10-08-2012, 05:02 PM
eBilling and Invoice System
ebilling_project_report.doc (Size: 1.18 MB / Downloads: 49)
Business Requirements
The business goal for the application is to support an increase the productivity and complete automation of existing manual bill and invoice generation process. Business requirements are discussed in the Scope section, with the following additional detail:
• Sales representatives need a method to store and access sales opportunity data, and when a sale is generated, convert some or all of the information into a sales order without re-entering information.
• Each sales representative should receive customer and sales data pertinent only to them.
• The accountant should be able to enter or update product information in one interface only, with all necessary product information being received by sales staff.
• Manager must receive his or her customer and appointment data plus detailed and rollup information for each sales representative on his or her team.
• The application should support the capability to use multi user environment.
• The MIS Executive should able to generate all type of reports as and when required by the management.
The sales staff wants to improve their current ability to analyze their customers. In particular, they want to focus on identifying their best customers and building long-term relationships within that base. To enable them to accomplish this goal, they want to extract meaningful data that easily answers the following questions:
• What are the early warning signs of problems?
• Who are my best customers across product lines?
• With whom do I focus my efforts for building a long-term relationship?
• What are my customers' issues as groups?
• Geographically, where are my best customers?
• What products are my customers buying and at what rate?
User Requirements
User requirements are categorized by user type.
Sales Staff (Representatives and Managers)
• View the data in various ways, for example:
o Customers who are the top buyers of specific items
o Best customers based on criteria to be determined
o Best customers based on geographical analysis
o Drops in a customer's sales
• Store multilingual and multiregional information in the database rather than relying on the sales staff to translate the information
• Identify which product prices have been modified, especially on current orders in progress
• Use opportunity rules, which are statements that help the sales representative convert an opportunity into a sale
• Add third-party data sources and financial evaluation tools
• Identify where promotions and programs would be the most beneficial
• Apply discounts to customer orders:
o Sales representatives can offer discounts up to 15 percent, or up to 20 percent with authorization.
o Sales managers can offer discounts up to 20 percent
• Enable capture, analysis, and sharing of data about a customer across the company
• Use forecasts to establish sales goals
• Allow all staff to view all contacts, but allow each contact to be assigned to a sales representative
Accountant
• Update product details, including price, photo, and description
• Add, delete, and update product specifications
• Generate stock reports and check the availability, order the item as and when needed.
MIS Executive
• Generate Reports as per requirement.
• Share the data, and convert reports to different format like Text, CSV.
Operational Requirements
The following requirements provide a high-level view of how the system will run:
• Processor usage should not exceed 80 percent during concurrent uses.
• Backups will occur incrementally throughout the day.
• A full weekly backup is required to WORM drives.
• Ensure that information is easy to access either, and meaningful for the sales representative and the company.
• Minimize the technical knowledge that sales and marketing staff need to access the data, generate ad hoc queries, track promotions, and view customer segmentation information.
• Any change to information must be reflected immediately, and the changes must be propagated to the search engine so that employees that perform searches see this new information.
• The application should work with the existing communications and networking infrastructure.
• The application should deploy with a minimum of additional operational processes, manual or otherwise.
System Requirements
These are additional constraints from a system perspective:
• Previous data of customer, product details must be imported in the new system.
• The administrator must be able to monitor everything from the IT department.
• The information must be accessible by everyone in the company as per the rights specify.
Success Criteria
To determine the success of this project, the following metrics can be quantified and used to analyze success factors.
Sales Automation
• Problem customer identification. Ability to identify top 10 developing problem customers by sales representative.
• Identification of best customers across product lines and regions. All customers can be sorted by the factors (to be determined) that rank them qualitatively. Variable sorts and rankings can be chosen by the sales representative.
• Identification of issues across groups. All customers can be sorted by the issues (to be determined) within group categories that can be updated. Variable sorts and rankings can be chosen by the sales representative or other user.
• Analysis of quantities and rates of products. Products can be sorted by the quantity and dates sold. Variable sorts and rankings can be chosen by the user.