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					     INFO496

   Deliverable 2

System Requirements

 February 18, 2011




                       Matthew Campbell

                         Matthew Borden

                          Daniel Swinkels

                      Nicholas MacDonald
                                                        Table of Contents




Introduction .................................................................................................................................... 2

Organizational Background ......................................................................................................... 2

Current Processes ........................................................................................................................ 4

New Processes ........................................................................................................................... 22

Requirements .............................................................................................................................. 45

APPENDIX ................................................................................... Error! Bookmark not defined.32

Agenda and Notes ...................................................................................................................... 55




                                                                                                                                  1|Page
Introduction

       The following deliverable is a document that determines the system requirements

pertaining to the Campus Store & Academic Services. The document begins with a

summarization of the previous deliverable, as well as the organizational background.

This is followed by the presentation of 15 current process diagrams and narratives. Next,

future process diagrams are provided along with their narratives. Finally, a list of

requirements related to the system implementation is given.



Organizational Background

       Campus Store & Academic Services is a business owned by Saint Francis Xavier

University, which is located in Antigonish, Nova Scotia. The Bookstore is mainly

operated in order to provide required and optional textbooks to students attending StFX.

However, the Bookstore also sells crested giftware, clothing, office supplies and

trade/speciality books. The Bookstore has existed for many years, but did not officially

become a registered business until March 17th, 1972. Campus Store & Academic

Services currently uses two software solutions that work in unison. “Courseworks” is

used as their Textbook Management System, and “Booklog” as their Point of Sale and

Inventory Management system. These two pieces of software can share information

back and forth. Another piece of software, “SRI” helps gather data and enable data

sharing. These software solutions were implemented in the Summer of 2003, and helped

to alleviate labour costs associated with a paper-based system as well as enabling the

generation of reports. They have been upgraded continuously by their developers.

These systems are the first computer-based information systems to be implemented at

the Bookstore – that goes to say, any previous information systems were paper-based.




                                                                                  2|Page
Other technology used in the Bookstore includes barcode scanners, point of sale

terminals, thermal printers, etc.


       Problem areas that will be addressed by this document involve a lack of certain

functionalities, including the ability to create custom reports. Other problems include

data entry errors, which can lead to inaccuracies in the inventory. Additionally, the

Campus Store continually looks for ways to better serve their customers, and would like

to offer more locations where students can buy their books. Online book selection and

pricing is not available for students that are not registered in distance education courses.

In addition, books that are being purchased back by the bookstore are not listed in any

way for the students. Lastly, the large line experienced at the beginning of a new

semester is a problem area that is being addressed.


       The scope of the project involves customizable report generation, a flexible and

coordinated scheduling system, system automation and data verification checkpoints, as

well as online features such as textbook purchasing and book buyback information. It is

worth noting that an online purchasing and delivery system already exists, however it is

only available to students that are registered in distance education courses. This system

could simply be expanded and tested on a focus group (e.g. nursing students).


       The following is a context diagram for the StFX Campus Store & Academic

Services:




                                                                                 3|Page
Current Processes

       The following is a series of diagrams and narratives that define some of the

current processes that take place at Campus Store & Academic Services. These

diagrams and narratives aim to specify the processes taking place so that we may better

understand the flaws in each one. Through the analysis of each diagram, we can

determine specifically where to make improvements within the process.


Reporting System




                                                                               4|Page
           Current Reporting System

            Manager                    System




          Manager desires
                                    System outputs
           report, selects
                                     information in
            template on
                                    desired template
          Booklog and/or
                                         format
            Courseworks




            Information
           desired that is
               not on
             template?




            Manager sifts
          through exported            Information is
             data to find             exported into
               desired              Excel for manager
             information



         Information is used
             for improved
         business decision-
                making




This process begins with the desire for a report to aid decision making. When the

manager desires a report, they select a template on Booklog and/or Courseworks. The

system then outputs the information in the selected template format. Then, the manager

must decide whether this is enough information. If not, the manager must select another

template, or export the data to dig through it in Microsoft Excel. When enough




                                                                                 5|Page
information is gathered, the manager should be better-equipped for improved decision

making.


Data/Inventory Entry



      Current Data/Inventory Entry

               Staff              System




           Enter new data
           into Booklog or      Data stored in
          Courseworks (e.g.    system for future
          new order comes         reference
                 in)




This activity may begin with an event such as the arrival of new inventory. A staff

member begins the process by entering relevant data into Booklog. The system them

stores the data entered for future reference.


Transactions




                                                                                 6|Page
                  Current Transactions Process

           Student          Banner System          Bookstore Staff




                                                      Bookstore staff
           Student picks                             processes each
         textbooks based                                item with a
        on Banner system                             barcode scanner
              or picks                               and point of sale
           merchandise/                                terminal that
             supplies                                coordinates with
                                                          Booklog




                                    System
                              determines pricing
        Student chooses a
                               of each item and
         payment method
                                 supplies total
                               (including taxes)



                                                      Bookstore staff
                               System accepts
                                                       packs items if
                               payment method
                                                      necessary and
                                and generates
                                                     gives them to the
                                   receipts
                                                         customer




This process begins when a customer (usually a student) picks items such as textbooks

for purchase. In the case of textbooks, the student selects textbooks based on

information provided by the Banner system (linked with the Bookstore’s software,

Courseworks and Booklog). Next, a staff member scans each item with a barcode

scanner that pulls up the proper information via Booklog. The software calculates the

total of all items purchased. Next, the customer selects a payment method. The system

then accepts the payment method and generates receipts for both parties. The

bookstore staff member ends the process by packing items if necessary, and giving

them to the customer.

                                                                                 7|Page
Demand Forecasting (Textbooks)



               Current Demand Forecasting (Textbooks)

           Professor                   System                       Staff




                                       Courseworks
                                     sends out emails
          Professor replies         (called campaigns)          Upload relevant
           with responses            to each professor           current term
            and relevant            registered to teach         course list from
             information              a course – asks              MesAmis
                                      which textbooks
                                      will be adopted



                                                                   Resulting
                                      System stores
                                                              information is used
                                       information
                                                                   along with
                                      gathered from
                                                                 previous sales
                                          emails
                                                                    history to
                                                                 determine the
                                                                quantity desired




Demand forecasting for textbooks begins when the staff uploads relevant current term

course lists from MesAmis using a coordinating component of Courseworks named SRI.

Next, Courseworks sends out e-mails called “campaigns” to every professor that is

registered to teach a course. This e-mail asks the professor which textbooks they are

adopting. Following this, professors reply to the campaign with the relevant information.

Courseworks then stores the resulting information for later use. A staff member of the

Bookstore continues the process by using the information acquired along with previous

sales history in order to determine the correct amount of textbooks to order.



                                                                                    8|Page
Scheduling System



                          Current Scheduling System
                           Manager                               Staff




                      Enter days and hours of
                      work into Campus Store
                      Outlook Calendar, Excel
                    Spreadsheet and Hard Copy




                               Special
                            adjustments/
                          circumstances?




         Adjust Campus Store                              Enter days and hours of
        Outlook Calendar, Excel                           work into Campus Store
      Spreadsheet and Hard Copy                          Outlook Calendar, Excel
              accordingly                               Spreadsheet and Hard Copy




The manager of the bookstore begins the process by entering the days and hours of

work into the Campus Store Outlook Calendar, Microsoft Excel, as well as a physical

copy. There are not many employees, and most employees work the same hours each

week. However, if complex modifications to the schedule are required, adjustments to

the Campus Store Outlook Calendar, Microsoft Excel and the physical copy must be

made. The schedule is then provided to employees for their reference.



