Running head: UMUC NEW BILLING AND PAYMENT SYSTEM UMUC NEW BILLING AND PAYMENT SYSTEM 2 UMUC New Billing and Payment Systems Willie L. Williams Jr. IFSM 461 Systems Analysis and Design University of Maryland University College 01 February 2015 Customer billing and payment system for UDO, MARIAN, & UDUAK CORPORATION The current system that is used by UDO, MARIAN, $ UDUAK CORPORATUION has different challenges due to growth of the company. Expansion of the company due to high demand of companies’ motors has brought about the need for a new system that is capable of handling business demands and delivering positive results to ensure that organization goals are achieved. The current billing and payment system is not able to allow flexibility of customers to or access their bills online, an action that is limiting the company from expanding and to offer more diverse services to the customers. To ensure that the organization has improved its operations, administration of its business and in finance department, there is a need for a more stable billing and payment system that can handle the growth of the company and provide services and information to the company and customers. Considering the current system that is available at UDO, MARIAN, $ UDUAK CORPORATUION was a old system, it requires various developments to ensure that the system is up-to-date according to the today’s technology and it can serve the companies development and offer services effectively. To ensure this goal has been achieved there are various changes that are recommendable for the new billing and payment system to serve the growth of the organization effectively. The new system target is to ensure that all organization operations are integrated together in the system to ensure that business operations are made easier for both customers and organization management. There are different features that have been added to the new system to ensure that organization runs its billing and payment services faster and also customers can access services and pay without fear of fraud. This new system will ensure that employees and customers can enquire their bills and make orders online while employees can access customer’s orders and payment immediately when they are made. This will help in effectiveness and efficiency of the company. System Administration Finance Mail Carrier Products payment Customer Invoice and bills inquiry Orders inquiry Products delivery The new system has been designed in a professional approach that is according to the standards of technology available in today’s world. Considering the activities done by the corporation, it is i ...

1. Running head: UMUC NEW BILLING AND PAYMENT
SYSTEM
UMUC NEW BILLING AND PAYMENT SYSTEM
2
UMUC New Billing and Payment Systems
Willie L. Williams Jr.
IFSM 461 Systems Analysis and Design
University of Maryland University College
01 February 2015
Customer billing and payment system for UDO, MARIAN, &
UDUAK CORPORATION
The current system that is used by UDO, MARIAN, $ UDUAK
CORPORATUION has different challenges due to growth of the
company. Expansion of the company due to high demand of
companies’ motors has brought about the need for a new system
that is capable of handling business demands and delivering
positive results to ensure that organization goals are achieved.
The current billing and payment system is not able to allow
flexibility of customers to or access their bills online, an action
that is limiting the company from expanding and to offer more
diverse services to the customers. To ensure that the
organization has improved its operations, administration of its
business and in finance department, there is a need for a more
stable billing and payment system that can handle the growth of
the company and provide services and information to the
company and customers.
Considering the current system that is available at UDO,
MARIAN, $ UDUAK CORPORATUION was a old system, it
requires various developments to ensure that the system is up-
to-date according to the today’s technology and it can serve the

2. companies development and offer services effectively. To
ensure this goal has been achieved there are various changes
that are recommendable for the new billing and payment system
to serve the growth of the organization effectively. The new
system target is to ensure that all organization operations are
integrated together in the system to ensure that business
operations are made easier for both customers and organization
management. There are different features that have been added
to the new system to ensure that organization runs its billing
and payment services faster and also customers can access
services and pay without fear of fraud. This new system will
ensure that employees and customers can enquire their bills and
make orders online while employees can access customer’s
orders and payment immediately when they are made. This will
help in effectiveness and efficiency of the company.
System
Administration Finance
Mail Carrier
Products
payment Customer
Invoice and bills inquiry
Orders inquiry
Products delivery

