Glatfelter IT Equipment
Tracking System
Object Oriented Information
Requirements
Prepared for Dr. William Eddins
IFS440 – Business Systems Analysis and Design
Presented May 6, 2002
By
Rudy Yechout, Project Manager
Jason Campbell, Systems Analyst
Adam Kletzing, Programmer Analyst
and
Shelby Landis, Document Technician
Table of Contents
OVERVIEW OF CURRENT SYSTEM .................................................................................... 4
PROBLEM STATEMENT ..................................................................................................... 4
ALTERNATIVE ANALYSIS ................................................................................................. 5
Alternative 1 – Bar Code Scanning Hardware Inventory Database ........................ 5
Alternative 2 – Manual Data Entry Hardware Inventory Database ........................ 6
Alternative 3 – Excel Spreadsheet ............................................................................. 7
Alternative 4 – Pen and Paper System ...................................................................... 8
RECOMMENDATION........................................................................................................ 10
Logic ......................................................................................................................... 10
Evaluation Matrix .................................................................................................... 11
Schedule ................................................................................................................... 12
DESIGN MODELS ......................................................................................................... 13
BUSINESS PATTERNS ...................................................................................................... 13
USE-CASE MODELS ....................................................................................................... 14
Use-Case Diagrams .................................................................................................. 14
Use-Case Text ........................................................................................................... 15
CLASS DIAGRAM............................................................................................................ 18
INTERACTION DIAGRAMS ............................................................................................... 18
Receive Equipment ................................................................................................... 18
Test Equipment ........................................................................................................ 19
Log on to Database .................................................................................................. 19
Process New Equipment .......................................................................................... 19
Barcode Equipment.................................................................................................. 20
Distribute New Equipment....................................................................................... 20
Distribute Existing Equipment ................................................................................ 20
Generate PO for Equipment .................................................................................... 21
STATECHART DIAGRAMS ............................................................................................... 21
Receive Equipment ................................................................................................... 21
Test Equipment ........................................................................................................ 21
Log On to Database.................................................................................................. 22
Process New Equipment .......................................................................................... 22
Barcode Equipment.................................................................................................. 22
Distribute New Equipment....................................................................................... 23
Distribute Existing Equipment ................................................................................ 23
Generate PO for Equipment .................................................................................... 23
DESIGN SPECIFICATION .......................................................................................... 24
PROJECT DICTIONARY .................................................................................................... 24
Objects ...................................................................................................................... 24
Input forms or screens ............................................................................................. 24
Reports ...................................................................................................................... 24
Tables and/or files .................................................................................................... 24
FORM AND REPORT DESIGN ........................................................................................... 25
Form Logon.............................................................................................................. 25
Form Menu .............................................................................................................. 25
Form Enter Equip / Barcode ................................................................................... 25
Form Update ............................................................................................................ 25
Form Find ................................................................................................................ 26
Form Inventory ........................................................................................................ 26
Reports ...................................................................................................................... 27
TABLE/RECORD LAYOUTS ............................................................................................. 29
Table: Department ................................................................................................... 29
1
Table: Employee ....................................................................................................... 29
Table: Equipment ..................................................................................................... 30
Table: Equipment Movement .................................................................................. 30
Table: Location ........................................................................................................ 31
CLASS SPECIFICATIONS .................................................................................................. 31
Shipment ................................................................................................................... 31
Supplier..................................................................................................................... 31
Order ......................................................................................................................... 31
Shipment ................................................................................................................... 31
Receiver .................................................................................................................... 32
Distribution............................................................................................................... 32
IT Inventory.............................................................................................................. 32
New Equipment Request .......................................................................................... 32
Equipment Assignment ............................................................................................ 32
IT Equipment Manager ........................................................................................... 32
Request ..................................................................................................................... 32
Employee .................................................................................................................. 33
Human Resources .................................................................................................... 33
Department ............................................................................................................... 33
COMPUTER PROTOTYPE OF USER INTERFACE ................................................................ 34
DESCRIPTION OF NEW PHYSICAL SYSTEM ..................................................................... 36
Hardware .................................................................................................................. 36
Software .................................................................................................................... 37
Organizational Changes .......................................................................................... 37
Conversion Plan ....................................................................................................... 37
2
APPENDIX A .................................................................................................................. 39
ALTERNATIVE 1 – COST/BENEFIT ANALYSIS DETAIL .................................................... 39
ALTERNATIVE 2 – COST/BENEFIT ANALYSIS DETAIL .................................................... 40
ALTERNATIVE 3 – COST/BENEFIT ANALYSIS DETAIL .................................................... 41
ALTERNATIVE 4 – COST/BENEFIT ANALYSIS DETAIL .................................................... 42
3
Current System Description
Overview of Current System
Glatfelter is currently leasing all PC’s, laptops, printers and peripherals on a 3year lease cycle. The purchase, lease and inventory of equipment was most recently
controlled through the help desk by one individual using proprietary help desk software,
spreadsheets and manual communication.
