Software Development
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Software Development - South Florida - Fort Lauderdale - Miami - Boca Raton
Business Solution - Efficient Workflow
The following is an example of how technology has improved one Fort Lauderdale business model using MVI technology. To make their staff more efficient which increases their profitability.
This is a powerful business solution that manages the collaborative flow of real-time information throughout a company and vastly simplifies the communication and IT infrastructure required to efficiently manage complex, dispersed business tasks. This network would integrate next generation cross-platform application software, state of-the-art data warehousing and comprehensive web based communications in order to continuously collect data from legacy systems without expensive retrofitting of existing hardware and software. This system instantly consolidates this data and distributes directly to managers via standard Internet connections, pagers or wireless.
Six major benefits:
- Inventory Control Interfacing with existing In-house Legacy Systems
Never sell something you don't have! A real-time inventory system provides multiple benefits
- Automated Shipping, Packing Slips and Client Notification
Automatically produce labels, packing slips and notices to your clients. Automatically generating shipping details and delivery dates
- Secure Order Processing with Online Customer Tracking Capabilities
Complete security against theft of credit card information, while providing clients the ability to go online and determine when their purchased product will be delivered, by what carrier and the date the product was shipped.
- Provide Accounting Records to In-house Legacy System
Provides multiple methods to Integrates purchases into in-house accounting system
- Organization and Productivity
Employees have vital information about customers - contact information, billing history, contract details, prior customer service requests - at their fingertips, all in one central location
- Ease of Operations
This system would reduce errors and take less time to operate while providing superior service and information not available from your existing system.
Details
Develop a business management application that can be used by your staff, management, customers and vendors to enhance your business model. This solution would provide:
- Inventory Control Interfacing with your In-house Legacy Systems
A real-time inventory system provides multiple benefits. This system monitors availability, tracks shipments to clients and provides updated inventory records to vendors and representatives, while providing management the ability to review purchase and shipping history.
- Automated Shipping Labels, Packing Slips and Client Notification
Automatically produce labels, packing slips and notices to the client, provide details and delivery dates for all orders.
- Secure Order Processing with Online Customer Tracking Capabilities
Complete security protection against theft of credit card information. Provides clients with the ability to go online and determine when the purchase will be delivered, by whom and the date shipped.
- Provide Accounting Records to In-house Legacy System
Provides multiple ways to integrate purchases to an in-house accounting system, post new purchases, accounts payable and customer information, all viewable from select workstations.
- Organization and Productivity
Employees need vital information about customers - contact information, billing history, contract details, prior customer service requests - all in one central location Your personnel will spend less time on low-value tasks, like tracking down information and more time on high-value sales and service items that can move your company forward.
- Ease of Operations
This system would reduce errors and take less time to operate while providing superior service and information not available from your existing system, while providing details to a geographically dispersed sales agents, clients or management.
The main focus of this proposal is to address improving the efficiency of workflow. The ultimate goal is to promote efficiency throughout all departments, which allows them to operate smoother and reduce the amount of effort required to process and manage the company.
INVENTORY CONTROL
This section describes the capabilities of a full-featured inventory control system that links all departments together and organizes the product flow. This system is designed to seamlessly integrate with the existing in-house systems.
Online Section of Website
- When an order is placed through the web site, the administrator will be able to track the order until it is received.
- The order will automatically be deducted from the available inventory so that no out of stock products are sold.
- Orders information will flow to the appropriate parties (see Automated Shipping section below).
Purchasing
- When you purchase goods, the administrator will enter the specifics of the order into the inventory section of the site, via the admin section.
- Once the order is entered, the inventory will reflect that new goods are in the delivery process and will estimate the date of arrival.
- If tracking capabilities are available from the vendor, a link to track the order will be displayed for the administrator.
- Once the order has arrived and has been verified by the shipping department, the inventory will reflect the new total available products.
- The administrator will be able to make specific notes about each shipment (e.g. total order received, missing X amount of products, arrived two days late, etc.)
- The vendors will also be able to access appropriate information from the online vendor location. This information will include order history, inventory status, and delivery status. This section can be authorized to vendors only by Admin.
