This is a fictional diagram purely for the purpose of exemplifying the documentation of a systems overview. The artifacts does not represent actual systems at Coles.

1. SYSTEM OVERVIEW
DIAGRAM
Example – Coles PO Process
By Kumarun Kulawardene

2. TABLE OF CONTENTS
 1 System Overview Diagram ......................................................... 4
 2 Purchase Order Process - System Overview Diagram ............ 5
 2.1 Scope .......................................................................................... 5
 2.2 Out of Scope ............................................................................. 6
 2.3 Diagram Description .......................................... ...................... 7

3.  Note: This is a fictional diagram and it does not represent the real
systems at Coles.
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4. FIGURE 1 – SYSTEM OVERVIEW DIAGRAM 4

5. 2.1 SCOPE
 The diagram (Figure 1) includes the activities and the systems involved in a
purchase order raising
 process. The process begins with the Coles Procurement Officer who raises
a purchase order once a
 Purchase Requisition (PR) is raised by the Coles Supermarket store person.
The procurement officer
 raises a purchase order (PO) based off the supplier’s price list and trading
term agreements and
 sends it to the supplier for fulfilment.
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6. 2.2 OUT OF SCOPE
 The receipt of Product Requisition.
 The Procurement officer login in and authentication process to the
ordering system.
 Supplier login in and authentication processes.
 The creation of the Purchase Order notification email.
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7. 2.3 DIAGRAM DESCRIPTION
7
1.a
1.b
1.c
1.d
Once the procurement officer receives a Purchase Requisition, he/she reviews pricing and stock information of supplier products by viewing the
product catalogue on the Ordering System UI. Once the Product Catalogue request has been submitted the Coles Ordering System connects to the
Internal Supplier Product Catalogue Database via a web service which gets the latest product catalogue and sends it to the Ordering System UI.
2.a
2.b
2.c
2.d
Once the procurement officer reviews the product catalogue he/she fills in Purchase Order form on the Ordering System UI and submits. The Order
processing service then validates the order and sends an auto generated order submission confirmation message to the Ordering System UI which
can be viewed by the Procurement Officer. The Order Processing Service will also generate a Purchase order email and send to the Supplier
Electronic Mailbox.
3.a
3.b
3.c
3d
The Coles supplier agreement requires the suppliers to regularly check the Coles DSD & EDC portal for email notifications. Once the Supplier logs
into the Coles DSD & EDC portal a request will be sent to the Supplier Electronic Mailbox Service to get the emails. The
Supplier Electronic Mailbox Service will then load the mailbox to the Coles DSD & EDC Portal UI containing the new Purchase order. Supplier views
the new Purchase Order and carries out the necessary tasks required.
4.a
4.b
4.c
4.d
The GS1net Product Catalogue database is updated by the suppliers through the GS1net Supplier UI. Once the supplier enters the product data
using the GS1net Supplier Interface the product information will be loaded to the GS1net Product Catalogue database via Product Feeder Service in
the XML format. Once the product data is loaded the supplier receives the current status of the products.
5.a
5.b
The Coles Internal Supplier Product Catalogue is automatically updated at regular intervals during the day (GS1net Overview, 2013). The Product Info
Sync Service connects to the GS1net’s Product Catalogue API on regular intervals and downloads a Product Catalogue in an XML format. Once the
XML is received the Product Info Sync Service loads the product information into the Cole’s Internal Supplier Product Catalogue.

8. THANK YOU!!!
 Hope this helps you to create system overview diagrams.