- I. Justification for Database System
- II. Feasibility Analysis
- III. Database Design Plan
- IV. Database Transition and Improvement Plan
- V. Strategy to Administer and Maintain the Database
- I. Justification for Database System
XYZ Solar Co. needs to update its data operating practices to suit the business environment. XYZ Solar has to keep detailed records of its employees. A fast and accurate way has to be found track XYZ Solar’s customer base. XYZ Solar has to have an efficient database to track when customer appointments are taking place. Then, lastly, it is also essential for XYZ Solar to have a modern billing data system.
With an SAP database, XYZ can keep better employee records. An automated database of XYZ Solar employees is not maintained. There is no way of telling current employees from former employees. XYZ Solar cannot tell which employees are eligible for benefits or salary increases. The company also is not able to maintain effective records of employee ratings and disciplinary actions.
As a result of this poor record keeping, the company has kept paying a terminated employee. There was also another instance in which an employee was terminated and no one ever told him and he continued to work and receive pay. Then, possibly worst of all, XYZ hired a convicted armed robber after a background check on him was never conducted.
Currently, XYZ Solar does not maintain an automated list of customer addresses and purchases. There is no way of knowing a residential customer from and commercial customer. The company loses customer information though human negligence or vindictive employee action. There is no way to gauge a trend in purchases or customer desire. By using the SAP database, XYZ Solar can track its current customers, know what has been purchased, and gauge the type of customers that the company attracts.
SAP database can keep a record of customer appointments and distinguish the types of appointments. At the present XYZ does not keep a record of customer appointments. Personnel have no way of knowing a sales appointment from a maintenance appointment. The company has no way of knowing how many times a customer has called us for maintenance or been solicited by us for business.
At XYZ Solar, there has to be an effective automated database that tracks customer billings. There have been instances in which customers have been billed for the wrong item they purchased. People are even sent the bill for service to another customer. Customer addresses are not kept up to date in the present file system. There is no way of properly charging for maintenance calls by customers.
With the SAP database, these operating practices can be remedied. Good employee records can be maintained. Then most importantly, customers can be better served.
- II. Feasibility Analysis
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- III. Database Design Plan
System Parameters:
The goal of the SAP database is to function to track employees, customers, appointments, and billings.
The company will be able to use the database to track employees from hire to termination. The database will detail employee vital information. It will state if the employee is eligible for or receiving benefits. There will be verification of the employee’s background and references. A record of employee evaluations and counseling will also be kept. In the database, the company will be able to tell why an employee was not hired or terminated or if someone has applied previously.
In the SAP database there will be detailed information about the customers. Information such as names, addresses, and credit card or bank information will be maintained. XYZ Solar will be able to see if the customer is residential or commercial. The company will also be able to see what products or service plans the customer has purchased. The SAP database will contain an analytics tool that can compute the demographics of the XYZ Solar customer base.
The database will be able to track and inform the company user of maintenance and sales appointments. Appointments will have a time and date stamp. In the database, one will be able to see a record by employee and customer of appointments and types of appointments. There will also be an analytics tool that can role up by product the common failures and make maintenance recommendations.
XYZ Solar will have an accurate automated billings system with the SAP database. Billing invoices will be database generated and sent either electronically or by the U.S Postal service at the customer’s discretion. The billing invoices will be generated as a result of the purchase of products or service calls.
Work Processes:
When the SAP database is operational information on employees, customers, appointments, and billings will be used to conduct a variety of activities.
The Human Resources department will be able to verify applicants more effectively. Hiring Specialists will have the ability to verify previous applicants and conduct extensive background and reference checks. Benefits advisors will have the ability to gage employee eligibility for insurance and investment plans. Managers will be able to see past employee counseling and job performances in order to accurately recommend raises or disciplinary actions.
By tracking the customer information and appointments XYZ Solar sales and maintenance staffs will have an easier job. The XYZ Solar sales staff will be able to use the SAP database see current customers and the type of customers that purchase from XYZ Solar. This way they can target the current customers for more products and services and train their sales message to an accepting audience. The maintenance staff can see what products the customers have and be able to know the previous maintenance problems on the customer’s products. Maintenance staff will also be able to utilize the analytics tools to see the common product failures in order to make maintenance recommendations to the customers or build life cycle models.
By using the SAP database billings there will be accurate accounts receivable. The accounts receivable department will send out accurate and correct invoices to the right customers. Accounts receivable will be able to verify billings against sales purchases and maintenance appointments.
Conceptual Data Model:
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Database Schema:
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User Interface:
The data that the XYZ Solar Company personnel will input the SAP database will compute data that will make their performance and the company’s performance more effective.
Human Resources personnel will be able to input information about the employees that will allow them and management to make better decisions concerning the employees. Sales employees and maintenance employees will make more effective sales and product support decisions because of the customer and product data they will input into the database. Correct appointments will be made and kept and customers will correctly billed for products and services.
IV. Database Transition Plan
After choosing the SAP database, XYZ Solar management will implement the database. The version implemented will have the ability to store more data, perform more analytics, and be more secure. In order to achieve a successful transition, XYZ Solar management will take a three-step approach that will take approximately six months.
During the first two months, management will implement database training for all employees. There will be instruction for the Sales, Maintenance, and Human Resources departments. Employees will be responsible for learning the module that pertains to their respective work area.
In months three and four, all data in each department will be migrated into the database. While data is being gathered and entered into the database the company will transition. Employees will be permitted to use their former data systems and practices with the SAP database.
Months four and five will serve to make a complete transition to the SAP database and monitor and flaws in the system. Employees will not be permitted to use the old systems and techniques by management. Employees will be monitored and surveyed to find out how the system is helping them and steps will be taken to remedy the system flaws.
V. Strategy to Administer and Maintain the Database
Regular surveillance and maintenance will be conducted in order to insure continued proper operation of the SAP database. Data storage will have time limits before being archived. A help desk will be available during business hours. Lastly, the database will be updated every six months.
All sales, maintenance, and former employee data will be maintained in the SAP database for a maximum of three years. Once three years are passed, the data will be archived in the system data warehouse. This will prevent the database from loosing storage space to unused information.
To assist XYZ Solar personnel with any problems the encounter in the system, the help desk will be available during company business hours. On the phone the help desk will attempt to resolve any usage or database faults that exist. If they are unable to resolve the problem a technician will be sent to help the employee.
The SAP database will be updated every six months to keep it paced with XYZ Solar needs. More data space will be added during the updates. In the database updates data stored will be verified. Also, obsolete or unused sections of the database will be deleted.
Sources:
Designing Effective Database Systems
Riordan, Rebecca
