SALES

MANAGEMENT
SYSTEM
INTRODUCTION:
BACKGROUND
Acknowledgement
Declaration
 Contents
1. Project Planning----------------------------------------------------------------------------------------
 Define Problem
 Context Diagram
 Work Schedule
 Chart
 Project Feasibility
 Staffing and Launching the Project
 Launching the Project
 Resource List
 Who Does What Type of Work
 Task Usage
 Network Diagram
 Budget Report
 Cash Flow

2. Project Analysis----------------------------------------------------------------------------------
 Gather Information
 System Requirements
 Prototypes
 Prioritize Requirements
 Approve Recommendation with Management
 Diagrams Of Sales Management System
o Use Case Diagram
o Activity Diagram
o Sequence Diagram
o Data Flow Diagram

3. Project Design-----------------------------------------------------------------------------------
 Table Information and Description
 Table Design
 Input Layout
 Output Layout
 Entity Relationship Diagram

4. Implementation---------------------------------------------------------------------------------
 User creation and privileges
 Table creation Code
 Input Layout with Code
 Output Layout
  System Installation
o Direct Installation
o Parallel Installation
o Single Location Installation
o Phased Installation
 Verify and Testing
 Training

5. Support-----------------------------------------------------------------------------------------------------
 Maintenance and System Enhancement
 Support User
Introduction: ABC Company Ltd has been marketing some products through their
authorized dealers (Clients) since 1980. The Company used to receive orders and delivers
products by using some pre-designed form by their sales department. The sales department
or any sales representative receives order from their clients after checking availability of
related items. The sales department also ensures a delivery schedule/shipment to the client
after checking their previous dealing, outstanding bills etc. The other information of the
company is briefly presented in the following sections:

Product Information: The Company is marketing number of products. Each product/item

has a unique id number and also have catalog , some of the items are considered as a set
(e.g. 01 set PC means 01 system unit,01 monitor,01 mouse,01 keyboard etc. ) . The
company has a pre-calculated costing for each item/set and also has a selling price for each
of the item/set which can’t be modified at any level except the top level management. But
there is a provision of discount on sells for the clients against a single order , if the total
amount of sells is more than 20 lac then rate of discount is 2%, if it is within tk.10-20 lac the
rate of discount is 1% and if it is less then 10 lac no discount will provide. A certain amount
of quantity of each item/set should always be reserved in their super store. If any order
places against specific item, the quantity of which is not available in the super store, in that
case the company is capable to produce and make it available in the super store within 15
days after confirmation of the order. Therefore, all sales personnel are aware about the
situation/circumstances and accordingly will provide delivery schedule to the client. The
company also provides commission to sales person @2% on their individual sales amount is
more than 10 lac per month.

Client Information: The Company has its enlisted client list. Only enlisted clients are
capable to place the order to the company directly or through email/telephone. If any new
client is interested to purchase any items from ABC company, the client will have to fulfill
the criterion for enlisted as an authorized dealer of that Company. The Company maintains
all possible information about their clients.

Order/Delivery Information: Sales personnel used to maintain a pre-design order form/slip,

which includes order number, order date, items information, quantity, client information, and
delivery date etc. During delivery, the sales department also maintains a record and will
issue a delivery chalan for the shipment of items.

Employee Information: The management of the company maintains all the information
relating to an employee i.e. Personal information, Salary & Commission Information etc.
according to the existing rules of the company.

All the activities of the company maintain manually. In consequence, the company is
suffering from many problems. Therefore, the company management decided to
automate/computerized the Sales Management Information System where the product
information, client information, order information, delivery information etc are to be
computerized to improve the performance of the company for better access to information,
prompt efficient service for the clients which will lead the company to earn more revenue.
The company desired to automate the following information services:

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 1. Product/Item Stock reserved information
2. Daily/Weekly/Monthly delivery information
3. Order backlog information
4. Sales Order Information based on order number and date
5. Monthly product wise sales information (Matrix)
6. Monthly sales information based on sales personnel.
7. Employees monthly pay slips with commission.

