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CHAPTER 4
SOLUTION DESIGN
4.1 Proposed System Design
4.1.1 Description
Based on the result s of questionnaire and interview, and also considering
the problems occur in Happy Pets, new system design is proposed. This new
system is web based and will consist of integrated internal management system
and website. It will replace the current manual process into computerized system.
The new system will improve the efficiency and effectiveness of daily
operational business process.
4.1.2 Features
There are number of features in the new system such as:
1. New dynamic website that will perform as promotional media to
people and attract new customers.
2. Online shopping (Shopping cart) for ordering dogs bakery with
pictures of products, prices and descriptions. Based on questionnaire
result the payment will be done via transfer and cash-on-arrival.
Admin staff will then make confirmation to customers before the
product is delivered.
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3. Online form for take care any complaints, questions, problems or
compliments from customers. The message will be stored in database
and will be reviewed by the owner. Feedback will be given the next
day via email or telephone.
4. Online reservation for pet hotel. Customers can put their check-in
date, check-out date, message, and submit it. The admin staff will
check the date availability with hotel staff and confirm it to the
customer by email or telephone.
5. All company’s data and information will be stored in database and
will be processed by the company. New customers will add their data
by themselves when they buy products. Old customers can retrieve
their data.
6. Schedule calendar for grooming. It will make admin staff easier to
manage the grooming schedule for customer and groomer.
7. Reporting system for daily grooming service. It will be in form of
invoice report. Once the invoice back to the admin staff, he/she will
create report based on the invoice. It can also generate daily income
and outcome.
8. It will generate invoice automatically after admin staff find customer
data, get the schedule and assign it to groomer.
9. Reminder feature which give list of customer that already make an
appointment for the next day. Therefore, admin staff will remember
and put the customer on next day schedule.
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4.1.3 Policy and Procedure
In order to make the new system work well, there are several policy and
procedure to be followed.
1. Owner and admin staff have their own password. Admin staff do not
have right to change the password. Password for owner must be
unique and confidential.
2. Admin staff has duty to add, delete, and edit product details for
doggie bakery that already checked by owner.
3. Groomers and assistants do not have access to the system. They only
report to admin staff.
4. Admin staff must add new order product and reservation request from
customer who called by telephone (not from the internet).
5. The maximum number of customer for each groomer is 7 customers
per day. It also depends on the number of dogs that groomer serves.
6. All of the groomers and assistant will be rotate everyday. One
groomer cannot serve same customer each time. The placement of
assistant also rotate everyday.
7. The groomers and assistants work mainly 6 days/ week. On Sunday,
only half of the team that will work. On every day, all team must be
ready at 7 A.M. in the office to pick up the invoice and schedule.
8. At the end of the day, groomers and assistants need to drop the
invoice and payment to admin staff.
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9. For bakery product, once it has been confirmed, it cannot be exchange
or return because the bakery is made to order daily and using no
preservatives.
10. Admin staffs need to make confirmation to customers who order
product and request for reservation.
4.1.4 Structure
This system is an integrated system between internal and external. Both
are design and develop web based. There are two different interfaces for internal
and external. The internal is only for admin staff and owner. The external
interface is Happy Pets website which can be accesses by anyone.
4.1.4.1 External System
Figure 4.1 Website Menu Hierarchy (External)
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This is the hierarchy of website menu. First, users will come to gateway
page. They can choose to see website in English or Indonesian language.
The website contains of 6 pages which are homepage, grooming,
clothing, bakery, hotel, and contact us. In each page, user can get information
about Happy Pets related to the page. The clothing product is an extra page for
future development if Happy Pets wants to expand their business. In the bakery
page, user can see picture of bakery product and buy it online. In hotel page, if
interested, user can fill reservation form. In contact us page, user can also fill
online form to say any kind of complaint, compliment or question about Happy
Pets.
4.1.4.2 Internal Management System
Figure 4.2 Internal Management System Menu Hierarchy
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Above is the hierarchy of internal management system menu. First, user
(in this case is admin staff and owner) will pass the gateway page to login. In the
system, there are 9 main menus.
