Saad Group Assignment

System Analysis and Design
Module Code : CT026-3-1-SAAD – Systems Analysis and Design

Intake Code : NPI1F2401IT
Lecturer Name : Raghu Nath Gyawali
Hand in Date : 13 November 2024 (Link Open in Moodle)
Group Leader : Samudra Banstola
Student ID Student Name

NPI000297 Samudra Banstola
NPI000299 Sankalpa Paudel
NPI000270 Jasmine Pathak
NPI000260 Bipana Pun
Table of Contents
1. Introduction......................................................................................................................1
2. Problems Identification and Proposed Solutions..........................................................2
2.1 Problems:........................................................................................................................2
2.2 Proposed Solutions:..................................................................................................3
2.3 Aims and objectives..................................................................................................4
3. Project Planning...............................................................................................................5
3.1. SDLC framework..........................................................................................................5
3.2 Gantt Chart....................................................................................................................7
3.3 Workload matrix............................................................................................................9
4. Feasibility Study.............................................................................................................10
5. System Analysis..............................................................................................................22
5.1 Functional Requirements:...........................................................................................22
5.2 Non-Functional Requirements:...................................................................................23
6. Design diagram...............................................................................................................24
7. Interface Design..............................................................................................................25
7.1 Prototype......................................................................................................................25
7.2 Concepts of design........................................................................................................41
8. Individual Component...................................................................................................43
a. Questionnaires (Jasmine Pathak,NPI000270).........................................................43
b. Interview(Jasmine Pathak,NPI000270)....................................................................50
References................................................................................................................................50
Table of figures
Figure 2:Registration form.......................................................................................................26
Introduction
Original Kayak Adventures (OKA) is a local kayaking operation along the Melaka River
owned by John and Debbie Caputo.
The mission of Original Kayak Adventures (OKA) is to be the leading supplier of

environmentally responsible outdoor experiences in the Melaka River area.
Our core mission is to provide outstanding teaching, guided trips, and kayak rentals while
protecting the Melaka River's natural beauty.
Motto: “Paddle beyond the ordinary”
Problems Identification and Proposed Solutions

The business provides visitors with guided ecological tours, rents and sells kayaks, and
provides lessons. However, as it is evident from this paper, the current operation of OKA
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largely depends on the manual and the most basic forms of digital practices. At the present,
reservations are recorded in a file folder e-book and a whiteboard easily visible from the
reception area via magnets colors that contain the kayaks’ availability. Reservation
information is entered in an irregular Microsoft Access database, and financial data are kept
in another accounting software. Such manual disintegration has brought about issues like,
duplicate bookings, conflicting data, and poor understanding of customer preferences and
business trends as the company moves to the next level.
Problems:
1. Manual Reservation System
Cause: At OKA, there are a manual reservation book and a board on the wall with the
details of the reservations and the kayaks.
Effect: Such an approach is time-consuming and whenever there are many reservations,
the employee can easily either reserve the same kayak for two different people or fail to
notice inconsistencies in the records.
2. Limited Reservation Management in Database
Cause: The Access database is used in an extent to record some of the reservation
details, but it cannot schedule for conflicts or check the availability of human resources.
Effect: There are always clashes between the guided tours and the instruction sessions
since they are done by John and Debbie. These conflicts can cost many customers’
satisfaction and lead to the loss of many business opportunities.
3. Lack of Business Analytics
Cause: The current system has no capability of recognizing them demographically or

following up rental patterns or advertising effectiveness.
Effect: The company cannot analyze customer tendency, trends in renting products, or even
the effectiveness of marketing approaches and strategies; thus, it does not have a sufficient
foundation to make knowledge-based decisions or expand the business.
4. Separate Accounting System
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Cause: OKA still uses a different system to account for the reservation and rental
information, which run individually from the accounting package.
Effect: This transfer is manual and directly between systems and it is slow, error-prone, and
does not fit well with tracking revenue and expenses.
5. Lack of Real-Time Access
Cause: This reservation and availability system cannot be managed remotely or in real-time
either.
Effect: For instance, Debbie and John cannot do too much reservation activities if they are
off-campus; this lowers flexibility and preparedness most especially when there is high traffic
or when on a circuit.
Proposed Solutions:
1. Self-serve Automated Reservation and Availability System
Solution: Automate operations of booking and availability with cloud solution. This would
mean that reservations could be accepted almost instantly and Debbie and John could
simultaneously view and amend bookings from any display, meaning there would be no need
for a book with sleeves or a board on the wall.
Benefits: The system will also reduce cases of double booking, enhance the accuracy of
tracking the availability of the k hence enhancing efficiency since status changes can be made
from remote locations.
2. Checking Date and Conflict Management Feature
Solution: Allow making the schedule within the reservation system to check John’s and
Debbie’s availability while booking a tour or an instruction session. This feature could also
help the customers to view other available time slots thus fully eliminate cases of time
clashes.
Benefits: Prevents clash with other schedules, guarantees optimum staff coverage per session,
and even increases clients’ satisfaction from booked sessions.
3. Business Intelligence Tools and Software
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Solution: Introduce data analytics tools into the new system mainly for as profiling
customers, rental pattern and advertising efficiency. It also means that some of these tools
could generate data reports with useful information once data had been collected.
Benefits: Enables OKA to identify customers’ desires, analyze the rental/tour demand, and
measure advertising effectiveness to drive growth and improvements in business strategies.
4. IFMS
Solution: Move to a higher level of integration where even your reservation, rental, and
financial information are all handled in one package, negating the need for having the
accounts section in a different software package altogether.
Benefits: Eliminates the time-consuming manual work in tracking the revenues and
expenditure and automates the process in tracking the financial status of OKA and serves as
a control tool to show Debbie and John how they can manage the company’s revenues and
expenses to increase profitability.
5. Remote and Mobile Access
Solution: Expand a large database in the cloud that can be used from any device that has
internet connection. This would enable Debbie and John to access reservations, view
availability, check reservations, update kayak availability and manage working schedules.
Benefits: Real time access can be of great advantage in decision making such as managing
bookings and schedules from any physical location especially during events or while on a
tour and also offers the capacity to handle customers’ inquiries in a very flexible manner.
Aims and objectives

The aim of the OKA is to develop a new efficient and user friendly system which helps in
reservation management, smooth operation and boost the productivity of company.
Its objectives are listed below:
 To create a centralized reservation system to manage rentals, tours, and classes.