Problem Statement
The individual responsible for maintaining the IT equipment inventory has been
reassigned to the accounting department. Since that time the tracking of the equipment
has not been maintained consistently and the current data is inaccurate. This lack of
current data results in an increased opportunity for equipment loss or theft and the
inability to track lease expiration, both of which add significantly to the leasing costs.
The IT Equipment Tracking System will provide a method to track all IT Equipment that
has been leased for use at the Glatfelter Company. The system will generate reports on
expired leases, employee changes, purchasing request, upgrade or maintenance
requirements, in-house distribution of leased equipment, and all other reports necessary
to support the IT Business Office Manager.
The IT Equipment Tracking System (ETS) will have certain business and technical
objective as follows.
The Business Objectives:
 To assist Glatfelter in achieving revenue of $1 billion by 2004.
 To help transform the organization into a dynamic technology driven company.
 To assist the IT Business Office Manager to manage all equipment owned by the
Glatfelter Company to reduce costs.
 Define a Standard Operating Procedure for all aspects of the IT Equipment
Tracking system.
 To provide users the ability to look up account information on the equipment that
is within the company.
 To allow new or current IT staff to learn and manage the IT Equipment Tracking
system.
 To provide employees a program to inquire about assigned IT equipment and also
request new equipment.
 To provide IT department update information about the IT equipment its lease
agreement, scheduled upgrades or maintenance, and assignment to employees.
 To conform to Windows interface standards. These standards will allow the
system to be easy to use and learn, use of colors that easily read by users, fonts of
standard types and sizes, employ standard keyboard operations and mouse
actions.
4
The Technical Objectives and Constraints:
 Use existing Microsoft software or software already used at Glatfelter.
 Create a database to support tracking system.
 Use available hardware that is already leased by Glatfelter.
 Use Windows 95 or higher version Windows NT environment.
 A label printer with standard fonts installed.
 A VGA or SVGA monitor with at least 800 x 600 resolutions.
 An Intel processor at least Pentium processor.
Alternative Analysis
All alternative utilize the same process for procurement, receiving and
distribution. Departments will request equipment from the IT department who will then
review the current inventory to see if the request can be fulfilled by equipment currently
in the company's possession. If it cannot be, the equipment will be procured from the
vendor through standard purchasing procedure. When the equipment is available from
current inventory, the machine's serial number will be assigned in the selected inventory
system to the responsible party; either the individual for PC's and laptops or the
department manager for printers, scanners or other equipment used by an entire
department. Department Managers and Human Resources will be responsible for
notifying the IT department of new hires and employee terminations so equipment can be
assigned or returned to available inventory in a timely fashion.
The inventory data will be maintained using one of the following alternatives:
Alternative 1 – Bar Code Scanning Hardware Inventory Database
Description:
This alternative would use an Access database to store data on all users
and hardware. Hardware would be assigned to users or departments and tracked
by serial number and employee or department ID number. The hardware
inventory manager would manually enter all initial data on new computer
equipment. A barcode, representing the hardware serial number, would be printed
out and affixed to each piece of hardware. Each employee or department ID
would also be assigned a barcode. Scanning the barcode on the hardware and
scanning the new location barcode of the employee or department would track
movement of hardware.
A dual label system will be used. When a new computer is issued to an
employee, a Barcode label is put on the outside of the casing and another label is
put on the inside. Because only IT knows about the second label, any label
tampering can be easily recognized.
5
Rationale:
This alternative uses existing software already owned by Glatfelter and
training on the barcode hardware would be minimal because of its “point and
shoot” nature. The use of a barcode system would minimize human error and
increase efficiency by limiting the amount of manual data entry involved in the
movement of equipment between employees and departments.
