Project Description and Use Case Package

Project Description and Use Case Package
Prepared for:
Professor Elaine Seeman
MIS 4173
Prepared by:

Table of Contents..........................................................................................................................................1
Executive Summary: PROJECT DESCRIPTION and ANALYSIS.........................................................................3
Objective...................................................................................................................................................3
Company Background...................................................................................................................................4
Current Environment ................................................................................................................................4
Proposed System ..........................................................................................................................................5
Expected Benefits .....................................................................................................................................5
Objectives .................................................................................................................................................6
Constraints................................................................................................................................................6
Budgetary Constraints...........................................................................................................................6
Manpower Constraints .........................................................................................................................6
Stakeholders .................................................................................................................................................7
Primary Stakeholders................................................................................................................................7
The Owner.............................................................................................................................................7
The Client ..............................................................................................................................................7
Secondary Stakeholders............................................................................................................................7
The Suppliers.........................................................................................................................................7
The Subcontractors...............................................................................................................................7
Context Diagram ...........................................................................................................................................8
Executive Summary: Use Case PACKAGE......................................................................................................9
USE CASE DIAGRAM....................................................................................................................................10
Use Case Specification: Login.................................................................................................................11
Use Case Specification: Manage User....................................................................................................13
Use Case Specification: Manage Invoice................................................................................................15
Use Case Specification: View Invoice.....................................................................................................17
Use Case Specification: Submit Contact Form.......................................................................................18
Preliminary Non-Functional Requirements ................................................................................................20

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EXECUTIVE SUMMARY: PROJECT DESCRIPTION AND ANALYSIS
Objective
The overall objective of our team, HJJM Consulting, is to develop an information system that
reengineers a business process for our client, IBX Builders, Inc. “IBX”. Our proposed solution
implements a dynamic web presence that provides external accessibility for IBX clientele, as well as, a
cloud based database for redundancy of financial data. The main component of our solution, the web
presence, provides three main benefits to IBX. The primary benefit being, the ability to promote the IBX
Builders brand in a way that is more professional and accessible to potential and current clientele in an
ever changing technology driven world. While also utilizing the web presence as an interface that
provides a new convenient method for IBX clientele to access their invoices throughout the life of the
project and lastly, providing redundancy for the company’s financial data.
The proposed system we have outlined for IBX has a projected completion date of April 25, 2016 with
various dates set before the final implementation date for phased planning and work completion.
Currently, IBX utilizes basic Windows file management for file storage and QuickBooks Contractor
Edition for invoicing, which will require no additional resources to reconstruct the current system
making the implementation process much more streamlined.
In order to best explain the proposed system and to ensure our proposed system meets the client’s
expectations, we have prepared a detailed analysis including visual aids to depict how the system will
function and affect the stakeholders, both internally and externally.

4
COMPANY BACKGROUND
IBX is a residential general contracting company based in Greenville, N.C; incorporated in 2006 by sole
owner and president, Jason Arnold. IBX primarily serves eastern North Carolina, largely operating in
Beaufort and Pitt counties, hence the company name, referring to the “Inner Banks”, offering residential
services from complete new home builds, room additions and remodels, and exterior renovations and
decking.
Since the date of incorporation, Mr. Arnold has been the sole stakeholder in IBX and when necessary
outsources project work to various local vendors and subcontractors thus requiring no company
organizational chart. The home-grown company also has no formal company mission or vision
statements in effect. Mr. Arnold is a North Carolina Licensed General Contractor and is bound by the
building code and regulations set forth and enforced by the state.
Throughout the decade of incorporation IBX has acquired all clientele through word of mouth referral.
The only printed materials representing the company are business cards showing contact information
for the owner and no other marketing materials have ever been used to promote the business nor has
any social media or website been developed for the company.
Current Environment
Since the date of incorporation, IBX Builders Inc. has operated out of the owner’s residence in a
simplistic manner and with minimal changes or advancements to systems or internal workflows.
As of February 2016, the company is supported by a single Sony laptop with Windows 7 operating
system and residential grade internet hosted through Suddenlink. The laptop is the only file storage
solution for all project documents such as contracts, drawings, and project photos. These files are
organized in basic windows file folders on the hard drive with no data redundancy structure in place.
The internal business workflows for IBX are also “out of the box” type solutions. Communication with
clients, subcontractors and vendors is conducted via the company’s Suddenlink hosted email, telephone
or text messaging. The owner does utilize one specialized software program, QuickBooks Contractor
Edition, for project estimation and invoicing that is also stored and operated on the company laptop.
In the past decade, the owner has also not utilized technology or social media to advertise and promote
the company. Potential, future clients are generally found through referrals from previous clients or
word of mouth.