Following the above information you will have to analyze, design and develop a cost
effective Sales Managements Information System for the ABC Company Ltd with
documentation, so that the Company can operate its sales activities very user friendly,
effectively and efficiently.
 1. Project Planning

Problem Definition

ABC Company Ltd is marketing some products through their authorized dealers (Clients).
The activities of the company maintain manually. In consequence the company is suffering
from many problems. Therefore, the company management decided to
automate/computerized the Sales Management Information System where the product
information, client information, order information on, delivery information etc. are to be
computerized to improve the performance of the company from better access to information,
prompt efficient service for the clients which will lead the company to earn more revenue.

The company desired to automate the following information services:

1. Product/Item Stock reserved information

2. Daily/Weekly/Monthly delivery information
4. Order backlog information
5. Sales Order Information based on order number and date
6. Monthly product wise sales information (Matrix)
7. Monthly sales information based on sales personnel.
8. Employees monthly pay slips with commission.

Business Rule:

Products:
(i) Each Unit/Item has a unique id number and also have catalog , some of the
items are considered as a set (e.g. 01 set PC means 01 system unit,01
monitor,01 mouse,01 keyboard etc. ). List of Product Appendix (i).

(ii) Each Unit/Item has a pre-calculated costing and selling price which can’t be
modified at any level except the top level management.

(iii) The top level management may be changed the price. Sales personnel receives
information at the same time if any price changed by the management.

Clients:
(i) Enlisted clients are capable to place the order. List of Clients Appendix (ii).
(ii) If any new client is interested to purchase any items from the Company, the client
will haveTk.100 lacs bank balance and well reputation.
(iii) The Company didn’t provide more than one dealer in a city.

Sales Order/Delivery:
(i) Sales personnel receives order from clients using a form/slip, which includes
order number, order date, items information, quantity, client information, and
delivery date. Sample of Form in Appendix (iii).
(ii) Sales personnel receive order if any client sends email or call a telephone. In
that Case they will use their order form.
(iii) The Company provides discount on sells against a single order if

(a) Sells amount is more than 20 lacs then rate of discount is 2%,
(b) Sells amount is more than 10-20 lacs then rate of discount is 1%,
(c) Sells is less then 10 lacs no discount will provide.
(iv) .Order places against specific item, the quantity of which is not available in the
super store, in that case the Company is capable to produce and make it
available in the super store within 15 days after confirmation of the order.
Therefore sales personnel will provide delivery schedule to the client accordingly
consider the situation/circumstances.

(v) During delivery, the sales department/personnel also maintain a record and will
issue a delivery chalan for the shipment of items. Sample of Form in Appendix
(iv).

Employees:
(i) The management of the company maintains all the information relating to an
employee i.e. Personal information. The list of employee (v).

(ii) The sales personnel receive commission with their monthly salary @2% on their
individual sales amount is more than 10 lacs/per month.

(iii) All employees receive medical allowance, house rent and transport allowance.
Those employees didn’t get transport facilities from the Company only those are
authorized for transport allowance. Provident fund is 10% of basic salary deducts
from their total salary. The allowances are :

(a) Medical allowance 30% of basic salary.

(b) House rent 60% of basic salary.
(c) Transport allowance 20% of basic salary.
Context Diagram of Sales Management System
Sales Management System of ABC Company Ltd.

Work Schedule
Chart
 Project Feasibility

Project feasibility analysis is an activity that verifies whether a project can be started and
successfully completed. Because, by definition, a project is a unique endeavor, every project
has unique challenges that affect its feasibility.

