Wilco Construction. Team 5 Information System Solution

Transcription

1 Wilco Construction Team 5 Information System Solution

2 Information System Solution Michele Grammatikas Julie Hom Antonio Muro Eric Simmons Robin Suh

3 Introduction Our focus is still on Equal Employment Opportunity Commission s (EEOC) government compliance issues. Based on business and system needs specified, the following initial draft of your system specification is submitted for your approval and iteration.

4 Presentation Outline Use Cases Context Diagram Data Flow Diagrams Level 0, Level 1 Entity Relationship Diagram Suggested Forms (Input) Potential Reports (Output) System Specification/Recommendations

5 Use Cases Input Project Wage Scale Output EEOC Requirement Output Employee Compensation Input New Project Input New Employee Output Weekly Pay Information

6 Context Diagram

7 Data Flow Diagram Level 0

8 DFD Level 1.1 Record New Employee

9 DFD Level 1.2 Record New Project

10 DFD Level 1.3 Create Time Card

11 DFD Level 1.4 Create Weekly Pay Summary

12 DFD Level 1.5 Create EEOC Report

13 DFD Level 1.6 State Compensation & Hours Report

14 Entity Relationship Diagram

15 Suggested Input Forms Necessary for EEOC & Payroll Employee Profile Project Time Card Project Information and Pay Schedule Potential Future Module Additions Product Price List Bid Cost Summary Inventory Equipment List

16 Potential Output Reports EEOC Compliance Report State Wage Scale Report Statement of Employee Hours and Compensation Weekly Employee Payroll Report

17 System Specification Recommendations Business interface with the system should be minimized as duties will be automated. The system should have the following capabilities: Web-based interface, back-up, and data storage Automated reporting Project & Asset Management.

18 Questions

19 3/27/2014 Wilco Construction Information System Solution Part II For: Professor Esther Gonzalez Team 5 Michele Grammatikas Julie Hom Antonio Muro Eric Simmons Robin Suh

20 Table of Contents Analysis Phase Background Information... 2 Executive Summary... 3 Use Cases... 4 Data Flow Diagrams... 5 Entity Relationship Diagram Normalized... 8 Documentation... 9 Conclusion

21 Background Information Earlier in the semester, Mary realized that the company was in jeopardy of losing its bread and butter state contracts due to a new law implemented by the EEOC. The law stated that a certain quota of minorities must make up a portion of the work force at any given time during state jobs. Mary talked to her daughter about the situation of the company and mentioned that a new employee would have to be hired to make the EEOC reports. Sue suggested that a new system could handle the reporting more efficiently. With the help of a ragtag team of system analysts called Team 5, Sue presented a system proposal to Wilco s managers. After reviewing Team 5 s system proposal from the planning stage, Wilco Construction Inc. has decided that the proposed system would fit their business needs. Now team 5 is tasked with finishing its analysis of the proposed system. To finish the analysis, the team must develop use cases, data flow diagrams, and an entity relationship diagram, all of which, are based on the forms that Mary uses on a day to day basis. Furthermore, Wilco Inc. would like to see the forms that will be required for inputs and reports. The forms and reports will be either for internal or external use such to report to the EEOC. 2

22 EXECUTIVE SUMMARY In the planning stage, our team decided to focus primarily on solving the problem of EEOC compliance and payroll reporting. The primary business need is reducing the risk of lost revenue due to non compliance with the State regulations in regard to EEOC requirements. State projects account for ninety percent of Wilco s revenue. Based on the feasibility study, these issues are the most pressing. We have determined that an information system solution designed to provide an EEOC compliance and payroll report should track employee and project information including: minority and gender status, job classification, job location, and employee hours. Such a system adds value as it will free time so management can focus on company expansion. It will also provide reporting flexibility as regulatory climates change. Within three months, operations will be improved as supervisors can access the system remotely. Future upgrades, such as asset management and job costing can be easily added later. Initially the $15,000 to $40,000 system integration will perform scheduled backups, support 10 or more users simultaneously as well as data for 50 or more employees. This system protects over $10 million in potential lost revenue. Considerations from the planning phase have been taken into account. In this analysis phase, user interviews and document analysis have revealed underlying requirements for the information system presented in this proposal. First, use cases representing how users and the system interact were developed. Three input use cases project wage scale,, new project, and new employee; as well as three output use cases EEOC requirement, employee compensation, and weekly pay are illustrated herein. Second, all data flow diagrams (DFDs) are depicted. Overall context and more detailed drawings are laid out. Third, an entity relationship diagram (ERD) is designed showing how various modules within the information system database interact with each other. The database interaction illustrated will make updating, modifying, and deleting information seamless. Compared to a manual system, reporting capabilities will be extremely enhanced. Finally, templates for numerous input forms and output reports have been provided. These are rough drafts to verify that all pertinent information has been included. Once system integration takes place formatting can be revised for optimal presentation. 3

