ADDIS ABABA UNIVERSITY

School Of Commerce
Department of Business Administration and
Information System

Analysis Phase for Yante Design & printing

Customer order management system

By :
1. Eden G/meskel BEE/0231/14
2. Judy Fikreyohannes BEE /3891/14
3. Nahom Basaznew BEE/ 3371/14
4. Yosef Befikadu BEE/6926/14

Submitted to: Dr. Minale A.

February/2026
 1. Introduction
The analysis phase is one of the most important parts of the system development
life cycle (SDLC). This phase focuses on understanding how the organization
currently works and identifying the real problems that need to be solved. Instead of
jumping directly into designing a system, this phase helps to clearly understand
what the business actually needs and what changes are required.
For Yanet Design and Printing, the analysis phase is very important because the
company is growing and handling more customers than before. As the workload
increases, the existing way of doing things becomes harder to manage. By
carefully analyzing the current situation, the business can identify gaps, reduce
mistakes, and plan a better system that supports daily operations and future growth.

2. Problem Definition
2.1 Current System Overview

Yanet Design and Printing was established in 2012 E.C. and is located around
Adisu Gebeya in Addis Ababa. The company provides services such as graphic
design, branding materials, and different printing products. At the moment, most of
the work is done manually. Customer orders are usually written in notebooks or
remembered through verbal communication. There is no central place where
customer details, order status, and payments are properly stored. Because of this, it
becomes difficult to track orders, especially when many customers place requests
at the same time. Sometimes orders are delayed, details are missed, or information
gets lost. Employees may also repeat work because previous records are not easy
to find. Preparing reports or checking past customer history takes a lot of time and
effort, and the information may not always be accurate.

2.2 Problem Statement

The main problem at Yanet Design and Printing is the absence of a well-organized
system to manage its daily activities. The current manual approach is slow and
inefficient, especially as the business continues to grow. This leads to poor record
keeping, delays in service delivery, difficulty in following up customer orders, and
limited support for management decisions. To overcome these challenges, the
company needs a computerized system that can simplify operations, improve
accuracy, and enhance overall service quality.
2.3 Stakeholders
Customers – They request design and printing services and expect quick, reliable,
and quality service.
Employees – Designers and printing staff who handle customer orders, designs,
and production tasks.
Owner/Management – Responsible for supervising daily operations, monitoring
performance, and making business decisions.
IT Support or System Administrator – Responsible for maintaining the system and
ensuring that data is safe and properly managed.

3. Requirements Gathering
3.1 Methods Used
To gather the requirements for Yanet Design and Printing, we used interviews
and observation. We interviewed the employees tounderstand how they do their
daily work. We asked them how theytake customer orders, write records,
Calculate prices, and handlepayments. They also told us the problems they face
when using the manual system.
We also observed the working process in the organization. Wewatched how custo
mers give orders, how designs are prepared, andhow printing is done. We saw how
employees write everything inbooks and files. This helped us understand clearly h
ow the currentsystem works and what problems exist.
3.2 Findings
From the interviews, we learned that the organization is using amanual system, and
this causes many problems. Sometimes recordsare missing or damaged. There are
also calculation mistakes. It takesa long time to find customer information because
everything iswritten on paper. Employees said they want a simple computerizedsys
tem that can help them record orders, manage payments, andcheck order status easi
ly.
From observation, we saw that it is hard to follow unfinished [Link] is no cle
ar system to know which orders are completed andwhich are still pending. Preparin
g reports also takes a lot of [Link] users expect a system that can save customer i
nformationsafely, calculate prices correctly, reduce errors, and save time.
3.3 Functional Requirements
The system must allow users to log in with a username andpassword. It should stor
e customer information. The system mustrecord new design and printing orders an
d update their status. Itshould calculate the total cost of design and printing. The sy
stemmust record payments and prepare receipts. It should allow users tosearch, edit
, and delete records when needed. It also needs toprepare daily and monthly sales r
eports. All information should besaved in a database.
3.4 Non-Functional Requirements
The system should be easy to use and understand. It should workfast without delay.
The system must keep customer and paymentinformation safe. It should be reliabl
e and reduce mistakes. Thesystem should work properly during working hour’s wit
houtstopping. It should also have a backup to prevent data loss.
4. Alternative Systems
This section presents and evaluates different system alternatives for the proposed
Customer Order Management System (COMS) at Yanet Design and Printing. The
evaluation is based on cost, customization, accessibility, technical complexity, data
control, and suitability to the company’s working environment.

4.1 Off-the-Shelf Applications

Description
Off-the-shelf applications are ready-made software solutions that can be purchased
and used with minimal customization. These include generic order management,
small business POS systems, and inventory tracking tools.
Advantage
Fast to deploy and easy to use
Vendor provides technical support and updates
Lower initial development effort
Limitations
Limited customization to match Yanet Design and Printing’s workflow
Recurring subscription or licensing costs
May not support design-only orders and internal job scheduling effectively
Data is often stored and controlled by the vendor
Assessment
This option is not suitable because the company requires a system tailored to its
combined design and printing process, internal scheduling, and communication
between office and warehouse.