§ In the homepage, user can select to perform regular process such as:
search customer data, insert new customer data, add new product order,
add database, create report and view treatment reminder.
§ Staff page contains all data about admin staff, groomer, assistant, and
hotel staff. In this page, admin staff can add daily expense for each staff.
There’s a finance menu that only the owner can open. It will ask for user
ID and password to enter the menu. The finance menu will contain about
selected staff monthly income and commission.
§ In customer page, there is a list of Happy Pets customer with menu to
add and edit. There’s also a menu for searching customer in the
homepage.
§ Schedule page contains list of groomer’s name and customers assigned to
them. Once the schedule is fixed, admin will assign the customer to the
groomer and then generate invoice.
§ In reservation and message page, there will be a list of message from
customer who filled the online reservation form and online form. There is
a menu to add new reservation request.
§ Report page contains list of report from each invoice. There also a menu
to view daily expense and outcome.
§ Invoice page contains list of invoice. It can be search by invoice date.
There is a menu to create report in each invoice.
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§ Product page will contains list of product sold on the website. User can
also view order product from customer, view current product description,
add new product or delete current product item.
4.2 Data Flow Diagram
4.2.1 Context Diagram
Figure 4.3 Context Diagram for Proposed System
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Assumption:
- Appointment request output from customers also take action as reservation
request for pet hotel and appointment request for pet grooming.
- Payment from customer also takes action as grooming payment, bakery payment
or hotel payment.
- Confirmed schedule to customers take action as grooming schedule and hotel
reservation schedule.
- Complaint from customer can also take action as question or compliment to
Happy Pets.
- Feedback from owner takes action as feedback for customer and feedback for
staff (admin staff, groomer, assistant, and hotel staff).
§ Customer
Customer here refers to people who want to use Happy Pets grooming
services, buy doggie bakery or use pet hotel service. In the future, customer is
also people who have interest in franchise opportunities. The output from
customer to Happy Pets system are appointment request, product request,
customer data, verified product order, signed invoice and evaluation, payment
and complaint. The input that customer receive from Happy Pets system are
confirmed schedule, order confirmation, grooming services, delivered product,
filled invoice and complaint feedback.
§ Admin Staff
Admin staffs have important responsibility in the business process. They
are the main persons that operate Happy Pets system. Their task is most likely to
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deal with customer request and make report. They will receive much input from
the other entity through Happy Pets system such as: schedule request, product
order, list of data, verified schedule, verified payment and expense, verified
invoice and evaluation, and owner’s feedback. They also give output to the
system which are: list of product order, upload product data, customer schedule
request, total payment and expense, daily invoice and evaluation.
§ Groomer and Assistant
Groomer and assistant are people who will give grooming service to
customers. They also are the one who deliver the ordered product to customers.
The outputs from groomer and assistant are: service, order product, blank
invoice, list of invoice and evaluation, groomer’s payment and expense. They
also receive many input such as: product, invoice, groomer schedule, daily
payment, daily invoice and evaluation, and owner’s feedback.
§ Owner
Owner has full access throughout Happy Pets system. She is the one who
has access to staff page in the system. She will receive daily report and hotel
report from the system. Owner also receives list of complaint from customer and
makes feedback for it as an output to the system. She also makes feedback to all
staff about their quality of work.
§ Hotel Staff
Hotel staff is person in charge of manage pet hotel. He/She is worked at
pet hotel and will be responsible for any services in pet hotel. He/She will
receive reservation schedule request, hotel payment, and owner’s feedback. As
an output, he/she will confirm available schedule and give total hotel payment.
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4.2.2 Data Flow Diagram level 0
Figure 4.4 Data Flow Diagram (DFD) level 0 for Proposed System
Above is the Data Flow Diagram (DFD) level 0 for proposed system. The
processes start when customers contact Happy Pets to make appointment request
or product request. It can be done by telephone or interne t for product and
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reservation request. After receiving appointment request and product request,
admin staff will first check and process the request. For pet hotel reservation
request, they will check to hotel staff. When the schedule is fixed, they confirm it
to customer. Later on, admin staff will create invoice and arrange groomer’s
schedule to be given to groomers. For the product request, admin staff will
process all the order and give the product to the groomer. Groomer will then
deliver the ordered product while give the grooming service. Groomer will give
invoice along with evaluation form to be signed and filled by customer. At the
end of the day, groomer will get daily invoice and evaluation and daily payment.
