Stage_3_Sysem_Design_Specification.docx - Stage 3 u2013...

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Stage 3 – System Design Specification University of Maryland Global Campus IFSM 461 Systems Analysis and Design
Running Head: Stage 3 System Design Specification 2 Precision Electronic Parts (PEP), Inc., is a small private business that manufactures electronic components used in medical equipment. Recently they added to their inventory of products that they produce low voltage motors, reducing energy usage in medical equipment making them more efficient and environmentally friendly. Due to the popularity of their low voltage motors they are seeing a significant increase in the demand in sales. On top of this, PEP acquired another medical equipment manufacturer. Most of the departments within PEP have expanded to accommodate the increase in sales and expansion of the company. Unfortunately, Ordering & Shipping, Inventory Management, and the Finance Departments have remained the same size before the expansion. This has caused a huge strain to keep the business processes moving. Currently the Finance Department is falling behind on invoicing, billing, and payment processing. The invoice, billing, and payment processing system that DJIJ Solutions LLC, is submitting to PEP will replace their current billing processes and invoice, billing and payment system, while being able to handle the current and future demand of the system with the ability to interface with PEP’s other IT systems and business processes. I. FUNCTIONAL REQUIREMENTS PEP maintains a monthly reporting schedule for every division. These reports include invoicing, sales, and payments and collections. PEP desires more efficiency in these reports. They want real-time reporting of sales, invoicing and collections. Below are the functional requirements of the new system DJIJ Solutions Inc, is proposing. These requirements identify the information needed, how the information will be processed, and what type of information can be retrieved. a. Output requirements i. Monthly Invoice Report – this report will display the most current status of the product prices and item codes from the Marketing Department on the 15th of each calendar month. ii. Accounts Receivable Report – this report will display the customer’s payment history. This report is due by the 10 th of each calendar month. This report is processed by the Accounts Receivable (AR) department. AR is solely responsible for keeping the customer’s information updated after payments are received.
Running Head: Stage 3 System Design Specification 3 iii. Collections Report – this report identifies all customers who have not paid or made a payment on their order. The Invoicing Department is responsible for reporting all accounts that are overdue to AR and Sales Department. AR will have the sole responsibility to collect all accounts that are 30 days or more past due.

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