Distributed Business Automation

System

Project Overview:
This is portal based automation project, which provides communication
between the various users for the company products. Any queries
related to the product usage can be raised, and obtain expertise
suggestion from the company expertise group. Various dealers can
instruct their client and in response the client can order product from
specific dealer of their wish. In turn the management and the client
can directly communicate with each other and help the company to
provide efficient service.
Project Scope:
This web application cum automation system has been developed to
be implemented as a follow up system for current existing system. This
project would automate the operations of the management and would
retain the present functionality available in the current system. The
specific purpose of this system is to gather and process information
about different clients , dealers their interests and queries through the
LAN/Internet. The administrator is responsible for the maintenance of
this system. Based on the category of the user i.e. employee or
management,dealer or client the various parts of the system are made
available to the users.

Proposed System: In order to avoid unnecessary delay and minimize the flaws that
existed in the previous system a follow up module for the existing
system

has

been

designed

called

the

Distribution

Channel

Management System which takes concern for the customer service and
the distribution of products to the various dealers and clients.
The main intention of the proposed and designed system is to
automate the communication and distribution channel between the
company management, dealers and the clients of the company.
The newly designed system mainly aims at the following tasks : Automate the communication between the clients and the company.
Obtain feed back from the clients and dealers
Generate reports from dealers with specific requirement
Provide updated details of the company products
Generate and report the sales data in accordance with the specific
dealers and product.
Obtain workshop details.
Attain each and every query of the user.
Additonal functions of the system are to generate the report for the
management of the company to keep track of sales and the product
distribution.
To update the product and price of the company product. The system
also gives instruction to the client and to the dealers if there is any
change in the regulation policies and rules of the company. The system
also updates the dealers list of the company so that the client can
access the latest updations of the company. Sometimes the client can

directly interact with the company management in procuring the

products. Every query pertaining to the company products and the
services offered by the system is being responded.

Project Description
Need for the System:Propest Co. ltd is one of the popular company for pesticides which is
expected to provide its valuable services to its customers efficiently.
With the advent of new technology every task in modern life is being
absorbed rapidly within the routine of human life. Such technologies
are applied for various field to improve the overall system performance
and to deepen the organization grow.
Propest Co. has also thought of utilizing such technology to reach its
expanding customer base and provide efficient service to the
customer. The result one such attempt is this Product called
Distribution Channel Management System.
This product has been mainly designed to overcome some of the
problems faced with the previous system.The main problem faced was
unnecessary delay in information processing and expensive.
The previous system in use was also expensive and time consuming.
Suppose if the company has to promote its new product then it has to
appoint an area wise representative to interact the product features to
the client or dealers. This is a time taking and expensive task.

This product is a follow-on member of the product family and it also

replaces some of the tasks of the existing system. This system is
designed to avoid ineffective and inefficient customer service which
has been recognized as the major area of focus.
Any updation in the product list or the price list was a hectic task. And
the company could not keep track of the dealer list and their client list.
Far off clients and dealers were difficult to reach if there were an
important details to be passed to them. And feedback from the client
was

difficult

to

be

received

by

the

management

unless

the

management organized some survey camps and events.

Screen design/Graphical User Interface:

Graphical User Interface (GUI) that is straightforward and easy to
navigate has been designed. This GUI provide various screens with
appropriate incorporate icons, hyperlinks etc. to facilitate screen
navigation and data entry. The user has the ability to return to home
page from any location within the application.
The following GUI form for user interaction can be conferred in the
Distribution channel management system :Forms : About Us
Login Form for clients
Registration Form (for new user)
Login Form for Marketing agencies
Dealer Feedback to Company
Instruction to the client from Dealer

 Product List
Workshop details
Instruction to Dealer
Login form for Sales Department
Sales Employee Feedback to Company
Reports : Client Feedback Information Report
Instructions to Dealer from Sales Department Report
Product Selection Report
Dealers Information Report
Dealers Feedback Information
Instruction from Management
Survey Report

General Description:
This application is for fulfilling the different requirements of the
management and dealers and clients for an organization. With this
application client should be in a position to do the following things:
1. Obtain General information about the Company.
2. Login into the Distribution Channel Management System.
3. Select a product and place an order.
4. Provide Feedback to the company.
5. Obtain details regarding various dealers for specific product or
area.

Management can perform the following functionalities:

1. Track Dealer specific Sales
2. Obtain the clients area of interest
3. Update Product List
4. Obtain Clients Feedback
5. Obtain Dealers Feedback
6. Provide Instructions to the client.
In addition to the above functions the Dealers can perform the
following functionalities: 1. Obtain Clients Feedback
2. Obtain Instructions from Company
3. Provide Workshop details to the Company
4. Provide Feedback to the Company regarding specific product
launch or promotion.
The flow of the System can be described as follows with respect to the
type of the user (ie. Management, Client, Dealers) :As per clients view: A companys client can have two categories such as existing clients
and new clients.
Existing Client:If an existing client uses the following application then she/he has to
perform the following tasks:

 First he/she has to login into the client area which will help
him/her to avail the services of the company.
For the client to log in to the system it has to provide its
user Id and password for authorization purpose.
If the user Id and the password matches with the entry in
the database then the client enters the client workshop
area.
The client workshop area has three option to be utilized.
The first option gives the client the product list offered by
the company where the client can select the required
products
The second option gives us the instructions given to the
client from the dealer
The third option helps us to send feed back regarding the
services of the company and the dealers .
New User:
If the client is a new user of the system then he performs the following
tasks:
First the client has to register himself in to the system by
using the sign up form in client login area.
Once the system authorizes the new client then he can
perform all the functions of the new user.
As per Managements View :The company management can obtain the following details from the
system using the following reports:
It can obtain client feedback report
It can obtain dealers comment report on the workshop and
the products.