                                                                                    9|Page
Book Ordering


INSERT DIAGRAM HERE


INSERT NARRATIVE HERE


Book Buyback


INSERT DIAGRAM HERE


INSERT NARRATIVE HERE


Clothing & Giftware Ordering


INSERT DIAGRAM HERE


INSERT NARRATIVE HERE


Gift Certificate Purchasing




                               10 | P a g e
        Gift Certificate Purchase

         Bookstore              Customer




        Employee sells the
         certificate to the
            customer




        Revenue is placed      Customer has the
          in unearned          ability to use the
         revenue in the        value of the card
        accounting report      at their discretion




          The customer
                               Customer receives
        uses the card and
                                a good equal to
          the revenue is
                                 the value paid
        therefore earned




The process is similar to a regular purchase by any customer however, this process

deals with the accounting fixture of earned/unearned revenue. The customer enters the

store and decides they would rather have store money for either a gift or for a later day.

They exchange the value of the gift card with the amount of money and this revenue is

entered into the accounting formula as unearned revenue because the system has

revenue that hasn’t been reciprocated with any good therefore there is “extra” money in

the system. This process is remedied when the customer decides that they would like to

make a purchase and the sum of the gift card is used.

                                                                                11 | P a g e
Anti-Theft



                           Theft Prevention Process

        Employee                                     Customer




                                                    Customer enters
                                                       the store.



        Employee alerts
       the customer bags
       cannot be opened
             in store



                                                                       Bag can be kept
                                  Bag can be kept
                                                                        up front away
                                    and remain
                                                                             from
                                      closed
                                                                        merchandise




                                                       Customer
                                                    proceeds to shop




         Transaction is
           completed




                                                    Customers exits
                                                     with bag and
                                                     merchandise




                                                                                         12 | P a g e
The theft prevention system at the book store is very effective. The customer enters the

store and has the option of zipping up her purse because the bag is not allowed to be

open in the store. This bag can remain on person whilst remaining sealed or the bag can

be left near the front door on a shelf. The customer will proceed to make a transaction

and then leave the store with the bag and theft will have been minimized.


Demand Forecasting (Clothing & Giftware)




                                                                              13 | P a g e
        Demand Forecast (Clothing and Giftware)

       Management              Customer               Supplier




          Management
         perform surveys
           and assess
          previous sales




                              Customer answers
                                surveys and
                              purchases goods




         Employees take
        note of these and
         determine which
        products are most
             needed




         An order is made
        that reflects these
              findings



                                                       The supplier
                                                    receives the order
                                                      and ships the
                                                      product to the
                                                        bookstore




Management asks the customers what they prefer and how they can best serve the

customer. The customer will then provide feedback in the form of surveys and in the

form of their purchasing record. Employees take these and make a forecast of what is


                                                                            14 | P a g e
most needed. The order is made and the supplier will eventually fulfill that order and this

process should happen repeatedly.


Inventory Monitoring/Management



Current Inventory Management

                         Courseworks
          Staff
                           System




      Check Current
      Inventory Level
      for Given
      Item(s)



                           Update
      Enter Inventory
                           Inventory Level
      Levels into the
                           for Given
      System
                           Item(s)




                           Check Safety
                           Stock Level




                           Determine if
                           Current Stock
                           Level is Low




      Create a               Yes
      Purchase                     No
      Requisition




                                                                                15 | P a g e
This process first begins by identifying one or more items that need to have their

inventory evaluated. Once the item(s) are identified, staff must physically check the store

to count the number of items that are available in inventory. After the count is done, the

staff member will then enter the current quantity on hand into the system which will

check this value against a given safety stock level. If the current quantity is less than the

safety stock, a purchase requisition is created by a staff member.


Online Book Ordering & Shipping




                                                                                 16 | P a g e
Current Online Book Ordering

       Student       Banner/mesAMIS        Staff




     Check
                      Display Books
     “MyBooks” to
                      For Registered
     See Needed
                      Courses
     Books




                      Confirm Order
     Submit a Book    Details and      Process Order
     Order Request    Provide Order    and Payment
                      Number




                                       Determine if
                                       Books are in
                                       Stock




                                                  Yes
                                             No




                                       Order Book(s)
                                       From Supplier




     Receive
     Shipment and                      Receive Books
     Receipt                           Into Inventory




                                       Ship
                                       Requested
                                       Book Order



                                                        17 | P a g e
This process is currently only available to those taking “Distance Courses” at STFX, and

it begins after the student has registered for courses. Once they are registered a student

can check the “MyBooks” section of Banner/mesAMIS in order to see which books they

will need. They will then click “Buy” for whatever books they want and an order will be

created using the billing and shipping information provided by the student. The

bookstore staff will then receive the order and if they have the requested books they will

immediately process the order and ship the requested books to the student. If any books

are not available, they must be ordered from the supplier(s), received into inventory, and

then shipped with a receipt.


Supplies Ordering




                                                                               18 | P a g e
Current Office Supplies Ordering/Shipping

   University Faculty Bookstore Website   Bookstore Staff




     Visit the
     Bookstore
     Website




     Select “Office     Display
     Supply             Supplies Order
     Services”          Form




     Complete
     Order Form




                                           Confirm
     Send Form to
                                           Validity of
     Bookstore
                                           Order and
     Staff
                                           Faculty




                                           Process Order
     Receive Order                         and Send
     and Receipt                           Supplies to
                                           Faculty




                                                            19 | P a g e
This process first begins when a university faculty member realizes they need office

supplies for their classroom or office, so they visit the university bookstore website

(www.mystfx.ca/campusstore). From the website, the faculty member goes to the “Office

Supply Services” section in order to obtain an order form that has many office supplies

and product numbers listed. From this order form, the member of faculty decides which

items they need and the quantity of each. They then send the order form to the

bookstore via fax, email, or in person and the items are then gathered and sent to the

appropriate building on campus.


DVD Ordering & Shipping




                                                                                 20 | P a g e
Current DVD Ordering/Shipping

      Customer       Bookstore Website       Staff




     Visit the         Display DVD
     Bookstore         Type/Year
     Website           Options




     Select the        Display
     Requested         Appropriate
     DVD Option        Order Form




     Complete
     Order Form




     Send Form to
                                         Process Order
     Bookstore
                                         and Payment
     Staff




                                         Ship
     Receive Order
                                         Requested
     and Receipt
                                         DVD Order




                                                         21 | P a g e
This process first begins when a customer (typically a parent) decides they would like a

commemorative DVD of the X-Ring or Convocation ceremony, so they visit the university

bookstore website (www.mystfx.ca/campusstore). From the website, the customer goes

to the “Online Forms” section in order to obtain an order form for the DVD type they

want, and for the correct year. The order form is then completed by the customer and

they then send the order form to the bookstore via fax, email, or phone and the DVD(s)

are then gathered and sent to the appropriate billing address.



New Processes

The following is a series of diagrams and narratives that define some of the future

processes that will take place at Campus Store & Academic Services. These diagrams

build upon the current process diagrams presented earlier in the paper. These diagrams

demonstrate improvements made to each process that aim to increase their functionality

and/or usefulness.


