFO that an IT Steering Committee could


help ensure they pursued the most beneficial IT projects. He is your primary point of contact for dealing


with PEP in analyzing their processes and systems.


? Susan Black is the Senior Vice President (SVP), Engineering & Manufacturing Operations and is Tim?s


replacement. Susan has worked for the company for 13 years. She started as a Senior Engineer, and after


six years was promoted to Director, Engineering, where she spearheaded the successful research and


development of the low voltage motors. Susan is a champion of information technology as long as it is


clearly focused on the core business.


? Jason Udo is the Vice President (VP), Business Administration. He oversees all departments, except


Engineering & Manufacturing, Finance, and IT. His responsibilities include key support functions such as


Sales, Marketing, Ordering & Shipping, Inventory, and Human Resources.


The ITSC has adopted the IT governance processes recommended by the CIO. They review proposals for


IT investments and determine where to invest their limited funds. Each of the members has particular


areas of interest, but all of them are focused on reducing the overall cost of running the business,


increasing sales, and managing the cost of IT for the company. The ITSC has established a series of


checkpoints at which they make go/no-go decisions on IT projects. At these decision points the


following documents are reviewed by the ITSC: Preliminary Investigation Report ? describes the problem/opportunity, identifies benefits of


a new system, and reports on various aspects of feasibility of the proposed project. Requirements Specification ? documents the requirements to be fulfilled by the proposed


system. Systems Design Specification ? translates the requirements into a logical design for the


proposed system. Final System Report ? compiles previous documents and lays out the way ahead if the


project is approved and funded.


As each report is approved, work on the following step begins. This controls the amount of time and


effort put into a request for a system. For example, if the Preliminary Investigation Report is not


accepted by the ITSC, no further work is performed on the system proposal.


PEP Case Study 2 Your Task


You are an independent Business and IT Systems Analyst, specializing in developing IT solutions for small


business needs. You have been contracted by the CIO to prepare the documentation required for the


ITSC as they consider replacing the information systems associated with operations, business


administration, and finance. Due to the backlog in the billing and payment processes, the ITSC wants to


start by replacing the current customer billing and payment system and processes. However, the ITSC


requires assurance that a new billing and payment system and processes can be interfaced with other


new IT systems and updated business processes as needed. While there is currently no money in the


budget allocated to replacing or upgrading these systems, the executives are committed to moving the


company forward and improving PEP?s ability to manage its growing business efficiently and effectively.


Your Activities


After interviewing each member of the ITSC, you have collected the following information regarding the


invoice, billing and payment processes and needs:


? Customer billing is handled by the Invoicing Department, which reports to the VP, Business




? Customer payments are handled by the Accounts Receivable Department, which reports to the




? Customer billing and payments are managed and recorded in an in-house developed Microsoft


Access based solution. The solution was developed by the IT Department and is housed on a


server controlled and managed by the IT Department. The solution is updated on request from


the Invoicing and Accounts Receivable Departments.


? The Sales Department works with Invoicing to establish new customer accounts and update


and close existing accounts as needed.


? The Ordering & Shipping Department sends a monthly report to Invoicing where the products


ordered and shipped and their codes are entered into the invoicing module. Pricing is computed


based on the product codes and quantities entered.


? Invoicing is responsible for adding, updating, and maintaining the product codes and pricing


used by the invoicing database on the 15th of each calendar month. The monthly report


containing the updates is provided by the Marketing Department.


? Invoicing generates and mails customer bills on the last business day of each calendar month.


? Customer payments (lump sum) are due by the 10th of each calendar. Customers send the


payments to Accounts Receivable. Accounts Receivable is responsible for updating customer


account records when the payments are received.


? Invoicing is responsible for identifying accounts that are 30 days, 60 days or more overdue.


These reports are sent to Accounts Receivable and Sales. Accounts Receivable handles all




? There is a 2% fee added to all invoices that are 30 days or more overdue.


? Accounts Receivable notifies the Sales Department to assist with customers who are 60 days or


more delinquent. Ordering & Shipping is also notified so that no further shipments are made


until the outstanding invoice is paid in full. These situations are rare.


? Installation services are offered as a fixed price fee for small businesses (doctor?s offices,


individually owned pharmacies, etc.). Larger installations (hospitals, chain pharmacies,


pharmaceutical manufacturers, etc.) are billed on a pre-defined hourly rate.