Cost/Benefit Analysis (see Appendix A for Complete Financial Analysis):
Development Costs
o Equipment and installation
 $5,000 first location, $2,500 each additional
o Software and licenses
 Included with Skandata start-up kit
o Training - Procedural and technical - $5,000
o Initial inventory and database set-up (including bar coding of all
existing equipment) - $10,000
Ongoing Costs of Operation
o System support - $4,000
o Ongoing training - Procedural and technical - $2,000
Benefits
o Decreased operating costs from reduction in lost/stolen equipment
- $10,000
o Decreased operating costs from overpayment on leased equipment
- $5,000
o Reduced equipment inventory due to tighter controls - $5,000
Discussion:
Pros
o
o
o
o
Cons
o
Minimize occurrence of data entry error
Increase efficiency
Minimal training/learn time
Flexibility to add additional locations
Initial hardware procurement and installation expense
Alternative 2 – Manual Data Entry Hardware Inventory Database
Description:
This alternative uses an Access database to store data on all users and
hardware. Hardware would be assigned to users or departments and tracked by
serial number and employee or department ID number. The hardware inventory
manager would manually enter all initial data and tracking updates for hardware.
6
Rationale:
This alternative would not require the purchase of any special hardware or
software. The use of the familiar Access database would minimize training and
learning time.
Cost/Benefit Analysis (see Appendix A for Complete Financial Analysis):
Development Costs
o System programming - $10,000
o Training - Procedural and technical - $7,000
o Initial inventory and database set-up - $10,000
Ongoing Costs of Operation
o System support - $4,000
o Ongoing training - Procedural and technical - $2,000
Benefits
o Decreased operating costs from reduction in lost/stolen equipment
- $9,000
o Decreased operating costs from overpayment on leased equipment
- $4,000
o Reduced equipment inventory due to tighter controls - $4,000
Discussion:
Pros
o No special hardware or software purchases
o Use of familiar database product
Cons
o Manual data entry increases the risk of human error therefore
compromising data integrity.
Alternative 3 – Excel Spreadsheet
Description:
This alternative uses an Excel Spreadsheet to store data on all users and
hardware. Hardware would be assigned to users or departments and tracked by
serial number and employee or department ID number. The hardware inventory
manager would manually enter all initial data and tracking updates for hardware.
Rationale:
This alternative would not require the purchase of any special hardware or
software. The use of the familiar Excel spreadsheet would minimize training and
learning time.
7
Cost/Benefit Analysis (see Appendix A for Complete Financial Analysis):
Development Costs
o System programming - $7,000
o Training - Procedural and technical - $7,000
o Initial inventory and database set-up - $10,000
Ongoing Costs of Operation
o System support - $4,000
o Ongoing training - Procedural and technical - $2,000
Benefits
o Decreased operating costs from reduction in lost/stolen equipment
- $7,000
o Decreased operating costs from overpayment on leased equipment
- $3,000
o Reduced equipment inventory due to tighter controls - $3,000
Discussion:
Pros
o No special hardware or software purchases
o Use of familiar spreadsheet product
Cons
o Manual data entry increases the risk of human error therefore
compromising data integrity.
o Use of spreadsheet software less efficient
o Limited query and reporting capability
Alternative 4 – Pen and Paper System
Description:
This alternative uses a pen and paper journal to store data on all users and
hardware. Hardware would be assigned to users or departments and tracked by
serial number and employee or department ID number. The hardware inventory
manager would manually write all initial data and tracking updates for hardware.
Rationale:
This alternative would not require the purchase of any special hardware or
software. The use of pen and paper journal would require no technical training.
Cost/Benefit Analysis (see Appendix A for Complete Financial Analysis):
Development Costs
o Training - Procedural Only - $3,500
o Initial inventory and journal set-up - $15,000
Ongoing Costs of Operation
o Ongoing training - Procedural Only - $1,000
8
Benefits
o Decreased operating costs from reduction in lost/stolen equipment
- $3,000
o Decreased operating costs from overpayment on leased equipment
- $1,000
o Reduced equipment inventory due to tighter controls - $1,000
Discussion:
Pros
o No special hardware or software purchases
o No use of unfamiliar technology
Cons
o Manual data maintenance increases the risk of human error
therefore compromising data integrity.
o No automated search or reporting capabilities
o Inefficient
9
Recommendation
Logic
Information Technology has been recognized as the key to the success of the
company. Glatfelter has a problem with tracking IT equipment such as hardware and
software. If the company wants to succeed with IT they must first eliminate the tracking
problem.
