1. Rose Garden Flowers and Gifts
Phase 1 Report
Delivered on Friday March 4, 2016
Members:
Sierra Applewhite
Conor Lynch
Brittney Watson
2. 2
1 Table of Contents
2. System Services Request..............................................................................................................3
3. Project Summary......................................................................................................................... 5
4. System Requirements ..................................................................................................................7
Version 1 – 2/23/16 – Rose Gardens and Gifts............................................................................7
Nonfunctional Requirements ...................................................................................................7
4.1 Performance Requirements ...............................................................................................7
4.2 Security Requirements .......................................................................................................7
4.3 Control Requirements ........................................................................................................7
4.4 Backup and Recovery Requirements..................................................................................7
4.5 Installation, Support, and Maintenance Requirements .....................................................8
4.6 User Documentation Requirements...................................................................................8
4.7 User Training Requirements...............................................................................................8
Functional Requirements .........................................................................................................8
4.8 Operational Requirements .................................................................................................8
5. Detailed Functional Requirements ..............................................................................................9
5.1 Detailed Functional Requirements.....................................................................................9
5.2 Management Reports.......................................................................................................11
5.3 Data Tables.......................................................................................................................13
6. Mock Screens ............................................................................................................................ 15
7. Baseline Project Plan .................................................................................................................19
8. Project Tracking Reports ...........................................................................................................20
8.1 As of 2/02/16....................................................................................................................20
8.2 As of 2/05/16....................................................................................................................20
8.3 As of 2/16/16....................................................................................................................21
8.3 As of 3/01/16....................................................................................................................21
3. 3
2 System Services Request
SYSTEM SERVICE REQUEST
Requested By: Michael Rose Date: 2/15/16
Department: Sales department
Location: Largo, FL
Contact: Peter Parker
Type of Request Urgency
[X] New System [] Immediate – Operations impaired or
opportunity lost
[ ] System Enhancement [X] Problem exists but can be worked
around
[ ] System Error Correction [ ] Business loss tolerated until fixed
Problem Statement:
Rose Garden Flowers & Gifts has to manually writing down orders that come in not only
takes time but also leaves room for error. By having multiple stages, the receipts go
through it may be easy to lose track or make a mistake with an order, especially as the
company continues to grow. The orders must also be written down and then keyed in
again by the manager to be sent out of state via Teleflora’s network. The physical record
of customer information also poses a problem. Workers understandably only track the
customers who pay with a credit card for billing purposes to save time. However, this
makes it impossible to track the repeat customers’ information who like to pay in cash
and also makes it extremely difficult to find old entries in a timely fashion. Mail-outs are
another problem area. The physical systemRose Garden is using makes writing shipping
addresses out a painstaking task. In addition to the ordering process, the inventory
system also needs updating. As of now there is not a good tracking system of what is
being ordered and what is currently in the cooler. Inventory of vases, stuffed animals,
and other novelties is very limited an up to date tracking systemmust be put in place to
make sure supply never gets too low. Finally, the money is not being tracked closely
enough. There is no way to set a standardization of the price being charged for each
arrangement nor is there proper record of accounts receivable, accounts payable, or
payroll. The ordering, inventorying, and financing all need to come together to
streamline Rose Garden Flowers & Gifts’ operations.
4. 4
Service Request:
Develop an internet based system to synchronize the accounting, inventory, and
ordering process that fulfills the requirements of customers and employees of Rose
Garden Flowers & Gifts.
IS Liaison: Mary Jane Watson, Business Analyst
Sponsor: Harry Osborne, VP of Sales
----------------To be completed by IT Steering Committee-----------------------------
[ ] Request Approved Assigned to: _____________________________
Start date: _______________________________
[ ] Recommend Revision
[ ] Suggest User Development
[ ] Reject Reason: _________________________________
5. 5
3 Project Summary
Rose Garden Flowers & Gifts is a small family-owned flower shop in Largo, Florida. It
specializes in all types of roses, plants, tropical flowers, and fruit baskets. The flower shop has
grown from a one-person operation to now being a five-person business and having at least ten
drivers during high demand. The goal of the business, stated by owner Michael Rose, is: “to
build a successful business where customers would return again and again for their flower
needs.” Besides handling just flowering and plants, Rose Gardens & Gifts handles weddings and
parties every year. The business participates in a nation-wide delivery system called Teleflora,
which allows them to receive and send orders to all parts of the country. Rose Gardens & Gifts
has recently merged with Tampa Bay Florist, and that brought them numerous corporate and
personal accounts from the Tampa Bay area. Although the business’ location is near the
Clearwater and St. Petersburg area, they are able to deliver to some parts of the Tampa Bay
area, whose population is reaching 3 million people.
