Envee Salon Database Design

Team Envee
Final Deliverable
MIS 322
Deliverable No. 5
Date: December 9, 2015
Presented by: Team Envee Systems Development

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Table of Contents
Table of Contents
TABLE OF CONTENTS II
CLIENT INFORMATION 1
PROJECT OVERVIEW 1
BACKGROUND INFORMATION AND SYSTEM IDENTIFICATION 1
SOLUTION 2
EXECUTIVE SUMMARY 2
INTRODUCTION AND BACKGROUND 2
BRIEF PROJECT DESCRIPTION 3
PROBLEMS STATEMENT 3
GOALS AND OBJECTIVES 3
TIMELINE 4
GOALS AND OBJECTIVES 6
NATURE OF BUSINESS PROBLEM OR OPPORTUNITY 6
STRATEGIC REASON FOR MAKING CHANGE 7
CLIENT RESOURCES AND CONSTRAINTS 9
ROLES 9
SUMMARY OF TECHNOLOGY 10
FEASIBILITY REQUIREMENTS 10
OPERATIONAL AND TECHNICAL FEASIBILITY 10
ECONOMIC FEASIBILITY 11
LEGAL AND CONTRACTUAL FEASIBILITY 12
POLITICAL FEASIBILITY 12
SCHEDULE FEASIBILITY 12
MANAGING THE PROJECT 14
FIRST GANTT CHART 15
CONTEXT DIAGRAM 16
DATA FLOW DIAGRAMS 17
LEVEL 0 17
LEVEL 1, PROCESS 1 18
LEVEL 2, PROCESS 7.5 20

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LOGICAL PROCESS DESCRIPTIONS 21
DATA DICTIONARY 23
PROCESS DEFINITIONS 23
DATA STORE DEFINITIONS 26
DATA FLOW DEFINITIONS 26
SECOND GANTT CHART 30
FORMS 31
WELCOME HOME SCREEN 31
MAIN MENU 32
STYLIST INFORMATION 33
CUSTOMER INFORMATION 34
ADD STYLIST 36
SUPPLIER INFORMATION 38
SUPPLIER INFORMATION 39
SALON USE 40
REPORT MENU 41
INVENTORY MENU 42
ADD NEW INVENTORY MENU 43
DIALOGUE DIAGRAM 44
DECISION MATRIX 45
SYSTEM REQUIREMENTS 45
SYSTEM CONSTRAINTS 45
HARDWARE, SOFTWARE AND INFRASTRUCTURE ACQUISITION 46
DATABASE DESIGN, ACQUISITION, AND MAINTENANCE PLAN 46
DOCUMENTATION PLAN 46
TESTING PLAN 47
METRICS AND MILESTONES 48
MAINTENANCE STRATEGY 48
INTEGRATION PLAN 49
ROLLOUT OR IMPLEMENTATION PLAN 49
TRAINING PLAN 49
SECURITY PLAN 50
OPERATIONS PLAN 50
SUMMARY OF IMPORTANT CHANGES 51
FINAL GANTT CHART 52

Envee Salon
Team Envee:
Nadine Miller
Chris Morgan
Jessica Gallegos
Sara Tyree
Ryan Wanasida
Client Information
Envee Salon opened in December 2008. Services include haircuts, color, styling,
extensions and facial waxing. The salon is made up of 10 stations. Stylists pay a monthly fee for
their station and keep track of all their own appointments and scheduling. All products, besides
hair color, are shared by every stylist and purchased by Envee Salon.
Envee Salon Contact Information
Amy Hillard, Owner
9228 NE Hwy 99 #B, Vancouver, WA 98665
Cell: (360) 921-8690
Office: (360) 258-0765
Project Overview
Background Information and System Identification
Envee Salon does not currently have a system in place to keep track of inventory. Envee
Salon manually records when a product is sold and then enters the information in Microsoft Excel.
This method is inefficient and leaves a lot of important details out. In addition, Envee Salon records
all data manually and uses Microsoft Access, all the information is entered manually into the

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Access system. The Access system saves data but does not allow adding new information to
already saved data. The system was built by a family member with the basic understanding of
Access. With no way to update or add to the access system the owner of Envee Salon has moved
back to using a more basic way to keep track of supplies. The information is all written down by
hand and either entered on a later date by a secretary, or at times may not be entered into the system
at all.
Solution
The proposed solution is to implement a working system that incorporates inventory
control. Envee Salon will have their current system replaced or have the current system updated
to meet their needs.
Executive Summary
Introduction and Background
Team Envee is comprised of Nadine Miller, Sara Tyree, Jessica Gallegos, Chris Morgan
and Ryan Wanasida. The team was organized for the purpose of completing a project requirement
for the Washington State University MIS 322 course instructed by Greg Rose. The project requires
the team to do a full analysis of a current system and to design a new automated system for a
particular organization. The team will focus primarily on inventory control systems and station
rent.
The project is referred to as Envee Salon and was started October 2, 2015, after an initial
interview with the owner of the organization, Amy Hillard. The project requires the production of
five deliverables, the first which has been reviewed by Greg Rose and accepted by Envee Salon.
Client interviews will be continuous throughout the project.

