1. Requirements Gathering Documentation:

All requirements are made by interview method. Selected interviewees are listed below:

  • Aurora Leal, Manager of Children Shuttle
  • Bob, Service Provider of Children Shuttle

REQUEST FOR INFORMATION SERVICES
Date: February 25, 2006
System enhancement: / Title:
Children’s Shuttle
Department: / Location:
2700 Bay Area Blvd, HoustonTX77058
New system:
CHILDREN TRANSPORTATION SYSTEM / E-mail:

REQUEST FOR: / URGENCY:
[ ] Correction of system error / [ ] Immediate attention required
[ ] System enhancement / [ ] Handle in normal priority sequence
[x] New system / [x] Defer until new system is developed
DESCRIPTION OF REQUESTED SYSTEMS SERVICES:
(ATTACH ADDITIONAL DOCUMENTS AS NECESSARY)
Build up an information system that provides children transportation service and covers contracts which are previously processedby a paper-work system.
  • Store and process contracts by computer system instead of paper-work.
  • Reduce turn-around time.
Special Issues and Constraints
  • New system must run on Internet.
  • New system can manage current file documents.

(To be completed by the Information Systems Department)
[x] Approved / Assigned to IS contact person:
[ ] Modified / User: Hien Nguyen & Thy Phamnguyen
[ ] Rejected / Urgency code (1 low to 5 high): 3
Date: February 25, 2006 / Action: Gather requests and do system analysis
INTERVIEW OUTLINE
System Name: CHILDREN TRANSPORTATION SYSTEM (CTS)
Appointment Date: February 26, 2005
Start Time: 10:00 AM
End Time: 10:45 AM
Interviewer: Hien Nguyen / Interviewee: Aurora Leal
Location: 1237 Mossy Oak Dr.
League City, Texas77573
(281) 338 - 7986
Objective:
Main concerns to improve the business of CTS
Data need to be collected
Agenda:
Introduction
Background on the project
Overview of Interview
Topic 1 – Main concerns to improve the business.
Topic 2 – Requirements for the new system.
Summary of Major points
Questions from interviewee
Closing / Approximate time:
1 minute
3 minute
3 minutes
9 minutes
10 minutes
2 minutes
5 minutes
1 minute
General Observations:
Interviewee expressed her concerns about disadvantages of the paper-work system and much more expected the new system. PC was turned off, probably not a regular PC user.
Unresolved Issues, Topics Not Covered:
She raised the issues of how to forecast the number of students and number of vans for each year and if the system is a user friendly interface because her employee may not be familiar with computer.
INTERVIEW DOCUMENTATION
System Name: CHILDREN TRANSPORTATION SYSTEM (CTS)
Date: February26, 2006
Interviewer: Hien Nguyen & Aurora Leal / Interviewee: Bob
Title: Analysis Specialist
Purpose: Getting main functions of CTS
Location: Children’s Shuttle Office
DESCRIPTION OF MAIN FUNCTIONS:
(ATTACH ADDITIONAL DOCUMENTS AS NECESSARY)
Business Need: Create an Information System can
  • Store and process contracts by computerized work not by paper-work.
  • Reduce turnaround time.
  • Payment online.
System Users: This system is created for internal and external use.
Internal Use: Employee and manager can
  • Input & update information about drivers, vans, and routes.
  • Process contracts
  • Printout reports on pending task.
External Use: Customer can
  • Login to the system.
  • Input and modify personal information.
  • View contract
  • Pay service online

INTERVIEW SUMMARY

Name of System: CHILDREN TRANSPORTATION SYSTEM (CTS) Page: 1

Date:February 27, 2006

Prepared by:Hien Nguyen

Interviewee: Aurora A. Leal, Bob

Location:1237 Mossy Oak Dr.

League City, Texas77573

(281) 338 - 7986

Title:CTS Analysis

Purpose:What is the main concern to improve the business? What data needs to be collected? What other areas can be equally important to management?

Project Scope: The main concern is to bring customer satisfaction to all customers while she is not in the office. Aurora noted that most of the time that she is not in the office or comes home late she is not able to answer fast enough to contract the customer. This kind of service will certainly damage her reputation and eventually close the business. The new system will provide the customer to input the information of the student such as the address and what school she is going. As the parent specifies the school she will be provided with the arrival time of the van and the drivers’ driving record.

Another key point, as the system process information about the customer, the system will enhance to provide an estimation of how many van will be needed for a particular area. This is well in two cases, by letting the business know we will need another van and the management will decide if it is economical to create another expense. As the information of the student is vital the drivers’ information who will pick-up the children is important too.

The schedules of the schools that we will be providing to the children the parents will access the drivers’ records and any criminal records too. This extra information that the business provided is creating a relationship and making a connection with safety.

Questions that need to be answered for special needs will have access to e-mail for faster access. Usually, special needs to be pick-up at different times and needs to be set up for later times.

Even though the interview went well, we touch almost all the concerns of our business and exhibit how the business applied their daily routine. As we further into the process of the new system we will make further adjustments.

Name of System: CHILDREN TRANSPORTATION SYSTEM (CTS) Page: 2

Date:February 27, 2006

Prepared by:Hien Nguyen

Interviewee: Aurora A. Leal

Location:1237 Mossy Oak Dr.

League City, Texas77573

(281) 338 - 7986

System Objectives:

  1. To improve customer services
  2. To reduce the turn-around time in producing a contract.
  3. To produce new information regarding sales volume, revenues, monthly and annual sales report. On demand queries are also desired.
  4. To automatically create the payment reminder for customers one week before the payment due date.

Required System Features:

  1. Login and input customers’ personal information into the database.
  2. Speedy and accurate customer contract procedure.
  3. Monthly sales reports (prepared no later than the 5th of each month).
  4. Vans forecasting on an as-needed basis.
  5. Payment online by using checking account or credit card.