Full Report (Pbl1)

ACCOUNTING INFORMATION SYSTEM (AIS630)


PROBLEM BASED LEARNING (SESSION 1) REPORT

PREPARED BY:

NIK SYAMIN AMIRA BT NIK KAMARUZAMAN 2009676986

AZUREEN BT JULIAN

2009459662

REMMY OCTAVIA MAILEDY

2009213048

NUR FATHIN FARHAIN BT GHAZALI

2009627688

NUR IZZATIE BT JAUSUS

2009656892

PROBLEM BASED LEARNING (SESSION 1) Page 1


MOHD AZMY B JOHARI

2009659498

GROUP : AC220 6J

PREPARED FOR :

MADAM AIDA MARIA BT ISMAIL

ContentsACKNOWLEDGEMENT.................................................................................................................................3

QUESTION A................................................................................................................................................4

QUESTION B.................................................................................................................................................5

QUESTION C.................................................................................................................................................6

QUESTION D................................................................................................................................................7

QUESTION E.................................................................................................................................................8

QUESTION F.................................................................................................................................................9

QUESTION G..............................................................................................................................................10

QUESTION H..............................................................................................................................................11

QUESTION I................................................................................................................................................11

QUESTION J...............................................................................................................................................12



QUESTION K...............................................................................................................................................13

QUESTION L...............................................................................................................................................14

QUESTION L...............................................................................................................................................16

QUESTION M.............................................................................................................................................17

CONCLUSION.............................................................................................................................................18



ACKNOWLEDGEMENT

I wish to express my sincere gratitude to Madam Aida Maria bt Ismail for providing our

group an opportunity to do our problem based learning session 1.

This project bears on imprint of many peoples. I sincerely thank to our group members

itself for giving such brilliant cooperation and for the fruity ideas along finishing this project.

Other than that, our group also want to thank to our classmates for guidance and

encouragement in carrying out this project work we also wish to express my gratitude to the staff

officers of faculty who rendered their help during the period of our project work.

Last but not least I wish to avail ourself of this opportunity, express a sense of gratitude

and love to my friends and my beloved parents for their manual support, strength, help and for

everything.



QUESTION A

A) Discuss among your group and choose any products or services for your company.

It is advisable to select simple products/services with just a few variants. Create a

logo and motto for your company and do not forget to name your company.

The name of our company is Beautique.

It is a combination from the word Beautiful and Boutique.

Our company’s motto is “Style with Confidence”

Our company offers a wide range of beautiful clothing such as dresses, blouses, skirts and

others which we get from trusted as well as branded suppliers. Other than that, our

company also provide accessories such as handbags, clutches, brooches, and many more.



QUESTION BB) Prepare a draft of system request for the proposed ordering system. Think about the benefits of having that system. You may name sales department as the project sponsor but you need to emphasize more on the functionality of the proposed system. State at least one constraint in the system request.

Customer can make order through our on-line system

Process of making order:

1) Customers are required to register as a member to make the ordering process easier and faster.

2) After they have registered, they can log in to their account and starts to shops. 3) They can put the apparels that they wish to buy in their cart.4) After they have finished, they can view their cart and see all the apparels that they have

put in their cart. The total amount of their order will be shown too. They can still edit the items in their cart.

5) Once they are satisfied, they can confirm the order. Once the order is made, no cancellation is allowed.

6) If the customers are still having hesitation whether to buy or not, they can reserved the items that they want. The reservation will be hold for 2 weeks for regular customer while reservation for new customer is only 3 days.

7) Customers are required to confirm the order of their reserved items within the time frame given. If not, they are deemed to be not interested to buy anymore.

8) After an order is made, an invoice will be sent to the customer’s e-mail address. The invoice will show the details of customers such as name, address and contact number. Details of the order such as the order code, ordered item, and the total amount to be paid including postage will also be shown in the invoice.

9) Customers are required to make payment within 2 days after they received the invoice. Once they have made payment, they are requested to submit the proof of payment being made.

10) Once the proof of payment is received and confirmed, the order will be process and a notification will be sent to the customer stating that their order is being processed.

11) After the order is being processed and completed, it will be shipped to the customers. Another notification stating that the order is completed will be sent to the customers.

12) Customers who have purchased more than RM200 can request for a cash on delivery (COD) within Shah Alam.



QUESTION C

C) Who should evaluate system request? Discuss how a system request is evaluated.

The system request should be evaluated by:

- Key managers

- Users

- System review committee

A system request is evaluated through:

1) Technical Feasibility It involves determining whether a proposed information system is possible given the

current state of technology.

2) Operational Feasibility It covers two aspects which is technical performance and acceptance within the

organization.

3) Economic Feasibility It involves determining whether a proposed information system will yield benefits that

exceed its costs.