The hotel staff will receive the payment for pet hotel. When the groomers come
back to the office, they have to store all their payment and expense, and also list
of invoice and evaluation to the admin staff. With those data, admin staff will
calculate daily income, make report, and give it to owner. Hotel staff also makes
report and give it to owner every week. Customer can put any complaint;
compliment or question in the website via online form or via telephone directly
to owner. Owner will gives feedback as soon as possible. For the staff, they will
also get feedback from owner.
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4.2.3 Data Flow Diagram level 1
Figure 4.5 DFD Level 1 for Process Schedule
This is Data Flow Diagram level 1 for process schedule. After received
schedule request from customer, admin staff will check schedule availability
first. When there’s an available schedule, she will assign customer schedule
request to groomer based on area where the groomer serve. For pet hotel
reservation, admin staff will check their database and check with hotel staff.
Once the schedule is fixed, admin staff will confirm it to customer and make
invoice and schedule for groomer.
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Figure 4.6 DFD Level 1 for Process Order
This is the DFD level 1 for Process Order. After receiving product
request from customer, admin staff will check the availability of the product.
When the product is available, they will contact the customer to verified order.
The product will then delivered by groomer along with give grooming service.
Groomer will give invoice and evaluation form to be signed and filled by
customer. At the end of the day, groomer will get daily invoice and evaluation
and daily payment. The hotel staff will receive the payment for pet hotel.
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Figure 4.7 DFD Level 1 for Process Report
In order to process report, all of the payment should be verified. The
amount of payment stored from each groomer should be equal with invoice’s
payment minus expense. The number of invoices stored also must be same and
as much as in groomer schedule. After that, admin staff will calculate each
groomer’s income, input the entire invoice, and input each groomer’s expense. It
will generate daily report which consist of daily income and expense and invoice
report. Hotel staff will verify the hotel payment and make report. All the report
will be given to owner.
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4.3 System Data
4.3.1 Entity Relationship Diagram
Figure 4.8 Entity Relationship Diagram
This figure illustrates the Entity Relationship Diagram for the proposed
system. We can see the logical relationship among entities in the system. Below
are the relationships between each entity:
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§ Zero or one customer can fill zero or many message. It is because not all
customers would like to fill message.
§ Zero or one customer can make zero or many reservation request.
§ Zero or one customer can request zero or many order product
§ One order product can contain one or many products. One or many
products are belongs to one order product.
§ One customer owns one or many pets.
§ One customer will request zero or many grooming schedule
§ One admin staff can arrange zero or many grooming schedule
§ One or many schedule will be assigned to one groomer. One groomer can
be assigned to one or many schedule.
§ One or many schedule will be assigned to one assistant. One assistant can
be assigned to one or many schedule.
§ One groomer has one or many assistant.
§ One schedule will create one invoice.
§ One invoice has one report. One report is created based on one invoice.
4.3.2 Data Dictionary
This is the data dictionary of all data needed in our proposed system. It is
based on the entity and attributes in Entity Relationship Diagram (ERD). It
shows the entity table, attributes, data type, length, description and type of key.