23 Use Cases Use cases are formulated as a direct result of the elicitation stage after document analysis and interviews have been completed. All input and output processes have been reviewed and step by step procedures have been outlined. The procedure is highly detailed showing primary actor, trigger, preconditions, normal course, post conditions, inputs, outputs, information source, and destinations. These processes are then diagramed showing how data flows into and out of the system through user input (add, change, delete) and system output (reporting). 4

24 Data Flow Diagram The data flow diagrams are visual depictions of the business and information system processes derived from various use cases. We have identified seven processes: employee personal information input, project information input, state wage scale input, employee hours input, EEOC compliance output, employee compensation and hours output, and payroll summary output. All inputs will be updated with current information first. Then, on an ongoing basis the following steps will take place. Employee personal information is input through the employee profile form upon new hire. Upon project bid approval, management inputs project information. Once state project wage scales are received, management inputs this data. Management tracks employee hours real time as they clock in and out at each project on mobile devices. Once all data is input automated reports are temporally triggered (e.g. weekly payroll summary). These output reports include most importantly the EEOC compliance report to be provided to the EEOC. The Employee Compensation and Hours report can then be provided to the Department of Transportation. And finally, for employee verification payroll summaries can be produced for inclusion with pay checks. The context diagram has only two eternal entities. Despite the payroll system also being the system that creates forms that are sent to the Department of Transportation and EEOC they are sent to Wilco s management instead. This was decided as it allows management to review the compliance forms before being sent out for any mistakes and to catch if Wilco needs to change anything to fit compliance before it becomes an issue. Management also receives the wage scale from the Department of Transportation and entering it in, the Department of Transportation does not actually input any information into the system. Management also enters in any project information needed when a project is started and the number of hours employees under their supervision work. Employees when joining WIlco also enter their personal information into the system so Wilco can create an account and receive their weekly pay summary. The Data Flow Diagram Level 0 first process is recording in a new employee. The employee enters any personal information needed to create an account, which the data account information is sent to the employee data store. The second process, record a new project, management enters in the project information for the project and any employees 5

25 working in the project being created ID s are grabbed from the employee database. Management also enters in the project s wage scale information which is then sent to the wage scale data store. In the third process, create time card, Employee ID s are grabbed from the employees data store to keep track of their hours worked. It should be noted that only employee ID is recorded into the timecard data store to minimize personal information in one spot. Management then enters the work hours that employees worked on a particular job and then the timecards created are sent to the timecard database. Looking at create weekly pay summary, the fourth process, grabs employee hours and ID from timecard and then takes any other personal information from the employees data store. It uses the projects wage scale from the wage scale data store to calculate employee pay. Create EEOC Compliance Report, the fifth process looking at all the active projects from the projects data store and then grabs all the EEO codes for employees in those projects and uses it to create a compliance report to be sent to management so that they may review it and sent it to the EEOC after review. Finally, the sixth process, state compensation and hours worked form first looks at all active projects and then takes the timecard details of the employees that work in those projects to create a compensation report which is sent for management to be reviewed and sent to the Department of Transportation. The level 1 diagram of creating a new employee first asks employees to enter their personal information into the system to create an account after which the system assigns an employee ID to their account and adds the new employee account to the employee data store. The level 1 diagram of creating a new project first shows that management starts a project by adding the project information into the system and then the wage scale after which the system assigns it a project number to. Employees in that project are then linked to the project by the project number which is sent to employees data store. After everything is completed, the projects information is sent to the project data store as a new project. Looking at the level one diagram of creating a timecard, the system first creates an employee profile which it then uses to create a blank timecard. Management then fills in the employee timecard with the employee hours and whatever position in the project they have worked on and it is sent to the time card data store. 6

