System Implementation

Introduction
Kudler Fine Foods (KFF) is a successful upscale specialty food store located in the San
Diego metropolitan area. All three locations have approximately 8!!! s"uare feet of retail space
located in a fashiona#le shopping center. KFF speciali$es in #a%ery and pastry products fresh
produce fresh meat & seafood condiments and pac%aged foods and cheese and specialty dairy
products (Kudler Fine Foods '!(().
In an effort to #oost revenue and more thoroughly understand customers KFF has
decided to launch a fre"uent shopper program. )ustomers *ho participate in this program *ill
receive ne*s a#out store events featured products and sales. In addition they *ill #e given
exclusive offers on select merchandise via a re*ards points system. Furthermore KFF *ill #e
a#le to trac% purchases of those *ho have enrolled in the fre"uent shopper program *hich *ill
allo* them to #etter meet their customer+s needs. ,ltimately the implementation if the KFF
fre"uent shopper program should improve #usiness increase the amount of satisfied customers
and launch Kudler Fine Foods to a *hole ne* level of success.
Statement of Scope and Goals
Tracking
-he o#.ective of the fre"uent shopper program (FS/) is to trac% purchases of individual
customers. -he a#ility to trac% each customer and all their purchase *ill re"uire a relational
data#ase management system (0D12S) as a repository for the transactions. -his 0D12S *ill
allo* Kudler Foods to report measure and forecast *ith their customers and products.
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Points for redemption
Since KFF *ill have a 0D12S and a process to collect points ho* points are re*arded
and redeemed *ill #e a function that *ill re"uire authentication of customers+ accumulated
points. -his *ill re"uire a *ay to add and su#tract points #y customer as they shop and redeem.
Partnerships
/artnerships #et*een external companies are a necessary goal that must #e %ept in order
to maintain the relationship #et*een Kudler Foods and those other companies. )ommunication
is a strong factor in this as *ell as ho* the external customer *ill %no* if the terms are #eing
%ept. 2easura#le methods of success and indicators for *hen the #enchmar%s are not #eing
meant must #e included as *ell.
Reports
-he system should document and report on3
)ustomer purchases
)ustomer4s current and total points
5ast time purchases *ere made
Ad6hoc report #uilder
Funds saved #y the customer enrolled in FS/ versus ones *ho are not
7hich gifts and re*ards are successful8unsuccessful
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Data Flow Chart
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Data Flow Diagram
Project Feasibilit
!perational Factors
-he operation of KFF *ill not #e altered greatly. /roducts *ill still come and go as
normal. -he #iggest change *ill #e in the process of the ordering inventorying and redemption
of the re*ard gifts for the customers. -his *ill #e system driven *hich means it *ill #e part of
the flo* of processing redemption re"uests.
Technical Factors
-he technical #usiness driver is going to #e a ne* system that is #olted onto their current
system. -he system *ill integrate *ith the current 0etail :nterprise 2anagement System
(0:2S).
-his *ill re"uire a case study for the *hole flo* of the addition of the customer trac%ing
and re*ards program. A team that consists of individuals from mar%eting technical support
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System Implementation
management and sales *ill #e meeting *ee%ly to update and *or% through the case studies from
conception to implementation.
"conomic Factors
:conomic study can #e done on a fe* matters3 <ther companies doing a re*ards
program a mar%et analysis on *hat customers are accepting as a gift in a re*ards program *hat
do they *ant *hat do they li%e= -he analysis can also sho* ho* *ell other companies have
done since they started the program and *hat products and product lines it *or%s on and *hat
ones it does not *or% on.
Measurable !bjecti#e Terms
2easura#le o#.ectives state3
7ho is involved
6 )ustomers > 7ill they #e more committed to KFF *ith a re*ards program=
6 :mployees > 7ill #usiness increase and inventory levels rise for certain products=
6 2anagement > 7ill reporting and revie*ing the re*ards for customers succeed or
fail=
6 I- > Supporting another system ad6hoc reporting customer support for invalid
re*ards data
7hat are the desired outcomes=
6 )ustomers > ?appier *ith a re*ards more #uying more fre"uent trips to store
6 :mployees > Supporting a successful system increase sales
6 2anagement > Store location(s) increase profit and mar%et share
6 I- > Additional reporting server *ith tools to allo* #etter reporting
?o* progress is measured=
6 )ustomers > 0eports of increased sales #y customer instead of overall store.
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6 :mployees > )urrent #enchmar%s and measurements *ill reflect increase in
productivity and customer satisfaction.
6 2anagement > <verall sales at the store customers and product lines.
