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Pine Valley Furniture Company Marketing Planning and Control System With Information Technology Infrastructure Improvements
Prepared For
Pine Valley Furniture Company
Dr. Olga Petkova, Client Representative
Prepared By:
Matrix Data Systems
William M. Norton Project Manager
William Prince Systems Analyst
Enid Negron Systems Analyst
Darien Karaja Systems Analyst
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TABLE OF CONTENTS EXECUTIVE SUMMARY………………………………………………………………. 3
BUSINESS CASE………………………………………………………………………… 4
ECONOMIC FEASIBILITYANALYSIS………………………..…………………… … 7
Return On Investment & Break-Even Analysis……………………………….... 7
Tangible / Intangible / Recurring Costs………………………………………….8
PROJECT CHARTER………………………………………………………………… … 9
TEAM CONTRACT………………………………………………………………… …… 12
SCOPE STATEMENT…………………………………………………………………… 13
WORK BREAKDOWN STRUCTURE (WBS)………………………………………… 15
PROJECT SCHEDULE………………………………………………………………….. 16
Network Diagram…………………………………………………………………. 16
Gantt Chart……………………………………………………………………….. 17
RESPONSIBILTY ASSIGNMENT MATRIX…………………………………………. 18
LIST OF PRIORITIZED RISKS………………………………………………………... 2 0
PRELIMINARY CASE REQUIREMENTS…………………… ……..………………... 21
FUNCTIONAL REQUIREMENTS……………………………………………………... 23
NON-FUNCTIONAL REQUIREMENTS……………………………………………… 24
FUCNTIONAL DECOMPOSITION………… …………………………………………. 25
SYSTEM MENU TREE…………………………………………………………………. 26
DATA FLOW DIAGRAMS (DFD)……………………………………………………… 27
Context-Level, Current System………………………………………………….. 27
0-Level, Current System………………………………….. ……………………... 28
Data Dictionary, Current System……………………………………………….. 29
Context-Level, Proposed System………………………………………………… 32
0-Level, Proposed System………………………………………………………… 33
Data Dictionary, Proposed System……………………………………………….35
ENTITY RELATIONSHIP DIAGRAM (ERD)…………………………… …………... 38
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ENTITY RELATIONSHIP DIAGRAM METADATA………………………………... 39
PHYSICAL DATAFLOW DIAGRAM ………………………………………………… 43
DATABASE ARCHITECTURE……………………………… ……………………..…. 45
SYSTEM INPUT FORMS & SAMPLE REPORTS……………………………… …… 46
INTERNET CONSIDERATIONS……………………………………………………… 53
IMPLEMENTATION CONSIDERATIONS………………………………………….. 54
IMPLEMENTATION TIMELINE……………………………………………………... 60
TESTING PLAN…………………………………………………………………………. 61
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EXECUTIVE SUMMARY This report analyzes Pine Valley Furniture Company’s current marketing planning and control system and presents recommendations for streamlining current operations, the reduction of labor and administrative costs, improving sales and ultimately, increasing company profitability.
Pine Valley’s Current Computer Infrastructure Is Ou tdated Currently, Pine Valley’s Information Technology (IT) infrastructure consists of two full-time employees, a Systems Manager and Network Administrator. Also, PVF IT employs a $30,000 per year data-entry person. The systems manager understands that the current OS software and WAN system is outdated. For example, PVF utilizes Microsoft 98 and NT for operating software and SQL Server version 4.0 to store and maintain operational data. For supply ordering, PVF utilizes a paper-based ordering and invoice system (sneaker-net). The various sales reports utilized by PVF are derived from numerous data sources. Furthermore, PVF’s wide area network (WAN), which connects the three company locations, utilizes slow dial-up connectivity.
Updates Are Essential Matrix Data Systems has been tasked with generating a proposal for addressing Pine Valley Furniture’s need for information technology upgrades and enhancements. Our goals at Matrix Data Systems are to develop a proposal to replace existing outdated hardware and software with new updated information technology infrastructure and at a reasonable cost. Updating Pine Valley’s Marketing Planning and Control System current information technology infrastructure will reduce data retrieval times and the need for data entry personnel thus saving on labor and administrative costs. Also, utilizing newer technology will enable Pine Valley to access newer ways of doing business, such as utilizing the Internet for sales and customer access to purchase order information via a company website.
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BUSINESS CASE Prepared By: Matrix Data Systems, MDS Date: October 8, 2005 1.0 Introduction/ Background
• Pine Valley Furniture (PVF) manufactures high quality wood furniture and distributes it retail within the United States. Company began in the year 1980 with Alex Schuster starting making custom furniture for customers. Then he kept track of customers with filing in a file cabinet. By the year 2000 the company had grew to 70 employees while multiplying in sales volume. Currently PVF is split into 3 locations across the U.S.A., which are Bloomington (Indiana), Cincinnati (Ohio), and Lexington (Kentucky). Over the past 3 years PVF’s revenue is within the 12-15 million dollar range.
2.0 Business Objective
• The ultimate goal of the new information system is to improve sales and ultimately profitability of PVF. PVF’s management expects a more streamlined operation, as well as reduced labor, and administrative overhead costs.
3.0 Current Situation and Problem/ Opportunity Statement
• Currently, Pine Valley’s Information Technology (IT) infrastructure consists of two full-time employees, a Systems Manager and Network Administrator. Also, PVF IT employs a $30,000 per year data-entry person. The systems manager understands that the current OS software and WAN system is outdated. For example, PVF utilizes Microsoft 98 and NT for operating software and SQL Server version 4.0 to store and maintain operational data. For supply ordering, PVF utilizes a paper-based ordering and invoice system (sneaker-net). The various sales reports utilized by PVF are derived from numerous data sources. Furthermore, PVF’s wide area network (WAN), which connects the three company locations, utilizes slow dial-up connectivity.
4.0 Critical Assumption
• PVF’s (new) marketing planning and control system will improve productivity. Training will be necessary for the employees to allow a smooth transition from the old system. Minimum maintenance after the system is up and running is another goal. In the long run, this will cut costs pertaining to technical support.
