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. i) Companys Logo

ii)

Companys Motto Aiding inner and outer beauty Companys Name. Mardatillah Sdn Bhd

iii)

b)

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 request

NAME ADDRESS PHONE NUMBER CODE QTY

: : : AVAILABILITY MEMBERSHIP NO: DESCRIPTION PRICE (RM) DISCOUNT (%) TOTAL (RM)

PAYMENT METHOD

: : :

VISA MASTERCARD E-BANKING

Benefits of having a system request i) ii) iii) iv) By having product availability column, problem such as under stock can be avoided First come first serve basis will be applied. So there will be no complaint if the product is not available They will have to fill in the order form themselves. So, there will be no issue about product being shipped to wrong address. Payment will be received earlier as they will have to make payment immediately after placing order. If not, their order will not be process. So the process will be faster.

However, they are also constraint in implementing the request. i) Fraud might happen a. Falsification of membership number b. Fraud when making payment

c)

Who should evaluate system request? Discuss how a system request is evaluated. The system request should be evaluated by sale assistant. After she received the order, he/she will have to check the payment whether it has cleared or not, then he/she will immediately do the delivery.

d)

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. i) 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 service needs to flip through the catalogue to find product information. - Symptom There are complaints that products being shipped to the wrong customer address even though the company is using reliable courier service. -Symptom 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 The real problem is from the sales department itself

ii) iii)

e)

Develop project goals for each of the problem identified. BIL PROBLEM IDENTIFIED Online ordering not available Theres not much information available on the website and it is not updated. The product is delivered to wrong address Under stock Hard to detect loyal customer PROJECT GOAL We set up online ordering system The website will be updated with more information regarding products available as fast as possible The form will be filled in by the customer itself. So, the possibility will be reduce to zero There is a product availability section, so number of product left can be traced. membership number will be used to detect loyal customer When customers enter their names and addresses,

Calculation error

and if it appears in the system for more than 10 times, discount will apply automatically. System will count automatically

customers who deserve certain amount of discounts. ve to do it manually and in some cases provides wrong quotation to customers. Sales amount understatement will result in loss to company while overcharging a customer will result in complaints and lead to bad company reputation

SYSTEM ANALYSIS Gathering Requirements k) Suggest how you could improve the above questionnaire. Redraft the questionnaire. There are certain way could improve the above questionnaire. Firstly, personalize your questionnaire with a personal salutation result in increased response rates of at least five percent, and sometimes much higher. Secondly, keep your questionnaire short. Please keep your questionnaire short and simple, with just one link to the one to the survey. Please be sure to explain such as who you are and the purpose of your study, the survey's benefit to the individual as well as to your and privacy statement, if required by your organization.

Thirdly, make your survey page simple. Its will let people take the survey. Once people have decided to take your survey, they will want to get started. Studies show most people don't read extensive instructions. Fourthly, be clear about privacy protections. The first page of the survey is the place to include information about how you will be using people's responses. People are more comfortable sharing information if they know how it will be used. Other than that, each question should be clearly written, in plain English, free of jargon and without ambiguity. Any question that falls short of this requirement may lessen the validity of the questionnaire. Unfortunately, writing clearly is easier said than done. A key reason is the gap that usually exists between the clarity with which we think we write and the clarity with which we actually write. There are several things we can do to narrow, and possibly close, this gap such as ask at least one person whose judgment about the written word you trust to look at your questionnaire and, as warranted, suggest changes. Leave adequate space for respondents to make comments. One criticism of questionnaires is their inability to retain the "flavor" of a response. Leaving space for comments will provide valuable information not captured by the response categories. Leaving white space also makes the questionnaire look easier and this increases response. Use simple and direct languages. The questions must be clearly understood by the respondent. The wording of a question should be simple and to the point. Do not use uncommon words or long sentences. Make this items as brief as possible. This will reduce misunderstandings and make the questionnaire appear easier to complete. One way to eliminate misunderstandings is to emphasize crucial words in each item by using bold, italics or underlining. Give questionnaire a title that is short and meaningful to the respondent. A questionnaire with a title is generally perceived to be more credible than one without. Place the most important items in the first half of the questionnaire. Respondents often send back partially completed questionnaires. By putting the most important items near the beginning, the partially completed questionnaires will still contain important information. Also, if a questionnaire is more than a few pages and is held together by a staple, include some identifying data on each page (such as a respondent ID number). Pages often accidentally separate. Finally, provide incentives as a motivation for a properly completed questionnaire. If the information are collecting is of interest to the respondent, offering a free summary report is also an excellent motivator. Whatever chooses, it must make the respondent want to complete the questionnaire. l) Questionnaire should include only open-ended question so as not to constrain the respondents. Do you agree with this statement? What are the advantages and disadvantages of having open-ended questionnaire? Yes. This is because it will provides the opportunity for others to express themselves more openly and honestly ,assists in creating a positive learning and sharing experience ,allows others to share what is present for them and also shows respect and interest in others. Advantages of Open-Ended Questionnaire

i)

ii)

iii)