 To create reporting tools to generate insight into customer profiles, rental patterns and
advertising effectiveness.
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 To improve accounting and financial management.

 To design a user-friendly interface for easy operation and reservation management.
 To meet the budget and timeline constraints in order to complete the projects
 To transform paper-based system to digital based.
Project Planning
SDLC framework
Managing software development is difficult, because requirements change, technology
advancements and there is cross functional collaboration which makes it a challenging. A
good software must go through several steps to make sure; it is fully functional and meet the
needs of intended user. Software development life cycle (SDLC) one of the many software
development methodologies. Software development life cycle (SDLC) describes the structure
of the process that is used to design, develop, and test good quality software. The process is
precisely defined and provides a general plan on how to create, keep up to replace and
improve specific software (Geek for geeks, 2022).
In this project, we are using the method of SDLC to make sure that the system is good in
terms of efficiency, meets user requirements things, and support OKA’s business goals. It
has following of steps such as :
1. Planning:
It is this stage when it is planned and the beginning of the base of project is developed by
establishing the scope, objectives, time frame, and budget of the project alongside the
identification of resources, roles, and risks.
During this phase, a project plan is developed to create a roadmap of the task and activities
needed to achieve OKA’s business goals. we as a team analysed the budget and the deadline
for the project. As a result of this phase, an overall roadmap of how and what should happen
to manage the project at its best is formulated.
2. Analysis:
During the analysis phase, we identified specific problems in OKA’s existing system
including double-booking conflicts, manual reservation processes, and insufficient data on
customer behaviour and rental patterns, we gather a detailed functional and non-functional
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requirements to define what the new system must accomplish. Techniques like interviews,
surveys, and observations helped us identifying the system’s core functionalities such as
booking reservations, managing equipment availability, and reporting on business metrics.
we noted this thing to have clear understanding of the project.
3. Design:
The next phase is about to bring down all the knowledge of planning, analysis, and design of
the software project. This phase is the product of the last two, like inputs from the customer
and requirement gathering which includes creating blueprint for OKA’s new system. This
includes creating system design documents, interface mock-ups, data flow diagrams (DFDs),
entity-relationship diagrams (ERDs), and a proposed system architecture to manage rentals,
guided tours, and instruction bookings seamlessly.
4. Implementation:
Once the design specifications have been agreed upon by the team, the system is built and
integrated in the Implementation phase. We select key features to build first such as the
reservation system, customer profiles and inventory management module. Once the code is
combined, we test this code to make sure it works correctly for all features, and to ensure
everything, from usability to data integrity, will work as intended. The Implementation phase
is dependent on Developers to actually realize the design through coding, and Designers to
ensure that the interface elements are coded according to plan. Once it’s done implementing,
everyone will have worked together to ensure that the system goes as smoothly as possible and
that any real problems gotten rid of as soon as possible.
5. Maintenance
The system is kept mobilized at its best with maintenance once it is in operation. With respect
to OKA, there is importance for maintenance so OKA will be effective in the long run and
adaptable for change in needs. During this phase, OKA’s team will keep the system
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functional, up to date and aligned to OKA’s operational goals, by running regular system
updates, bug fixes and performance monitoring and OKA’s team will review system
feedback looking at reports and customer feedback to decide on additional features or
improvements, with the focus still on scalability and ongoing support to adapt to OKA’s
evolving needs.
Gantt Chart
A Gantt chart is a project management tool that shows the relationship between work that has
been accomplished over time and the time that was scheduled for it. It normally consists of
two sections: a left-side task list and a right-side timeline with scheduling bars that show
work. The start and end dates of tasks, milestones, task dependencies, and assignees can all
be included in the Gantt chart. In other words, a Gantt chart is a really straightforward
approach to explain what it will take to complete a project on schedule and within budget.
This makes it much simpler to maintain early alignment among your project team and
stakeholders (Mearon, n.d.).
Here are the detailed date we use for this project:
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For the Gantt chart we have used RUP methodology
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3.3 Workload matrix
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Feasibility Study
This study assesses whether it’s feasible to implement the Kayak Rental and Reservation
Management System for Original Kayak Adventures (OKA). The evaluation considers four
key areas—operational, technical, economic, and schedule feasibility—to determine if the
new system will effectively meet OKA’s needs in a practical and efficient way.
Feasibility Study
A feasibility study is an essential analysis that evaluates how effectively a venture can be
completed, taking into account various components that influence it, such as economic,
technological, legal, and scheduling factors. Project managers rely on feasibility studies to
assess potential positive and negative consequences before committing significant time and
resources to a project (Investopedia, 2016). The primary goal of a feasibility study is to
identify potential issues that could arise if the project is pursued and to determine whether the
project is worth pursuing based on a comprehensive evaluation of critical factors.
A feasibility study examines the practicability of an idea, project, or new business initiative.
It allows organizations to identify the necessary details to ensure business success. The
operational, economic, and technical aspects of the study are crucial for informing this
decision.
Components of Feasibility Study:
 Operational Feasibility
 Technical Feasibility
 Economic Feasibility
 Schedule Feasibility
Operational Feasibility (PIECES Framework)
Operational feasibility evaluates the extent to which a proposed system can resolve
challenges and exploit opportunities while fulfilling the requirements identified during the
project's planning stages. It ensures that management and users support the project (Bentley,
2007).
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Operational feasibility is fundamentally concerned with how well the proposed development
project aligns with the existing business environment and objectives. This includes analyzing
aspects such as the improvement plan, information delivery, corporate culture, and
established business processes. Successful operational outcomes must be delivered during the
design and development stages, encompassing parameters such as reliability, maintainability,
usability, and sustainability.
The PIECES framework—Performance, Information, Economy, Control, Efficiency, and