PEP Case Study 3 ? Volume discounts are not currently offered, but Marketing is planning to offer this discount


within the next six (6) months because the low voltage motors are increasingly being ordered in


quantities of five (5) or more. The following volume discounts will be offered:


o 5 or more: 2%


o 10 or more: 5%


o 25 or more: 10%


? Electronic invoicing via email is not currently offered, but Marketing and Invoicing plan to offer


this feature within the next six (6) months.


? Electronic payment to a lockbox account is not currently offered, but Marketing and Accounts


Receiving plan to offer this feature within the next six (6) months.


? The customer account data elements currently include:


o Customer Organization Name


o Customer Street Address


o Customer City


o Customer State


o Customer Zip Code + 4


o Primary Contact First Name


o Primary Contact Last Name


o Primary Contact Phone Number


o Primary Contact Email Address


o Secondary Contact First Name


o Secondary Contact Last Name


o Secondary Contact Phone Number


o Secondary Contact Email Address


o Products Ordered


o Product Ordered Date


o Products Shipped


o Product Ship Date


o Quantity


o Product Pricing


o Calculated Price (Calculated Field)


o Amount Due (Calculated Field)


o Amount Paid


o Date Paid


o Amount 30 Days Overdue (Calculated Field)


o Amount 60 Days Overdue (Calculated Field)


o Amount Greater Than 60 Days Overdue (Calculated Field)


o 2% Overdue Amount (Calculated Field)


? The customer account data elements required for near-term plans include:


o Quantity Discount (Calculated Field)


o Electronic Invoicing (Check Box)


o Electronic Payment (Check Box)


? Paper invoices currently contain the following data elements:


o Unique Serialized Invoice Number (System Generated?)


PEP Case Study 4 o Customer Organization Name


o Customer Street Address


o Customer City


o Customer State


o Customer Zip Code + 4


o Products Ordered


o Product Ordered Date


o Products Shipped


o Product Ship Date


o Quantity


o Product Pricing


o Calculated Price (Calculated Field)


o Amount Due (Calculated Field)


o Amount 30 Days Overdue (Calculated Field)


o Amount 60 Days Overdue (Calculated Field)


o Amount Greater Than 60 Days Overdue (Calculated Field)


o 2% Overdue Amount (Calculated Field)


? Paper invoice data points required for near-term plans include:


o Volume Discount (Calculated Field)


o Electronic Invoicing (Yes or No)


o Electronic Payment (Yes or No)


? When electronic invoices are offered, the same current and near-term data elements as shown


above will be included.


You have also documented the following additional considerations:


? All customer, invoicing, and payment data must be secured, but accessible to those


departments and personnel who have a need to know.


? PEP requires the ability to generate a receipt automatically at the time payments are recorded.


The receipt will be sent electronically to the organization?s primary contact email address. The


receipt must contain:


o Unique Serialized Invoice Number


o Customer Organization Name


o Customer Street Address


o Customer City


o Customer State


o Customer Zip Code + 4


o Amount Paid


o Date Paid


o Amount Outstanding


? The following company entities need to be able to generate their own reports as needed:






o Director, Accounts Receivable


o Accounts Receivable Managers & Staff


o Director, Accounts Payable


PEP Case Study 5 o SVP, Engineering & Manufacturing Operations


o VP, Business Administration


o Invoicing Managers & Staff


o Sales Managers & Staff


o Marketing Managers & Staff


o Ordering & Shipping Managers & Staff


Your Deliverables


Your first task is to develop the Preliminary Investigation Report (PIR), which will examine the


problems/opportunities, identify benefits of a new system, and report on various aspects of feasibility of


such a project. You will draw upon the background and other information provided above to develop


the PIR. If that Report is accepted by the ITSC, you will analyze and organize the requirements you have


collected into a Requirements Specification. After receiving approval of the Requirements Specification,


you will develop the Systems Design Specification, which will translate the requirements into a logical


design of the proposed system. With a further decision to proceed, you will then develop the Final


System Report, which will combine your previously developed documents and lay out the way ahead if


the project is approved and funded. PEP Case Study 6


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Sep 13, 2020





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