Reporting System




                                                                              22 | P a g e
Future Reporting System

       Manager         CourseWorks     Booklog        Microsoft Excel




                       CourseWorks
     Manager
                       Checks If a
     Requests a
                       Template is
     Report
                       Available


                                     Booklog
                                     Checks If a
                        Yes    No
                                     Template is
                                     Available



                                                       Export Data to
                                      Yes        No
                                                       Excel
                                            No




                                                       Determine If A
     Manager
                                                       Similar Report
     Receives
                                                       Was Done In
     Report
                                                       Excel




     Determine If                                       No
                                                        Yes        No
                                                                   Yes
     Report Is                                                No
     Sufficient


                                                       Use Existing
                                                       Excel
                                                       Formatting for
                                                       Reporting
      No
      Yes         No
            No
            Yes


                                                       Format Data to
                                                       Meet
     Report Is Used
                                                       Reporting
     To Make
                                                       Needs
     Business
     Decisions




                                                                         23 | P a g e
This process begins with the need for a report to aid in decision making, just like the

current process does. When the manager desires a report, they select a template on

Booklog and/or Courseworks. The system then outputs the information in the selected

template format if a template was available. If no template is available, it is necessary to

export the data to Microsoft Excel in order to format it to meet current reporting needs.

The primary difference between this process and the current process is that past reports

will be saved, in order to maintain formatting while only changing the data. This will allow

for less customized reports, which will save time and allow more business decisions to

be made.




Data/Inventory Entry




                                                                                 24 | P a g e
Future Data/Inventory Entry

          Manager                  Staff              Booklog




        Manager
        Receives An
        Order




        Quantity              Order Given to
        Received is           Staff to Update
        Confirmed             System



                              Staff Inputs          Order Data is
                              Data Into             Entered Into
                              Computer              Booklog




                                                    Data Is Stored/
                                                    Database Is
                                                    Updated




This process begins when an order is received by a manager at the campus store. Once

they have checked the order to confirm the quantity ordered was the quantity received,

they pass this order onto another staff member. The staff member then inputs the data

regarding order details and quantity, then Booklog is updated and so is the database.


                                                                             25 | P a g e
Transactions




               26 | P a g e
Future Transactions Process

       Customer         Booklog         CourseWorks          Staff




     Customer                                            Staff Use
     Chooses Books                                       Barcode
     or Merchandise                                      Scanners to
     to Purchase                                         Process Items


                      Booklog
                      Determines
                      Pricing and
                      Taxation


                      System
                      Checks if
                      Order Includes
                      Books




     Customer
                                        Book Inventory
     Accepts Price
                        No        Yes   Levels Are
     and Provides
                             No         Adjusted
     Payment



                      System                             Staff Enters
                      Processes                          Payment
                      Payment                            Details




                      Database Is
                      Updated
     Customer                                            Order Is
     Receives Their                                      Packed (If
     Purchased                                           Needed) +
     Goods +                                             Receipt
     Receipt                                             Provided
                      Receipt for
                      Purchase is
                      Printed




                                                                         27 | P a g e
This process begins when a customer (typically a student) selects items such as

textbooks, clothing, giftware or school supplies. Next, a staff member scans each item

with a barcode scanner that pulls up the proper information via Booklog. The Booklog

software calculates the total price and taxation of all items purchased, ad provides a

sub-total. The system then determines if any books were purchased, and if they were

the CourseWorks system is updated as this software manages inventory for books.

Next, the customer provides a staff member with a payment method. The system then

accepts the payment method and generates receipts for both parties. The bookstore

staff member finally completes the process by packing items if necessary, and giving

them with a receipt to the customer.


Demand Forecasting




                                                                               28 | P a g e
Future Demand Forecasting (Textbooks)

      Bookstore Staff     Banner/mesAMIS         CourseWorks           Professors




       Staff Request
       Current Course
       List                 Current Course
                            List and
                            Professor Data
                            Is Exported         Emails
                                                (Campaigns) Sent
                                                Requesting Which
                                                Books Will Be         Staff Choose
                                                Used                  the Textbook(s)
                                                                      They Wish to
                                                                      Use




                            “MyBooks” is         System Stores
                            Updated To           Textbook
                            Reflect              Selections
       Staff Receives       Changes
       Master List of
       Books Chosen
       For Each
       Course




This process begins when a staff member retrieves current term course lists from

Banner/mesAMIS using a coordinating component of Courseworks named SRI. Next,

Courseworks sends out e-mails called “campaigns” to every professor that is registered

to teach a course. This e-mail asks the professor which textbooks they are adopting.


                                                                             29 | P a g e
Following this, professors reply to the campaign with the relevant information.

Courseworks then stores the resulting information for later use. The “MyBooks”

component of Banner is then updated with the data received from Courseworks. Finally,

a master list of all books being used will be received by a member of the bookstore staff.


Scheduling System




                                                                                  30 | P a g e
Future Scheduling System

      Manager              Staff       System




                                    Calendar
                     Enter Any
                                    Updated With
                     Requests For
                                    Any
                     Accomodation
                                    Accomodations


    Determine
    Number of
    Working Hours




    Divide Hours                    Schedule Is
    Evenly Amongst                  Created in The
    Employees                       System



    Check For
    Employee
                                    Determine if
    Accomodation
                                    There are
    Requests
                                    Accomodations




    Modify
    Schedule As
                                      Yes
                                      No         Yes
    Needed
                                            No




                                    Confirm Final
                                    Copy of
                                    Schedule

                     Check
                     Schedule For
                     Upcoming
                     Week(s)




                                                       31 | P a g e
This process begins with employees entering any possible accommodation requests

(time-off requests, special break times, etc) into the system. The manager then

determines how many working hours there will be, and uses this data to evenly divide

those hours amongst the few staff members. A rough-copy of the schedule is then

created and the manager must review the calendar for any accommodation requests. If

there are accommodation requests, the manager must made adjustments until all

requests are fulfilled and all working hours are filled. This will create a final copy of the

schedule, and staff members will then check this schedule.


Book Ordering




                                                                                   32 | P a g e
Future Book Ordering

          Staff       Banner/MesAmis     CourseWorks          Supplier(s)




                       Determine
     Gather Master                       Check Historical
                       Class Size To
     List Of Books                       Sales For Each
                       Decide Quantity
     For Next Term                       Book
                       Needed




                                         Determine If
                                         Class Size Has
                                         Changed For
                                         Each Class


     Use Historical
     Sales Date To
                                           Yes
                                           No          Yes
     Determine
                                                 No
                                                 Yes
     Order Quantity



                                         Use Historical
                                         Data But Also
                                         Account For
                                         Change In
                                         Class Size



                                         Provide
                                         Determined
     Create A                            Order Quantity
     Purchase Order
     For Needed
     Books
                                                             Process
                                                             Purchase
                                                             Order, Send
                                                             Books and
                                                             Invoice
     Receive
     Shipment and
     Invoice
                                                             Receive
                                                             Payment for
                                                             Purchase Order

     Send Payment
     For Purchase
     Order




                                                                              33 | P a g e
This process first begins when a bookstore employee gets the master list of books that

will be used for the upcoming semester. The employee then checks Banner to get class

sizes for each book, in order to get an idea for the needed order quantity. The staff

member then reviews historical sales data stored in the Courseworks database. They

then determine if class size has changed since the last time the book was sold, and if it

has they adjust the historical sales data in order to correct for the class size. If class size

is the same, they use the historical sales data in order to create a purchase order. The

order is then sent to the supplier(s), who process the order, send items and an invoice.

Once the bookstore receives the books, they pay the supplier and the process is

complete.