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Brief Project Description
The team is working on developing a system that will control and document the flow of
inventory through Envee Salon. In addition, the team will seek to develop a subsystem that tracks
station rent within the salon. The project is for the implementation of SalonBiz to help organize
and document transactions involving inventory. This system will ensure data validation, eliminate
redundancy, lighten workload and implement new methods for recording inventory levels.
The nature of the Envee Salon business process includes keeping track of inventory
manually in Microsoft Excel. The business process starts with the delivery of the products.
Inventory is never entered into Microsoft Excel until a sale is made. Envee Salon uses a simple
access program that was created by a family member of the owner. Everything in the access
program must be manually entered and reentered each time you want to print or show any type of
inventory report. Because everything is recorded manually, it is difficult for Envee Salon to keep
track of the products that are currently available for sale. It is also difficult for Envee Salon to
recognize which products need to be ordered and the possibility of products being misplaced or
stolen.
Problems Statement
Team Envee initially met with Amy Hillard, the owner of Envee Salon and found Envee
Salon to be using Microsoft programs such as Access and Excel to manually record all information
later manually entered in QuickBooks. Since all information is entered manually, it is inefficient.
In addition, a lot of information is left out because it is so time consuming to enter it all. Time and
efficiency require that a system enhancement be designed for Envee Salon to effectively keep track
of information.
Goals and Objectives
It is the goal of Team Envee to provide Envee Salon with the information to enhance the
current system being used in the salon. Team Envee will do so by researching which technologies
are in the market for salons like Envee Salon. Amy is a very smart business woman but she needs
Team Envee’s help in enhancing her current system so that all information does not have to be

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continuously entered manually. Instead, she can keep track of inventory, purchases, sales, how
many items are on the shelf, customer preferences, and usage by each station in the salon. Overall,
functionality will be increased and make less work for Amy.
With the ability to communicate via text, email, and in person, Team Envee will be able to
schedule appropriate times to meet when all group members are available. With a group text set
up, if a team member misses a meeting they are and will be immediately updated with what was
discussed and what needs to be accomplished before the next team meeting. The project will be
successful if all team members are willing to meet when necessary, engage in all emails and text
group messages, be flexible, organize and be ready to meet team goals. In order to ensure that all
team members are on track, a group text is sent out each week to guarantee all members know
their task for each week and when the next team meeting will be. All team members are expected
to respond to all emails and texts and notify the group when a member cannot come to class or
participate in a team meeting.
Timeline
The final project will be completed by December 9th, 2015. Currently, Team Envee is still
at the information phase of the project. The Team has been communicating with Envee Salon for
over a month to assess the current system in place and decide what is necessary. Team Envee
decided that instead of designing an entirely new system, a system enhancement would be best.
Between the first deliverable and this deliverable, Team Envee has had an interview with Envee
Salon, analyzed the current system in place, decided the type of request and researched
technologies in the market. Team Envee has only been challenged when finding a system that is
perfect for what the salon needs. With appropriate research, we were able to find one information
technology solution to provide a proof of concept. Team Envee struggled to meet at the beginning,
but was able to designate tasks and find time to meet between classes.

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Detailed Project Description
Goals and Objectives
The team Envee project seeks to utilize a system that can record the inventory of Envee
Salon more efficiently and accurately. In her current system, Amy must enter in each piece of
inventory individually. Because of the time it takes to enter hundreds of items of inventory one by
one, Amy chooses not to enter in the inventory until a sale occurs. The goal is to implement a
system that Amy can enter in inventory upon delivery to the salon in a manner that is efficient and
simplistic. Solving the problem of recording inventory also opens the door for other business
opportunities, as tracking trends in inventory can improve production and profit.
Team Envee’s proposal was also developed to assist in the financial activities of renting
stations to independent stylists in the salon. Currently, Amy does not have a system to track the
stations rent and simply collects rent once a month from each stylist. Though the stylist benefit
from the goodwill and reputation of the salon, Amy has no way to track the success and profits of
each rented station. Also, the products that these clients buy are never recorded in a customer
account; only in inventory. The goal is to create a subsystem where Amy can track the stations’
rent within the salon, as well as provided the stylist with a tool to record customer preferences with
respect to the products. Solving this problem will assist Amy in her accounting and also encourage
and provide the tools for both stylists and the front desk to cross sell to clients.
Nature of Business Problem or Opportunity
The nature of Envee Salon’s business process includes using multiple systems to track
inventory including Access, Excel, and QuickBooks. Currently, the inventory is ordered manually
by Amy from a sales rep via text message. When inventory is delivered to the salon, it is put on
the shelf and is ready for sale. There is no record of the amount that is brought into the store, or
how much is stocked on the shelf. There is no way to track when inventory is low. Inventory is
only ordered when Amy, one of the stylists, or a customer requests a product and it is not in stock.
When a customer purchases a product, one of two processes takes place. If it is Amy’s client, she
marks the sale in QuickBooks, and also records which client bought which products in her own
notes so that she can make recommendations on the next visit. If the client is not one of Amy’s,