Customers
- Customers will also be able to access additional appropriate information, which include order history, inventory status, and delivery status. This section can be authorized to customers by company's staff.
- Customers will be given an entrance to a password-protected section of the online site and view available inventory for purchase.
- This section is designed to be a service feature for your best customers who need updated information quickly.
Management and Sales
- Management and sales staff can access appropriate sections to view activity and availability from any internet connection 24/7.
- This section is designed to provide information to the management and sales staff to ensure that they have up to date information.
- The administrator determines what information is available, and to whom, through the admin control panel.
ORDER PROCESSING SYSTEM
This section details how an order is processed and how the administrator handles the order once it is received by Vector.
Online E-commerce Process
- Visitors to the website can locate a product either via a site-wide search feature or selecting the category (or sub-category) of their choice.
- The visitor selects the product based on a thumbnail image and short description of the product.
- After the item is selected, the system displays a larger image of the product that appears with a full-featured description of the item.
- The visitor then selects the product for purchase, which is then added to the shopping cart where it will remain until the user is ready to checkout (buy the product).
- The user can view and edit the shopping cart to add more quantity to the product they've chosen or delete an item they no longer wish to buy.
- Once the shopping cart is the way the customer wants it, they select checkout which brings them to the secure order form. This can either be online or offline.
- The customer then enters in the appropriate shipping and billing information and selects submit.
- The site automatically computes shipping charges and sales taxes.
- The client then submits a credit card for online purchases in a secure environment. Emails are sent to the customer, site database and to the site administrator confirming the purchase. The merchant account sends authorization to the administrator reflecting that the money has been deducted from the client credit card and placed into your bank.
- All orders are viewable on the site and held there until the administrator approves/deletes the shipment of the order.
- No order is sent to shipping until approved by the administrator, this order is then marked shipped and remains on the site for review.
Add/Edit/Delete Products
- Administrator of shopping cart will be able to add, edit and delete any product, description, category, price, image and availability.
- When editing products, the administrator will be able to move products to the desired category and change their status (i.e. In stock, out of stock, not available, etc.).
- Administrator will also be able to dynamically create categories based on the levels of inventory (i.e. Specials can be generated if an item becomes surplus).
- When editing products the administrator will be able to change the price and description of the item.
- If a product is no longer available and will not be returning, the administrator will be able to delete the product from the database.
Secure Shopping
- All orders placed on the website will be secure and encrypted with 128-bit encryption.
- All visitors who wish to purchase products on the website will also be given the option to place the order offline, via a printable form.
- Since the processing of the credit card is done online, storing of personal information will be held in the database for later administrative use.
- After each order is completed, the user is returned to the front of the site.
- No credit card numbers will ever be retained in the database.
Automated Shipping
- Once a customer places an order with the secure shopping cart, the administrator is notified via a ticket that an order has been received.
- The purchaser's credit card will automatically be verified and processed with the money being withdrawn from the account.
- When the purchase is authorized the administrator will notify the shipping department via a ticket.
Packing Slips
- When authorization is sent to ship a product, the shipping department will receive the order printed out a packing slip, labels and invoice.
- When the order has been packaged and sent by the shipping department, the administrator will receive notice it has been completed via the 'closed ticket' email
Client Notification
- Immediately following the purchase of a product, the client will receive notification that their order has been received and the estimated time until shipment.
- When the shipping department ships the order, the customer will automatically be sent an email notification of shipment date, carrier and expected delivery date. A tracking number and link from the carrier (the carrier can be automatically chosen by the shopping cart based on weight and location of the order) will be enclosed so the client can verify shipping information.
- The customer will receive this follow-up email stating that the order was shipped, carrier and expected delivery date and a link to the website of the carrier along with the tracking number so they can track their order.
INTERGRATION OF ACCOUNTING RECORDS
This section details the integration between orders and inventory control and the existing legacy-based accounting system.
From Secure Shopping Cart
- After an order is placed on the website, the specifics of that order are sent to the database.