5.0 Analysis of Option and Recommendation
To be most conservative in terms of the effort, cost, and technology involved in developing a new system MDS has generated a low end proposed system which includes:
• Compaq dx2000, Intel celeron2.80 GHZ, 256 MB RAM, 48x CD-Rom, 40
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GB hard drive • Mandrake Linux 9.2 • Warranty: 1 year onsite, next business day, 1 year parts and 1 year labor and
include free support 24x 7. • (7 desktops)Desktop total $3213.00 • HP Pro-Liant ML 110 Server ($599) • APACHE Server Software. Free • MySQL • Net-Zero Dialup service 9.95 a month
Concerning functionality, MDS Proposes a high–end alternative that will provide all desired features using advanced technologies that allow the system to expand to meet future requirements. This second alternative includes:
• Dell Precision Workstation 670, Intel Xeon 3.6 GHZ, 300 GB hard drive, 48xDVD-RW,3 GB RAM, Windows XP OS, Office XP
• 24 inch LCD monitor • (7 desktops) Desktop Total $20251.00 • Dell Inspiron 6000 Laptop, Intel Pentium 1.5 GHZ Processor,512 MB RAM,40 GB
Hard drive, 8x DVD-RW ,Windows XP operating system, 3 yr on-site Service • (8 laptops) Total $ 13,320.00 • Dell Power-Edge 1800 Server, 3.6 Intel Xeon processor, 6 GB single DIMM RAM, 146
GB 15k RPM Hard Drive, 48xDVD-RW • SUSE Linux Enterprise Server 9 ($899) • 3 yr next business day onsite support services • Power-Edge Server total $6, 492.00 • MSN dial-up for all 8 laptops ($288) • SBC broadband connectivity $75 monthly
The third alternative bridges the low-end cost with the high-end performance. This alternative represents flexibility between the two solutions. This third solution includes:
• Dell Precision Workstation 370, 2.80 GHz. Intel Xeon, 512 MB RAM, 48x/32x DVD-RW, 180 GB Hard Drive
• Dell 17 inch CRT monitor • 7 Workstation @ total $8592 • Dell Inspiron 6000 Laptop, Intel Pentium 1.5 GHZ Processor, 512 MB RAM,40 GB
Hard drive, 8x DVD-RW ,Windows XP operating system, wireless ready • 8 Laptops @ $6,400.00 • Microsoft Windows XP Professional • Dell Power-Edge 800 server, Intel Pentium 2.8 GHZ, 1 GB DDR2 memory, 180 GB
hard drive, 48X DVD-R
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• 3yr Bronze Support, Next Business Day Onsite Hardware Support Service • Server total $3,204.20 • Microsoft Access 2003 ($229) • MSN dial-up for all 8 laptops ($288) • SBC broadband Connectivity $ 75 monthly
6.0 Preliminary Project Requirements
• Operating system for this project must remain with Windows. • Increase quality of communication between the three locations. (Bloomington,
Cincinnati, and Lexington) • New system must reduce labor and administrative costs, improve sales and ultimately,
increase company profitability. 7.0 Budget Estimate and Financial Analysis
• The planned budget for the system overhaul is set at seventy five thousand dollars.
8.0 Schedule Estimate
• This project will last approximately four months, ending in mid December.
9.0 Potential Risks
• Risks come into play with any large scale project such as this one. First time can possibly become an issue if not organized correctly. Changing a firm’s way of doing business can cause tremendous amounts of problems. For example, training of the new system doesn’t go as well as planned out to be and when it’s time to put the system into action the employees run into all kinds of problems because they are not comfortable with the new system. Another risk would consist of putting seventy five thousand dollars along with 3-4 months into a project and it turns into a fiasco.
10.0 Exhibit: Financial Analysis
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ECONONIC FEASIBILTY ANALYSIS
Year of ProjectYear 0 Year 1 Year 2 Year 3 Year 4 Year 5 TOTALS
Net economic benefit 0.00 54,700.00 54,700.00 54,700.00 54,700.00 54,700.00Discount rate (11%) 1,000.00 0.9009 0.8116 0.7312 0.6587 0.5934PV of benefits 0.00 49,279.23 44,394.52 39,996.09 36,030.89 32,458.98
NPV of all BENEFITS 0.00 49,279.23 93,673.75 133,669.84 169,700.73 202,159.71 202,159.71
One-time COSTS -96,100.00
Recurring Costs 0.00 -24,620.00 -24,620.00 -24,620.00 -24,620.00 -24,620.00Discount rate (11%) 1,000.00 0.9009 0.8116 0.7312 0.6587 0.5934PV of Recurring Costs 0.00 -22,180.16 -19,981.59 -18,001.90 -16,217.19 -14,609.51
NPV of all COSTS -96,100.00 -118,280.16 -138,261.75 -156,263.65 -172,480.84 -187,090.35 -187,090.35
Overall NPV 15,069.36Overall ROI (Overall NPV/ NPV of all Costs) -0.08
Break-even AnalysisYearly NPV Cash Flow -96,100.00 27,099.07 24,412.93 21,994.20 19,813.70 17,849.47Overall NPV cash Flow -96,100.00 -69,000.93 -44,588.00 -22,593.80 -2,780.11 15,069.36
Project break-even occurs between years one and twoDeriving Break-Even Ratio = (19813.70 - 2719.89 / 19813.70 ) = 0.16Acutal break-even occurred at approx. 4.2 years
Economic Feasibility Analysis
Break-Even Ratio
-80,000.00
-60,000.00
-40,000.00
-20,000.00
0.00
20,000.00
40,000.00
Yea
r 0
Yea
r 1
Yea
r 2
Yea
r 3
Yea
r 4 Yearly NPV Cash Flow
Overall NPV Cash Flow
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ECONONIC FEASIBILTY ANALYSIS
A. Cost reduction or avoidance $ 7,000.00B. Error reduction 2,500.00C. Increased flexibility 7,700.00D. Increased speed of activity 10,500.00E. Improvement in managementplanning or control 27,000.00F. Other 0.00
TOTAL tangible benefits $ 54,700.00
A. consultant cost $ 25,000.00B. New hardware 50,000.00C. New (purchased) software, if any 3,600.00D. User training (40 hours @ 175/hr) 7,000.00F. IT Staff Training (20 hours @ 175/hr) 3,500.00G. Implementation (40 hours @ 175/hr) 7,000.00
Total one-time costs $ 96,100.00
A. Application software maintenance $ 20,000.00B. Web Page hosting 400.00C. Internet Access 2,820.00
D. Licensing 1,400.00E. New software or hardware leases 0.00F. Other 0.00
TOTAL recurring costs $ 24,620.00
RECURRING COSTS WORKSHEET
ONE-TIME COSTS WORKSHEET
TANGIBLE BENEFITS WORKSHEET
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PROJECT CHARTER
Project Title: Pine Valley Furniture Company, Marketing Planning & Control System
Project Start Date: September 21, 2005
Project Finish Date: December 14, 2005
Budget Information: $75,000
Project Manager: Mr. William M. Norton
E-mail: [email protected]
Phone: 203.910.6716
Project Objectives:
Design and implement a separate information system (I.S.) for marketing’s planning and control
system. This new I.S. system will allow the marketing department manager to accomplish the
following:
� Straightforward establishment of sales goals for product lines and sales staff.
� Gather sales data from the various fragmented sources into one I.S. system.
� Generate reports for tracking company sales goals for performance analysis.
By creating a new streamlined, paperless I.S. system, inefficiencies such as the “sneaker net”
effect and data fragmentation will be eliminated. The end result of this new I.S. system will be
to improve company sales and profitability.
