Pine Valley Furniture Company

Marketing Planning and Control System

With Information Technology Infrastructure Improvements

Prepared For
Pine Valley Furniture Company
Dr. Olga Petkova, Client Representative

Prepared By:
Matrix Data Systems
William M. Norton Project Manager
William Prince Systems Analyst
Enid Negron Systems Analyst
Darien Karaja Systems Analyst
 TABLE OF CONTENTS

EXECUTIVE SUMMARY………………………………………………………………. 3
BUSINESS CASE………………………………………………………………………… 4
ECONOMIC FEASIBILITYANALYSIS………………………..………………………7
Return On Investment & Break-Even Analysis………………………………....7
Tangible / Intangible / Recurring Costs………………………………………….8
PROJECT CHARTER…………………………………………………………………… 9
TEAM CONTRACT……………………………………………………………………… 12
SCOPE STATEMENT…………………………………………………………………… 13
WORK BREAKDOWN STRUCTURE (WBS)………………………………………… 15
PROJECT SCHEDULE………………………………………………………………….. 16
Network Diagram………………………………………………………………….16
Gantt Chart……………………………………………………………………….. 17
RESPONSIBILTY ASSIGNMENT MATRIX…………………………………………. 18
LIST OF PRIORITIZED RISKS………………………………………………………... 20
PRELIMINARY CASE REQUIREMENTS…………………………..………………... 21
FUNCTIONAL REQUIREMENTS……………………………………………………... 23
NON-FUNCTIONAL REQUIREMENTS……………………………………………… 24
FUCNTIONAL DECOMPOSITION……………………………………………………. 25
SYSTEM MENU TREE…………………………………………………………………. 26
DATA FLOW DIAGRAMS (DFD)……………………………………………………… 27
Context-Level, Current System………………………………………………….. 27
0-Level, Current System…………………………………..……………………... 28
Data Dictionary, Current System……………………………………………….. 29
Context-Level, Proposed System………………………………………………… 32
0-Level, Proposed System………………………………………………………… 33
Data Dictionary, Proposed System……………………………………………….35
ENTITY RELATIONSHIP DIAGRAM (ERD)………………………………………... 38

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ENTITY RELATIONSHIP DIAGRAM METADATA………………………………... 39

PHYSICAL DATAFLOW DIAGRAM ………………………………………………… 43

DATABASE ARCHITECTURE……………………………………………………..…. 45

SYSTEM INPUT FORMS & SAMPLE REPORTS…………………………………… 46

INTERNET CONSIDERATIONS……………………………………………………… 53

IMPLEMENTATION CONSIDERATIONS………………………………………….. 54

IMPLEMENTATION TIMELINE……………………………………………………... 60

TESTING PLAN…………………………………………………………………………. 61

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 EXECUTIVE SUMMARY

This report analyzes Pine Valley Furniture Company’s current marketing planning and control
system and presents recommendations for streamlining current operations, the reduction of labor
and administrative costs, improving sales and ultimately, increasing company profitability.

Pine Valley’s Current Computer Infrastructure Is Outdated

Currently, Pine Valley’s Information Technology (IT) infrastructure consists of two full-time
employees, a Systems Manager and Network Administrator. Also, PVF IT employs a $30,000
per year data-entry person. The systems manager understands that the current OS software and
WAN system is outdated. For example, PVF utilizes Microsoft 98 and NT for operating
software and SQL Server version 4.0 to store and maintain operational data. For supply
ordering, PVF utilizes a paper-based ordering and invoice system (sneaker-net). The various
sales reports utilized by PVF are derived from numerous data sources. Furthermore, PVF’s wide
area network (WAN), which connects the three company locations, utilizes slow dial-up
connectivity.

Updates Are Essential

Matrix Data Systems has been tasked with generating a proposal for addressing Pine Valley
Furniture’s need for information technology upgrades and enhancements. Our goals at Matrix
Data Systems are to develop a proposal to replace existing outdated hardware and software with
new updated information technology infrastructure and at a reasonable cost.

Updating Pine Valley’s Marketing Planning and Control System current information technology
infrastructure will reduce data retrieval times and the need for data entry personnel thus saving
on labor and administrative costs. Also, utilizing newer technology will enable Pine Valley to
access newer ways of doing business, such as utilizing the Internet for sales and customer access
to purchase order information via a company website.

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 BUSINESS CASE
Prepared By: Matrix Data Systems, MDS Date: October 8, 2005
1.0 Introduction/ Background
• Pine Valley Furniture (PVF) manufactures high quality wood furniture and distributes it
retail within the United States. Company began in the year 1980 with Alex Schuster
starting making custom furniture for customers. Then he kept track of customers with
filing in a file cabinet. By the year 2000 the company had grew to 70 employees while
multiplying in sales volume. Currently PVF is split into 3 locations across the U.S.A.,
which are Bloomington (Indiana), Cincinnati (Ohio), and Lexington (Kentucky). Over
the past 3 years PVF’s revenue is within the 12-15 million dollar range.
2.0 Business Objective
• The ultimate goal of the new information system is to improve sales and ultimately
profitability of PVF. PVF’s management expects a more streamlined operation, as well
as reduced labor, and administrative overhead costs.
3.0 Current Situation and Problem/ Opportunity Statement
• Currently, Pine Valley’s Information Technology (IT) infrastructure consists of two full-
time employees, a Systems Manager and Network Administrator. Also, PVF IT
employs a $30,000 per year data-entry person. The systems manager understands that
the current OS software and WAN system is outdated. For example, PVF utilizes
Microsoft 98 and NT for operating software and SQL Server version 4.0 to store and
maintain operational data. For supply ordering, PVF utilizes a paper-based ordering and
invoice system (sneaker-net). The various sales reports utilized by PVF are derived
from numerous data sources. Furthermore, PVF’s wide area network (WAN), which
connects the three company locations, utilizes slow dial-up connectivity.
4.0 Critical Assumption
• PVF’s (new) marketing planning and control system will improve productivity.
Training will be necessary for the employees to allow a smooth transition from the old
system. Minimum maintenance after the system is up and running is another goal. In
the long run, this will cut costs pertaining to technical support.
5.0 Analysis of Option and Recommendation
To be most conservative in terms of the effort, cost, and technology involved in developing a
new system MDS has generated a low end proposed system which includes:

• Compaq dx2000, Intel celeron2.80 GHZ, 256 MB RAM, 48x CD-Rom, 40

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 GB hard drive
• Mandrake Linux 9.2
• Warranty: 1 year onsite, next business day, 1 year parts and 1 year labor and
include free support 24x 7.
• (7 desktops)Desktop total $3213.00
• HP Pro-Liant ML 110 Server ($599)
• APACHE Server Software. Free
• MySQL
• Net-Zero Dialup service 9.95 a month

Concerning functionality, MDS Proposes a high–end alternative that will provide all desired
features using advanced technologies that allow the system to expand to meet future
requirements. This second alternative includes:

• Dell Precision Workstation 670, Intel Xeon 3.6 GHZ, 300 GB hard drive, 48xDVD-
RW,3 GB RAM, Windows XP OS, Office XP
• 24 inch LCD monitor
• (7 desktops) Desktop Total $20251.00
• Dell Inspiron 6000 Laptop, Intel Pentium 1.5 GHZ Processor,512 MB RAM,40 GB
Hard drive, 8x DVD-RW ,Windows XP operating system, 3 yr on-site Service
• (8 laptops) Total $ 13,320.00
• Dell Power-Edge 1800 Server, 3.6 Intel Xeon processor, 6 GB single DIMM RAM, 146
GB 15k RPM Hard Drive, 48xDVD-RW
• SUSE Linux Enterprise Server 9 ($899)
• 3 yr next business day onsite support services
• Power-Edge Server total $6, 492.00
• MSN dial-up for all 8 laptops ($288)
• SBC broadband connectivity $75 monthly

The third alternative bridges the low-end cost with the high-end performance. This alternative
represents flexibility between the two solutions. This third solution includes:

• Dell Precision Workstation 370, 2.80 GHz. Intel Xeon, 512 MB RAM, 48x/32x DVD-
RW, 180 GB Hard Drive
• Dell 17 inch CRT monitor
• 7 Workstation @ total $8592
• Dell Inspiron 6000 Laptop, Intel Pentium 1.5 GHZ Processor, 512 MB RAM,40 GB
Hard drive, 8x DVD-RW ,Windows XP operating system, wireless ready
• 8 Laptops @ $6,400.00
• Microsoft Windows XP Professional
• Dell Power-Edge 800 server, Intel Pentium 2.8 GHZ, 1 GB DDR2 memory, 180 GB
hard drive, 48X DVD-R

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 • 3yr Bronze Support, Next Business Day Onsite Hardware Support Service
• Server total $3,204.20
• Microsoft Access 2003 ($229)
• MSN dial-up for all 8 laptops ($288)
• SBC broadband Connectivity $ 75 monthly

6.0 Preliminary Project Requirements

• Operating system for this project must remain with Windows.
• Increase quality of communication between the three locations. (Bloomington,
Cincinnati, and Lexington)
• New system must reduce labor and administrative costs, improve sales and ultimately,
increase company profitability.

7.0 Budget Estimate and Financial Analysis

• The planned budget for the system overhaul is set at seventy five thousand dollars.

8.0 Schedule Estimate

• This project will last approximately four months, ending in mid December.
9.0 Potential Risks
• Risks come into play with any large scale project such as this one. First time can
possibly become an issue if not organized correctly. Changing a firm’s way of doing
business can cause tremendous amounts of problems. For example, training of the new
system doesn’t go as well as planned out to be and when it’s time to put the system into
action the employees run into all kinds of problems because they are not comfortable
with the new system. Another risk would consist of putting seventy five thousand
dollars along with 3-4 months into a project and it turns into a fiasco.

10.0 Exhibit: Financial Analysis

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 ECONONIC FEASIBILTY ANALYSIS

Economic Feasibility Analysis

Year of Project
Year 0 Year 1 Year 2 Year 3 Year 4 Year 5 TOTALS
Net economic benefit 0.00 54,700.00 54,700.00 54,700.00 54,700.00 54,700.00
Discount rate (11%) 1,000.00 0.9009 0.8116 0.7312 0.6587 0.5934
PV of benefits 0.00 49,279.23 44,394.52 39,996.09 36,030.89 32,458.98

NPV of all BENEFITS 0.00 49,279.23 93,673.75 133,669.84 169,700.73 202,159.71 202,159.71

One-time COSTS -96,100.00

Recurring Costs 0.00 -24,620.00 -24,620.00 -24,620.00 -24,620.00 -24,620.00

Discount rate (11%) 1,000.00 0.9009 0.8116 0.7312 0.6587 0.5934
PV of Recurring Costs 0.00 -22,180.16 -19,981.59 -18,001.90 -16,217.19 -14,609.51

NPV of all COSTS -96,100.00 -118,280.16 -138,261.75 -156,263.65 -172,480.84 -187,090.35 -187,090.35

Overall NPV 15,069.36

Overall ROI (Overall NPV/ NPV of all Costs) -0.08

Break-even Analysis
Yearly NPV Cash Flow -96,100.00 27,099.07 24,412.93 21,994.20 19,813.70 17,849.47
Overall NPV cash Flow -96,100.00 -69,000.93 -44,588.00 -22,593.80 -2,780.11 15,069.36

Project break-even occurs between years one and two

Deriving Break-Even Ratio = (19813.70 - 2719.89 / 19813.70 ) = 0.16
Acutal break-even occurred at approx. 4.2 years

Break-Even Ratio
40,000.00

20,000.00

0.00
Year 0

Year 1

Year 2

Year 3

Year 4

Yearly NPV Cash Flow

-20,000.00
Overall NPV Cash Flow
-40,000.00

-60,000.00

-80,000.00

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 ECONONIC FEASIBILTY ANALYSIS

TANGIBLE BENEFITS WORKSHEET

A. Cost reduction or avoidance $ 7,000.00
B. Error reduction 2,500.00
C. Increased flexibility 7,700.00
D. Increased speed of activity 10,500.00
E. Improvement in management
planning or control 27,000.00
F. Other 0.00

TOTAL tangible benefits $ 54,700.00

ONE-TIME COSTS WORKSHEET

A. consultant cost $ 25,000.00
B. New hardware 50,000.00
C. New (purchased) software, if any 3,600.00
D. User training (40 hours @ 175/hr) 7,000.00
F. IT Staff Training (20 hours @ 175/hr) 3,500.00
G. Implementation (40 hours @ 175/hr) 7,000.00

Total one-time costs $ 96,100.00

RECURRING COSTS WORKSHEET

A. Application software maintenance $ 20,000.00

B. Web Page hosting 400.00
C. Internet Access 2,820.00
D. Licensing 1,400.00
E. New software or hardware leases 0.00
F. Other 0.00

TOTAL recurring costs $ 24,620.00

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 PROJECT CHARTER

Project Title: Pine Valley Furniture Company, Marketing Planning & Control System
Project Start Date: September 21, 2005
Project Finish Date: December 14, 2005
Budget Information: $75,000

Project Manager: Mr. William M. Norton

E-mail: norton1971@yahoo.com
Phone: 203.910.6716
Project Objectives:
Design and implement a separate information system (I.S.) for marketing’s planning and control
system. This new I.S. system will allow the marketing department manager to accomplish the
following:

Straightforward establishment of sales goals for product lines and sales staff.

Gather sales data from the various fragmented sources into one I.S. system.

Generate reports for tracking company sales goals for performance analysis.

By creating a new streamlined, paperless I.S. system, inefficiencies such as the “sneaker net”
effect and data fragmentation will be eliminated. The end result of this new I.S. system will be
to improve company sales and profitability.

Approach:
Matrix Data Systems will employ the Systems Development Life Cycle (SDLC) approach in

analyzing and designing the new I.S. system. The SDLC approach utilizes distinct steps to arrive

at a solution. The SDLC steps are as follows:

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 1. Systems Planning & Selection

- First, a cost-benefit study will be conducted to determine the economic impact

on Pine Valley Furniture Company.