Book Buyback




                                                                                   34 | P a g e
Future Book Buyback

        Staff       Banner/mesAMIS           System              Student




    Gather Master     Retrieve
    List Of Books     “MyBooks” Data
    That Will Be      For Each
    Bought Back       Student

                                        Cross-List
                                        “MyBooks” with
                                        Master List To Get
                                        A List of Books for
                                        Each Student


                      Gather Email
                      Information For
                      Each Student
                                         Send A
                                         Customized List
                                         Of Buy Back
                                         Books to Each
                                         Student
                                                              Review List To
                                                              See If Books
                                                              Can Be Sold
                                                              Back to the
                                                              Bookstore


    Provide Cash
    To Students                                               Bring Books To
    and Accept                                                Bookstore To
    Books                                                     Sell




                                                                     35 | P a g e
This process also first begins when a bookstore employee gets the master list of books

that will be bought back to the campus store or wholesalers. A list of “MyBooks” for all

students is then retrieved from Banner, and it is cross-listed with the master buy back list

to determine which books will be bought. Email information is then retrieved from

Banner, and a customized list of books is emailed to students to let them know if they

have these books, the campus store will buy them back during given dates. Students

then decide which books they have, and want to sell, and they bring these books to the

bookstore who pays them.


Clothing & Giftware Ordering




                                                                                36 | P a g e
Future Clothes and Giftware Ordering

          Staff           Booklog           Supplier(s)




     Identify Items    Check Historical
     That Need to be   Sales For Each
     Ordered           Item




                       Determine If
                       Sales Have
                       Dropped/
                       Increased for
                       Each Item

     Use Historical
     Sales Date To
                         Yes
                         No          Yes
     Determine
                               No
                               Yes
     Order Quantity



                       Use Historical
                       Data But
                       Account For
                       Change In
                       Sales



                       Provide
                       Determined
     Create A          Order Quantity
     Purchase Order
     For Needed
     Items
                                           Process
                                           Purchase
                                           Order, Send
                                           Goods and
                                           Invoice
     Receive
     Shipment and
     Invoice
                                           Receive
                                           Payment for
                                           Purchase Order

     Send Payment
     For Purchase
     Order




                                                            37 | P a g e
This process first begins when a bookstore employee identifies items that will need to be

ordered. The staff member then reviews historical sales data stored in the Booklog

database. They then determine if sales have changed since the last time the item was

ordered, and if it has they adjust the historical sales data in order to correct for the

change is sales. The order is then sent to the supplier(s), who process the order, send

items and an invoice. Once the bookstore receives the items, they pay the supplier and

the process is complete.


Gift Certificate Purchasing




                                                                                   38 | P a g e
This process will remain more or less the same. This is because this would be

considered more of a support function to the current system in that gift cards would be

sold in order to use that data in the new forecasting system.


Anti-Theft




                                                                              39 | P a g e
This system will remain the same. This is because through interviewing Ginger Fitt, we

realized that theft makes for extremely small losses in revenue; the small amount of theft

would not warrant any action until theft increases to 2% higher. This process is

mentioned in the report only because it was suggested earlier that an RFID triggered

alarm system could lower the crime rate but as we’ve found, the current system has

lower levels of theft than the system could stop.


Demand Forecasting (Clothing & Giftware)



                                                                              40 | P a g e
The new system would allow for this process to be expedited. This is because there are

currently redundancies and wait times with her data mining which is often incomplete.

Therefore, The customer would respond to the surveys outlined by the staff. This would


                                                                             41 | P a g e
give the staff data which would be placed into the system and better data mining would

result in better results. Then, the order would be made to the supplier and this system

would repeat on a macro level.


Inventory Monitoring/Management




The staff will proceed to sell the inventory to the various customers. The system will

track the level of inventory in the store and this system will alert when there is a

deficiency in stock level. The order can be sent to the the supplier with time to spare

before the product runs out. The inventory will be registered into the system when it

arrives and the process will repeat.


                                                                                  42 | P a g e
Online Book Ordering & Shipping




The customer determines which books are needed by their course. They then proceed

to enter their credit card numbers into the online page. This company then sends the

products to facilities management and the customer in order to facilitate the delivery.

The customer picks up the product and a confirmation is sent to the bookstore to ensure

that the system has worked.


Supplies Ordering


                                                                                43 | P a g e
Future Office Supplies Ordering/Shipping

   University Faculty Bookstore Website   Bookstore Staff




     Visit the
     Bookstore
     Website




     Select “Office     Display
     Supply             Supplies Order
     Services”          Form




     Complete
     Order Form




                        Send Form to
                        Bookstore          Confirm
                        Staff Via The      Validity of
                        Bookstore Site     Order and
                                           Faculty




                                           Process Order
     Receive Order                         and Send
     and Receipt                           Supplies to
                                           Faculty




                                                            44 | P a g e
INSERT NARRATIVE HERE


DVD Ordering & Shipping



                                DVD Ordering & Shipping

            Students                      System                 Bookstore




                                         System stores              Bookstore
            Student fills out
                                        form information        manager gauges
           relevant forms on
                                           for use by           demand based on
                Campus
                                         Bookstore staff         quantity of forms
          Bookstore Website
                                           members                   received




                                                                 Bookstore staff
                                                                 member fulfills
                                                                order(s) as soon
                                                                  as possible




The process for ordering an X-Ring DVD is similar to many transactions at the store.

However, this process is a more lengthy process than the others. The customers begin

by logging into the Bookstore's website and filling out the necessary forms. The staff will

sell the DVD to the customer once there is stock. The form is needed to gauge the

demand as this product is a more specially tailored one.




                                                                                     45 | P a g e
Requirements

The following is a series of tables that represent requirements for the new processes.

These requirements specify what is necessary in order to implement changes to the

current processes. Each table represents either a functional requirement (process or

data related), or a technical requirement. The goal of these tables is to provide a

guideline that enables the implementation of each future process that was defined earlier

in the paper.


Requirement     F1
number:
Requirement     Student planned purchasing data
title:
Requirement     Describes the textbook purchasing plans for students
text:
Requirement     Functional - Data
type:
Requirement     Students enter their textbook purchasing plans into a survey, therefore the
details and     system must provide the bookstore with information regarding:
constraints:    Textbook number
                How many students are buying each textbook from the bookstore
Revision        02/18/2011
date and        Version 1.0
revision
number:
Criticality:    Must


Requirement     F2
number:
Requirement     Reporting data
title:
Requirement     Describes professor and student needs for books
text:
Requirement     Functional - Data
type:
Requirement     Students and professors request books from the bookstore therefore the system
details and     must generate a report to assist with purchasing. The following information is
constraints:    required.
                Professor Name & ID
                Course Number & Title
                Textbook number

                                                                                    46 | P a g e
               Quantity of books requested
Revision       02/18/2011
date and       Version 1.0
revision
number:
Criticality:   Must


Requirement    F3
number:
Requirement    Data entry error checking
title:
Requirement    Describes the logic to be implemented to ensure that data entered into the
text:          system is accurate
Requirement    Functional - Processing
type:
Requirement    When staff is entering data into the system, another staff member is required to

details and    confirm its accuracy. This new process requires the system to:

constraints:   Prompt the user with a screen after data entry that asks for the username and

               password of another staff member to ensure accuracy of data.

               If username and password is correct, the data is entered into the system

               If username and password is incorrect, 3 attempts are allowed.

               If username and password is still incorrect, data must be re-entered.

Revision       02/18/2011
date and       Version 1.0
revision
number:
Criticality:   Must




Requirement    F4
number:
Requirement    Provide survey for students buying books
title:
Requirement    Describes the logic implemented when providing students with online survey
text:
Requirement    Functional - Processing
type:
Requirement    After online course registration, the student is given a survey to complete.

