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Company XYZ Logo. New Product Platform Functional Decomposition: As Is State. 1. Corp. Accounting. OEM. High Level Functional Decomposition – As Is. Data Vendor. Gather Data. Client Management. Existing Application. 5.0 Data Vendor. 2.0 Operations. 1.0 Client Management. 5.2

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Company xyz logo l.jpg

Company XYZ Logo

New Product Platform

Functional Decomposition: As Is State

1


High level functional decomposition as is l.jpg

Corp. Accounting

OEM

High Level Functional Decomposition – As Is

Data Vendor

Gather

Data

Client

Management

Existing Application

5.0 Data Vendor

2.0 Operations

1.0 Client Management

5.2

OEM Rules

5.1

Business

Rule Management

1.1

Administration

1.2

Contact

Management

2.1

Activity

Management

2.2

Sell Me List

6.0 Template Mgt.

5.3

Fulfillment

Preparation

5.4

Reporting

2.4

Enrollment

2.3

Sales

Scripts

1.4

Adjustments

& Notes

1.3

Order

History

6.2

Template

Rules

6.1

Creation

5.5

Client/Customer

Management

5.6

Billing

3.0 User Admin

7.0 Fulfillment

4.0 Reporting

7.2

Vendor

7.1

In-house


Level 1 0 client management l.jpg

Level 1.0 Client Management

1.0 Client Management

1.1

Administration

1.2

Contact

Management

1.4

Adjustments

& Notes

1.3

Order

History


Slide4 l.jpg

1.0 Sales

accesses

application

1.0 Client Management process

1.1

Administration

1.2

Contact

Management

Sales selects

desired

function

1.3

Order

History

1.4

Adjustments

& Notes


1 0 client management client management process l.jpg

1.0 Client ManagementClient Management process

This function creates, modifies and maintains Client information:

1.1 - Administration

1.2 - Contacts

1.3 - Order History

1.4 - Adjustments

1.4 - Notes

These functions are described in their respective sections below.

All of this information deals directly with the Client, the end customer for the direct mail programs and campaigns.

Sales gather required information during the Enrollment process (paper, fax and some electronic) and during telephone contacts with the Clients in Enrollment process (2.4).

The System saves and displays the information as required.


1 1 client administration process l.jpg

1.1.3

Identify Client

Contacts

1.1.2

Gather Client information

1.1

Registration

Request

Save Modified

Client record

Delete Client

Add Client

Record

1.1.4 Find &

Modify

Client Record

1.1 Client Administration process

Modify

1.1.1Add,

Modify,

Delete Client

Add

Delete


1 1 client management administration process l.jpg

1.1 Client ManagementAdministration process

Sales Representatives perform these actions on Client Records in the Datastore:

  • Add

  • Delete

  • Modify

    Sales Representatives manually enter the information after telephone contact with the Client or from faxed forms (the Client downloads and completes PDF forms from <proprietary website>, faxes the form(s) to the Sales Rep. The Rep then manually enters the information into the System (Operations 2.4).

    This information includes Client Name, Address, Phone Numbers, Client Staff, Service Vendor Hours, coupon selection, text for customizable direct mail fields, etc.

    Company XYZ pushes the Client information to 3rd Party Data Vendor for inclusion in its regular Client data pulls.


1 1 client administration process context diagram l.jpg

System

Datastore

1.1 Client Administration processContext Diagram

Outputs

Inputs

process

  • Client

  • Administration

  • process

  • Add Client

  • Delete Client

  • Modify Client

  • information

Client

faxed forms

To Sales

Add, delete, modify records

Sales enters information gathered

In 2.4 Enrollment

Send Data to Vendor


1 2 contact management process l.jpg

1.2 Sales

Gathers Client

Contact info.

1.2.1Sales adds

new or deletes/

modifies existing

Contact*

1.2.1 System Datastore

2.0 Operations

1.2 Contact Management process

* Performed in 2.1 Activities Management


1 2 client management process contact management l.jpg

1.2 Client Management processContact Management

Contact management is largely self explanatory. It is the process of identifying the key personnel at a given Client and capturing and storing their contact information in a database.

Contact information includes but is not limited to: Name, Title, Work phone, Vendor Phone, Email, Other.

System displays Contact information in its own section of the dashboard. The Sales Representatives use this information to contact the appropriate Client staff. Contact Management allows Sales Representatives to manage as many Client Contacts as required.