7hen *ill the outcome occur=
6 7ithin six months
Proposed Re$uirements
In other to help Kudler Fine Foods come to the conclusion for a system that *ould *or%
*ell for the fre"uent shopper program certain methods *ould have to #e follo*ed in order to
ma%e sure that Kudler Foods needs are met. As an analyst *e *ill determine the needs of the
client #y meeting *ith the %ey personnel that use the system on a regular #asis. -he second
method that *e *ould use to determine user needs *ould #e to ta%e a loo% at the current system
and to see *hat might need to #e replaced and8or upgraded as to ma%e the system #etter. Another
need that *e *ill determine is an initial design that *ould compare to the re"uirements that
Kudler Foods is already using in their company. -he last method used to determine the need of
the user *ould #e the analyst alternative solution as a #ac%up to the users *anted system.
Current Sstem
After revie* of Kudler Fine Foods information systems the current system had to #e
evaluated #efore confirmed re"uirements could #e set in stone. )urrently Kudler Foods uses
7in Ax *8office for inventory 7indo*s Ax for personal computers for the other t*o sites.
(!.(.@!.! :thernet net*or% for security #et*een all devices *ithin Kudler Foods I- system also
including three standalone ,/S servers at each site @BK 2odem that maintains their internet
speed and connects to the internet. -he current server that is used for this company is Covell ;.((
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server for /<S. 1ased on the revie* of Kudler Foods current system it is slo* and does not have
very much security their systems are also some*hat out dated and could use an upgrade.
Confirmed Re$uirements
-he list of confirmed re"uirements *ould help improve Kudler Fine Foods current
system and ma%e their #usiness system more relia#le easy to manage and trac% customer4s
purchases.
/roposed System
<ld System
Ce* System
7in Ax8<ffice AD 7indo* D /rofessional
Covell ;.(( Server for /<S ?p /roliantE D5 9!! Server
(!.(.@!.! :thernet Cet*or% (!8(!! 1ased6- :thernet )ontroller *8 integrated
transceiver
Soft*are AF
:G Small 1usiness Soft*are
(<rder -rac%ing Soft*are)
Functionalit In%Depth
As far as 7indo*s D is concerned it *ill provide a much needed updated system to ma%e
it easier to maneuver through spreadsheets and documents. -he ?pE Server *ill provide a much
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needed relia#le and fast paced system that *ould ma%e for faster email and data#ase
applications and front end net*or% applications.
-he :thernet (!8(!! #ased - controller *ith integrated transceiver is great for fast 5AC
on 2other#oard solution and the transceiver helps to ma%e high performance net*or%
applications faster. -he last change to the system *ould #e the soft*are and using the <rder
-rac%ing soft*are *ould #e great for Kudler Foods Fre"uent Shopper /rogram. -his <rder
-rac%ing soft*are *ould provide great opportunities for Kudler #ecause it has everything that
they are loo%ing for in system soft*are such as this one. -his soft*are helps to manage customer
data process orders trac% inventory generate receipts and invoices analy$e sales and generate
email lists.
Cot only does it do all of the a#ove #ut this Small 1usiness soft*are also includes
friendly analy$ing of sales data. -he analy$ing of sales data *ill help Kudler Foods to %no* ho*
much they are #ring in and losing for each product or service. Another #onus to this soft*are is
the order entry screens that it has to help find customers and provides all that customers
information using many entries and *ill also let the company %no* everything that customer
has ever ordered from the company and any services they needed.
&ogical Design
7hen it comes to the logical design of this particular system it *ill follo* the flo*chart
#elo*. -his chart sho*s ho* each process *ill *or% for Kudler Fine Foods *ith their fre"uent
shopper program. -his image *ill also demonstrate *hat should #e stated to the customers and
*hat should appear on screen for the *or%er to enter the customer4s information into the FS/
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system.
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Design Trade%!ff
)ost is one of the #iggest concerns *hen designing any ne* system. -he goal is to the
get the most out of the proposed system *hile staying *ithin #udget. At the same time if a
system is under #udgeted it may #e setup for failure. -here needs to #e a #alance determined
*ith consideration for future expansion and development. For example if the proposed fre"uent
shopper program did not ta%e into consideration the expanded and upgraded net*or%
components there could #e operation pro#lems ranging from #rea%s in security *ith customer
information to slo* performance at the registers and overall customer dissatisfaction of the
program. <n the other hand there is a limit to *hat is re"uired for the expansion and upgrading
the system #eyond *hat is re"uired *ill *aste time and #udget that could #e #etter served
else*here in the pro.ect.
