TECHNICAL PAPER FINAL PROJECT PLAN 2
1. Suggest at least five (5) expected business benefits that Especially for You Jewelers
company might derive from a new system. Provide a rationale for your suggestions.
Compare with its present situation, the following benefits might be Especially for You
Jewelers expects that a new system could derived.
1) Savings in Costs
a. Time Cost. A computerized system has an outstanding system performance of
database consolidation and update, efficient sorting and searching of records,
accurate inventory and financial calculations.
b. Cost of Labor. A smaller workforce, which requires a certain degree of
expertise, is needed to operate the automated system as opposed to manual
2) Customer Relationship Management (CRM). Details of customers’ information and
their purchases are integrated into the customer database for CRM purposes. These
details are retrieved and automatically updated when the next purchase takes place.
This helps Especially for You Jewelers identify customers and buyer behaviors as
well as the latest and upcoming trends to cater to the current demands of society.
3) Inventory Control / Ad Hoc Reporting. The system would has the capability to
produce sales and other reports such as monthly sales reports, consume pattern
analysis, and more if such a need arises. These reports are used to evaluate the
profitability of specials and marketing decision making support.
4) Increased Customer Satisfaction. The computer-based system provides a rapidly and
responsive service while the customer service department provides comprehensive
support and information, improve substantial satisfaction among customers. As a
result, a satisfied customer retains loyalty and increases the sales revenue and
profitability of the company over time.
TECHNICAL PAPER FINAL PROJECT PLAN 3
5) Agile, customer-oriented business model. The system gives the company the
capability to adjust the inventory or initiate a promotion according to the sales trend
report and customers’ consume pattern analysis which based on CRM database.
2. Propose at least five (5) system capabilities for the company. Provide a rationale for your
a. Tracks and retrieves details such as customer particulars and information of each
order. Assign a unique code to each transaction as its key attribute that can be tracked.
Create a new entry to every new customer in the database whereas existing customers
are sorted according to attributed transaction code.
b. Calculates the profit/loss margin of single transactions by necessary cost, which is
calculated by a comprehensive algorithm based on the information retrieved from the
system. And daily profit and loss reports are produced immediately at the end of the
day, efficiency and accurately.
c. Builds a customer database to assists marketing to preparing special mailings and
sales. That is based on a report that generated by complex searches, which are
conducted by returning results of existing transactions and match the keyword in the
d. Programmed to create specific reports such as periodic sales reports or list of
outstanding accounts, even consume behaviors analysis or sales trend predict when
such reports are needed.
e. Elaborates on credit balances and aged accounts of each customer in detail to
determine the reason even resolve high balance of account receivables.
TECHNICAL PAPER FINAL PROJECT PLAN 4
f. Distributes notice letters and credit history reports to customers with outstanding
3. Ascertain the three (3) possible scenarios in this new direct sales and accounting system.
According to the textbook, scenario describe an instance of a use case, and represents the
flows of a set of activities within a use case (Satzinger, Jackson & Burd, 2012, p. 121). It’s very
useful for system analysts and designer to understand what the user is trying to do and what they
need. There are three scenarios of Especially for You Jewelers company’s new direct sales and
accounting system which demonstrate three unique path of activities to accomplish a task.
Scenario one: Inventory replenishment. The marketing department has the responsibility
to replenish the inventory routinely. Every time before they place the order to purchase products
from vendor, the marketing department would check the inventory status and request a sales
trend report as references to determine what products need to be purchased. After the vendor or
supplier received the orders, they start to prepare and then deliver the merchandise. When the
new merchandise arrived, they will be stocked. And then the stock will update the inventory
Scenario two: Payment fulfillment. When a customer initiates a checkout process, the
accounting department will receive the request. The accounting department then going to retrieve
the customer’s account information from the CRM database to determine if this customer could
pay the bill by credit or cash only. Which is expected a method to reduce the account receivable.
Meanwhile, the accounting department also going to check if this customer is eligible for some
promotion. Then the total amount of the payment will be calculated and offered to the customer.
Scenario three: Promotion (special mail). When the marketing department proposes to
initiate a promotion which is mail exclusively in order to increase repeat sales to existing
TECHNICAL PAPER FINAL PROJECT PLAN 5
customers, they need some information from two sources. One is the sales trend report, another
one is a list of eligible customers’ accounts, which is retrieved from the CRM database. If the
inventory of involved products that according to the sales trend report is not sufficient, the
replenishment should be took place before the promotion campaign be launched.
4. Using Microsoft Visio or an open source alternative such as Dia, develop an activity
diagram for each scenario that you have identified. Note: The graphically depicted
solution may not exceed one (1) page per diagram. Provide a narrative that gives an
overview of your diagram.
Activity diagram is basically a flow chart that be used to demonstrates the sequence of
activities. Activity diagrams describe parallel and conditional activities, use cases and system
functions at a detailed level, and useful for business (Sparxsystems, 2015).
These three activity diagrams for scenarios that mentioned previously are show as below:
Figure 4.1 is an activity diagram about inventory replenishment. As the diagram shows,
marketing send a query to inventory and sales separately, and then makes a decision if it is
necessary to replenishment according to the feedbacks of inventory and sales. If there are some
demands exist, then the marketing place an order to the vendor. The stock will receive the
merchandise and updates the inventory after the vendor prepared and delivered the products.
Figure 4.2 is an activity diagram about a payment procession of a customer’s order. When
a customer needs to checkout, the accounting will check the CRM database for the customer’s
credit to determine available payment methods, and check if there are any available promotion to
offer a discount. Then the bill will be calculated and passed to the customer. After the customer
payed the bill, the payment is completed.
TECHNICAL PAPER FINAL PROJECT PLAN 2