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only the sale is recorded and no client information is taken, thus missing an opportunity to cross
sell clients in the future. Inventory is also impacted when the stylist service their clients. Shampoo,
conditioner, finishing spray, and texture spray are all taken out of and used from the store’s
inventory. When a stylist grabs more products, she tells the front desk who records the change in
inventory in an Excel sheet. However, because inventory is not tracked throughout the inventory
lifecycle, it is impossible to validate the value of the product used monthly or quarterly on services.
The nature of Envee Salon’s renting process is limited to monthly payments being made
on the first of the month from each stylist. If payments are made after the 5th, there is a late fee.
The number of clients, quality of service, and satisfaction of customer is not provided to the
business. Knowing the number of clients can be useful to the business to track the use of products
with respect to the number of customers. If a stylist only had a few customers, but used multiple
bottles of product for services, the discrepancy has no way to be revealed in the current system.
While Amy records which of her clients buy which products, none of the other stylist have this
capability. If the front desk is checking out a client, and they ask for a product they have tried in
the past, the front desk has no way of knowing which one to recommend. As the salon owner, Amy
does all of the accounting and finances herself. There is no way for her to compare the rates she
charges the stylist to her overhead costs of renting the salon space.
Strategic Reason for Making Change
Strategically, Envee Salon has an opportunity to improve business profit by increasing
inventory management and reducing losses. Envee Salon is privately owned, and Amy’s priority
is first and foremost superior customer service to the clients. By integrating a new system,
customers would not have to deal with their favorite products being out of stock, Amy would not
suffer opportunity costs of being out of product, and stylists will be able to recommend different
and preferred products to customers based on their purchase history. Amy’s salon runs on trust:
between both owner and stylists and stylists and clients. By reducing the risk of theft, Amy can
increase her trust among her staff, and increase integrity throughout the salon. The customer
information that is entered by each stylist will be accessible to any employee and will allow product
suggestions and cross selling, increasing profits. Rather than having to repeat the information in
multiple systems, Envee Salon will have less redundancy which will create more accurate and

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useful information. The simplicity of the system will allow Amy more time to spend on clients and
stylists rather than neglecting to enter hundreds of numbers in different programs.
Changes in technology will allow for implementation of the new system into Envee Salon
to achieve the goals and objectives stated. Inventory can be entered upon arrival quickly and
accurately. Rather than writing in each product name and number individually, Amy will simply
have to type the numerical value of how many of each product got added to inventory. Old products
will be saved in the system and new products, brands, or lines can easily be added. This will save
time and the simplicity will insure adding inventory into the system will not be overlooked.
Inventory will be reduced each time a sale is made, since the data will now be in one central
location. The sale, brand and product type will also be recorded in the customer account, so that
recommendations and cross sales can be made later. The system will also be able to track and alert
when inventory is low. Amy can then choose to have automatic orders sent to venders when
inventory reaches a certain level, or have an alert message pop up and manually place the order
herself.
The new system will also help with spotting trends and hot selling products. Seasonal items
such as suntan lotion, summer hair products, and highlighted hair care can be tracked with respect
to the peaks and pits annually so that Amy knows when to stock up or run down certain products.
When a stylist must bring a product from inventory to a station, they will enter it into the system
as a service use product, and will sign off on the usage. Amy will then be able to compare what is
being used versus what is being sold for each stylist. Amy has bonus incentives for the number of
products a stylist sells. This new system will track not only what clients bought which products,
but also who their stylist was. The stylist will also be able to track their quarterly product sales
numbers to encourage them to increase sales. Amy will be able to run reports on the system with
respect to: sales; which stylist has the most sales; levels of inventory; and return on investment,
etc. Amy will also be able to compare system levels of inventory with actual inventory to reveal
theft and calculate loss. The subsystem will allow Amy to compare her rates of renting a space
against overhead costs. If the amount of product deemed used for services is conflict with the
number of clients the salon had, then Amy will be able to bring the discrepancy to light. If cost
increases due to rent increases for the salon, inflation, or increases in the cost of goods, Amy will
be able to adjust the rate of rent to cover costs. This new system will not only provide accurate,

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useful information, but will also eliminate redundancy and lighten Amy’s workload and of the
other stylists so that they can focus on customer care and service.
Client Resources and Constraints
Amy biggest restraint is her time. She thrives on spending most of her time with her clients
rather than on the overhead work of running the salon. While she is gifted in her skill for business,
she requests a user interface that is simple and concise as she has limited computer knowledge and
must have tech support for her software. Amy is a small business owner so the new system must
be reasonably priced.
Amy spends most of her time tending to her business and clients so she can only provide
personal resources through scheduled interviews and meetings. She can provide documentation
and observational resources upon request if it is feasible for her business. A walk through of the
salon or current systems can be accessed upon request and appointment.
Roles
As a part of Team Envee’s goal to enhance Envee Salons current inventory system, Team
Envee also strives to provide the most effective use of Amy Hilliard’s time. In order to do this
Team Envee has divided the workload for this project to each team member based on each
member’s strengths and assets that they bring to the team. All members will be included in
meetings with the client Envee Salon, allowing team members to be involved in the discussion of
the future steps that will be taken to provide Envee Salon with the proper system. In the table
below, each team member’s role and responsibilities are displayed:

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Name Roles Responsibilities
Nadine Project Manager Handles direct communication with Amy
Hillard
Chris Morgan Technical Analyst
Project Editor
Conducts interviews and gathers information
for a professional report
Ryan Business Analyst
Feasibility Specialist
Collects data to conduct the feasibility report,
and research deadlines
Jessica Research Analyst Collects data about Envee Salons Inventory,
and the capabilities about [Inventory System]
Sara Research Analyst Collects data about Envee Salons Inventory,
and the capabilities about [Inventory System]
Summary of Technology
Super Salon is a mix of Rosy Salon and Spa and Mind and Body. The system can be
downloaded and it can run on both PC and Mac computers. The software has a monthly charge to
own and operate. There is also a mobile option at an additional cost. The format is simple and easy
to use and follow. Team Envee made contact with Super Salon and they responded through email
within five minutes with a brochure of what is offered if their program is selected. Super Salon
may be a great fit for what Envee Salon is looking for.
http://supersalon.com/
Feasibility Requirements
Operational and Technical Feasibility
At our meeting with Envee Salon, an understanding was established that the salon would
like to improve their inventory system by tracking the products that are sold, and keeping track of
what products were used during their customers’ previous visit to make recommendations. Envee
Salon currently does not have a system that can track their customers’ previous purchases or use