QUESTION DD) For each of the concerns listed above, determine whether it is a business problem or a symptom. Discuss what could be the real problem if you find it to be the latter.

1. Customer services were accused of being inefficient for keeping the customers waiting too long on the phone to get information on certain products. One of the key reasons for the delay is customer services needs to flip through the catalogue to find product information.

Problem

2. There are complaints that products being shipped to the wrong customer address even though the company is using reliable courier service.

Symptom Real problem: Problem originating from shipping department in assigning wrong address

to the wrong parcel.

3. Hot selling items sometimes run out of stock and takes time to replenish resulting in loss of sales. Random check with suppliers dismissed any suggestion of insufficient supplies.

Symptom Real problem: The real problem is that the purchasing department fails to analyze

efficiently the hot selling items stock/flow.

4. It is difficult to retain customers’ loyalty since sales department could not properly identify their regular customers who deserve certain amount of discounts.

Symptom Real problem: Problem is that they do not have proper recognition of customers’

transactions.

5. Sales person sometimes wrongly calculate the total sales amount as they have to do it manually and in some cases provides wrong quotation to customers. Sales amount understatement will result in loss company while overcharging a customers will result in complaints and lead to bad company reputation.

Problem



QUESTION EProblem Project Goals

1. To make an efficient customer service by developing software that eases the

employee to search for the product information. Therefore, customers will not

have to wait.

2. To avoid lack of employee awareness by supervising the employees of

shipping department before the parcels are sent. More supervising will

increase their awareness on assigning the right address to the right parcel.

3. Properly analyze the flow of the products by developing website system that

can detect which product is the best seller. Thus, setting the order point for the

best seller product.

4. To identify the regular customers by requiring customers to register an account

so that the customers’ transactions are recorded. Therefore, amount of

discounts that should be given can be determined by referring to the records.

5. To increase the usage of technology by developing software that enables the

sales person to key in the customers’ transactions. Thus, the software will

automatically lump sum the total sales.

E) Develop the project goals for each of the problem identified.



QUESTION F

F) Compare the project goals with the systems request. Use the project goals to determine

which part of the request goes beyond the scope of your project.

System Request Project Goal Allign/Not Allign

Customers are required to

register as a member to make

the ordering process

Customers are required to

register an account so that the

customers’ transactions are

recorded.

Allign

Ordering through online

system will record which item

is bought.

Develop website system that

can detect which product

customer bought the most.Allign

Conclusion

The system request is align with the project goals. The request does not go beyond the scope of

our project. The system request fits the needs and requirements of our project goals.



QUESTION GG) Draw PERT Chart for the above project

A,5 B,5 H,30 I,15

E,5 G,20

C,15 D,15 J,10 K,15 L,10 M,5

F,20 Dummy


10

20

30

50

40 60

80

70 100 12090 110


QUESTION HH) Identify the project’s critical path and its duration. Define what is meant by “slack time” and give one example from the above project.

The Critical Path is the longest necessary path through a network of activities when

respecting their interdependencies, which may be identified with the Program Evaluation and

Review Technique and the Critical path method. Based on the project’s PERT Chart above, the

critical path is A-C-D-F-G-H-I-M which takes 120 days to complete the project.

Slack time can be defined as the amount of time a task can be delayed without causing

another task to be delayed or impacting the completion date of your project. Depend on the

project above, the slack time that the project can be beard is 15 days which occurred between

Task E and F. Task G only can be started once Task E and F are completed. Since Task E only

take 5 days compared to Task F, therefore Task E can be delayed for maximum 15 days only.

Otherwise, it would affect completion date of the project.

QUESTION I

I ) Assuming that you have to delay Task I by 10 days, how would it affect your project

completion date? What if the delay is for Task K instead, would it result in the same affect?

If Task I in the project is delayed by 10 days, the completion date of the project also

would be delay by 10 days because Task I is included in the critical path.

If Task K is delayed by 10 days, it would not affect the completion date of the project. It

is because Task K is not included in the critical path of the project. The maximum days the Task

K can be delayed is 15 days which mean “slack time” of the project. If the task delayed for more

than 15 days, it would certainly affect the completion date of the project.



QUESTION J

J) What are the advantages of using PERT Chart over Gantt chart for project scheduling.

The Gantt chart focuses on task sequence. Each task is represented as a horizontal bar

showing the length of time it will take to complete. Whereas PERT chart is to help manage very

complex projects. Each chart begins with an initiation node that branches out into networks of

tasks.

Element Gantt Chart PERT Chart

Time and Relationships emphasize the time it takes to

complete tasks

emphasize relationships

between tasks.