After careful consideration to the many alternatives, we have determined that the
Barcode system is the optimal solution to the problem.
The Barcode system scored the highest rating on the Evaluation Matrix with a
total point score of 112. The next highest alternative Access DB is 13 points lower at 99.
The solution yielding the highest score in the matrix best satisfies the identified
requirements. The barcode system would aid in preventing lost and stolen equipment
more effectively than the remaining alternatives. This is accomplished by accurate
tracking of what kind of equipment is it, where is it, who has it, and when did they get it.
All the information is kept in a database and can be easily updated.
First
Name
Rudy
Last
Name
Yechout
Dept
Equip
S/N
Barcode
Date
IT
Printer
1010101
1010101
3/25/02
While the Barcode system includes more hardware procurement costs than the
other alternatives, this system will quickly pay for itself in financial savings realized
through the prevention of lost and stolen equipment. The database and interface are
password protected and can only be used by particular IT personnel. This prevents
tampering with collected information, further reducing the risk of theft.
The system will also save time compared to using any of the other alternative
systems. Using the interface, IT can check inventory and search for equipment,
employees, departments, and dates at the same time. This gets rid of confusion by
organizing the control process.
The system is very easy to use and will require very minimal training. The basic
tasks are scanning and print labels; therefore only one day of system training is
anticipated.
10
Evaluation Matrix
General Requirements Criteria
Weight
(5 =
high
1=
low)
Alternative 1 Access
Database with
Barcode Scanner
Raw
Extended
Alternative 2 Access Database
with Manual Data
Entry
Raw
Extended
Alternative 3 Excel Spreadsheet
Raw
Extended
Alternative 4 Pen and Paper
System
Raw
Extended
Availability of Experienced Staff
4
3
12
4
16
4
16
5
20
Development Costs
3
5
15
3
9
2
6
1
3
Expected Value of Benefits
5
4
20
3
15
2
10
1
5
Length of Time until Deployment
4
5
20
4
16
3
12
2
8
Impact on Internal Resources
2
4
8
3
6
2
4
1
2
Requirements for Internal Expertise
2
2
4
2
4
2
4
2
4
Organizational Impact
3
3
9
3
9
2
6
1
3
Expected Cost of Data Conversion
3
4
12
4
12
2
6
4
12
Warranties and Support Services Provided
Total
3
4
12
112
4
12
99
4
12
76
1
3
60
11
Schedule
Task Name
IT Equipment Tracking System Project
Start
2/4/2002
Finish
8/4/2002
Days
182
Analysis Phase
2/4/2002
2/25/2002
22
Define the Problem
2/4/2002
2/8/2002
5
Problem Statement
2/6/2002
2/19/2002
14
Alternative Analysis
2/6/2002
2/23/2002
18
Recommendation
2/23/2002
2/25/2002
3
Design Phase
2/28/2002
3/25/2002
26
Use-case
2/28/2002
3/6/2002
7
Class Diagrams
2/28/2002
3/18/2002
19
CRC
2/28/2002
3/2/2002
3
Business patterns
2/28/2002
3/20/2002
21
Interaction Diagrams
3/20/2002
3/25/2002
6
Statecharts
3/20/2002
3/25/2002
6
3/25/2002
5/6/2002
43
Project Dictionary
3/25/2002
3/31/2002
7
Form and Reports Design
3/29/2002
4/9/2002
12
Table/Record Layouts
4/5/2002
4/16/2002
12
Class Specifications
4/12/2002
4/26/2002
15
Computer Prototype of User Interface
4/14/2002
4/29/2002
16
Description of New Physical System
4/29/2002
5/6/2002
8
Installation Phase
12
Feb
March
April
May
June
July
Aug
Design Models
Business Patterns
“A pattern is a description of a general solution to a common problem or issue from
which a detailed solution to a specific problem may be determined.” www.ambysoft.com
A Business entity analysis pattern is used which describes who you interact with. Here
the IT tracking employee interacts with purchasing and other departments.
There are 3 types of process patterns:
1. Task process patterns. This type of process pattern depicts the detailed steps to
perform a specific task.
2. Stage process patterns. This type of process pattern depicts the steps, which are
often performed iteratively, of a single project stage. This is where you track the
stage location of equipment from new to old.
