UMUC Case Study Stage 01 Requirement Document essay


UMUCCase Study: Stage 01 Requirement Document

UMUCCase Study: Stage 1 Requirement Document

Thecurrent UMUC system is not able to cope functionally with keeping theconsistent details of everything. In the recent past, the UMUC hasbeen experiencing increased installation and services orders. Theseorders are coupled with an increased demand and expandedmanufacturing for the related services. Therefore, this is a problemof keeping a record of orders, and therefore, the existing supportand business system is being stretched to a breaking point. Thecompany is ready to do new ventures. Nevertheless, there is a massiveconcern on how the support system and business process will sustainand support an efficient service level.

AsIs Process

Thecurrent As-Is for UMUC includes diverse departments all of which theprovided database clarification. Nevertheless, there are someproblems such as creating the report on a monthly basis and thatprices are updated on 15thof each month. Moreover, no capacity can offer any volume discountof other competitive models of the business which would be consideredimperative to this system for an organization that experiences growth(Valacich,George &amp Hoffer, 2015).

Inthe same regard, the billing and invoicing operations can only begenerated on the last calendar of each month. In essence, someproblems are yet to be solved based how the cash flow is maintainedand managed. In essence, this visible when the abilities of thebusiness have been lowered to the point they do not react to suddenchanges in their financial situations (Scholz-Reiter&amp Stickel, 2012).As a result, this may require immediate action. The diagram belowshows the as-isprocess

Customer Billing

Customer payment

2 2 3

Sales Department (new Account


Ordering and shipping department (monthly report

Marketing Department



Sales department


Theunique context of the present processes as the first region that canbe improved based on the way the superior features and functionalityare introduced because they are inclusive of remittance, electronicpayment provisions, and increased automation. In a bid to enhance thecurrent payment and billing system, the responsibilities ofdepartments should be streamlined so that the customer and invoicingpayments are made under a CFO in an integral and combined financedepartment (Rosenblatt,2013).


Toimprove the overall accessibility and reliability there should be anenhancement of database by moving towards the SQL server. As aresult, this allows more flexibility and greater access based onreports and queries that are run consistently. Similar distinctprocesses will be needed (Rosenblatt,2013).However, they can be carried out more efficiently by updating thedatabase regularly and providing online services. To process ispresented below. The process defines the future of the company’sprocess. The analysis goal is to clarify how the business processworks. The process will be analyzed since it is a single deliverableon the path of creating changes in the payment and billing system.The system is completed as the project part.

Thesteps described below may be irresistible however, they can becompleted speedily to implement small development. The process startswith the customer making purchases where the purchases are thentransferred to the SQL server. On the other end, the sales departmentdoes the marketing, ordering, and shipping which are then transferredto the SQL server to match the customers purchase. Finally, acustomer billing is generated and transferred back to the client.

Customer Purchase


Sales department

.1 Customermake a purchqse

Ordering and shipping

Marketing department


FDD(Functional Decomposition Diagram)

Thenew payment and billing process will present considerableimprovements. These developments can be described through thefunctional decomposition process as below. The FDD, in this case, isa top down representation of process and functions. This systemprovides the supplier with updated specifications where daily reportsare generated.

Acustomer makes payment and billing and the system refresh thedatabase.This is aimed to create a daily reminder of the sales rep. When thedatabase is updated, the system creates invoice, makes querypayments, upgrade pricing and create reports about billing and

Customermakes payment and billing

Payment and Billing

Update data base

Customerrefreshes the data base

Generate Invoice

Update Pricing

Generate reports

Query Payment


Cost of Item

Estimated Costs in Dollars

Actual costs in dollars


Hardware nCosts



The hardware costs are related to the actual lease or purchase of the peripherals (Disk drive, printer and tape unit) and computers. Determining the actual costs from the estimates is complex since the system is shared between various departments than for a standalone system

Personnel Costs



These costs are inclusive of EDP staff benefits and salaries. The benefits include time of vacation, health insurance, and sick pay) as well as the costs derived from system development. Once the system is installed, the maintenance and operations of the system will become the recurring costs

Facility Costs



These costs describe the expenses incurred in preparing a physical site where the system will be in operation. It includes acoustics, wiring, air conditioning, flooring, and lighting. The costs will be a onetime charge and are inclusive of the overall estimates of the terminal system

Supply Costs



These costs are the variables that will increase with greater use of the payment and billing system. These costs are rough estimates and are inclusive in the overall costs

Operating Costs



The costs are inclusive of the daily system operations, the amount of shift, caliber of the staff and system services. Various ways exist to cover these costs. One way will be treating the operating expenses as the overhead. Another approach is charging the authorized users for the quantity of processing requested for the system. The amount charged will be based on staff time, system time and the volume produced. Some accounting of the billing system is needed to determine how these costs are handled

Total Costs



The estimated costs of the billing and payment system are different. After a concise analysis, these costs reduce to $112,500. This is reached by cutting unnecessary costs

SystemRequirement Checklist

Somerequirements will need to be enhanced and updated to ease and deliverthe improvement of the processes while the entire specificationsystem for the new payment and billing system is defined through adistinct mechanism that is needed for each of the function within thesystem (Kendall&amp Kendall, 2010).

Thechecklist is described below for the new payment and billing system

  • Input- data entering the system

  1. Invoice generation based on dates of the calendars

  2. Manual inputs for departments

  • Process- This the rational rule applicable to alter data into information. Each process outlines translation of input to output.

  1. Invoice processing

  2. Payment Processing

  • Performance. These are the characteristics, volume, reliability, capacity, and speed

  1. Efficient and timely reporting on regular basis

  2. Effective and appropriate verification of invoicing

  • Output. Printed or electronic information produced by the system

  1. Provide reports and invoices

  • Control. Management of processes and system through software and hardware alongside policies that shield data and system from threats.

  1. .Secondary control through business function owners and IT personnel

  2. Control of processes and system through designed administrator


Scholz-Reiter,B., &amp Stickel, E. (Eds.). (2012).&nbspBusinessprocess modeling.Springer Science &amp Business Media

Kendall,K. E., &amp Kendall, J. E. (2010).&nbspSystemsanalysis and design.Prentice Hall Press

Valacich,J. S., George, J. F., &amp Hoffer, J. A. (2015).&nbspEssentialsof systems analysis and design.Pearson Education

Rosenblatt,H. J. (2013).&nbspSystemsanalysis and design.Cengage Learning.