CHAPTER III SYSTEM DESIGN OF THE PROPOSED ONLINE SYSTEM

NARRATIVE DESCRIPTION OF THE PROPOSED ONLINE SYSTEM

For the proposed online system, the developers have gathered data on how to make the transaction simple, easy and convenient for the users. If the user does not want to be a member, he/she can still navigate the site freely. The user can view the service request form but the system prompts the user to create an account if he/she attempts to submit the service request form. If the user wants to request for a service repair, he/she must access the service request form. First, the customer registers an account and fills up necessary information about him/her such as first name, last name, complete address, e-mail address, contact number, username, and password. After creating an account, the customer may now go to the services page and select the category of the appliance they want to be repaired. After selecting a category, the customer is now ready to request for a service repair. Second, in the service request form the user may or may not input the model number, serial number, and warranty number of the appliance. But they must indicate the quantity of how many appliance/s are needed to be repaired and give a short description of the possible problem why their appliance/s is not working.

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Third, the customer chooses what date and time they prefer to be visited by the technicians by choosing the desired date and time. There are a limited number of service requests that can be processed and if the users preferred schedule is already full, they must select another available schedule. The choices for the time would be 8am-11am, 11am-2pm and 2pm-5pm. All the holidays and Sundays date are not allowed for scheduling requests. Fourth, the customer may choose their mode of payment whether through PayPal, using credit card, or over the counter. For credit card and PayPal transactions, the customer must put the needed information to allow payment transaction. The system generates an unofficial receipt as proof of an online service request. The payment and unofficial receipt is given to the technician and the technician in return gives to the customer the official receipt as proof of payment for the service rendered. Lastly, the customer submits the service request form. The summary of the transaction is seen on the customers account provided that he/she may cancel his/her service request. After submitting the form, the customer waits 24 hours for the confirmation of the service request.

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NEW BUSINESS PROCEDURE AND POLICIES (TERMS AND CONDITIONS)

The proposed system will come up with a new and improve business processes with which will be implemented on the Online Service Request System for AC Appliance Service Provider. The following policies are as follows:

Terms and Conditions: 1. Customers need to register an account to access the service request form. 2. Cancellation of service repair request should be made before 24hours of scheduled appointment. 3. No cancellation fee for scheduling an appointment but there will be no refund for the payment. 4. No appointments to be scheduled on current dates, Holidays, and Sundays. 5. The administrator have the right to cancel any scheduled service repair request due to unpredictable weather conditions on the specific area (e.g. flooded area, landslide, etc) for safety reasons of the company's workers. 6. Repairing of the physical appearance of the appliance is not covered in the technician's job (.e.g. dent on the casing) 7. On the day of your appointment, the technicians will only just check for the defect in the appliance to see if the damage/s are minor or major damages. The technician/s will repair the appliance on the day of the check-up provided that

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they have the necessary tools needed in the repair but if some parts are needed to be replaced, the technician will continue his repair on other date. 8. The service center will not accept check-up or repair of appliances of other brands because it is exclusive only to Whirlpool products. 9. AC Appliance Service Provider can only cater customers within Metro Manila only.

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TOOLS IN DESIGNING THE PROPOSED NEW SYSTEM A. ENTITY-RELATIONSHIP DIAGRAM

Figure 3.0 Entity-Relationship Diagram

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B. DATABASE STRUCTURE NORMALIZATION PROCESS UNNORMALIZED FORMS customerid appliance_no description address warranty date_saved summary_no username customer_no firstname contact serial_no schedule_no total_amount password appliance_type lastname email quantity schedule_date service_status description_no model_type gender date amount time

Table 1.0 Unnormalized Forms

Table 1.0 shows the unnormalized forms of the online service request system. It will be broken up into several tables so that each attributes are easily sorted according to their respective tables in the systems database.

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FIRST NORMAL FORM

firstname lastname gender address contact email

customerid customer_no username password amount total_amount

appliance_no appliance_type model_type description description_no warranty serial_no quantity

schedule_no schedule_date summary_no time date date_saved service_status

Table 1.1 First Normal Form Table 1.1 shows the first normal form of the online service request system.

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SECOND NORMAL FORM

Customer Account Table / Registration Table customerid customer_no username password firstname lastname gender address contact email

Schedule Table / Summary Schedule Table schedule_no schedule_date time date date_saved appliance_no customer_no total_amount service_status summary_no

Damage Description Table description_no description appliance_no customer_no appliance_type model_type

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Appliance Table customer_no appliance_no appliance_type warranty model_no model_type serial_no date_saved amount total_amount

Table 1.2 Second Normal Form Table 1.2 shows the second normal form of the online service request system.