3. Phase process patterns. This type of process pattern depicts the interactions
between the stage process patterns for a single project phase, such as the
Inventory and Barcode phases.
13
Use-Case Models
Use-Case Diagrams
14
Use-Case Text
Use Case Name:
System Name:
Author(s):
Date:
Step
1
2
N
Receive Equipment
Glatfelter Computer Hardware Inventory
Rudy Yechout, Project Manager; Jason Campbell; Adam Kletzing;
Shelby Landis, Document Technician
March 13, 2002
Main Success Scenario
Actor
Actor Action
System Action
Equipment Manager
Equipment Manager
Receives
Checks Invoice
Step
Scenario Extensions or Alternate Courses
Condition
Actor Action
System Action
2.1
Wrong Equipment
Use Case Name:
System Name:
Author(s):
Test Equipment
Glatfelter Computer Hardware Inventory
Rudy Yechout, Project Manager; Jason Campbell; Adam Kletzing;
Shelby Landis, Document Technician
March 13, 2002
Main Success Scenario
Actor
Actor Action
System Action
Date:
Step
1
2
N
Step
Equipment Manager
Notify Purchasing
Test Equipment
Scenario Extensions or Alternate Courses
Condition
Actor Action
System Action
1.1
Equipment not fully
functional
Use Case Name:
System Name:
Author(s):
Log on to Database
Glatfelter Computer Hardware Inventory
Rudy Yechout, Project Manager; Jason Campbell; Adam Kletzing;
Shelby Landis, Document Technician
March 13, 2002
Main Success Scenario
Actor
Actor Action
System Action
Date:
Step
1
2
N
Equipment Manager
Notify Purchasing
Log on
Step
Scenario Extensions or Alternate Courses
Condition
Actor Action
System Action
1.1
Log on failed
Retry
15
Use Case Name:
System Name:
Author(s):
Date:
Step
1
2
N
Step
Process New Equipment
Glatfelter Computer Hardware Inventory
Rudy Yechout, Project Manager; Jason Campbell; Adam Kletzing;
Shelby Landis, Document Technician
March 13, 2002
Main Success Scenario
Actor
Actor Action
System Action
Equipment Manager
Enter info into DB
Scenario Extensions or Alternate Courses
Condition
Actor Action
System Action
Step
Bar code Equipment
Glatfelter Computer Hardware Inventory
Rudy Yechout, Project Manager; Jason Campbell; Adam Kletzing;
Shelby Landis, Document Technician
March 13, 2002
Main Success Scenario
Actor
Actor Action
System Action
1
2
3
Equipment Manager
Equipment Manager
Equipment Manager
Step
Scenario Extensions or Alternate Courses
Condition
Actor Action
System Action
1.1
Incorrect bar code
Use Case Name:
System Name:
Author(s):
Step
Distribute New Equipment
Glatfelter Computer Hardware Inventory
Rudy Yechout, Project Manager; Jason Campbell; Adam Kletzing;
Shelby Landis, Document Technician
March 13, 2002
Main Success Scenario
Actor
Actor Action
System Action
1
2
3
Equipment Manager
Equipment Manager
Equipment Manager
Step
Scenario Extensions or Alternate Courses
Condition
Actor Action
System Action
Use Case Name:
System Name:
Author(s):
Date:
Date:
Check bar code
Print bar code
Affix bar code
Correct error
Assign Equipment
Enter info
Release Form
16
Step
Distribute Existing Equipment
Glatfelter Computer Hardware Inventory
Rudy Yechout, Project Manager; Jason Campbell; Adam Kletzing;
Shelby Landis, Document Technician
March 13, 2002
Main Success Scenario
Actor
Actor Action
System Action
1
2
3
4
Equipment Manager
Equipment Manager
Equipment Manager
Equipment Manager
Step
Scenario Extensions or Alternate Courses
Condition
Actor Action
System Action
Use Case Name:
System Name:
Author(s):
Date:
Use Case Name:
System Name:
Author(s):
Date:
Step
1
2
N
Step
2.1
End old user – scan
Begin new user – scan
Enter/Update info
Release form
Generate PO for New Equipment
Glatfelter Computer Hardware Inventory
Rudy Yechout, Project Manager; Jason Campbell; Adam Kletzing;
Shelby Landis, Document Technician
March 13, 2002
Main Success Scenario
Actor
Actor Action
System Action
Equipment Manager
Equipment Manager
Process Request
Check inventory
Scenario Extensions or Alternate Courses
Condition
Actor Action
System Action
No equipment in
inventory
Notify Purchasing
17
Class Diagram
Interaction Diagrams
Receive Equipment
18
Test Equipment
Log on to Database
Process New Equipment
19
Barcode Equipment
Distribute New Equipment
Distribute Existing Equipment
20
Generate PO for Equipment
Statechart Diagrams
Receive Equipment
Test Equipment
21
Log On to Database
Process New Equipment
Barcode Equipment
22
Distribute New Equipment
Distribute Existing Equipment
Generate PO for Equipment
23
Design Specification
Project Dictionary
Objects
1.
