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De La Salle University Science and Technology Complex
Information System
INFOSYS
Section XE1
Final Report
Submitted to:
Prof. Justin Contreras
Submitted by:
Eunice Austria
Jamaica Grace Lafuente
Rose Angel Lizardo
Ronalyn Marcellana
Submitted on:
December 11, 2014
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Table of Contents
Chapter 1: Company Profile
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2
1.1 Company
Background...................................................................................................................
2
1.2
Products.........................................................................................................................................
3
1.3 Organizational Chart
.....................................................................................................................
4
Chapter 2: Present System
............................................................................................................................
4
2.1 Scope
.............................................................................................................................................
4
2.2 Processes
.......................................................................................................................................
5
2.2.1 Purchasing Process
................................................................................................................
5
2.2.1.1 Ordering Process
...................................................................................................................
6
2.3 Software
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9
2.4 Hardware
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12
2.5 Processes
.....................................................................................................................................
12
2.5.1 BPMN/Swimlane (Purchasing)
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12
1.1.1 BPMN/Swimlane (Ordering)
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14
1.1.2 Use case diagram
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15
Chapter 3: Proposed System
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16
3.1 Diagrams
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16
3.2 Changes
.......................................................................................................................................
17
3.3 Explanation
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18
3.4 Flow of tasks
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19
3.5 Interface
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19
Chapter 4: Conclusion
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22
4.1 Summary of Changes
..................................................................................................................
22
4.2 Foreseen Benefits
........................................................................................................................
22
4.3 Other Possible Solutions invest to new app with cart system
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Chapter 1: Company Profile
1.1 Company Background
Korean Cravings is a Philippine and South Korea-based online
retail shop that is
geared towards Hallyu or Korean wave enthusiasts. It is based in
Seoul, South Korea,
and Davao City, Philippines but they ship nationwide and
worldwide. They have two (2)
admins in Davao City and one (1) admin in Seoul. Most of their
clients are from Metro
Manila, Luzon, USA, and in certain parts of Europe and Southeast
Asia.
The business makes K-Pop, Korean Drama, Korean Fashion, Korean
Beauty and
everything else imported and made in Korea available to everyone
not just in the
Philippines, but worldwide. Korean Cravings have been in
business since April 2010
and is under Everything Pop Trading with the DTI Registration
Number: 03117192
1.1.1 History
Korean Cravings started on April 2010 under the name Beau Stuff.
During
this time, they opened an account on the now defunct social
network and online
marketplace, Multiply.com. The business wanted to sell beauty
products from
Germany and through creating an account on the said website,
they were able to
have customers interested in their products. However, they
noticed that Hallyu
(Korean Artists being popular in other countries) is what is in
in the market and
because of this, they changed their target market based on what
is on the trend.
On June 2010, Korean Cravings decided to change the target
market of
their business from selling German beauty products to selling
K-Pop and
Korean drama products. Eventually, they sold Korean beauty
products, fashion
items, and Japanese releases of Korean idols and Japanese idols
as well. On
September 2011, they changed their name to Korean Cravings and
created their
own website, www.koreancravings.com.
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Through starting the business in Multiply.com which was a very
popular
website during that time, paved the way to their growth. Through
time, the
business was able to gain trust from their customers and the
number of their
followers and customers increased. The business was also able to
successfully
set-up their official website on Tumblr and on other social
media platforms even
before Multiply closed down which enabled them to market their
products to
many people. Up to this day, they continue to be of service to
the flourishing
Hallyu wave market.
1.2 Products
K-POP/K-Drama/Hallyu official items: All products are Korean
version and
made in Korea.
J-Pop and J-Rock Items: Japanese version CDs are imported from
Tokyo,
Japan. Some products are in Korean version and are made and
imported in
South Korea, but the packaging and songs are the same.
Korean Fashion Items: Most items are manufactured in Korea. Some
are made
in China (like most of the European, Japanese, and American
brands too), but
the Korean government is very strict with quality control. Those
products
wouldnt be sold in Korea if they werent good enough and werent
be able to
pass the Korean governments strict speculation, so expect
superior product
quality.
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1.3 Organizational Chart
Korean Cravings is owned by Dranessa Ledesma and Chizuru Tanaka.