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of products. The system Envee Salon was previously using for inputting the sale of a product was
Microsoft Access. However, it was a time consuming and difficult system, and Envee Salon is
now using Microsoft Excel. By using Microsoft Excel, Amy Hillard has to input all the inventory
and sales manually, which makes this system time consuming, but easier for her to track the
products than Amy’s previous approach. By eliminating time to input the sales, it will improve the
productivity of Envee Salon.
SuperSalon is an inventory management system that can track usage and sales of Envee
Salon’s product efficiently. This program is ideal software for Envee Salon because it can monitor
product usage, track current on-hand quantity, average product costs, process purchase orders into
receiving orders, calculate discounts, calculate tax and freight charges, sort and count inventory,
and adjust inventory of the products that were used but not sold. SuperSalon has a user-friendly
interface, and requires a minimum amount of training to use their software. The software comes
with training and support that is supplied by the maker of this software, Neill Technologies. This
new system is technically and operationally feasible for Envee Salon.
Economic Feasibility
There are many benefits of using SuperSalon, and one of them is the increase of
productivity. By increasing productivity, Envee Salon’s staff can now spend more time with their
clients, knowing what the client used or purchased on their previous visit. This software will
increase customer service because it can track previous purchases and usage for each customer.
With increasing productivity, Envee Salon can also keep track of their inventory without having
to worry about loss or theft in the salon.
SuperSalon offers free software, with payment options that will provide training and
support for the software’s users. There are multiple payment options available for Envee Salon to
receive training and support. One option available is monthly payments with a year contract that
can save Envee Salon several hundred dollars per year because the salon will use this training or
technical support more than once a month. This package will include unlimited phone support, and
unlimited e-learning that will guide users through each area of the software in English. The other
option is support on demand, which is a one-time fee per call and with this option Envee Salon
can call as little as needed. This package is more beneficial for Envee Salon because it includes

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unlimited e-learning and unlimited phone support. Maintenance cost would be minimal to Envee
Salon. This new system will be economically feasible to Envee Salon.
Legal and Contractual Feasibility
With the implementation of this new system at Envee Salon, Team Envee does not foresee
any legal or contractual issues. It is legally and contractually feasible with this new system at
Envee Salon.
Political Feasibility
During Team Envees’ meeting at Envee Salon, the team spoke to the owner Amy Hillard,
who is also one of the working stylists. She understands that they need an inventory management
system that can help increase productivity of Envee Salon. This new system also provides many
other services that can increase not just productivity but also increase sales and revenue to Envee
Salon. With the approval of the owner of Envee Salon, Team Envee does not see a reason that the
new system is not politically feasible.
Schedule Feasibility
With the new implementation of SuperSalon software, there is little to no risk in the
schedule to complete the project. She would like to complete the project by the end of this year.
According to the teams’ current proposal, this project will be completed by the end of the year.
Envee Salon should have access to SuperSalon software by the beginning of December. This
current project schedule is feasible and Team Envee will not see anything in the future that would
prevent implementation of this new software at Envee Salon.

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Managing the Project
With the magnitude of Envee Salon's project, management will strive to best utilize the
time of both the client and each member. Each team member will be responsible for an equal share
of the workload, making the distribution of the project tasks equivalent. Based on the team
member’s strengths and assets, tasks will be assigned to best enhance each member’s capabilities.
Displayed in the Gantt chart on page 30, Team Envee has created a schedule that allocates a set
amount of time for each portion of the project. Anticipating time delays, the Gantt chart shows
which portion of the assignment has to be done, and at what time, before the next portion of the
assignment can begin.
Although Team Envee has allocated time for the project to be done weekly, team members
are responsible for completing their assigned tasks within the established timeline. To date, the
project is on track and members are currently assigned to their tasks. In order to ensure that the
project stays on schedule, Team Envee’s project manager will send out weekly status reports,
displaying where the team is at with respect to the completion of the project. Team Envee also
gathers bi-weekly to discuss further plans and tasks that need to be done to ensure the team
members have an equal understanding of the projects current standing. Communication is vital to
the success of this project; therefore, group messaging is in place to allow any questions or
comments to be easily accessible for all team members.

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First GANTT Chart
WEEKS
1 2 3 4 5 6 7 8 9 10 11 12
1 Work on deliverable 2 1 4
a Research on software
b Format and proof deliverable 2
2 Turn-in final draft deliverable 2 4 1
a Research
b Peer Review
c Complete final draft
d Format and proof
a Research
b Peer Review
d Format and proof
a Research
b Peer Review
d Format and proof
Envee Salon - Team #3
GANTT Chart
Week 1: 22 September 2015
Week 12: 14 December 2015
PLAN
START
(WEEK #)
PLAN
DURATION
(WEEKS)
TASKINGNO.