Service—serves as a structure for analyzing key elements in a project. It assists in identifying
stages in the development and maintenance of the project.
Performance
Performance metrics are essential for evaluating the responsiveness and throughput of the
system. Throughput refers to the volume of work completed over a specific period, while
response time indicates the average delay between a transaction or request and its
corresponding response. In the case of “One Health Pacific Club,” the current manual system
has proven inadequate, resulting in miscommunication and scheduling conflicts.
The proposed system will address these issues by enabling electronic storage of class data
and bookings. It should generate daily schedules, invoices, and instructor timetables,
significantly reducing response times. By automating these tasks, the system can also send
confirmation messages to members regarding upcoming appointments, enhancing overall
communication.
Information
Information pertains to the capability of the current system to generate timely, useful, and
accurate data for users. The existing paper-based system at One Health Pacific Club is
susceptible to human error, leading to inefficiencies. For instance, if a member wishes to
change their appointment time with a personal trainer, the trainer must search through
handwritten logs, wasting valuable time and potentially increasing costs associated with
phone calls.
The proposed digital system will alleviate these problems by creating a centralized database
for client information, which will mitigate redundancy and allow trainers to access member
details easily. With this new system, members will have the ability to modify their bookings
without delays, as all changes will be recorded instantly in the database.
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Economic
Economic feasibility examines whether the financial benefits of the project outweigh its
costs. Although the initial operational costs for the new system may seem high, they are
justified by the time savings and increased efficiency it brings. While ongoing maintenance
may incur additional expenses, the proposed system promises substantial long-term savings
by minimizing paper usage and streamlining processes. Over time, these costs are expected to
be outweighed by the additional revenue generated through improved service delivery.
Control
Control focuses on whether the current operational methods provide effective measures to
prevent fraud and maintain the accuracy and security of information. With the proposed
system, all data will be securely protected; for example, access to sensitive organizational
accounts will be restricted to authorized personnel only. Security measures will include
usernames, passwords, and biometric authentication. Moreover, implementing up-to-date
antivirus software will protect against potential data breaches. Only administrative staff will
have the highest level of access to manage data effectively, thereby ensuring that member
details remain confidential and secure.
Efficiency
Efficiency evaluates how effectively the current operational methods utilize available
resources, including personnel, time, and processes. Information about members, bookings,
and overall financial performance must be accurate and devoid of errors. Mismanagement of
resources can lead to increased operational costs without yielding productive results. For
example, if two employees are performing tasks that one person could handle, it creates
unnecessary redundancy, leading to wasted labor and resources.
The new system will optimize resource utilization by automating scheduling and data
management processes, enabling employees to focus on more strategic tasks rather than
manual data entry.
Service
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Service examines whether the current operations deliver consistent outcomes. Reliable
service provision ensures that employees and stakeholders are adequately trained to utilize
the new system, which is vital for problem-solving and overall functionality. By ensuring
employees receive the necessary training, One Health Pacific Club can provide faster and
more organized services to its members. The club will be able to post all relevant information
on its official website, allowing members to access schedules and make bookings seamlessly.
Technical Feasibility
Technical feasibility is a critical assessment that determines whether an organization

possesses the necessary technology and resources to implement a proposed system
successfully. This evaluation encompasses several key components, including the availability
of appropriate hardware, software, and technical expertise.
The process begins with an analysis of the current technological infrastructure to ascertain
whether the existing hardware—such as servers, workstations, and networking equipment—
can meet the demands of the new system. It also involves examining the software
applications required for functions like managing reservations, processing payments, and
handling customer data.
Moreover, technical feasibility considers the technical expertise of the organization's staff.
This means evaluating whether team members have the skills necessary to operate and
maintain the proposed system effectively. If there are gaps in knowledge, the organization
may need to invest in training or hiring qualified personnel.
In essence, technical feasibility is about ensuring that the organization is equipped with the
right technology and expertise to facilitate a smooth implementation process while also
allowing for future scalability and adaptability.
Current System Overview:
The existing system at OKA relies on manual booking processes and paper-based records,
which are inefficient and prone to errors. Customers currently need to call to check
availability and reserve kayaks, leading to scheduling conflicts and lost bookings.
Proposed Technology Solutions:
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To enhance the operational efficiency of OKA, several modern technologies are proposed for
the new kayak rental and reservation management system.
Server: Dell PowerEdge T40
Description Specifications Price
A compact server designed to CPU: Intel Xeon E-2224,

handle data storage and RAM: 16GB,
management for the booking
Storage: 1TB HDD, $849
system.
Connectivity: Gigabit
Ethernet.
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Workstation: HP Elite 800 G5
Description Specifications
CPU: Intel Core i5-9500,

Used by staff for processing RAM: 16GB,
reservations and managing $1,299
Storage: 512GB SSD,
customer inquiries.
Connectivity: Wi-Fi 6.
Router: TP-Link Archer AX6000
High-speed router to ensure Speed: 4804 Mbps on 5GHz, $299

reliable internet connectivity 1000 Mbps on 2.4GHz,
for online reservations.
8 Gigabit Ethernet ports.
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Software: Kayak Rental Management Software
A cloud-based solution for Features: Online booking, $499/year

managing reservations, payment processing,
payments, and customer customer database
data. management.
Payment Terminal: Square Terminal
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Mobile payment processing Features: Accepts all major

for in-person transactions credit cards, contactless
$299
payments, receipt printing
capabilities
The proposed technical resources are designed to facilitate efficient operations and enhance
customer experience through an integrated online reservation system.
3. Economic Feasibility
Economic feasibility is a critical aspect that evaluates whether the anticipated benefits of the
new Kayak Rental and Reservation Management System justify its costs. This analysis is
essential for ensuring that the project is financially viable and sustainable over time.
Development Costs: These costs represent one-time expenses that will be incurred during
the system development phase. Key elements of these costs include the acquisition of
necessary hardware, software licenses, and initial staff training to ensure that employees are
well-equipped to operate the new system efficiently.
The following table outlines the development costs associated with the proposed Kayak
Rental and Reservation Management System for Original Kayak Adventures (OKA). This
table includes the necessary hardware and software that will be utilized to support the
system's implementation.
Technology Quantity Price per Unit Total Price
Server: Dell 1 $849 $849

