Khóa luận tốt nghiệp: Building an automated workflow tool for business data analysis in retail

Data helps retail stores better understand their customers, products andmarkets.. The data management application for retail stores presented in this report is an effective solution to s

VIETNAM NATIONAL UNIVERSITY HO CHI MINH CITY UNIVERSITY OF INFORMATION TECHNOLOGY ADVANCED PROGRAM IN INFORMATION SYSTEMS

CAP HUU ANH DUC - 17521295

BUILDING AN AUTOMATED WORKFLOW TOOL

FOR BUSINESS DATA ANALYSIS IN RETAIL

BACHELOR OF ENGINEERING IN INFORMATION SYSTEMS

THESIS ADVISORS PH.D DO TRONG HOP PH.D TRAN VAN THANH

HO CHI MINH CITY, 2024

To complete this thesis, I would like to thank the teachers of the Department of

Information Systems, University of Information Technology - Vietnam National

University, Ho Chi Minh City for creating opportunities to study, practice and

accumulate Accumulate knowledge and skills to carry out the thesis

I would like to express my sincere gratitude to my advisors, Mr Do Trong Hop and

Mr Tran Van Thanh, for their guidance and support throughout this research

process The teachers’ expertise, knowledge and patience are invaluable to me

Due to my limited knowledge and lack of practical experience, it is difficult to

avoid shortcomings in the thesis content I look forward to receiving comments andfurther teaching from you teachers

Finally, I would like to wish you good health and much success in your work

Best regards

CHAPTER 2 REQUIREMENT SPECTFICATION -2-ccscs<csee 5

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LIST OF FIGURES

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LIST OF TABLES

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Data is an extremely valuable asset for retail stores in today's era of science and

technology Data helps retail stores better understand their customers, products andmarkets From there, retail stores can make more informed business decisions,

improve operational efficiency and compete in the market

The data management application for retail stores presented in this report is an

effective solution to solve problems related to data processing and exploitation,

helping retail stores manage data effectively

CHAPTER1 INTRODUCTION

1.1 Introduction

In the modern business landscape, data is an extremely valuable asset for retail stores.Data helps retail stores better understand their customers, products and markets Fromthere, retail stores can make more informed business decisions, improve operationalefficiency and compete in the market

The data management application for retail stores presented in this report is aneffective solution to help retail stores manage data effectively This applicationprovides the following functions:

e Manage customer data, products, orders, : The application helps retail stores

store and manage all data related to their business activities completely andaccurately

e Display data in charts: The application helps retail stores display data in an

intuitive, easy-to-understand form This makes it easier for retail stores toanalyze data and make more informed business decisions

e Automate repetitive tasks: The application helps retail stores automate

repetitive tasks, saving time and costs

e Customizable and scalable: The app can be customized to meet the specific

needs of each retail store In addition, the application is also scalable to meetthe needs of retail stores of different sizes

Data management application for retail stores is an effective solution to help retail

stores improve operational efficiency and compete in the market.

1.2 Research problems

Managing data effectively is a challenge for many retail stores Retail stores oftenencounter the following problems:

e Distributed data: Retail store data is often stored in many different places, such

as in CRM, ERP, POS systems, etc This makes accessing and managing data

difficult becomes difficult and expensive

e Confusing data: Retail store data is often stored in text or spreadsheet format

This makes data analysis difficult and time-consuming

e Lack of effective data analysis tools: Retail stores often lack effective data

analysis tools to help them better understand their data

Based on the above issues, specific research issues for data management applicationsfor retail stores include:

e Effective data integration methods: How to effectively integrate data from

many different sources into a single system?

e Visual data display models: How to display data in a visual,

easy-to-understand form?

e Effective data analytics tools: How can we provide effective data analytics

tools that help retail stores better understand their data?

Additionally, specific research problems can also be identified based on the specific

needs of retail stores For example, one retail store may need to research how to usedata to predict customer needs, while another retail store may need to research how

to use data to Optimize your supply chain

Management functions help retail stores better understand their customers, productsand markets From there, retail stores can make more informed business decisions,

improve operational efficiency and compete in the market

CHAPTER 2 REQUIREMENT SPECIFICATION

2.1 Functional requirements

2.1.1 Automation function

The automation feature is one of the most important features of the system, which isthe basis for implementing the system's features Every automation process must

include the following steps:

e Schedule with trigger

e Start

e Execution

e End

The automation feature must allow users to configure automation process steps,

schedule or event-driven automation processes, and track the status of automation

Processes.

Because business operations will constantly change, automation functions must beable to expand easily, with the ability to integrate additional external systems when

necessary.