- Once in the database it can be downloaded in multiple formats.
- These files can be imported into the existing in-house accounting system ensuring a logical flow of information and avoiding costly errors.
Information From Inventory Control System
- The data from the inventory control system is viewable and downloadable by the accounting department.
- This data can be compared against orders to verify that they are congruent with what was received or shipped.
- These files can be imported into the existing accounting system ensuring an accurate flow of information and to avoid costly errors.
Accounting System
- This financial information can be integrated into you legacy system. Since all accounting systems operate differently if is MVI job to integrate the two systems so that many management reports can be generated and other uses developed, depending on your needs.
The integration of data into your accounting system requires careful planning between your CFO, accountants and our staff. We would conclude that we could integrate this data seamlessly given the desired results and requirements.
Organization and Productivity
This section details the ticket system that will manage the flow of information and ensure security of sensitive company information.
Management of Workflow
- To link to all departments together and reduce the need to rely on email and paper work orders, a ticket system can be used to make and monitor the status of all requests.
- The ticket system will be linked to the office environment and accessed from any web-enabled computer, anywhere around the world.
- Since only the manager can remove the tickets, they remain in the system until the issue has been resolved.
- Bulk emailing can be used to issue notices to all employees or the notices can be segmented by department (i.e. sales, shipping, ect.)
- Administrator of the ticket system can view and track the progress of all tickets, 24/7.
Security and Organization
- Relegating work-related issues to the ticket system will eliminate email problems and the restrictions of email.
- The ticket system will store all data at an encrypted location, thus ensuring the ultimate security for corporate information.
Strategic Benefits
- Customer service and retention: You can deliver markedly better customer service via ticket system than you can with traditional phone/e-mail support. Your customers will be immediately impressed with your use of this advanced, yet easy-to-use web-based technology - just like the Fortune 500 companies use. This raises customer retention; in addition, sales are increased when you demonstrate your online capabilities to prospects.
- Organization and productivity: Your office will become more efficient, productive, and organized. Employees have vital information about customers - contact information, billing history, contract details, prior customer service requests - all in one central location. Your personnel will spend less time on low-value tasks like tracking down information and more time on high-value sales and service items that can move your company forward.
EASE OF OPERATIONS
This section details how the business management system will provide a vastly simplified use of operations.
Customers
- Web based customer service section delivers multiple benefits that are expected in today's digital world.
- Each visitor to the website will be able to find products through a simplified menu system and the added functionality of a site-wide search feature.
- The user will also receive the added benefit of email notifications and tracking information for their orders. This provides the customer with all the required information and reduces the workload for follow-up.
Staff
- By utilizing the capabilities of the ticket system, staff will be able to work more efficiently.
- The ticket system provides flexibility to staff members who are at remote locations and are unable to use their email to communicate with the office.
- The shipping department will have added control over the flow of orders and will possess real-time information about the current inventory stock as well as upcoming deliveries and shipments.
- The accounting department will have instantaneous access to important information about purchases and accounts receivable.
- No longer will the office staff need to rely on email for important jobs. The ticket system will manage work requests and other administrative tasks in a secure, password-protected environment.
Administrator
- The administrator of will control all aspects of the online business management system.
- The administrator will be able to control the products within the shopping cart and authorize an order to go directly to the shipping department.
- The administrator will be able to assign user rights to staff members allowing or denying access to certain areas of the business management system.
- The administrator will have the ability to view all the information contained with the system including the current inventory, upcoming deliveries and shipments, purchases made on the website, pending work requests, and closed work requests
Web-based Customer Support
- For many companies, "web-based customer support" means nothing more than having an e-mail link or form on their website. By contrast, the MVI system is a fully automated online system that ensures that vital support requests do not get mixed in with other e-mails or accidentally deleted. The ticket system has many benefits. Customers are notified via e-mail each step of the way, throughout the duration of their request. At any time, they can log back in and check the status or update their request. A record of their comments and your staff's responses are conveniently kept for them, allowing them to easily monitor progress and review the status of their request. For the customers, this is an efficient way to make requests and resolve.
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