08 PNC – GROUP Abstract - Service Center Management System for PT. Gadingsari Elektronika Prima (Integrated Cashflow and Reporting System) - Binus e-Thesis

BINUS INTERNATIONAL

UNIVERSITAS BINA NUSANTARA

Computer Science Major Networking Stream Sarjana Komputer Thesis Even Semester Year 2006 / 2007

SERVICE CENTER MANAGEMENT SYSTEM FOR PT. GADINGSARI ELEKTRONIKA PRIMA (INTEGRATED CASHFLOW AND REPORTING SYSTEM)

Nanda Noviza Rachman 0700692646

08 PNC – GROUP

Abstract

This thesis discusses the aspect of the design and development of a new system called the Service Center Management System that is targeted to help the overall daily business process of PT. Gadingsari Elektronika Prima.

The Service Center Management System is composed of thee subsystems: Integrated Data Management System, Integrated Cashflow and Reporting System, and Integrated Customer Information System. Those three system are closely related and operates within the same database. The Cashflow system is responsible in storing, retrieving, processing, and receiving data and information regarding the company’s daily cash flow, both deposit and withdrawal. The Reporting System is responsible in displaying a read- friendly and printable report by extracting the data from the database. The report can be accessed from the ordering inventory, and cash flow system. Each report will be unique depends on what report that want to be generated.

The Service Center Management System provides solution in solving the current problems that PT.Gadingsari Elektronika Prima has. It is developed so that they can use it as a replacement for their current business process system. However, transition from the old system to the Service Center Management System must be executed carefully and must be planned extensively before hand. With this system, PT.Gadingsari Elektronika Prima can increase the effectiveness and data integrity that exist between offices and branches.

Keywords

PREFACE

I would like to take this chance to express my gratitude and appreciation to those who have helped me in this thesis development and completion:

§ Allah SWT, without Allah’s benevolence, it impossible for me to finish this thesis.

§ My Parents, for giving support and encouragement during the thesis writing.

§ Mr. Nurhendra Suwarsono M.Sc., as our main thesis supervisor.

§ Mr. Yaya Heriyadi as our co supervisor.

§ Errol and Johny, my team partners.

§ Ir. Tri A. Budiono M.I.T., as Head of School of Computer Science, BiNus International, Universitas Bina Nusantara, Jakarta.

§ Mr. Minaldi Loeis M.Sc., as Program Director of BiNus International, Universitas Bina Nusantara, Jakarta.

§ David Phang and Seno Adiwicaksono, for their help during the coding phase during the system development.

§ All lecturers in BiNus International, Universitas Bina Nusantara, who have shared their knowledge during our study.

§ Dr. John Hariman as the Director of PT.Gadingsari Elektronika Prima.

§ Employees of PT.Gadingsari Elektronika Prima.

§ All friends who have supported me during the thesis development.

