This case study is based on Monash Video Library, a retailer that rents video discs to the customers. They buy these video discs from authorized retails and rent them at certain price to the customers who have subscribed for membership in the company. In the current operation set up, all the business operations including data entries and management of records are done manually. As a result, some manual errors creep in frequently. Moreover, due to manual operation process, the operators often completely forget about the rented videos making it easier for dishonest customers to steal the videos or return very late than the agreed date. In order to address these problems, the owner of the company has decided to implement a new automated data management system including an online catalogue system to replace manual operations.
In this report, the requirements of the automated data management system have been analyzed and suitable implementation ideas have been recommended.
The main goal of the project is to develop an online catalogue system for Monash Video Library for the purpose of computerized management of the inventory records. This online catalogue will be programmed such that it will be to arrange the videos automatically based on genres and year of release. It will also be able to update the entire stock when one or more videos are rented and the system is updated accordingly. It is expected that this new online catalogue system will be able to get rid of manually operated errors and misplacement of the videos. Moreover, the company will also be able to keep track on the rented videos.
Any project in business organizations has a set of business objectives that must be fulfilled. The business objectives for this particular project are as follows.
Ø To enhance the existing business operations in the company
Ø To implement a more efficient bookkeeping process for reducing the service time
Ø To be able to compete with the rival companies that are rapidly growing
Ø To grow their business by increasing the customer base
In the current situation, Monash Video Library is losing customers at a rapid pace. The reasons behind this are listed below.
Poor Service Time – The main issue that is continuously persisting is the extremely poor service time. This issue originates from the manual business operations that in turn delay the delivery and as a result, the service time increases constantly.
Low Efficiency of Operations – Due to manual operations, the efficiency of the overall business operations is extremely low. The data records are full of errors that are quite common in manually handled operations.
Market Competition – Another main cause of concern for the company is the growing market competition. Due to the use of automated systems, the rival organizations are growing fast and most of the customers are now preferring to visit those companies and as a result, Monash Video Library is losing its existing customer base.
High Pricing – High pricing and repetitive payments are also affecting the company’s business. In order to be able to rent a video, a customer needs to subscribe for membership by paying certain amount of money. Only after the membership is verified, the customer will be able to rent videos by paying even more money. Hence, many customers are reluctant to rent any videos from this company.
There are two main problems in the existing business system of the company. These are listed as below.
High Enrollment Framework Cost – The enrollment framework is really harming the business procedure of the organization. In the present framework, just the clients who have purchased enrollment from the organization can lease recordings from them. Again amid the lease, the client needs to pay a specific entirety of cash. Subsequently, the client needs to pay twice – one amid enrollment membership and afterward amid leasing. This does not intrigue numerous clients and thus, the organization has not possessed the capacity to develop the current client base.
Manual Operations – The stock entries are refreshed manually. At whatever point a few recordings are sent on lease, the entry is done physically and thus, it takes a considerable measure of time. Besides, because of manual taking care of, numerous manual blunders happen that outcome in misplacement of videos or unable to produce a particular video needed by a client. Besides, because of this, the administration time is additionally fundamentally expanded.
In spite of the fact that the company is operating under the existing system, there are certain gaps that are resulting in the problems highlighted above. The primary gap in the framework is manual treatment of all the business operations as opposed to utilizing data framework and innovation. Thus, the effectiveness of treatment of all the business operations is additionally lessened. Another fundamental gap in the framework is the absence of control over leased videos. It has been seen commonly that the clients do not return the video to the organization inside the given due date.
The organization has a great deal of opportunities on the off chance that they can execute their proposed design accurately. With the manual mistakes gone and huge diminishing in benefit time, the client base will likewise begin to develop quickly once the organization has earned a solid focused position in the current market in front of its rivals. Presentation of information system in their business will enormously support their business financially. With appropriate usage and reasonable business technique, the organization can without much difficulty increase solid market aggressiveness and can acquire high incomes that can likewise increment exponentially.
Figure 1: Logical Process Model for the Project
(Source: Created by Author)
Figure 2: Data Model of the Proposed System
(Source: Created by Author)
Feasibility of a project is defined as the condition under which, a project can be executed in normal limitations including cost and budget and will also not result in any loss of the parent organization. As per the proposed project plan, there will be a redesign of the current system of the association and another information system will be introduced. The information system needs various essential highlights and mechanized stock entry administration, computerized treatment of financial details and others. Thus, it will require a genuinely high measure of budget. Nonetheless, based on the present state of the organization, it is of the most noteworthy likelihood that the organization will not have the capacity to pay the whole project budget. Consequently, keeping in mind the end goal to make the project achievable, the organization must discover a support who will give adequate assets to the project.
The functional requirements are as follows.
v The system will have the capacity to sort the recordings as per their kinds and different classes. In that way, the merchant will have the capacity to locate a specific video in the stock effectively. Accordingly, the general administration time will be lessened fundamentally.
v The system will have the capacity to auto-refresh the stock rundown in the wake of entering a rent information i.e. at the point when the merchant leases a specific video to a client and enters the information in the system, the system will consequently change the stock rundown in like manner.
The non-functional requirements are as follows.
v The system ought to have a high limit with regards to the capacity of the stock database. The system needs to include an inquiry alternative where a specific video can be found via seeking utilizing the separate classifications.
v Security ought to be an essential part of the system. Since the system will store the individual information of the considerable number of supporters, it ought to have secure database to ensure these private information.
v The reaction time of the system ought to be low with the goal that the administration time can be lessened essentially.
The business proposed arrangement is to contact a financial support first so as to subsidize the project. Another system will then be produced which will contain an online list system. This inventory system will have the capacity to naturally sort every one of the substance (records of the videos accessible in the store) as per classifications. The system will have the capacity to auto-refresh the stock rundown subsequent to entering a rent information i.e. at the point when the merchant leases a specific video to a client and enters the information in the system, the system will consequently change the stock rundown in like manner. Also, at whatever point a lease report is entered, it will naturally refresh its database and will just demonstrate the items that are at present accessible in the stock.
The main implementation issues that may arise during the project are the financial limitations and the technical compatibility of the softwares used for the development.
In this report, the requirements of the automated data management system have been analyzed and suitable implementation ideas have been recommended. The main goal of the project is to develop an online catalogue system for Monash Video Library for the purpose of computerized management of the inventory records. The main issue that is continuously persisting is the extremely poor service time. This issue originates from the manual business operations that in turn delay the delivery and as a result, the service time increases constantly. Due to manual operations, the efficiency of the overall business operations is extremely low. The data records are full of errors that are quite common in manually handled operations. Another main cause of concern for the company is the growing market competition. Due to the use of automated systems, the rival organizations are growing fast and most of the customers are now preferring to visit those companies and as a result, Monash Video Library is losing its existing customer base. High pricing and repetitive payments are also affecting the company’s business. In order to be able to rent a video, a customer needs to subscribe for membership by paying certain amount of money. Only after the membership is verified, the customer will be able to rent videos by paying even more money. Hence, many customers are reluctant to rent any videos from this company.
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