PowerEdge T40
Workstation: HP 2 $1,299 $2,598

Elite 800 G5
Router: TP-Link 1 $299 $299
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Archer AX6000
Software: Kayak 1 $499/year $499

Rental Management
Software
Payment Terminal: 1 $299 $299

Square Terminal
Total Development Cost: $4,544 (excluding the annual software cost)
Operational Costs: Beyond the initial development expenses, ongoing operational costs
must also be considered. These costs typically include system maintenance, software updates,
and any necessary retraining for staff as the system evolves over time. Maintenance is
essential for ensuring that the system runs smoothly and securely, while regular software
updates are necessary to incorporate new features and address potential vulnerabilities.
Additionally, as staff may require further training to adapt to new functionalities or changes
in the system, budgeting for ongoing training is essential.
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Item Frequency Cost per Unit Total Cost
Software Annually $499 $499

Subscription (Kayak
Rental Management
Software)
System Maintenance Monthly $100 $1,200
Technical Support Monthly $50 $600

Services
Internet Service Monthly $75 $900

Provider (ISP) Fee
Training for Staff Annually $300 $300
Total Cost $3499
Payback Analysis:
Year Cost Cumulative cost
Year 0 $4,544 $4,544
Year 1 $3,499 $8043
Year 2 $3,499 $11542
Year 3 $3,499 $15041
Year 4 $3,499 $18540
Year 5 $3,499 $22039
Year 6 $3,499 $25538
Year7 $3,499 $29037
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Benefit Analysis (OKA)
The benefit analysis for the Kayak Rental and Reservation Management System considers
both the costs and anticipated revenue.
 Rent Fee: $30 per booking
 Estimated Monthly Bookings: 30
 Monthly Revenue: 300 \times 30 = $00
 Annual Revenue: 9,00 \times 12 = $10,800
Thus, the total projected benefit per year is $10,800.
Year Development Operating Cumulative Benefits Cumulative

cost Cost Cost Benefits
Year 0 $4,544 $0 $4,544 $0 $0
Year 1 $4,544 $3,499 $8,043 $10,800 $10,800
Year 2 $0 $3,499 $11,542 $10,800 $21,600
Year 3 $0 $3,499 $15,041 $10,800 $32,400
Year 4 $0 $3,499 $18,54 $10,800 $43,200
Year 5 $0 $3,499 $22,039 $10,800 $54,000
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The table above shows the cumulative cost versus the cumulative benefits each year. Based
on this, OKA will achieve positive net benefits by the end of Year 1, with benefits continuing
to grow annually as the system increases booking efficiency and customer satisfaction.
Return on Investment (ROI)
Formula for ROI: %of (total benefits-total costs)/ (total cost)
Total Benefits=10,800×5=54,000
Total Costs=Development Cost + Total Operating Costs=4,544+17,495=22,039
ROI = ((54,000−22,039)/22,039) x 100%
Summary:
The calculated ROI is approximately 145.5%.
This result indicates a favorable return, confirming that the investment in the Kayak Rental
and Reservation Management System for Original Kayak Adventures (OKA) is expected to
generate significant profits over the projected period.
Schedule Feasibility
Schedule feasibility involves evaluating whether a project can be completed within a

designated timeframe while considering the organization's deadlines and constraints. This
assessment focuses on estimating the time required for project completion and determining
how tasks should be divided to achieve successful results.
For the Kayak Rental and Reservation Management System for Original Kayak
Adventures (OKA), assessing schedule feasibility entails breaking the project into distinct
phases, each with its own estimated duration. This organized approach enables the project
team to gauge the time necessary for each component and identify any dependencies that
could impact the overall schedule.
The project will consist of several essential stages, including requirements gathering, system
design, development, testing, and implementation. Each phase will have specific milestones
to ensure timely progress. For example:
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 Requirements Gathering (Weeks 1-2): Collaborating with stakeholders to clarify

and define the desired features and functionalities of the system.
 System Design (Weeks 3-4): Creating technical specifications and architectural

designs based on the collected requirements.
 Development (Weeks 5-8): Engaging in coding and development of the system, with
ongoing integration to maintain functionality.
 Testing (Weeks 9-10): Conducting comprehensive testing to identify and resolve any
issues before the system's deployment.
 Implementation (Week 11): Launching the system along with user training sessions
to ensure smooth operation.
By following this proposed timeline, the project aims for a timely rollout of the new system.
Any delays in meeting these deadlines could affect the organization’s ability to improve its
services, potentially leading to lost revenue or diminished customer satisfaction. Thus,
establishing a realistic and achievable timeline is vital for the project's success, allowing for
effective resource management and minimizing scheduling risks.
System Analysis
Functional Requirements:
The functional requirements describe the major activities the system should facilitate
including: bookings or reservations for rentals, tours and lessons; the management of
schedule of available kayaks and ensuring that there is no overlap. It will also provide rental
reports, customer analysis and advertising effectiveness reports to aid the smooth running of
OKA.
Functional requirements for our system:
 The system must give customers a chance to make a reservation in regard to kaya
rentals, tours, or lessons.
 The system must possess a real time availability of kayak and equipment.
 The system must be able to check for any overlap with John’s or Debbie’s
schedule to prevent the problem of ‘over-booking’.
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 The system must accommodate customers who make a prior booking and those
who just drop by walking.
 The system must report the rental pattern, customers profile and advertising
medium.
 The system must handle accounts records and accounting services for OKA’s
business requirements.
 The system must maintain a stock record of accessories and safety equipment,
books and videos if added.
 The system must be easily accessible for viewing reservation and availability
status by the staff.
Non-Functional Requirements:
Non-functional requirements are as basic attributes that concern speed, usability, security,
and scalability among others. The system should perform responses rapidly, convenient for
the OKA’s staff to search and access, and reasonably secured to the customer’s information.
Besides, it must be possible to make adjustments as needed to fit OKA’s evolution, introduce
new options or increase services as time goes by.
 The system should be highly available and experience less downtime.