-ime is another factor in designing the ne* system and must #e ta%en into consideration.
As *ith any pro.ect there is not an unlimited amount of time to complete the pro.ect. A schedule
must #e determined and maintained in order to complete the pro.ect in a timely manner. 7ith the
goal #eing to increase revenue a delayed pro.ect *ith an extended completion time can greatly
set6#ac% planned mar%eting goals and can possi#le hurt the pro.ect overall if the loyalty points
program decides to #ac% out #ecause of it. An exact timeline *ith completion dates for all phases
*ill #e re"uired and should #e strictly enforced.
7ith these design trade6offs in mind the suggested solution for the ne* fre"uent shopper
program is initially an expensive one. -he program *ould #e released much sooner and *ith
much less cost if the net*or% and information systems *ere not upgraded and the ne* program
*as simply put in place over the existing systems. It is determined #y our team ho*ever that this
initial cost and extra time to install the ne* systems is an appropriate and necessary trade6off for
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System Implementation
the proposed program. -he existing system does not meet the needed re"uirements for security of
customer information and could lead to legal issues in the future. Also the existing system does
not have the capacity #and*idth and processing capa#ility to accommodate the level of data and
information that *ill #e flo*ing in from all of the Kudler locations. If the system *ere to display
slo* performance or loss of connectivity this it could #e detrimental to the overall success of the
program and even serve to hurt the customer4s opinion of the company.
Design Process and Specifications
-he /oint of Sale (/<S) machines are the main point of contact for the program.
)ustomers *ill #e provided a card to identify themselves at the /<S. For every transaction the
products #eing purchased are stored in the /<S *hile it is actively referencing the provided
customer information and analy$ing the incoming data against *hat is stored in the server. -he
reason for this is to #e a#le to provide #asic program statistics on the customer4s receipt as *ell
as coupons for related products. -his is the main reason for upgrading the net*or% infrastructure.
-his information should also #e actively synced *ith the servers in the other Kudler stores.
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Figure ( sho*s the preliminary design model for the proposed system.
Figure 1
It should #e noted that all stores are lin%ed in at all times through the internet allo*ing for
seamless access to customer information and re*ard program data. It is for this reason that the
upgrades to the net*or% infrastructure are so critical in terms of usage and security. -he
recommended hard*are and soft*are changes *ill allo* the needed information to #e readily
accessi#le at the /<S machines *hile %eeping the customer data secure on the internet and in
storage.
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Testing Process
1efore any ne* changes can #e put into effect the current hard*are of Kudler Fine
Foods must #e evaluated in order to see if it is a#le to handle all the components of the ne*
system. -he first test to #e done should #e a chec% of the hard*are and see if it meets the
minimum re"uirements of the proposed system. -he first update proposed for Kudler *as of their
current operating system. 7e *ish to move from the old and outdated 7indo*s AD to the current
more compati#le 7indo*s D. -he minimum re"uirements for 7indo*s D are as follo*s3 -he
processor needs to #e ( gigahert$ or faster the 0A2 should #e ( giga#yte or higher the hard
drive should have at least (B giga#ytes free or more and should have a DirectF A graphics
device *ith 7DD2 (.! or higher (7indo*s D System 0e"uirements n.d.).
1ecause Kudler4s old operating system re"uires "uite a #it less hard*are capa#ility to
run there may #e a large num#er of hard*are updates that must #e completed #efore soft*are
updates can #egin. <nce the hard*are has #een chec%ed and updated it should then #e tested
*ith the ne* operating system. -he ne* server *ill definitely speed up transmission time #ut
individual computers need to #e tested to see if they can efficiently run the ne* operating
system. -he system should #e put through a series of #asic functions *hich *ould normally
occur on any given day. -he speed at *hich these functions can #e performed should #e recorded
and analy$ed to see if the time is reasona#le enough to conduct #usiness.
-he test of the operating system should #e performed *ith *ord processing spreadsheets
internet access email and store transaction processing. -hese are #asic functions *hich Kudler
*ill need to operate on a daily #asis. If the operation and use of these #asic functions is hindered
or slo*ed it *ill the hard*are *ill still need to #e updated until the operating system reaches a
usea#le level. -he point of sales machines or /<S machines *ill pro#a#ly not #e needed to
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System Implementation
complete clerical tas%s so their re"uirements *ill pro#a#ly #e less. -he /<S machine4s main
functions are of course run a transaction and also collect and transmit customer data.