- Secondly, Matrix Data Systems will investigate the system and determine the

proposed systems scope.

2. Systems Analysis

- Study Pine Valley’s procedures and information systems used in sales tasks.

- Determine system requirements.

- Generate alternative I.S. solutions.

3. Systems Design

- Convert system descriptions into logical and physical system specifications.

- Design input/output screens, reports, databases, and computer processes.

4. Systems Implementation & Operation

- The new I.S. system is coded, tested, and installed.

- Train Pine Valley employees in how to effectively use the new I.S.

- Pull together all new system documentation.

Roles and Responsibilities

Role Name Organization/Position Contact Information

Project Manager William Norton Plan and Execute Project norton1971@yahoo.com
System Design and
Sr. Systems Analyst William Prince wkp83@hotmail.com
Implementation
System Design and
Sr. Systems Analyst Darien Karaja DarienK81@yahoo.com
Implementation
System Design and
Sr. Systems Analyst Enid M. Negron enidcs@rcn.com
Implementation
Provide funding and
Project Sponsor Dr. Olga Petkova Petkovao@ccsu.edu
Direction

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Sign-off: (Signatures of all the above stakeholders; can sign by their names in table above)

Comments: None.

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 TEAM CONTRACT
Project Name: Pine Valley Furniture Company, Marketing Planning & Control System

Project Team Members Names and Sign-off:

Name Sign-off on Team Contract
William Norton
William Prince
Enid Negron
Darien Karaja

Code of Conduct: As a project team, we will:

• Work as a team to accomplish the assigned work on time, anticipate potential problems
and work together to prevent them
• Keep team members informed on due dates, and other information related to the project
• Stay ahead of tasks in order to make any necessary adjustments before deadlines

Participation: We will:
• Encourage participation
• Be open to new ideas
• Be honest during all project activities
• Encourage participation and team work

Communication: We will:
• Use the project website, e-mail, and phone if necessary.
• Have the project manager coordinate all meetings.
• Have at least one face-to-face meeting per week.
•
Problem Solving: We will:
• Encourage all group member to participate in solving problems
• Try to solve problems rather than blaming people
•
Meeting Guidelines: We will:
• Meet every Wednesday and hold other meetings as needed
• Document any problems related to the project and discuss them
• Work on assigned tasks
• Discuss uncertainties

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 SCOPE STATEMENT

Project Title: Pine Valley Furniture Company, Marketing Planning & Control System
Date: October 12, 2005 Prepared by: William Norton
Project Justification:
Alex Schuster, CEO of Pine Valley Furniture, requested this project to assist the company
in meeting its strategic vision. Our goals at Matrix Data Systems are to develop a proposal
to replace existing outdated hardware and software with new updated information
technology infrastructure and at a reasonable cost. Updating Pine Valley’s current
information technology infrastructure will reduce data retrieval times and the need for
data entry personnel thus saving on labor and administrative costs. Also, utilizing newer
technology will enable Pine Valley to access newer ways of doing business, such as
utilizing the Internet for sales and customer access to purchase order information via a
company website. The budget for the project is 75,000.
Product Characteristics and Requirement:
1. Dell Power Edge 800 Server: This system is equipped with Windows sever system,
Norton Anti-virus software which delivers fast and reliable virus detection, analysis,
isolation and repair. An easily managed firewall and VPN security appliance for network
security, tape backup to help protect data and keep business up and running, a three-year
hardware support service that will protect network and avoid downtime, and a Power
connect 2616.
2. Microsoft Access Database: This program will improve in organization and share
information. Access 2003 is sophisticated enough for developers and easy enough for
new users. Access 2003 supports a variety of data formats, including Extensible markup
language (XML), and Open database connectivity.
3. Internet access: We recommend that PVF connect through the internet through
Southern Bell Company. SBC DSL designed high-grade videoconferencing, supporting a
home or medium-sized office LAN with heavy use, uploading large documents to a shared
server, or hosting a Web or email server, which will be necessary for PVF to connect to all
three of its location.
4. Dell Precision workstation 370 will include: Microsoft Windows XP Professional, SP2
with Media, 48X/32X CD-RW, 512 MB of SDRAM memory, 2.80 GHz. Intel Xeon
Processor, Microsoft Office Professional Edition 2003, Adobe Acrobat 6.0 and a 17 inch
CRT monitor. The decision to stay with Dell is because PVF did not have any known
problems using current desktops.

Summary of Project Deliverables

Project management related deliverables: Communication plan, business case, project
charter, team contract, scope statement, cost-benefit analysis, WSB, project schedule,

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responsibility assignment matrix, prioritized risk, status reports, milestone report, minutes
of meetings, lesson learned report, team contribution report, individual lessons learned
report, final project presentation, final project report, and any other documents required to
manage the project.
Product-related deliverables: Research reports, design documents, software code,
hardware, etc.
1. Survey: Survey from current salespersons.
2. System Interfaces: Examples of the completed graphical user interface for the
salespersons.
3. Reports: Company reports reflecting customer orders, total quarterly and annual sales,
region sales, and product line sales.
4. Website: An easy navigable site where customers can order products.
5. Customer surveys: The survey will be integrated as part of the company’s site.

Project Success Criteria: Our goal is to complete this project within four months for no
more than $75,000. The sponsor, Alex Schuster, has emphasized that due to the added
complexity of the company’s operations he will like to restructure the company into
functional areas.

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 WORK BREAKDOWN STRUCTURE (WBS)

Prepared By: Matrix Data Systems, MDS Date: October 8, 2005

1.0 Preliminary
1.1 Initiating
1.1.1 Implement Communications Website
1.1.2 Define & Develop Communication Plan
1.1.3 Business Case
1.1.4 Project Charter
1.1.5 Team Contract
1.1.6 Determine Project Scope
1.1.7 Cost-Benefit Analysis
1.2 Planning
1.2.1 Work Breakdown Structure
1.2.2 Project Schedule (GAANT, Network)
1.2.3 Responsibility Matrix
1.2.4 List of Prioritized Risks

2.0 Analysis / Software Requirements

2.1 Functional Requirements
2.2 Non-Functional Requirements
2.3 Functional Decomposition & Process Models
2.4 Conceptual Data Model & Data Dictionary
2.5 Systems Models

3.0 Design
3.1 Physical DFD
3.2 Physical Relational Database Schema
3.3 System Outputs
3.4 System Inputs
3.5 Input & Processing Controls (Descriptions)
3.6 Description of System Architecture
3.7 System Flowchart
3.8 Test Plans

4.0 Development
4.1 Completed System
4.2 Complete Project & System Documentation
4.3 Presentation & System Demonstration

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 PROJECT SCHEDULE

Network Diagram

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 PROJECT SCHEDULE

Gantt Chart

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 RESPONSIBILTY ASSIGNMENT MATRIX

Organizational Breakdown Work Breakdown Structure

Structure 1.1.1 1.1.2 1.1.3 1.1.4 1.1.5 1.1.6 1.1.7 1.2.1 1.2.2 1.2.3 1.2.4
Implement Communications Website N
Define & Develop Communication
Plan N
Business Case P
Project Charter D
Team Contract D
Determine Project Scope E
Cost-Benefit Analysis E
Work Breakdown Structure N
Project Schedule (GAANT, Network) N
Responsibility Matrix N
List of Prioritized Risks N