Approach:
Matrix Data Systems will employ the Systems Development Life Cycle (SDLC) approach in
analyzing and designing the new I.S. system. The SDLC approach utilizes distinct steps to arrive
at a solution. The SDLC steps are as follows:
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1. Systems Planning & Selection
- First, a cost-benefit study will be conducted to determine the economic impact
on Pine Valley Furniture Company.
- Secondly, Matrix Data Systems will investigate the system and determine the
proposed systems scope.
2. Systems Analysis
- Study Pine Valley’s procedures and information systems used in sales tasks.
- Determine system requirements.
- Generate alternative I.S. solutions.
3. Systems Design
- Convert system descriptions into logical and physical system specifications.
- Design input/output screens, reports, databases, and computer processes.
4. Systems Implementation & Operation
- The new I.S. system is coded, tested, and installed.
- Train Pine Valley employees in how to effectively use the new I.S.
- Pull together all new system documentation.
Roles and Responsibilities
Role Name Organization/Position Contact Information Project Manager William Norton Plan and Execute Project [email protected]
Sr. Systems Analyst William Prince System Design and Implementation
Sr. Systems Analyst Darien Karaja System Design and Implementation
Sr. Systems Analyst Enid M. Negron System Design and Implementation
Project Sponsor Dr. Olga Petkova Provide funding and Direction
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Sign-off: (Signatures of all the above stakeholders; can sign by their names in table above) Comments: None.
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TEAM CONTRACT Project Name: Pine Valley Furniture Company, Marketing Planning & Control System Project Team Members Names and Sign-off:
Name Sign-off on Team Contract William Norton
William Prince
Enid Negron
Darien Karaja
Code of Conduct: As a project team, we will:
• Work as a team to accomplish the assigned work on time, anticipate potential problems and work together to prevent them
• Keep team members informed on due dates, and other information related to the project • Stay ahead of tasks in order to make any necessary adjustments before deadlines
Participation: We will:
• Encourage participation • Be open to new ideas • Be honest during all project activities • Encourage participation and team work
Communication: We will:
• Use the project website, e-mail, and phone if necessary. • Have the project manager coordinate all meetings. • Have at least one face-to-face meeting per week. •
Problem Solving: We will: • Encourage all group member to participate in solving problems • Try to solve problems rather than blaming people •
Meeting Guidelines: We will: • Meet every Wednesday and hold other meetings as needed • Document any problems related to the project and discuss them • Work on assigned tasks • Discuss uncertainties
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SCOPE STATEMENT
Project Title: Pine Valley Furniture Company, Marketing Planning & Control System
Date: October 12, 2005 Prepared by: William Norton
Project Justification:
Alex Schuster, CEO of Pine Valley Furniture, requested this project to assist the company in meeting its strategic vision. Our goals at Matrix Data Systems are to develop a proposal to replace existing outdated hardware and software with new updated information technology infrastructure and at a reasonable cost. Updating Pine Valley’s current information technology infrastructure will reduce data retrieval times and the need for data entry personnel thus saving on labor and administrative costs. Also, utilizing newer technology will enable Pine Valley to access newer ways of doing business, such as utilizing the Internet for sales and customer access to purchase order information via a company website. The budget for the project is 75,000.
Product Characteristics and Requirement:
1. Dell Power Edge 800 Server: This system is equipped with Windows sever system, Norton Anti-virus software which delivers fast and reliable virus detection, analysis, isolation and repair. An easily managed firewall and VPN security appliance for network security, tape backup to help protect data and keep business up and running, a three-year hardware support service that will protect network and avoid downtime, and a Power connect 2616.
2. Microsoft Access Database: This program will improve in organization and share information. Access 2003 is sophisticated enough for developers and easy enough for new users. Access 2003 supports a variety of data formats, including Extensible markup language (XML), and Open database connectivity. 3. Internet access: We recommend that PVF connect through the internet through Southern Bell Company. SBC DSL designed high-grade videoconferencing, supporting a home or medium-sized office LAN with heavy use, uploading large documents to a shared server, or hosting a Web or email server, which will be necessary for PVF to connect to all three of its location. 4. Dell Precision workstation 370 will include: Microsoft Windows XP Professional, SP2 with Media, 48X/32X CD-RW, 512 MB of SDRAM memory, 2.80 GHz. Intel Xeon Processor, Microsoft Office Professional Edition 2003, Adobe Acrobat 6.0 and a 17 inch CRT monitor. The decision to stay with Dell is because PVF did not have any known problems using current desktops. Summary of Project Deliverables
Project management related deliverables: Communication plan, business case, project charter, team contract, scope statement, cost-benefit analysis, WSB, project schedule,
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responsibility assignment matrix, prioritized risk, status reports, milestone report, minutes of meetings, lesson learned report, team contribution report, individual lessons learned report, final project presentation, final project report, and any other documents required to manage the project.
Product-related deliverables: Research reports, design documents, software code, hardware, etc. 1. Survey: Survey from current salespersons. 2. System Interfaces: Examples of the completed graphical user interface for the salespersons. 3. Reports: Company reports reflecting customer orders, total quarterly and annual sales, region sales, and product line sales. 4. Website: An easy navigable site where customers can order products. 5. Customer surveys: The survey will be integrated as part of the company’s site. Project Success Criteria: Our goal is to complete this project within four months for no more than $75,000. The sponsor, Alex Schuster, has emphasized that due to the added complexity of the company’s operations he will like to restructure the company into functional areas.
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WORK BREAKDOWN STRUCTURE (WBS)
Prepared By: Matrix Data Systems, MDS Date: October 8, 2005 1.0 Preliminary 1.1 Initiating 1.1.1 Implement Communications Website 1.1.2 Define & Develop Communication Plan 1.1.3 Business Case 1.1.4 Project Charter 1.1.5 Team Contract 1.1.6 Determine Project Scope 1.1.7 Cost-Benefit Analysis 1.2 Planning 1.2.1 Work Breakdown Structure 1.2.2 Project Schedule (GAANT, Network) 1.2.3 Responsibility Matrix 1.2.4 List of Prioritized Risks 2.0 Analysis / Software Requirements 2.1 Functional Requirements 2.2 Non-Functional Requirements 2.3 Functional Decomposition & Process Models 2.4 Conceptual Data Model & Data Dictionary 2.5 Systems Models 3.0 Design 3.1 Physical DFD 3.2 Physical Relational Database Schema 3.3 System Outputs 3.4 System Inputs 3.5 Input & Processing Controls (Descriptions) 3.6 Description of System Architecture 3.7 System Flowchart 3.8 Test Plans 4.0 Development
4.1 Completed System 4.2 Complete Project & System Documentation 4.3 Presentation & System Demonstration
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PROJECT SCHEDULE
Network Diagram
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PROJECT SCHEDULE
Gantt Chart
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RESPONSIBILTY ASSIGNMENT MATRIX
Work Breakdown Structure Organizational Breakdown Structure 1.1.1 1.1.2 1.1.3 1.1.4 1.1.5 1.1.6 1.1.7 1.2.1 1.2.2 1.2.3 1.2.4
Implement Communications Website N Define & Develop Communication Plan N
Business Case P
Project Charter D
Team Contract D
Determine Project Scope E
Cost-Benefit Analysis E
Work Breakdown Structure N
Project Schedule (GAANT, Network) N
Responsibility Matrix N
List of Prioritized Risks N
Work Breakdown Structure Organizational Breakdown Structure 2.1 2.2 2.3 2.4 2.5
Functional Requirements N
Non-Functional Requirements D Functional Decomposition & Process Models P Conceptual Data Model & Data Dictionary E
Systems Models P
LEGEND N=Will Norton P=Will Prince E=Enid Negron D=Darien Karaja
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Work Breakdown Structure Organizational Breakdown Structure 3.1 3.2 3.3 3.4 3.5 3.6 3.7 3.8 4.1 4.2 4.3
Physical DFD N
Physical Relational Database Schema N
System Outputs D
System Inputs D Input & Process Controls (Descriptions) E
Description of System Architecture E
System Flowchart P
Test Plans P
Completed System N Complete Project & Sys. Documentation N
Presentation & System Demonstration N LEGEND N=Will Norton P=Will Prince E=Enid Negron D=Darien Karaja
Note: Matrix Data Systems is a very small company. Each unit (person) is responsible for an
individual task. The OBS portion of the responsibility assignment matrix reflects these
individual tasks and shows who’s responsible for that task. In the future, as the company grows,
a more pronounced organizational structure will emerge.
