UOG Coursework 2017

1. Requirement Analysis Coursework
Module : Requirement Analysis
Course Code : COMP 1645
Coursework Title : Requirement Analysis for Talentset Gateway
Coursework Coordinator : Ms. Elaine Major
Due Date : 26th
April 2017
Centre : KMD Yangon, Myanmar
Word Count : 1860 words (report only)

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Table of Content
1. Part A – Requirement Analysis using Rich Picture
1.1. Rich Picture of complete TG environment …………………………………………. 4
1.2. Evaluating the rich picture
1.2.1. The key actors ………………………………………………………………… 5
1.2.2. The current organizational culture ………………………………………….. 6
1.2.3. Key issues and area of conflict ……………………………………………… 6
1.2.4. The current IT provision and related issues ,,……………………………… 7
2. Part B – Requirement Analysis using Use Case Modelling
2.1. Use Case Diagram for KPI pilot study ……………………………………………… 8
2.2. Documenting use case diagram
2.2.1. Primary Scenario and Secondary Scenario ……………………………….. 9
2.3. Discussion of use case modelling process ………………………………………… 13

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Introduction
This is the report based on the review of Key Performance Indicator (KPI) pilot study for Talentset
Gateway Ltd (TG) which is a training centre providing training for employers, whose employees
need training and other individual clients. With the change of Managing Director, Fiona Santander
within the company, her idea of KPI for cost efficiency was developed. The aim of KPI was to
measure the performance of the course which TG has been running and the performance of sales
staffs by setting a target for each of them. But, currently they are facing difficulties with collecting
the required data to fill up in KPI system and need an information system to solve this issue.
In this report, the requirements to build up new system for the KPI will be analysis using the rich
picture and use case modelling.

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1. Part A – Requirement Analysis using Rich Picture
1.1 Rich Picture of complete TG environment

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1.2 Evaluating the rich picture
1.2.1 The key actors from the Rich Picture
Managing Director (Fiona Santander) – she is the key person for the whole TG environment
and currently she is emphasizing to work on her idea of KPI to measure the performance of the
courses currently run by training centres and performance of the staffs at sales department.
Finance Administrator for sales (Amanpreet Gill) – she was assigned to collect and analyst
data for sales staffs such as number of phone call or meeting they have per week, number of new
course booking per week, etc. She got the require data from the PA from sales department and
some data from the eBook system.
Finance Administrator for course (Kofi Kankam) – he was assigned to collect and analyst data
for courses running at TG. Since there are many courses, the management agreed to collect data
for only three courses which are running at least once a month at each centre. He got the require
data mostly from eBook system and some data from feedback questionnaires from the clients at
the end of each course.
Tele Sales Executive – he/she is responsible to take the telephone enquiries from individual
clients, giving course information and advice which course they should take and also make follow
up phone call to clients who have enquired before. With the development of KPI, they need to
provide data such as how many phone called they had made each day and submit the excel
spreadsheet to PA for each week.
Employer Sales Executive – he/she is responsible to works specially with the employers who
have “training account” at TG to give information about new courses and offer special promotions.
Each week, they need to fill up the excel spreadsheet data of total meeting they have each week
and other information such as new course booking and submit the spreadsheet to PA.
PA to Sales Director (Johnny Greenwich) – he is responsible for collecting and compiling data
of KPI from sales staffs each week and send it to respective finance administrator.
Head of Course Management (Lisa Banda) – she is responsible for the well running of the ten
training centres across the country.
ICT Director (Georgios Savvas) – he is the one who look after the smooth running of the eBook
system and he and his team planning to develop “Learning Gateway” where client can register/
purchase and study for online courses.
HR and Operation – they are responsible for maintaining the employee information, payroll and
other assigned duties.

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1.2.2 The current organizational culture and sub culture
To describe the culture of the TG environment, the Senior Executive Board (SEB) plays an
important role and it is consisting of Executive Chairman, Managing Director, Finance, Sales and
Marketing, Human Resources & Operation and ICT. TG is training provider for employer whose
employees need training and other individual clients. The sales team encourage and advice the
client to book for courses and the ten training centres across the country will provide the training
for them.
The online booking system known as eBook system is capable to take online booking from clients
and schedule course, take payment, register attendance and produce certificate. Currently, with
the appointment of new MD, Fiona, she is planning to make cost efficiencies strategy and develop
Key Performance Indicator (KPI).
The other sub culture within the environment are the training centres which is led by the head of
course management from the head office.
1.2.3 Key issues and area of conflict
The key issues and conflict between the department are as follow.
KPI Issue with MD
Although she put much efforts to launch the KPI for cost efficiency, some of the department
have negative view of it and do not want to follow the idea of KPI.
Timing Issue with Finance Administrator for Sales
Each week, she has to analyses the excel sheet receives from PA and fill up the data for KPI and
sent the report directly to Managing Director and Finance Director. The issue is she did not get
the data on time and some of the sheet are not completely filled which make delay with her works.
Over Workload Issue with the Sales Executives
Each day, the sales executives have to deal with many enquiries from different clients and also
have to do follow up to get booking. With the KPI development, they have to record their actions
and accomplishment in the excel sheet. It is making them difficult to manage their time efficiently
and they are overloaded with work and cannot submit the excel sheet in time.
KPI Target and Job Insecure Issue with Centre Managers and Trainers
Since the head of course management is not a member of executive board, she does not have
any information about the KPI and its target for each course. And the centre managers and
trainers did not know whether they are meeting the KPI target or not and they feel insecure for
their job because rumors said that MD will cut down some of the courses and centres which did
not meet the KPI targets.