Organizational Breakdown Work Breakdown Structure

Structure 2.1 2.2 2.3 2.4 2.5
Functional Requirements N
Non-Functional Requirements D
Functional Decomposition & Process
Models P
Conceptual Data Model & Data
Dictionary E
Systems Models P

LEGEND
N=Will Norton
P=Will Prince
E=Enid Negron
D=Darien Karaja

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 Organizational Breakdown Work Breakdown Structure
Structure 3.1 3.2 3.3 3.4 3.5 3.6 3.7 3.8 4.1 4.2 4.3
Physical DFD N
Physical Relational Database Schema N
System Outputs D
System Inputs D
Input & Process Controls
(Descriptions) E
Description of System Architecture E
System Flowchart P
Test Plans P
Completed System N
Complete Project & Sys.
Documentation N
Presentation & System Demonstration N
LEGEND
N=Will Norton
P=Will Prince
E=Enid Negron
D=Darien Karaja

Note: Matrix Data Systems is a very small company. Each unit (person) is responsible for an

individual task. The OBS portion of the responsibility assignment matrix reflects these

individual tasks and shows who’s responsible for that task. In the future, as the company grows,

a more pronounced organizational structure will emerge.

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 LIST OF PRIORITIZED RISKS

Prepared By: Matrix Data Systems, MDS Date: October 8, 2005

Ranking Potential Risk

Lack of scope definition. Inadequate scope
1. Scope
definition.
Inefficient or lack of communication between
2. Communications team members. Lack of communications with
primary project sponsor.
Lack of proper conflict management. Absence
3. Human Resources
of leadership.
Poor attitude among team members.
4. Quality Inadequate time spent researching each aspect
of the project.
5. Integration Poor resources usage. Not enough planning.
Errors in estimating project deliverables due
6. Time
dates. Lack of task coordination.

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 PRELIMINARY CASE REQUIRMENTS
The current processes and data flows of Pine Valley Sales and marketing functions have been
analyzed and two data flow diagrams have been developed along with a data dictionary.

• Context level diagram

o Shows current scope of the marketing and planning control system, its system
boundaries, external entities that interact with the system and the major data flows
between the entities and the system. Refer to page six to view this diagram.

• 0 Level Diagram

o Shows Pine Valley’s marketing planning and control system major processes,
data flows, and stores at a high level. Refer to page seven to view this diagram.

• Data Dictionary

o A data dictionary was generated to elaborate on the entities and data flows as part
of the context and level 0 data diagrams. Refer to pages 13 and 14.

Interview Results

An interview was also conducted with the client’s representative on February 22, 2005. The
outcome of the interview questioning is as follows:

Questions Concerning Data Processes and Flows

1. Current marketing and sales reports are generated using data pulled from various sources.
2. There is 50Gbytes worth of existing data.
3. Abandon current system if possible.
4. Pine Valley marketing department needs a more streamlined sales forecasting and
projection system.
5. If migrating to a new database, data older than three years old will not be required.

Questions Concerning Workstation Hardware

3. We have determined that approximately 20 employees will require access to a workstation.

4. Production department will not require access to a workstation.

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5. Only one workstation per department required.
6. Three workstations total will be needed for accounting, marketing and finance
departments.

Questions Concerning Application Software

7. The current desktop operating system is MS Windows 98.

8. Will entertain proposal for new updated desktop operating system.

Questions Concerning Network Hardware and Software

9. Will entertain suggestions for network upgrades, i.e. new servers, network connectivity.
10. Pine Valley currently utilizes tape for data back up.
11. Currently no RAID technology in use.
12. Pine Valley has three separate locations w/ three separate LANS.
13. Current wide area network utilizes slow dial up connectivity.
14. MS Windows NT 4 is the current network operating system.
15. Pine Valley currently is running MS SQL Server 4.0 for database software.
16. Will entertain proposal for mobile access, i.e. PDA, laptop, Internet

Other Issues

17. Training will be required for new hardware and software.

18. Will accept proposal for system maintenance contracts.
19. No electronic links to supplier. Currently utilizing paper-based ordering and invoice
system.
20. Justification will be required for exceeding $75,000 budget.
21. Pine Valley’s system manager has database experience.
22. Current data-entry employee may not be required if system is automated (30K/yr savings)

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 SYSTEM FUNCTIONAL REQUIREMENTS

1. The Marketing Planning and Control System (the “system”) shall ensure future
usability of the business transactions, sales forecasting and customer data.
a. The system ensures that all Pine Valley business records, i.e., sales, product,
quota, projection, orders, and customer data can be easily accessed and retrieved
in a timely manner.
b. The system ensures that in the event of data migration, all relevant metadata,
OLE, and all other data pertaining to the Marketing Planning and Control system
can be migrated to a newer or different system without loss to any vital
information.
2. The System shall capture all Pine Valley business records with respect to sales,
product, quota, projection, orders, and customer data.
a. The system allows for transactional inputs for all defined business activities and
will maintain a link between the record created and the transaction.
b. The system allows only authorized personnel to gain access, create or capture
business records.
3. The system shall be accountable and very reliable.
a. The system maintains an audit trail for each customer transaction. When a
customer places an order, a date stamp shall be affixed to the newly created
record.
b. The system shall include a data field quality control system. This ensures that
accurate and consistent business records are created.
4. The system shall maintain the business record.
a. The system ensures all records are logically organized in a coherent fashion.
b. The system shall implement measures to prevent accidental deletion of data that
may still be a value to Pine Valley.

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 NON-FUNCTIONAL REQUIREMENTS

1. System Reliability Requirements

a. Must have a back-up server in the event that the primary server fails or is brought
down for maintenance.
b. The system should utilize an uninterruptible power supply (UPS) system to ensure
protection against brown outs and power surges.
c. The server should have anti-virus software installed.
d. The server should have a firewall implemented to protect the system from illegal
access.
2. System Usability Requirements
a. The application opens with an easy-to-navigate switchboard interface.
b. Component hints are displayed for user assistance.
c. No extensive training should be required. Users should be able to gain an
intuitive understanding of the data entry screens.
3. System Portability Requirements
a. System should be able to execute on Windows XP, 2000, 98, and ME based
machines.
4. System Efficiency Requirements
a. The system server minimum specifications shall be:
i. 2, dual high-end Pentium processors with 512 L2 cache; 4GB memory –
expandable to 32GB; Raid 5 or 6 HD controllers; 5 hard drive bays; fiber
optic network connections.
b. Server software shall be:
i. MS SQL Server w/ appropriate CALs
ii. MS Access 2003 Front-End (desktop user)
c. Minimum user desktop hardware shall be:
d. Pentium 4; 2.8GHz; 80GB hard drive space (7200rpm); 1GB RAM; 17” flat panel
monitor;

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FUNCTIONAL DECOMPOSITION

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SYSTEM MENU TREE

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CONTEXT LEVEL, CURRENT SYSTEM

