GO oRganic Wholesale Health Foods Go Organic Wholesale -California

Dec 5th , 2011

Purple Group GO oRganic

P.I.I.T.S Implementation Phase and Final Report
Maryam El Baz, Scott Robbins, Xuhui, Paul Mezache & Tim Koren ISYS 363_06

2011

Purple Group ISYS 363 Group Leader Maryam El Baz Team Members Scott Robbins, Xuhui, Pual Mezache & Tim Koren

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Table of Contents

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Executive overview Initial Proposal Feasibility Study Application Design Prototyping/Data Definitions Project Summary

Pg. 3 Pg. 4 Pg. 6 Pg. 15 Pg. 21 Pg. 22

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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.

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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 Purples 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 System Requirements The application should be web based to provide the best mobility possible. 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. B. C. D.

Vendor Management Purchase order generation Track inventory/purchases in real time. Track orders and status.

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E. F. G. H. I. J. K. L. M.

Track Receiving Manage Inventory both by individual store and company wide Input and manage customer sells. Shipping Track Shipping in real time Manage customer information Re-order inventory using Just In Time inventory Track sales quantities and dollar amounts by sales associate. Produce reports.

Conversion and Post-Conversion Support

A. B.

Training to be provided for both staff and vendors. 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

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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

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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 leaders guideline, all members wont 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

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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

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Inventory Order PK I.O. Number Product Product Code

Shipping Vendor PK,FK 1 PK PK Product Name Shipping Vendor Invoice ID Tracking ID Phone Address Product ID Invoice # Shipper depends on
depends on

Sales Northen Division PK PK PK Product ID Invoice ID Sales Agent Catergory Name Merchandise Product Name Merchandise

FK1 FK1 FK1

depends on

Customer List PK ,FK1 PK PK Product Name Name Customer Code Phone Adddress Product ID Invoice # Shipper PK PK ,FK1 PK depends on PK

Invoice Product Name Product ID Invoice # Shipper Customer Name Customer Code Location Date Ship Date Invoice Status Total Amount Agent 's Name Tracking ID Invoice ID Sales Agent depends on Product /Warehouse PK,FK 2 PK,FK 3
depends on

Sales Agent List PK ,FK2,FK 3 PK Product ID Agent 's Name Sales Agent Code Department Product Name Total Sales Product Code Title / Description Vendor Invoice # Invoice ID Sales Agent Shipper I.O. Number

depends on

FK 3 refers to FK 1 FK 1 FK 1 FK 3 FK 2 FK 2 FK 3 FK 4

FK 1 FK 1 FK 1

FK 1 FK 1

refers to

Freight Vendor PK ,FK1 PK ,FK1 PK PK ,FK2 Product Code Product Name Shipping Vendor P.O. ID Tracking ID Phone Address

Product List PK PK PK
depends on

Product Code Product Name Vendor 's URL Category Type Status Cost Selling Price In Stock Allocated Available Re-order At ETA P.O. ID Product ID Title / Description Vendor Invoice # Shipper

Product Code Title / Description Vendor Available Qty on Order Price Type Category Tax Cost

depends on

depends on

Supplier PK P.O. ID

FK 1 FK 1,FK 3 FK 2 FK 2 FK 3 FK 3