purple group implement ion phase final report sec 06 final draft
TRANSCRIPT
Dec 5
th, 201
1 GO oRganic Wholesale Health Foods
Purple Group ISYS 363 Group Leader – Maryam El BazTeam Members – Scott Robbins, Xuhui, Pual Mezache & Tim Koren Page 1
Go Organic Wholesale -California
2011
Purple Group GOoRganicP.I.I.T.S Implementation Phase and Final ReportMaryam El Baz, Scott Robbins, Xuhui, Paul Mezache & Tim Koren ISYS 363_06
GO oRganic Wholesale 2011
Table of Contents
1. Executive overview
Pg. 3
2. Initial Proposal Pg.
4
3. Feasibility Study
Pg. 6
4. Application Design Pg.
15
5. Prototyping/Data Definitions
Pg. 21
6. Project Summary
Pg. 22
GO oRganic Wholesale 2011
Executive Overview
Database Overview:
Purple Group Information Technology Division is pleased to present a fully
functional prototype of P.I.I.T.S. The department has been successful in
implementing all of its goals as originally planned, including all necessary
inputs and forms as described in the initial proposal.
P.I.I.T.S is now able to provide the integration between customer service,
employee sales, inventory management and vendor management that
Purple Group previously did not have. Now with real time communication
between the sales floor, warehouse and vendors, just in time inventory has
eliminated back orders and unable to fill orders as well as excess inventory.
GO oRganic Wholesale 2011
P.I.I.T.S also alerts sales reps to the amount of inventory that has been
allotted to customers and are not available for sale to provide better
customer service and warehouse management. Service agents are now able
to track customer orders in real time with shippers in order to provide
customers with real time information and are better able to respond to any
issues.
Employees at all levels are able to add new customers, products and
suppliers with easy to use forms. Managers are now easily able to create up
to the moment reports to accurately ascertain which products are selling,
agent sales and predict when new inventory will be arriving. With real time
reporting, managers are also able to spot top selling agents and produce
market analysis reports.
Implementation:
Employee and vendor training is on target to meet the Dec16th, 20011
deadline and is ahead of schedule to be phased into the warehouse as
described in the feasibility study. At this time they system will work side by
side with the legacy system to observe for potential bugs and employee
training and usage issues. After a three-week run, this implementation
phase will be analyzed before being phased into the stores on Feb 18th,
2011.Purple Group Leader ISYS 363 – 06
Initial Proposal
GO oRganic is growing at an average rate of 20% per year. It has become
vital that the management of our vendors, inventories, sales and customers
increase in efficiency. To meet these demands, it is important to implement
an information system that can grow with our current rate of growth. This
GO oRganic Wholesale 2011
system shall be referred to as Purple’s Inventory Information Tracking
System, or P.I.I.T.S.
OBJECTIVE
In 2011, GO oRganic’ revenues have exceeded $2,000,000 per year. Our
targeted revenue is $5,000,000 by 2016. By December 2011, our goal is to
have implemented and trained staff and vendors on a P.I.I.T.S.
SCOPE OF SERVICES
1. System Requirements
A. The application should be web based to provide the best mobility
possible.
B. The application should be provided, updated and maintained by an
outside vendor, to avoid development and maintenance cost.
The system is required to provide the following services.
A. Vendor Management
B. Purchase order generation
C. Track inventory/purchases in real time.
D. Track orders and status.
E. Track Receiving
F. Manage Inventory both by individual store and company wide
G. Input and manage customer sells.
H. Shipping
I. Track Shipping in real time
J. Manage customer information
K. Re-order inventory using Just In Time inventory
L. Track sales quantities and dollar amounts by sales associate.
GO oRganic Wholesale 2011
M. Produce reports.
2. Conversion and Post-Conversion Support
A. Training to be provided for both staff and vendors.
B. Information System Vendor to provide 24-hour support.
BENEFITS
When this system is implemented, GO oRganic Furniture will be able to
reduce inventory cost, reduce excess inventory, reduce inventory loss,
provide more efficient and effective customer service and provide better
tracking of costs and employee sales in real time.
GO oRganic Furniture will have the capacity to accept larger orders and
obtain new and larger customers.
SOFTWARE COSTS AND PROFESSIONAL FEES
Feasibility Study & Planning phase to be outlined by November 20th, 2011
CLOSING
With P.I.I.T.S. GO oRganic Wholesale will be able to meet its future goals, and have the flexibility to
meet market demands and remain competitive in the global market place.
Project Summary
GO oRganic Wholesale 2011
Currently we have finished the Design Phase of the project. We are excited
to proceed to the next phase, as we believe that we are ahead of the
planned schedule of implementing this system into our daily operations. The
next phase of this project is the vendor training, then warehouse training,
sales force, and finish with customer service.
After months of designing the P.I.I.T.S. we are proud to present and use the
state of the art system that is designed to include all of the departments of
our company, working well together, providing up to date reports, and real
data on the inventory, order status, vendor orders and status, invoices, and
customer database well incorporated into the system.
P.I.I.T.S. is a system that will speed up the work of our company, creating a
well designed mechanism that will only improve the work of various
departments, including the work of the sales force, warehouse,
administrative department, customer service, and vendor relations. The
system is easy to use and designed in a way that decreases the possibility of
making mistakes. This is important to us, as it will become helpful in
training our employees, vendors and customers on how to use the system.
We have successfully overcome most of the challenges that were described
in the feasibility study part of this report. The other challenges are still to
be approached as they concern the implementation phase of the project. We
look forward to the training phase of the project as that will show us in
practice the quirks and possible problems with the system. That will help us
solve possible difficulties before the system will be used fully on the daily
basis.
GO oRganic Wholesale 2011
To conclude, I think Purple Group is a strong team of individuals that will
make the implementation of the P.I.I.T.S. a successful project. We cannot
forget to stay focused on implementing improvements to the system, as the
technology changes constantly, making it work even better and smoother.
We look forward to continue to work on designing and implementing the
system into our daily operations.
Dear Prof. Danner;
Below is the project summary.
Group Summary: By Maryam El Baz
Purple group members have performed their best for the project. Maryam
Baz, group leader has contributed much of her time and effort to keep
everyone in the group on track. Thanks to the leadership of Maryam, we
were able to complete the feasibility phase with high expectation. As group
members, Scott Robins, Pual Mezache, Xuhui Huang and Tim Koren have
also spent a lot of time to work along with Seth to bring the best into the
project.
We have faced many difficulties. One of our first issues was communication.
Since, we all have different time schedule and many of us are working. It
was extremely difficult to set up a meeting. The project is time consuming
so we were all panic at one point. However we were able to meet in person
several times, although most of the time lacking a team member or two. We
also put more effort to email, phone call, and text one another.
The status of the group is five stars. No one is sick. Everyone is
participating. With the group leader’s guideline, all members won’t be panic
or frustrated at any point. We have completed the proposal and feasibility
GO oRganic Wholesale 2011
phases. To stay front of everything, we also have discussed about planning
and prototyping phases. However, we are not able to continue without the
feedbacks of professor Danner. Since, our project is quite long and a bit
complicated. Overall, Group Purple has a strong leadership from Maryam El
Baz and high contributions from Xuhui Huang and Scott Robbins.
ENCLOSURESPONSE
This Letter Correctly states the understanding of the Purple Group Information Technology Division
Accepted by: Title: Date: Dec, 5th 2008
GO oRganic Wholesale 2011
GO oRganic Wholesale 2011