This small family-owned flower shop appears to be heavily dependent on manual
operation. The business is so small that Rose Garden Flowers & Gifts store is capable of running
on orders taken by the store’s flower designers and the office manager. These orders are taken
via phone calls by customers who visited the store. Rose Garden’s Flowers & Gifts store hand
writes (record) orders on a “pre-numbered order pad.” Thus, it appears that the business
operates based on a number system. At this time orders are reviewed and sorted, then
prepared accordingly. The preparation of “next day orders” usually occur during the slow
period of the day and then cooled until time for delivery, while later orders are placed in a “to-
be-delivered” bin and prepared closer to the delivery date. Although securing fresh flowers may
be an issue, Rose Garden Flowers & Gifts store still manages to provide fresh flowers by
ordering flowers from wholesalers on a daily basis.
In addition to their “number system,” Rose Garden Flowers & Gifts store also has a
ticket system. These tickets comprise of the recipient's name, address, phone number and etc.
If customers pay by cash, none of the information mentioned above is saved, but if a customer
pays with a credit card all their information is stored for billing purposes. To control Rose
Garden Flowers & Gifts store’s operation process, they also pair up with another flower shop by
the name of Teleflora’s Dove where customers can pick up orders from their location which
might be more convenient for them.
Rose Garden Flowers & Gifts faces several problems that cost them time and possibly
clients. Manually writing down orders that come in not only takes time but also leaves room for
error. By having multiple stages the receipts go through it may be easy to lose track or make a
mistake with an order, especially as the company continues to grow. The orders must also be
written down and then keyed in again by the manager to be sent out of state via Teleflora’s
network. The physical record of customer information also poses a problem. Workers
understandably only track the customers who pay with a credit card for billing purposes to save
6. 6
time. However, this makes it impossible to track the customer’s information who likes to pay in
cash and also makes it extremely difficult to find old entries in a timely fashion. Mail-outs are
another problem area. The physical systemRose Garden is using makes writing shipping
addresses out a painstaking task. In addition to the ordering process, the inventory system also
needs updating. As of now there is not a good tracking system of what is being ordered and
what is currently in the cooler. Inventory of vases, stuffed animals, and other novelties is very
limited. An up-to-date tracking systemmust be put in place to make sure supply never gets too
low. Finally, the money is not being tracked closely enough. There is no way to set a
standardization of the price being charged for each arrangement nor is there proper record of
accounts receivable, accounts payable, or payroll. The ordering, inventorying, and financing all
need to come together to streamline Rose Garden Flowers & Gifts’ operations.
Rose Garden knows they need an automated systemto integrate the different areas of
their business in order to save time and money. They need a system that will allow them to
keep track of their customers and their orders electronically. This systemshould also be
connected to the inventory systemso they can easily see what they have in stock and what is
being ordered. As of now they do not seemto have a problem with deliveries, but the
automated inventory will help them keep track of the orders delivered to their customers which
will be necessary as they grow in size. The systemwill need to be able to connect with
Teleflora’s Dove network so they can seamlessly keep track of deliveries. Lastly, Rose Garden &
Gifts needs to digitalize their financing department to keep track of accounts receivable,
accounts payable, and payroll all in one place. They will also have to decide if the finance
department want to keep the ICVerify credit card service or get their own internal system.
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4 Systems Requirements
SYSTEM REQUIREMENTS
Version Number 1
Date: 2/23/16
SYSTEM NAME: Web based system
NONFUNCTIONAL REQUIREMENTS
4.1 PERFORMANCE REQUIREMENTS:
4.1.1 System response time should not decline by more than 10% with 100 concurrent
users scaling from 50 concurrent users.
4.1.2 95% of all response time should be less than 5 seconds.
4.1.3 During peak hours from (11 AM to 2 PM), response time should not fall below 15
seconds.
4.1.4 System should be scalable to 200 users without any additional hardware or
software requirement from initial 50 users.
4.2 SECURITY REQUIREMENTS:
4.2.1 Three levels of security/ verification needed to access information system in
regards to employees placing, viewing or altering orders. (Employee Number & Password).
4.2.2 Both Software & Hardware firewalls should be used to protect customer’s
confidential/financial information.
4.3 CONTROL REQUIREMENTS:
4.3.1 Customers can only cancel, change or re-customize orders within 24 hours after
placing an order.
4.3.2 Customer can log in three times, if User ID & password is not verified customer
with be locked out.
4.3.3 Customer is able to receive newsletters about flowers and flower arrangement
promotion despite customer being locked out of their account.
4.4 BACKUP & RECOVERY REQUIREMENTS:
4. 4.1 The systemwill be automatically backed up every Saturday morning at 12am.
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4.4.2 Complete recovery from a backup storage device must be achievable in 4 hours
after notification of system failure.