Sales Representatives use these functions to add, delete or modify Contact information.


1 2 contact management process context diagram l.jpg

System

Datastore

1.2 Contact Management processContext Diagram

Outputs

Inputs

process

  • Contact

  • Administration

  • process

  • Add Contact

  • Delete Contact

  • Modify Contact

  • information

Client

faxed forms

To Sales

Add, delete, modify records

Sales enters information


Slide12 l.jpg

1.3 Sales or

Client request

Client record

1.3.2

Display Current

Campaigns

1.3 Order History process

Client

1.3.2

Sales or

Client request?

1.3.1 Select

Order History

Sales

1.3.3

Display Current & History Campaigns


1 3 client management process order history l.jpg

1.3 Client Management processOrder History

Order History is a detailed set of information of the Client’s past product purchases.

Sales Representatives use the information in sales calls. Sales and Clients use the information to determine the Client’s mix of current programs to identify potential needs.

Client Portfolio information displays at <proprietary website> after sucessful Client login.


1 3 order history process context diagram l.jpg

System

Datastore

3rd Party

Data store

1.3 Order History processContext Diagram

Outputs

Inputs

process

Sales enters information

Store Record

Query

records

/Client

Results Page

Sales

Results Page

Lookup Page


Slide15 l.jpg

1.4.4

Corporate accounting

1.4.5

OEM Accounting credits account

1.4 Client

Requests

adjustment

1.4 Option: Sales

gathers/creates

Client Note*

1.4 Sales

Selects Client;

Display Note

1.4 System Datastore

1.4.3 Sales

creates Credit

Memo Request

1.4 Adjustments & Notes process

1.4.1

Sales Verify

Error

Fill out manual form for

Credit Memo

valid

Invalid

End process

Save Note

*-Note information can conVendorrn anything about the Client


1 4 client management process adjustments notes process l.jpg

1.4 Client Management processAdjustments & Notes process

Third Party Data Vendor handles all billing for these products. Company X requests adjustments, validates errors and creates credit memo request (manually) to remedy issues and billing errors. A Sales Team Manager must review all request forms before submission to 3rd Party Vendor.

Adjustments is the process of providing credit in the form of vouchers, memos or checks. This process is needed to keep the clients account in balance.

Notes are used to keep a electronic history of client interactions. These notes are used to document situations or desires of a given client.


1 4 adjustments notes process context diagram l.jpg

System

Datastore

Financial

Data store

1.4 Adjustments & Notes processContext Diagram

Outputs

Inputs

process

Client

complains

To Sales

  • Adjustments

  • process

  • Create Credit

  • Memo Request form

  • Client Notes

  • process

Add, delete, modify records

Save/Modify

Note

Sales enters information and/or creates note

Display

Note

Sales Team Management Reviews and forwards form to 3rd Party Vendor


Level 2 0 system operations l.jpg

Level 2.0 System Operations

2.0 System Operations

2.1

Activity

Management

2.2

Sell Me List

2.4

Enrollment

2.3

Sales

Scripts


2 0 system operations process l.jpg

2.0 Sales

selects desired

function

2.0 System Operations process

2.1

Activity

Management

Go to 2.2

Sell Me List

Sales selects

desired

function

Go to2.3

Sales Scripts

Go to

2.4

Enrollment


2 0 system operations system operations process l.jpg

2.0 System OperationsSystem Operations process

This function provides these capabilities:

2.1 Activity Management - Manages and tracks Sales activities (tasks and assignments)

2.2 Sell Me List - Displays current product offerings. This can include Programs and Campaigns.

2.3 Sales Scripts - Creates, displays and maintains Sales Sales Scripts/Tips

2.4 Enrollment – Gathers and inputs information related to the Clients enrollment needs. Sales Representatives gather required information during the Enrollment process (paper, fax and some electronic) and during telephone contacts with the Clients.


2 1 system operations process activities management l.jpg

2.1.2

process Calls

2.1.3

process

To Dos

(Action Items)

2.1.4

process Issues

2.1.6

Management

Reporting

2.1.5

process

Appointments

2.1 Sales/

Manager assigns or reassigns Activity

2.1 Sales

Opens My

Activities page

2.1.7 System

Datastore

2.1 System Operations process Activities Management

2.1.1 Sales selects

Activity


2 1 system operations activities management process l.jpg

2.1 System OperationsActivities Management process

The activities management process is mostly manual currently. This process facilitates the daily tasks for the Sales Representatives and Managers and includes:

  • Directs Sales workflow through management/team Activity assignments/reassignments and To Do tasks.