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LIST OF PRIORITIZED RISKS
Prepared By: Matrix Data Systems, MDS Date: October 8, 2005 Ranking Potential Risk
1. Scope Lack of scope definition. Inadequate scope definition.
2. Communications Inefficient or lack of communication between team members. Lack of communications with primary project sponsor.
3. Human Resources Lack of proper conflict management. Absence of leadership.
4. Quality Poor attitude among team members. Inadequate time spent researching each aspect of the project.
5. Integration Poor resources usage. Not enough planning.
6. Time Errors in estimating project deliverables due dates. Lack of task coordination.
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PRELIMINARY CASE REQUIRMENTS The current processes and data flows of Pine Valley Sales and marketing functions have been analyzed and two data flow diagrams have been developed along with a data dictionary.
• Context level diagram
o Shows current scope of the marketing and planning control system, its system boundaries, external entities that interact with the system and the major data flows between the entities and the system. Refer to page six to view this diagram.
• 0 Level Diagram
o Shows Pine Valley’s marketing planning and control system major processes,
data flows, and stores at a high level. Refer to page seven to view this diagram.
• Data Dictionary
o A data dictionary was generated to elaborate on the entities and data flows as part of the context and level 0 data diagrams. Refer to pages 13 and 14.
Interview Results An interview was also conducted with the client’s representative on February 22, 2005. The outcome of the interview questioning is as follows:
Questions Concerning Data Processes and Flows
1. Current marketing and sales reports are generated using data pulled from various sources. 2. There is 50Gbytes worth of existing data. 3. Abandon current system if possible. 4. Pine Valley marketing department needs a more streamlined sales forecasting and
projection system. 5. If migrating to a new database, data older than three years old will not be required.
Questions Concerning Workstation Hardware
3. We have determined that approximately 20 employees will require access to a workstation. 4. Production department will not require access to a workstation.
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5. Only one workstation per department required. 6. Three workstations total will be needed for accounting, marketing and finance
departments.
Questions Concerning Application Software
7. The current desktop operating system is MS Windows 98. 8. Will entertain proposal for new updated desktop operating system.
Questions Concerning Network Hardware and Software
9. Will entertain suggestions for network upgrades, i.e. new servers, network connectivity. 10. Pine Valley currently utilizes tape for data back up. 11. Currently no RAID technology in use. 12. Pine Valley has three separate locations w/ three separate LANS. 13. Current wide area network utilizes slow dial up connectivity. 14. MS Windows NT 4 is the current network operating system. 15. Pine Valley currently is running MS SQL Server 4.0 for database software. 16. Will entertain proposal for mobile access, i.e. PDA, laptop, Internet
Other Issues 17. Training will be required for new hardware and software. 18. Will accept proposal for system maintenance contracts. 19. No electronic links to supplier. Currently utilizing paper-based ordering and invoice
system. 20. Justification will be required for exceeding $75,000 budget. 21. Pine Valley’s system manager has database experience. 22. Current data-entry employee may not be required if system is automated (30K/yr savings)
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SYSTEM FUNCTIONAL REQUIREMENTS
1. The Marketing Planning and Control System (the “system”) shall ensure future
usability of the business transactions, sales forecasting and customer data.
a. The system ensures that all Pine Valley business records, i.e., sales, product,
quota, projection, orders, and customer data can be easily accessed and retrieved
in a timely manner.
b. The system ensures that in the event of data migration, all relevant metadata,
OLE, and all other data pertaining to the Marketing Planning and Control system
can be migrated to a newer or different system without loss to any vital
information.
2. The System shall capture all Pine Valley business records with respect to sales,
product, quota, projection, orders, and customer data.
a. The system allows for transactional inputs for all defined business activities and
will maintain a link between the record created and the transaction.
b. The system allows only authorized personnel to gain access, create or capture
business records.
3. The system shall be accountable and very reliable.
a. The system maintains an audit trail for each customer transaction. When a
customer places an order, a date stamp shall be affixed to the newly created
record.
b. The system shall include a data field quality control system. This ensures that
accurate and consistent business records are created.
4. The system shall maintain the business record.
a. The system ensures all records are logically organized in a coherent fashion.
b. The system shall implement measures to prevent accidental deletion of data that may still be a value to Pine Valley.
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NON-FUNCTIONAL REQUIREMENTS
1. System Reliability Requirements
a. Must have a back-up server in the event that the primary server fails or is brought
down for maintenance.
b. The system should utilize an uninterruptible power supply (UPS) system to ensure
protection against brown outs and power surges.
c. The server should have anti-virus software installed.
d. The server should have a firewall implemented to protect the system from illegal
access.
2. System Usability Requirements
a. The application opens with an easy-to-navigate switchboard interface.
b. Component hints are displayed for user assistance.
c. No extensive training should be required. Users should be able to gain an
intuitive understanding of the data entry screens.
3. System Portability Requirements
a. System should be able to execute on Windows XP, 2000, 98, and ME based
machines.