 It can also place the instructions to the dealers regarding

the product launch or its promotion
It can obtain the details about the product select
Clients details report
Dealers details report
Survey report
Workshop

report

on

sales

transactions

and

product

launches.
As per Dealers View:The company dealers can perform the following tasks with the system.
They are : As soon as the dealers enter the system , they have to log
into the dealer area to avail the services from the company.
Once the dealer provides the authorization information to
the system , it presents the dealer with dealers area called
dealer workshop.
The dealer encounters with four options.
The first option called Dealer Feedback provides dealer the
opportunity to give the feedback about the companys
product and services.
The second option called client feedback information helps
the dealer to obtain feedback from clients regarding the
services offered by them.
The third option called Instructions from Sales Department
helps the dealer to obtain specific instructions from the
company regarding the some specified tasks.

 The fourth option called instructions to clients helps the

dealer to give instructions to the clients regarding the
product usage or payment policy of the company as per the
company s instructions to the dealers.
And apart from the above tasks any user can browse the application
for gathering information regarding the company products, profile etc.

Software Requirement Specification: Pesticide is any substance or mixture of substances intended for:
Preventing,
Destroying,
Repelling, or
Mitigating any pest.
Though often misunderstood to refer only to insecticides,
the term pesticide also applies to herbicides, fungicides, and various
other substances used to control pests.
Under United States law, a pesticide is also any substance or mixture
of substances intended for use as a plant regulator, defoliant, or
desiccant.
The purpose of the product, Distributed Channel
automate

the

interaction

between

the

end

System is to
user,

company

management , authorized dealers for the company which promotes

crop and pesticides product.
It provides a full-fledged system for the communication with dealers
and end users.
This system also promotes new products launched by the company.

The scope of this product includes three areas of the company, which
are

marketing

department,

sales

department,

and

accounting

department.
It forms a module in the entire system which includes a limited
functionality of the above given departments.
Document Conventions: The typological conventions followed are as following:Every heading of the main sections of the document are written in
Century Gothic font , bold , and with font size 14. Every sub topic of the
main section of the document are written in verdana font , bold , with
font size 12. The detail description of each subtopic is presented in
verdana font, with a font size of 12. And to emphasis on the important
points bulleted lists have been used.
Intended Audience and Reading Suggestions: Distributed Channel System is an application, which is used to track
the different users of the system and provide them a variety of
informations.
It also provides different services to the users such as quotation details
to the dealers, pricing discounts entitled to specific dealers, valuable
suggestions from experts and professors about the usage of the
product , different product information, up to date information on latest
products and so on.
Since this application mainly deals with crop and pesticides based
product the users will be of the same category.

The main users of this application are

End users

Dealers

Company Management

In addition to the above three users there are other readers or users of
the application such as

Marketing staff

Accounting staff

Sales staff

Testers of the System

Developers of the System.

Each reader or user will communicate for a different purpose with the
system
End user communicates with system for company details its
products, dealers for the product and to provide feed back for the
system.
Dealers communicates for the new products, their regulatory
policies, pricing, entitled discounts , quotation deadlines, workshop
strategies used by the dealers and so on.
Company management for sales data, modification of dealer
specification details, updation of their products, deletion of any old
product , update their regulatory and safety policies regarding their
product or any other specific managerial task.
The marketing staff may use the application for interaction with the
dealers regarding the product marketing strategies, workshop
results, obtaining dealer specific details and so on.

 Accounting and Sales staff keep and eye on the sales data and the
accounting details so that it can debit or credit the dealers account
whenever necessary.
Company also keeps track of the pricing and contract policies of the
product.
The software requirement specification will guide through a series of
topics which describe the software product developed, its scope, its
users, operating environment, software and hardware requirements
needed for product designing, functions of the product and System
features.
Area of reading suggested (classified according to the user type)
For new dealers/ clients :Company profile, its branches, product categories, dealers and
their details, recent updations in company product.
For existing dealers/ clients :Regulatory and safety policies of the company, contract terms
and conditions, specific marketing strategy if any, product
categories and their pricing, entitled discounts for specific
dealerships, product updates.
For management :Dealers and their recorded sales track, workshop results ,
dealers and client feed back reports, updation of dealers
details.
For sales and accounting staff :Reports regarding the sales of specific product or specific
dealer, pricing of the product.