3. The new system has been designed in a professional approach
that is according to the standards of technology available in
today’s world. Considering the activities done by the
corporation, it is important to improve the companies’ security
to ensure that all payment conducted are secure. Security of the
information concerning payment and billing are the first priority
for the new corporations system. The new system for the
company will be able to offer bills and payment option to
customers under their account that will be created for them in
the new system. Before any customer purchases or access the
corporation product they have to be approved by the company as
their customers. This will help our customers access their
accounts and be able to purchase products under their account
whereby they are given access to their bills that are not paid and
their balances. This will give customers remote access to our
products at any given time when they desire to access at any
place. Registration of all customers is required to be done
through customers email. There will also other details for all
customers to ensure that they are serviced appropriately.
To ensure these changes are achieved there is integration of
different customer’s information and details to ensure that they
are served effectively. Customers information such as email
addresses, finance details, purchase records and personal details
are integrated together to ensure that customer details are under
integrated system to easy serves delivery on billing and
payment services. Customers shall be able o pay their bills
using different ways according to the new system. Customers
shall be able to pay their bills using their master card, visa and
other accredited online banks like PayPal providing the
customer with easy payment options. The system will also be
able to count automatically for the goods that are purchased by
customers. It will also be able to count discount that are
offered to customers and fees that are added to the system after
every 30 days and above according to recommended charges.
To ensure that employees are gathering information and
delivering services to customers effectively, the new system

4. will integrate all information according to the various
departments. Department information will be under a single
tab that is under the department name for example the
department of fiancé whereby all payments are under finance
tab from where different departments can get information from.
Through this system, the outcomes are required to be achieved
as expected by the organization.
System
Administration finance customers
Products payment
Customer information
Invoice and bills inquiry
customer
Access
Orders inquiry
Products delivery
This is a diagram that explains all activities that shall be carried
out by the system. From the system, there are three options.
Both tabs are integrated in a search a way that customer,
administration of finance can be able to view information
according to the information they are allowed to access. If
customers wish to view their payment and bills information they
are linked with finance department that contains the
information.
There are difference resources that are required for the new
system. The checklist of the resources and other requirements

5. are as shown below.
Customer checklist information
Process – The business of correlating input data with stored
database inventory, pricing and accounting data and forwarding
results via system associated outputs.
1) _________ Products Ordered
2) _________ Product Ordered Date
3) _________ Product price
4) _________ Products Shipped
5) _________ Product Ship Date
6) _________ Requested Shipping Method
7) _________ Quantity
Output – Produce a data or record related to the input data that
was processed.
1) _________ Product Invoice/Receipt
2) _________ Product Price
3) _________ Calculated Price (Calculated Field)
4) _________ Amount Due (Calculated Field)
5) _________ Amount Paid
6) _________ Date Paid
Input - Located at the business premises and a central data
processing facility and takes in information defining customer
information and order details.
1) _________ Customer Organization Name
2) _________ Customer Street Address
3) _________ Customer City
4) _________ Customer State
5) _________ Customer Zip Code + 4
6) _________ Primary Contact First Name
7) _________ Primary Contact Last Name
8) _________ Primary Contact Phone Number

6. 9) _________ Primary Contact Email Address
10) _________ Secondary Contact First Name
11) _________ Secondary Contact Last Name
12) _________ Secondary Contact Phone Number
13) _________ Secondary Contact Email Address
Performance - Provides feedback on how well the system
process performed certain actions.
1) _________ Orders Processed
2) _________ Actual Delivery Date
Control - are methods with the systems that helps guide the
input data processed throughout the system based upon
response.
1) _________ Department for item purchased.
2) _________ Shipping Method
These are customer’s checklist information that is required in
the system for customers to ensure that they are services under
appropriate security and in a search a way that their information
or messages are delivered to them immediately. These are
information about the new system that is usually planned to be
implemented to ensure that corporation as achieved their target.
Though these new improvement to the system, there will be
efficiency and effectiveness in ensuring that all goals are
achieved accordingly and under estimated time and cost.