Jakarta 18 July 2007

TABLE OF CONTENTS

TITLE PAGE ...I

CERTIFICATE OF APPROVAL ... II

ABSTRACT...III

PREFACE...IV

LIST OF FIGURES ...VIII

LIST OF TABLES ... X

CHAPTER 1 INTRODUCTION ... 1

1.1 BACKGROUND... 1

1.2 SCOPE... 4

1.3 AIMS AND BENEFITS... 4

1.4 STRUCTURE... 5

CHAPTER 2 THEORETICAL FOUNDATION ... 7

2.1 THEORETICAL FOUNDATION... 7

2.1.1 System Analysis and Design... 7

2.1.2 Theoretical Framework... 12

2.1.3 Database... 16

2.1.4 Database Model... 16

2.1.5 Relational Database Model... 18

2.1.6 Relational Database Management System... 21

2.1.7 Normalization... 21

2.1.8 Data Model... 22

2.1.9 Structured Query Language... 24

2.1.10 Microsoft SQL Server 2005... 27

2.1.11 ReportViewer... 29

2.1.12 C#... 30

2.1.13 .NET Framework... 30

CHAPTER 3 ANALYSIS OF THE EXISTING CASHFLOW AND REPORTING SYSTEM ... 32

3.1 COMPANY HISTORY... 32

3.2 ORGANIZATIONAL STRUCTURE... 33

3.3 POLICY AND PROCEDURE... 34

3.3.1 Tasks and Responsibility... 34

3.3.2 Procedure... 41

3.3.3 Rules & Policy... 47

3.4 DATA FLOW DIAGRAM... 51

3.4.1 Context Diagram... 51

3.4.2 Ordering Process (DFD LV2)... 56

3.4.4 Inventory Management... 60

3.4.5 Petty Cash process (DFD LV2)... 62

3.5 EXISTING PROBLEM... 62

3.6 ALTERNATIVE SOLUTIONS TO THE PROBLEM... 64

3.6.1 New Cashflow System... 65

3.6.2 New Reporting System... 65

CHAPTER 4 DESIGN OF THE PROPOSED SYSTEM ... 66

4.1 THE PROPOSED POLICIES AND PROCEDURES... 66

4.1.1 Branch Manager... 68

4.1.2 Main Workshop Manager... 69

4.1.3 Administrator... 69

4.1.4 Customer Service... 70

4.1.5 Technician... 70

4.2 GENERAL OVERVIEW OF THE SERVICE CENTER MANAGEMENT SYSTEM APPLICATION FOR PT.GEP... 70

4.3 DATA FLOW DIAGRAM... 72

4.3.1 Detailed Data Flow Diagram... 73

4.4 SYSTEM DATA... 75

4.4.1 Data Dictionary... 75

4.4.2 Data Normalization... 78

4.4.3 File Specification... 83

4.4.4 Entity Relationship Diagram... 92

4.4.5 Process Design... 93

4.4.6 Class Diagram... 111

4.5 FORM TRANSITION CHART... 114

4.5.1 Cashflow System Form Transition Chart... 115

4.5.2 Reporting System Form Transition Chart... 116

CHAPTER 5 SOLUTION DESIGN... 120

5.1 SYSTEM SPECIFICATION... 120

5.1.1 Hardware Specification... 120

5.1.2 Software Specification... 122

5.2 MODULE TESTING... 123

5.2.1 Cashflow System Module Testing... 123

5.2.2 Reporting System Module Testing... 131

5.2.3 Testing Summary... 137

5.3 IMPLEMENTATION STRATEGY... 138

5.3.1 In-House System Testing... 138

5.3.2 Software and Hardware Installation... 138

5.3.3 Old Database Content Transfer... 140

5.3.4 Train Users... 140

5.3.5 Convert to SCMS... 140

5.4 APPLICATIONS USER INTERFACE SCREENSHOT... 141

5.4.1 Cashflow System User Interface Screenshot... 141

CHAPTER 6 DISCUSSION... 146

6.1 OLD SYSTEM DISCUSSION... 146

6.2 NEW SYSTEM DISCUSSION... 147

6.3 QUESTIONNAIRE RESULT ANALYSIS... 149

6.3.1 Questionnaire Question... 150

6.3.2 Questionnaire Result... 151

CHAPTER 7 CONCLUSION AND RECOMMENDATION... 157

7.1 CONCLUSION... 157

7.2 RECOMMENDATION... 158

REFERENCES ... 160

APPENDIX ... 162

1. ACRONYMS:... 162

LIST OF FIGURES

Figure 2. 1 Element of DFD ... 9

Figure 2. 2 RAD Life Cycle... 14

Figure 2. 3 Example of Hiearchical Database Model... 17

Figure 2. 4 Example of Network Database Model ... 17

Figure 2. 5 Example of Relational Database Model ... 19

Figure 2. 6 Example of An ERD... 24

Figure 3. 1 Organizational Structure of PT.GeP ... 33

Figure 3. 2 PT.GeP Organizational Chart... 33

Figure 3. 3 Context Diagram ... 52

Figure 3. 4 DFD LV 1 ... 54

Figure 3. 5 Ordering Process (DFD LV2) ... 56

Figure 3. 6 Reporting DFD LV 2 ... 58

Figure 3. 7 Inventory Management DFD LV2 ... 60

Figure 3. 8 Petty Cash Process DFD LVL 2 ... 62

Figure 4. 1 The intended architecture for the new system... 68

Figure 4. 2 The subsystems for the Service Center Management System Application... 70