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0-LEVEL, CURRENT SYSTEM

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 DATA DICTIONARY, CURRENT SYSTEM

Source/Sink Description
Database Contains information concerning various data
Sales Contains information on sales staff
Products Contains information on Pine Valley Furniture products
Furniture Industry Association Collects sales by FIC data to combine with industry reports
Manufacturing Receives Product Line Sales Goals Report
Finance Receives Product Line Sales Goals Report
Data Flow Description
Product Line & Individual Sales
Information used by marketing to generate Product Line Sales Goals Report
Summary Figures
Report shows sales goals for each quarter of the upcoming year. Copies to
Product Line Sales Goals Report Finance and Manufacturing.
January. Report generated to show the total quarterly sales for each
Salesperson Annual Summary
salesperson for the prior year. This report is sent to each regional sales
Report
manager. Regional breakdown per quarter.
Tentative Quarterly Sales Goals (for Submitted to Marketing dept. by regional sales managers. Used to compare
coming year) with product line goals and other data. Goes into deriving qrtrly quota report.
Report generated and sent to each regional sales manager. This report also
Quarterly Quota Report
shows aggregate quarterly totals for total dollar sales , by region.
Annual Customer Sales Summary Historical input data to projection process. Provides basis for next year's
Data projection.
Sales Staff Quarterly Sales Sales person insight input to projection process. Provides basis for next year's
Information projection.
Update information containing information on sales personnel, customer
Monthly Update data
information and product information
Customer Update data Used to update the customer file
Sales Personnel data Used to update the sales personnel file
Product Update data Used to update product information file
Annual Customer Dollar Sales Report generated from annual customer sales summary and sales staff regional
Projection Report insight data. Shows customer projections by region.
Information used by marketing to generate Monthly Processed Orders
Monthly Processed Orders
Summary Report
Monthly Processed Orders Report provided monthly by the customer order system. Used for tracking
Summary Report sales on products.
Sales Progress Data Data used to generate the various progress reports
Marketing manager and sales managers use this quarterly report to control
Product Line Progress Report
product sales.

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 Marketing manager and sales managers use this quarterly report to control
Region Progress Report
product sales.
Annual Total Sales Information Information used to generate Annual Total Sales FIC Report
Report is sent to the Furniture Industry Association where it is combined with
Annual FIC Total Sales Report
reports from other furniture makers & dealers.
Industry Sales Summary Report FIC generates and provides PVF with a copy to use in market forecasting.
Generated and sent to each region's sales manager. Report shows customer by
Regional Customer Progress Report
region and progress made toward annual sales.
Salesperson Progress To Quota
Generated monthly to show sales staff progress toward sales quotas.
Report
Quarterly Product Line Report Generated quarterly to show regional total product line sales.
Generated and shows all sales in current year up to current quarter. Report
FIC Total Sales Report
organized by FIC.
Zero Sales Report Generated and shows products that exhibit zero sales in that quarter.
Processes Description
Process 1.0 Process to generate the Product Line Sales Goal Report
Process 2.0 Process to generate the Salesperson Annual Summary Report
Process 3.0 Process to generate the Quarterly Quota Report
Process 4.0 Process to generate the Annual Customer Dollar Sales Projection
Process 5.0 Process to update sales, product, and employee data
Process 6.0 Process to generate the Monthly Processed Orders Report
Process 7.0 Process to generate the FIC Report
Process 8.0 Process to generate the various progress reports used by marketing
Data Stores Description
Customer File Data store that holds information concerning customers
Employee File Data store that contains information concerning PVF's employees
Progress Reports File Data store that holds the various progress reports utilized by Marketing

Page 31 of 65
 CONTEXT-LEVEL, PROPOSED SYSTEM

In analyzing the previous data flow diagram and entity relationship diagram, we determined that
there needed to be clarification of data flows and where they are going. For example, in the
previous data flow diagram deliverable, we showed that Sales Progress information data flowing
from the Products entity to the Marketing Planning and Controlling System. We believe this does
not represent an accurate depiction of the actual Sales Progress Information Data Flow. So, in the
proposed system, we reengineered the entity relationship diagram and entity to illustrate a more
streamline and accurate data flow. Please note that no data flows have been deleted.

Page 32 of 65
0-LEVEL, PROPOSED SYSTEM

Page 33 of 65
0-LEVEL, PROPOSED SYSTEM (cont.)

Page 34 of 65
 DATA DICTIONARY, PROPOSED SYSTEM
Source/Sink
Database
Sales
Marketing Personnel
Furniture Industry Association
Management
Web Consultant
Customer
Accounting
Data Flows
Product Line Sales Goal Data
Product Line Sales Goals Report
Individual Sales Summary Figures
Salesperson Annual Summary Report
Tentative Quarterly Sales Goals
Data(for coming year)
Quarterly Quota Report
Customer Sales Projection Data
Sales Staff Sales Information
Annual Customer Dollar Sales
Projection Report
Monthly Update data
Sales Personnel Information
Product Update Information
Customer Update Information
Sales Progress & Monthly Processed
Orders Data
Monthly Processed Orders Summary
Report
Annual Total Sales Information
Annual Total Sales FIC Report
Order Data
Data Dictionary
Description
Contains information concerning various product and sales data
Contains information on sales staff and sales information
Performs database monthly updates to Product, Employee, & Customer files.
Collects sales by FIC data to combine with industry reports
Includes Marketing, Finance, Manufacturing and Sales management
Consultant displays online product catalog and allows customers to submit
online surveys which are then sent to PVF.
Source of order data
Handles customer billing & shipping logistics.
Description
Data used to prepare Product Line Sales Goal Report
Report shows sales goals for each quarter of the upcoming year. Copies to
Finance and Manufacturing.
Figures used to generate Salesperson Annual Summary Report
January. Report generated to show the total quarterly sales for each salesperson
for the prior year. This report is sent to each regional sales manager. Regional
breakdown per quarter.
Submitted to Marketing dept. by regional sales managers. Used to compare
with product line goals and other data. Goes into deriving qrtrly quota report.
Report generated and sent to each regional sales manager. This report also
shows aggregate quarterly totals for total dollar sales , by region.
Data used to prepare the Annual Customer Dollar Sales Projection report
Sales person insight input to projection process. Provides basis for next year's
projection.
Report generated from annual customer sales summary and sales staff regional
insight data. Shows customer projections by region.
Update information containing information on sales personnel, customer
information and product information
Used to update the sales personnel file
Used to update product information file
Used to update the customer file
Information used by marketing to generate Monthly Processed Orders Summary
Report
Report provided monthly by the sales order system. Used for tracking sales on
products.
Information used to generate Annual Total Sales FIC Report
Report is sent to the Furniture Industry Association where it is combined with
reports from other furniture makers & dealers.
Consists of information related to an already processed customer order.
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FIC Total Sales Report Generated and shows all sales in current year up to current quarter. Report
organized by FIC.

Product Line Goals Data Consists of data related to the product line. Information is used to generate the
Product Line Progress Report

Product Line Progress Report Marketing manager and sales managers use this quarterly report to control
product sales.