 The system should have an interactive nature that solves the issues of usability for
the staff and the customers.
 The system should maintain absolute transaction security and guard customer data
confidentiality.
 The system should be highly effective, and this means basic operations should be
completed within 2-3 seconds.
 The system should be able to handle its highest traffic during special seasons or
periods.
 The system should minimize data replication or duplication to avoid such
inconveniences as lost data integrity.
 The system should be in a position to send notifications about any of the
reservation made, changes, and availability to the users.
 The system should grow as the business expands hence the ability to meet future
needs or accommodate extra services offered by OKA.
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Design diagram
System Context Diagram (SCD) for OKA Explanation:
A System Context Diagram shows the main system (OKA's reservation and management
system) and its interactions with external entities (people or systems outside of OKA’s main
processes).
Entities:
 Customers: They take bookings for the rentals, tours and lessons, by phone, drop in
customers or from social media pages.
 Owners (John & Debbie): They deal with bookings, control schedule, and keep stock.
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 Social Media Platforms: Means to alert and communicate with prospective customers
on a product.
 College Student (Janet): Assists with intakes for calls and bookings during the
weekend and public holidays.
 Accounting Package: Mostly for the purpose of managing and tracking of the
organizational money, for money analysis, and money reports. At the core of this
solution there will be OKA’s Reservation and Inventory System, and lessons, either
through phone calls, walk-ins, or social media. For tracking of finances, analysis and
reports.
SCD Components:
• OKA’s Reservation and Inventory System will be at the center.
• Processes and Data Flow:
• Bookings: A client changes the booking or contact the hotel with a request or
informing them that he/she has cancelled the booking.
• Payments: Rent for services, lessons, or tours Customers’ payments.
• Feedback: The customer registers the service by providing their feedback.
• Inventory Update: From here, management changes availability of the kayak.
• Schedule Update: Supervision changes the tour or rental program or schedule.
• Advertising Update: Social media platform update for promotions Receive.
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Level-0 DFD (Data Flow Diagram) for OKA System
Customer
Manage Kayaking
Customers Tours
Database
Equipment
Tour Schedule
Inventory
Kayak
Tour Guides
Equipment
Suppliers
Explanation:
A Level-0 DFD breaks down the main processes within OKA’s system and shows how data
flows between processes and entities. Here’s a breakdown of processes and data stores:
Processes:
1. Process Reservations: Reserves rentals, lessons, tours and makes customer

reservations.
2. Manage Payments: It records customer payments and makes receipts.
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3. Update Inventory: Tracks kayak, accessory and rental status and takes and updates.
4. Track Scheduling: Schedule guided tours as well as maintain lesson...
5. Customer Feedback: Is responsible for collecting records to customer feedback and

satisfaction.
6. Data Stores:
• Customer Data: Customer info, customer preference and this store customer info.
• Reservations: Details on records availability and records, and all reservations.
• Payments: It brokers the completed and pending transactions.
• Inventory: Records kayaks, carriers and accessories.
• Feedback: We will capture how well they were serviced by their users.
Entity-Relationship Diagram (ERD) for OKA
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Explanation:
The ERD will show relationships between entities involved in OKA’s operations. Here's an
outline:
Entities:
1. Customer:
o Attributes: Customer_ID, Name, Contact_Info, Payment_Info
o Relationship: Makes reservations, gives feedback.
2. Kayak:
o Attributes: Kayak_ID, Type, Availability_Status
o Relationship: Reserved for rentals or tours.
3. Employee:
o Attributes: Employee_ID, Name, Role
o Relationship: Responsible for bookings and recieving payments.
4. Payment:
o Attributes: Payment_ID, Amount, Payment_Type, Date
o Relationship: Linked to Customer and Reservation entities.
5. Feedback:
o Attributes: Feedback_ID, Customer_ID, Comments, Rating
o Relationship: Linked to Customer.
6. Reservation:
o Attributes: Reservation_ID, Date, Time, Type (rental, lesson, tour), Status
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o Relationship: Linked to Customer and Kayak entities.
Interface Design
Prototype
A prototype is a working model of a product that helps you test concepts, identify problems,
and refine the design (Miro, n.d.). Without making a real product, any developer or user can
29
engage directly with the model. It seeks to identify some previously established features and
functionalities in order to identify issues early before creating and releasing the product as a
whole.
 Splash screen
 Welcome page
30
 Register page
31
32
 Customer profile
33
 Reseve and rent kayak
 Reserve kayak
34
35
36
37
38
39
40
Concepts of design
The design concept of the OKA System also focuses on user-oriented functionality, ease of
use and clarity as a way of improving its efficiency. It is simple and user-friendly, with
helpful prompts to help users complete their next step often without needing to drastically
depart from the immediate view. Icons and key elements are presented logically with the
emphasis on the first level actions and navigation to facilitate the concept of flow. Color is
used to establish a visual hierarchy: to give more prominence to important information and
action .
In the below interface design, while working with customer registration and rental items, the
interfaces follow clear patterns which are good for a user-centered design. The registration
form is basic, but all fields are well in a line with some basic identification info.when the
customer fill up the form with their proper details, they pass through certain verification for
security purposes and get login. And in the rent interface design.The idea for simple rental
item to make it easy for people to check and supply information is through using icons to
help in readability of the design. User fill up the date, time, kaya type from the seamless
design and move to the payment method and after successful payment, their rent is
confirmed.
The interface design is simple without making user feel hectic and can sure help the OKA’s
boost its productivity by using this system design.Furthermore, Oka is constructed in the way
that data can be safely handled well and the Oka system can interact with different platforms
well. At the end, the design helps to improve the efficiency, user satisfaction and the system
performance making it fit for the current and future use.
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Customer registration interface
Input Output
42
Rent interface
Input Output
Individual Component
Questionnaires (Jasmine Pathak, NPI000270)