Dranessa
Ledesma serves as the main admin and Chizuru Tanaka as the
co-admin who are based
in the Philippines. This shop also has a co-admin and named
Cheolhyun Kang who is
currently based in Seoul, South Korea. He is the one who takes
the orders from the
Philippines and order it personally in Korea. Martin Ledesma is
the one who is in charge
of shipping the orders once they arrive in their warehouse in
Davao.
Chapter 2: Present System
2.1 Scope
This paper is only concerned with the purchasing process for the
pre-order of the
products offered by Korean Cravings specifically the ordering
process. The
recommendations and alternatives will only be for the
improvement of the ordering
process. This paper will only be considering the order of
customers in the Philippines
only.
Dranessa Ledesma (Owner & Main Admin)
Chizuru Tanaka (Owner & Co-Admin, Phils)
Cheolhyun Kang (Co-Admin, Korea)
Martin Ledesma (Shipper, Phils)
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2.2 Processes
The business usually creates and sets a period wherein the
customers can order
the products they are selling. Customers who want to purchase
their products should be
able to pass the order form for their selected products before
or during the last day of
ordering which was set by the business. As based on the policy
of the business, the
customers who sent the order forms should pay the 70% down
payment for the products
they ordered or else their orders will not be processed for the
said batch. However, it will
eventually be added to the next batch. If ever the customer
decided to back out, he/she
should inform the business in order for them not to put the
orders on the next batch.
2.2.1 Purchasing Process
The order to cash process focuses on the selling of the companys
products
until cash revenue is realized. It can be further subdivided
into two processes:
the customer purchasing process and the store replenishment
process.
Customer Purchasing Process
The customers can browse the pictures of the items they sell and
decide
which of the items they want to purchase in their official
website. The price for
each items and other details about the products are also
indicated in their
website. It is strongly suggested that for those who visited
their website and will
order their products for the first time will read the Terms and
Conditions, FAQs
section, Payment Options and Shipping Options section of their
website in order
to give them guidelines and reminders on how their business
works. Customers
can also choose the mode of Payment and Shipping Courier they
want to avail
when delivering their orders. Once the customer is 101% sure
that he/she will
buy their products, he/she should submit an Order Form in order
to process the
orders. An invoice of the order will then be sent to the
customers email
address. The invoice includes the estimated shipping fee for the
customers
order and other details that the customer inputted in the order
form.
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2.2.1.1 Ordering Process
Tasks:
1. Browse website.
2. Go to the "Order Form" Section
3. Input full name
4. Input active email address
5. Input contact number
6. Input social media account link
7. Input complete shipping address - in this case
8. Input orders - in this case
9. Input alternative Orders - in this case
10. Choose the mode of payment - in this case BPI
11. Choose shipping courier of Choice - in this case JRS
Express
12. Input date of expected payment submission.
13. Write comments and suggestions (if there is any)
14. Choose the mode of finding the shop - in this case
Facebook
15. Tick "Process my order" section
16. Click Submit.
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2.3 Software
Korean Cravings main website is hosted on Tumblr. They want it
to be hosted on
a social media site so that they can cater to more customers and
with Tumblr, they can
customize the look of the website, so its now easier for
customers to find the products
they offer. Before, the business used free2go application when
it comes to sending the
copy of the submitted order form. However if they continue to
use this application, they
need to pay for it, which will be a cost to the business, one
that they dont want to
happen. This made the business to use other free applications.
Right now, Korean
Cravings uses the JOT application when it comes to sending the
copy of the submitted
order form of the customer. Through this application, they are
able to automatically send
the copy of the order form to the customers and receive a copy
for themselves. On the
other hand, the admins do the sending of the invoice manually.
At the same time, the
computation seen in the invoice is also manually computed.
Basically, they already have
a format template on how their invoice should look like.
The picture below is the sample copy of the order form provided
by the business
through the JOT application they use and their sample
invoice.
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The picture above shows the actual order form submitted by the
customer. This
was sent to the active email of the customer after she submitted
her order form. Using
the JOT application, Korean Cravings is able to send a copy to
the customer and at the
same time receive their own copy without accumulating any
cost.
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As shown in the sample invoice of Korean Cravings, the orders of
the customer
and the details regarding the orders, like the quantity and the
total price are presented. At
the same time, the payment details with respect to the chosen
mode of payment by the
customer is also shown. Other reminders and contact details are
also included in the
invoice.