5
PROPOSED SYSTEM
The system our team is proposing for IBX has two main components: a web presence and a SQL
database. Both components will be entirely cloud based and have the ability to operate within the
current environment requiring no additional equipment to be purchased. While selecting a cloud based
solution with no/minimal associated costs for a startup system was important to the owner, the need
for future growth and development within the same system was also recognized.
The web presence will consist of a website comprised of various informational pages; such as a services
offered page, client testimonials, and a photo gallery featuring current and completed projects. As well
as, a client login page to providing clients to the ability to view their project invoices and payment
details.
The SQL database will act as the primary storage solution for client contact and project invoice
information. Since the data will be stored and maintained in the cloud the company will no longer be at
risk for data loss due to no redundancy.
Expected Benefits
Once developed and implemented, the new system will provide many benefits to the company and its
primary stakeholders; the owner and clients. Those benefits include:
 Increased company exposure
 Improved communication for potential clients
 Better file organization
 Improved productivity and profits
 Scalability for future growth
It is necessary in today’s competitive market and technology driven world that companies remain
proactive in their approach to appeal to and maintain tech savvy clientele. The implementation of a
web presence will be a significant improvement for IBX thus increasing the company’s exposure and
making company information much more accessible for potential clients.
The contact section within the web presence will improve the initial communication between potential
clients and the owner. The clients will be able to submit their project concepts while at the same time
building their contact information into the company database saving the owner time when reviewing
and responding to the inquires and preparing for project consultations.
Existing clients will have the ability to view their project invoices as quickly as the owner enters the
information. The owner will no longer need to keep project invoices or his laptop on hand while on the
job site thus reducing the risk of losing invoices and increasing his document organization. With less
time being spent on administrative duties and lost to disorganization the owner will have more time to
dedicate to the actual project work thus increasing productivity on the project and increasing profits.
In addition to the direct benefits for the stakeholders, the proposed system offers a great benefit to the
future development of IBX, scalability. As the client base and project work for IBX increase, the cloud

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based system will offer flexibility and the ability to support any new features and enhancements the
owner wishes to incorporate into the system.
Objectives
The proposed system has three main objectives:
 Internet presence
 Invoicing
 Scalability
One of the tasks is to promote IBX Builders by creating an internet website for the company. This site
will showcase past projects, services and ways to contact the company for further information. The site
will also promote the company by displaying its logo and provide a client friendly experience.
The website will provide the owner with the capability to create invoices and other billing
documentation for clients. Also, by using client provided email addresses the owner will create login
credentials that will be used to access the site. Email links will be provided throughout the
documentation allowing the client to communicate with the owner.
The owner has stipulated that the website should incorporate the capability to grow as the business
grows. Thus, the website should be able to provide future documentation and be accessible on multiple
browsers. Also, the site should be able to store multiple client database records and provide content
that will promote the site and the company.
Constraints
Budgetary Constraints
Because IBX Builders is a side job for the owner, there are a few budgetary constraints. The owner has
limited monetary resources to support creating a robust website or to finance search engine
optimization. This could limit visibility and lessen the client’s experience on the site.
Manpower Constraints
Since the owner is the only company employee, site administration and training are handled by one
person. Thus the owner must answer questions concerning logins, invoicing and general site layout.
Also the owner would be the only person creating and submitting invoices and other documentation.

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STAKEHOLDERS
Stakeholders are those entities that are affected or may have an effect on an effort by the company.
These entities may be individuals, communities or other companies. Understanding stakeholders is
necessary to ensure they are properly managed. There are two main types of stakeholders; primary and
secondary.
Primary Stakeholders
Primary stakeholders are entities who are directly interested and affected by the company.
The Owner
The owner is the biggest stakeholder in the company. He shoulders the responsibility of raising capital,
ensuring profitability and succession planning for the future of the company. Thus, the owner must
evaluate competitor prices, products and services to ensure the company stays competitive.
The Client
The client is the focus of the company and they seek quality products and services. The client is one of
the most immediate external stakeholders to be considered by the company. The purpose of IBX
Builders is to strive to satisfy or solve the client’s needs while also maintaining prices that lead to
increases in profit margin. However, creation of low quality products, poor client service or overly
aggressive pricing can cause client dissatisfaction.
Secondary Stakeholders
Secondary stakeholders can be vocal even when they have no monetary investment in the company. It
is important that the company reaches out so, these stakeholders know the company acknowledges
them and recognizes their stake in it.
The Suppliers
The company relies on its suppliers for good and services. The collaboration between the supplier and
the company allows for delivery of the best value to clients. If there are increases in supplier prices or
undue delays in deliveries then that can negatively impact projects.
The Subcontractors
Subcontractors are also affected by the project. If they perform poorly on the project then that will
cause delays and cause client dissatisfaction. This could lead to dispute in pay due to poor quality or the
owner may disassociate with the subcontractor altogether.

