Wilco Construction - MICHELE A. GRAMMATIKAS Outline • Use Cases • Context Diagram • Data Flow...

Wilco ConstructionTeam 5

Information System Solution

Information System Solution

Michele Grammatikas

Julie Hom

Antonio Muro

Eric Simmons

Robin Suh

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.

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

Use Cases

• Input Project Wage Scale• Output EEOC Requirement• Output Employee Compensation• Input New Project• Input New Employee• Output Weekly Pay Information

Context Diagram

Data Flow Diagram – Level 0

DFD – Level 1.1 Record New Employee

DFD – Level 1.2 Record New Project

DFD – Level 1.3 Create Time Card

DFD – Level 1.4 Create Weekly Pay Summary

DFD – Level 1.5 Create EEOC Report

DFD – Level 1.6 State Compensation & Hours Report

Entity Relationship Diagram

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

Potential Output Reports

• EEOC Compliance Report• State Wage Scale Report• Statement of Employee Hours and Compensation• Weekly Employee Payroll Report

System SpecificationRecommendations

• 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

.

Questions

3/27/2014

Wilco ConstructionInformation System Solution – Part II For: Professor Esther Gonzalez

Team 5 Michele Grammatikas Julie Hom Antonio Muro Eric Simmons Robin Suh

1

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 .................................................................................................................................................. 11

2

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.

3

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.

4

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, pre‐

conditions, 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).

5

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

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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.

7

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.

8

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.

9

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

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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.

11

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.

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

Use Case Name: EEOC compliance statement form ID: UC‐2 Priority: High

Actor: EEOC

Description:

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.

Minority status of each

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.

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

This use case describes how an EEOC compliance form is generated.

3. System queries the employee database to see if an employee

is a minority

Summary Inputs Source Outputs Destination

Use Case Name: State Compensation & Hours Worked Form ID: UC‐3 Priority: High

Actor: DOT

Description:

Trigger: The end of a pay period

Type: Temporal

Preconditions:

1. Project database is available.

2. Timecard database is available.


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.

Active Projects Project database Earnings report OHIO DOT

List of employees, hours, Timecard database Alert Office administrator

and skill classification


This use case describes how a statement of employee earnings is created for the DOT.

Use Case Name: New Project ID: UC‐4 Priority: High

Actor: Management

Description:

Trigger: 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


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.

Project number Management Project record Project database

project Location DOT Wage scale record Wage scale database

Project description

Wage scale info

Office adminstrator sets up a new project in the database.


Use Case Name: New Employee ID: UC‐5 Priority: High

Actor: Employees

Description:

Trigger: 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.


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.

Employee information Employee Info Form Employee number Employee database

New employee record

Office adminstrator sets up a new employee in the system


Use Case Name: Weekly Pay Form ID: UC‐6 Priority: High

Actor: Employees

Description:

Trigger: Pay period ends.

Type: Temporal

Preconditions:


2. Timecard database is available and online.

3. Payscale database is available and online.


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.

Hours worked Timecard database Weekly Pay Form Employee

Payscale Payscale database Alert Administrator

Employee Info Employee info database

Weekly Pay forms are generated.


Use Case Name: Time Card ID: UC‐7 Priority: High

Actor: Management

Description:

Trigger: Work week ends

Type: Temporal

Preconditions:


2. Timecard database is available and online.

3. Written timecards are available


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

Employee Info Written Time Cards New timecard record Timecard database

Hours worked

Weekly Timecard is input for the accrued weekly hours


M.I: Details:

City ZipState

M.I: Details:

City ZipState

M.I: Details:

City ZipState

First Name: Snow John Snow graduated from ABC University, US with a Bacherlor degree in 1980. 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.

Date of Birth: 3/4/1987Gender: Male

Home Address: 283 E. Titan Way

Tacoma 98401

CA

John Snow

Last Name: John D.

Deductions:EEO Code:

Government ID: 777486572522Employee ID: 123456789

Marital Status:

Lilly Smiles graduated from ABC University, US with a Bacherlor degree in 1980. 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.Orange 92620

CA

Telephone Number: (714) 535‐2323Marital Status: Single

EEO Code:

First Name: LillyDate of Birth: 2/5/1991

Gender:

Number of Deductions:

1234567898

(714) 555‐4848

Smiles D.