26 Level one of the creating a weekly pay summary process first finds the employee ID and the hours worked on certain position in a project. It then uses the projects wage scale linked to the hours from the wage scale data store to calculate the pay. The employee ID us then used to find any employee information needed for the pay summary from the employee data store after which the weekly pay summary is generated and sent to the employee. Level one of the creating EEO compliance report process first looks at all the projects from the projects data store and finds which ones are active. The employee information in the active projects is then taken from the employee data store and the minority status is found. The system then uses the hours of the employees worked from the timecard database to calculate how many hours minorities worked and the finished compliance report is sent to management. Level one of the create compensation and hours worked process first finds all active projects. All employees in active projects hours are gathered from the timecard database and used to compile a report on their activity and work load which is sent to management to be reviewed and later sent to the department of transportation. 7

27 Entity Relationship Diagram The Entity relationship diagram will allow the team to see how entities inside the database will be related, and how they will interact with each other. In this case the entities are: Employee Info Time Card Project Information Pay Scale Job Classification An Employee may or may not have many time cards but a time card must belong to one employee. Although it is unlikely that an employee will lack a time card, there may be a scenario where an employee is on an extended leave and therefore not have a time card. A Timecard must have one project but a project must have at least one timecard. A project can have several employees working there however, an order for a project to be considered a workplace it must have at least one employee working there. A project must have at least one pay scale and a pay scale can only have one project. In order to calculate the pay for employees, a project must have many pay scales for the different jobs. Furthermore, it is required to have at least one pay scale because a project will have at least one employee. A pay scale can only have one job class but a job class can have many pay scales. A pay scale is uniquely determined by a project number and a skill code, therefore a pay scale for the same job will technically be different for every project even if the pay is the same. A job class may have many time cards but a time card can have only one job classification. It is very likely that a project will require several employees that have the same job classification. The time card can only keep track of one job classification at a time. 8

28 Documentation The documentation forms are necessary to help support the organization of the operations internally and externally at Wilco Construction Company. Besides the state required forms, there are also several input forms that are necessary. The following are the recommended input forms and output reports: Input forms: Employee Profile Weekly Time Card Project Information Output reports: EEOC Compliance State Wage Scale Statement of Employee Compensation Weekly Employee Payroll The Employee Profile form was updated from the current employee form to further gather data about the employees for company files. Space for an employee picture, additional employee details, and the number of deductions were added to the form. In addition, a weekly Time Card input form was created so that managers can record and input the number of hours employees worked. This form captures pertinent information regarding each project for company records. The Project Information form was created to file the project and contractor information, project description, and pay schedule breakdown for the project. The EEOC Compliance report is to be submitted following each pay period for the job and specifies the details of overall hours worked, hours worked by female, and minority status. The State Wage Scale specifies the rate of pay that would be required for each job skill classification at each particular job and it is generated by the state for each job. The Statement of Employee Compensation is used to report the actual hours in each skill classification for each employee. This report is necessary to send to the state after each pay period. The Weekly Employee Payroll reports the detailed information on payroll and addresses the employee s 9

29 concerns of full information regarding allocation of weekly hours and pay. We also recommend implementing future documentation for the Product Price List, Equipment Inventory, and Cost Breakdown form of materials to support the organization of the tools and inventory. As the system is further integrated and Sue learns of information needed, the format of the forms can be by modified accordingly for presentation. 10

30 Conclusion In summary, the new information database system will eliminate the threat of lost revenue from non compliance with State regulation causing Wilco to lose all state projects. Initial data entry for EEOC compliance and payroll will be intense but once completed the new system will be efficient enough to eliminate the need for a full time administrative assistant. This process should take approximately three months. If you do hire administration support full time, additional modules for project and asset management can be added. Once all this is complete, business expansion is a very viable opportunity. 11

31 Use Cases: UC 2 Output Output EEOC requirement form UC 3 Output Statement of Employees' Pay to DOT UC 4 Input New project UC 5 Input General Employee Information form UC 6 Output Weekly pay information form UC 7 Input Weekly time card

32 Use Case Name: EEOC compliance statement form ID: UC 2 Priority: High Actor: EEOC Description: This use case describes how an EEOC compliance form is generated. Trigger: The end of a pay period Type: Temporal Preconditions: 1. Timecard database is available. 2. Project database is available 3. Employee information database is available. Normal Course: Information for steps: 1. The day after the pay period ends, system checks the project Active Projects database for all active and state projects. 2. The system checks the timecard database for each project to see List of employees for each which employees worked on a given project and job classification. project & job class. 3. System queries the employee database to see if an employee Minority status of each is a minority employee 4. The system outputs a report for each project details hours New reports worked by each employee and minority/non minority status. 5. Alert office admin that the reports are ready for use. Office Admin Post conditions: 1. EEOC compliance form is created for each project. 2. Administrator is notified that repots are ready. Summary Inputs Source Outputs Destination Active projects Project data base EEOC compliance report OHIO EEOC list of employees Time card database Alert Office administrator Minority status Employee database Job classifications Skill database

