Canteen Ordering System for Unilever

Prepared by - Mohammad Nizam

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 Table of Contents
1. Project and Company Overview............................................................................................................................................................................. 3
2. Objective of the Project ......................................................................................................................................................................................... 4
2.1. Advantages of the Canteen Ordering System: ............................................................................................................................................... 4
3. Business Analysis Core Concept Model (BACCM) .................................................................................................................................................. 5
3.1. Stakeholders ................................................................................................................................................................................................... 6
4. Problem Statement ................................................................................................................................................................................................ 7
4.1. Root Cause Analysis Using Fishbone Diagram ............................................................................................................................................... 8
5. As-In Process and Future Process Maps................................................................................................................................................................. 9
5.1. Current State Process Flow Diagram .............................................................................................................................................................. 9
5.2. Future State Process Flow Diagram ............................................................................................................................................................. 10
5.3. Context Diagram (UML) ............................................................................................................................................................................... 11
5.4. Features to be developed. ........................................................................................................................................................................... 12
6. In-Scope and Out-Scope Requirements of Canteen Management System .......................................................................................................... 13
7. Activity Diagram for the Canteen Management System ...................................................................................................................................... 14
8. Business Requirements and Functional, Non-Functional Requirements ............................................................................................................. 15
8.1. Business Requirements ................................................................................................................................................................................ 15
8.2. Functional Requirements ............................................................................................................................................................................. 16
8.2. Non-Functional requirements ...................................................................................................................................................................... 16

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 1. Project and Company Overview

Unilever is a British-Dutch MNC FMCG company, headquartered in London, England. Unilever is one
of the oldest FMCG companies, and its products are available in around 190 countries. In its UK
offices, Unilever had around 1500 employees which were spread across 12 floors. They had 2
canteens to cater for these 1500 employees. Each canteen could seat around 150 employees at a
time.
Most employees would prefer to have their lunch between 12 noon to 1 pm. This led to a huge rush
in the canteen during lunch hours resulting in employees wasting a lot of time waiting for tables to
be vacant.
Management calculated that it took around 60 minutes for employees to go and come back from
lunch. Almost 30-35 minutes were wasted waiting in a queue to collect their food and get a table to
sit and eat. However, the time spent eating was barely 10-15 minutes. The remaining 10 minutes
were spent reaching and coming back from the canteen using the elevators.
Employees don’t always get the choice of food they want because the canteen runs out of certain
items. The canteen wastes a significant quantity of food by throwing away what is not purchased.
Many employees have requested a system that would permit a canteen user to order meals online,
to be delivered to their work location at a specified time and date.

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2. Objective of the Project

• To develop a tool/application for the employees to order their preferred meal with ease and
to provide access to the canteen management system.
• Reduce the Operational costs by maintaining less wastage of food which is thrown away each
month from 25% to less than 15% after implementation.
• Improve the efficiency of employee performance by an average of 30 minutes per employee
per day in first 3 months of implementation.
• Create an online ordering process for employees to make the food accessible as per the
availability to employees.
• Delivering the food to employees preferred workstations or office premises to reduce the
overcrowding in the canteen.

2.1. Advantages of the Canteen Ordering System:

• A system would save considerable time to those employees who use the service.
• It would increase the chance of them getting the food items they prefer.
• This would improve both their quality of work life and their productivity.
• Food wastage will be reduced.

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 • This will reduce the cost.

3. Business Analysis Core Concept Model (BACCM)

Change is to transition completely in an Online

Ordering and Delivery Based Platform.
Change

Transition current canteen operations with

Need Solution Solution is to allow employees to pre-
help of Canteen Ordering System for
order their food and receive delivery of
employees to reduce wait time, wastage,
ordered items to ease the process.
operating cost and increase efficiency of
performance.

Currently employees must seek their meals

between 12pm – 1pm window which is
creating hindrances for Canteen Operations
and employees have long wait times as well
Stakeholder Context as unforeseen demand of food.

To target and eliminate the wait time, and Value

availability of food, reduce food wastage.

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 3.1. Stakeholders

The stakeholders in the project have been described as below using RACI Matrix (Responsible,
Accountable, Consulted and Informed).

Role Responsible Accountable Consulted Informed

Chef R C
Canteen Manager C
Employees R I
Inventory Manager R I
Business Analyst R A
Delivery Individual R C
Project Manager A
Domain SME R C
Implementation SME
Testers R
Operations Team C
Regulators I
Supplier R I
Payroll Team R I

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 4. Problem Statement

Most employees would prefer to have their lunch between 12 noon to 1 pm. This led to a huge rush
in the canteen during lunch hours resulting in employees wasting a lot of time waiting for tables to
be vacant.
Management calculated that it took around 60 minutes for employees to go and come back from
lunch. Almost 30-35 minutes were wasted waiting in a queue to collect their food and get a table to
sit and eat. However, the time spent eating was barely 10-15 minutes. The remaining 10 minutes
were spent reaching and coming back from the canteen using the elevators.
Employees don’t always get the choice of food they want because the canteen runs out of certain
items. The canteen wastes a significant quantity of food by throwing away what is not purchased.