2

Female

Home Address: 23 Data Lane

Male

Paul D.

Date of Birth:Gender:

Paul Smith

Paul Smith graduated from ABC University, US with a Bacherlor degree in 1980. 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.

Number of Deductions:

Home Address:

Single

Employee ID:

Telephone Number:

98401

3/4/1990

908 W. Capital Way

Wilco Construction Co. Employee Profile

Lilly Smiles

First Name:

Government ID:

Smith

EEO Code: 2

Tacoma

CA

Marital Status:

123456

Last Name:

Telephone Number: (714) 323‐2341

Government ID: 1454567875Last Name:

Employee ID: 456789

Manager Name:

Project ID:

Week Ending Date:

Date Employee ID Time In Time Out Skill Code

Manager signature Date

Wilco Construction Co. Time Card

LISTOFMATERIALSANDCOSTS

Qty. Description Cost Total

5 2x8x10 lumber $6.75 $33.75

20 2x4x10 lumber $4.97 $99.40

30 Joist brackets $2.49 $74.70

2 Box of screws, 2 in $6.67 $13.34

2 Box of nails, 10 penny $3.25 $6.50

2 Pair of gloves, leather $7.75 $15.50

2 Laborer charges $100.00 $200.00

Subtotal $443.19

Tax rate 7.50%

Tax $33.24

Grand total $476.43

BIDCOSTSUMMARY

Page 1 of 2

BREAKDOWNOFMATERIALSANDCOSTS

TOTAL NOTES

Laborer charge $200.00

2x4x10 lumber $99.40

Joist brackets $74.70

2x8x10 lumber $33.75

Pair of gloves, l $15.50

Laborer charges

2x4x10 lumber

Joist brackets

2x8x10 lumber

Pair of gloves, leather

Page 2 of 2

Equipment ID Equipment Description Equipment Value Maintenance Date

1001 CAT Crane ‐ 5000 lbs. $ 20,000.00 12/31/2013

1002 CAT Bobcat ‐ 2010 $ 10,000.00 12/31/2013

1003 Ford Dump Truck $ 15,000.00 12/31/2013

1004 Ford Service Van $ 12,000.00 12/31/2013

EQUIPMENTINVENTORYFORM

Page 1 of 1

LastUpdated: [DATE]PRODUCT NUMBER SUPPLIER PHONE PART NUMBER DESCRIPTION RETAIL PRICE/UNIT BULK PRICE/UNIT

1001 Ferguson Enterprises 800‐123‐4567 SCHD40WYE Plumbing ‐ PVC pipe wye (schedule 40) $8.50 $3.501002 Ferguson Enterprises 800‐123‐4567 SCHD60WYE Plumbing ‐ PVC pipe wye (schedule 60) $9.50 $3.751003 HD Supply 949‐123‐4567 ELECBOX2PL Electric ‐ Box 2‐way plug $3.00 $1.251004 HD Supply 949‐123‐4567 ELECBOX2PL/1SW Electric ‐ Box 2‐way plug, 1 light switch $3.50 $1.50

PRODUCTPRICELIST*Bulkpricingappliestoquantitiesof12ormoreunits

Page 1 of 1

PROJECTINFORMATIONFORM

PROJECTINFORMATION CONTRACTORINFORMATION

Project ID OH‐PIK‐335‐005 Contractor ID 33‐12345

Project Location 5 miles south of Beaver, Ohio on SR 335 Name Wilco Construction Company

(Pike County). Address Knockemstiff

City, State ZIP Ross County, OH 80286

EEOC Compliance Certificate

Expires On 12/31/2014

ProjectDescription

DetailedPayScheduleBreakdownforRegularHours

Code Job ClassificationBasic Hourly

Rate

Fringe Benefits

PaymentsTotal Compensation

LAB Labor 11.00 3.00 14.00CAR Carpentry 12.00 3.00 15.00MAS Masonry 13.00 3.00 16.00IRN Iron Work 14.00 3.00 17.00EQP Equipment Operation 15.00 3.00 18.00

Replacement of Single‐span two‐lane bridge (pre‐stressed beam type).

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