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Conflict between Sales and Finance
The sales executives are overload with their work and cannot submit the KPI data in time and it
is making the work delay for the finance administrator.
Conflict between MD and Training
The centre managers and trainers dislike the MD’s idea of feedback form because some of the
clients misuse it to complain about the wrong things (such as they complain training is not good
enough and does not meet their expectation if they cannot make good marks in the final exam.)
1.2.4 The current IT provision and related issues
Presently, the IT system being used within the TG is online booking system known as “eBook”
which allow the clients to book course online and the centre managers can schedule course, take
payment, record attendance and produce certificate. But, it is unable to record the actions made
by sales executives and some other data required for KPI.
Word Count for Part (A) – 1009 words

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2 Part B – Requirement Analysis using Use Case Modelling
2.1 Use Case Diagram for KPI Pilot Study
Record KPI data
KPI Information System
Record Employee
Record Booking
Record Client
Record Sales
Activities
Managing Director
HR and Operation Staff
Record Course
Detail
Produce KPI report
Centre Manager
Finance Administrator
Record Feedback
Sales Executive

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2.2 Documenting use case diagram
2.2.1 Primary Scenario and Secondary Scenario
(a) Use Case: Record KPI data
Primary Scenario
Actor: Managing Director
Precondition: Managing Director has identified the data needed for KPI.
Use case start when Managing Director get data to fill up into the KPI system.
1. Setup KPI report data
2. Set time frame (weekly, monthly)
3. Validate data
This end the use case.
Postconditions: The required data for the KPI has been set up into the system.
(b) Use Case: Record Employee
Primary Scenario
Actor: HR and Operation staff
Use case start when the KPI information system is launched and it will require employee
information.
1. Fill up employee information
2. Create username and login password for the staffs
3. Validate and save
This end the use case.
Postcondition: Valid employee account are created and can be log into the system.

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(c) Use Case: Record Booking
Primary Scenario
Actor: Sales Executive
Precondition: A valid sales executive account is log in.
Use case start when the sales executive receives booking from client.
1. Create new client
2. Select employer
3. Select training account
4. Select course
5. Select payment information
6. Confirm booking
This end the use case.
Postcondition: A new booking is successfully recorded with the responsible sales person
detail.
Secondary Scenario
1.a Client already exit in the system, identify the client.
2.a Client is individual account and not belong to a company
3.a Training account is not available for individual client
4.a The course is currently not available
5.a Payment is made with promotion code
(d) Use Case: Record Client
Primary Scenario
Actor: Sales Executive
Use case start when the sales executive receives new client.
1. Fill up client detail
2. Record employer information
3. Create new training account
4. Validate and save
This end the use case.
Postcondition: New client is successfully recorded to the system.
Secondary Scenario
2.a Skip this stage if the client is individual
3.a Individual client does not need training account. Skip stage.

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(e) Use Case: Record Sales Activities
Primary Scenario
Actor: Sales Executive
Precondition: A valid sales executive account is log in.
1. Record number of phone calls, email
2. Record number of meeting made
3. Record total booking receive
4. Record total course booking per week from an employer
This end the use case.
(f) Use Case: Record Course Detail
Primary Scenario
Actor: Centre Manager
Use case start when the centre manager need to record the course detail.
1. Select the course
2. Set start date and end date
3. Record number of student
4. Record attendance
5. Record final exam result
6. Produce certificate for completed student
This end the use case.
Secondary Scenario
2.a Error, end date is earlier than start date.
5.a No final exam
(g) Use Case: Record Feedback
Primary Scenario
Actor: Centre Manager
Precondition: A course is successfully ended.
Use case start when a course has finished.
1. Record feedback questionnaires
2. Record the replies from client.
3. Record recommendation
This end the use case.

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(h) Use Case: Produce KPI report
Primary Scenario
Actor: Finance Administrator
Precondition: A valid administrator account is log in.
Use case start when the finance administrator produce weekly or monthly report.
1. Select reporting time frame (weekly, monthly)
2. Retrieve data
3. Produce report
This end the use case.

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2.3 Discussion of use case modelling process
While developing the use case diagrams, the case study and pilot study interviews were analyzed
and it help in understanding the key actors and the process of TG. From the use cases, we can
visualize the duties and responsible of staffs, who are going to run the information system for KPI.
To solve the issues and conflict happing within the TG environment, we assume that they need
an information system which will help them gather the required information for the cost efficacies
strategy, KPI for courses and sales.
The following are some of the questions that the developer will need to ask for a better
implementation of the system.
Person to be ask Questions
Managing Director - How will you explain the process of KPI?
HR and Operation Staff - What type of information you would need to create an
employee account?
Sales Executive - How would you manage when a client cancel the
booking before the course start?
- How do you offer the promotion code?
Center Manager - How do you manage when a student did not attend the
class regularly?
- Will you issue certificate for the student who have very
low percentage of attendance?
- Do you issues certificate for the student who did not pass
the final exam?
- What type of information would you ask the student when
a course finish?
Finance Administrator - What type of report format is the best option for you?
Word Count for Part (B) – 851 words