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Level 1, Process 1
Level 1, Process 5

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Level 1, Process 6
Level 1, Process 7

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Logical Process Descriptions
Process Name Description
1.1 Order Entry RECEIVE product purchase request
THEN send inventory request
1.2 Verify Supplies RECEIVE inventory request
THEN check inventory stock
1.3 Goods Sold RECEIVE goods available from inventory
stock check
THEN send goods available to update
inventory
1.4 Update Inventory RECEIVE goods available
THEN send inventory sold to Inventory
file and goods sold to generate invoice
1.5 Generate Invoice RECEIVE goods sold
THEN generate invoice and send invoice
to Customer
5.1 Update Inventory RECEIVE recorded use from stylist
THEN send inventory data to record
stylist use, and send goods used to
Inventory
5.2 Record Stylist Use RECEIVE inventory data
THEN send goods used to send report,
send goods used to stylist use
5.3 Send Report RECEIVE goods use
THEN send goods used to update
inventory
6.1 Validate Order RECEIVE shipping invoice
THEN send inventory data to verify
inventory
IF satisfied with order or mistake
THEN return shipping invoice with
corrections
6.2 Verify Inventory RECEIVE inventory data from validation of
the order
THEN send inventory data to update
inventory
6.3 Update Inventory RECEIVE inventory data from verification
of inventory
THEN send goods received update to
Inventory file
7.1 Request Report RECEIVE report request from Salon Owner
THEN request inventory, sales report, and
salon use of inventory data

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7.2 Generate Inventory Report RECEIVE inventory request from request
report
RECEIVE inventory data from Inventory
file
THEN send inventory data to format
report
7.3 Generate Sales Report RECEIVE sales report request from request
report
RECEIVE sales data from Sale Data file
THEN send sale data to format report
7.4 Generate Salon Use Report RECEIVE salon use request from request
report
RECEIVE salon use data from Stylist
THEN send salon use data to format
report
7.5 Format Report RECEIVE inventory data, sale data and
salon use data
CREATE PDF report, Word report, and
Excel report (see below)
THEN send reports to Salon Owner
7.5.1 Format Report RECEIVE inventory data, sale data and
salon data
THEN send data to create PDF, create
Word document and create Excel sheet
7.5.2 Create PDF RECEIVE all requested report data from
7.5.1
CREATE PDF
THEN send PDF to Salon Owner
7.5.3 Create Word Document RECEIVE all requested report data from
7.5.1
CREATE Word Document
THEN send Word Document to Salon
Owner
7.5.4 Create Excel Sheet RECEIVE all requested report data from
7.5.1
CREATE Excel Worksheet
THEN send Excel Worksheet to Salon
Owner

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Data Dictionary
Process Definitions
 Process 1.0: Order Entry- process that receive product purchase request from customer,
and send an inventory request to 2.0, send inventory sold data to D1, and
send goods sold to 3.0.
 Process 1.1: Order Entry- process that receive product purchase request from customer
and send inventory request to 1.2.
 Process 1.2: Verify Supplies- process that receive inventory request from 1.1 and send
inventory request to 2.0
 Process 1.3: Goods Sold- process that receives goods available from 2.0 and send goods
available to 1.4.
 Process 1.4: Update Inventory- process that receive goods available from 1.3 and send
inventory sold to D1, and send goods sold to 1.5.
 Process 1.5: Generate Invoice- process that receive goods sold from 1.4 and send invoice
to customer.
 Process 2.0: Check Inventory- process that receive inventory request from 1.0 and send
goods available to 1.0, send request data to D1 and receive data from D1.
 Process 3.0: Record Sales- a process that receive goods sold from 1.0, send goods sold
update to D2, and send invoice to customer.
 Process 4.0: Order New Product- process that receive order invoice from salon owner
and send order request to supplier.

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 Process 5.0: Record Salon Use- process that receive recorded use from stylist, send
goods used update to D1 and send goods used to 7.0.
 Process 5.1: Update Inventory- process that receive recorded use from stylist, send goods
used to D1, inventory data to 5.2.
 Process 5.2: Record Stylist Use- process that receive inventory data from 5.1, send goods
used to 5.3 and D3
 Process 5.3: Send Report- process that received goods used from 5.2, send goods used to
6.0.
 Process 6.0: Update Inventory- process that receive shipping invoice from supplier, send
return invoice to supplier, and send goods received update to D1.
 Process 6.1: Validate Order- process that receive shipping invoice from supplier, send
return invoice to supplier, and send inventory data to 6.2.
 Process 6.2: Verify Inventory- process that receive inventory data from 6.1, send
inventory data to 6.3.
 Process 6.3: Update Inventory- process that receive inventory data from 6.2, and send
good received update to D1.
 Process 7.0: Generate Report- process that receive inventory data from D1, receive sales
data from D2, receive request report from salon owner, and receive goods
used from 5.0. This process also send salon use report generated, inventory
report generated and sales report generated by the salon owner.

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 Process 7.1: Request Report- process that receives request sent from salon owner, and
send request inventory to 7.2, send request sales data to 7.3, and send request
salon use to 7.4.
 Process 7.2: Generate Inventory Report- process that receive request inventory from 7.1,
receive inventory data from D1 and send inventory data to 7.5.
 Process 7.3: Generate Sales Report- process that receive request sales report from 7.1,
sales data from D2, and send sales data to 7.5.
 Process 7.4: Generate Salon Use Report- process that receive request salon use from 7.1,
salon use data from stylist, and send salon use data to 7.5.
 Process 7.5: Format Report- process that receive inventory data from 7.2, sales data from
7.3, salon use data from 7.4. This process also sends PDF report, word
report, and excel worksheet report to salon owner.
 Process 7.5.1: Format Report- process that receive inventory data from 7.2, sales data
from 7.3, and salon use data from 7.4. This process also sends report data
to 7.5.2, 7.5.3, 7.5.4.
 Process 7.5.2: Create PDF- process that receive report data from 7.5.1 and send report to
salon owner.
 Process 7.5.3: Create Word Document- process that receive report data from 7.5.1, and
send report to salon owner.
 Process 7.5.4: Create Excel Sheet- process that receive report data from 7.5.1, and send
report to salon owner.