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EXECUTIVE SUMMARY: USE CASE PACKAGE
The proposed system we have depicted for IBX Builders does not require a significant overhaul of the
current systems and workflows. It will require the owner and his clients to learn how to interact
properly with the system in order to ensure the system is being utilized to its fullest capacity.
To support our project analysis, we have also compiled a use case specification package that outlines the
five use cases the proposed system will require. Those use cases are:
 Login
 Manage User
 Manage Invoice
 View Invoice
 Submit Contact Form
The use cases have been detailed individually to explain and depict how the stakeholders, “actors” will
interact with the proposed system and how the system will in turn react to the actions conducted by the
actors.

11
Use Case Specification: Login
Use Case Specification: Login ID UC-01 Priority High
Actor: Owner, Client
Description: This purpose of this use case is to explain the login and authentication process used to access the
system.
Trigger: User wants to login to the system.
Type: x External □ Temporal
Pre-conditions:
1. The user must already be setup in the system
2. The user must have the proper credentials to access the system
3. The user must have security questions properly configured
4. User must have appropriate access level assigned
Normal Course:
1. Login
a. Owner or Client request access to the system
b. Owner or Client enters username and password to access
the system (Alt. Course 1.1)
c. System verifies username and password are correct and assigns
user’s access level (Alt. Course 2.1 and 3.1)
d. Owner or Client is successfully authenticated and access is allowed
based on user’s access level
Information for Steps:
UserID
Password
Entry to the system.
Alternative Courses:
1.1 Owner or Client enters data in incorrect format
a. System displays error showing proper way to enter data
2.1 Owner or Client forgets password
a. System displays message to contact system administrator
3.1 Username or password or combination are incorrect
a. System displays message requesting user retry authenticating
b. User supplies incorrect data multiple times and account is locked
c. User is notified to contact system administrator
UserID
Pop-up window with notice
to contact system administrator
to reset password
Pop-up window
Notice that account is locked
Notice to contact system
administrator
Post-conditions:
1. The user is able to properly authenticate and is allowed defined user level access.
Exceptions:
1. User access has been revoked

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2. User is notified to contact system administrator
Summary:
Inputs Source Outputs Destination
UserID
Password
User
User

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Use Case Specification: Manage User
Use Case Specification: Manage User ID UC-02 Priority High
Actor: Client
Description: The purpose of this use case is to allow the owner to add, edit, or delete user accounts for current or
potential clients with IBX Builders, Inc. website.
Trigger: Owner wants to add, edit or delete a user in the system.
Pre-conditions:
1. The owner navigates to IBX Builders Inc.’s website.
2. Owner clicks login link and logs into the website.
Normal Course:
1. Add user
a. Owner selects add user link of the website
b. Owner is prompted for the following fields:
i. First name
ii. Last name
iii. Email (will act as user name)
iv. Password
v. Retype password
vi. Access Level
c. The database assigns a unique user ID number to the new user in
the user information table.
2. Edit user
a. Owner selects the edit user link on the website
b. Owner selects user
c. Website displays a form with the user’s information where the
owner can change the information in any of the fields.
d. Owner selects save to save the changes
3. Delete user
a. Owner selects the delete user link of the website
b. Owner selects a user from the drop down list
c. Website displays a pop-up window asking owner to confirm
deletion
d. Owner selects yes
Form fields
User ID
Drop down box displaying
active users alphabetically
Form fields same for adding
a user
Drop down box displaying
active users alphabetically

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1.1 Owner selects cancel instead of submit when completing the add user
of edit user form
a. Owner selects yes
b. Owner selects no
2.1 Owner closes website or their browser prior to submitting.
3.1 Owner does not complete all fields before clicking submit
4.1 Owner selects no on pop-up confirmation window when deleting a
user.
Website displays a pop-up
window asking owner if they
really want to cancel.
 Website returns owner
to the home page
to the form.
Website is closed and form is
not submitted.
window notifying the client
that all fields must be
completed before the form
can be submitted and then
returns the client to the
form.
The user is not deleted and
the website returns the
owner to the selection list
page.
Post-conditions:
1. This use case is successful when the owner can create, edit or delete a user. A row is added, changed or
removed in the User Information Table in the database.
Exceptions:
1. Server outage
a. Client is unable to access the website due to an error or outage of the server the website is hosted on.
Summary:
Form fields
Information
Selected user for deleting
Owner
Owner
User ID
User is removed from
database
User information table in
database
User information table in
database