4.4.3 A secondary external backup will be kept at an outside location.
4.5 INSTALLATION, SUPPORT AND MAINTENANCE REQUIREMENTS:
4.5.1 System will be installed and maintained by the developers.
4.5.2 The IT company’s Help Desk will provide support when needed.
4.6 USER DOCUMENTATION REQUIREMENTS:
4.6.1 Customer’s confidential information will be provided for administrative or
legislative purposes.
4.6.2 FAQ will be provided online.
4.7 USER TRAINING REQUIREMENTS:
4.7.1 Two day workshop/training session for employees on how to operate the various
functions of the information system/ software used for the company.
4.7.2 Managers must attend a bi-annual conference about the maintenance of the
company’s operating system used for the store.
FUNCTIONAL REQUIREMENTS
4.8 OPERATIONAL REQUIREMENTS
4.8.1 Add orders in the system.
4.8.2 Cancel/change orders in the system.
4.8.3 Create an account.
4.8.4 Search for flowers.
4.8.5 Place vendor orders.
4.8.6 Create inventory.
4.8.7 Generate pick lists.
4.8.8 Generate accounts receivable.
9. 9
5 Detailed Functional Requirements
5.1 Functional Requirements
5.1.1 Add orders in the system
The shop screen will display numerous products in various categories: flowers, flower
arrangements, flower customization, dried arrangements, fruit baskets, etc. Customers can
view products by selecting a category, which will display all the products available. When
customers find a product of interest that they will purchase, they can select the product. The
next prompt will ask the customer to add the product to their “shopping cart” or go back to
previous screen. When a customer decides to buy a product, he/she can then log in if they are a
member or finish check out as a guest. The customer will then choose their preferred payment,
enter the credit/debit card number and select “submit order.” A confirmation email will then
be sent. When a customer wants to view the status of his/her order, there will be a “My Order”
option on the home page. After selecting this option, the customer will be directed to a page
that allows them to login to their account and see their order history and/or the status of their
recent orders. If a customer checked out as a guest, there will be a “Track order” option where
he/she can enter the tracking number, and then be able to view the status of the order.
5.1.2 Cancel/change orders in the system
Customers have an expiration period where orders can no longer be cancelled.
Customers will have 24 hours after purchasing a product to cancel an order. Order numbers and
any other additional information related to the product purchased will be available in a
customer’s confirmation email or on the website. To access an order number on the website, a
customer will select the “Login” button displayed on the home screen, login to his/her account,
and view the order that he/she wishes to cancel. After obtaining the order number, customers
can call or email customer service, which will then proceed to cancel the order by accessing the
daily order report and removing that customer’s order number. There will be also an expiration
period where orders can no longer be changed. Customer has 24 hours after purchasing a
product to contact customer service via email or phone, and then provide the order number.
The reason for product change will be documented. A red flag will appear next to the order
notifying there was or needs to be changes/adjustments made. The order will be rectified in the
daily order report, and once “order change” is confirmed a confirmation email will be sent to
the customer.
5.1.3 Create an account
On the home page there will be a “Login” option. After selecting this option, the
customer will be directed to the login screen, and will then be prompted to enter his/her email
and password. Customers who do not have an account can register by filling out all necessary
10. 10
information, such as email address, full name, billing and shipping addresses, phone, and
password creation. Customers also have a “Remember Me” option, which will automatically
save their email and password. If a customer forgets their password, an email will be sent to
their account and he/she can reset the password.
5.1.4 Search for flowers
There will be a search option on the home page that allows customers to search for a
specific arrangement or product. If the user scrolls over “search” they will see categories that
allows them to filter the search by predesignated criteria. After clicking on a category, it will
direct them to a separate page which shows all the products that meet that description.
5.1.5 Place vendor orders
Rose Garden Flowers & Gifts receive flower deliveries from its wholesalers on a daily
basis. Some orders are delivered automatically, but the orders for special flowers need to be
placed as Rose Garden Flowers & Gifts receive customer orders. When a customer’s order is
received, the business needs to relay that order to a specified vendor, so that the flowers
wanted by a customer is available in the company’s warehouse and be shipped to the customer
in the appropriate shipping time frame. Rose Garden Flowers & Gifts can also generate pick-up
lists from its wholesalers. When a certain flower is running low in the cooler, managers can
enter that flower’s id number in the system, which will then put that flower on the next pick-up
list.
5.1.6 Generate pick lists
Some arrangements are provided through the Teleflora system, which has a catalog of
arrangements with the specific flower content of each arrangement that Rose Garden Flowers
& Gifts can choose from. Since Teleflora is located in California and Rose Garden Flowers & Gifts
is in Florida, management needs to be able to create pick lists of flowers. The systemwill
generate or produce these pick lists of flowers for each of the set arrangements automatically.