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4.1. Root Cause Analysis Using Fishbone Diagram
Canteen Infrastructure
Canteen Menu/Food

Less Seating
Out of Certain Food Items Capacity

Distance to
Disposal of food
Canteen
Wastage of
Food and
Delayed
Productivity
Employees visiting at hours
Reduced Lunch
the same time
Duration
resulting in crowd

Delayed Food
Reduced Lunch Duration Preparation and
Serving

Lunch Duration

Order Management

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 5. As-In Process and Future Process Maps
5.1. Current State Process Flow Diagram
The below process flow diagram represents the current state of the process.

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5.2. Future State Process Flow Diagram

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 5.3. Context Diagram (UML)

The UML diagram represents the User Experience and User Interface functionality with Canteen Management System once implemented.

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5.4. Features to be developed.

• Developing Application for both desktop and mobile platforms for ease of employee access.
• Employee Credentials to be Setup with Registration Link accordingly.
• Canteen Manager to update the food menu daily as per the availability and refresh menu as required in
Canteen Management System.
• Employees access the Food menu and placing orders accordingly.
• Employees able to order food from a given time and not prior, as food menu options to be disabled until
operative hours begin.
• Upon adding required food items in the cart and confirming order, cannot modify or cancel the order.
• The Canteen Manager views all orders placed and assigns them accordingly to the Chef for preparation.
• Food Packaging complete and assigned to a delivery personnel to deliver them at respective employee’s
workstation.
• Delivery Personnel enters the receipt of delivery confirmation and closes accordingly.
• Employees to fill in the feedback form for the current order placed prior to placing a new order.
• Automated notification to Payroll Team is sent upon successful placement of order by employees to be
included in the salary debits for the given payroll cycle.
• Project Manager to develop reporting tools as required for the management reviews and approval as
required on a regular interval.

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 6. In-Scope and Out-Scope Requirements of Canteen Management System

The table represents the In and Out-Scope requirements for the new Canteen Management System
(Ordering Tool) to understand the nature of the tool.

In-Scope Out-Scope
Software Application Canteen Seating
Employee Registration/Login Vendor Management
Menu Ordering Screen Canteen Personnels Payment
Order Status Page Suppliers
Delivery Notifications Canceled/Refund Options
Payroll Reports Employee Food Limitations Information
Feedback Management
Reports for Canteen Management Team

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7. Activity Diagram for the Canteen Management System

Unilever Employee Canteen Management Payroll Team

Start

Employee Sign- Food Items selected and

Up/Sign In added to Cart

Payment Request and

Order Confirmation
Invoice Generated

Food Delivered Canteen Manager Payment Debit entry in

to Employee's acknowledged and sent for Payslips
workstation. preparation with Chef

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 8. Business Requirements and Functional, Non-Functional Requirements

8.1. Business Requirements

Business Objective 1:
Reduce canteen food wastage by a minimum of 30% within 6 months following first release.
Scale: Value of food thrown away each month by examining the canteen inventory
• Previous - 25% wasted
• Must plan for: Less than 15%
Business Objective 2:
Reduce canteen operating costs by 15% within 12 months, following initial release.
Business Objective 3:
Increase average effective work time by 30 minutes per employee per day, within 3 months.
Business Objective 4:
By making the ordering process automated and by delivering the food to the user's workstation, the canteen will
be able to operate with lesser manpower.

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8.2. Functional Requirements

• Employees should be able to sign-up, login, and password recovery management.

• Roles and Permission matrix to be implemented like:
I. Canteen Manager – to edit, modify or delete the menu items.
II. Employee – to access menu items and select the quantity for the given food item.
III. Project Manager – to generate reports and integrate mail system to the same.
IV. Delivery Personnel – to identify the orders placed by employees and manage order delivery status.
V. Chef – update the availability of the food items.
VI. Operations team – to handle and manage the operational tasks.
VII. Payroll team – to invoice, calculate the # of orders completed by given employee in the month.
VIII. Implementation team – to build the application using required Java Tools.
• Admin Individual to be able to delegate required access and controls as per Roles and Permission Matrix.

8.2. Non-Functional requirements

• Interface to be stable, load page faster and manage 1500 orders accordingly.
• Usability – UI Navigational to be enabled for smooth functionality and ease of users.
• Accessible on company policies as defined in Information Security guides with required browser versions or
platforms.
• Low Maintenance platform.

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