In addition, because application users may not have a good background in technology,

the user interface must be minimalist, easy to use, and easy to operate

2.1.2 Statistic function

The statistical function must support a variety of chart types to display the most

complete information possible to help users get an overview of the data

2.2 Non-functional requirements

Scalability: The application must be scalable to meet growing user needs, such

as the ability to add new features, handle more data

Reliability: Automated processes must be highly reliable, meaning they mustoperate accurately and without interruption

Performance: The app must have performance that meets user needs, such asfast response time, and the ability to handle large amounts of data

Security: The application must ensure safety and data security such as usingencryption measures, user authentication

Usability: The app should be easy to use and learn, such as having a

user-friendly interface, supporting online help

Supportability: The application must be well supported such as availability

of documentation, phone or email support

Efficiency: Automated processes must be efficient, meaning they mustcomplete tasks quickly and cost-effectively

Customizability: Automation processes must be customizable to meet thespecific needs of the organization

User requirements: Non-functional requirements must meet user needs and

expectations

Technical factors: Non-functional requirements must be technically feasibleand consistent with the application's technology platform

CHAPTER 3 ANALYSIS AND DESIGN

Create account

Manage account nesses «extend» Update account

Figure 3.4 Detai use-case: Manage account

Table 3.1 List of actors

9 | Schedule job Set up a job to run at a specified time or date

II | Cancel job Terminate a job that is currently in progress.

12 | Delete job Remove a job from the system or the database

Perform tasks and activities related to the creation,

13 | Manage account ¬

management, and termination of an account

14 | Create account Establish a new account for a user

Change the information associated with an

3.2 Use-case specification and Activity diagram

3.2.1 Signin

Preconditions

+ The user has a valid account within the system

+ The system is accessible and functioning properly

+ The sign-in interface is available to the user

Basic flow

1 The user initiates the in process by accessing the

sign-in sign-interface

2 The user enters their username or email address

3 The user enters their password

4 The system validates the provided credentials against itsdatabase

5.1 If the credentials are valid:

+ The system creates a session for the user, associating themwith their account

+ The system grants the user access to the system's featuresand functions based on their roles and permissions

+ The system redirects the user to the appropriate application

or homepage

5.2 If the credentials are invalid:

+ The system displays an error message indicating that theusername or password is incorrect

+ The system prompts the user to try again or to use the

"forgot password" feature

Alternative flows

Postconditions

+ The user is either successfully signed into the system andgranted access to its features, or they are informed that theircredentials are invalid

+ If the user is successfully signed in, a session is created forthem, tracking their activity and preferences within the

- Account lockout policies

- Secure session management

+ Performance: The sign-in process should be efficient and

responsive, minimizing delays and providing feedback to the

Login page Display login page «datastore»

Validate input

Database checking

Throw data format error

Throw checking failed

notification Not found <>

Display successful notification and redirect

3.2.2 Get data insight

Preconditions

+ The user has access to the system or application thatprovides data insights

+ The necessary data has been collected, cleaned, and stored

in a format accessible to the system

+ The system has the capability to generate insights from the

data, either through built-in analytics tools

Basic flow

1 The user initiates the process of getting data insights byaccessing the relevant interface or feature within the system

2 The user provides input indicating the desired insights, such

as selecting metrics or dimensions, or applying other

+ The insights are presented in a format that enables the user

to understand, interpret, and potentially act upon theinformation

+ User Experience: The interface for obtaining data insights

should be intuitive, user-friendly, and adaptable to differentuser needs and levels of expertise

Table 3.4 Get data insight specification

+ The user has the necessary permissions to manage

workflows within the system

+ The workflow management system is accessible and

functioning properly

+ The user has a clear understanding of the process or task

sequence that the workflow will represent

+ Triggers (events that start the workflow)

3 The user defines the workflow structure by:

+ Adding tasks or steps to the workflow+ Configuring task attributes

+ Specifying the order of tasks

4 The user saves the workflow, making 1t available forexecution and management.

Alternative flows

1 Collaborative workflow creation: Multiple users maycollaborate on the creation of a workflow, with each usercontributing to different parts of the design

+ A new workflow has been created and saved in the system.Postconditions

+ The workflow is ready to be executed and monitored

+ Automation: The system should support the automation of

repetitive tasks within workflows

+ Customization: The system should allow for customization

Special of workflows to meet specific business needs and user

requirements preferences.

