UNIVERSITI TEKNOLOGI MARA

FACULTY OF ACCOUNTANCY
ACCOUNTING SYSTEM ANALYSIS AND DESIGN
AIS 630
GROUP ASSIGNMENT (PBL)

Prepared for

: Madam Norliza Binti Omar

Group

: AC220 6Q

Group members :

NO.

NAME

STUDENT ID

NUR NADIRAH SAFIAH BT MOHAMAD AZWAR

NURLAILA BT AMHARIS

2014636662
2014821752

NORATIKAH BT ARIFIN

2014813908

NUR FARLIYANA HANI BT DZULKARNAIN

2014890468

ACKNOWLEDGEMENT

Bismillahirrahmanirrahim.
Assalamualaikum warahmatullahi wabarakatuh.
Alhamdulillah. We express our utmost gratitude to Allah S.W.T for giving us the strengths to
complete this PBL Session 1 Project. We would like to thank all our group members, for being so
supportive, patient and understanding throughout the entire process of finishing this PBL
Semester Sept Jan 2015 session.
Special thanks also to our beloved lecturer of Accounting Information System (AIS630) , Madam
Norliza Binti Omar for her patience, guidance, support, and assistance during the process of
completing this PBLs project.
The journey of completing this PBL was never effortless. It took a lot of sacrifice on our part to
humbly put together all the session. Again, it is not an easy feat especially having to multitask
and survive few last hectic week of this semester. But we did it. The learning experience of
completing this PBL has in many ways helped us to discover our inner selves and it is priceless.
We also would like to express our sincere and heartfelt thanks to our colleagues AC220 6Q, our
AIS630 lecturers for their inspiration, help, and moral support in completing this PBL Project.
Thank You.

2. Your business partner , Encik Helmi argues : Why is it important to use system
analysis and design methodologies when building a system? Why not just build the system
in whatever way that seems to be quick and easy? Discuss.
Systems analysis and design is vital in order to identify the requirements, plan, build and
implement information systems to meet your organizations needs. . Engaging in the systems
analysis and design process may involve different approaches and methodologies, such as the
Systems Development Life Cycle (SDLC), Prototyping, RAD, or Agile methodologies However,
they all attempt to lay down a series of phases, principles and activities that provide structure and
consistency to the way you and your analysts conceive and implement an information system.
The advantages of the system analysis are :

It is used to study and plan data input, data flow, data processing and transformation,
storage and output of data for an organizations business needs, and to design new
information systems to meet those needs.

Next, systems analysis and design allows analysts to properly identify and understand
users requirements, in order to implement needed improvements to their current systems.
Such aspects as effective input techniques and friendly output methods are considered to
improve users overall experience with their systems.

It facilitates users involvement during the planning, designing and implementation of the
system. Also, it improves communication between analysts, developers, and users
throughout the development cycle, which makes it easier to implement needed changes,
adjust and adapt to the often ever-changing requirements of a dynamic organization.

Finally, systems analysis and design provides for the thorough testing of a system in
order to pinpoint bugs and issues that need correction before final implementation. In
addition, proper documentation is brought along to improve learning of the systems
features, and to support its ongoing maintenance after it has been put into use.

Thus, as per Encik Helmi argued that why is it important to use system analysis and design
methodologies when building a system? Why not just build the system in whatever way that
seems to be quick and easy? should be not be questioned again.

This is because from all of the above reason , by having system analysis and design
methodologies , it allows Encik Rashdan to properly identify and understand users requirement
in order to improve their current system. The process involved by Encik Rashdan is as follows :

Data Input

Data
processing
and
transformation

Storage and
output of
data for
business
needs

To design
new
information
system

On top of that ,it also provides for the testing of a system in order to pinpoint bugs and issues
that needs correction before final implementation. Besides that , system design also will help
Encik Rashdan to know which software that can be purchased and which software required to be
developed to the company. It is also help Encik Rashdan to know what my company might need
while developing the system and what software that should be used.
In conclusion , by having system analysis and design methodologies is safer than just build the
quick and easy system that might be lead to many kind of problems in the end of the day.

6. Project goals are important to determine the scope or boundary of this project.
Develop project goals for each of the problem identified.
Business Problems

Project Goals

7. Compare the project goals with the draft systems request. Use the project goals to
determine which part of the request goes beyond the scope of your project and which project
goals are not covered in the draft system request.
Based on the problem that our company faced, we have set up the project goals in order to
reduce the problem. Our main project goal is to upgrade the companys ordering system. Apart
from that, we also target:
i
ii
iii
iv
v

To provide information & respond to the customer efficiently

To retain customers loyalty
To ensure that the products are available upon request
To ensure that the right product has been sent to the right customer
To provide the correct sales amount & quotation to customers
As the members that in charge in the sales department, we have compared our companys

project goals with our proposed system request, which is, the upgraded companys website.
Some parts of the proposed system request seem to go beyond the scope of our project goals,
which are customers satisfaction and develop good image and reputation of the company.
The launched of our proposed system request surely will improve the customers
satisfaction since the information can be retrieved and transmitted efficiently. The system also
can keep the information and data updated constantly. The improvement of the customers
satisfaction automatically will develop the good image and reputation of our company.
However, the proposed system request still cannot cover some of our project goals. The
shipping of the product may be delay due to the problem from shipping agent. Even though the

proposed system request can retrieve and transmit the information to the shipping agent
efficiently, the products still arrived late because of the delay. To ensure that the products will be
sent to the customers on time, we have trained the shipping agents to take action on time. We
also hired the new staffs to the shipping department to ensure that the shipping process flows
smoothly.

