TopBike Jerrell Jackson Strayer University Organizational Overview

Jerrell Jackson
Strayer University

Organizational Overview:
TopBike bicycle shop sells bikes, mopeds, and other biking accessories for the buyers whose population is a mixture of young and adults. Another part of TopBike bicycle shop is composed of bicycle repairs. The organization has seven employees, and they are slow and forgetful to update inventory and recording of invoices. The business owner and the manager of TopBike Bicycle shop are planning to expand the business in the coming years due to competitions. If TopBike Bicycle shop assumes the necessary actions, competition will bring TopBike Bicycle shop out of business.
System overview:
Herbert’s decision to computerize the system is a plan to do away with the current paper-based system. Now, all the repairs, invoices and inventory controls are recorded in card indices and paper report books. Herbert claims that use of paperwork for record keeping is not organized neither is it efficient, and it has caused the company to lose a lot and go into debts. The planned computerized record keeping system will convert the current report books and keep them under one unified system. The system will be majorly dealing with repairs, purchases orders, invoices and inventory control.
System Requirements:
The new a computerized system will see utilization of Business Process Reengineering (BPR)
Methods Used: BPR approach will be used. This approach will radically redesign TopBike business function. BPR applies because no computerized legacy system is in place; so the system will be developed from the scratch. After applying the proposed method, the original paper-based system will no longer be used once the system is built. This BPR approach is risky, but it can be the most rewarding, regarding potential business value, in the long-run. Herbert is likely to attain his double turnover target in three years when using BPR. BPR will include analysis of outcome and technology (Victor and Joe, 2015). The outcome analysis viewed from the client’s perspective is the will consist of the clients’ ability to purchase products from TopBike’s website and getting the best experience. These experiences include accurate quotes for repairs, receiving invoices promptly and receiving a prompt notice if a product or product is currently out of inventory. The current paper-based system lacked the real-time updates as well as sending invoices appropriately; invoices were only checked once a month. As for the technical analysis, Herbert described spending $5,000 on the latest technology for the company, so some new devices have been researched. All of the new data stores will run.
Requirements List/Tracking:
A requirement is a need by the users which shows what the system must do.
Requirements are used to help define the scope of the project; this includes everything that is and is not included in the system a requirements list has been constructed with the various non-functional and functional requirements. This list is prioritized and numbered, so the top products on the list are considered most important. The functional requirements encapsulate all function that the new system will perform while the non-functional requirements describe the behaviors that the system must have. The main functional requirements for this project include purchasing a product, maintaining inventory control, preparing and maintaining repairable products, and maintaining invoices. The non-functional necessities are performance, operational, cultural and security requirements (Penzenstadler et al. 2014). Functional requirements take into consideration the physical and technical setting of the system’s operation. TopBike provides PCs for staff to use that are operating on Linux or Windows. Therefore the new system will adequately run any operating system. Performance involves the speed and reliability of the system, so Top Bike’s new system will support all seven members if they select to simultaneous use of the system. Security will indicate that all clients and supplier information will be safe and secure.
Non-functional Requirements

1. The new system should adequately run on any desktop.
2. The new system should adequately run on any operating system
3. The new system should be able to support all members or client simultaneously.
4. The system should be available 24 hours per day, 365 days per year.
5. All employees who use the system are required to have a unique login authentication.
6. Only certified employees can see personal client and supplier records.
7. The system includes safeguards from viruses, Trojan Horses, spyware, worms
8. Cultural and Political
System Process and Logic Models:
Use Case
The significant actors, which are users who play a particular role, involve the employee, client, and supplier. The client is any member who interacts with the system with the intent of buying a product or sending in a bike for repair. An employee is any company member in TopBike who will be using the system and inputting information. The supplier is any company that supplies TopBike with specific parts or specific inventory products. The leading use cases for the system are Purchase Product, Maintain Inventory Control, Repair Product Quote, and Maintain Invoices. The relationships between the actors and the use cases are relatively simple (Leal-Millan et al. 2016). Clients will interact with the Purchase Product and Repair Product Quote use case. The employee communicates with all of the use cases, and the supplier communicates with the Maintain Inventory Control and Maintain Invoice use case.
Use Case Scenario:

Scenario Descriptions:
Use Case Name: Purchase ProductID Number:
Description: For a client to place an order. This can be done through the web, phone, or in-store.
Trigger: Client
Type: External / Temporal
– The client has a product ready to buy.
– TopBike must be open If a client wants to purchase in-store.
– Telephone line should be free if the client wants to buy an item with the help of telephone
Major Inputs:
Major Outputs:

Description Various Purchase Orders Source Client
Description Order Info Order Product Client Information
Destination Employee Client Client Data File

Major Steps Performed
1. The client makes a purchase request
2. If the client is a new client, information is added to the client file
3. Client receives product
Information for Steps

Purchase Order Form Client info from client/ client file
– Order Product
The client has received their order. Client and inventory file has been modified.