                                                                                       47 | P a g e
details and    During this process, the system will:
constraints:       - Retrieve textbook information for the courses in which the student is
                       enrolled
                   - Display required texts and optional texts recommended by the professor
                   - Prompt the student with the question “will you buy this text book from
                       the campus bookstore (Y/N)?
Revision       02/18/2011
date and       Version 1.0
revision
number:
Criticality:   Must




Requirement    F5
number:
Requirement    Student survey completion
title:
Requirement    Describes the logic implemented when surveying students about textbook
text:          purchasing
Requirement    Functional - Processing
type:
Requirement    Once the student completes the planned purchasing survey, the system will:
details and        - Store responses
constraints:       - Use these responses when generating specific reports
Revision       02/18/2011
date and       Version 1.0
revision
number:
Criticality:   Must


Requirement    F6
number:
Requirement    Manager selects specifically desired information to be included in the report
title:
Requirement    Describes the customization of queries and reports.
text:
Requirement    Functional - Data
type:
Requirement            Manager specifically indicates to the system what information he wants


                                                                                    48 | P a g e
details and            to include in the report and queries.
constraints:        The system must allow customization when manager include
                       information in a report.
                    System must process queries and provide results to the manager.
Revision       02/18/2011
date and       Version 1.0
revision
number:
Criticality:   Must




                                                                               49 | P a g e
Requirement    F7
number:
Requirement    Part time staff data
title:
Requirement    Describes part time staff information
text:
Requirement    Functional - Data
type:
Requirement            Manager hires part time staff and inserts information into the system.
details and            Manager includes part time information into the schedule.
constraints:
Revision       02/18/2011
date and       Version 1.0
revision
number:
Criticality:   Must


Requirement    F8
number:
Requirement    Creating schedule
title:
Requirement    Describes the creation of new schedule including part-time staff.
text:
Requirement    Functional - Data
type:
Requirement           After the information is gathered, the manager decides which days and
details and            hours the full-time and part-time staff will work based on availability.
constraints:        Manager creates new schedule and provides it to the staff.
Revision       02/18/2011
date and       Version 1.0
revision
number:
Criticality:   Must




                                                                                    50 | P a g e
Requirement    F9
number:
Requirement    Student locates books and approaches the cashier
title:
Requirement    Describes the process of locating books and paying the cashier
text:
Requirement    Functional - Data
type:
Requirement         Students locates their books
details and         Students choose their books based on price
constraints:        Students approaches to cashier to pay for the books.
Revision       02/18/2011
date and       Version 1.0
revision
number:
Criticality:   Must


Requirement    F10
number:
Requirement    Manager decides to hire par-time staff
title:
Requirement    Describes how manager hires par-time staff if the store hours or days are
text:          expanded
Requirement    Functional - Data
type:
Requirement           Manager must identify if fulltime is available for the expanded hours or
details and            days.
constraints:        Manager must hire part time staff if full time staff is not available to
                       work.
Revision       02/18/2011
date and       Version 1.0
revision
number:
Criticality:   Must




                                                                                    51 | P a g e
Requirement    T1
number:
Requirement    Display system messages
title:
Requirement    Describes the technical aspects to displaying system messages
text:
Requirement    Technical
type:
Requirement    A system message must appear when staff members input data into the system,
details and    which asks them to double check the accuracy.
constraints:   The person double checking the data must be able to enter their username and
               password as well.
               This message must appear on any computer that is used for entering data.
Revision       02/18/2011
date and       Version 1.0
revision
number:
Criticality:   Must


Requirement    T2
number:
Requirement    Survey support
title:
Requirement    Describes the technicalities of supporting multiple users of the online survey for
text:          students during the registration process
Requirement    Technical
type:
Requirement    The survey must:
details and        - Be able to allow multiple students to complete at once
constraints:       - Allow each student to complete only one survey
                   - Allow reports to be generated using the data obtained from the surveys
Revision       02/18/2011
date and       Version 1.0
revision
number:
Criticality:   Must




                                                                                     52 | P a g e
Requirement    T3
number:
Requirement    System Integration
title:
Requirement    Describes the integration of the new system into the current system
text:
Requirement    Technical
type:
Requirement         -  Online student survey must integrate fully with the banner registration
details and            system already in place
constraints:       - Customized reporting must integrate fully with current reporting system
Revision       02/18/2011
date and       Version 1.0
revision
number:
Criticality:   Must



Requirement    T4
number:
Requirement    System processes queries and provides results
title:
Requirement    Describes the integration of the new system into the current system
text:
Requirement    Technical
type:
Requirement           System must allow manager insert any type of information in the report.
details and           System must processes queries after manager has selected specifically
constraints:           the information in the report.
Revision       02/18/2011
date and       Version 1.0
revision
number:
Criticality:   Must




                                                                                     53 | P a g e
Requirement    T5
   number:
Requirement    Determination of books purchased and location
title:
Requirement    Describes how the banner determines which books the student should purchase
text:          and at what store
Requirement    Technical
type:
Requirement           Banner must identify which text book the student requires for his/her
details and            course.
constraints:        Banner must give the location of the store where the books are located.
Revision       02/18/2011
date and       Version 1.0
revision
number:
Criticality:   Must




                                                                                 54 | P a g e
Appendix (Agenda and Notes)


StFX Campus Bookstore Interview (January 27, 2011)



       Participants in this interview include Ginger Fitt (Bookstore Manager), Nicholas

MacDonald, Matthew Borden, Dan Swinkels, Matthew Campbell. The interview was

recorded via audio and transcribed at a later time. This interview pertained to questions

concerning the current software solutions used by the Bookstore, as well as proposed

ideas that might improve the services offered by the Bookstore.



NICK – We know that you use NowPrepay?

GINGER – Mhm

NICK – And it uses codes to distribute E-Books?

GINGER – Yes – sometimes

NICK – Can you tell us more about this service? Do you log in from a website?

GINGER – It’s a web-based product, a downloadable piece of software stored on the

system.

NICK – Do you get e-book codes from most of the publishers?

GINGER – They choose which ones we’re gonna use and they have to be adopted by

faculty. You can’t just come in and say what you want. The faculty needs to say we’re

gonna have the book. Predetermined by them.

MATT – Does this work with anything else or is it standalone?

GINGER – It’s standalone – something could be invented along those lines but some

publishers just choose to use NowPrepay which is 3rd party.




                                                                               55 | P a g e
DAN – Did you guys notice a decrease in sales due to e-books being more popular?

GINGER – Yeah a little, sometimes the faculty will choose the e-book since it’s cheaper.

Revenue-wise things have gone down but overall, not so bad.

NICK – We know that you’ve been using CourseWorks and Booklogs and that they work

together (since 2003), but do they have a shared database?

GINGER – There is one component – CourseWorks only works with textbooks and

course adoptions. It talks to MesAmis with another piece of software called SRI. We can

then upload the information like which teacher is teaching which course and which

textbooks they are planning on using. Then BookLog talks to CourseWorks just about

the textbooks, and holds its own database about stuff in the store (like a book about

Mickey Mouse). CourseWorks does not sell anything – it’s all an inventory management

system. BookLog is the P.O.S. and talks to CourseWorks about the books.

NICK – What do you think about the prospect of an online purchasing system that may

be integrated with Banner?

GINGER – Years ago we tried this and failed miserably. We weren’t set up at the time.

Students were not allowed to register until approximately August 18th, so it just wasn’t

enough time to fulfill the book orders that fast. However now that registration is earlier,

we could do something like that (Right now you can buy books for distance courses). In

baby steps it is happening. If we did it, we would use a test group and try it again in the

future.

NICK – What do you think about the prospect of a book delivery system?

GINGER – It would take more than just a decision by us – it would take a decision by

somebody like management facilities. We could definitely pack the books and get them

ready, but it would take someone to deliver them. It would also be a security issue if we

have the books sitting in a room for 2 weeks. So there are some things that would be

worked out – who would do it and what about security.

                                                                                 56 | P a g e
NICK – What do you think about the e-book industry moving in – do you think that’ll

change the way the Bookstore works in about 5 years?