4.2 Cloud-Based Solutions

Description
Cloud-based solutions are systems hosted on external servers and accessed through
the internet. Users can log in from different locations using a web browser.
Advantages
 Accessible from any location with internet access
Automatic system updates and backups
Scalable as the business grows

Limitations
Dependence on stable internet connectivity
Ongoing hosting or subscription costs
Data security and privacy concerns due to third-party storage
Limited system control
Assessment
Although cloud solutions support remote access, the cost and dependency on
reliable internet make this option less appropriate for the current business and
project environment.

4.3 ERP Solutions

Description
Enterprise Resource Planning (ERP) systems integrate multiple business functions
such as finance, human resources, procurement, and operations into a single
system.
Advantages
Centralized data and strong reporting capabilities
High level of system integration
Suitable for large-scale organizations
Limitations
High implementation and licensing costs
Complex to configure and maintain
Requires extensive staff training
More features than required for a medium printing business
Assessment
This option is not appropriate because Yanet Design and Printing does not require
full enterprise-level integration and the cost and complexity exceed project needs.

4.4 Open-Source Solutions

Description
Open-source solutions provide access to the system’s source code, allowing
developers to modify and customize the software according to business
requirements.
Advantages
No licensing cost
High flexibility and customization potential
 Full control over system features and data
Limitations
Requires strong technical skills for customization and maintenance
Limited formal technical support
Security and updates depend on the development team
Assessment
This option could meet system needs but increases development complexity and
maintenance responsibility for a student-based project team.

4.5 In-House Development

Description
In-house development involves designing and building a system specifically for
Yanet Design and Printing by the project team. The system will be developed as a
web-based application using HTML, CSS, PHP, and MySQL.
Types of In-House Systems Considered:
A. Web-Based Application
Advantages
Accessible from office and warehouse locations
Centralized updates and maintenance
Platform independent (works on any device with a browser)
Supports coordination with remote designers
Limitations
Requires internet or local network availability
Staff training is required
B. Mobile Application
Advantages
Portable and easy for quick updates
Limitations
Higher development effort for multiple platforms
Not suitable for detailed data entry and reporting
C. Desktop Application
Advantages
Can operate without internet
High performance on local machines
Limitations
Limited accessibility across locations
Difficult to maintain on multiple computers

Selected Alternative
In-House Web-Based Customer Order Management System
This option is selected because it provides full customization to support both
design and printing orders, internal scheduling, and communication between the
office and warehouse. It avoids licensing and subscription costs, allows centralized
system control, and supports access from multiple locations. It also aligns with the
technical tools and academic objectives of the project team, making it the most
practical and cost-effective solution for Yanet Design and Printing.

5. Requirement Structuring
The purpose of showing Unified Modeling Language (UML) diagrams during the
requirements analysis phase is to visualize, specify, and document the functional and
behavioral aspects of a system before technical implementation begins. These diagrams
act as a bridge between informal user requirements and formal technical specifications,
helping stakeholders, developers, and analysts share a common understanding of what the
system should do.
5.1. Data Flow Modeling – Data Flow Diagrams
Data Flow Diagrams (DFD) Show how data moves through a system. Focus on Data
Flow and Show how data moves through a system primarily emphasizes the flow of data
within a system but Limited to Processes and [Link] Mainly represents processes and the
flow of data among them. They are known used for Simplicity by Straightforward
representation of data flow, Clear Data Movement and Highlights how data moves
through processes.
The below diagrams show the data movement in the proposed system for Yanet design
and printing.
0-Level Data Flow Diagram (DFD)
Level 0 is the highest-level Data Flow Diagram (DFD), which provides an overview of
the entire system. It shows the major processes, data flows, and data stores in the system,
without providing any details about the internal workings of these processes.
 Context (level 0) dataflow diagram

1-Level Data Flow Diagram (DFD)

1-Level provides a more detailed view of the system by breaking down the major
processes identified in the level 0 Data Flow Diagram (DFD) into sub-processes. Each
sub-process is depicted as a separate process on the level 1 Data Flow Diagram (DFD).
The data flows and data stores associated with each sub-process are also shown.
 Level 1 data flow diagram

5.2. Use Case Modeling – Use Case Diagram

Purpose: Capture functional requirements from a user’s perspective.
A Use Case Diagram is a visual way to show how users (actors) interact with a system
and what functions (use cases) the system provides. It helps understand the system’s
behavior from the user’s perspective. Represents actors (users or external systems) and
use cases (system functionalities) which Shows the relationships between users and
system features. It also helps define system scope, requirements, and interactions clearly.
Use case diagram
5.3. Activity Modeling -Activity Diagram
Purpose: Model workflows or business processes; similar to flowcharts.
Elements: Actions, decisions, forks/joins, start/end nodes.
Activity diagrams show the steps involved in how a system works, helping us
understand the flow of control. They display the order in which activities happen and
whether they occur one after the other (sequential) or at the same time (concurrent).
These diagrams help explain what triggers certain actions or events in a system.
Activity diagram 1
Activity diagram 2

5.4. ER- Modeling - Entity-Relationship Diagrams (ERDs)

Purpose: Model data structure and relationships.
The Entity-Relationship Model (ER Model) is a conceptual model for designing a
database. This model represents the logical structure of a database, including entities,
their attributes, and relationships between them.
These ER model shows the relationship between the 5 entities that exist in the
proposed system which will be used to create a logical or conceptual design of the
database. This is where ER model plays a role. It is the most used graphical
representation of the conceptual design of a database. The ER model for proposed
system for Yanet design and printing is presented as follows.