4. System Efficiency Requirements
a. The system server minimum specifications shall be:
i. 2, dual high-end Pentium processors with 512 L2 cache; 4GB memory –
expandable to 32GB; Raid 5 or 6 HD controllers; 5 hard drive bays; fiber
optic network connections.
b. Server software shall be:
i. MS SQL Server w/ appropriate CALs
ii. MS Access 2003 Front-End (desktop user)
c. Minimum user desktop hardware shall be:
d. Pentium 4; 2.8GHz; 80GB hard drive space (7200rpm); 1GB RAM; 17” flat panel monitor;
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FUNCTIONAL DECOMPOSITION
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SYSTEM MENU TREE
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CONTEXT LEVEL, CURRENT SYSTEM
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0-LEVEL, CURRENT SYSTEM
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DATA DICTIONARY, CURRENT SYSTEM
Source/Sink Description Database Contains information concerning various data Sales Contains information on sales staff Products Contains information on Pine Valley Furniture products Furniture Industry Association Collects sales by FIC data to combine with industry reports Manufacturing Receives Product Line Sales Goals Report Finance Receives Product Line Sales Goals Report Data Flow Description Product Line & Individual Sales Summary Figures
Information used by marketing to generate Product Line Sales Goals Report
Product Line Sales Goals Report Report shows sales goals for each quarter of the upcoming year. Copies to Finance and Manufacturing.
Salesperson Annual Summary Report
January. Report generated to show the total quarterly sales for each salesperson for the prior year. This report is sent to each regional sales manager. Regional breakdown per quarter.
Tentative Quarterly Sales Goals (for coming year)
Submitted to Marketing dept. by regional sales managers. Used to compare with product line goals and other data. Goes into deriving qrtrly quota report.
Quarterly Quota Report Report generated and sent to each regional sales manager. This report also shows aggregate quarterly totals for total dollar sales , by region.
Annual Customer Sales Summary Data
Historical input data to projection process. Provides basis for next year's projection.
Sales Staff Quarterly Sales Information
Sales person insight input to projection process. Provides basis for next year's projection.
Monthly Update data Update information containing information on sales personnel, customer information and product information
Customer Update data Used to update the customer file Sales Personnel data Used to update the sales personnel file Product Update data Used to update product information file Annual Customer Dollar Sales Projection Report
Report generated from annual customer sales summary and sales staff regional insight data. Shows customer projections by region.
Monthly Processed Orders Information used by marketing to generate Monthly Processed Orders Summary Report
Monthly Processed Orders Summary Report
Report provided monthly by the customer order system. Used for tracking sales on products.
Sales Progress Data Data used to generate the various progress reports
Product Line Progress Report Marketing manager and sales managers use this quarterly report to control product sales.
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Region Progress Report Marketing manager and sales managers use this quarterly report to control product sales.
Annual Total Sales Information Information used to generate Annual Total Sales FIC Report
Annual FIC Total Sales Report Report is sent to the Furniture Industry Association where it is combined with reports from other furniture makers & dealers.
Industry Sales Summary Report FIC generates and provides PVF with a copy to use in market forecasting.
Regional Customer Progress Report Generated and sent to each region's sales manager. Report shows customer by region and progress made toward annual sales.
Salesperson Progress To Quota Report
Generated monthly to show sales staff progress toward sales quotas.
Quarterly Product Line Report Generated quarterly to show regional total product line sales.
FIC Total Sales Report Generated and shows all sales in current year up to current quarter. Report organized by FIC.
Zero Sales Report Generated and shows products that exhibit zero sales in that quarter.
Processes Description Process 1.0 Process to generate the Product Line Sales Goal Report Process 2.0 Process to generate the Salesperson Annual Summary Report Process 3.0 Process to generate the Quarterly Quota Report Process 4.0 Process to generate the Annual Customer Dollar Sales Projection Process 5.0 Process to update sales, product, and employee data Process 6.0 Process to generate the Monthly Processed Orders Report Process 7.0 Process to generate the FIC Report Process 8.0 Process to generate the various progress reports used by marketing
Data Stores Description Customer File Data store that holds information concerning customers Employee File Data store that contains information concerning PVF's employees Progress Reports File Data store that holds the various progress reports utilized by Marketing
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CONTEXT-LEVEL, PROPOSED SYSTEM
In analyzing the previous data flow diagram and entity relationship diagram, we determined that there needed to be clarification of data flows and where they are going. For example, in the previous data flow diagram deliverable, we showed that Sales Progress information data flowing from the Products entity to the Marketing Planning and Controlling System. We believe this does not represent an accurate depiction of the actual Sales Progress Information Data Flow. So, in the proposed system, we reengineered the entity relationship diagram and entity to illustrate a more streamline and accurate data flow. Please note that no data flows have been deleted.
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0-LEVEL, PROPOSED SYSTEM
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0-LEVEL, PROPOSED SYSTEM (cont.)
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DATA DICTIONARY, PROPOSED SYSTEM
Data Dictionary
Source/Sink Description
Database Contains information concerning various product and sales data
Sales Contains information on sales staff and sales information
Marketing Personnel Performs database monthly updates to Product, Employee, & Customer files.
Furniture Industry Association Collects sales by FIC data to combine with industry reports
Management Includes Marketing, Finance, Manufacturing and Sales management
Web Consultant Consultant displays online product catalog and allows customers to submit online surveys which are then sent to PVF.
Customer Source of order data
Accounting Handles customer billing & shipping logistics.
Data Flows Description Product Line Sales Goal Data Data used to prepare Product Line Sales Goal Report
Product Line Sales Goals Report Report shows sales goals for each quarter of the upcoming year. Copies to Finance and Manufacturing.
Individual Sales Summary Figures Figures used to generate Salesperson Annual Summary Report
Salesperson Annual Summary Report January. Report generated to show the total quarterly sales for each salesperson for the prior year. This report is sent to each regional sales manager. Regional breakdown per quarter.
Tentative Quarterly Sales Goals Data(for coming year)
Submitted to Marketing dept. by regional sales managers. Used to compare with product line goals and other data. Goes into deriving qrtrly quota report.
Quarterly Quota Report Report generated and sent to each regional sales manager. This report also shows aggregate quarterly totals for total dollar sales , by region.
Customer Sales Projection Data Data used to prepare the Annual Customer Dollar Sales Projection report
Sales Staff Sales Information Sales person insight input to projection process. Provides basis for next year's projection.
Annual Customer Dollar Sales Projection Report
Report generated from annual customer sales summary and sales staff regional insight data. Shows customer projections by region.
Monthly Update data Update information containing information on sales personnel, customer information and product information
Sales Personnel Information Used to update the sales personnel file Product Update Information Used to update product information file Customer Update Information Used to update the customer file
Sales Progress & Monthly Processed Orders Data
Information used by marketing to generate Monthly Processed Orders Summary Report
Monthly Processed Orders Summary Report
Report provided monthly by the sales order system. Used for tracking sales on products.
Annual Total Sales Information Information used to generate Annual Total Sales FIC Report
Annual Total Sales FIC Report Report is sent to the Furniture Industry Association where it is combined with reports from other furniture makers & dealers.
Order Data Consists of information related to an already processed customer order.
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FIC Total Sales Report Generated and shows all sales in current year up to current quarter. Report organized by FIC.
Product Line Goals Data Consists of data related to the product line. Information is used to generate the Product Line Progress Report
Product Line Progress Report Marketing manager and sales managers use this quarterly report to control product sales.
Sales Quota Data Salesperson quota data used to generate Salesperson Progress To Quota Report.