I used Questionnaires method as requirement gathering process for my project. Reason
behind choosing this method is that it provides insight into specific issues and challenges
within the current system. This makes the targeted improvement possible for the factors or
problems identified and incrementally facilitates system performance and user experience
improvement. The technique involves giving questionnaires to a huge audience which will
then give you quantitative and qualitative data about what they require and what they want.
43
One of this technique’s advantages is that it gives you the means to gather qualitative and
quantitative data that then becomes easy to analyse for insights (Talreja, 2024).
Advantages
 This method helps to collect data quickly from number of people to get a broad view
of user needs.
 Consistency in data collection as same question are asked to people which provides
helpful comparison.
 It is cost effective.
 Responses can easily be analysed effectively.
Disadvantages
 It is direct questions that are asked, questions with a little depth and that can limit the
feedback
 Such answers may just be based on what is probably likely, and not what respondents
really think, resulting in inaccurate results.
 Low participations rates can also affect the data quality.
 Wrong answers, caused by misinterpretation of questions.
 It lacks validity.
Here are list of questions I asked:
44
45
Design
Data dictionary external entity
1. Customer
Name Customer
Description A person who wants to rent kayak from the OKA.
Input flow Customer ID, Kayak rental request
Output flow Confirmation, rental details
2. Staff
Name Staff
Description Person responsible for handling request of customer and
managing inventory.
Input flow Customer’s rental information
Output flow Rental confirmation, assign kayak
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Data dictionary for process

Name Rent kayak
Description This process handles the details of rent process of kayak
by customer, also the customer details, kayak id and rental
period and assigning of kayak
Input flow Customer’s information, rental request
Output flow Rental confirmation, assigned kayak
Description First customer ask for rent giving their rent details and its
of process check kayak availability based on customer request and if
available, send the available kayak to the customer and
also allocate driver if customer wants, then they assign the
kayak to the customer and save rental details in the
database and send the confirmation message to the
customer.
Data dictionary for data flow
1. Rent details
Name Rent details
Description It is the details of customer such as date, time etc for rent
of kayak.
Origin/source Customer
Destination Select kayak(process), store rent details
Data Name, phone number, kayak type, date, time
Structure
2. Kayak info
Name Kayak info
Description Information about available kayak type
Origin/source staff
Destination customer
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Data Kayak type, available kayak, date, time
Structure
3. Confirmation status
Name Confirmation status
Description Status about rent confirmation
Origin/source Store rent details(process)
Destination customer
Data Kayak+date+time+driver
Structure
4. Available kayak
Name Available kayak
Description Number of kayak available at OKA
Origin/source Kayak details (data store)
Destination staff
Data Kayak type+ date+time
Structure
Data dictionary for data store
1. Kayak details
Title Kayak details
Explanation There lies a kayak details of OKA
which includes kayak information .
Origin/source None
Destination Staff
Structure of data Kayak type, date
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2. Driver info
Title Driver info
Explanation Information about driver
Origin/source none
Destination Select driver (process)
Structure of data Driver name+ age+driverID
3. Rent details
Title Rent details
Explanation Details about rent
Origin/source Store rent details
Destination none
Structure of data Customer id + name+kayak id+
rent date+ driver id+ kayak type
Data element
Name Explanation Element Characteristics
Type length output
Customer Unique key Alphanumeric 10
for each
ID ********
customer
Kayak ID Unique key Numeric 5 *******

for each
kayak.
Duration for date variable 2023/05/02

which kayak
Rental
is rented
period
49
Interview(Sankalpa Paudel, NPI000299)
SN Student NAME Student Roll No Method
1. Sankalpa Paudel NPI000299 Interview
An interview serves as a method of data collection involving the process of posing questions,
often directed at stakeholders within system development, to gather targeted information.
This structured interaction enables system analysts and developers to gain a deeper
understanding of users’ requirements, expectations, and specific processes. Those conducting
the inquiry are referred to as interviewers.
Purpose of Interview
The objective of interviews in system development is to precisely pinpoint user requirements
and ensure that the new system aligns with users' needs and objectives. By conducting
interviews, developers can make more informed design decisions and avoid costly errors,
gaining insight into both the strengths and weaknesses of the current system, along with
users’ challenges. Interviews offer developers perspectives that may not be apparent in
documentation or technical specifications, aiding in clarifying complex requirements and
validating the accuracy of collected data.
Advantages of Interview
1. Broad Viewpoint
In interviews, developers can thoroughly explore users' needs and expectations. Unlike
structured methods like surveys, which offer limited information through predefined
responses, interviews allow for open-ended answers, enabling interviewers to understand not
only what users want but also the reasons behind their preferences. This depth of insight is
especially valuable for complex systems, as understanding the underlying motivations behind
user decisions can lead to a more effective and tailored design.
2. Stronger Trust Communication
Interviews foster a human connection that helps build rapport and trust among stakeholders.
When users feel that their opinions are genuinely valued, they are more likely to provide
honest and constructive feedback. This sense of connection enhances collaboration and
makes users feel more invested in the system’s development. As they trust that their ideas
will be respected, stakeholders are also more comfortable engaging in testing and other
phases of the project, fostering a sense of ownership and commitment.
3. Changeability
Interviews offer crucial flexibility, allowing interviewers to adjust their questions based on
responses and new insights that arise throughout the conversation. For instance, if a user
presents an unexpected issue, the interviewer can immediately pose additional questions to
explore the matter further. This adaptability results in a more comprehensive data collection,
50
capturing the full spectrum of users' experiences and uncovering features or perspectives that
the interviewer may not have initially considered.
4. Proof of Assumptions
Interviews allow developers to validate their assumptions about user needs or system
requirements. For example, developers might assume that users prefer a particular feature or
layout. By uncovering these assumptions early in the process, interviews help prevent costly
changes later in the project and ensure that the final system aligns fully with user
expectations.
Disadvantages of Interviews.
1. Takes a lot of time
Interviewing individuals can be time-consuming. The planning, conducting, and follow-up of
interviews can significantly delay the project timeline, especially when multiple users are
involved. Additionally, the team must allocate extra time to analyze and interpret the
responses after the interviews. This time investment can slow down the requirements-
gathering process and pose challenges in managing large projects with numerous
stakeholders.
2. Need of Experienced Interviewers
Asking the proper questions, being attentive, and understanding the right answers are all part
of the interviewing process. These components are difficult for an inexperienced interviewer,
who can miss important details or misunderstand answers. Incomplete or incorrect
information may arise from poorly defined enquiries or a failure to investigate successfully.
3. Chance of Miscommunication
Even with skilled interviewers, misunderstandings might happen. Misunderstandings may
arise that continue throughout the development process if the interviewee provides unclear
responses or if the interviewer misunderstands them. For instance, developers can develop a
solution that only partly solves a problem if the interviewee explains it but the interviewer
mistakes the scope of it.
4. Understanding the difficult data