Linear Vs. Interconnecting Linear. linear. Any

relationships between tasks on

a Gantt chart are depicted with

arrows

have several parallel or

interconnecting networks of

tasks

Straightforward Vs. Complex work well for more

straightforward projects that

most likely will not require

mid-stream changes.

designed for only parts of

projects and end at the major

review points

Dependency Not stated any dependency of

tasks before starting the next

task.

Explicitly defines and makes

visible dependencies

(precedence relationships)

between the tasks.

Critical Path Identification Not stated any critical path of

the project

Stated and clearly define the

ciritical of the project, as well

as slack time of the project.



QUESTION K

K) Suggest how you could improve the above questionnaire. Redraft the questionnaire.

I. Instruction at the beginning of the questionnaire. We must clearly state what the

respondent should do in answering the questionnaire.

II. Briefly simple introduction about what purpose of the questionnaire is held. This is to

make sure the respondent understands the questionnaire.

III. Protect privacy of the respondent. Usually good questionnaire should not come with

personal details such as name or identity card number and also contact no. This is to

avoid any bias.

IV. Avoid spelling error and grammar. To avoid the respondents to misunderstanding the

questions in the questionnaire.

V. Sequence lead questions. Means that the questions must be accordingly sequence which

is connecting between each question.



QUESTION L

i) Questionnaire should include only open-ended questions so as not to constrain the

respondents. Do you agree with this statement? What are the advantages and the disadvantages

of having open-ended questionnaire?

No. I do not agree since questionnaire should include both close-ended and open-ended

questionnaire. Advantages and disadvantages of open-ended questionnaire are:


QUESTIONNAIRE FOR SALES DEPARTMENT STAFF

INTROUCTION : THIS SURVEY IS CONDUCTTED TO DISCOVER ANY PROBLEM ARISED IN THE SALES DEPARTMENT AMONG SALES DEPARTMENT OFFICERS

AGE : 20-30 31-40 41-50

SEX : MALE

FEMALE

INSTRUCTION : TICK YOUR ANSWER. ONLY ONE ANSWER PER QUESTION. STAFF NEED TO ANSWER ALL QUESTIONS.

1. How long you have served in this department ?

Less than 1 year 1 to 5 years more than 5 years

2. How many times did you encounter problem with customer order’s in the last 6 months?

Always

Seldom

Never

3. Do you know other people who face similar problems?

YES

NO

4. Do you think that our current ordering system is problematic?

YES NO



5. Do you have encountered any biggest problems so far? If Yes, stated briefly.

NO

YES. State. __________________________

6. Suggest improvement(s) to our ordering system

__________________________________ __________________________________ __________________________________ __________________________________

7. other comments

THANKS FOR FILLING THIS QUESTIONNAIRE. YOUR COOPERATION IS MUCH APPRECIATED.


QUESTION LL) Questionnaire should include only open-ended questions so as not to constrain the

respondents. Do you agree with this statement? What are the advantages and the

disadvantages of having open-ended questionnaire?

No. I do not agree since questionnaire should include both close-ended and open-ended

questionnaire. Advantages and disadvantages of open-ended questionnaire are:

Advantages:

• Open-ended questions allow respondents to include more information, including

feelings, attitudes and understanding of the subject. This allows researchers to better

access the respondents' true feelings on an issue. .

• Open-ended questions cut down on two types of response error; respondents are not

likely to forget the answers they have to choose from if they are given the chance to

respond freely, and open-ended questions simply do not allow respondents to disregard

reading the questions and just "fill in" the survey with all the same answers (such as

filling in the "no" box on every question).

Disadvantages:

• If open-ended questions are analyzed quantitatively, the qualitative information is

reduced to coding and answers tend to lose some of their initial meaning.

• Because open-ended questions allow respondents to use their own words, it is difficult

to compare the meanings of the responses.

• The response rate is lower with surveys that use open-ended question than with those

that use closed-ended questions.



QUESTION M

M) Suggest other techniques that can be used to get information from the sales department.

I. Interviews. The sales department can get information through interview. They can

interview their target respondent which is their own employees by setting the time of

interview and also prepare the question type and structure whether structure or

unstructured.

II. Review of documents. Written of documents include manuals, procedures, forms, reports

etc can be valuable information about an organization and its operations. This can reveal

to sales department the existing system should work and the information required to

answer all the questions needed in the questionnaire.

III. Observation . This allow sales department to gain information that they cannot get by any

other information gathering techniques. By this, sales department can answer the question

that need to be fill out by making an observation throughout it’s employees.



CONCLUSION

The primary goal of this report is to create an innovative and creative graduates for

creating our own business database. To the end, this problem based learning really improve our

creative level and become more innovative in thinking what to be improved onwards to be in line

with our technology level.

This project also has increased our confident level to start up a new business and try a

new thing in making ourselves more success in the future.

This project also has exposed us how to create a business database so that the knowledge

can be implemenet and practice when we enter real work life.


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