GINGER – Yes. Some people are different in the way they want to read, but for things

like non-required books I think it’ll be going towards the e-book definitely. That and I still

see that as people grow, e-books will get more popular. It’ll probably not totally get rid of

books, but it’ll probably change the mix. Maybe half-half? And it’s better for the

environment!

NICK – Who is currently responsible for upgrading the current systems?

GINGER – TSG. I will get all the information and then send it to TSG, and it depends on

what we’re upgrading who’s doing it.

NICK – If you were to upgrade to a new software solution (maybe an open-source),

would they still be in charge of that and do you think they’d be capable of implementing

it?

GINGER – No I think that staff is too thin for that – they could do a few things but

probably would refuse or would not have the resources to do it, or make the bookstore

pay for it.

NICK – Would you like any added functionality with the current system, like additional

custom reports?

GINGER – Uhm yeah, we can generate reports but they’re kind of ugly and I would like

to do a few more reports. You can pull the data but you have to export the data to Excel

and play with it a lot. It’s not as user friendly as it could be, and I’ve been asking for

them. They’re good to work with (CourseWorks). They pay for the certificates that you

guys win during buyback.

NICK – Do you think that there’s a need for any change to the current system, or the

need for a new system?



                                                                                    57 | P a g e
GINGER – We can work with this one because it’s so fully integrated with Banner, but if

we moved away from Banner it wouldn’t be good. The data used to be manually entered.

Paper-based. The key component, SRI, updates all of the information for us. Down the

road if we found something cheaper, it would be nice. It’s not cheap. We have a per-

license fee. One thing that helps a lot with the current system is that all of the adoptions

used to also be in paper form. We’d have to print off letters and sheets that said the

profs and the books they wanted to use. Now it’s all done in the system via an e-mail

component. It picks all of the profs teaching courses this term and asks them if they’re

still using this book for this course. It removes all of the paper-based labor. Storage is all

done via e-mail too. The odd person will print it off, but I might get like 5 or 10 of those.

The rest will use the e-mail. Things like that keep resources and labor down. Keeping

costs low is key.

MATT – Is that information used for the book buybacks? So would it be theoretically

possible for us to see online if our books would be able to be bought back? I know I have

to bring all of my books and sometimes they only buy 1-2 back.

GINGER – There’s a list… I’m thinking that if TSG was willing to create a report similar

to the MyBooks view… It would be another piece of the table; it really should be able to

generate that. It’s not happening but I can’t see why not. It would just be a link. We can

see it, that’s how we get our lists, so I don’t see why it couldn’t be done. TSG would just

have to write the code. It doesn’t seem that difficult. It would be very user friendly and

helpful for the students. There’s 2 things about the book buyback here -- we do a big

book buyback, as we buy the textbooks back in addition to the wholesaler. Other places

do the most popular books and maybe the wholesaler. We try to do one on everything.

And for us, it gets the books off the street. We can tell how many do and don’t come

back, so we know what’s out there. It is a business! Everything that we can do – whether

being strict about returns, about bags… keep costs low.

                                                                                   58 | P a g e
MATT – Yeah in many businesses theft is crazy.

GINGER – Ours is actually very low. We were offered a security system and they said it

would make the theft level so and so low, but ours was already lower.

NICK – Yeah we discussed this briefly but remembered that you said that theft was low,

so we ditched it.

MATT – There’s a lot of trust, too.

GINGER – Yeah we just implemented the “Zip it” policy – zip purses in the store and it

can stay with you, if it’s unzipped it has to go up front. Creates some more trust with

people. So if I’ve missed anything or not answered the question properly, just e-mail

me! Saves you from trying to meet again.

NICK – Thanks for your time!



The following is a list of questions that were prepared for the above interview:


Interview with StFX Campus Bookstore


   We already have details concerning the Bookstore’s background, so we’ll jump

straight into some questions concerning some potential changes to the Bookstore’s

business processes and strategies.


   1) Now Prepay – it uses codes to distribute e-books – can you tell us more about

       this service?

   2) From previous work on another Bookstore project, we know that you have been

       using Courseworks and Booklog since approximately 2005. We also know that

       you said that they work together, but do these software solutions use the same

       database? Does the current software configuration have any shortcomings? If

       you were to switch to a new software solution, how would you feel about losing



                                                                                   59 | P a g e
   the wholesale and gift certificate benefits that you currently gain from your

   software solution? Do you feel that your staff will have a hard time coping with

   changes associated with the implementation of a new software solution?

3) What do you think about the prospect of an online purchasing system, which

   might include the purchasing of textbooks through Banner during registration?

   Students could opt out of purchasing online if they decide to look for the textbook

   elsewhere, or purchase it in-person at the bookstore. This could include benefits

   such as cutting down on the large lines associated with the start of each

   semester.

4) What do you think about the prospect of a book delivery system? This may be

   integrated with an online purchasing system (as mentioned before). Book

   delivery could include transporting bundles of textbooks to the rooms of students

   who live on-campus. Otherwise, students living off-campus could pick up their

   bundles from the bookstore without having to select and purchase them. This

   could also provide the benefit of shorter lines associated with the start of each

   semester.

5) What are your thoughts on moving in on the e-book industry, and perhaps

   purchasing rights to sell e-books? We have also been wondering about whether

   the University would be interested in pursuing a contract in order to secure iPads

   for students (in unison with offering e-books). We believe that e-books could be a

   lucrative business and may redefine the way bookstores work in the coming

   years.



6) Of the topics that we spoke about so far, which would you consider to fit the

   scope of a change to the Bookstore’s business processes and/or strategies?

   That goes to say, which changes do you believe would be both useful, and

                                                                            60 | P a g e
   feasible to implement in a short enough time to avoid experiencing problems

   during a busy start of a semester, for example.



7) Who is currently in charge of managing the upgrading of the current software

   solutions for the bookstore? Would this person be capable of coping with the

   implantation of new software solution?



8) As a follow-up, we were potentially considering an open-source ERP solution. Do

   you feel that this would be too technical of an approach for the bookstore? What

   if TSG was to lend aid to the bookstore?



9) Do you feel the need for any additional data input or functionality that is not

   offered by the current system?



10) How would you describe the usability of the current system? Would you and/or

   the staff desire that a new system is easier to use?




                                                                             61 | P a g e
   StFX Campus Bookstore Interview (September, 2010)



           Participants in this interview include Ginger Fitt (Bookstore Manager), Ivan

   MacLean, Martin Andrade, Nicholas MacDonald. The interview was sent via e-mail, and

   a response from Ginger followed. This interview pertained to the organizational

   background of the Bookstore.


1. Brief history of the company

a. Ex: How long has the bookstore been in business?



   The Bookstore has been around in one form or another for many, many years. Prior to

   moving its existing location in 1972 (the Bookstore was “registered” since March 17th,

   1972), it was located in Confucius Square and was in the old “Coupe” variety store.



b. Who started the business?



   Although, the Student union may have had some involvement with the store many, many

   years ago, since the Bookstore became a Registered Business it has been owned by the

   university itself.



c. How/why did it start up?

   Being a university and a place of academic pursuit, there was a need for a common

   place to purchase textbooks.



2. What business are you in?




                                                                                  62 | P a g e
   We are in the business of providing textbooks (and other optional academic resources)

   that students require for their courses. We also provide school and office supplies to

   departments and students and sell crested clothing and giftware. We are also

   responsible for the Post Office and the provision of Academic Regalia.



3. What is the purpose of the business? Is there a mission statement? Values? Company

   vision?