26
Data Store Definitions
 D1: CRM Inventory File- data store containing all information associated with inventory.
Fields include: item_number, item_name, quantity_on_hand, deliverer,
delivery_date, total
 D2: Sale Data File- data store containing all information associated with sales. Field
include: item_number, item_name, quantity, date_sold, price, sales_ total
 D3: Stylist Use- data store containing all information associated with the usage of
product by the stylist. Fields include: date, stylist_name, item_number, item_name,
quantity_used.
Data Flow Definitions
 Excel Report: Report sent to salon owner of requested inventory, sales, and salon use
formatted in an Excel file generated from inventory data from D1, sales data from D2 and
salon use data. Fields include: report_date, inventory_dates, item_name,
quantity_on_hand, item_number, monthly_depletion stylist_name, stylist_sold_quantity,
stylist_total_sales, date_sold, product_cost, sales_total, tax, checkout_date,
quantity_sold, sales_total, annual_sales_trends, semi_annual_sales_trends,
top_selling_items, low_selling_items, inventory_shortages.
 Goods Available: Inventory levels after customer purchases, salon usage, and returns.
Fields included: item_number, item_name, quantity_on_hand
 Goods Received: Information about inventory that was received in a shipment from the
supplier. Fields include: deliverer, delivery_date, item_number, item_name, quantity,
total.

27
 Goods Sold: Sales information regarding the sales of product due to customer purchases
affects the Sale Data File. Fields include: date_sold, item_number, item_name, quantity,
sales_total
 Goods Used: Information regarding each stylist’s usage of the inventory. Fields include:
stylist_name, item_number, item_name, quantity_used, date_used
 Inventory Data: Data that contains information in the Inventory file. Fields include:
item_number, item_name, quantity
 Inventory Report Generated: A report that’s created based off the Inventory File that
calculates the total inventory. Fields include: item_number, item_name, quantity,
monthly_outgoing_quantity
 Inventory Sold: Inventory information regarding the sales of product due to customer
purchases – affects the Inventory File. Fields include: date_sold, item_number,
item_name, quantity, unit_cost, total
 Invoice: Information recording the sale of the product. Fields include: invoice_number,
item_number, item_name, quantity_sold, unit_price, invoice_total
 Order Invoice: Information gathered from the multiple reports, and used to generate the
order request.Fields Include: item_number, item_name, quantity_needed,
 Order Request: Information about needed product for the salon, based off salon usage.
Fields Include: item_number, item_name, quantity_needed,unit_cost, total_cost

28
 PDF Report: Report sent to salon owner of requested inventory, sales, and salon use in
PDF file generated from inventory data from D1, sales data from D2 and salon use data.
Fields include: report_date, inventory dates, item_name, quantity_on_hand,
item_number, monthly_depletion stylist_name, stylist_sold_quantity, stylist_total_sales,
date_sold, product_cost, sales_total, tax, checkout_date, quantity_sold, sales_total.
 Product Purchase Request: Information from customer purchase. Fields Include:
item_number, item_name, quantity, customer_name, date, price
 Recorded Use: The data recorded when stylists use product. Fields include: stylist_name,
item_number, item_name, quantity_used, date_used
 Request Data: Data about inventory that will be used to verify and update Inventory.
Fields include: item_number, item_name, quantity_on_hand.
 Request Inventory: Information about the request made by the salon owner to generate
an inventory report. Fields include: report_date, inventory_dates, item_name,
quantity_on_hand, item_number.
 Request Sales Report: Information about the request made by the salon owner to
generate a sales report. Fields include report_date, item_name, date_sold, sales_total,
item_number.
 Request Salon Use: Information about the request made by the salon owner to generate a
salon use report. Fields include report_date, stylist_name, item_name, item_number,
quantity.
 Request Sent: A request made by the salon owner for a report. Fields include:
inventory_data, sales_data, salon_use_data, request_date.

29
 Return Invoice: Information about salon product returns, sent back to the supplier.
Fields include: item_number, item_name, quantity_returned, refunded_cost.
 Sales Data: Data that contains information stored in the Sales Data file. Field include:
item_number, item_name, quantity, date_sold, price
 Sales Report Generated: A report that’s created based off the Sales Data File the
calculated the total sales. Fields include: quantity_of_sold_product, total_sales,
item_number, item_name, item_quantity
 Salon Use Data: Data about how much inventory was used during salon services by each
stylist used to generate Salon Use Report. Fields include: checkout_date,
product_number, product_name, stylist_name, product_cost, product_quantity.
 Salon Use Report generated: A report that’s created based off the stylist usage that
calculates the total salon usage. Fields include: lost_cost, overall_item_usage,
stylist_name, item_number, item_name, quantity_used, date_used
 Shipping Invoice: Information from the Supplier regarding the order request placed by
the salon owner. Fields include: Shipment_number, item_number, item_name, unit_price,
quantity_shipped, shipment_date, shipment_price.
 Word Report: Report sent to salon owner of requested inventory, sales, and salon use in
Word document generated from inventory data from D1, sales data from D2 and salon
use data. Fields include: report_date, inventory dates, item_name, quantity_on_hand,
item_number, monthly_depletion, stylist_name, stylist_sold_quantity, stylist_total_sales
date_sold, product_cost, sales_total, tax, checkout_date, quantity_sold, sales_total,
inventory_shortages.

