AIS 630
PBL REPORT
Students’ Name : Bibiana Ruran Sigar (2012233306) Niesa Nur Salehah Binti Ab Habi (2013420664) Dean Siti Adibah Binti Mohd Yusoff (2013462226)
Program : Bachelor in Accountancy (Hons)
Group : AC2206A1
Lecturer’s Name : Mr. Marius Benedict
Date of Submission : 18th December 2014

Students’ Name : Bibiana Ruran Sigar (2012233306) Niesa Nur Salehah Binti Ab Habi (2013420664) Dean Siti Adibah Binti Mohd Yusoff (2013462226)
Program : Bachelor in Accountancy (Hons)
Group : AC2206A1
Lecturer’s Name : Mr. Marius Benedict
Date of Submission : 18th December 2014

TABLE OF CONTENTS | | Pages | Introduction | 3 | Systems Planning | 4 | Context Data Flow Diagram | 8 | Intermediate Data Flow DiagramSystems AnalysisSystems Evaluation And Design Strategies | 910 | * Access | | Purchasing Ready-Made Software Packages | | Outsourcing Contract | | Input Design | | Output Design | | Conclusion | |

ACKNOWLEDGEMENT

We would like to express our deepest appreciation to all those who provided us the possibility to complete this assignment. A special gratitude we give to our lecturer for Accounting in information subject, Mr. Marius Benedict, whose contribution in inspiring suggestions, encouragement and helped us to organize our problem based learning.
Special thanks to our parents and families for all the support and prays to complete this assignment on time. Last but not least, full of thanks to all our classmates whose are willing to help us out with their abilities.

INTRODUCTION

Every business or organization needs to evaluate their design operation in order to catch with the current technology. If they did not aware with that, they are facing several problems that may affect their business’s goal especially in gaining the profit. In this case, Hattan is a final year accounting student at UiTM Sabah. During his recent internship program, he decided to help his uncle who has a furniture business in Kota Kinabalu. His uncle started with selling only furniture but later the business expanded to include electrical appliances as well. However, he is planning to introduce a new proposed systems to monitor customer’s credit sales to his uncle, which is, he is unused with that. Moreover, before he proceeds with the proposed system, he needs to look into details about the progress of his existing customer’s payment system. In order to help him, we need to prepare both context and intermediate dataflow diagram of the system. Secondly, in order to move into the new system, Hattan should design strategies involving screening the requirements, constraint and alternative of the new system. By this, he can evaluate and compared the old systems and new system very deeply. To help Hattan to improvise the two systems which are Billing System and Collection System, we use Microsoft access to key in the business information related. So it is easy Hattan to evaluate the system effectively. The last thing that Hattan should do is of course design the information system so that it working effectively. The new system shall be implemented so that it is suited with the plan of the organization. Here, the used of Accounting Information system is much important because it may help Hattan’s Uncle Business to improve its old system.

SYSTEMS PLANNING
1.0 System Request

Hattan is the person who initiates the proposed system which is “Computerized Billing and Collection System to the business”. The proposed system will help in better management for Accounting Department.
The functionality of the proposed system will help in easy to access data where no need to keep repeat entering the customer data and the computer data will be more accurate because all the information is stored in computer. It is also require short of time to check the customers’ account and less paper work as all data key in to the computer.
The proposed system’s expected value will include a better management for customers’ address; Decrease in uncollected bills; Improvement in customers’ account; Reduce human mistake; and protecting or guarding the information against an unauthorized person.
There’s a few special issue arises to initiate the proposed systems. Firstly and foremost, it is probably require training to understand the new system. Hattan and the other staff might have problem tracking documents for related issues and the computer might fail in operation.

1.1 Preliminary investigation
In our preliminary investigation stage, we have determined the true nature of the problem. Hattan has examining the complaints from the Accounting Department’s staff on the huge uncollected bills from customers. Moreover, the staffs in the department doesn’t have time to keep track on each customers and outstanding balance that can lead to an overdue accounts were unnoticed and reminders not sent to them. We also detect that most customers didn’t update current address to the department that cause trouble for the staff to track their new address for collecting the unpaid bills. The staffs often received complaints from customers for such issues like the business competitors giving discounts and lastly, the accounting department for Hattan’s Uncles business has only two persons which is obviously not enough to handle every task given.
The scope of the problem in the present system we had detect are in the business’s Account Receivables management on its invoices and orders and the most critical problem are its uncollected bills and outdated customers account.
The objective of the project to proposed a new system to achieve the company’s effectiveness are to focus on the problems affecting Account Receivables management, to track down the problem with customers account/information and to make sure the proposed system will be applying to the company.

1.2 Steering Committee
Since the steering committee will be responsible for overall planning and control of the systems development effort of the organization. It should set up the committee representing top management and all functional areas within the company so that the committee can monitor the overall planning. They will receive request for computerized billing and collection system and will review the system requests and determine if it’s worth for considered further study. Furthermore, the steering committee provide a guide line for the whole stage of system proposed.

1.3 Obtaining information
We have used two method to gather the information when investigating an information system. We’ve conducted an initial interview and initial observation through some means. A face to face meeting and interview had been conduct on the option to propose the new system. We also make an observation on how the activity being carried out and how the document being handled.

2.0 Evaluate System Request
Feasibility study have been carried out to answer overall question concerning technical and economic feasibility. Technical Feasibility are carried out to determine if the proposed system are following with the current technology while Operational Feasibility are function to examine the technical performance and the other is acceptance within the company. Lastly, An Economic Feasibility is a study to determine if the proposed system is gaining more benefits than costs.

3.0 Gantt Chart Task Time | Duration | Start | Finish | BEGIN | 0 days | Mon 11/3/14 | Mon 11/3/14 | PLANNING | 28 days | Mon 11/3/14 | Wed 12/10/14 | System request | 3 days | Mon 11/3/14 | Wed 11/5/14 | Preliminary investigation | 6 days | Thu 11/6/14 | Thu 11/13/14 | Steering committee | 10 days | Fri 11/14/14 | Thu 11/27/14 | Obtaining information | 4 days | Fri 11/28/14 | Wed 12/3/14 | Evaluate system request | 2 days | Thu 12/4/14 | Fri 12/5/14 | Prepare preliminary report | 3 days | Mon 12/8/14 | Wed 12/10/14 |

Context Data Flow Diagram for Billing and Collection System

Intermediate Data Flow Diagram for Billing and Collection System