2.
3.
4.
5.
Department
Employee
Equipment
Location
Transactions
Input forms or screens
1.
2.
3.
4.
5.
6.
Enter Equipment
Find Equipment
Log on
Menu
Update Equipment
View Inventory
Reports
1.
2.
3.
4.
5.
Equipment by Department
Equipment by Employee
Equipment by Location
Equipment Inventory Report
Equipment Movement Report
Tables and/or files
1.
2.
3.
4.
5.
Department Data
Employee Data
Equipment Data
Equipment Movement Data
Location Data
24
Form and Report Design
Form Logon
1.
2.
3.
4.
Text Box Username
Text Box Password
Button Enter
Button Exit
Form Menu
1.
2.
3.
4.
5.
Button New Barcode
Button Enter Equip
Button Update Equip
Button View Inventory
Button Exit
Form Enter Equip / Barcode
1. Text Box Name
2. Text Box Department
3. Text Box Equip
4. Text Box S/N
5. Text Box Date
6. Text Box Barcode
7. Button Generate
8. Button Add
9. Button Print
10. Button Exit
Form Update
1. Text Box Scan
2. Button Find
3. Text Box Name
4. Text Box Department
5. Text Box Equip Type
6. Text Box S/N
7. Text Box Date
8. Text Box Barcode
9. Button Delete
10. Button Update
11. Button Exit
25
Form Find
1. Text Box Find Name
2. Text Box Find Department
3. Text Box Find Equip Type
4. Text Box Find S/N
5. Text Box Find Date
6. Text Box Find Barcode
7. Button Find Name
8. Button Find Department
9. Button Find Equip Type
10. Button Find S/N
11. Button Find Date
12. Button Find Barcode
13. Sub Form List
First Name
Last Name
Department
Equipment
S/N
Barcode
Date
Form Inventory
1. Sub Form Inventory
Equipment
S/N
Quantity
26
Reports
27
28
Table/Record Layouts
Table: Department
1. Code
2. Name
Table: Employee
1.
2.
3.
4.
5.
SSN
First Name
Last Name
DeptCode
LocationCode
29
Table: Equipment
1. Serial Number
2. Name
3. Model
Table: Equipment Movement
1.
2.
3.
4.
Serial Number
Date
Begin SSN
End SSN
30
Table: Location
1. Location Code
2. Name
Class Specifications
Shipment
1.
2.
3.
4.
Tracking Number
Date Sent
Time Sent
Time Arrived
Supplier
1.
2.
3.
4.
Supplier ID
Name
Address
Telephone Number
Order
1. Order
2. Order Date
3. Items
Shipment
1.
2.
3.
4.
Tracking Number
Date Sent
Time Sent
Time Arrived
31
Receiver
1.
2.
3.
4.
Shipment Number
Items
Date Received
Time Received
Distribution
1.
2.
3.
4.
Items
Department
Date Distributed
Time Distributed
IT Inventory
1.
2.
3.
4.
Equipment ID
Assignment ID
Unassigned ID
Type
New Equipment Request
1. Department ID
2. Quantity
3. Date Requested
Equipment Assignment
1.
2.
3.
4.
5.
Assignment Number
Date
Employee
Department
Lease Items
IT Equipment Manager
1.
2.
3.
4.
Manager ID
Name
Work Number
E-mail
Request
1.
2.
3.
4.
5.
Request Number
Employee
Department
Telephone Number
E-mail
32
Employee
1.
2.
3.
4.
5.
Employee ID
Name
Department
Telephone Number
E- mail address
Human Resources
1.
2.
3.
4.
5.
H. R. Manager ID
H. R. Manager
Employee
Records
Changes
Department
1.
2.
3.
4.
5.