Analyzing qualitative data from interviews can be challenging, as it often involves sifting
through lengthy, diverse responses to identify patterns or common themes. Unlike numerical
data, which can be swiftly analyzed using statistical methods, qualitative data requires
interpretation and synthesis, a process that can be subjective and time-consuming.
Additionally, responses that are unclear or inconsistent further complicate the analysis,
making it more difficult to draw meaningful conclusions.
Sample Question for Interview
51
DFD Level 1: Process: Payment Management
Data Dictionary for External Entity

1. Customer
Name Customer
52
Description They are the people who make booking in OKA.

Input data flow Notification
Output data flow Payment Requests
2. Payment Processor/ Bank

Name Payment Processor/ Bank
Description It is the medium through which payment is processed. In other
words, we can say it is bank.
Input data flow Payment Submission
Output data flow Payment Status
Data Dictionary for Process

Name Payment Management
Description In this process, the customer provides payment and the
payment is processed.
Input data flow Payment Requests, Customer Details, Payment Status
Output data flow Notification, Payment Submission, Updated Payment
Status, Store Payment Details
Process description It begins with the Receiving Payment Request, which
collects and stores consumer payment information. The
Validate Payment Details then confirms the client's
verification and checks the accuracy of payment details
using customer records. Once verified, the Transmit
Payment to Bank/Processor subprocess sends the
payment information to an external payment processor
or bank for approval. The Payment Confirmation
subprocess then receives a success or failure answer
from the bank, which updates the payment status
appropriately. Finally, notify consumer tells the
consumer about the outcome of their transaction,
verifying completion or advising on any difficulties that
occurred.
Data Dictionary for Data Store

1. User Details Data store
Name User Details Datastore
Description It stores the details of the user of OKA. In other word we
can say customer.
Input data flow None
53
Output data flow Customer Details

Data structure Customer_id + Customer Name + Reservation_id +
Reservation date +Payment Amount
2. Payment Details Data store

Name Payment Details Data store
Description It stores the details of the payment made by the customer
during the reservation in OKA.
Input data flow Store Payment Details
Output data flow None
Data structure Customer_id + Customer Name +Payment Amount + Date
of payment
Data Dictionary for Data flow

1. Payment Details
Name Payment Details
Description It is the details of payment made in OKA.
Origin/ Source Receive Payment Details (Process)
Destination Validate Payment Request (Process)
Data Structure Customer_id + Customer Name +Payment Amount +
Date of payment
2. Customer Details
Name Customer Details
Description It is the details of customer of OKA.
Origin/ Source User Details Data store
Destination Validate Payment Request (Process)
Data Structure Customer_id + Customer Name +Email Address + Phone
Number
Data Element
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Element
Name Description
Characteristics
Type Length Output format
Customer It is the id provided to the Alpha_Numeric 4 *******
id user or customer.
Customer It is the name of the Alphabetic 15 Yuval Harari

Name customer.
Date of It shows the date when Numeric 10 2024-11-01
Payment payment was made.
Payment It is the payment made by Numeric 15 RM ********

Amount the customer
c. Interviewing (Samudra Banstola, NPI000297)
1. Data Collection and Investigation method for OKA System Development:
Interviews are the preferred choice of data collection regarding OKA's existing system.
Advantages
The interviews personal touch for better comprehension, a chance to cover specific needs,
and detailed context about the OKA culture and processes.
Disadvantages
Interviews may be very time-consuming, prone to biases

and answers may be socially desirable rather than honest.
Conducting the Investigation:
55
1. Stakeholders: John and Debbie Caputo are the owners, Janet Jacobs is the staff,
and Customers.
2. Questions: Formulate questions with regard to OKA objectives, problems

encountered, existing systems, and what features are required.
3. Interviews: Conduct personal or web-based interviews with the use of video

conferencing or chat.
4. Outcomes: Take notes from the interview. Request permission to record

interviews and transcribe recordings for later review for more precision in our work.
5. Analysis: Outline patterns, trends, and points.