Salesperson Progress To Quota Report Generated monthly to show sales staff progress toward sales quotas.
Zero Sales Report Generated and shows products that exhibit zero sales in that quarter.
Region Progress Report Marketing manager and sales managers use this quarterly report to control product sales.
Regional Customer Progress Report Generated and sent to each region's sales manager. Report shows customer by region and progress made toward annual sales.
Quarterly Product Line Report Generated quarterly to show regional total product line sales.
Product Update Data Data used to generate Online Catalog Update Information for Web Consultant services.
Online Catalog Update Information Information sent to Web Consultant who provides online product catalog services for PVF.
Customer Survey Report Report received from Web Consultant which provides crucial customer satisfaction survey data.
Customer Survey Report Information Information derived from Customer Survey Report and stored in Survey Store.
Customer Survey Data Data used to generate the Customer Satisfaction Report provided to Management.
Quarterly Industry Sales Report Industry report information provided by FIA.
Quarterly Industry Sales Information Information derived from Quarterly Industry Sales Report and stored in FIC Industry Sales Store.
Customer Order Data Consists of new customer order information; products purchased, & cost.
Customer Order Information Information derived from Customer Order Data and stored in Order Store.
Tentative Quarterly Sales Information Derived from Tentative Qrtrly Sales Goals Data (from Sales) and stored in Tentative Goals Store.
Customer Invoice Invoice report of the customer order information; products purchased, & cost.
Industry Sales Data Used to generate Product Line Market Share Report.
Processes Description
Process 1.0 Process to generate the Product Line Sales Goal Report
Process 2.0 Process to generate the Salesperson Annual Summary Report
Process 3.0 Process to generate the Quarterly Quota Report
Process 4.0 Process to generate the Annual Customer Dollar Sales Projection
Process 5.0 Process to update sales, product, and employee data
Process 6.0 Process to generate the Monthly Processed Orders Report
Process 7.0 Process to generate the FIC Report
Process 8.0 Generate FIC Total Sales Report
Process 9.0 Generate Product Line Progress Report
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Process 10.0 Generate Zero Sales Report
Process 11.0 Generate Saleperson Progress to Quota Report
Process 12.0 Generate Region Progress Report
Process 13.0 Generate Regional Customer Progress Report
Process 14.0 Generate Qrtrly Product Line Report Process 15.0 Transfer Website Product Catalog Update Information
Process 16.0 Process & Generate Customer Survey Report.
Process 17.0 Generate Customer Satisfaction Report
Process 18.0 Receive & Store Industry Sales Summary Report Process 19.0 Store Tentative Qtrly Sales Goals data Process 20.0 Input Customer Order Information Process 21.0 Generate Customer Invoice Process 22.0 Generate Product Line Market Share Report.
Data Stores Description
Customer Store Data store that holds information concerning customers
Employee Store Data store that contains information concerning PVF's employees
Reports File Data store that holds the various progress and website reports utilized by PVF management.
Survey Store Data store that holds customer survey reports compiled from the company's website.
FIC Industry Sales Store Data store that holds quarterly Furniture Industry Association sales and market share data.
Order Store Data store for all customer orders.
Product Line Goals Store Data store for product line goals.
Tentative Goals Store Data store for tentative sales goals.
Sales Projection Store Data store for individual customer sales projections.
Quota Store Data store for Sales Quotas.
Product Store Contains data concerning PVF products.
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ENTITY RELATIONSHIP DIAGRAM (ERD)
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ENTITY RELATIONSHIP DIAGRAM METADATA
METADATA For Pine Valley Furniture Company's Market ing and Control Database ER Diagram
Table: AGGREGATE
Name Type Size Description
Aggregate_ID Single 4 Primary key. Aggregate_Year Text 4 Year. 4-digit year. Aggregate_FirstQ Currency 8 First quarter region quarterly target in dollars. Aggregate_SecondQ Currency 8 Second quarter region quarterly target in dollars. Aggregate_ThirdQ Currency 8 Third quarter region quarterly target in dollars. Aggregate_FourthQ Currency 8 Fourth quarter region quarterly target in dollars. Sales_Region_Num Single 4 Foreign key.
Table: ANNUAL_C_SALES
Name
Field
Type
Field
Size Description
Sales_Region_Num Single 4 Primary and foreign key. Customer_Num Integer 2 Primary and foreign key. Annual_Sales Double 6 Total dollar sales for a given customer. Annual_Sales_Year Text 4 Year. 4-digit year.
Table: CUSTOMER
Name
Field
Type
Field
Size Description
Customer_Num Integer 2 Primary key. Each customer is given a unique number. Customer_Business_Name Text 20 20 character alphanumeric. Customer_Address Text 25 Customer address. Customer_City Text 25 Customer city. Customer_State Text 255 Customer state. Customer_Zip_Code Text 25 Customer zip code. 5 digit. Sales_Region_Num Single 4 Foreign key. FIC_Code Single 4 Foreign key.
Table: FIC
Name
Field
Type
Field
Size Description
FIC_Code Single 3 Primary key. Furniture Industry Code. 3-digit code. FIC_Description Text 25 Description of code.
Table: FIC_INDUSTRY_SALE
Name
Field
Type
Field
Size Description
Sales_Region_Num Single 4 Primary and foreign key. Product_Line_ID Integer 2 Primary and foreign key. Industry_Sale_Date Text 4 Industry sales date. Industry_Sale_Dollars Double 8 Industry sale dollars per region and product line.
Table: ORDER
Name
Field
Type
Field
Size Description
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Order_Num
Long
Integer 4 Primary key. Order_Date Date/Time 8 The date the order was submitted. Customer_Num Integer 2 Foreign key. Sales_Person_Num Single 4 Foreign key.
Table: ORDERED_PRODUCT
Name
Field
Type
Field
Size Description
Order_Num
Long
Integer 4 Primary and foreign key. Product_Num Text 4 Primary and foreign key. Order_Qty Integer 2 The product and quantity ordered.
Table: PRODUCT
Name
Field
Type
Field
Size Description
Product_Num Text 4 Primary key and unique product number. Product_Description Text 25 Description of product. Product_Cost Double 8 The customer cost to purchase the product. Product_Line_ID Integer 2 Foreign Key.
Table: PRODUCT_LINE
Name
Field
Type
Field
Size Description
Product_Line_ID Integer 2 Primary key. Product_Line_Name Text 15 The name of the product line. 15 character alphanumeric.
Table: PRODUCT_LINE_GOAL
Name
Field
Type
Field
Size Description
Product_Line_Goal_ID Single 4 Primary key. Product_Line_Goal_Year Text 4 The year in which the product line goals are set. Product_Line_Goal_FirstQ Double 6 First quarter product line goal in dollars. 6 digit numeric. Product_Line_Goal_SecondQ Double 6 Second quarter product line goal in dollars. 6 digit numeric. Product_Line_Goal_ThirdQ Double 6 Third quarter product line goal in dollars. 6 digit numeric. Product_Line_Goal_FourthQ Double 6 Fourth quarter product line goal in dollars. 6 digit numeric. Product_Line_ID Integer 2 Foreign Key.