1.Economic Feasibility:
Cost/benefit analysis (CBA)
 Estimate project development costs
 Estimate operational costs after project
 Estimate financial benefits based on annual savings and increased revenues
 Calculate CBA using complete list of costs and benefits

2.Organizational and Cultural Feasibility:

 Each company has own culture
 New system must fit into culture
 Evaluate related issues for potential risks
 Low level of computer competency
 Computer phobia
 Perceived loss of control
 Shift in power
 Fear of job change or employment loss
 Reversal of established work procedures

3.Technological Feasibility:
 Does system stretch state-of-the-art technology?
 Does in-house expertise presently exist for development?
 Does an outside vendor need to be involved?
 Solutions include:
 Training or hiring more experienced employees
 Hiring consultants
 Changing scope and project approach

4.Schedule Feasibility:
 Estimates needed without complete information
 Management deadlines may not be realistic
 Project managers:
 Drive to realistic assumptions and estimates
 Recommend completion date flexibility
 Assign interim milestones to periodically reassess completion dates
 Involve experienced personnel
 Manage proper allocation of resources

5.Resource Feasibility:
 Team member availability
 Team skill levels
 Computers, equipment, and supplies
 Support staff time and availability
 Physical facilities
 Staffing and Launching the Project

 Develop resource plan for the project

 Identify and request specific technical staff
 Identify and request specific user staff
 Organize the project team into workgroups
 Conduct preliminary training and team building exercises
 Key staffing question: “Are the resources available, trained, and ready to start?”

Launching the Project

 Scope defined, risks identified, project is feasible, schedule developed,

team members identified and ready
 Oversight committee finalized, meet to give go-ahead, and release funds
 Formal announcement made to all involved parties within organization
 Key launch question: “Are we ready to start?”
Who Does What Type of Work
TASK USAGE VIEW

Task Usage View

Network
Diagram
Budget

Report
Cash Flow
 2.Project Analysis

1.Gather Information:
 Analysis phase done to understand business functions and develop
system requirements
 Original structured approach
 Model of existing system
 Requirements from existing system model
 Current approach
 Logical requirements for new system
 Review of current business functions with new system
requirements

Figure: Information gathering and model building.

 Existing Reports, Forms and Procedure Descriptions:
 Source: External industry wide professional organizations and trade publications
 Source: Existing business documents and procedure descriptions within organization
 business rules, discrepancies, and redundancies

Sample Order Form of ABC Ltd

MOM Of Interviews and Discussions with Users:

2.System Requirements:
Generally we divide system requirements into two categories:

1.Functional requirements.

2.Non-Functional requirements.
 Non-Functional requirements involve the objectives of the system for technology,
performance, usability, reliability, and security.

 Performance – for example Response Time, Throughput, Utilization,

Static Volumetric
 Scalability
 Availability
 Reliability
 Recoverability
 Maintainability
 Security
 Manageability
 Usability

3. Prototypes:

4.Prioritize Requirements:

5. Approvals/Recommendation with Management:

 Diagrams Of Sales Management System

Use Case Diagram of Sales Management system

Activity Diagram of Sales Management system
Sequence Diagram of Sales Management system
Data Flow Digram 1 for SALES MANAGEMENT
3. Project Design
 Table Information and Description

Output Layout of Sales Management Information System (SMIS)

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 Product/Item Stock Information of ABC Company

Date : / /

SN Product id Description Quantity

Activities : This output layout will be developed using Product_info table to show
Product/Item Stock Information of ABC Company .

Daily delivery Information of ABC Company

Date : / /

SN Sales Client Product_id Description Quantity Sales

order id Name Person

Weekly delivery Information of ABC Company

Date : / / to / /
 SN Sales Client Product_id Description Quantity Sales
order id Name Person

Monthly delivery Information of ABC Company

Month :: Year

SN Sales Client Product_id Description Quantity Sales

order id Name Person

Activities: Daily/Weekly/Monthly output layout will be developed using

Delivery_Header ,Delivery_Schedule, Sales_Order, Client_info and
Employee_info table to show Daily/Weekly/Monthly delivery
information of ABC Company.

