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Progress Report. Best Tile Order Processing System. Introduction and Background.
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Progress Report Best Tile Order Processing System
Introduction and Background From humble beginnings, Best Tile Inc. started as a very small business with only 4 employees, 2 salespersons, 1 warehouse employee and 1 manager. After working as a physical therapist for more than 10 years, the manager realized his true passion was in home re-modeling and not in pulled muscles, sprains, and rehab. Bob Maynes, along with partner Dave Causito who works in the warehouse, opened Best Tile to serve the San Francisco bay area with all their tile needs, whether it be in the kitchen, bedroom or shower. When they first opened doors in 1992, orders were written by hand, completed and loaded by the warehouse employee. Today, it has grown into a larger small business with over 20 employees and customers coming from as far south as Gilroy and as far north as Ukiah; however, the sales staff is still processing orders by hand.
Statement of Scope As the amount of customers increase, the sales staff is unable to write complete orders fast enough to meet the demand. As much as the company wanted to hire more staff, the fact that the amount of customers varied from day to day makes it virtuously impossible to hire more staff. The purpose of this project • To develop a computerized system that can speed up the processing of orders • Reduce the customer’s wait The anticipated benefits • Reduce errors that are caused by manual processing of orders • Finish order fulfillment earlier to more rapid order processing • Increase in orders placed
Interview Questions For Manager: What do you as a manager do in relation to the sales staff? I check the daily transaction reports for problems. Are there any plans to implement on-line ordering of products? Currently, no plans to implement on-line ordering. What is done, if any, to ensure orders written by hand don't get lost or written down incorrectly? The current process involves the warehouse personnel catching any errors during picking of the order. This is why we would like to have a system that would eliminate the hand-written process. What would you want the system to do? I would like it to replace the hand writing and increase speed of processing orders. Who is Best Tile's main client base? The client base varies from homeowners to contractors. Are there different pricing for homeowners and contractors? No. Everyone gets the same price.
Interview Questions For Sales Staff: What does the sales staff do to capture clients? We don’t handle the marketing aspect. We just sell items and write up the orders. Since you hand write orders, are you comfortable using a computer to process orders? Yes, using a computer should not pose as a problem. What do you do when you write up the order? We write the orders specifying the quantity, description, and price. Then we get the payment from the customer. After receiving the payment, we hand the order over to the warehouse personnel to have the order loaded into the customer’s vehicle. Do you know what happens if the items are not in stock. If the item is not in stock, the warehouse orders it from the suppliers, we, the sales staff, are then notified to notify the customer. Do you know what happens in respect to the supplier? Yes, the supplier will send a monthly invoice to our manager for payment of the items that we special ordered. How do you collect payment from the customers? Payments are usually paid during the purchase. Cash, checks, and credit cards. How are they handled? Cash is accepted. Checks are accepted with proper identification. Credit cards are handled though a bank processing center which tells us whether the card is approved or declined.
Desired System Features • Top Down Perspective • Quick system • Provide reports • Bottom Up Perspective • Easy to use
Event List • Customer orders an item. (1.1) • Verify Customer Payment. (1.2) • Create daily report. (3.1) • Create inventory report. (3.2) • Create payment report. (3.4) • Create order report. (3.3) • Customer returns order. • Sales staff checks inventory for availability. • Warehouse personnel checks inventory for availability. • Warehouse personnel returns incomplete orders. • Sales Staff cancels order. • Sales Staff checks payment.
Process Specification Process 1.1 Process Customer Order: Check Order Completeness SET CompleteOrder = true RECEIVE Order from Sales Staff LOOKUP ItemID and Order_Quantity SEND QUERY of ItemID and Item_Quantity to Inventory RECEIVE ItemID and Item_Quantity from Inventory FOREACH ItemID COMPARE Item_Quantity and Order_Quantity IF Item_Quantity is greater than Order_Quantity ADD ItemID and Order_Quantity to CompleteOrder ELSE ADD ItemID and Order_Quantity to Incomplete Order Notification SET CompleteOrder = false IF CompleteOrder = true SEND CompleteOrder to Order Records SEND CompleteOrder as Delivery Ready Order for Process 4 ELSE SEND Incomplete Order Notification to Sales Staff ENDIF
Process Specification Process 3.3 Create Order Report SET total = 0 FOREACH OrderID SHOW OrderID SHOW Order_Date SHOW Order_Quantity SHOW ItemID SHOW Item_Name SHOW Order_Price ADDTO total Order_Quantity MULTIPLY Order_Price END FOREACH SHOW total
Process Specification Process 1.2 Process Payment ENTER OrderID LOOKUP Order_Amount ENTER Payment_Type ENTER Payment_ Amount GENERATE PaymentID IF Payment_Type is Credit Card SEND Payment_Type and Payment_Amount to Bank for Approval Request RECEIVE Approval IF Approval is Approved SUBMIT Payment_ID to Payment Record SUBMIT Payment_Amount to Payment Record SUBMIT Payment_Type to Payment Record ELSE REJECT Payment ENDIF ELSE SUBMIT Payment_ID to Payment Record SUBMIT Payment_Amount to Payment Record SUBMIT Payment_Type to Payment Record ENDIF
Data Dictionary bank deposit = * deposit the payment to the bank* @payments + order records credit card transaction = * information maintained on customer’s credit card information and payment * {Payment_Amount} credit card approval = * credit card approval information* delivery ready order = * information maintained the complete transaction of payment * @payments + orders + credit card approval incomplete order notification = * Order is incomplete, items not available* inventory level = * information maintained inventory record* {@ItemID + Item_Quantity} item request = * the item that request by the customer* item = {@ItemID + Item_Name + Item_Quantity + Item_Price} reports = *report of transactions for the day* {@payment records + order records + inventory level} sales staff = {sales-staff} orders = * the order requirement by the customer* {@OrderID + ItemID + Order_Quantity + Order_Date + OrderAmount} payment = * amount paid by a customer for each order* * units: dollars* {@PaymentID + Payment_Amount + Payment_Type + Payment_Date} payment record = * information maintained payment information* {@PaymentID+OrderID+Payment_Amount} unpaid order notification = * information maintained the unpaid payment * verified payment = * payment approval information*
