Functional Requirements Document For Printing Incorporated Book Publishing

This assignment aims to produce a requirements document that captures the functional requirements for an information system that supports the current needs of

the Printing Incorporated eBook Publishing and Sales management system as described later in the Case Study Description.

Read the case carefully, and if students need more detail either about the business or the assignment, they should talk to the lecturer or tutors, preferably before  starting the task during the tutorial classes or go to the scheduled consultation time or email to make an appointment if necessary.

Printing Incorporated Book Publishing is an independent book publisher located in Melbourne, Australia. It has established itself in the niche market of feminist publications. Though small in size at 50 employees, it is a leader in the growing online publishing industry in Australia. The company sees itself as somewhat of a pacesetter in the field of Internet publishing and e-books, and in 1995 become only the third Australian publisher to have its entire catalogue placed online.

Currently, the pubishing house facing some issues/problems. The top management team decided to hire BAs to help analysing and transfering their business. Your job in the first stage is to understand their business and current system, such as what they are facing, what the issues/problems of their current system, what are some of the challenges.

The system analysis and design have provided the path for creating solutions in the proposed Printing Incorporated Book Publishing System. These solutions are obtained through completing various tasks involved in the system analysis and design process. It has been easy to improve the overall system quality by following the procedures of system analysis.

The purpose of the work is to identify the factors running the business, requirements of the proposed system and describe and analyze the data set. The report illustrates how the data and information collected and processed in the organization.

The report contains the background of the organization, functional and non-functional requirements of the system, use case identification methods, Data Flow diagram and data dictionary.

The report has been completed based on the case study of Printing Incorporated Book Publishing. Journals, online academic websites, blog and books have been used to understand the concepts of things that are delivered within the system.

Description of Printing Incorporated’s Business: Printing Incorporated Book Publishing, publishes books online as e-books, an independent book publisher. The organization is currently headquartered in Melbourne. At the very beginning of the organization, it was established as publisher of feminist writings. In spite of having small number of employees, the organization has become one of the fastest growing publishers in Australian publication industry. The organization became successful in publishing all their catalogue in the online portal, the organization became the third organization to that. The organization.

The authors did not have much opportunity to publish their books before the e-books were introduced. The authors could contact the publishers and if the publishers were satisfied with the content then they published the book. The authors got advance payment for their books to be published. The Printing Incorporated were used to accept only few original manuscripts per year. O the contrary, the authors could self-publish their books. In the second case, the author would promote their books and get a high percentage of profit from books sold.

With the invention and popularity of e-books, Printing Incorporated started printing the author’s books in electronic format and publish it on their e-commerce website. The customers of Printing Incorporated can purchase and download those e-books from Printing Incorporated’s e-commerce site. In order to maintain improvement of web presence, the organization has collaboration with the online e-book selling websites. Printing Incorporated promote and sell their books through the major e-commerce sites like Amazon.

Issues and Impact on Future Business

The organization expects to cross the hindered employee number in the next year if the growth is unaffected. The organization is currently running their business from two close -situated offices in Melbourne. One office does the work of resource, management and production and other focuses on book sales, services and after sell services.

Issues in Current System and Impact on Future Business: The main issue Printing Incorporated is facing due to inadequate system relates to monitoring of business operations. The organization does not get the chance of tracking the authors, sales, books in progress and royalty. The MS Access based data base each sales person currently using is individual copies of data records. These databases are generated by Technical Services Department based on fairly standard template. There is no way to confirm that two sales persons are courting the same author. Obtaining a combined author list. Moreover, the organization cannot calculate the salesperson’s performances.

The most critical issue, Printing Incorporated Book Publishing currently facing, is the inability to record the sales of book through various channels. As the book sales cannot be monitored, the author’s royalty payment and sales person performance are often full of errors. Searching a file is quite effortful and time consuming. The staff of Printing Incorporated Book Publishing cannot identify the stage through which a book is currently going.

Problems to Address: The first problem that needs to be addressed is the tracking of business processes. The tracking of business will allow the organization to have proper information on sales, performance of salesperson, author loyalty, book status and many more.

The next issue that will be addressed is storing the books in a centralized database. The staff of Printing Incorporated Book Publishing will not need to search through the bin file to access a manuscript. By inputting the partial name of the manuscript, it will be shown as a list in the screen.

The current system has the following objectives.

1. Collecting book selling data from own server and outsider e-commerce sites
2. Store author data

• Store book data

1. Sell e-books online
2. Process manuscripts

The constraints of the system are as following.

1. No distributed data storage option
2. No existence of proper communication system between departments

• Non-availability of automation processes

1. No proper storage facility for manuscripts
2. Not able to show several combined artists

 Functional Requirement:

1. Storing Data into Access Database:The Technical Services Department of Printing Incorporated Book Publishing creates access database for individual sales person. These databases are not synchronized. Therefore, it is not possible to detect if two sales persons are courting the same author.
2. Storing Manuscripts:The Printing Incorporated Book Publishing is currently storing the manuscripts in a file folder.

• Order:The customer can select books from the e-commerce system and place an order. The system will add the selected books in a cart. The customer can add or delete books from the cart. The quantity of books can be adjusted.

1. Payment:The customer makes payments either of the three ways which are directly through bank, cheque or credit card. In either of method, the organizations store the payment details and method.
2. Manuscript Production Processes:First the manuscript is scanned then first gallery approval is taken. After that second gallery approval comes followed by electronic file creation. Then for promoting the content web posting and press releases are done.
3. Sales and Royalty Calculation:The current sales details are put manually in a spread sheet. The spread sheet then generates the royalty using the inputted data.

Non-Functional Requirements: 

1. Security:The system will hold the bank account details of the author and customer makes payment through the website. That is why the security is essential for customer safety. The e-commerce site access can be blocked if major cyber attack is done on it.
2. Availability: The customer can purchase e-books at any time of the day. That is why it is essential that system must be online 24*7.

• Usability:The customer and author may not be familiar with the e-commerce book selling site. They must easily understand what to do and how they can buy or preview a book.

Techniques of Identifying the Use Cases:

1. User Goal Technique:This technique states that having conversation with the users and discuss their objectives for the proposed system. The analyst will meet with all the stakeholders who are supposed to interact with the system.
2. CRUD Technique:The analyst recognizes and list all the data fragments to be processed by the system.

• Event Decomposition Technique:Through this event analyst identifies the events to which the system will respond and other processes will be triggered.

Logical data dictionaries: 

1. Order:Customer ID + Book ID + Book Cost + Order Date Time
2. Payment:Order ID + Payment ID + Customer ID + Cost + Discount ID + Total Amount

• Customer Registration:Customer Email + Name + Address + Contact Number + Address + Date of Birth + SSN

Physical data dictionaries:

Top Level Processes:

1. Register:The customer and author will register into the system by filling the form.
2. Login:The customer and author can login to the system using email and password.

• Order:The customer can order books by selecting them.

1. Make payment:The customer will make payment against each order.
2. Collect Payment:The author will collect payment for sales of books.

Lower Level Processes:

1. Select Book:The customer will search for books in the e-commerce website. The customer will click on add to cart to select a book. The book will be added to cart.

Conclusion:

From the above study it can be concluded that current system of Printing Incorporated Book Publishing is not able to handle the business requirements properly. The organization needs a very efficient and automated system that can collect and process data very fast. The only electronic data storage, organization currently has is the access database.

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