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1. Customer Table
Attributes Description Data Type Length PK/FK Cust_ID Customer ID VARCHAR 6 PK Name Customer name VARCHAR 40 Address Customer address VARCHAR 60 Region Address region INTEGER - City City INTEGER - Home phone Customer home phone VARCHAR 15 Mobile phone Customer mobile phone VARCHAR 20 Amount of dog Number of dog owned INTEGER 4 Amount of cat Number of cat owned INTEGER 4
Table 4.1 Customer table
2. Pet Table
Attributes Description Data Type Length PK/FK Pet_ID Pet ID VARCHAR 6 PK Cust_ID Customer ID VARCHAR 6 FK Name Pet name VARCHAR 40 Type Pet type / breed INTEGER 4 Colour Pet fur colour INTEGER 4 Gender Pet gender BIT - Fur Length of fur INTEGER 4
Full Service Price Price for full grooming service DECIMAL 8
Table 4.2 Pet table
3. Groomer Table
Attributes Description Data Type Length PK/FK Groomer_ID Groomer ID VARCHAR 6 PK Name Groomer name VARCHAR 40 Address Groomer address VARCHAR 60
Home phone Groomer home phone VARCHAR 15
Mobile phone Groomer mobile phone VARCHAR 20
Ability Groomer ability VARCHAR 100
Date joined Groomer date joined DATETIME -
Table 4.3 Groomer table
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4. Assistant Table
Attributes Description Data Type Length PK/FK Assistant_ID Assistant ID VARCHAR 6 PK Groomer_ID Groomer ID VARCHAR 6 FK Name Assistant name VARCHAR 40 Address Assistant address VARCHAR 60
Home phone Assistant home phone VARCHAR 15
Mobile phone Assistant mobile phone VARCHAR 20
Ability Assistant ability VARCHAR 100
Date joined Assistant date joined DATETIME -
Table 4.4 Assistant table
5. Admin staff Table
Attributes Description Data Type Length PK/FK User_ID Admin user ID VARCHAR 8 PK Password Admin password VARCHAR 12
Table 4.5 Admin staff table
6. Message Table
Attributes Description Data Type Length PK/FK Message_ID Message ID VARCHAR 6 PK Cust_ID Customer ID VARCHAR 6 FK Date Date message DATETIME 8 Subject Message subject VARCHAR 30 Message Message details VARCHAR 250 Status Status SMALL INT -
Table 4.6 Message table
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7. Reservation Table
Attributes Description Data Type Length PK/FK Reservation_ID Reservation ID VARCHAR 6 PK Cust_ID Customer ID VARCHAR 6 FK Date_in Date check-in DATETIME 8 Date_out Date check-out DATETIME 8 Message Message details VARCHAR 250 Status Status SMALL INT -
Table 4.7 Reservation table
8. Schedule Table
Attributes Description Data Type Length PK/FK Schedule_ID Schedule ID VARCHAR 6 PK Invoice_ID Invoice ID VARCHAR 6 FK Groomer_ID Groomer ID VARCHAR 6 FK Cust_ID Customer ID VARCHAR 6 FK Assistant_ID Assistant ID VARCHAR 6 FK Date Schedule date DATETIME 8 Time Time estimate VARCHAR 6
No of pets No of pets to be serve INTEGER 4
Extra treatment Extra treatment VARCHAR 50
Table 4.8 Schedule table
9. Report Table
Attributes Description Data Type Length PK/FK Report_ID Report ID VARCHAR 6 PK Invoice_ID Invoice ID VARCHAR 6 FK Date Report date DATETIME 8 Cust_ID Customer ID VARCHAR 6 FK Groomer_ID Groomer ID VARCHAR 6 FK Assistant_ID Assistant ID VARCHAR 6 FK
Next treatment Next treatment date DATETIME 8
Table 4.9 Report table
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10. Invoice Table
Attributes Description Data Type Length PK/FK Invoice_ID Invoice ID VARCHAR 6 PK Cust_ID Customer ID VARCHAR 6 FK Groomer_ID Groomer ID VARCHAR 6 FK Assistant_ID Assistant ID VARCHAR 6 FK Date Invoice date DATETIME 8 Pet_ID Pet ID VARCHAR 6 FK Service Type of service INTEGER 4 Price Price DECIMAL 8 Payment Type of payment INTEGER 4
Table 4.10 Invoice table
11. Order Product Table
Attributes Description Data Type Length PK/FK Order_ID Order ID VARCHAR 6 PK Order date Date order DATETIME 8 Cust_ID Customer ID VARCHAR 6 FK Product_ID Product ID VARCHAR 6 Payment method Type of payment INTEGER 4
Quantity Quantity of product order INTEGER 4
Total price Total order price DECIMAL 9 Status Order status SMALLINT -
Table 4.11 Order product table
12. Product Table
Attributes Description Data Type Length PK/FK Product_ID Product ID VARCHAR 6 PK Name Product name VARCHAR 20 Type Type of product BIT - Price Product price DECIMAL 8 Weight Product weight VARCHAR 10
Description Product description VARCHAR 100
Picture Product picture URL VARCHAR 100
Table 4.12 Product table
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4.4 User Interface Design
4.4.1 Website (External System)
Figure 4.9 Gateway page
This is the gateway page before entering Happy Pets website. In this
page, user is able to choose between two languages: English and Indonesia.