DEFINITION OF TABLES (TABULAR FORM) Table Name Customer Account Table Registration Table Schedule Table Summary Schedule Table Damage Description Table Appliance Table Service Request Table Definition Contains information about the customers. Contains information about the customers. Contains information about the service request schedule. Contains the summary of service request. Contains information about the description of damage in the appliance/s. Contains information about the appliance/s. Contains information about the service repair request. Table 1.3

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DATA DICTIONARY
Field Name customerid lastname firstname email address contact description appliance_type appliance_no model_no model_type warranty description_no customer_no schedule_no scheduled_date time date_saved quantity amount admin_username admin_password Number of appliance to be repaired Amount of the service checkup/repair Administrators username Administrators password int int varchar varchar 20 20 50 20 Scheduled date of repair Scheduled time of repair Description Customers ID Customers last name Customers first name Customers email address Customers address Customers contact number Status of the damage of the appliance Type of appliance Appliances name Model type of the appliance Warranty no. of the appliance Warranty no. of the appliance Data Type int varchar varchar varchar varchar int varchar varchar varchar varchar int int int int int varchar int Field Size 20 50 50 30 50 10 50 50 50 20 50 20 20 20 20 20 20

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admin_fname admin_lname admin_email admin_id credit_no credit_brand total_cost username password

Administrators first name Administrators last name Administrators email address Administrators ID Credit card number Credit card name Total cost of service repair expenses Customers username Customers password

Varchar Varchar varchar int int varchar int varchar varchar

50 50 30 20 20 50 30 50 20

Table 1.4 Data Dictionary

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C. DATA FLOW DIAGRAM (DFD) CONTEXT DIAGRAM

PAYMENT APPLIANCE INFORMATION SERVICE REPAIR DETAILS SERVICE REQUEST ENCODES UNOFFICIAL RECEIPT SCHEDULED SERVICE REPAIR SERVICE REQUEST TRANSACTIONS

CUSTOMER INFO DETAILS CUSTOMER

ONLINE SERVICE REQUEST SYSTEM

ADMIN INFO DETAILS

STAFF (ADMIN)

SCHEDULED SERVICE REQUEST VALIDATED SERVICE REPAIR DETAILS GENERATE UNOFFICIAL RECEIPT

SERVICE REQUEST STATUS VALIDATED SCHEDULED SERVICE REPAIR RETRIEVED SERVICE REQUEST TRANSACTIONS

Figure 3.1 Figure 3.1 shows the data flow diagram-context diagram of the online service request system.

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DIAGRAM 0 AND EXPLODED DIAGRAMS

CUSTOMER

CUSTOMER INFO

1.0
REQUEST FOR SERVICE REPAIR

2.0
FILL UP NEEDED INFO

7.0
ADMINISTRATOR LOGIN ADMIN ACCOUNT

3.0 10.0
MAKE PAYMENT LOGIN TO YOUR ACCOUNT D1 CUSTOMERS INFORMATION

9.0
UPDATES CUSTOMER INFO TRANSACTION

UPDATES CUSTOMER INFO

4.0
AVAIL SERVICE REQUEST FORM

5.0
D2
SCHEDULE

SCHEDULED LIST

8.0
VERIFIES SCHEDULED REPAIR

AN APPOINTMENT VERIFIED REQUEST SCHEDULE

UPDATES STATUS

6.0
SUBMIT SERVICE REQUEST FORM

D3

PAYMENT DETAILS

11.0
GENERATE UNOFFICIAL RECEIPT

PAYMENT DETAILS

Figure 3.2

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Figure 3.2 shows the level 1 of the data flow diagram which illustrates how a customer and the system interact together. It is also shown how and where the data flows from one process to another.

D. INPUT-PROCESS-OUTPUT (IPO) CHART

Input Customers Information

Process Add Update Delete Add Update Delete Double check warranty Add Update Delete Update Delete Repair Compute Total Payment

Output

List of Customer Report

Warranty Transaction

List of Warranty Transaction Backup Report

Schedule Transaction

List Transaction Backup

Service Repair Transaction

Transaction Backup Official Receipt

Table 1.5 Table 1.5 shows the input process output chart which gives an idea about the basic procedures of the online service request system for AC Appliance Service Provider.

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