Purple Group Implement Ion Phase Final Report Sec 06 Final Draft

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

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


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.


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


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.


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


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.


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


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

Purple Group Implement Ion Phase Final Report Sec 06 Final Draft

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