Order backlog Information of ABC Company

Date : / /
 SN Sales Client Product_id Description Quantity Sales
order id Name Person

Activities: Daily/Weekly/Monthly output layout will be developed using ,

Sales_Order, Sales_order_Detail,Client_info and Employee_info table
to show backlog order information of ABC Company.

Sales Order Information based on order number and date

Date : / /
-

SN Sales Client Product_id Description Quantity Delivery

order id Name Status

Activities: This output layout will be developed using Sales_Order,

Sales_order_Detail and Client_info table to show Sales order
information of ABC Company. Any authorized personnel will use sales
order id and date to show order/Delivery status.

Monthly product wise sales information (Matrix)

Date : / /
 Product
P01 P02 P03 P04 - - P0N
Date
Date1

Date2

Date3
-
-

Date N

Total

Activities: This output layout will be developed using Sales_Order and

Sales_order_Detail table to show monthly product wise sales
information (matrix) of ABC Company. Only those products will
consider as sale where order status indicator is Y in the sales_Order
table.

Monthly sales Information based on sales persons

Date : / /

Employee Sales Product Amuont in

SN Name Quantity
ID Order ID ID Taka

Total

Activities: This output layout will be developed using Sales_Order,

Sales_order_Detail and Employee_info table to show monthly product
sales information based on sales persons of ABC Company.
 Employee s monthly pay slip with commission

Date : / /

Employee id : --------------------------------------- Employee name :---------------------

Designation : ----------------------------------------- Department:---------------------

SN Item Amount in
Taka
01 Basic salary
02 House Rent
03 Medical
Allowance
04 Education
Allowance
05 Tiffin Allowance
06 Commission
07 Provident fund
(10% -)
Total

Accounts Officer

Activities: This output layout will be developed using Employee_info, Sales_Order,

and Sales_Order_Details table to generate pay slip of each employee
with commission.
 System Installation

 Process of moving from old system to new system

 Four installation strategies:
 Direct Installation.
 Parallel Installation.
 Single-location installation.
 Phased Installation.

Verify and Testing

• Verification is the process to make sure the product satisfies the
conditions imposed at the start of the development phase.
• In other words, to make sure the product behaves the way we want it to.

• Software testing is the process of evaluation a software item to

detect differences between given input and expected output.
• Software testing is a process that should be done during the
development process. In other words software testing is a verification
and validation process.

There are different types of Testing,

• Static testing: Static testing doesn't need actual execution of program

module. Code Reviews, walkthroughs, or inspections are considered as
static testing.
• Dynamic Testing: Dynamic Testing methods are traditionally divided
into black box testing and white box testing.

White Box Testing:

 White box testing is the detailed investigation of
internal logic and structure of the code. White box testing is also
called glass testing or open box testing.

 In order to perform white box testing on an application,

the tester needs to possess knowledge of the internal working
of the code.

Black Box Testing:

 Testing method without having any knowledge of
the interior workings of the application is Black Box testing.

 A tester will interact with the system's user interface

by providing inputs and examining outputs without knowing
how and where the inputs are worked upon.

Levels of Testing:

• Levels of testing include the different methodologies that can be used

while conducting Software Testing. Following are the main levels of
Software Testing:
• Functional Testing.
• Non-Functional Testing.

Functional Testing:
  Unit testing
 Each module is tested alone in an attempt to discover any
errors in its code.

 Integration testing
 Individual software modules are combined and tested as
a group.
 System testing
 Designed to uncover weaknesses that were not found in
earlier tests.
 Stub testing
 Performed on individual events or modules of a program.

Non-Functional Testing:

 ALPHA Testing : Spelling Mistakes , Broken Links,

Cloudy Directions. The Application will be tested on machines with the
lowest specification to test loading times and any latency problems.

 BETA Testing : Users will install, run the application

and send their feedback to the project team. Typographical errors,
confusing application flow, and even crashes.