Figure 4. 3 Cashflow System DFD ... 73

Figure 4. 4 Reporting System DFD ... 74

Figure 4. 5 SCMS Entity Relationship Diagram ... 92

Figure 4. 6 Cashflow System Use Case ... 93

Figure 4. 7 Reporting System Use Case ... 94

Figure 4. 8 Cashflow System Class Diagram part 1 ... 111

Figure 4. 9 Cashflow Class Diagram part 2 ... 112

Figure 4. 10 Reporting System Class Diagram... 113

Figure 4. 11 Cashflow System Form Transition Chart ... 115

Figure 4. 12 Master Reporting Form Transition Chart ... 116

Figure 4. 13 Administrator Reporting Form Tansition Chart ... 117

Figure 4. 14 Payment Receipt Form Transition Chart... 118

Figure 4. 15 Work Order Report Navigation Chart ... 119

Figure 5. 1 Cashflow Switchboard Form User Interface ... 141

Figure 5. 2 Input New Cashflow Form User Interface ... 142

Figure 5. 3 Error Box... 143

Figure 5. 4 Reporting Switchboard User Interface ... 144

Figure 5. 5 A sample report from the Reporting System... 144

Figure 5. 6 Monthly Total Transaction Chart Reporting ... 145

Figure 6. 1 Question No.1 Answers Result... 151

Figure 6. 2 Question No.2 Answers Result... 151

Figure 6. 3 Question No.3 Answers Result... 152

Figure 6. 4 Question No.4 Answers Result... 152

Figure 6. 6 Question No.6 Answers Result... 153

Figure 6. 7 Question No.1 Answers Result... 154

Figure 6. 8 Question No.2 Answers Result... 154

Figure 6. 9 Question No.3 Answers Result... 155

Figure 6. 10 Question No.4 Answer Result ... 155

LIST OF TABLES

Table 2. 1 SQL:2003 Core Keywords... 25

Table 2. 2 Microsoft SQL Server 2005 Features ... 28

Table 4. 1 Customer File Specification... 83

Table 4. 2 Customer_Account File Specification... 84

Table 4. 3 Workshop File Specification ... 84

Table 4. 4 Employee File Specification... 84

Table 4. 5 Employe_Account File Specification... 85

Table 4. 6 Device_Category File Specification... 85

Table 4. 7 Defect File Specification... 86

Table 4. 8 Device File Specification... 86

Table 4. 9 Supplier File Specification... 86

Table 4. 10 Spare Part File Specification... 87

Table 4. 11 Transactions File Specification... 87

Table 4. 12 Warranty File Specification... 88

Table 4. 13 Ordered_Transaction File Specification... 88

Table 4. 14 Part_Required File Specification... 89

Table 4. 15 Account_Type File Specification ... 89

Table 4. 16 Account File Specification... 90

Table 4. 17 Cash_Flow File Specification... 90

Table 4. 18 Booking File Specification ... 90

Table 4. 19 Input New Cashflow Entry Narrative Use Case ... 95

Table 4. 20 View Recorded Cashflow Narrative Use Case ... 96

Table 4. 21 Update Cashflow Entry Narrative Use Case... 97

Table 4. 22 View Cashflow Record Filtered by Date Narrative Use Case ... 98

Table 4. 23 View Cashflow Record Filtered by Month Narrative Use Case... 99

Table 4. 24 View Cashflow Reporting Narrative Use Case ... 100

Table 4. 25 View Cashflow Chart per Selected Date Narative Use Case... 101

Table 4. 26 View Monthly Cashflow Chart Narrative Use Case... 102

Table 4. 27 Generate Receipt Narrative Use Case... 103

Table 4. 28 Generate Work Order Narrative Use Case... 104

Table 4. 29 View Spare Part Claim Report... 105

Table 4. 30 View Transaction Listing Report Narrative Use Case... 106

Table 4. 31 View Technicians Job List Narrative Use Case... 107

Table 4. 32 View Spare Part Stock Report Narrative Use Case ... 108

Table 4. 33 View Unpaid Finished Work Order Narrative Use Case... 109

Table 5. 1 Cashflow Switchboard Testing ... 124

Table 5. 2 Input New Cashflow Testing ... 124

Table 5. 3 View and Update Recorded Cashflow Testing... 126

Table 5. 4 Cashflow Reporting Testing ... 128

Table 5. 5 View Cashflow Transaction per Date or Month Testing ... 128

Table 5. 6 View Cashflow Chart per Selected Date Testing ... 129

Table 5. 7 View Monthly Cashflow Chart Testing... 130

Table 5. 8 Reporting Switchboard Testing ... 131

Table 5. 9 Spare Part Claim Report Testing ... 132

Table 5. 10 Transaction Listing Report Testing ... 133

Table 5. 11 Technicians Job Listing Report Testing ... 134

Table 5. 12 Spare Part Stock Listing Report Testing... 134

Table 5. 13 Unpaid Finished Work Order Listing Report Testing ... 135

Table 5. 14 Payment Receipt Generation Testing ... 135

Table 5. 15 Work Order Generation Testing ... 136