Besides that, the proposed system request also cannot ensure that the products will arrive
to the right customers upon request since the suppliers do not supply on time. Our company may
efficiently identify the items to be used to produce our product which is always out of stock, but
it can be the problem on the behalf of the supplier to supply the hot items on time to the
company. So, to overcome this problem, we make the contracts with a few of suppliers to ensure
that the hot items always ready in stock.

The customers loyalty is too difficult to be gained since we are the new one in the
industry. Some of the customers may satisfy with our upgraded system, but it does not mean that
they will loyal to our company. Moreover, the existing and well established competitors already
have their customers. In order to gain the customers loyalty, we take the alternatives to provide
after sale service, give coupons, rebates and member card to the regular customers.

PROJECT
GOALS
To provide the
correct sales
amount &
quotation to
customers
To ensure that
the right
product has
been sent to the
right customer
To provide
information &
respond to the
customer
efficiently
To ensure that
the products are
available upon
request
To retain
customers
loyalty

PROPOSED SYSTEM
REQUEST
Upgrade the companys
website

Information can be
retrieved &
transmitted
efficiently
Keep information &
data update
constantly
Linked required
information
throughout
the business entity
Improve customers
satisfaction
Establish good
image & reputation
due effectiveness in
managing daily
activity.

COMPARISON

RECOMMENDATIO
N

Goes beyond the

scope:

Customer
satisfaction
Good image &
reputation

Not covered :

The shipping
Of the product
may be delay
due to the
problem from
shipping
agent(time)
The suppliers
do not supply
on time
Customers
royalty

Trained the
shipping
agent
Hired new
staffs
Make
contracts with
a few
suppliers
Provide after
sale service,
coupons,
rebates and
member card

8. Using MS Project software, prepare the Network Diagram (PERT Chart) for the
above project.

9. Identify the projects critical path and its duration. Discuss the meaning of Slack
time and give 1 example from the above project.
The projects critical path are Review documents (15 days), Analyze data and user requirements
(5 days), Design database (20 days), Design network, program & control (20 days), Write
program code (30 days), Test and debug program code (15 days) and perform post
implementation review (5 days).
Slack time can be defined as the amount of time left after a job if the job was started
now. It also can be defined as the amount of time a task can be delayed without causing another
task to be delayed or impacting the completion date of the project. In critical path method
(CPM), the difference is between the length of a path and the critical path. If an activity has zero
slack, it is on the critical path. For example from our project, the slack time is when train user
delayed and it is not change the completion date of the project and other task.

10.

11

12. Suggest how you could improve the questionnaire that have been prepared by Encik
Rashdan. Redraft the questionnaire.
The questionnaire that have been prepared by Encik Rashdan can be improved by including the
objective of the survey that is To enhance our current online ordering system. Besides that, the
questionnaire that have been designed should not use Capital Letter for the Title and
Instruction because it is considered rude .The Name of the respondent also should not be
included as to avoid biasness.

In addition, the questionnaire should also include closed-ended questions so as not to constrain
the respondents. It will ease the respondent to answer the question and the time needed to
complete the questionnaire is less as the respondent does not need to think thoroughly to answer
the questions

Questionnaire to Sales Department Staff

Objective : To enhance our current online ordering system
Age: ________
Sex : ________

Position: ________

Duration of served in the company:

0-5years
6-10 years
11-above years
How many times did you encounter problems with customer orders in the last 6 months ?:
1 time
2-3 times
3 times above
Is there any biggest problems that have been encountered ? :

YES

NO

Describe it briefly:
Is there any other staffs faced same problems? :
Do you think current system is problematic? :
Define the problems:
Suggest improvements to our ordering system :

YES
YES

NO
NO

13. Questionnaire should include only open-ended questions so as not constrain the
respondents. Do you agree with this statement? What are the disadvantages and the
disadvantages of having open-ended questionnaire?
No, we are not agreeing with the above statement because of the words only if being used.
Questionnaire should include both open ended question and close-ended question. Both are
equally important in getting the answers from the respondents.
Before constructing questions, we must be knowledgeable about each type of question. These
basically include closed-ended question and open ended question. Closed-ended questions limit
the answers of the respondents to response options provided on the questionnaire.
Open-ended questions is when there is no predefined options or categories included. The
participants should supply their own answers. Here are the examples between close-ended and
open-ended.
Closed-Ended

Open-ended

Are you considering changing the system?