  • Tracks Sales productivity and SLA through Open/Closed Activities, including pre-defined ‘Closed Reasons’ and a Call Result Notes field.

  • Alerts the Team to issues.

  • Allows Appointments and Calls management .

  • Allows Management to populate news items of specific conVendorrn to the Team.

  • Tracks Telephone, Fax and Email tasks (tickler).

  • Management Reporting.


2 1 activities management context diagram l.jpg

System

Datastore

2.1 Activities ManagementContext Diagram

Outputs

Inputs

process

  • Activities

  • Management

  • process

  • Call Management

  • To Do Management

  • Issues Management

  • Appointments

  • Management

  • Summary Report

Display appropriate

web pages

Sales opens, closes or reassigns an activity

Manager assigns task, adds news item, reviews Sales productivity, reviews SLA levels

Add, delete, modify records


2 2 system operations process sell me list l.jpg

2.2.3 Display

available Campaigns &

Programs

2.2 User requests

Products List

2.2.1 System

Datastore

Order History

2.2 System Operations process Sell Me List

* Sell Me Screen section contains all current Campaigns in which the selected Client is Not enrolled


2 2 system operations sell me list process l.jpg

2.2 System OperationsSell Me List process

On user request, the system displays a list of currently available Programs and Campaigns. Selecting a given product will display a sales script. The Sales must follow this script while talking to the Client.


2 2 campaign portfolio context diagram l.jpg

System

Datastore

2.2 Campaign PortfolioContext Diagram

Outputs

Inputs

process

  • Campaign

  • Portfolio

  • process

  • Query System data

  • store

  • Display currently

  • available programs

  • and campaigns

Find appropriate records

Sales requests Portfolio information in Activities application

Display information

Client requests Portfolio information in <proprietary website> site.


2 3 system operations process sales scripts l.jpg

2.3.4 Display Program FAQ

2.3.5 Manager

Writes & uploads FAQ

2.3.3 Sales accesses Programs List; selects one

2.3.2 Display Sell Me info in

First Client Screen

2.3 Sales

Requests Client

Information

2.3.1 System

Datastore

2.3.1 System

Datastore

2.3 System Operations process Sales Scripts


2 3 system operations sales scripts process l.jpg

2.3 System OperationsSales Scripts process

The user selects a displayed Program or Campaign from the Sell Me list, the System displays a sales script with quick and easy to read information for use in explaining the product to the Client.

By comparing a Client’s Order History with the universe of available Programs, the System displays a list of Programs (Group and National) for which the Client is eligible but not currently enrolled.


2 3 sales scripts context diagram l.jpg

System

Datastore

System

Datastore

2.3 Sales ScriptsContext Diagram

Outputs

Inputs

process

  • Sales Script

  • process

  • Order History with

  • Current Campaigns

  • Save Sales Script

Add, delete, modify FAQ records

Order History

Manager creates, modifies or deletes

Program FAQ

Display appropriate info pm

web pages


2 4 system operations process enrollment l.jpg

2.4.5 Display Enrollment Form; edit* or create

2.4.2 Sales: Client Man. (1.1)/ Contact Man.(1.2)

2.4.7 Administrator

verifies and submits

paper/on-line forms,

archives paper form

2.4 Client

requests enrollment by Fax or contact

2.4 Client

requests Campaign change

2.4.3 System

Datastore

2.4.7 System

Datastore

2.4 System Operations process Enrollment

Yes

2.4.1 New

Client?

2.4.6 Sales fills or edits on line and paper form

No

* When enrollment form is released to Print Production, the form becomes Read Only can cannot be edited.


2 4 system operations enrollment process l.jpg

2.4 System OperationsEnrollment process

This process captures data to register new Clients, enroll Clients in Programs and Campaigns and modify Enrollment information.

Current Clients (usually with the help of Sales) fill out a paper form. The Sales fills out a comparable form and keys the information into the System website.

On sending the enrollment/change, the Program/Campaign Administrator reviews the paper and on-line form, QCs both and, when appropriate, submits the enrollment when the application saves the information. The internal paper form is then archived.