33 Use Case Name: State Compensation & Hours Worked Form ID: UC 3 Priority: High Actor: DOT Description: Trigger: This use case describes how a statement of employee earnings is created for the DOT. The end of a pay period Type: Temporal Preconditions: 1. Project database is available. 2. Timecard database is available. Normal Course: Information for steps: 1. The day after the pay period ends, system checks the project Active Projects database for all active and state projects. 2. The system checks the timecard database for each project to see List of employees for each which employees worked on a given project and job classification in the project & job class. last pay period 3. The system outputs a report for each project showing Hours worked by each employee for Regular & Overtime hours. Earnings report. 4. An alert is sent to the office administrator relaying that the forms Alert are ready. Post conditions: 1. State compensation and hours worked form is created. 2. Administrator is notified that reports are ready. Summary Inputs Source Outputs Destination Active Projects Project database Earnings report OHIO DOT List of employees, hours, Timecard database Alert Office administrator and skill classification

34 Use Case Name: New Project ID: UC 4 Priority: High Actor: Management Description: Trigger: Office adminstrator sets up a new project in the database. Wilco starts a new project. Type: External Preconditions: 1. Project information form is filled out completely. 2. Wage scale form has been received from the DOT Normal Course: Information for steps: 1. Project Wage Scale Form is received from the DOT Project number idenfication number. Project Wage Scale 2. Administrator inputs the location & description of the Project Location new project and wage scale information Project description 3. System records a new project with specifications in the Project New record is created in database project database. 4. System records a the wage scale for the project in the New record is created in wage scale database. wage scale database Post conditions: 1. A new record is created in the project database for the relevant project. 2. A new record is created in the wage scale database. Summary Inputs Source Outputs Destination Project number Management Project record Project database project Location DOT Wage scale record Wage scale database Project description Wage scale info

35 Use Case Name: New Employee ID: UC 5 Priority: High Actor: Employees Description: Trigger: Office adminstrator sets up a new employee in the system A new employee is hired Type: External Preconditions: 1. Employee database is available and on line 2. General employee information form is filled out by new employee. Normal Course: Information for steps: 1. Administrator inputs new employee information into the system Employee information 2. System assigns employee a unique employee number Employee number 3. New employee is recorded in employee database New record is created in employee database. Post conditions: 1. A new record is created in the project database for the relevant project. Summary Inputs Source Outputs Destination Employee information Employee Info Form Employee number Employee database New employee record

36 Use Case Name: Weekly Pay Form ID: UC 6 Priority: High Actor: Employees Description: Trigger: Weekly Pay forms are generated. Pay period ends. Type: Temporal Preconditions: 1. Employee database is available and on line 2. Timecard database is available and online. 3. Payscale database is available and online. Normal Course: Information for steps: 1. System checks for all employees in timecard databse with hours Hours worked in the last pay period 2. System checks Payscale database for hourly rate based Payscale on regular/overtime, project, and skill code. 3. System pulls employee information for each employee from the Employee info Employee database 4. Report is generated for each employee listing type of hours worked, Weekly Pay form at which skill level, and final pay after deductions. 5. Alert is sent to Administrator that reports are ready to review. Alert Post conditions: 1. A weekly pay form is created for each employee 2. Administrator is notified that reports are redy. Summary Inputs Source Outputs Destination Hours worked Timecard database Weekly Pay Form Employee Payscale Payscale database Alert Administrator Employee Info Employee info database

37 Use Case Name: Time Card ID: UC 7 Priority: High Actor: Management Description: Trigger: Weekly Timecard is input for the accrued weekly hours Work week ends Type: Temporal Preconditions: 1. Employee database is available and on line 2. Timecard database is available and online. 3. Written timecards are available Normal Course: Information for steps: 1. Management inputs hours worked for each employee Employee Info Hours worked 2. System records all info in Timecard database Payscale Post conditions: 1. A new record for each employee is made in Timecard database Summary Inputs Source Outputs Destination Employee Info Written Time Cards New timecard record Timecard database Hours worked