   The main purpose of the business is to satisfy the textbook requirements of the student

   body in a timely and reasonable manner. There is no formal written mission statement,

   but the staff understands the values and vision of the store. Understanding that many

   textbooks can be quite expensive and having very little control over the price, we want to

   be able to offer the students value in other ways – for example, ease of obtaining the

   books, courteous, caring staff, being efficient in other manners that help us keep other

   prices as low as possible, offering reasonable prices in areas where we have more

   control – i.e. clothing and giftware.



4. What is your target market?

   For textbooks – students

   For school and office supplies – staff, faculty, and students

   For crested giftware, clothing and trade books – students, alumni, staff, faculty, and the

   general public




   Company size

a. Number of employees



                                                                                   63 | P a g e
   Full-time – 5 full time staff, plus one unfilled FTE (being filled by temporary staff), and

   one 10 month contract position; plus 2 full time staff work in the Post Office

b. Optional: Financial Data (Sales, revenue, expenses?)

   Cannot provide at this time.

c. Store size

   I will email you this ….




   Background – Current Information Systems


1. What sort of information system are you currently using?

   We use Courseworks as our Textbook Management system and Booklog as our Point of

   Sale / Inventory Management system.



2. Why does the bookstore use the information system that they do?

   It was in place when I started here in late 2005/early 2006 and the two pieces of

   software work in unison. They were put into use in the summer of 2003 and have been

   upgraded consistently since then. We continue to use the systems because the staff is

   familiar with them and because the company that owns the software, Follett Higher

   Education, is constantly striving to improve functionality wherever possible and have

   been supportive when we needed it. This same company also works as a wholesaler

   giving the students another avenue to sell textbooks if we are not buying them during

   any given used book buyback and they provide financial support to enable us to give out

   gift certificates during our Used Textbook Buyback. They also have great company

   representatives that assist us during Inventory time and whenever else we need it.

a. What problems did it fix?




                                                                                      64 | P a g e
   It is my understanding that it was the first real inventory management system used so, of

   course, there were many benefits. When I first came over as manager, I could tell right

   away that there was an abundance of over-ordering so I could see right away that this

   system was going to help control that.



b. What opportunities did it provide?

   Having an inventory management system allows you to answer many questions quickly.

   How much of ITEM A do we have? How much have ITEM B have we sold this year?

   Last year? Yesterday? How much of ITEM F is on backorder? How many times have

   we ordered ITEM R and how many did we receive each time? What are our total sales

   in a given time period on a given group of items or collectively on all items? Etc. With

   information comes better decision making.



3. What kind of technologies does the bookstore use? (barcode scanner, etc)

   We use barcode scanners in conjunction with Booklog, our POS and thermal printers.



4. What system hardware is the bookstore implementing in their information system?

   (computers, database, routers, etc)

   We use computers as our POS entry, but these are communicating with separate, yet

   communicative Booklog and Courseworks databases that are stored on servers

   maintained and updated by the TSG Systems and Infrastructure staff. We have had

   routers in the past, but had new data lines installed to avoid the use of routers and

   further prevent data communication breakdowns. We also use thermal printers and

   printers with our systems.




                                                                                   65 | P a g e
   Problems


1. Please specify in detail any problems you would like to see fixed (not just technical

   problems)


   Problems with:


a. The system (technical)

   There are a couple of additional reports I would to be able to produce. I would also like

   to be able to maintain better “size” inventory and statistics for our clothing. It would be

   nice if the system allowed me to design my own reports.

b. Schedules

   Our work schedule is currently very easy to maintain as most staff work the same

   schedule each and every day of the week, Monday through Friday. If we ever expand

   days of the week or hours of the day then I can see the scheduling perhaps becoming a

   bit more of an issue.

c. Procedures

   I have spent a lot of time over the last 5 years, with the assistance of staff, in developing

   better processes and procedures to deal with our “work”. This allows staff to have less

   “guess-work” in their day to day activities. The only thing I think we can do better here

   as a group is document better (although this, too, is improving).

d. Sales

   If Publishers would offer some of the discounts to Educational institutions that we often

   believe they offer to trade suppliers, then we would be able to pass these savings on to

   the students. Again this works for us both – we get to keep the sales of materials and

   books ‘in-house’ and students get access to timely and less costly materials and books.

e. Inventory



                                                                                     66 | P a g e
     Most of our problems with inventory (loss/shrinkage/access) are due to data entry.

     These are human errors and, although I have a great group of staff, they/we can and do

     make mistakes. Therefore, the only thing I can do here is promote that accuracy to me

     is more important, and in the end, efficient, than trying to be quick. However, we also do

     experience a minimal amount of theft, as well.




f.   Suppliers

     Suppliers are increasingly aware of the competition and seem to try harder and harder to

     satisfy their clientele. Put simply, we support the ones that provide good prices, good

     quality and good service and move on from the ones that do not.

g. Store layout

     Given a lack of financial constraints (which we currently do not have the luxury of

     enjoying), having a new store with a new layout is our dream, but we would definitely

     take an old space that is remodeled it that opportunity ever presented itself. We are

     located in a basement and beneath the cafeteria so that creates some climate

     challenges for both our staff and our merchandise. Until I came here in 2005/2006, the

     store had been the same for over all the years that it was in this building. Since then, we

     have added fresh paint, new fixtures and a bit of reconstruction within a small budget,

     but it could still certainly be improved. I think we did a good job with the space that we

     have, but having more space or at least more usable space would help us display our

     merchandise better and help us display and label our textbook section better. Anything

     that helps 4000 + students find their textbooks easier in a very short period of time would

     be an improvement for us and for the students!!



2. Are there any opportunities that you feel should be acted upon?

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   Obviously, there are always opportunities

a. How can the bookstore better serve its customers?

   To reiterate above, I think we try our best, HOWEVER, if we had an opportunity to have

   an improved space and layout of space with better labeling that this would help the

   students. Ultimately, most people, students included, do not always want someone over

   their shoulder assisting them to locate their items (i.e. textbooks), but are often forced to

   because we have so many books within a confined space.

   Also, we do have a Frosh Bookstore that is open once per year, but perhaps there are

   opportunities to expand and offer more locations and/or separate locations – these are

   all ideas that we contemplate and consider. Ultimately, we just want students to be

   happy with the service we provide to them and hope they get value from that service.



b. New products and/or services?

   We are always open to new products and/or services requested by our customers

   assuming there is enough interest. We try to proactively pay attention to what is “hot” in

   terms of merchandise and textbook offerings and methods (i.e. codes, digital works, etc)

   and offer a variety of choices whenever we are able to.


   Background – Sponsor


1. What is your name and position?

       My name is Ginger Fitt. I am the Manager, Campus Store & Academic Services.



   2. How long have you been working here?

   I have been working here unofficially in an Acting Position since approximately October

   of 2005 and officially as the manager since May of 2006.




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3. What are your job requirements? (What do you do on an everyday basis?)

Overall, I am responsible for area policy and process creation and implementation – this

is true for all of my reporting areas - currently the Campus Store and the Post Office. As

well, I am responsible for implementing the defined mandate of the university and

optimizing area operations as defined by the Director Ancillary Services and other upper

management. The Campus Store has regular activities as well as project oriented

activities which must be done and/or monitored; my staff members rely on me to provide

direction regarding these activities. It is expected that I produce innovative solutions to

assigned area issues and that I am proactive in improving student and staff experiences

with the services offered. Obviously, I am expected to produce positive financial results

as outlined by the Finance Department.