7. References
Malhotra, Y. (2005). Integrating knowledge management
technologies in organizational business processes: getting real
time enterprises to deliver real business performance. Journal of
knowledge management, 9(1), 7-28.
Sharpe, M. S., Bryson, E., Manduley, F., Eben, M. R. I., &
Flesser, B. D. (1993). U.S. Patent No. 5,222,018. Washington,
DC: U.S. Patent and Trademark Office.
Kebschull, U., Schubert, E., & Rosenstiel, W. (1992, March).
Multilevel logic synthesis based on functional decision
diagrams. In Design Automation, 1992. Proceedings.,[3rd]
European Conference on (pp. 43-47). IEEE.
ADMINFINANCE
Customer
Access
Invoice –Receipt
Output
Input Data
Input Data
Processed
SUPPLY
Product Direct
Cost &
Payment Data
Express
Delivery?
Standard
Ground

8. Carrier
Express
Ground or Air
Delievery
SYSTEM
No
Yes
Product Direct Cost & Payment Data
ADMIN
FINANCE
Customer Access
Invoice – Receipt
Output
Input Data
Input Data Processed
SUPPLY
Express Delivery?
Standard Ground Carrier
Express Ground or Air Delievery
SYSTEM
No
Yes

9. About Us
What does iPEP stand for?
iPEP stands for i-Pray-Empower- persevere.
How did you come up with iPEP?
I always told myself if I ever start my own company I would
want to incorporate my last name as my business name. Even
though PEP is not my full last name I thought it would be
catchy to use the first three letter of my last name because of
the type of business I decided to create. The i was incorporated
in the name because of what God has allowed me to go through
and because of what he has brought me through. The lower case
i mean to humble yourself and not to put yourself on top in the
place of God. The first P represents Pray, which is something I
do every day, The E represents Empower which is given to me
by God every day when I read it his word and the last P
represents Persevere which is given by God through prayer and
his empower.
iPEP was created by Tanelle Peppers who has a passion for God
and music. Each design was inspired from a song. iPEP apparel
is designed to express our faith & love for Jesus in a fun &
fashionable way. We pray that our apparel will plant seeds
wherever they’re seen and create opportunities for you to share
Jesus.
Each and every time something is purchased from our t-shirt
company, the word of God is being sent out. Every Christian t-
shirt - the word is going out and the promise from the Bible is
that it will produce fruit. In some it will produce salvation, in
others healing and for others it will be an encouraging word that
gives them hope when they most need it. As a Christian clothing
company, our desire is to provide you with high quality

10. products that you feel great about wearing from all the leading
Christian brands. When you purchase a t-shirt from our
Christian clothing store, you have put yourself in position to be
used by God to spread His word wherever you go. Our greatest
desire as a Christian clothing company is to see others come to
know Jesus Christ as their Savior. Our part is to find the best
Christian products so that you can do your part in using them to
carry out the Great Commission.
Udo, Marian, & Uduak Corporation Case Study
Introduction
This case study will be used for a series of staged individual
student projects and the Group Presentation Project. It should
be thoroughly read and understood prior to working on any of
these assignments.
Setting
UDO, MARIAN, & UDUAK CORPORATION is a small private
business that has retained you to assist in the development of
new billing and payment system and processes.
Background
UDO, MARIAN, & UDUAK CORPORATION is a small, private
specialized electronics company in Kansas. For the past 20
years, it provided a wide range of precision electronic
components and replacement parts for medical equipment used
in hospitals, doctor’s office, and pharmacies. Recently, the
company began building and delivering custom low voltage
motors that reduced electricity costs and made older medical
equipment more green friendly. Last year UDO, MARIAN, &
UDUAK CORPORATION added a new line of more efficient