2 4 enrollment process context diagram l.jpg

System

Datastore

2.4 Enrollment processContext Diagram

Outputs

Inputs

process

  • Enrollment

  • process

  • Create Client record

  • for new Client

  • Create and save

  • electronic

  • Enrollment Form

Sales creates electronic Enrollment record from Client fax or contact

Add, delete, modify Client and Campaign records

Administrator reviews for QC, submits the on-line information to the System and archives the paper version


Level 3 0 user admin l.jpg

Level 3.0 User Admin

3.0 User Admin


Level 3 0 user admin process l.jpg

3.0.1 System Admin. enters role, user ID and password

3.0.3 System sends new user log in information

3.0 Request for acess to System or modify existing user

3.0.2 System

Datastore

Level 3.0 User Admin process


3 0 user administration l.jpg

3.0 User Administration

This process creates, modifies and deletes new System users, secures log ins and enforVendor role-based security.


3 0 user administration context diagram l.jpg

System

Datastore

3.0 User AdministrationContext Diagram

Outputs

Inputs

process

  • User

  • Administration

  • process

  • Create user account.

  • Modify existing profile

  • Delete current user

  • Enforce roles-based

  • access to screens,

  • functions and

  • information

  • Save and enforce

  • changes

Add, delete, modify user records

System System Administrator enters user information, changes existing Profile or deletes existing user

EnforVendor role-based security

User Requests acVendorss to System, Profile change or is no longer eligible to use the System

User notification


Level 4 0 reporting l.jpg

Level 4.0 Reporting

4.0 Reporting


4 0 reporting process l.jpg

4.0.5 Generate, display file, offer save/print.

4.0 User requests report

4.0.4 Display

error message, for end user confirmation

4.02 System

Datastore

User table

4.05 System

Datastore

4.0 Reporting process

No

4.0.3 Valid

Request?

4.0.1 Check user account

Yes


4 0 reporting l.jpg

4.0 Reporting

This process regulates report delivery, generation, display, save and print.


4 0 reporting context diagram l.jpg

System

Datastore

4.0 ReportingContext Diagram

Outputs

Inputs

process

  • Reporting

  • process

  • Validate user access

  • to report

  • Pull data

  • Sort, filter as defined

  • in report

  • Display report

  • Allow save or print

  • as defined

Add, delete, modify user records

User Requests pre-defined report, enters required filter, sorting detail

End user role-based security

Report


Level 5 0 campbell ewald vendor process l.jpg

Level 5.0 Campbell Ewald (Vendor) process

5.0 Vendor

5.2

OEM Rules

5.1

Business

Rule Management

5.3

Fulfillment

Preparation

5.4

Reporting

5.5

Client/Customer

Management

5.6

Billing


Slide42 l.jpg

5.0 Sales

Access System

5.0 Vendor process

Go to 5.1

Business Rule

Management

Go to 5.2 OEM Business

Rule

Management

Sales selects

desired Vendor

function

Go to 5.3 Vendor

Fulfillment Preparation

Go to 5.4 Vendor

Reporting

Go to 5.5 Vendor Client/

Customer Management

Go to 5.6 Vendor

Billing


5 0 data vendor process l.jpg

5.0 Data Vendor Process

Third Party Data Vendor is a key vendor for Company X to successfully deliver its products. Most of the vendor’s services are considered a black box. This means information is sent and received

This process includes:

5.1 Business Rule Management - Determines data rules for scrubbing and record selection for direct mail campaigns.

5.2 OEM Rules - Determines and documents OEM Business Requirements for campaign design, mailer design, OEM data used in the process, etc.

5.3 Fulfillment Preparation - Prepares the mailers for final fulfillment (printing and Mailing) using the various business rules.

5.4 Reporting - Identifies, determines and documents available Reports based on the Vendor data pulls.

5.5 Client/Customer Management - Manages Client and Customer (direct mail campaign material) records.

5.6 Billing - Manages Group and Corporate Billing.


Level 6 0 template management l.jpg

Level 6.0 Template Management

6.0 Template Mgt.

6.2

Template

Rules

6.1

Creation


6 0 template management process l.jpg

6.2 Create Template Rules

6.0New mailing

product required or

change to existing

product

System

Datastore

6.1 Create

Template

6.0 Template Management process


6 0 template management process template management process l.jpg

6.0 Template Management processTemplate Management Process

This is the creative process to create a mailer template for a given program or campaign. If the design process calls for a dynamic template, the rules governing the template are created and stored.