On a daily basis, I am the “go to” person for all questions from other staff. I maintain

cash control in terms of the registers and floats and approve all invoice payments. I

make all decisions on giftware and clothing right down to the designs used, colors

chosen, and quantities ordered. I approve all orders for in-stock and special orders for

trade books and supplies and anything beyond the normal method of business for

ordering textbooks. I decide on promotions and merchandising, but am always willing to

work with other staff and any ideas they have. I hold staff meetings with my staff and

attend meetings with my management team. I provide quotes to departments and liaise

with other department managers when needed. I provide all financial documents

throughout the month, at month end, and during times that it is requested or required, as

well as at year end – this includes providing financial forecasts to the Department of

Finance on Campus and conducting fiscal year-end inventory counts and reports. I also

monitor and remit all Copyright payments for the copyrighted materials that are printed

and/or disseminated and / or sold on campus. I meet with vendors at various times

                                                                                 69 | P a g e
throughout the year and attend any relevant information seminars, conferences, and

tradeshows when time and need permits. I schedule and track all vacation time, sick

time and any other staff related absences. I liaise with Human Resources when needed

including providing bi-weekly payroll reports for temporary staff members when

applicable.



During busy times of the year, you may also find me working cash, monitoring the door,

tidying the merchandise and any other activity where I am needed to “pitch in” and help

the staff, to help me, make the store a success.



     4. Who do you work with? (Employees, managers, etc.)

   I work with my own employees and report to the Director of Ancillary Services.



5. Do you have an organization chart? (Outlines company hierarchy)

   Yes. Not sure if it is current as of this year, but is very close. Do you want it?




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            StFX Campus Bookstore E-mail Interview (February 10, 2011)

       The following is a list of the processes that we had currently defined for the StFX

Campus Bookstore that was revised by Ginger Fitt. Revisions to the processes are

marked in red text.



Book Ordering

       Book ordering begins by uploading the relevant current term course list from

MesAmis using a coordinating component of Courseworks named SRI. Courseworks

then sends out e-mails (called campaigns) to every professor registered to teach a

course in that particular term at the university based on specifications made by the

person designing the campaign and with text written by same. Each professor indicates

which textbook(s) they will be using (called adopting or re-using – also called re-

adopting) for each course that they are teaching. This indicates to the bookstore which

textbooks they need to order. Class sizes and historic sales per course (as well as

whether or not the book is new to the university or in new edition) are used for a

reference of how many textbooks to order. (We do not know whether or not the software

is capable of transferring this data to the publishers and/or distributers.) The orders can

be auto-populated for all publishers, or per publisher, based on the book data (ISBN)

then it accumulated and then sent to the publishers via email, fax or by phone.

(Regardless, the information pertaining to the specific textbooks required along with the

quantity for each one must be communicated with each publisher/distributer.) The

textbooks are later received (how long does an order normally take – could be 5 to 10

business days from a Canadian Publisher or as much as 8 weeks from overseas

Publishers), and stored for later sales. The textbooks will be later arranged for

purchasing according to department (Information Systems, Nursing, etc.) within the

bookstore at the start of a new semester.

                                                                                71 | P a g e
Book Buyback

       Students bring any books that they wish to sell back to the Campus Store (or sell

wholesale) to the exterior of the Campus Store in April or inside the store during smaller

Buybacks (December, June and August). Here, they must wait in line with their

textbooks until an employee is ready to process the transaction. Next, the employee

checks to see which of the textbooks that the student brought they are buying back for

the store (for normally 50% of the current cost) and/or which ones the wholesaler is

buying (for usually a cheaper price). Each textbook is valued at a different amount based

on current selling price and the market for the text. The Campus Store only buys back

books for sale in the store that have been adopted (chosen) to be used for the upcoming

term by a professor at StFX. The student must then decide which of the textbooks they

want to sell back based on their monetary value. Students normally do not sell all of their

textbooks, and must carry them back with them. There is a list available online to tell

which books have been adopted so far for the upcoming term, but students rarely use it

as a reference. As well, if adoptions come in late then it can sometimes be out of date

until it gets re-updated. At each of the April and December Used Book Buybacks,

students can fill out entry ballots (even if no books are sold) for a chance to win a gift

certificate for the Campus Store – normally, there are over half a dozen gift certificates

ranging in value from $50.00 to $300.00.


Clothing and Giftware Ordering

       The manager determines which clothing and giftware to order based on

popularity of the product, and previous records of sales. (The Campus Store normally

chooses to not (bookstore is not allowed to) sell a similar product that is offered in the

student union store unless it is for charity in which case there is no competition as the

charity gets all the profits?) The products are ordered by the Ordering Clerk, the artwork


                                                                                  72 | P a g e
is approved by the manager, and then the items are received by the Shipper / Receiver

who verifies quantities, sizing and price. The merchandise is then displayed in the

bookstore, and purchased by interested students, staff/faculty, and the general public

and is offered online to distance students, alumni, etc. Currently, a new online store is

being developed to make online ordering of merchandise easier for the customers.


Student Textbook/Clothing/Giftware Purchasing

       Students check MyBooks on the StFX Campus Bookstore website after

registering in course through the Banner system. This generates a query-based list for

the student that indicates all of the textbooks that are required for the semester. This list

is based on the information that was gathered through asking professors which

textbooks they will be using (via Courseworks). Students can print off this list and bring it

to the bookstore so that they know exactly which textbooks they require. The bookstore

also has signs that indicate which textbook is generally required for each course (i.e.

INFO425 will have a textbook under the sign that is probably required for the course).

Purchases are completed at point-of-sale terminals with the help of a bookstore

employee using Booklog POS System which coordinates with Courseworks. The

barcode is scanned, and purchases can be completed via cash, debit, credit card, etc.

The purchasing process for clothing, giftware and supplies is processed in the same

manner via a point-of-sale terminal using Booklog POS.


Reporting process

       Template type reports can be made using both Courseworks and Booklog.

Courseworks will only report on Textbooks (new and used) and Booklog will report on all

merchandise and the coordinating transactions. The expectation is that what Booklog

reports on textbooks should match Courseworks similar reports (but sometimes there

are variations and we have to investigate them). Normally, the template reports that are

                                                                                  73 | P a g e
contained in the two software programs will satisfy the needs of management to report

historical information and make informed decisions. However, there are times when the

data is not intricate enough. If this is the case, the tables can be exported from the

software programs (after all, they are databases) and can be stored for manipulation

within another program such as Excel. This rarely happens or is necessary, but there

have been times when the information extracted has helped make informed business

decisions. (The current process involves exporting the information from Booklog, and

opening the information in a secondary program (Excel) to whack away at the data and

drill down to the desired information. This information is used in order to aid business

decisions such as the correct ordering quantities for a given item.)


Employee Scheduling

       Employee scheduling is fairly easy since, for the majority of the time, employees

work the same hours, 9:00 am to 4:30 pm Monday through Friday with a one hour lunch

break. Lunch breaks are pre-determined on a weekly basis and stored in the Campus

Store Outlook Calendar. Flexibility also comes into play if employees are absent and

sometimes adjustments are made for lunch hours on an as-needed basis. The

important thing is to be able to provide customer service to the clients at all times.

When employees have time off for various reasons, this is entered into the Campus

Store Outlook Calendar and is also stored in a hard copy and is entered into an Excel

spreadsheet. Every staff member has access to the Campus Store Outlook Calendar to

see who is off on a particular day and everyone can view the hard copy, however, for the

most part, only management and possibly Human Resources staff can view the Excel

worksheet. When there are overtime events to cover such as Regalia Services,

September Rush, or weekend openings, overtime is offered to all staff and is awarded

on a seniority basis. The information is recorded in the same formats and an EVENT


                                                                                 74 | P a g e
schedule is emailed to staff and printed and posted in a location where all employees

can see it --- normally on the bulletin board above their lunch table. (Done manually due

to the small staff size. Scheduling information is entered into software?)




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