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42 Wilco Construction Co. Employee Profile Paul Smith Employee ID: Government ID: Last Name: Paul M.I: D. First Name: Smith Date of Birth: 3/4/1990 Gender: Male Home Address: 908 W. Capital Way City Tacoma Zip State CA Telephone Number: (714) Marital Status: Single EEO Code: 2 Number of Deductions: Details: Paul Smith graduated from ABC University, US with a Bacherlor degree in Upon joining the company as a sales representative in 1997, he spent 6 months in orientation program at Seattle. He was promoted to Sales Manager in May Lilly Smiles Employee ID: Government ID: Last Name: Smiles M.I: D. First Name: Lilly Date of Birth: 2/5/1991 Gender: Female Home Address: 23 Data Lane City Orange Zip State CA Telephone Number: (714) Marital Status: Single EEO Code: 2 Number of Deductions: Details: Lilly Smiles graduated from ABC University, US with a Bacherlor degree in Upon joining the company as a sales representative in 1997, he spent 6 months in orientation program at Seattle. He was promoted to Sales Manager in May John Snow Employee ID: Government ID: Last Name: John M.I: D. First Name: Snow Date of Birth: 3/4/1987 Gender: Male Home Address: 283 E. Titan Way City Tacoma Zip State CA Telephone Number: (714) Marital Status: EEO Code: Deductions: Details: John Snow graduated from ABC University, US with a Bacherlor degree in Upon joining the company as a sales representative in 1997, he spent 6 months in orientation program at Seattle. He was promoted to Sales Manager in May 2000.

43 Wilco Construction Co. Time Card Manager Name: Project ID: Week Ending Date: Date Employee ID Time In Time Out Skill Code Manager signature Date

44 BID COST SUMMARY LIST OF MATERIALS AND COSTS Qty. Description Cost Total 5 2x8x10 lumber $6.75 $ x4x10 lumber $4.97 $ Joist brackets $2.49 $ Box of screws, 2 in $6.67 $ Box of nails, 10 penny $3.25 $ Pair of gloves, leather $7.75 $ Laborer charges $ $ Subtotal $ Tax rate 7.50% Tax $33.24 Grand total $ Page 1 of 2

45 BREAKDOWN OF MATERIALS AND COSTS TOTAL NOTES Laborer charge Laborer charges $ x4x10 lumber 2x4x10 lumber $99.40 Joist brackets $74.70 Joist brackets 2x8x10 lumber $33.75 Pair of gloves, l 2x8x10 lumber Pair of gloves, leather $15.50 Page 2 of 2

46 EQUIPMENT INVENTORY FORM Equipment ID Equipment Description Equipment Value Maintenance Date 1001 CAT Crane 5000 lbs. $ 20, /31/ CAT Bobcat 2010 $ 10, /31/ Ford Dump Truck $ 15, /31/ Ford Service Van $ 12, /31/2013 Page 1 of 1

47 PRODUCT PRICE LIST *Bulk pricing applies to quantities of 12 or more units Last Updated: [DATE] PRODUCT NUMBER SUPPLIER PHONE PART NUMBER DESCRIPTION RETAIL PRICE/UNIT BULK PRICE/UNIT 1001 Ferguson Enterprises SCHD40WYE Plumbing PVC pipe wye (schedule 40) $8.50 $ Ferguson Enterprises SCHD60WYE Plumbing PVC pipe wye (schedule 60) $9.50 $ HD Supply ELECBOX2PL Electric Box 2 way plug $3.00 $ HD Supply ELECBOX2PL/1SW Electric Box 2 way plug, 1 light switch $3.50 $1.50 Page 1 of 1

48 PROJECT INFORMATION FORM PROJECT INFORMATION CONTRACTOR INFORMATION Project ID OH PIK Contractor ID Project Location 5 miles south of Beaver, Ohio on SR 335 Name Wilco Construction Company Project Description (Pike County). Address Knockemstiff Replacement of Single span two lane bridge (pre stressed beam type). City, State ZIP Ross County, OH EEOC Compliance Certificate Expires On 12/31/2014 Detailed Pay Schedule Breakdown for Regular Hours Code Job Classification Basic Hourly Fringe Benefits Rate Payments Total Compensation LAB Labor CAR Carpentry MAS Masonry IRN Iron Work EQP Equipment Operation