This automated part of the system will save management time, as they will no longer have to
manually count the quantity of flowers needed.
5.1.7 Create inventory
Because flowers have certain life spans, inventory needs to be adjusted as orders are
taken. When Rose Garden Flowers & Gifts receives an order, they can enter the flower(s) id in
the system, which will then display the quantity on hand of that flower and its life span, so the
company knows exactly when it needs to be delivered to the customer. Vases, greenery, stuffed
animals, and novelties are also included with flower arrangements and need to be counted.
Management can search a specified product in the system, and then be able to see the
availability of the product and if an order needs to be placed to increase quantity on hand.
5.1.8 Generate accounts receivable
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The systemwill interface with Peachtree™ accounting systemto generate accounts
receivable, accounts payable, and payroll for Rose Garden Flowers & Gifts. When customers
place orders, those invoices will automatically be included under accounts receivable, and
management will then be able to see the date of each invoice, customer information, and the
total amount owed to the company and act accordingly. Likewise, when Rose Garden Flowers &
Gifts is billed by its wholesalers, those bills will automatically be included under accounts
payable, which displays the suppliers’ name, phone number, and amount owed by the
company. The system will also generate the amount owed to employees. Employees will check
in and out of work with their employee ID number, the system will generate the hours worked
for each employee for the pay period and take out all necessary taxes and insurance to
determine net pay.
5.2 Management Reports
5.2.1 Order Report
Order reports display the relevant purchase information when a transaction occurs
between Rose Garden Flowers and Gifts and a customer. The order report will consist of key
fields such as the date ordered, an assigned order number, customer ID, product, quantity, and
price. Rose Garden Flowers and Gifts will be able to store these order reports in the system
automatically and can access themat any time if any questions or concerns come up. A sample
order report is displayed below:
Order Report
Date Order Number Customer ID Product Quantity Price
5.2.3 Sales Report
Sales reports keep record of all the orders sold during a specified time period, and
whether or not Rose Garden Flowers & Gifts is making a profit. Fields within the sales report are
the order number, date, order total, cost of sale, and gross profit. A sample sales report is
displayed below:
SalesReport
Order Number Date Order Total Cost of Sale Gross Profit
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5.2.3 Inventory Report
Inventory reports are a summary of items or products that belong to Rose Garden
Flowers and Gifts. It provides account for the number of items in stock, what management
needs to order to fill inventory requirements, the unit cost, and the supplier. A sample
inventory report is displayed below:
Inventory Report
Item Number On Hand Reorder Quantity Unit Cost Supplier
5.2.4 Daily Flower Delivery Report
Rose Garden Flowers and Gifts orders flowers from its wholesalers on a daily basis. A
daily flower order report will help management keep track of what flowers are being delivered
to the shop each day. Fields for this report will include flower ID, flower description, wholesaler
ID, wholesaler name, delivery date, and quantity. A sample flower order report is displayed
below:
Daily Flower Delivery Report
Flower ID Flower
Description
Wholesaler ID Wholesaler
Description
Delivery Date Quantity
5.2.5 Warehouse Pickup Report
A warehouse pickup report will help management keep record of what products to pick
up from the business’s warehouse when inventory is low. Fields for this report will include
product ID, product description, pickup date, quantity allocated, and quantity available. A
sample report is displayed below:
Warehouse Pickup Report
Product ID Product
Description
Pickup Date Quantity
Allocated
Quantity
Available
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5.2.6 Accounts Receivable Report
Rose Garden Flowers & Gifts will need an accounts receivable report to keep track of the
amount of money owed to the business from its customers. This report includes customer ID,
invoice number, date, amount owed, and the payment status. A sample report is displayed
below:
Accounts Receivable Report
Customer ID Invoice Number Date Amount Payment Status
5.3 Data Tables
The data tables displayed below provide Rose Garden Flowers & Gifts with the relevant
information for its customers, employees, products/flowers, and customer and business orders.
Each data table includes key fields that Rose Garden Flowers & Gifts can refer to for any
necessary information needed.
5.3.1 Customer Data Table
Customer Table
Customer ID FName LName Address1 Phone Email
5.3.2 Employee Data Table
Employee Table
Employee ID FName LName Gender Manager ID
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5.3.3 Product Data Table
Product Table
Product ID Product
Description
Unit Price Sale Price Manufacturer
5.3.4 Flower Data Table
Flower Table
Flower ID Flower Description Life Span Unit Price Sale Price Wholesaler
ID
5.3.5 Customer Order Data Table
Customer Order Table
Order Date Order Number Items Qty Total Price Status
5.3.6 Purchase Order Data Table
Purchase Order Table
Order Date Order Number Items Qty Total Cost Wholesaler ID Status
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