Halo Solutions Limited

1
Halo Solutions Limited

• Sales Force Automation System
• System Requirement Spec

2
Introduction

• Sales Force Automation System (SFAS) is a system
  that automates the sales activities in a company.
  
• Personal Information Manager,
• Project Explorer,
• Customer Explorer,
• Report and Login Function.

3
Minimum hardware requirement

• Printer
• Computer
• Motherboard Asus CUV4X 694Z AGP-Pro S370 4USB w/o
  A w
• CPU Intel PIII 866EB FC-PGA 133MHz, 256 Processor
  w
• Memory 256MB NEC 168PIN SDRAM PC133
• Floppy Drive 3.5" 1.44M Sony Floppy Drive (W)
• Hard Disk 30GB IBM DTLA-307030 7200RPM 2M HD
• Display Card 32M ASUSV3800TNT2UltraDelaxew/Glasses
  (W)
• Network Card Dual Speed 10/100MBPS Ethernet PCI
  Adapter
• 1st CD-ROM Asus 50X U.DMA CD-ROM (W)
• Keyboard104 Keyboard for Windows 95/98
• Mouse Free PS/2 Mouse  

4
Minimum software requirement

• Microsoft Windows 95/98
• Microsoft Office 2000
• Internet Explorer/ Netscape
• (Java Support Web Browser)
• Anti-Virus Software
• Java

5
Functional Requirement

• There are five main modules in the new system
• Personal Information Manager (PIM)
• Opportunities Explorer (OE)
• Customer Explorer (CE)       
• Report
• Login Function

6
Personal Information Manager (PIM)

• Purpose
• To provide a schedule for users (supervisor and
  his staff) to view their daily, weekly and
  monthlys job duties.

7
Requirement details

• Weekly views shows all seven days schedule
• Monthly view should be a calendar with event
  subjects in the calendar day boxes
• Each time slot represented half an hour. (e.g.
  900 a.m. 930 a.m.)
• Time slots with events should be highlighted

8
Requirement details

• Any users can add events
• Any users can edit or delete the event that he
  added before ,but that event must not be happened
• Any users can add events in previous days but the
  events must be highlighted telling its past.
  That mean the events logged can be changed any
  time

9
Requirement details

• The system must send e-mail to the corresponding
  supervisor when the user had changed the details
  of the event that is past
• Details of the event can be shown in another page
  when the event on the schedule is clicked
• Clients and projects can be selected in the
  detail screen

10
Requirement details

• A link to meeting report will be provided after
  the event happened if a client is selected 
• A link to project progress will be provided after
  the event happened if a project is selected
• Supervisor can view his staff schedule
• Supervisor can add events to his/her staffs he
  supervise

11
Requirement details

• If the supervisor assign the jobs in the time
  slot which already occupied, then, the supervisor
  should ask the staff whether he can work at that
  time or not. If yes, the supervisor can assign
  it, otherwise, the job should be arranged to
  other time slot instead
• Staff cannot edit and delete the event add by
  his/her supervisor
• Alert function should be provided

12
   Opportunities Explorer (OE)

• Purpose
• To provide a schedule for user (supervisor or
  sales) to view the list of all unfinished
  opportunities.

13
Requirement details

• Default screen should be shown all unfinished
  tasks.
• Users can search the opportunities by keywords or
  by date period.
• Any users can add new opportunities
• When a new opportunity is created, E-mail should
  be sent to the supervisor if the user is a staff
• Clicking into an opportunity shows the details of
  the opportunity and the notes

14
Requirement details

• Users can add notes to a project to record short
  conversations, calls, action to be taken, etc.
• Users can update the opportunities with
  pre-defined status such as Under Negotiation,
  Waiting for Purchase Order, Waiting foe
  deposit, etc.
• All notes must be related to this opportunity
  Notes of the opportunities cannot be edited and
  deleted.
•  

15
Customer Explorer (CE)

• Purpose
• To provide a tool for users to add, edit and
  delete customers record.

16
Requirement details

• The default screen should show a drop down box
  for user to select the customer whose data is
  wanted 
• Users can search the customers record by the
  first alphabet in drop down list
• Any users can add new customers record
• E-mail should be sent to the supervisor when
  staff added a new customer

17
Requirement details

• Users can add Notes, Meeting Report, Call
  Record, Visit Record and Comment to a
  customer
• Users can edit the details of the customers
  record if it is necessary.
• Users CANNOT delete any customers record in the
  explorer

18
Report

• Purpose
• To provide a summary or report after each
  meeting, site visit of the project.

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Requirement

• Notes
• To jot down the list that is useful for
  the meeting or project
•  
• Meeting Report
• After each meeting, write a report that
  inscribe the key points and result of the meeting
•  
• Call Record
• When the customer phone in, keep a record
  for further track

20
Requirement

• Visit Report
• After each site visit, sales write a
  report to record the time, place, customers
  brief information, the cause and result of this
  visit
• Comment
• To give a brief describe of the customers
  profile, remarks the key point that is need for
  the customer or project.

21
The requirement details

• The report list needs to be confirmed with the
  clients on further meetings

22
Login function

• Purpose
• To provide a 3-level access rights for
  administrator, supervisor and staff to login the
  system in different purpose.

23
Requirement details

• Administrator can add a user or group
• Administrator can add or delete a user or
  a group which other staff cant
• Administrator can change user information
• Administrator can add, edit, delete or
  update the users information
• Administrator can modify group information
• Administrator can add, edit delete or
  update the group details at any time

24
Requirement details

• Supervisor and staff can edit their information
• User can change their own information but
  they have no access to add,edit and delete
  others information. Only administrator has the
  access to modify others details
• Administrator can change the users password
• Administrator can give a account to a new
  staff with a login name and Password, also
  administrator can change the users password when
  the user forget their own password
• Supervisor and staff can change their password
•  

25
Requirement details

• Administrator can change the access right of any
  user
• Supervisor and staff cannot change their and
  other access right
• A user can be many groups member
• Users access right

26
Conclusion

• The user can clearly see what they need to do day
  by day, week by week or month by month by using
  the Personal Information Manager (PIM).
• The supervisor can arrange the jobs for the staff
  easily by using the scheduler.
• Users can easily check for the customer details
  or create new customer record .
• Report can be easily printed out while there is a
  link to project progress after the event happened
  .
• The login function makes the system more secure.

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• End