Rank order features based on stakeholder needs and business objectives.\
Tools and Technology:
 Video conferencing software, such as Zoom to conduct remote interviews

 Note-taking applications such as Evernote for note organization
 Audio recording transcription software
 Online collaboration tools, such as Google Drive to share results
 That's by following the guidelines and with the use of proper tools, we
can have those valuable insights to develop a new system
that can satisfy OKA's needs in further notice.
We will interview key stakeholders, including customers, Janet Jacobs (staff),

and owners John and Debbie Caputo, in order to comprehend OKA's needs.
Questions for the interview:
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General:
Objectives, difficulties, and existing frameworks.
Reservations:
Administration, information tracking, and dispute resolution.
Rentals:
Monitoring, availability, and the process of checking in and out.
Tours:
Organization, supervision of the group, and safety protocols.
Customer data:
Gathering, archiving, and commenting. Advertising and Marketing: Channels and
Effectiveness.
Finance:
Maintaining records and monitoring income and expenses.
Procedure for Interviews:
In-Person: Establish a rapport by meeting with stakeholders.
Remote: For stakeholders who are far away, use video conferencing.
Recording the Results: Comprehensive notes Sound recordings (permitted) Analysis of

transcriptions Results: Determine trends and areas of discomfort. Sort requirements according
to stakeholder needs.
IT Resources:
 Applications for taking notes (Evernote, OneNote)
57
 Applications for audio recording (Voice Recorder)

 Software for transcription (Otter.ai, Temi)
 Tools for collaboration (Google Drive, Microsoft Teams)
 Using this method will help us learn more.
2. Design for OKA System Development:
Level-1 DFD (Data Flow Diagram) for OKA System
Explanation of DFD Level 1:
This DFD level 1 elucidates the "Process Reservations" process into more detailed
subprocesses that include:
58
Receive Reservation Request:
Input: Customer information, reservation type being rental, lesson, or tour, date, and
time preference.
Output: Reservation request.
Check Availability:
Input: Reservation request, inventory data, scheduling data.

Output: Availability status.
Process Reservation:
Input: Reservation request, availability status.

Output: Reservation confirmation.
Update Reservations:
Input: Reservation confirmation, reservation data.

Output: Updated reservation data.
Update Inventory:
Input: Reservation confirmation, inventory data.

Output: Updated inventory data.
Notify Customer:
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Input: confirmation of reservation, customer's information.

Output: notification to the customer.
Data Flows:
Customer Information: Between "Receive Reservation Request" and "Notify Customer."
Reservation Request:
Between "Receive Reservation Request", "Check Availability", and "Process Reservation."
Availability Status:
Between "Check Availability" and "Process Reservation".
Reservation Confirmation:
Between "Process Reservation", "Update Reservations", "Update Inventory", and "Notify

Customer."
Inventory Data:
Between "Check Availability", "Update Inventory", and "Process Reservation."
Reservation Data:
Between "Process Reservation" and "Update Reservations.".
This DFD level 1 is an expansion in detail for the OKA system, depicting how
the Process Reservations actually works. This shows major steps and data flow among t
hem.
60
References
Geek for geeks. (2022). Retrieved from Geek for geeks:
https://www.geeksforgeeks.org/software-development-life-cycle-sdlc
Mearon. (n.d.). Retrieved from Atlassian: https://www.atlassian.com/agile/project-

management/gantt-chart
Miro. (n.d.). Retrieved from Miro: https://miro.com/prototypes/what-is-a-prototype
Talreja, A. (2024, 08 04). Retrieved from Teaching agile:

https://teachingagile.com/sdlc/requirement-analysis/effective-requirements-gathering-
techniques-and-tips#surveys-and-questionnaires
61

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System Analysis and Design

Module Code : CT026-3-1-SAAD – Systems Analysis and Design

Student ID Student Name

2. Problems Identification and Proposed Solutions..........................................................2

2.2 Proposed Solutions:..................................................................................................3

2.3 Aims and objectives..................................................................................................4

3.1. SDLC framework..........................................................................................................5

3.2 Gantt Chart....................................................................................................................7

3.3 Workload matrix............................................................................................................9

5.1 Functional Requirements:...........................................................................................22

5.2 Non-Functional Requirements:...................................................................................23

7.2 Concepts of design........................................................................................................41

a. Questionnaires (Jasmine Pathak,NPI000270).........................................................43

The mission of Original Kayak Adventures (OKA) is to be the leading supplier of

Motto: “Paddle beyond the ordinary”

Problems Identification and Proposed Solutions

2. Limited Reservation Management in Database

3. Lack of Business Analytics

Cause: The current system has no capability of recognizing them demographically or

4. Separate Accounting System

5. Lack of Real-Time Access

2. Checking Date and Conflict Management Feature

3. Business Intelligence Tools and Software

5. Remote and Mobile Access

Aims and objectives

Its objectives are listed below:

 To create a centralized reservation system to manage rentals, tours, and classes.

 To improve accounting and financial management.

Here are the detailed date we use for this project:

For the Gantt chart we have used RUP methodology

3.3 Workload matrix

Components of Feasibility Study:

Operational Feasibility (PIECES Framework)

The PIECES framework—Performance, Information, Economy, Control, Efficiency, and

Technical feasibility is a critical assessment that determines whether an organization

Current System Overview:

Proposed Technology Solutions:

Server: Dell PowerEdge T40

Description Specifications Price

A compact server designed to CPU: Intel Xeon E-2224,

Workstation: HP Elite 800 G5

CPU: Intel Core i5-9500,

Router: TP-Link Archer AX6000

Description Specifications Price

High-speed router to ensure Speed: 4804 Mbps on 5GHz, $299

Software: Kayak Rental Management Software

Description Specifications Price

A cloud-based solution for Features: Online booking, $499/year

Payment Terminal: Square Terminal

Description Specifications Price

Mobile payment processing Features: Accepts all major

Technology Quantity Price per Unit Total Price

Server: Dell 1 $849 $849

Workstation: HP 2 $1,299 $2,598

Router: TP-Link 1 $299 $299

Software: Kayak 1 $499/year $499

Payment Terminal: 1 $299 $299

Total Development Cost: $4,544 (excluding the annual software cost)

Item Frequency Cost per Unit Total Cost