AUTOMATED SALES MANAGEMENT SYSTEM
The main purpose is to
provide documentation which describes the overall architecture of sales
management system
DOCUMENT CONTROL:
Version will
be identified numerically with the status draft, draft for review or approved.
Approved document will have a whole numbering sequence with draft document
having a decimal numbering sequence.
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VERSION
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STATUS
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DATE
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Ver. 0.1
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Draft
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2nd may’10
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Ver. 1.0
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Final
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8th may’10
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ABSTRACT:
The
main purpose is to provide documentation which describes the overall architecture
of sales management system.
Table of Contents
INTRODUCTION:
The purpose of this document is to provide a documentation of
sales management system after BPR for documenting each phase in automated sales
management system. The document includes:
Ø Documenting and tracking to AS IS and
TO BE process flows
Ø Pictorially representing AS IS and TO
BE process flows
- Sell more efficiently
- Generate more accurate sales and revenue reports
- Estimate the revenue and return on investment (ROI) of your marketing campaigns
- See which stages take the most time and find ways to move prospects forward
- Create better literature and tools
- Improve your campaigns
- Minimize the amount of time your reps spend on estimates and forecasts
Sales management is about
leading the people and process your company uses to sell prospects and service
customers.
ARCHITECTURE OVERVIEW:
Enterprise architecture is a comprehensive framework used to manage and align an organization's Information Technology (IT) assets, people, operations, and projects with its operational characteristics. In other words, the enterprise architecture defines how information and technology will support the business operations and provide benefit for the business.It illustrates the organization’s core mission, each component critical to performing that mission, and how each of these components is interrelated. These components include:
Ø Guiding principles
Ø Organization structure
Ø Business processes
Ø Applications, data, and infrastructure
Ø Technologies upon which networks, applications and systems
are built
The
sales management system has the following architecture:
Ø Business
rule layer
Ø Data access
layer
Ø Procedure
Ø Forms
Ø Reports
BUSINESS RULE LAYER:
The business rules tier is a main functional component; it is
in this layer that the document searching is performed. The vast majority of
searches take less than one second to perform, even those involving complex
filters.
INFORMATION ACCESS LAYER:
Tools to extract, transform, load data into the warehouse fall into this
layer.
The data accessed for reporting and analyzing and the tools for reporting
and analyzing data.
PROCEDURES:
This word can indicate a sequence of tasks, steps, decisions, calculations and processes, that when undertaken in the sequence laid down produces the described result, product or outcome.
REPORTS:
A salesperson's detailed record of sales calls
and results for a given period; typically, a sales report will include
information such as the sales volume per product or product line, the number of
existing and new accounts called upon, and the expenses incurred in making the
calls.
The reports include the following:
Ø Customer reports
Ø Product reports
Ø Sales report
·
Sales
summary
·
Sales
per year
·
Custom
sales summary
Ø Stock report
FORMS:
It contains
all the forms in sales management system:
Ø Invoice
Ø Delivery challan
Ø Bill
As-Is Process:
INWARD:
PROCESS
DELIVERY CHALLAN
BILLING:
PROPOSAL:
Industry: Dyeing Industry
Type: Sales Management System
Participating
institution: PAF-KIET
SCOPE:
“To automate the sales management
system and make it efficient to use. The AS IS process will be a compilation of
the process flow diagrams of the current state within the organization. The TO
BE model will also be a compilation of process flow diagram of future state”
OBJECTIVES:
Ø Record
data and basic information,
Ø Maintain
specifications
Ø Maintaining
inventory status.
Ø Checking
the expire date before delivery
Ø Automatically
generating reports
Ø Improving salesperson skills
SYSTEM FLOW DIAGRAM OF TO BE PROCESS
TO BE PROCESS:
The sales management system for dyeing industry consists of
four core processes that are:
·
Inward
·
Process
·
Outward
·
Delivery
challan and
·
billing
After doing BPR, most of the processes are system generated
now. The changes that are made are ac follows:
Inward:
A form is filled by the customers in whom all the details are
mentioned. A form number is introduced that will be used throughout the
process. No manual work is done. It saves a lot of time.
Process:
The
entire inventory is directly checked through database. Availability of dyes and fabric is checked.
If fabric not received, form number is checked or notice is send to the
customer.
Outward:
Fabric is printed. Invoice is send to the customer. Auto
generation of invoice is there. Rate is calculated and meter is selected as the
unit. All other units are converted in meters n payment amount is calculated.
Billing:
If payment is on cash, bill is generated at
the time of delivery. If payment is on credit, bill is generated later. Auto reminders are set if payment is not
received. Penalty charges are auto included if payment is not made after 30
days.
TO BE PROCESS:
INWARD
PROCESS
DELIVERY CHALLAN
BILLING:
NOTATIONS:
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Process Box
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Decision
Making Box
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Database
Box
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Start/Terminator
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Process flow arrow
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On Page Connector
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Off Page Connector
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Annotation
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TEHNOLOGY TREND PROPOSED
We’ll use
several technologies within the architecture to get the targeted sales
management system. Following are the list of those technologies:
Ø ASP.net
Ø SQL server
Ø Visual studio
Ø MS office Visio
ASP .NET:
1. Consistent programming model
2. Direct
support for security
3. Simplified development efforts
4. Easy
application development and maintenance
5. Common
runtime engine
MS
VISUAL STUDIO:
Microsoft
Visual Studio is an Integrated Development Environment (IDE) from Microsoft. It can be
used to develop console and graphical user interface applications along with Windows Forms
applications, web sites, web applications, and web services in both native code together
with managed code for all platforms supported by Microsoft Windows.