+ User Interface: The workflow creation interface should beintuitive and easy to use, with clear visual representations ofthe workflow structure and task dependencies

Table 3.5 Create workflow specification

Get registered automation node Display creation page

Drag and drop

Create workflow only

Create both workflow and schedule job

«datastore»

WORKFLOWS

| Create workflow record

Create schedule job

+ The user has the necessary permissions to modify

workflows within the system

+ The workflow management system is accessible and

3 The user initiates the update process, which may involve:

+ Modifying workflow details: Changing the workflow name,

triggers, or status

+ Editing task properties

+ Restructuring the workflow: Adding, removing, orreordering tasks or steps within the workflow

+ Adjusting task dependencies: Changing the relationshipsbetween tasks, such as adding or removing prerequisites

+ Modifying automation rules: Updating conditions or actions

that trigger automatic workflow actions

4 The user saves the changes to the workflow

5 The system validates the updated workflow to ensure it islogically sound and free of errors

7 The system updates the workflow definition and anyassociated data or configurations

Special + User interface: The workflow update interface should be

requirements intuitive and easy to use

Table 3.6 Update workflow specification

Get registered

automation node

Display workflow detail

e

pag Validate input

Drag and drop

automation node <>

Invalid

Configure workflow

Throw data format error

Is trigger have changes?

Update workflow only

Update both workflow and schedule job

+ The user has the necessary permissions to initiate

workflows within the system

+ The workflow to be run exists within the system and is in avalid state

+ Any required input data or resources for the workflow are

available

Basic flow

1 The user accesses the workflow management interface andselects the workflow to run

2 The user confirms the initiation of the workflow

3 The system creates a new instance of the workflow,assigning unique identifiers to jobs and tracking progress

4 The system starts the execution of the workflow, followingits defined structure and task dependencies

5 The system monitors the progress of each task, sending

notifications or reminders as needed

6 The system continues to execute the workflow until alltasks are completed or a termination condition is met

Alternative flows

Postconditions

+ The workflow instance has completed execution, either

+ The system records the final status of the workflow(completed, canceled, failed) and any relevant output data orresults.

+ The system notifies relevant stakeholders of the workflow

completion, or any errors encountered

+ The system maintains a history of workflow instances for

audit and analysis purposes

Special

requirements

+ Performance: The system should handle workflowexecution efficiently, ensuring tasks are completed in a timelymanner and without unnecessary delays

+ Monitoring and logging: The system should provide

comprehensive logging and monitoring capabilities to trackworkflow progress, identify bottlenecks, and troubleshootissues

+ Integration: The workflow management system may need tointegrate with other systems or exchange information

+ Scalability: The system should be able to handle multipleconcurrent workflow instances and scale to accommodate

increasing workload demands

Table 3.7 Run workflow specification

page Get workflow data «datastore»

WORKFLOWS

- Handle execution Select execution feature request

«datastore»

JOBS Build and execute

workflow

Summarize workflow log

Display logs Update job

Figure 3.9 Run workflow activity diagram

3.2.3.4 Delete workflow

Preconditions

+ The user has the necessary permission to delete workflows

within the system

+ The workflow to be deleted exists within the system

+ No active instances of the workflow are currently running

+ The user has confirmed their intention to delete theworkflow, understanding that the action is irreversible

Basic flow

1 The user accesses the workflow management interface andlocates the workflow to be deleted

2 The system displays a confirmation dialog, outlining the

implications of deleting the workflow

3 The user confirms their decision to delete the workflow

4 The system removes the workflow definition and associated

metadata from the database

5 The system may also delete any historical data related tothe workflow, such as completed instances, logs, or reports, asper organizational policies

Alternative flows

Postconditions

+ The workflow has been permanently removed

+ The system no longer displays the workflow in any lists

Special Referential integrity: The system should ensure that deleting a

Handle delete request Delete workflow record

Send notification and

Display workflow redirect to workflow

management page management page

3.2.4 Manage account

1 The admin initiates the account creation process, typically

by accessing a "Create Account" button or link

2 The system presents a registration form or screen to the

admin

3 The admin enters the required information for the new

account, such as:

+ Role or group membership

4 The system validates the admin's input to ensure it meetsthe required criteria, such as:

+ Unique username

+ Valid email format

+ Strong password strength+ Compliance with any account creation policies

5 If the input is valid, the system creates a new account in the

database, associating the provided information with the

information

Postconditions

+ A new account has been created in the system

+ The admin is notified of the successful account creation

Special

requirements

+ Security:

- The system must securely store user passwords using

strong encryption methods

- The system should protect user data from unauthorized

access or breaches

- The system should implement measures to prevent

account takeover attempts, such as brute force attacks