Product Scope

Distributed Channel

System provide proper channel for the client,

dealer and the company management to communicate among

themselves. This software product has been designed to provide
specific services to the end user.
The scope of the system includes three areas of the company that are
Marketing department, Sales department and accounting department.
The main intention of this system is to automate the services of the
company which will reach the clients and dealers easily besides being
advantageous to the company itself.
Benefits of the System: Cost effective implementation of the system
Elimination of unnecessary delay in processing of clients
requests.
Effective promotion of the new product.
Effective utilization of time.
Objectives of the System : Ease in use of the system.
Providing prompt services to the clients.
Tracking the company sales .
Providing details of the product, suggestions of the expertise
and area wise dealer information.
Provide up to date information about the company products.
Obtain feedback reports from the dealers and clients who are
geographically dispersed.
Goals of the System :

 To be a reliable source of information to the dealers and

clients of the company.
To automate the communication between clients , dealers and
the management.
Product Perspective
This product has been mainly designed to overcome some of the
problems faced with the previous system. The main problem faced was
unnecessary delay in information processing and expensive.
The previous system in use was also expensive and time consuming.
Suppose if the company has to promote its new product then it has to
appoint an area wise representative to interact the product features to
the client or dealers. This is a time taking and expensive task.
This product is a follow-on member of the product family and it also
replaces some of the tasks of the existing system.

Ma

Sales dept.

Clients

Product Functions: Automate the communication between the clients and the company.
Obtain feed back from the clients and dealers
Generate reports from dealers with specific requirement
Provide updated details of the company products
Generate and report the sales data in accordance with the specific
dealers and product.
Obtain workshop details.
Attain each and every query of the user.

User classes and Classification

There are 3 different classes of users for this application .They are as
following Clients: Clients can purchase products of the company through a
secured purchasing system.

The are provided with the information about different

products of the company .

They can know about dealers of the company and their

location in the country and all of their information.

They can know the usage of the product and also about the
material to be used in the usage of the specific product.

Clients can get valuable suggestions from experts and

professors about the usage of the product and in other
issues.

Clients can send queries and can solve their problems.

Clients can send their feedback reports about the products

and services provided to them.

Clients can send suggestions to the company.

Clients can interact with the dealers near to their location

so that they can know information about the product and
can get best product for their need.

Clients can know about the company and also about their
branches located at different places.

Clients can know about the different services provided by the

organization.

Dealers :-

Dealers can know information about the product that their

company provides, so that they can market their products
effectively.

They can know costs and discount information of the

products.

They can about their clients and their detailed information.

They can get the company information and also about the
branches of the company located through out the country.

They can interact with the clients by knowing their

information and can market their products to the clients
individually.

They can interact with other dealers and can know the
latest situation in the market.

They can send their daily reports to the company.

They can get assistance from experts on the different

marketing strategies by communication with the company.

They can send feedback reports to the company about

sales of their products and also about the present situation
of the market.

Company Management :

The sales dept. interacts with dealers of the company and

make transactions with them.

They can send information about the products and therir

cost and discount information to their dealers whenever
necessary.

They can inform latest updates of their products to their

dealers.

They can locate the authorized dealers and can know their
information.

They can maintain individual accounts for each dealer.

The sales dept. can interact with inventory dept. so that it

can know up-to-date inventory levels. That is

this sales

dept. takes updated inventory levels as input and process

the transactions.

The sales dept. will interact with the accounting dept. so

that it can debit or credit the dealers accounts whenever
necessary.

It can generate weekly reports on sales and sends it to

management.

Other users such as the marketing staff , sales staff and others more
or less use the same information. Where as the system developer,
system tester and the project manager would be pre implementation
and maintenance users of the system

Operating Environment: Operating System : windows 2000 Server

Database

: oracle 9i

Technology used : .Net Framework, ASP.net,Ado.net

Design and Implementation Constraints: The factors given below may restrict the developer from usage of
certain resources : Regulatory and Safety Policies :Sometimes the regulatory policies applied in accordance with the
Governmental policies may not be cooperative to the Company which
in turn may affect the limits of the developer.
Hardware and software restrictions :According to the developer the features required by the company may
be best implemented by certain software and hardware resources. But
the company may not allow him to effectively act upon the situations.
These limitations may also sometimes affect the overall performance
of the system.
Companys policies may itself sometimes limit the resources of the
developer.
In addtion to the above limitations the developer may also face
constraints on the total memory requirements
Security concerns
Design conventions of the interfaces and so on.
User Documentation: This section gives us the details about the user documentation
components which help the user in the usage of the application.
They are :Online help document.
FAQs
Contact address.
Assumptions and Dependencies: Factors that affect the requirements stated in specifications document
are:

Government policies and regulatory conditions.

Change of management of the company
Change in the business strategy of the company
Unexpected banning on the material used in major
products of the system.

 Request for change in system design by the management.

Sudden change in technology.

Dependency factors of the system :

Vision document of the system

Software and hardware requirement
User perspective.
Company s policy and business strategy.
Government policies.
Prevailing demand for the companys product.
Compatiblity issue with regard to the other modules of the
overall system.