30
Second GANTT Chart
1 2 3 4 5 6 7 8 9 10 11 12
a Research
b Peer Review
d Format and proof
a Research
b Peer Review
d Format and proof
a Research
b Peer Review
d Format and proof
7 Turn-in final project 12 1
GANTT Chart
PLAN START
(WEEK #)
PLAN
DURATION
(WEEKS)
TASKINGNO. WEEKS

31
Forms
Welcome Home Screen
Form: Login screen
Users: Stylists and Salon Owner
Task: Login
System: Any operating system.
Environment: Available through a software download
Testing and Usability Assessment
Rank how much you like this form (1 being best – 7 being worst)
Usability 1 2 3 4 5 6 7
Sufficiency 1 2 3 4 5 6 7
Consistency 1 2 3 4 5 6 7
Visual appeal 1 2 3 4 5 6 7
Approval _____________________________________

32
Main Menu
Form: Main menu
Task: Menu options
Usability 1 2 3 4 5 6 7
Approval _____________________________________

33
Stylist Information
Form: Stylist information
Task: Input stylist information
Usability 1 2 3 4 5 6 7
Approval _____________________________________

34
Customer Information
Form: Customer information
Task: Find customer information
Usability 1 2 3 4 5 6 7
Approval _____________________________________

35
Customer Information
Form: Customer information
Task: Input customer information
Usability 1 2 3 4 5 6 7
Approval _____________________________________

36
Add Stylist
Form: Add stylist
Task: Input stylist information
Usability 1 2 3 4 5 6 7
Approval _____________________________________

37
Customer information
Form: Add customer information
Task: Adding customer information
Usability 1 2 3 4 5 6 7
Approval _____________________________________

38
Supplier Information
Form: Add supplier information
Task: Adding supplier information
Usability 1 2 3 4 5 6 7
Approval _____________________________________

39
Supplier Information
Form: Supplier information
Task: Searching for supplier
Usability 1 2 3 4 5 6 7
Approval _____________________________________

40
Salon Use
Form: Salon use
Task: Update inventory and salon usage
Usability 1 2 3 4 5 6 7
Approval _____________________________________

41
Report Menu
Form: Reports menu
Task: Generate report menu
Usability 1 2 3 4 5 6 7
Approval _____________________________________

42
Inventory Menu
Form: Inventory menu
Task: Update report menu
Usability 1 2 3 4 5 6 7
Approval _____________________________________

43
Add New Inventory Menu
Form: New inventory menu
Task: Add new inventory and set price menu
Usability 1 2 3 4 5 6 7
Approval _____________________________________

45
Decision Matrix
System Requirements
- Must be able to easily input, track inventory and automatically reorder when needed.
- Must be able to provide real-time inventory data and information.
System Constraints
- Cost to acquire the system should be attainable.
- Cost of hardware should be available and the cost should be attainable.
- Time to operate the system should have a minimal impact on the salon.
- Training should be able to provide a lot of information pertains to the software.

46
Hardware, Software and Infrastructure
Acquisition
Database Design, Acquisition, and Maintenance Plan
SuperSalon is a program that can be used on any device, from any place, at any time.
SuperSalon will help Envee Salon manage every aspect of its business, especially sales and
inventory management. Set up of SuperSalon is easy with on-site services including installation,
training and maintenance offered by Rogers Software. Their implementation team is capable of
installing a completely new system or upgrade of the current. Envee Salon has not purchased the
program yet but is planning to watch demo videos online of the program. Unfortunately, free trials
are not offered. If Envee Salon does decide to purchase the program, it can be bought online and
installed on any device, whether it be a phone, tablet, computer, etc. Maintenance of the system
will be done by SuperSalon therefore it is beyond the scope of this proposal.
Documentation Plan
To successfully implement a SuperSalon system at Envee Salon both system
documentation and user documentation is necessary. The primary use of systems documents is to

47
provide detailed information about the systems design specification, internal workings and
functionality. User documentation is information about how the system works and will be used.
Because of the nature of Envee salon, external documentation will be key to successful
implementation. External documents will explain the how data and information is stored and flows
through the system. Understanding how the system uses the data is important to understand before
implementation of SuperSalon incase changes or updates need to be made to reduce the chances
of unknown desired outputs not being included. Internal documentation is not critical to
implementation for the specific instance of Envee Salon as this is an end-user application and
source code modifications and updates will be provided by Rogers Software.
User documentation will be essential to integrating SuperSalon into the business. These
documents will provide the users with information about how the system works and how to use it.
Rogers Software will provide the user documentation for SuperSalon during the training and
maintenance they offer. It will be important to have user documentation such as reference guides
and user’s guides not only in the implementation of SuperSalon, but also throughout its usage.
This should be provided as a hard copy, with new additions being provided after changes or
modifications are made. It should also be provided, as many user documentations are, in hypertext
format so that Amy as well as other employees of Evnee Salon can easily search by topic to find
the steps required for a specific task. The user documentation should be application-oriented
documentation as the purpose will be to increase user understanding and utilization rather than
maintenance on the program.
Testing Plan
Testing will be done by Rogers Software. Such testing will include:
- Generating test data
- Function and performance testing
- Business acceptance that the software meets the project goals and objectives
- Installation and configuration
- Enabling, disabling and configuring appropriate screens for the salon type
- Permissions and access controls

48
Metrics and Milestones
Important factors for Envee Salon’s success of SuperSalon are simplicity as well as
accuracy. The success of implementation will be determined by how will it works with the salons
current equipment and how easily training is completed. The major fault of the current system is
that tracking inventory is too complex and time consuming. The most important factor for
measuring Evee Salon’s success with SuperSalon is the ease inputting information to keep track
of sales and salon inventory. In order to be successful Envee Salon must be able to have accurate
reports of inventory as well as sales.
To measure the success of how the implementation of SuperSalon is proceeding, the
following needs to be in place.
Strategies People Process Technology Customers
Project
Objectives
User Acceptance Internal User Friendliness Loyalty
Profitability Training External Convenience
Customer
Profitability
Change
Management
Motivation
Organizational
change
Implementation
Time
Satisfaction
Maintenance Strategy
Rogers Software can contact each site prior to its visit to establish a needs assessment,
clean out computers to ensure cool operation and extended computer life, and perform upgrades
to existing hardware and update Windows operating system, SuperSalon and related software.
Rogers Software can readily identify any hardware failures and make on-site repairs – if needed
and possible, recommend replacement of old and failing hardware, clean up desk, clean up
hardware and re-route cabling, and troubleshoot internet connection and network setup.