Table: QUOTA
Name
Field
Type
Field
Size Description
Quota_ID Single 4 Primary key. Quota_Year Text 4 The year in which the sales quota is made.
Quota_FirstQ Double 8
The expected sales for a given salesperson in the 1st quarter.
Quota_SecondQ Double 8
The expected sales for a given salesperson in the 2nd quarter.
Quota_ThirdQ Double 8
The expected sales for a given salesperson in the 3rd quarter.
Quota_FourthQ Double 8
The expected sales for a given salesperson in the 4th quarter.
Sales_Person_Num Single 4 Foreign key. Sales_Region_Num Single 4 Foreign key.
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Table: SALES_PERSONNEL
Name
Field
Type
Field
Size Description
Sales_Person_Num Single 4 Primary key and unique sales person number. Sales_Person_LName Text 15 Sales person last name. Sales_Person_FName Text 15 Sales person first name. Sales_Person_Phone Text 12 Sales person phone number. Sales_Person_Fax Text 12 Sales person fax number. Supervisor_ID Single 4 The supervising sales person. Sales_Region_Num Single 4 Foreign key.
Table: SALES_PROJECTION
Name
Field
Type
Field
Size Description
Sales_Projection_ID Single 4 Primary key. Sales_Projection_Year Text 4 The year the projection is made. Sales_Projection_Dollars Currency 8 The sales projected for a given customer. Customer_Num Integer 2 Foreign key.
Table: SALES_REGION
Name
Field
Type
Field
Size Description
Sales_Region_Num Single 4 Primary key and unique region number. Sales_Region_Name Text 25 Sales region name. Sales_Manager_Num Single 4 The managing sales person.
Table: TENTATIVE
Name
Field
Type
Field
Size Description
Tentative_ID Single 4 Primary key. Sales_Person_Num Single 4 Foreign key. Tentative_Year Text 4 The tentative quarterly sales year.
Tentative_FirstQ Double 8
1st quarter tentative quarterly sales goals submitted by sales.
Tentative_SecondQ Double 8
2nd quarter tentative quarterly sales goals submitted by sales.
Tentative_ThirdQ Double 8
3rd quarter tentative quarterly sales goals submitted by sales.
Tentative_FourthQ Double 8
4th quarter tentative quarterly sales goals submitted by sales.
Table: SURVEY
Name
Field
Type
Field
Size Description
Survey_ID Single 4 Primary key. Survey_Date Date/Time 8 Date the survey was submitted. Customer_Num Integer 2 Foreign Key. Survey_Q1 Text 50 Survey question response. Survey_Q2 Text 50 Survey question response. Survey_Q3 Text 50 Survey question response. Survey_Q4 Text 50 Survey question response. Survey_Q5 Text 50 Survey question response.
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Survey_Comments Memo n/a Additional survey comments. Table: INVOICE
Name
Field
Type
Field
Size Description
Invoice_Num Long Integer Auto Primary key.
Order_Num Long Integer Auto Foreign key.
Invoice_Date Date/Time 2 Date Invoice was generated. Table: SHIPMENT
Name
Field
Type
Field
Size Description
Invoice_Num Long Integer Auto Part of Composite Key and Foreign Key of INVOICE table
Product_Num Text 4 Part of Composite Key and Foreign Key of PRODUCT table Shipment_QTY Integer Auto Shipment_Date Date/Time 2 Date order shipped.
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PHYSICAL DATAFLOW DIAGRAM
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PHYSICAL DATAFLOW DIAGRAM (Cont.)
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DATABASE ARCHITECTURE
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SYSTEM INPUT FORMS & SAMPLE REPORTS
System Switchboard
The switchboard is the main menu for the Pine Valley Marketing Planning & Control System.
From this form, marketing and sales personnel can navigate to the various input forms and
reports the system provides. The switchboard also has an application exit command button
located in the lower right-hand part of the switchboard.
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Reports Main Menu
The reports main menu provides marketing and sales personnel access to the various annual,
quarterly, and monthly reports Pine Valley Furniture management requires to perform sales
projections and sales progress monitoring.
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Sample Reports
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Customer Form
The Customer form allows sales personnel to enter new customers and new customer orders.
The old Pine Valley order system was a separate system and deriving reports from it was not as
efficient due to fragmented data. With this new system, customer orders are entered directly and
reports can be generated more efficiently due to the integration of customer order data.
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Product Form
The Product form allows sales and marketing personnel easy access to product information.
New products can be entered into the system and existing product information can be edited with
ease. The Product form also displays inventory information about each product and the work
centers responsible for producing the product.
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Invoice Form
The Invoice form allows accounting personnel access to customer invoices for billing purposes.
The Invoice form displays data concerning order number, invoice number and the products
ordered and quantity.
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Invoice Form
The Tentative Sales Goals form allows sales personnel to enter tentative sales goals data for each
quarter of the year. Marketing uses this data to develop sales projections and sales quotas.
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INTERNET CONSIDERATIONS
For the WAN network connectivity we suggest utilizing Verizon Business DSL services.
This DSL will improve connectivity between the three office locations significantly over the
dial-up service that is currently being employed. They provide the following services:
• Up to 7.1M down stream / 768k upstream
• Remote dial-up access for use when traveling
• Static IP addressing • Maintain a website • Research, surfing & e-mail • Conduct e-commerce • Receive/send large text, graphic &
photos • Remote Dial-up Access (unlimited)
• Audio / video streaming • e-Mail accounts (10 .net or 3 domain) • Remote users access your network • Domain registration (included) • Connect multiple users to one DSL line • 24/7 live technical support • Video-conferencing • 30-day money back guarantee
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IMPLEMENTATION PLAN
1. Equipment Housing
a. Due to the high operating temperatures networked
equipment are susceptible to, all networking equipm ent
such as routers, Cisco switches, patch panels,
equipments racks, etc., should be housed in a
temperature and humidity controlled environment.
Electronics equipment does not perform well under h ot
and humid conditions for sustained long periods of
time without succumbing to intermittent problems.
b. We strongly suggest (optional however) utilizing a
temperature and humidity chart recorder that is
capable of recording on a 31-day scale and recordin g
temperatures between 20 to 120°F and 0 to 95% relat ive
humidity with ±3% accuracy. We suggest purchasing the
following for each network equipment space:
i. Dickson model THDX, 8" Temperature, Humidity &
Dew Point Chart Recorder with Remote Probe, list
price $659.00
ii. Dickson chart paper, part number C480, list price
$24.00 per pack of 60.
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iii. Dickson AC Adaptor, part number R012, list price
$25.00.
This equipment can be purchased online at
http://www.dicksonweb.com/info/home.php
c. We suggest maintaining the temperature in each netw ork
equipment space between 0° C and 20° C (32°F and
68°F).
d. Desktop hardware such as computers, laser jet
printers, and scanners that support work group
functions however, do not require any special
environmental controls outside of normal office
environmental conditioning.