 Regression Testing :Whenever a change in a

software application is made it is quite possible that other areas within the
application have been affected by this change. To verify that a fixed bug
hasn't resulted in another functionality or business rule violation is Regression
testing.

 Performance Testing: It is mostly used to identify

any bottlenecks or performance issues rather than finding the bugs in
software. There are different causes which contribute in lowering the
performance of software:
 Network delay.
 Client side processing.
 Database transaction processing.
 Load balancing between servers.
 Data rendering.

 Security Testing: Security testing involves the

testing of Software in order to identify any flaws ad gaps from security and
vulnerability point of view. Following are the main aspects which Security
testing should ensure:
 SQL insertion attacks.
 Injection flaws.
 Session management issues.
 Cross-site scripting attacks.
 Buffer overflows vulnerabilities.
 Authorization.
 Directory traversal attacks.
 Portability Testing: Portability testing includes the
testing of Software with intend that it should be re-useable and can be
moved from another Software as well. Following are the strategies that
can be used for Portability testing.
 Transferred installed Software from one computer to another.
 Building executable (.exe) to run the Software on different platforms.
 Training:

 Potential training topics

 Use of the system.
 General computer concepts.
 Information system concepts.
 Organizational concepts.
 System management.
 System installation.

Training and support activities vary with the target audience. Audience
characteristics that affect training include the following:
• Frequency and duration of system use
• Need to understand the system’s business context
• Existing computer skills and general proficiency
• Number of users

Training for end users must emphasize hands-on use and application of the system
for a specific business process or function, such as order entry, inventory control, or
accounting. If the users are not already familiar with those procedures, training must
also include them. Widely varying skill and experience levels call for at least some
hands-on training, including. practice exercises, questions and answers, and one-on-
one tutorials. Self-paced training materials can fill some of this need, but complex
systems usually require some face-to-face training also. The relatively large number
of end users makes group training sessions feasible, and a subset of well-qualified
end users can be trained and then pass on their knowledge to other users.

System operator training can be much less formal when the operators are not end
users. Experienced computer operators and administrators can learn most or all they
need to know by self-study. Thus, formal training sessions might not be required.
Also, the relatively small number of system operators makes one-on-one training
feasible, if it is necessary.

Determining the best time to begin formal training can be difficult. On one hand,
early training provides plenty of time for learning and can ensure that users “hit the
ground running.” On the other hand, starting early can be frustrating to both users
and trainers because the system might not be stable or complete. End users can
quickly become upset when trying to learn on a buggy, crash-prone system with
features and interfaces that are constantly changing.

In an ideal world, training doesn’t begin until the interfaces are finalized and a test
version has been installed and fully debugged. But the typical end-of-project crunch
makes that approach a luxury that is often sacrificed. Instead, training materials are
normally developed as soon as the interfaces are reasonably stable, and end-user
training begins as soon as possible thereafter. It is much easier to provide training if
system interfaces are developed early and if the top-down modular development
approach is employ.
4. Support

Maintenance and System Enhancement

Software maintenance:
Modification of a software product after delivery to correct faults, improve
performance or other attributes, or adapt the product to a changed environment.
a software product after delivery to accomplish at least one of the following
objectives:
• Correct faults
• Improve performance or other attributes
• Adapt the product to a changed environment

Maintenance activities include the following:

• Tracking modification requests and error reports
• Implementing changes
• Monitoring system performance and improving performance or increasing capacity
• Upgrading hardware and system software
• Updating documentation to reflect maintenance changes

Support User

 Support User Up to 1 year.

There are two classes of users—end users and system operators—who must be
considered for documentation, training, and support. End users are people who use
the system from day to day to achieve the system’s business purpose. System
operators are people who perform administrative functions and routine maintenance
to keep the system operating.
Supporting the End-user

 Information Center / Help desk

 Automating support
 Resident expert
 Other things to consider:
 Providing recovery and backup
 Disaster recovery
 PC maintenance

The End