Department
Manager ID
Name
Telephone
E-mail
33
Computer Prototype of User Interface
34
35
Description of New Physical System
Hardware
Glatfelter's hardware purchases for this solution will be minimal. We have selected
Skandata as our hardware/software vendor because they offer preconfigured,
complete scanning systems for inventory tracking that interface directly with
Microsoft Access. We have selected the following package and additional hardware
for use with existing PC hardware and Microsoft Access software.
1.
For the Spring Grove IT Center:
a. Skantrak Items - Network/Multi-User with TopGun Integrated Laser
Scanner. Skandata Part Number SKT-EP30-03-N.
This package includes:
i. Skandata Skantrak Tracking Software for Network/Multi-User
ii. Percon TopGun Portable Data Collection Terminal
1. Weight - 16 ounces
2. Right or Left Hand Use
3. Audible tone to indicate scanning success
iii. SkanPack Software
iv. All required cables
b. Percon PT2000 Communications Dock for data transfer
c. Percon PT2000 Rechargeable NiCd Battery Pack and Power
Supply/Charger
d. Complete Bar Code Label Printing System - Part Number SKD-PR24-A
i. Eltron International BarCode Label Printer
1. Direct Thermal/Thermal Transfer
2. 4.0 lbs
3. 200 dpi
4. 2 in/second print speed
ii.
iii.
iv.
v.
vi.
2.
Skandata.ttf Software
Skandata BarCoder Software
Windows Driver Software
Parallel Cable
Starter Roll
For each additional location:
a. Portable Data Collection Kit - SKP-EP20TG
i. BarCode Reader
36
ii. Software
b. All required cables
c. Complete Bar Code Label Printing System - Part Number SKD-PR24-A
Software
1.
Spring Grove IT Center
a. SkanTrak Items Software for Microsoft Access(included with started kit)
b. Skandata.ttf Bar Code TrueType fonts for Windows
2.
Each Additional Location
a. SkanPack Portable Data Collection System with Application Program
Generator for Percon Protables (included with Data Collection Kit)
i. Access Interface Software
ii. Skandata.ttf Bar Code TrueType fonts for Windows
Organizational Changes
1.
The management of the new hardware tracking system will be handled by Bev
Shelly, IT Business Office Manager.
2.
System training is expected to be minimal because the system will interface
directly with existing Microsoft Access Software. Two people at each
location will be trained to use the system; one who will be responsible for the
regular tracking responsibilities, and one back-up.
3.
All department managers and human resource personnel will receive
procedural training.
Conversion Plan
1.
When choosing a conversion strategy, we analyzed the following key factors:
a. Risk
b. Cost
c. Time
2.
We developed the following strategy:
a. Style: Direct Conversion
i. Direct conversion minimized the cost of paying for two systems.
ii. With no up-to-date, existing system, parallel conversion is
unnecessary.
b. Location: Pilot Conversion
i. The new system would go-live in the Spring Grove IT Center and
York Corporate Headquarters until any bugs could be worked out.
37
The system would then be rolled out in Wisconsin and all foreign
locations.
ii. Because of the limited number of locations and the simplicity of
the solution, a phased conversion was deemed unnecessary.
iii. A simultaneous conversion would not effective minimize the risk
of bugs in the system prior to company wide roll-out. This could
reduce end-user confidence and their willingness to cooperate in
the tracking effort.