2. Electrical Power Considerations
a. For power considerations we recommend that all non-
inductive electronics equipment be provided “clean”
power. This would entail installing separate
electrical power lines for all networked equipment
spaces.
b. Examples of non-inductive equipment are desktop
computers, switches and routers. These types of
equipment are susceptible to intermittent damage du e
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to power fluctuations that would occur if inductive
electrical equipment such as motors and generators
were powered from the same power line.
3. Security
a. For security considerations we recommend securing a ll
networked equipment spaces against possible
unauthorized access. Simple but effective ways to
secure a space are:
i. Cipher locks on all network equipment space
access doors.
ii. Written security policy which lists authorized
I.T. personnel.
Installation of Equipment
1. Cabling
a. Adirondack Cabling, Inc. will provide cabling
installation service for all horizontal and vertica l
distributions. Scope of work are as follows:
i. Install UTP cabling. Adirondack Cabling will
install CAT 6 cable from IDF to designated
location under raised floor. Terminate cable in
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CAT 6 jack installed in duplex faceplate. At the
hub end terminate cable in CAT 6 patch panel.
ii. Label and test all UTP cables. Adirondack
technicians will check end-to-end continuity on
all four-wire pairs and also ensuring that the
cable under test has the correct wiring scheme.
iii. Install fiber optic cabling. Adirondack will
install 6 strand, MM fiber optic, as a feed from
MDF to IDF. Install finer in 1” inner duct for
protection of fiber. Terminate fiber in rack
mount cabinet provided by APC with 6 port coupler
panels. The individual fiber strands will be
terminated with SC MM unicams.
iv. Install 12” ladder rack in each IDF for cabling
routing and stabilization of rack.
2. Computer and Network Hardware and Software
a. All network, computer, and support equipment and
software will be received, tested, and installed by
the consulting firms own I.T. technicians. Costing
for this service is provided in the costing section of
this report.
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Training
1. Training will be required for all I.T. personnel re gardless
of current experience level. This will be as follo ws:
a. Demonstrations of the system to all users and I.T.
personnel will be provided by the consulting firm.
b. Further training for I.T. personnel will consist of
troubleshooting and repair methods for all network
equipment. If required, onsite vendor training wil l
be contracted. At this time however, all network
system training will be provided by the consulting
firm. Please refer to the costing section for
appropriate costing figures.
Going Online
1. Cutover Method
a. After the system has been installed and tested we
suggest adopting a pilot cutover method for
deployment.
b. During pilot cutover, only a small portion of the
system will be brought online for users to test and
evaluate. For example, only engage one floor of PV F
main office for testing purposes. Once the “bugs” h ave
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been worked out in the pilot group, duplication of the
system can occur for each floor. Implementing the
system in sections or groups, we believe, will limi t
frustration and confusion.
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IMPLEMENTATION TIMELINE
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Testing Plan Testing Goals
1. Eliminate syntax errors 2. Identify and screen user input errors 3. Eliminate logic errors 4. Eliminate the potential for runtime errors 5. Evaluate system speed performance 6. Evaluate system security 7. Validate system integrity 8. Evaluate the level of user acceptance 9. Evaluate system documentation
We will be involved in all phases of the testing cy cle until project completion and implementation. Pine Valley Furniture testing phases will be as follows: Testing Progression
A. Design Phase Testing 1. Syntax Testing 2. User Interface Testing
B. Development Phase Testing 1. Program Module Testing 2. Integrated Module Testing 3. System Testing
C. Implementation Phase Testing 1. User-Acceptance Testing
Testing Plan Documentation Example
Customers Order Testing Control Sheet Project PVF Marketing Planning & Control System Customer Information Description Comment Syntax customer financial data
completed
User Interface customer information form completed
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customer finance form completed Program Module customer finances database maintenance: blank form, customer financial data form
completed
Integrated Module customer finances database maintenance merge with customer database
completed completed
System new PVF main menu options: customer, product, invoice, survey tentative sales, product line goals, customer sales projection, sales quota, sales personnel
in progress
Pilot PVF marketing planning and control system upgrade
completed
User Acceptance PVF upgrade in progress
Customers Testing Procedure Project PVF Marketing Planning & Control System Product customer form Test Description user interface-customer informatio n screen form Test Data Expected Results Comment customer name displays customer name to screen completed add new customer displays blank form completed save customer info save information completed preview order displays detail customer order completed main returns to main screen interface menu completed
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PVF Marketing Department’s Planning & Control Syste m Training
The PVF system training will be provided in these t wo types of formats: Hands-On Exercises and Tutorials. Also, there are s elf-practice tutorials at the end of each session for t hose who like to explore more. Training Manual Objectives Schedule System Overview
Narrative User’s System Diagram Menu Options
Demonstrations Topics Hand-On Exercises Quick References Guide Notes Pine Valley Furniture Training Schedule Session 1: Tuesday, 9:00 -12:00 pm, for all sales e mployees. 1. Information System Overview 2. Demonstrations of the PVF Interface 3. Break 4. Hands-On Exercises 5. Description of the Procedures Manual Session 2: Wednesday, 9:00-12:00 pm, for all sales employees. 1. Hands-On Review Exercise 2. Demonstrations of the PV Update Subsystem 3. Hands-On Exercise on the Update Subsystem 4. Break 5. Demonstration of the Sales Transaction and Order Subsystem 6. Hands-On Exercise on the Sales Transaction and O rder Subsystem 7. Hands-On Review Exercise Session 3: Thursday, 9:00-12:00 pm, for the IT Depa rtment and owner.
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1. Demonstration of the 4GL Software Tutorials 2. Hands-On Problems-Solving Exercise 3. Break 4. Description of Procedures Manual 5. Q&A Session Session 4: Friday, 9:00-12:00 pm, for the IT Depart ment and owner. 1. Demonstration of the Correspondence Subsystem 2. Demonstration of the Sales Trending Subsystem 3. Demonstration of the Reports Subsystem 4. Break 5. Demonstration of the Internet Connection Subsyst em 6. Overview of the System Hardware Pine Valley Furniture Hands-On Training Exercise EXERCISE 1-- You have a New Customer Part A: System Startup 1. Turn on your computer.
2. Start the Pine Valley Furniture Switchboard Appl ication (click on the PVF icon)
Part B: Customer Accounts Information Screen and Cu stomer Financial Data
1. Select add new customer by clicking the New Cust omer Command button on the right of the screen.
2. Click on Add New Customer 3. Complete customer information screen 4. Save (customer had been added)
Part C: Order Entry 1. Select new order from order entry screen
2. Complete the required fields 3. Save information 4. Click on Create Invoice 5. Save invoice 6. Select preview order info 7. Summit order
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Part D: System Exit 1. Click main to return to PVF screen 2. Close application 3. Turn computer off