6 0 template management process context diagram l.jpg

System

Datastore

System

Datastore

6.0 Template Management process Context Diagram

Outputs

Inputs

process

  • Template

  • Management

  • process

  • Store Recipient

  • information

  • Impose Rules

  • Store Template

Creative creates template, identifies fields. Creates graphics, etc.

Impose rules, provide date to populate fields


Level 7 0 fulfillment l.jpg

Level 7.0 Fulfillment

7.0 Fulfillment

7.2

Vendor

7.1

In-house


7 0 fulfillment process l.jpg

7.0 Mailer print

jobs required.

7.0.1 Determine

Job Size

7.2 Go to Vendor

7.0.3 Go to 4.0

Reporting

7.0.3 Go to In-

House

7.0 Fulfillment process

No

No

7.0.2.1

In House size or

below?

7.0.2.1

Ops able to

schedule?

Yes

Yes


7 0 fulfillment process50 l.jpg

7.0 Fulfillment process

This processdetermines if Vendor or In-House operations will print and distribute mailer and associated materials based on:

  • Number of pieces to be printed

  • In-House technical capabilities

  • In-House Operations schedule

  • Vendor prices, availability and expertise.

    It also generates valid Fulfillment Reports for Client and appropriate Coop program(s)


7 0 fulfillment process context diagram l.jpg

Print Job Trigger

System

Datastore

7.0 Fulfillment process Context Diagram

Outputs

Inputs

process

  • Fulfillment

  • process

  • Determine In-house or

  • Vendor

  • Provide data

  • Provide template

  • Apply all rules

  • Run print job

  • Mail items

  • Validate mailing

  • Validate print job

  • Provide appropriate

  • Report(s)

Provide & save information for and about print job

Print job

Mail Job

Reports


Level 7 1 fulfillment process in house company xyz process l.jpg

7.1 Company XYZ Ops

Prepares print job

System

datastore

7.1.1 Creative

issues template

graphics & form

design

7.1.2 Ops

accesses data

& template (RIP),

prints job

Level 7.1 Fulfillment process In-House (Company XYZ ) process


7 1 fulfillment process in house fulfillment process l.jpg

7.1 Fulfillment processIn House Fulfillment process

This process populates templates with coupons, graphics and fields defined by Business, Template and Client rules at print run time.


7 1 in house company xyz fulfillment context diagram l.jpg

System

Datastore

7.1 In-House (Company XYZ ) Fulfillment Context Diagram

Outputs

Inputs

process

  • Company XYZ

  • Fulfillment

  • process

  • Merge template,

  • data, Form and

  • graphics

  • in RIP

  • Populate & print

  • according

  • to rules

  • Mail product(s)

  • Generate and save

  • validity

  • data

Provide & save information for and about print job

Creative Template, graphics and form

Print job

Business Rule selected data

Mail Job

Reports


Level 7 2 fulfillment process vendor process l.jpg

7.1.1 Signoff

Vendor prints,

Mails, provides

Fulfillment data

7.1 Company X sends

Data, requirements,

Template to Vendor

System

datastore

Vendor

process

7.1.2 QCs

through seeded

records

Level 7.2 Fulfillment process Vendor process

Create

check piecesr

Save fulfillment

records


7 2 fulfillment process vendor fulfillment process l.jpg

7.2 Fulfillment processVendor Fulfillment process

Company X manages this process for Client.

Company X provides the Vendor (a third party mailing house) with the Customer mailing list, template and job requirements. The Vendor then processes data, template, graphics, prints the job, mails the job and provides fulfillment data to Company XYZ .

Company X and Client QC use seeded records in the data provided the Vendor to generate and mail mailers sent to Company X and Client.

Company XYZ then creates a report for the Client that validates the job for Client and billing purposes.


7 2 vendor fulfillment context diagram l.jpg

System

Datastore

7.2 Vendor Fulfillment Context Diagram

Outputs

Inputs

process

  • Vendor

  • Fulfillment

  • process

  • Black Box form,

  • template and data

  • merge

  • Vendor populates &

  • prints to

  • requirements

  • Vendor mail

  • product(s)

  • Vendor transmits

  • validity Data to

  • Company X

  • Company X creates

  • validation report

  • for Client

Provide & save information for and about print job

Company XYZ Creative Template, graphics and form

Print job

Business Rule selected data

Mail Job

Reports


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