38
Appendix A
Alternative 1 – Cost/Benefit Analysis Detail
Alternative 1
Year
0
1
2
Value of
Benefits
$20,000.00 $20,000.00
Discount
Factor (10%)
1
0.9091
0.8264
Present Value
of Benefits
$0.00 $18,181.82 $16,528.93
Development
Costs
($20,000.00)
Ongoing
Costs
($6,000.00) ($6,000.00)
Discount
Factor (10%)
1
0.9091
0.8264
Present Value
of Costs
$0.00 ($5,454.55) ($4,958.68)
3
4
5
Total
$20,000.00 $20,000.00 $20,000.00 $100,000.00
0.7513
0.6830
0.6209
$15,026.30 $13,660.27 $12,418.43
$75,815.74
($20,000.00)
($6,000.00) ($6,000.00) ($6,000.00) ($30,000.00)
0.7513
0.6830
0.6209
($4,507.89) ($4,098.08) ($3,725.53) ($22,744.72)
PV of Net of
Benefits and
Costs
($20,000.00) $12,727.27 $11,570.25 $10,518.41
Cumulative
NPV
($20,000.00) ($7,272.73)
Payback
Period
5-Year ROI
77.37%
$9,562.19
$8,692.90
$53,071.01
$4,297.52 $14,815.93 $24,378.12 $33,071.01
1 year + 63 days
39
0.6286
Alternative 2 – Cost/Benefit Analysis Detail
Alternative 2
Year
0
Value of
Benefits
Discount
Factor (10%)
1
Present Value
of Benefits
$0.00
Development
Costs
($27,000.00)
Ongoing
Costs
Discount
Factor (10%)
1
Present Value
of Costs
$0.00
1
2
3
5
$17,000.00 $17,000.00 $17,000.00 $17,000.00 $17,000.00
0.9091
0.8264
0.7513
0.6830
Total
$85,000.00
0.6209
$15,454.55 $14,049.59 $12,772.35 $11,611.23 $10,555.66
$64,443.38
($27,000.00)
($6,000.00) ($6,000.00) ($6,000.00) ($6,000.00) ($6,000.00) ($30,000.00)
0.9091
0.8264
0.7513
0.6830
0.6209
($5,454.55) ($4,958.68) ($4,507.89) ($4,098.08) ($3,725.53) ($22,744.72)
PV of Net of
Benefits and
Costs
($27,000.00)
$9,090.91
$8,264.46
Cumulative
NPV
($27,000.00) ($17,000.00) ($7,909.09)
$355.37
Payback
Period
5-Year ROI
4
$10,000.00
2 years + 96 days
29.55%
40
$7,513.15
$6,830.13
$41,698.65
$7,868.52 $14,698.65
0.9570
Alternative 3 – Cost/Benefit Analysis Detail
Alternative 3
Year
0
Value of
Benefits
Discount
Factor (10%)
1
Present Value
of Benefits
$0.00
Development
Costs
($24,000.00)
Ongoing
Costs
Discount
Factor (10%)
1
Present Value
of Costs
$0.00
1
$13,000.00
2
3
4
Total
$13,000.00 $13,000.00 $13,000.00 $13,000.00 $65,000.00
0.9091
0.8264
0.7513
0.6830
$11,818.18
$10,743.80
$9,767.09
$8,879.17
0.6209
$8,071.98 $49,280.23
($24,000.00)
($6,000.00)
0.9091
($5,454.55)
($6,000.00) ($6,000.00) ($6,000.00) ($6,000.00) ($30,000.00)
0.8264
0.7513
0.6830
($24,000.00)
Cumulative
NPV
($24,000.00) ($17,636.36) ($11,851.24) ($6,592.04) ($1,810.94)
$6,363.64
0.6209
($4,958.68) ($4,507.89) ($4,098.08) ($3,725.53) ($22,744.72)
PV of Net of
Benefits and
Costs
Payback
Period
5-Year ROI
5
$5,785.12
$5,259.20
4 years + 42 days
5.42%
41
$4,781.09
$4,346.45 $26,535.51
$2,535.51
0.4166
Alternative 4 – Cost/Benefit Analysis Detail
Alternative 4
Year
0
Value of
Benefits
Discount
Factor (10%)
1
Present
Value of
Benefits
$0.00
Development
Costs
($18,500.00)
Ongoing
Costs
Discount
Factor (10%)
1
Present
Value of
Costs
$0.00
PV of Net of
Benefits and
Costs
($18,500.00)
Cumulative
NPV
Payback
Period
5-Year ROI
1
2
3
4
$5,000.00
$5,000.00
$5,000.00
$5,000.00
0.9091
0.8264
0.7513
0.6830
$4,545.45
$4,132.23
$3,756.57
$3,415.07
5
Total
$5,000.00 $25,000.00
0.6209
$3,104.61 $18,953.93
($18,500.00)
($1,000.00)
($1,000.00) ($1,000.00) ($1,000.00) ($1,000.00) ($5,000.00)
0.9091
0.8264
0.7513
0.6830
0.6209
($909.09)
($826.45)
($751.31)
($683.01)
($620.92) ($3,790.79)
$3,636.36
$3,305.79
$3,005.26
$2,732.05
$2,483.69 $15,163.15
($18,500.00) ($14,863.64) ($11,557.85) ($8,552.59) ($5,820.54) ($3,336.85)
Over 5 years
-14.97%
42