Use Case Name: Repair Product Quote
ID Number: 20
Short Description: Calculation of a repair quote based on the cost of parts, labor, etc
Trigger: Client
Type: External / Temporal

The client has a bike that needs to be fixed.

Major Outputs:
Source Client Employee Description Repair Quote Reorder Parts
Major Inputs:
Description Client orders repair Quote Information
Client Maintain Inventory Control
Updated Part Quantity Parts for Repair File
Major Steps
1. Client contacts TopBike about a repair product they have.
2. Employee takes down quote information.
3. Employee verify all parts are in stock store
3a. if it exists, the employee creates a quote
3b. if it does not exist, the employee enters order specification, so a new re-order request is carried out
4. The client receives a repair quote
Parts for Repair File Maintain Inventory Control Repair Quote
Repair product quote is created and the quote is delivered to the client.

Use Case Name: Maintain Inv_ID Number: 30
Short Description:
Uses invoice data from supplier, employee and Repair Product Quote to generate and send invoices.
Trigger: Client
Type: External / Temporal

A client buys a product
Major Outputs:
Description Destination
Major Inputs:
Invoice Data Repair Quote Information Supplier Invoice Data Employee Repair Product Quote Supplier Receipt New Invoice Data Client_Invoice File
Major Steps Performed
1. An invoice is created from Employee typing it into the system.
2. The invoice file is updated with the new information
Information for Steps
Employee Invoice, Invoice File
3. A receipt is created and given to the client
Invoice Data
A receipt is given to the client. Need to update Supplier file and Invoice file

Use Case Name: Maintain Inventory Cont_ID Number: 40
Short Description: Checks and maintains an inventory level of parts and products
Trigger: Client
Type: External / Temporal

The system is on.
Client buys a product and inventory file updated the product=product-purchase product.
The employee needs to check the inventory of a product is sufficient yes or no
Major Outputs:

Employee Supplier Description Re-order Request Inventory Status Updated Inventory
Destination Supplier Employee Inventory and Parts for Repair files
Major Inputs:
Order Specs Incoming Inventory
Major Steps Performed
1. The employee asks to check if a product is in inventory Inventory status is returned to the employee
2. If the inventory is low, a reorder request is generated automatically and sent to the supplier
3. Incoming stock is logged and input into their respective files.
Information for Steps
Product ID Product is IN or OUT of inventory status New Inventory info
All incoming inventory is logged, and the parts and inventory files are updated.

Context Diagram
The context diagram for this system shows the three actors and how they interact
with the system on high-level (Leal-Millan, et al. 2016). The client sends a purchase order and order repair to
the system and receives their order, invoice, and repair quote. The employee gets
order and repair information and sends repair quote, order, and invoice information. The supplier sends incoming inventory to the system and gets a re-order request.
On the diagram, the main files defined in the systems that are a client, invoice, supplier, inventory, and parts for repair files. The purchase product process interacts with the client file and the employee. It allows a client to make a purchase successfully. Repair product quote interacts with parts for repair file, maintain invoices and inventory control function as well with the client and employee. This process handles creating a repair quote. Maintain invoices collect the information from the employee, supplier and the repair quote works and develop invoices which it saves to the invoice and supplier files as well as send a receipt to the client.
Maintain inventory control is used to check current inventory or new inventory when needed and update data files. In this report, process specifications have been detailed out for each end-process.

Figure 1

Figure 2

Figure 3

In this paper, we studied the top bike company scenario and proposed the new system for this company as company working is paper based so maintain the files are so confusing. But our proposed system is computerized and manage the inventory files are so comfortable. With the help of proposed system order for product list, supplier list, repair product list, invoice list readily available. With the help of proposed functionality is easy

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Penzenstadler, B., Raturi, A., Richardson, D., & Tomlinson, B. (2014). Safety, security, now sustainability: the non-functional requirement for the 21st century. IEEE software, (1), 1.
Leal-Millán, A., Roldán, J. L., Leal-Rodríguez, A. L., & Ortega-Gutiérrez, J. (2016). IT and relationship learning in networks as drivers of green innovation and customer capital: Evidence from the automobile sector. Journal of Knowledge Management, 20(3), 444-464.