Figure 4.10 Happy Pets homepage
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Figure 4.10 is the homepage for Happy Pets Website using English
language. Homepage and grooming page will explain about Happy Pets and
grooming services. In this page, user can see links to other Happy Pets affiliate’s
website such as: www.anjingkita.com.
Figure 4.11 Bakery page
Above figure illustrate the bakery page. It displays all the homemade dog
treats sell. Each product comes with picture, name and price. The picture is
provided to give customers better information about the product.
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Figure 4.12 Product details
Figure 4.12 shows the product details page. The description of the product
is given along with the product ID, price and weight. User who wants to buy this
product can fill the quantity and click ‘Add to cart’ button. The selected product
will then be added to their shopping cart. User can select one or many product to
be added in their shopping cart.
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Figure 4.13 Check out process and order form
This is the check out page step 1. It stated the selected product in cart with
total price. Users have to fill the order form to complete the ordering process.
They can choose between two methods of payment, cash on arrival or transfer.
We don’t provide payment with credit card based on questionnaire result; and
also to ensure payment security. There’s also a notification that all the
information must be valid because the confirmation will be done via telephone.
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Figure 4.14 Pet Hotel page
Figure 4.14 show Pet hotel page. In this page, user can make online
reservation for pet hotel by fill in the form with personal information, check- in
and check-out date for their pet. Admin staff will verify the reservation with the
hotel staff and make confirmation by telephone on the next day. If admin staff
failed to contact the user because the telephone number is not valid, then admin
staff will send email as an alternative. Once user read the email, he/she needs to
re-confirm via telephone to the admin staff as a verification of the reservation
request.
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Figure 4.15 Contact us page
This is the Contact us page. In this page user can know Happy Pets address,
telephone number, contact email, and hours of operation. User can also ask
question, complaint or compliment to Happy Pets by filling in the form given. If
it’s a complaint, admin staff will report it to the owner and give feedback as soon
as possible.
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4.4.2 Admin Page (Internal Management System)
Figure 4.16 Gateway admin page
Above figure shows the gateway to the admin page. Admin staff or the
owner needs to fill their user ID and password before they can enter the internal
system.
Figure 4.17 Admin homepage
Figure 4.17 shows the homepage for the internal system. There are lists of
main menu in the top of the page. We provide a links to selected features that
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regularly used to make the admin staff easier to find and reduce time needed in
the process. There are selected menus that only appear in this homepage which
are: add database, view database, treatment reminder, and change user ID and
password. The logout button only placed in the homepage.
Figure 4.18 Search page
This is one of the features that only given in the homepage. In this page,
admin staff can search for customer’s data, invoice data, and report data. We
give selected limitation in this search feature in order to ease the search process
for customer. For example search by telephone, customer’s name may be
doubled, but telephone number is unique. Therefore it’s easier to find the right
customer.
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Figure 4.19 Add new database page
Above figure show the page for adding new data to the database. Admin
staff can see the current database from links provided in the homepage before
add new data.
Figure 4.20 Add new customer page
For new customer, admin staff has to add their data in the database. This is
the new customer page. It contains the personal information of customer. Once
they completed this step, they need to add pet’s data.
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Figure 4.21 Add pet’s data page
This is the next step of adding new customer’s data which is adding pet’s
data. The form will be repeat based on the number of dogs and cats filled before.
In this page, all the data about customer’s pet is recorded. The size and fur will
determine the full service price for the pet.
Figure 4.22 Confirmation customer data
Figure 4.22 show the confirmation of new customer data. Before
submitting the data, admin staff should ensure that all the data given is correct
and valid. We give only the list of pet’s name in order to reduce the used of long
page when customer own many pets.