It has #een determined the main outcome for Kudler Food4s ne* information system
#esides #ecoming more consolidated is to trac% customer purchases and re*ard fre"uent
shoppers. -his is the main functional aspect of the ne* system and should #e tested the most.
-he system should of course #e tested for errors #ut since it is an off the shelf soft*are it should
have next to none. -he customer trac%ing system should #e easy to enter data as *ell as change
or correct data. 2ista%es *ill al*ays #e made in any organi$ation so the correction of them
should #e made simple (Dennis '!!A).
-he system should also #e tested to see if it can handle the information flo* from /<S
machines. ?o* much *ould the system slo* if the /<S machines are all transferring data
through the system4s net*or%= Is the speed affected at all= )an the ne* servers handle the
amount of data moving through it= -his test should #e run during non6#usiness hours in order to
determine any changes if any *ithout affecting regular #usiness. )ustomers are not going to
*ant to participate in the program if chec%out time is increased. -he system should #e a#le to
handle multiple transactions at a time *ithout increasing chec%out time.
Installation Process
-he installation process can #e very decisive in success or failure of a ne* information
system. )areful planning must #e enacted in order for a successful installation. 1elo* is a time
line for *hen the team is ready to properly implement the ne* system.
Installation Process Time%&ine
Step # Process Day
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( /ass out training manuals (
' Ho over manuals *ith ne*
users
'6@. ( hour after close on each
day
9 ,ser /<S training B6D days
; Full installation of information
system
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-he first part of this installation process is passing out of the training manuals. -hese
should have #een designed from the documentation made throughout the pro.ect. -he training
manuals should in detail provide the user *ith ho* to guides of the entire system. /assing these
out to the users of the ne* system *ill give them a chance to loo% at them #efore training
actually #egins. -he next four days *ill #e used to go over the system #efore it is actually
installed. If users have "uestions this *ould #e the time to address them. During the training
manual revie* the ne* functionality of the system should #e addressed as *ell as the process of
ac"uiring and storing customer data. Step 9 entails actual hands on training *ith the ne* system.
-raining *ithout actual hands on experience can only ta%e the user so far. During this step users
get a chance to use aspects of the system #efore it is actually fully installed. Step ; is the full
installation and implementation of the system.
Documentation Plan
<nce the system has #een fully installed and is running there *ill al*ays #e "uestions
pro#lems and updates. :ven though the Kudler employees at this point have #een trained *ith
the ne* system they *ill still run into issues and "uestions *ith it. Documentation of the entire
process must #e *ell maintained in order to provide the information system staff as *ell the end
user *ith good information.
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System Implementation
At the end of program design a program design document should #e compiled. -he
program design document should contain all the structure charts and program specifications to
implement the ne* system. -his document is *hat is used to *rite the actual code of the
information system. Documentation should not #e stopped here ho*everI each part of the
process should #e carefully documented to provide the system staff *ith information on ho* to
fix errors if they should arise.
Documentation of testing should also #e ta%en seriously. -ime is al*ays a ma.or factor in
any pro.ect and improper documentation of testing can cause serious time loss. :ach test needs to
#e accounted for so the staff %no*s *hich tests have #een run and *hich have not.
2any times user documentation #egins after the system is finished #eing #uilt. -his can
#e cause pro#lems since creating user documentation is very time consuming. ,ser
documentation should #egin in the early phases of this pro.ect in order to #e nearly finished
*hen the pro.ect is finished. 7hoever is in charge of creating this documentation should %eep in
mind everything a user *ill *ant to %no* and provide detailed explanation of ho* the ne*
system can #e navigated.
Support and 'aintenance
-here *ill #e the need for support and maintenance of this ne* system. Individuals *ith
a good %no*ledge and understanding of its operation *ill need to #e availa#le to correct errors
and ans*er "uestions. If hard*are upgrades are re"uired someone *ith less %no*ledge of the
system could #e used. -he thing to remem#er is there *ill #e "uestions and pro#a#ly re"uests for
changes. If the documentation has #een done correctly #oth of these concerns should #e easily
addressed.
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Conclusion
Kudler Fine Foods re"uests a specific type of system that could help to manage and trac%
customer4s purchases. Kudler Fine Foods *ants to trac% customer4s purchases so that in the end
the customers could accumulate loyalty points for redemption for certain gifts foods product
and services. -he KFF fre"uent shopper program *ill meet that need and exceed expectations
after it is put into play. -he fruition of the fre"uent shopper program *ill not only lead to
increased revenue it *ill also all KFF to #etter assist their customers and ultimately *ill save
them money.

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System Implementation
References
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System Implementation
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'!