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2.4 Hardware
Since the business is in the e-commerce, the use of internet and
computers are
very important. The admins of the business uses the internet and
their own personal
computers when posting an update to their products or the orders
of the customers. At the
same time, almost all of the transactions involved in the
business are mostly online that is
why it is important that they ensure to have a good internet
connection in order to cater to
the daily orders and questions of their customers.
2.5 Processes
2.5.1 BPMN/Swimlane (Purchasing)
The diagram above shows the actual purchasing process of the
pre-ordered
products by the customer. In order to know the products that
Korean Cravings
offer, the customer needs to browse the website first. After the
customer has
chosen which products he will order, he needs to fill up the
order form, the link
for which can be found on the top portion of the website. Filled
order forms
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should be submitted and after that, a copy of the order form
submitted will be
sent to the active email address of the customer and another
copy will also be
sent to them. The admins will then check the order/s of the
customer and will
send a private message on email and Facebook. The customer
should confirm
the orders and an invoice similar to the one presented above
will be sent to the
customer. Once the invoice is received by the customer, he needs
to deposit the
70% down payment for the order and a scanned picture of the
receipt should be
sent to the email address of the admin. The admin will then
confirm the
payment and a message confirming the payment will be received by
the
customer. The remaining balance of 30% should be paid and the
proof of
payment should also be presented. The admin will also update the
customer
from time to time regarding the order and once the orders are
already in their
warehouse in Davao, and the customer already paid the full
amount, the orders
will be delivered to the place of delivery indicated by the
customer in the order
form. A message will be sent to the customer regarding the
delivery details of
the products and the orders will be received by the customer. If
ever the
customer paid in full after the invoice is received, the proof
of payment should
also be sent to the email address of the admin and once the
admin confirmed the
payment, the customer needs to wait until the products are
already in the
warehouse of Korean Cravings so that it will be delivered to the
customer
automatically. It is noted that Korean Cravings will update the
customer
regarding the status of the orders from time to time.
Also, since the orders are by batch, Korean Cravings will only
order the
orders of the customers to their suppliers on the last day or
cut-off date of the
batch so that they will be able to receive the payment from the
customers at the
same time.
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1.1.1 BPMN/Swimlane (Ordering)
Once the customer has decided which products he will order, he
needs to
click the link provided in order to view the order form of the
business. The
customer should then input the name, active email address,
mobile number/s,
social media account link, personal blog/website link, complete
shipping
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address, orders which includes the item name/number, collection
name,
quantity, color and size, and the alternate orders if ever the
product to be
ordered is not available. The customer should choose which among
the mode of
payment is more applicable to him and the shipping courier of
choice. The
expected day of payment submission should also be filled up by
the customer
and if ever there are suggestions and recommendations. The part
where the
customer found out about the shop should also be answered. Once
everything
was filled up by the customer, he should click submit. The
submitted form will
be received by both the admin and the customer.
1.1.2 Use case diagram
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Chapter 3: Proposed System
3.1 Diagrams
Figure 1 BPMN/Swimlane (Purchasing)
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Figure 2 BPMN/Swimlane (Ordering)
3.2 Changes
Korean Cravings has this policy that the customers can cancel
their orders despite
submitting the order form and receiving the copy of the
submitted order form via JOT
application used by them. Since they dont have a deadline for
the submission of the
order form, as long as the customer is able to submit the order
form at the last day for
the batch order and pay the 70% of the payment of orders on the
said day, the orders will
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automatically be processed. However, there are customers who
submit the order form
and ask many things regarding the details of the orders but will
cancel the orders at the
end. This situation, though acceptable for the admins of the
shop for they believe that
peoples mind changes all the time, is still not good in a way.
It would be better if they
change their policy that will ensure that those who submit their
order forms will not
cancel their orders in order to make sure that they will have
buyers who are sure 100%.
The business can change their terms and conditions in order for
the customers to know
the new policy of the company. An example of which is by saying
that despite
cancelling the orders, they still need to pay the exact amount
of the orders and not
paying the said amount will make them Bogus buyers. Once
considered as bogus buyers,
the business will not accept any orders from them. Also this
will make the admins to
serve more those customers who are willing to really buy the
orders in the end instead of
allocating some of their time answering the questions and giving
importance to the
buyers who will eventually cancel their orders in the end, they
can use those times to.