Sales Quota Data

Salesperson Progress To Quota Report
Zero Sales Report
Region Progress Report
Regional Customer Progress Report
Quarterly Product Line Report
Salesperson quota data used to generate Salesperson Progress To Quota Report.
Generated monthly to show sales staff progress toward sales quotas.
Generated and shows products that exhibit zero sales in that quarter.
Marketing manager and sales managers use this quarterly report to control
product sales.
Generated and sent to each region's sales manager. Report shows customer by
region and progress made toward annual sales.
Generated quarterly to show regional total product line sales.

Product Update Data Data used to generate Online Catalog Update Information for Web Consultant
services.

Online Catalog Update Information
Customer Survey Report
Customer Survey Report Information
Customer Survey Data
Quarterly Industry Sales Report
Quarterly Industry Sales Information
Customer Order Data
Customer Order Information
Tentative Quarterly Sales Information
Customer Invoice
Industry Sales Data
Processes
Process 1.0
Process 2.0
Process 3.0
Information sent to Web Consultant who provides online product catalog
services for PVF.
Report received from Web Consultant which provides crucial customer
satisfaction survey data.
Information derived from Customer Survey Report and stored in Survey Store.
Data used to generate the Customer Satisfaction Report provided to
Management.
Industry report information provided by FIA.
Information derived from Quarterly Industry Sales Report and stored in FIC
Industry Sales Store.
Consists of new customer order information; products purchased, & cost.
Information derived from Customer Order Data and stored in Order Store.
Derived from Tentative Qrtrly Sales Goals Data (from Sales) and stored in
Tentative Goals Store.
Invoice report of the customer order information; products purchased, & cost.
Used to generate Product Line Market Share Report.
Description
Process to generate the Product Line Sales Goal Report
Process to generate the Salesperson Annual Summary Report
Process to generate the Quarterly Quota Report

Process 4.0 Process to generate the Annual Customer Dollar Sales Projection
Process 5.0 Process to update sales, product, and employee data
Process 6.0 Process to generate the Monthly Processed Orders Report
Process 7.0 Process to generate the FIC Report
Process 8.0 Generate FIC Total Sales Report
Process 9.0 Generate Product Line Progress Report

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Process 10.0 Generate Zero Sales Report
Process 11.0 Generate Saleperson Progress to Quota Report
Process 12.0 Generate Region Progress Report
Process 13.0 Generate Regional Customer Progress Report
Process 14.0 Generate Qrtrly Product Line Report
Process 15.0 Transfer Website Product Catalog Update Information
Process 16.0 Process & Generate Customer Survey Report.
Process 17.0 Generate Customer Satisfaction Report
Process 18.0 Receive & Store Industry Sales Summary Report
Process 19.0 Store Tentative Qtrly Sales Goals data
Process 20.0 Input Customer Order Information
Process 21.0 Generate Customer Invoice
Process 22.0 Generate Product Line Market Share Report.
Data Stores Description
Customer Store Data store that holds information concerning customers
Employee Store Data store that contains information concerning PVF's employees
Data store that holds the various progress and website reports utilized by PVF
Reports File
management.
Data store that holds customer survey reports compiled from the company's
Survey Store
website.
Data store that holds quarterly Furniture Industry Association sales and market
FIC Industry Sales Store
share data.
Order Store Data store for all customer orders.
Product Line Goals Store Data store for product line goals.
Tentative Goals Store Data store for tentative sales goals.
Sales Projection Store Data store for individual customer sales projections.
Quota Store Data store for Sales Quotas.
Product Store Contains data concerning PVF products.

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ENTITY RELATIONSHIP DIAGRAM (ERD)

Page 38 of 65
 ENTITY RELATIONSHIP DIAGRAM METADATA

METADATA For Pine Valley Furniture Company's Marketing and Control Database
ER Diagram
Table: AGGREGATE
Name Type Size Description
Aggregate_ID Single 4 Primary key.
Aggregate_Year Text 4 Year. 4-digit year.
Aggregate_FirstQ Currency 8 First quarter region quarterly target in dollars.
Aggregate_SecondQ Currency 8 Second quarter region quarterly target in dollars.
Aggregate_ThirdQ Currency 8 Third quarter region quarterly target in dollars.
Aggregate_FourthQ Currency 8 Fourth quarter region quarterly target in dollars.
Sales_Region_Num Single 4 Foreign key.
Table: ANNUAL_C_SALES
Field Field
Name Type Size Description
Sales_Region_Num Single 4 Primary and foreign key.
Customer_Num Integer 2 Primary and foreign key.
Annual_Sales Double 6 Total dollar sales for a given customer.
Annual_Sales_Year Text 4 Year. 4-digit year.
Table: CUSTOMER
Field Field
Name Type Size Description
Customer_Num Integer 2 Primary key. Each customer is given a unique number.
Customer_Business_Name Text 20 20 character alphanumeric.
Customer_Address Text 25 Customer address.
Customer_City Text 25 Customer city.
Customer_State Text 255 Customer state.
Customer_Zip_Code Text 25 Customer zip code. 5 digit.
Sales_Region_Num Single 4 Foreign key.
FIC_Code Single 4 Foreign key.
Table: FIC
Field Field
Name Type Size Description
FIC_Code Single 3 Primary key. Furniture Industry Code. 3-digit code.
FIC_Description Text 25 Description of code.
Table: FIC_INDUSTRY_SALE
Field Field
Name Type Size Description
Sales_Region_Num Single 4 Primary and foreign key.
Product_Line_ID Integer 2 Primary and foreign key.
Industry_Sale_Date Text 4 Industry sales date.
Industry_Sale_Dollars Double 8 Industry sale dollars per region and product line.
Table: ORDER
Field Field
Name Type Size Description

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 Long
Order_Num Integer 4 Primary key.
Order_Date Date/Time 8 The date the order was submitted.
Customer_Num Integer 2 Foreign key.
Sales_Person_Num Single 4 Foreign key.
Table: ORDERED_PRODUCT
Field Field
Name Type Size Description
Long
Order_Num Integer 4 Primary and foreign key.
Product_Num Text 4 Primary and foreign key.
Order_Qty Integer 2 The product and quantity ordered.
Table: PRODUCT
Field Field
Name Type Size Description
Product_Num Text 4 Primary key and unique product number.
Product_Description Text 25 Description of product.
Product_Cost Double 8 The customer cost to purchase the product.
Product_Line_ID Integer 2 Foreign Key.
Table: PRODUCT_LINE
Field Field
Name Type Size Description
Product_Line_ID Integer 2 Primary key.
Product_Line_Name Text 15 The name of the product line. 15 character alphanumeric.
Table: PRODUCT_LINE_GOAL
Field Field
Name Type Size Description
Product_Line_Goal_ID Single 4 Primary key.
Product_Line_Goal_Year Text 4 The year in which the product line goals are set.
Product_Line_Goal_FirstQ Double 6 First quarter product line goal in dollars. 6 digit numeric.
Product_Line_Goal_SecondQ Double 6 Second quarter product line goal in dollars. 6 digit numeric.
Product_Line_Goal_ThirdQ Double 6 Third quarter product line goal in dollars. 6 digit numeric.
Product_Line_Goal_FourthQ Double 6 Fourth quarter product line goal in dollars. 6 digit numeric.
Product_Line_ID Integer 2 Foreign Key.
Table: QUOTA
Field Field
Name Type Size Description
Quota_ID Single 4 Primary key.
Quota_Year Text 4 The year in which the sales quota is made.
The expected sales for a given salesperson in the 1st
Quota_FirstQ Double 8 quarter.
The expected sales for a given salesperson in the 2nd
Quota_SecondQ Double 8 quarter.
The expected sales for a given salesperson in the 3rd
Quota_ThirdQ Double 8 quarter.
The expected sales for a given salesperson in the 4th
Quota_FourthQ Double 8 quarter.
Sales_Person_Num Single 4 Foreign key.
Sales_Region_Num Single 4 Foreign key.

