Task 1 (20 marks)

Draw a Use Case diagram to depict the functions performed by the Poppel Order Processing System (all requirements listed in phase 3). The diagram should contain:

• Actors: roles played by users of the system (remember this is always the user of the system and not the source of the data).
• Associations: showing which actors participate in which use cases.
• Use Cases: uses (elementary business processes) of the system.
• Automation boundary: rectangular line around the use cases depicting the automation boundary. You may want to use this boundary to indicate subsystems.
• Dependencies: where common activities exist across a number of use cases, the activities can be represented as separate use cases and their use by other use cases can be documented by <> or <> dependencies.

Management has given careful consideration to your recommendations on how to solve the current problems at Poppel. They have reviewed your Business Case and have asked you to continue with detailed analysis of the problem based on the following:

The overall development project will be split into three phases:

1. The current MDManager accounting package does not provide the functionality required by Poppel to manage the stock and accounting systems. They have selected FastBooks, a local accounting package, as the base system to build additional functionality onto. FastBooks has basic functionality to support the business processes and includes modules that deal with stock management, creditors, debtors and general ledger.
2. Poppels requirements for the ordering processing system are relatively unique and Poppel has asked your consulting firm to develop a custom built solution. The system will support all modes of ordering. The order processing system will include the order entry, picking and dispatch processes together with the catalogue and customer maintenance subsystems.
3. The final phase of the project, which is only planned for next year, will focus on the balance of the back office systems including general ledger and human resources.

Your current responsibility is to develop the Poppel Order Processing System (phase 2 above).

The objective of todays workshop is to document the system requirements for phase 2 of the project by developing a use case diagram and narrative. You have analysed the current order processing system and have redesigned the operation to be more effective and efficient (see updated operating details below). You will start the exercise by developing a use case diagram depicting the various actors and their uses of the system. You will then take one of those uses (a single use case) and describe it in more detail using a use case narrative.

Poppel Order Processing System (detailed information for phase 2)

1. The system will support all methods of placing orders. Over time it is envisaged that customers will migrate from the manual order option to purchasing via the web, however due to the poor IT infrastructure in outlying and rural areas, old technologies need to be supported.
2. A clerk in the marketing section is responsible for maintaining the sales catalogues. The catalogue will be available to customers on-line and printed copies will be distributed monthly to customers who do not have access to the website or prefer to receive a hardcopy of the catalogue.
3. If the customer is not currently registered at Poppel, the order process will begin by capturing the new customers detail into the system. New customers can immediately purchase for any amount by using their credit card or EFT. If they request credit, their details are submitted to a credit bureau for validation. If they qualify for credit, they are allocated the default R 2 000 credit limit (Poppel debtors account) that can be increased over time based on their purchase and credit history. If the order is for an existing customer, the system will check the customers details and current credit status. Customers can maintain their details via the Marketing Clerk at the time of ordering.
4. Once the customer details are confirmed, the stock item and quantity details are entered into the system and checked for availability. If an item is out of stock, the system suggests possible substitute items. Once all the order items have been added to the customers order, the order is on hold until payment details are confirmed.
5. If the customers credit status is not favourable they would need to make a partial or full payment of the outstanding amount before the order can be sent for picking. Once the payment has been received or the credit limit allows, the order is confirmed and is made available for picking.
6. Customers can change or cancel an order as long as their request is made prior to the picking process. They can also check the status of their orders in the system and process sales returns.
7. In the warehouse, picking clerks will select the confirmed order and generate a picking list which is a list of all the items in a single order. The list is used to select items from the shelves. Although the computer has checked item availability during the order entry process, there are still occasional stock-outs. Once the order has been picked, the packing clerk packs the goods in boxes and makes any necessary adjustments to the order item quantities.
8. Completed orders are held in the dispatch bay. The dispatch clerk generates invoices for the customers which will update the credit available.
9. Outsourced couriers deliver orders and the customer must sign for the delivery. On returning to the warehouse, the driver offloads undelivered orders and records the delivery status (completed or uncompleted) in the system.
10. A monthly sales analysis report will be generated for top management so they can review sales trends.