Also, instead of having a lenient policy when it comes to the
payment of the products, in
this case the 70% down payment, it is also better if they will
schedule a time in which
the full payment for the orders should be received. Having this
policy will ensure that
they will have 100% sales for the products because they will be
able to receive all the
payment from the orders submitted and will also decrease the
process involved in the
payment of the orders. It is also suggested that the order form
will be revised in such a
way that the customers can easily choose the products since they
just have to choose
among the choices provided. Through this, the customers will be
able to choose easily
among the available products. Also, the revised order form will
provide the total amount
of the orders and the shipping fee based on each shipping
courier.
3.3 Explanation
These alternatives will ensure the business to have 100% buyers
in their products.
Also, the processes involved in completing a transaction,
starting from the submitting
of the order form until the receiving of the orders will be
decreased. It will also enable
the business to improve the service they provide to the
customers since all those who
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submitted the order forms are sure buyers, therefore they can
make sure that the time
they allot to each of the customers are not wasted. Revising the
current order form of
the business in such a way that the customers can easily fill up
the information needed
for the orders will also help them improve their service and at
the same time, there will
be fewer mistakes committed by the customers. The new order form
wherein the
customers just need to choose and tick among the available
products is far easier than
customers having to fill up the information themselves. Also,
the new order form
includes the total amount of the orders of the customers
including the shipping fee.
3.4 Flow of tasks
The customers should first be able to read the revised terms and
conditions of the
company since adapting the proposed system involve the changing
of the original
policy. In the proposed system, those who submitted the order
forms should make sure
that theyll pay their orders on time. Despite cancelling the
orders, the customer should
still pay the equivalent amount of the orders. Inability to do
so will make that customer a
bogus buyer, in which they cant use the service provided by the
business anymore. On
the other hand, the revised order form will only involve the
filling out of name, active
email address, mobile number/s, social media account link,
personal website/link and the
complete shipping address. As for the type of products, the
customers just have to
choose among the items (JPop items, KPop items, Korean Fashion
Items). If the
customers will choose one of the first two items, the artists
and albums are already
presented and he just has to click on the available products
provided by the business.
The total amount of the orders and the mode of payment, shipping
courier and shipping
fees are also presented. The total amount is already indicated
on the order form.
3.5 Interface
The revised order form will allow the customers to easily order
the products
offered by Korean Cravings since they just have to tick the
products available. At the
same time, it allows the customers to see the current amount of
the orders, the shipping
fee based on the shipping courier chosen.
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Chapter 4: Conclusion
4.1 Summary of Changes
All in all, the proposed system involves the changing of the
payment policy
established by Korean Cravings. From allowing cancellation of
orders and paying only
70% at the start to paying 100% once they submit the order forms
will ensure that the
business will generate 100% sales for their products. Also,
through the revised order
form, Korean Cravings will be able to compute the total amount
of orders of the
customers.
4.2 Foreseen Benefits
The proposed system will enable Korean Cravings to ensure more
sure buyers and
at the same time focus more on sure buyers since those who
submitted the order forms
should pay the amount indicated in their order forms and the
invoice sent despite
cancelling the orders. Also, the revised order form will enable
them to automatically
compute the total amount of products ordered by the customers.
It will also lessen the
mistakes the customers commit when ordering the products since
the revised order
form is easier to use. Lastly, Korean Cravings will be able to
allocate more time to
improve the service they provide to their consumers while
customers will be able to
lessen the time it takes for them to submit the order form since
they just have to choose
between the products.
4.3 Other Possible Solutions invest to new app with cart
system
Invest to New App with Cart System
Most retailers such as Amazon.com uses cart system when it comes
to
receiving orders from their customers. Customers have to have an
account on the
said website in order to order the products the business offers.
The customer is
prompt to enter the customer details such as address and even
credit card details.
The online cart system facilitates the customer to view the
products, inquire item
details, and its availability. The major functionality of this
system is to allow the
customers to add products to carts and at the same time remove
them to the cart as
long as the customer did not arrange the payment for the
products on the cart.
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However, investing to new app with cart system will incur
additional costs to the
company.
Invest to App to Send Invoice Automatically
In this alternative, Korean Cravings will look for applications
that will
enable them to send the invoice automatically so that they dont
have to do it
manually. However, using this alternative will also incur
additional cost to the
company.