Yes, no
Do you think that our current ordering system
is problematic?
Yes, no

Why are you considering to change the

system?
Describe the biggest problem that you have
encountered so far?

Researchers will sometimes conduct a pilot study using open-ended questions to discover which
answers are most common. They will then develop closed-ended questions that include the most
common responses as answer choices. In this way, the questions may better reflect what the
public is thinking or how they view a particular issue. . It is just that the open-ended question
need to be reduced to ease the respondents to answer the questionnaire.
It shows that good questionnaire should include both open and close ended question. It is to
ensure that the questionnaire can get better information from the respondents. Before
constructing questions, we must be knowledgeable about each type of question. These basically
include closed-ended question and open ended question. closed-ended questions limit the
answers of the respondents to response options provided on the questionnaire.
Based on the questions our answer is no , we are not agreeing with this statement that
questionnaire should include only open- ended questions so as not to constraints the respondents.
This is because open-ended question are answered by respondents in their own words. Open
ended questions offer the benefit not constraining responses and allowing respondent to freely
answer and elaborate upon their responses.

The advantages of open- ended questions

1. They permit an unlimited number of possible answers

As we know open ended questions likely to receive long answer. So we
can assume that different respondents give different degrees of detail in answers.
For example in this case when sales department staff wants to answer open ended
question they can use their own words and express what they really want and
indirectly En.Rashdan will get a lot of possible answer from their sales
department staff.
2. They reveal a respondents logic, thinking process, and frame of reference
When we use this open ended question the respondent or sales department
staffs will not simply the answer of the question because respondent need answer
in detail and clarify the answers. In addition we know that sales department staff
is the user so they will know the strengthens and weakness of the system,
therefore they will give the best opinion or answer by using open ended questions
3.

Unanticipated findings can be discovered

As we mentioned before the first advantages is they permit an unlimited
number or possible answer, its means receive various data from sales department
staff. Therefore Encik Rashdan will get unanticipated answer can be discovered
which is that answer can help and give new idea to Encik Rashdan to improve the
system.

The Disadvantages of open- ended questions

1. Comparisons and statistical analysis become difficult
The first disadvantages are comparisons and statistical analysis become
difficult. This is because when we use the open ended questions the respondents
will use their own words. Therefore when Encik Rashdan want to make
comparisons or statistical analysis is quiet difficult due a lot of answers or opinion
from sales department staff compare when we use the close ended questions that
can be answered either yes or no.
2. Time consuming
When we use open ended questions the sales department staff need to
think long time to answer the question because they need to understand the
questions first and usually need to give the reason or opinion because the open
ended question begin with why, how, describe compare when we use close ended
questions the answer is already given.

3. Responses may be irrelevant

We can consider when some of the information we get from sales
department staff is not relate with the questions. This is happen when sales
department staff not understands the questions clearly or questions may be too
general for respondents who lose direction to answer the questions.
14. Suggest other techniques that can be used to get information from the sales department.
1. Interviews
Interview involves formal face to face meeting with the staff in the sales department to
get the information. Interview can reveal what actually is being done , area of
misunderstanding , unrealistic expectations and even indications of resistance the
proposed system.
There are 2 types of interviews :
a) Structured questions which have been planned and written out in advance
b) Unstructured- questions that have been prepared earlier together with other
appropriate subjects
2. Review documents and records
The written documents include manuals , procedures , forms and reports.The document
from the sales department can reveal on how the existing system should work.This can be
compared with information gained by other techniques concerning how the system really
functions.With this techniques , it will conduct more effective interviews with managers
and users to get the information from the sales department.
3. Observation
Through observation, first hand information can be obtained about how activities are
carried out. The systems analyst watches the sales department staff as they go about
performing their job function
This technique is most useful when there is need to actually to see how the documents are
handled , how processes are carried out and whether specified steps are actually
followed.It also enables to see the reality of a situation rather than listening to others to
describe it in interview

REFERENCES
http://www.technologyevaluation.com/search/for/advantages-ready-made-softwarepackage.html
http://www.yourarticlelibrary.com/softwares/benefits-of-readymade-software-for-anenterprise-409-words/10340/
http://www.ehow.com/info_8713642_advantages-disadvantages-readymade-software.html
http://www.vision-hr.com/news/benefits-of-outsourcing-payroll/
http://www.referenceforbusiness.com/small/Op-Qu/Outsourcing.html
Rick Panwarden. Comparing Closed-Ended and Open-Ended Questions"
(7 August, 2013) Retrieved 24 April 2015 from
http://fluidsurveys.com

Khashi'ahYusof, P. (2009). Analysis and Design For Accounting Student (3 ed.). Kuala
Lumpur: Mc Graw Hill.