49
SuperSalon has quick links on its website for troubleshooting. If a problem occurs,
SuperSalon has technical support hours, Monday to Friday from 5:00 am to 9:00 pm Pacific
Standard Time (PST) and Saturday to Sunday, from 6:00 am to 7:00 pm.
Integration Plan
The proposed system will be contained within Envee Salon’s current desktop computers,
staff’s mobile devices, servers, and other equipment. New equipment is not necessary. Once an
implementation plan has been chosen by Envee Salon, installation can begin. The plan is a single
location (Envee Salon has only one location), phased, direct installation. Please see decision matrix
for benefits and drawbacks.
Rollout or Implementation Plan
The implementation plan is easy since there is so little currently recorded within Envee
Salon and Envee Salon has only one location. Implementation will be done with a phased
installation beginning with sales and the use of products. The main problem with Envee Salon is
inventory management, and while SuperSalon will be implemented to solve this problem,
SuperSalon offers way more than just sales and inventory management. Instead of immediately
introducing all the features and ways to use SuperSalon, stylists will first learn how to enter in
products and keep track of sales and inventory. Installation of SuperSalon comes with several
features that will not be used immediately. In theory, it would be best to have SuperSalon installed
before the end of the year, so that Envee Salon can learn how to use the software and begin using
it the beginning of next year, so that previous data (entered in Excel) does not have to be added to
data within SuperSalon’s system. Instead, Envee Salon can start fresh and enter all data into
SuperSalon.
Training Plan
Envee Salon employees are key to the success of SuperSalon within the organization.
SuperSalon is a complete salon and spa management tool that is very user friendly. Step by step
on-site training and demonstration to all staff will be provided by Rogers Software in addition to

50
hands-on practice and one on one questions and answer time will all staff members. Rogers
Software also offers to assist with sales during go-live until staff member feel confident they can
use the program on their own. If Amy desires, Rogers Software will provide her with the necessary
training to train all her stylists herself as a cost savings measure.
Training will include basic training with the software interface and operation. Employees
will be able to download the software on their phone, tablet, or computer and be able to learn how
to use it on their own device.
Security Plan
Data contained within SuperSalon is a critical asset and may be vulnerable to security
breaches. Best practices should be used in securing SuperSalon. Security practices should include
the following:
 Permissions and access controls: require all users use strong passwords for their
accounts.
 Have an approved security data plan in place for Envee Salon’s SuperSalon
implementation.
 Assign all users particular roles with limited access rights to the only parts of the
software they need to access (at this point it will be sales and inventory – but only the
entering of data, only Amy will be able to view sale/inventory records).
 If a user needs additional access, create a new role with those specific privileges but
still maintain limited access.
Operations Plan
A complete operations and support plan will be discussed through Rogers Software. In addition to
Rogers Software operations plan, the following should be implemented:
1. Training for routine operations will be taught to all employees
2. Corrective action plan when a problem arises
3. Supporting systems, as determined by Rogers Software, should be in place and
functioning effectively.

51
Summary of Important Changes
The initial Project Proposal for the Envee project outlined a general analysis and
implementation proposal of SuperSalon to Envee Salon which currently uses Microsoft Excel and
QuickBooks. Team Envee put together an initial proposal which included a brief overall project
description, a summary of goals and objectives, timelines and potential challenges. At this point,
no significant changes have been identified since the Project Proposal.
Since Envee Salon has no current inventory system in place, we have not had much trouble
with the project. We are in the process of designing what seems like an entirely new system.
However, we will need to be aware of the tangible and intangible costs of adding SuperSalon to
Envee Salon’s current way of recording (which is done by recording sales into Microsoft Excel
and then inputted into QuickBooks) – a system that is done initially by hand and very time
consuming.
Initially we had trouble communicating with Envee Salon as the store owner, Amy, is very
busy. Since our initial meet with her, we have been able to communicate via text any questions we
have as our project progresses. It has been very efficient and beneficial having our concerns
answered immediately. As a group, the group text we set up at the beginning of the project has
continued to work very well for communicating what needs to be done. Email has been used to
share files for each deliverable and for the purpose of editing each other’s sections.
A timeline was originally established but may change depending on the availability of the
store owner, possible challenges, and/or class schedule changes. As the project continues to
progress, Team Envee will continue to work together and become more familiar with SuperSalon
and what it has to offer Envee Salon.

52
Final GANTT Chart
1 2 3 4 5 6 7 8 9 10 11 12
a Research
b Peer Review
d Format and proof
a Research
b Peer Review
d Format and proof
a Research
b Peer Review
d Format and proof
7 Turn-in final project 12 1
GANTT Chart
PLAN START
(WEEK #)
PLAN
DURATION
(WEEKS)
TASKINGNO. WEEKS

Envee Salon Database Design

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