15
Use Case Specification: Manage Invoice
Use Case Specification: Manage Invoice ID UC-03 Priority High
Actor: Owner, Customer
Description: The purpose of this use case is to explain the process to add, update, view and delete invoices.
Trigger: Owner wants to add, edit or delete an invoice.
Pre-conditions:
1. The user must be logged into the system with proper admin credentials
2. Database must be online
Normal Course:
1. Owner selects create invoice
a. Owner selects create invoice from menu
b. Owner is prompted for the following fields:
i. Invoice Number
ii. Client Number
iii. Job Description
iv. Invoice Total
v. Amount Outstanding
c. Owner enters required data
d. System verifies all required fields are entered in proper format
e. System creates invoice and returns to invoice screen
2. Owner selects edit invoice
a. Owner is offered list of available invoices
b. Owner selects invoice from list
c. Owner selects edit invoice
d. Owner is prompted for the following fields:
i. Client Number
ii. Client Name
iii. Job Description
iv. Invoice Total
v. Amount Outstanding
e. Owner enters required data
f. System verifies all required fields are entered in proper format
g. System creates invoice and returns to invoice screen
3. Owner selects delete invoice
a. Owner is offered list of available invoices
b. Owner selects invoice from list
c. Owner selects delete invoice
d. Owner is prompted to confirm deletion
e. Owner selects yes
f. Invoice is deleted
Invoice form from data store
Invoice to Data Store
Available invoices loaded
from data store
Invoice data loaded from
data store
Invoice to Data Store
Available invoices loaded
from data store

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g. System returns to invoice screen Invoice is deleted from data
store
1.1 Information is missing
a. Information is missing
b. System highlights missing field(s) and prompts user for
information
2.1 ID is already in use
a. ID entered already exists
b. ID field is highlighted and user is prompted to enter a different ID
3.1 Information entered in wrong format
a. Information is entered in improper format
b. System highlights incorrect field and prompts user for information
in correct format
Pop-up notification window
Post-conditions:
1. Invoice is created, updated or deleted
Exceptions:
Summary:
Available Invoices
Invoice details
Changes to invoice
Data Store
Owner
Owner
New Invoice
Edits to invoice
Delete invoice
Data Store
Data Store
Data Store

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Use Case Specification: View Invoice
Use Case Specification: View Invoice ID UC-04 Priority High
Actor: Client
Description: The purpose of this use case is to explain the process to view invoices.
Trigger: Client wants to view their invoices.
Pre-conditions:
1. The user must be logged into the system with proper admin credentials
2. Database must be online
Normal Course:
1. User selects view invoice
a. User clicks on view invoice
b. System pulls available invoices
c. User selects invoice to view
d. System displays invoice information to screen
e. User hits exit to close
f. System returns to invoice menu
Available invoices from data
store
Invoice info from data store
1.1 User selects the wrong invoice
a. User closes invoice
b. User returns to available invoice list
Post-conditions:
Exceptions:
Summary:
Available invoices
Selected invoice
Data Store
Client
Invoice details website

18
Use Case Specification: Submit Contact Form
Use Case Specification: Submit Contact Form ID UC-05 Priority High
Actor: Client
Description: The purpose of this use case is to allow a client to fill out and submit a form requesting more
information or contact from IBX Builders Inc.
Trigger: Potential client wants to contact or request contact from the owner.
Pre-conditions:
1. Client navigates to IBX Builders Inc.’s website
Normal Course:
1. Client clicks on the contact me link on the website
2. Website loads a new page with a form for the client to complete
a. Name
b. Email
c. Phone
d. Comments/Questions?
3. Client completes form
4. Client selects submit button
5. Completed form is emailed to Jason Arnold, owner of IBX Builders, Inc.
New webpage with form
Form fields
Email with form details sent
to owner
1.1 Client selects cancel instead of submit
a. Client selects yes
b. Client selects no
2.1 Client closes website or their browser prior to submitting the form.
3.1 Client does not complete all fields before clicking submit
window asking owner if they
really want to cancel.
to the home page
to the form.
Website is closed and form is
not submitted.
window notifying the client
that all fields must be
completed before the form
can be submitted and then
returns the client to the
form.

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Post-conditions:
1. This use case is successful when the client completes the contact form and submits it. An email is sent to
the business owner with the details of the form.
Exceptions:
1. Server outage
a. Client is unable to access the website due to an error or outage of the server the website is hosted on.
Summary:
Form fields
Information
Client Email Owner’s email box

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PRELIMINARY NON-FUNCTIONAL REQUIREMENTS
Security
Login Requirements: Access Levels (Owner, Client)
Password Requirements: Length
Special characters
Expiry
Recycling policies
Inactivity Timeout: Length and action upon timeout
Availability
Hours of Operation: 24/7 online
Recovery
Backup Generations: Backup site
Databases and online storage
Recovery Time Scales: 48 hours
Compatibility
Compatibility of Internet Browsers: Safari
Firefox
Google Chrome
Edge/Internet Explorer
Usability
Look and Feel Standards: Screen element density,
Layout and flow
Colors schemes,
UI metaphors
Keyboard shortcuts
Documentation
Required Documentation: Items and Audiences for each item

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