11. low voltage motors that can be used in precision equipment
outside the healthcare industry. UDO, MARIAN, & UDUAK
CORPORATION is experiencing significant increases in orders
for the motors and the associated installation services. Increased
orders coupled with expanded manufacturing and increased
demand for the related services is stretching the existing
business processes and support systems to the breaking point.
The Business Administration Department has stepped up and is
meeting the challenge, but the CEO, CFO, COO, and CIO knows
that they are only treading water. UDO, MARIAN, & UDUAK
CORPORATION is ready to address these challenges as it
prepares to begin offering online ordering and decrease its
dependence on third party distributors.
You are an independent Business and IT Systems Analyst,
specializing in developing IT solutions for small business
needs. You have been contacted by UDO, MARIAN, & UDUAK
CORPORATION to speak to the CEO, CFO, COO, CIO, SVP,
Engineering & Manufacturing Operations, and VP, Business
Administration (IT Steering Committee) about the possibility of
replacing the information systems associated with operations,
business administration, and finance. The IT Steering
Committee wants to start by replacing the current customer
billing and payment system and processes with an assurance the
new system and processes can be interfaced with other new IT
systems and business processes as needed. While
there is currently no money in the budget to replace or upgrade
these systems, the executives are committed to moving the
company forward and improving UDO, MARIAN, & UDUAK
CORPORATION’s business support profile.

12. IT Steering Committee
· Carolyn West is the CEO. She has been at the company for 11
years. Carolyn has a background working for and managing
electronics companies. Like all CEOs, Carolyn is focused on the
strategic and long-term business health of UDO, MARIAN, &
UDUAK CORPORATION. She chairs the IT Steering
Committee. Carolyn and the committee members jointly make
decisions about IT systems and major organizational business
the company for 9 years. Karl has a background in accounting
and finance and is a certified CPA. He tends to focus on the
company’s financial health to the exclusion of all other business
concerns. While Karl is technology fluent, he resists new IT
purchases unless there is a clear and direct connection made
between the technologies and improving the company’s
financial profile. The Directors, Accounts Receivable (Mary
Winston) and Accounts Payable (Amy Dole) reports to the CFO.
· Tim Uduak, Jr. is the COO and the son of founding partner
Tim Uduak, Sr. Tim has been around the company since the
beginning in one capacity or other except for four years of
college and a 3-year break to startup his own company. Once
the startup failed, Tim came back to UDO, MARIAN, &
UDUAK CORPORATION as the SVP, Engineering &
Manufacturing Operations. Last year, he was promoted to COO.
While Tim has a strategic focus and is not technology adverse,
he prefers to solve business challenges with processes rather
than information technology.
· Susan Black is the SVP, Engineering & Manufacturing
Operations and is Tim’s replacement. Susan has worked for the
company for 13 years. She started as a Senior Engineer, but was
prompted to Director, Engineering after six years where she
spearheaded the successful research and development of the low

13. voltage motors. Susan is a champion of information technology
as long as it is clearly focused on the core business.
· Jason Udo is the VP, Business Administration and the
grandson of the company founder Riley Udo. All other non-
engineering, manufacturing and IT departments report up to
him. This includes key support functions such as Sales,
Marketing, Ordering & Shipping, Inventory, Invoicing, and HR.
· Customer billing is handled by the Invoicing Department,
which reports to the VP, Business Administration.
· Customer payments are handled by the Accounts Receivable
Department, which reports to the CFO.
· Customer billing and payments are managed and recorded in
an in-house developed Microsoft Access based solution. The
solution was developed by the IT Department and is housed on a
server controlled and managed by the IT Department. The
solution is updated as required by the Invoicing and Accounts
Receivable Departments.
· The Sales Department works with Invoicing to establish new
customer accounts and update and close existing accounts as
needed.
· The Ordering & Shipping Department sends a monthly report
to Invoicing where the products ordered and shipped and their
codes are entered into the invoicing module. Pricing is
computed based on the product codes and quantities entered.
· Invoicing is responsible for adding, updating, and maintaining
the product codes and pricing used by the invoicing database on
the 15th of each calendar month. The monthly report containing
the updates is provided by the Marketing Department.