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 Table: SALES_PERSONNEL
Field Field
Name Type Size Description
Sales_Person_Num Single 4 Primary key and unique sales person number.
Sales_Person_LName Text 15 Sales person last name.
Sales_Person_FName Text 15 Sales person first name.
Sales_Person_Phone Text 12 Sales person phone number.
Sales_Person_Fax Text 12 Sales person fax number.
Supervisor_ID Single 4 The supervising sales person.
Sales_Region_Num Single 4 Foreign key.
Table: SALES_PROJECTION
Field Field
Name Type Size Description
Sales_Projection_ID Single 4 Primary key.
Sales_Projection_Year Text 4 The year the projection is made.
Sales_Projection_Dollars Currency 8 The sales projected for a given customer.
Customer_Num Integer 2 Foreign key.
Table: SALES_REGION
Field Field
Name Type Size Description
Sales_Region_Num Single 4 Primary key and unique region number.
Sales_Region_Name Text 25 Sales region name.
Sales_Manager_Num Single 4 The managing sales person.
Table: TENTATIVE
Field Field
Name Type Size Description
Tentative_ID Single 4 Primary key.
Sales_Person_Num Single 4 Foreign key.
Tentative_Year Text 4 The tentative quarterly sales year.
1st quarter tentative quarterly sales goals submitted by
Tentative_FirstQ Double 8 sales.
2nd quarter tentative quarterly sales goals submitted by
Tentative_SecondQ Double 8 sales.
3rd quarter tentative quarterly sales goals submitted by
Tentative_ThirdQ Double 8 sales.
4th quarter tentative quarterly sales goals submitted by
Tentative_FourthQ Double 8 sales.
Table: SURVEY
Field Field
Name Type Size Description
Survey_ID Single 4 Primary key.
Survey_Date Date/Time 8 Date the survey was submitted.
Customer_Num Integer 2 Foreign Key.
Survey_Q1 Text 50 Survey question response.
Survey_Q2 Text 50 Survey question response.
Survey_Q3 Text 50 Survey question response.
Survey_Q4 Text 50 Survey question response.
Survey_Q5 Text 50 Survey question response.

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Survey_Comments Memo n/a Additional survey comments.
Table: INVOICE
Field Field
Name Type Size Description
Long
Invoice_Num Integer Auto Primary key.
Long
Order_Num Integer Auto Foreign key.
Invoice_Date Date/Time 2 Date Invoice was generated.
Table: SHIPMENT
Field Field
Name Type Size Description
Long
Invoice_Num Integer Auto Part of Composite Key and Foreign Key of INVOICE table
Product_Num Text 4 Part of Composite Key and Foreign Key of PRODUCT table
Shipment_QTY Integer Auto
Shipment_Date Date/Time 2 Date order shipped.

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PHYSICAL DATAFLOW DIAGRAM

Page 43 of 65
PHYSICAL DATAFLOW DIAGRAM (Cont.)

Page 44 of 65
DATABASE ARCHITECTURE

Page 45 of 65
 SYSTEM INPUT FORMS & SAMPLE REPORTS

System Switchboard

The switchboard is the main menu for the Pine Valley Marketing Planning & Control System.

From this form, marketing and sales personnel can navigate to the various input forms and

reports the system provides. The switchboard also has an application exit command button

located in the lower right-hand part of the switchboard.

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 Reports Main Menu

The reports main menu provides marketing and sales personnel access to the various annual,

quarterly, and monthly reports Pine Valley Furniture management requires to perform sales

projections and sales progress monitoring.

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Sample Reports

Page 48 of 65
 Customer Form

The Customer form allows sales personnel to enter new customers and new customer orders.

The old Pine Valley order system was a separate system and deriving reports from it was not as

efficient due to fragmented data. With this new system, customer orders are entered directly and

reports can be generated more efficiently due to the integration of customer order data.

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 Product Form

The Product form allows sales and marketing personnel easy access to product information.

New products can be entered into the system and existing product information can be edited with

ease. The Product form also displays inventory information about each product and the work

centers responsible for producing the product.

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 Invoice Form

The Invoice form allows accounting personnel access to customer invoices for billing purposes.

The Invoice form displays data concerning order number, invoice number and the products

ordered and quantity.

Page 51 of 65
 Invoice Form

The Tentative Sales Goals form allows sales personnel to enter tentative sales goals data for each

quarter of the year. Marketing uses this data to develop sales projections and sales quotas.

Page 52 of 65
 INTERNET CONSIDERATIONS

For the WAN network connectivity we suggest utilizing Verizon Business DSL services.

This DSL will improve connectivity between the three office locations significantly over the

dial-up service that is currently being employed. They provide the following services:

• Up to 7.1M down stream / 768k
upstream
• Static IP addressing
• Research, surfing & e-mail
• Receive/send large text, graphic &
photos
• Audio / video streaming
• Remote users access your network
• Connect multiple users to one DSL line
• Video-conferencing
• Remote dial-up access for use when
traveling
• Maintain a website
• Conduct e-commerce
• Remote Dial-up Access (unlimited)
• e-Mail accounts (10 .net or 3 domain)
• Domain registration (included)
• 24/7 live technical support
• 30-day money back guarantee

Page 53 of 65
 IMPLEMENTATION PLAN

1. Equipment Housing

a. Due to the high operating temperatures networked

equipment are susceptible to, all networking equipment

such as routers, Cisco switches, patch panels,

equipments racks, etc., should be housed in a

temperature and humidity controlled environment.

Electronics equipment does not perform well under hot

and humid conditions for sustained long periods of

time without succumbing to intermittent problems.

b. We strongly suggest (optional however) utilizing a

temperature and humidity chart recorder that is

capable of recording on a 31-day scale and recording

temperatures between 20 to 120°F and 0 to 95% relative

humidity with ±3% accuracy. We suggest purchasing the

following for each network equipment space:

i. Dickson model THDX, 8" Temperature, Humidity &

Dew Point Chart Recorder with Remote Probe, list

price $659.00

ii. Dickson chart paper, part number C480, list price

$24.00 per pack of 60.

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 iii. Dickson AC Adaptor, part number R012, list price

$25.00.