The integrated debugger works both as a
source-level debugger and a machine-level debugger. Other built-in tools
include a forms designer for building GUI applications, web designer, class designer, and database
schema designer
MICROSOFT SQL SERVER:
of applications, and deliver actionable insight to your
entire organization. Microsoft SQL Server 2008 provides a trusted, productive,
and intelligent data platform that enables you to run your most demanding
mission-critical applications, reduce time and cost of development and
management
INTERNET INFORMATION SERVICES:
Internet
Information Services (IIS) - formerly called Internet Information Server - is a
web server application and set of feature extension modules created by
Microsoft for use with Microsoft Windows
RISKS IN BPR:
Ø If management does not support, it
will become a barrier
Ø Lack of knowledge. All employees do
not know much about the new technologies
Ø Resistant to change. change management
is difficult
Ø Fear of employees. Employees do not
want to change as they have a fear that it might lead to their job loss
Ø Lack of resources
SUCCESS FACTORS:
Ø BPR must
be done with the system integration activities. Business process design and
system modifications must be done interactively and concurrently to achieve a
healthy “check and balance” between modifying the system and modifying the
business process to accommodate industry policies and goals.
Ø Project team members will receive
training in the modules areas on which they will focus.
Ø End users
must be trained on business processes in addition to their role within the
business process.
Ø The
business process must be reasonably close to best practices.
Ø All the
changes in the business process and prototypes must be documented properly and
approved by the higher authority.
Ø The vision of the project must be cleared and
not so narrow.
Ø End users
must be trained on business processes in addition to their role within the
business process
Ø The
methodologies must be suitable with the project description
Ø
METHADOLOGY USED:
Information
gathering -- identifying objectives, risks, and key controls
in a process.
Process identification -- attaining a full understanding of all the steps of a process
Interviewing
and mapping -- understanding the point of
view of individuals in the process and designing
actual maps.
Analysis -- utilizing
tools and approaches to make the process run more effectively and efficiently.
Implementation
of TO BE process-- practically
implementing the designed to be process
Improve continuously—review performance and improve processes continuously.
FEATURES:
Ø Automated maintaining of general invoice records
Ø Automated recording of data and basic
information
Ø Automated Update inventory
Ø Automated repot generation
Ø Automated bill generation with or
without discount
Ø Automated transfer of bill and
invoices to a/c department
Ø Automated reminder generation
Ø Scheduling invoices and deliveries
Ø Integration among departments
Ø Easy and flexible to use
Ø Customer satisfaction
Ø Standardized processes
Ø Increased efficiency
Ø Customer friendliness
Ø Improved effectiveness
Ø Checks reduced
GAP ANALYSIS
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CURRENT
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FUTURE
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Sales person after receiving the orders
came in the office and submit the order list.
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A form is filled online by the customers in
which all the details are given priory
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The inward department sends the fabric to
the process department without any number. It may create a chance of mistake.
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Now the inward department generates an
inward number which is received by the process department.
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A
long time is taken in packing of fabric and sending it to the delivery
department. Also long time is taken in confirmation of the desired fabric
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An
outward number was generated in the outward department which would help in
making no mistake. When the fabric is send to the delivery department, they
check the outward number.
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No facility of converting the fabric in
kilogram.
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Fabric can be taken easily on any scale.
Converter converts them into kilogram.
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All statements and reports are
manually generated
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All reports are system generated:
Ø
Return wise reports
Ø
Delivery with respect to
Ø
Sales wise reports
Ø
Yearly reports.
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No integration among departments. All work
is manually done/.
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All the departments are integrated with
each other. Information is easily accessible from database.
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Customer have some problem related to
efficiency of company
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The process is very efficient it solve all
the problems of customers.
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Receiving of Payments are some time delayed
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Efficient collection of payments
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The reminders were generated manually.
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Auto
generation of reminders were there.
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APPENDIX-1a_ “INVOICE”
APPENDIX1b
FORM
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Company Name Company Address Company Contact Number Mode of Payment and Number: Date of Payment: Shipping Address: Shipping Address
Customer Details Address: Contact No: Signature of Sales Person Signature of Customer |
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Project: BPR of sales management system of dyeing industry
I have reviewed and approved the BPR
Plan for sales management system of dyeing industry, with changes, additions,
deletions or corrections.
I hereby give you approval to
proceed with contacting participants in the plan. I also give my approval for
you to invoice my department for satisfactory completion of the BPR Plan.
I understand that further changes to
the structure, objectives, or methods of the BPR plan will likely result in a
delay in the completion of the BPR and could result in additional charges.
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__________________________
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_____________
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Project Manager
[signature]
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[date]
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__________________________
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_____________
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CEO
[signature]
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[date]
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Posts
2 comments:
Nice Project. Can you upload code
Nice project. Can you upload project source code in vb.net
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