14. · Invoicing generates and mails customer bills on the last
business day of each calendar month.
· Customer payments (lump sum) are due by the 10th of each
calendar. Customers send the payments to Accounts Receivable.
Accounts Receivable is responsible for updating customer
account records when the payments are received.
· Invoicing is responsible for identifying accounts that are 30
days, 60 days or more overdue. These reports are sent to
Accounts Receivable and Sales. Accounts Receivable handles
all collections.
· There is a 2% fee added to all invoices that are 30 days or
more overdue.
· Accounts Receivable notifies the Sales Department who is
employed to assist with customers who are 60 days or more
delinquent. Ordering & Shipping is also notified so that no
further shipments are made until the outstanding invoice is paid
in full. These situations are rare.
· Installation services are offered as a fixed price fee for small
businesses (doctor’s offices, individually owned pharmacies,
etc.). Larger installations (hospitals, chain pharmacies,
pharmaceutical manufacturers, etc.) are billed on a pre-defined
hourly rate.
· Volume discounts are not currently offered, but Marketing is
planning to offer this discount within the next six (6) months
because the low voltage motors are increasing being ordered in
quantities of five (5) or more. The following volume discounts
will be offered:
· 5 or more: 2%
· 10 or more: 5%

15. · 25 or more: 10%
· Electronic invoicing via email is not currently offered, but
Marketing and Invoicing plan to offer this feature within the
next six (6) months.
· Electronic payment to a lockbox account is not currently
offered, but Marketing and Accounts Receiving plan to offer
this feature within the next six (6) months.
· The customer account data points currently include:
· Customer Organization Name
· Customer Street Address
· Customer City
· Customer State
· Customer Zip Code + 4
· Primary Contact First Name
· Primary Contact Last Name
· Primary Contact Phone Number
· Primary Contact Email Address
· Secondary Contact First Name
· Secondary Contact Last Name
· Secondary Contact Phone Number
· Secondary Contact Email Address
· Products Ordered
· Product Ordered Date
· Products Shipped
· Product Ship Date
· Quantity
· Product Pricing
· Calculated Price (Calculated Field)
· Amount Due (Calculated Field)
· Amount Paid
· Date Paid
· Amount 30 Days Overdue (Calculated Field)

16. · Amount 60 Days Overdue (Calculated Field)
· Amount Greater Than 60 Days Overdue (Calculated Field)
· 2% Overdue Amount (Calculated Field)
· The customer account data points required for near-term plans
include:
· Quantity Discount (Calculated Field)
· Electronic Invoicing (Check Box)
· Electronic Payment (Check Box)
· Paper invoices currently contain the following data points:
· Unique Serialized Invoice Number (System Generated)
· Customer Organization Name
· Customer Street Address
· Customer City
· Customer State
· Customer Zip Code + 4
· Products Ordered
· Product Ordered Date
· Products Shipped
· Product Ship Date
· Quantity
· Product Pricing
· Calculated Price (Calculated Field)
· Amount Due (Calculated Field)
· Amount 30 Days Overdue (Calculated Field)
· Amount 60 Days Overdue (Calculated Field)
· Amount Greater Than 60 Days Overdue (Calculated Field)
· 2% Overdue Amount (Calculated Field)
ts required for near-term plans
include:
· Volume Discount (Calculated Field)
· Electronic Invoicing (Yes or No)

17. · Electronic Payment (Yes or No)
· When electronic invoices are offered, the same current and
near-term data points as shown above will be included.
· All customer, invoicing, and payment data must be secured,
but accessible to those departments and personnel who have a
need to know.
· UDO, MARIAN, & UDUAK CORPORATION requires the
ability to generate a receipt automatically at the time payments
are recorded. The receipt will be sent electronically to the
organization’s primary contact email address. The receipt must
contain:
· Unique Serialized Invoice Number
· Customer Organization Name
· Customer Street Address
· Customer City
· Customer State
· Customer Zip Code + 4
· Amount Paid
· Date Paid
· Amount Outstanding
· The following company entities need to be able to generate
their own reports as needed:
· CFO
· COO
· Director, Accounts Receivable
· Director, Business Administration
· Accounts Receivable Managers & Staff
· Invoicing Managers & Staff

18. · Sales Managers & Staff
· Marketing Managers & Staff
· Ordering & Shipping Managers & Staff