This equipment can be purchased online at

http://www.dicksonweb.com/info/home.php

c. We suggest maintaining the temperature in each network

equipment space between 0° C and 20° C (32°F and

68°F).

d. Desktop hardware such as computers, laser jet

printers, and scanners that support work group

functions however, do not require any special

environmental controls outside of normal office

environmental conditioning.

2. Electrical Power Considerations

a. For power considerations we recommend that all non-

inductive electronics equipment be provided “clean”

power. This would entail installing separate

electrical power lines for all networked equipment

spaces.

b. Examples of non-inductive equipment are desktop

computers, switches and routers. These types of

equipment are susceptible to intermittent damage due

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 to power fluctuations that would occur if inductive

electrical equipment such as motors and generators

were powered from the same power line.

3. Security

a. For security considerations we recommend securing all

networked equipment spaces against possible

unauthorized access. Simple but effective ways to

secure a space are:

i. Cipher locks on all network equipment space

access doors.

ii. Written security policy which lists authorized

I.T. personnel.

Installation of Equipment

1. Cabling

a. Adirondack Cabling, Inc. will provide cabling

installation service for all horizontal and vertical

distributions. Scope of work are as follows:

i. Install UTP cabling. Adirondack Cabling will

install CAT 6 cable from IDF to designated

location under raised floor. Terminate cable in

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 CAT 6 jack installed in duplex faceplate. At the

hub end terminate cable in CAT 6 patch panel.

ii. Label and test all UTP cables. Adirondack

technicians will check end-to-end continuity on

all four-wire pairs and also ensuring that the

cable under test has the correct wiring scheme.

iii. Install fiber optic cabling. Adirondack will

install 6 strand, MM fiber optic, as a feed from

MDF to IDF. Install finer in 1” inner duct for

protection of fiber. Terminate fiber in rack

mount cabinet provided by APC with 6 port coupler

panels. The individual fiber strands will be

terminated with SC MM unicams.

iv. Install 12” ladder rack in each IDF for cabling

routing and stabilization of rack.

2. Computer and Network Hardware and Software

a. All network, computer, and support equipment and

software will be received, tested, and installed by

the consulting firms own I.T. technicians. Costing

for this service is provided in the costing section of

this report.

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Training

1. Training will be required for all I.T. personnel regardless

of current experience level. This will be as follows:

a. Demonstrations of the system to all users and I.T.

personnel will be provided by the consulting firm.

b. Further training for I.T. personnel will consist of

troubleshooting and repair methods for all network

equipment. If required, onsite vendor training will

be contracted. At this time however, all network

system training will be provided by the consulting

firm. Please refer to the costing section for

appropriate costing figures.

Going Online

1. Cutover Method

a. After the system has been installed and tested we

suggest adopting a pilot cutover method for

deployment.

b. During pilot cutover, only a small portion of the

system will be brought online for users to test and

evaluate. For example, only engage one floor of PVF

main office for testing purposes. Once the “bugs” have

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been worked out in the pilot group, duplication of the

system can occur for each floor. Implementing the

system in sections or groups, we believe, will limit

frustration and confusion.

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IMPLEMENTATION TIMELINE

Page 60 of 65
 Testing Plan
Testing Goals
1. Eliminate syntax errors
2. Identify and screen user input errors
3. Eliminate logic errors
4. Eliminate the potential for runtime errors
5. Evaluate system speed performance
6. Evaluate system security
7. Validate system integrity
8. Evaluate the level of user acceptance
9. Evaluate system documentation

We will be involved in all phases of the testing cycle until

project completion and implementation. Pine Valley Furniture
testing phases will be as follows:

Testing Progression
A. Design Phase Testing
1. Syntax Testing
2. User Interface Testing
B. Development Phase Testing
1. Program Module Testing
2. Integrated Module Testing
3. System Testing
C. Implementation Phase Testing
1. User-Acceptance Testing

Testing Plan Documentation Example

Customers Order Testing Control Sheet

Project PVF Marketing Planning & Control System

Customer Information Description Comment

Syntax
customer financial data completed

User Interface
customer information form completed

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customer finance form completed
Program Module
customer finances database maintenance:
blank form, customer financial data form completed
Integrated Module
customer finances database maintenance completed
merge with customer database completed
System
new PVF main menu options:
customer, product, invoice, survey in progress
tentative sales, product line goals,
customer sales projection, sales quota,
sales personnel
Pilot
PVF marketing planning and control system completed
upgrade
User Acceptance
PVF upgrade in progress

Customers Testing Procedure

Project PVF Marketing Planning & Control System Product

customer form

Test Description user interface-customer information screen form

Test Data Expected Results Comment

customer name displays customer name to screen
completed
add new customer displays blank form
completed
save customer info save information
completed
preview order displays detail customer order
completed
main returns to main screen interface menu
completed

Page 62 of 65
PVF Marketing Department’s Planning & Control System
Training

The PVF system training will be provided in these two types of

formats: Hands-On Exercises and Tutorials. Also, there are self-
practice tutorials at the end of each session for those who like
to explore more.

Training Manual
Objectives
Schedule
System Overview
Narrative
User’s System Diagram
Menu Options
Demonstrations Topics
Hand-On Exercises
Quick References Guide
Notes

Pine Valley Furniture Training Schedule

Session 1: Tuesday, 9:00 -12:00 pm, for all sales employees.

1. Information System Overview
2. Demonstrations of the PVF Interface
3. Break
4. Hands-On Exercises
5. Description of the Procedures Manual

Session 2: Wednesday, 9:00-12:00 pm, for all sales employees.

1. Hands-On Review Exercise
2. Demonstrations of the PV Update Subsystem
3. Hands-On Exercise on the Update Subsystem
4. Break
5. Demonstration of the Sales Transaction and Order Subsystem
6. Hands-On Exercise on the Sales Transaction and Order
Subsystem
7. Hands-On Review Exercise

Session 3: Thursday, 9:00-12:00 pm, for the IT Department and

owner.

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1. Demonstration of the 4GL Software Tutorials
2. Hands-On Problems-Solving Exercise
3. Break
4. Description of Procedures Manual
5. Q&A Session

Session 4: Friday, 9:00-12:00 pm, for the IT Department and

owner.
1. Demonstration of the Correspondence Subsystem
2. Demonstration of the Sales Trending Subsystem
3. Demonstration of the Reports Subsystem
4. Break
5. Demonstration of the Internet Connection Subsystem
6. Overview of the System Hardware

Pine Valley Furniture Hands-On Training Exercise

EXERCISE 1-- You have a New Customer

Part A: System Startup
1. Turn on your computer.
2. Start the Pine Valley Furniture Switchboard Application
(click on the PVF icon)

Part B: Customer Accounts Information Screen and Customer

Financial Data
1. Select add new customer by clicking the New Customer
Command button on the right of the screen.
2. Click on Add New Customer
3. Complete customer information screen
4. Save (customer had been added)

Part C: Order Entry

1. Select new order from order entry screen
2. Complete the required fields
3. Save information
4. Click on Create Invoice
5. Save invoice
6. Select preview order info
7. Summit order

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Part D: System Exit
1. Click main to return to PVF screen
2. Close application
3. Turn computer off

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