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. Closed-ended questionnaire, because of the simplicity and limit of the answers, may not offer the respondents choices that actually reflect their real feelings. Also do not allow the respondent to explain that they do not understand the question or do not have an opinion on the issue. Open-ended questionnaire 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 openended 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). Because they allow for obtaining extra information from the respondent, such as demographic information (current employment, age, gender, etc.), surveys that use open-ended questionnaire can be used more readily for secondary analysis by other researchers than can surveys that do not provide contextual information about the survey population.

Disadvantages of Open-Ended Questionnaire i) ii) iii) 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 closedended questions.

m) Suggest other techniques that can be used to get information from the sales department. Other techniques that can be used to get information from the sales department are close-ended questionnaire and mail survey. Firstly is closed-ended questionnaire. This is because has Closed-ended questionnaire can be more specific, thus more likely to communicate similar meanings. In large-scale surveys, closed-ended questionnaire take less time from the interviewer from sales department, the participant and the researcher, and so is a less expensive survey method. Also, closed-ended questionnaire are more easily analyzed. Every answer from sales department can be given a number or value so that a statistical interpretation can be assessed. Other than that is mail survey. Mail surveys are one of the most frequently used methods of data collection, although they are generally considered to be only about half as effective as telephone surveys or personal interviews in generating responses. Several recent studies have shown that high non-response rates can be reduced and, in some instances, response rates can equal those obtained from personal interviews. Mail surveys have some distinct advantages. Compared with other methods the mailed questionnaire is relatively cheap. A great deal of information can be obtained very quickly without the problems of interviewer bias and variability inherent in face-to-face techniques. Interview questions can be used by an organization for potential employees, existing employees and for the customers. These questions are paramount in any business or organization for purposes of gauging to get more information and detail about sales department with directly. Interview questions can help determine not only

the level of satisfaction but know the feelings and opinions of staff in the organizations towards particular products. Also, use JAD (Joint application design). Its a process used in the prototyping life cycle area of the Dynamic Systems Development Method (DSDM) to collect business requirements while developing new information systems for a company. "The JAD process also includes approaches for enhancing user participation, expediting development, and improving the quality of specifications." It consists of a workshop where knowledge workers and IT specialists meet, sometimes for several days, to define and review the business requirements for the system.The attendees include high level management officials who will ensure the product provides the needed reports and information at the end. The advantages using this system are several. JAD decreases time and costs associated with requirements elicitation process. During 2-4 weeks information not only is collected, but requirements, agreed upon by various system users, are identified. Experience with JAD allows companies to customize their systems analysis process into even more dynamic. JAD sessions help bring experts together giving them a chance to share their views, understand views of others, and develop the sense of project ownership. The methods of JAD implementation are well known, as it is "the first accelerated design technique available on the market and probably best known", and can easily be applied by any organization. REFERENCE. Advantages and disadvantages of open and closed ended questions? (n.d.). Retrieved April 4, 2012, from Wiki http://wiki.answers.com/Q/Advantages_and_disadvantages_of_open_and_closed_ended_questions Employee Survey Questions (n.d.). Retrieved April 4, 2012, from Department Organization Questionnaire : http://www.surveyquestions.com.au/employee-survey-questions.htm Answer:

Advantages of Open-Ended Questions. (n.d.). Retrieved April http://writing.colostate.edu/guides/research/survey/com4a2a2.cfm

4, 2012, from Writing@CSU:

Increasing Mail Survey Response Rates: Methods for Small Business Researchers. (n.d.). Retrieved April 4, 2012, from Journal Article Excerpt: http://www.questia.com/googleScholar.qst?docId=5000118907

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Ten Easy Ways to Increase Response Rates for Your Online Survey (n.d.). Retrieved April 4, 2012, from eSurveysPro.com: http://www.esurveyspro.com/article-increase-surveys-response-rate.aspx How to improve your questionnaire. (2009, May 11). Retrieved April 4, 2012, from MyShooping ONline: http://www.mysteryshoppinglive.com/how-to-improve-your-questionnaire/

Questionnaire Design Considerations. Retrieved April 4, 2012, from StatPac: http://www.statpac.com/surveys/questionnaire-design.htm

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