Visitor Information Center
Al Seifert and Stephanie Rice
• The Visitor Information Center (VIC) receives more
than 500 calls per week from potential visitors and
those seeking relocation information; this number
doubles during peak times (i.e. “Snowbird” season).
• The VIC is part of a business organizations whose
mission is “To create an environment where business
• The VIC accomplishes its part of this mission by
obtaining information about potential visitors and
new residents to the area and providing cost-
effective leads for member businesses. To allow for
better tracking of both the package and VIC call
volumes, each VIC representative enters his/her
name as part of each visitor/relo record in specially-
designed software that creates leads sheets weekly.
• Last month, the visitor tracking software became
corrupted. This legacy system is no longer under any
support contract; the original programmer no longer
works for the company.
• Since this incident, VIC representatives have been
entering information into an Excel spreadsheet and
hand-addressing envelopes to those who request
packages over the phone.
• The spreadsheet contains columns for all information
previously stored, but there is no way to enforce data
integrity in this system (i.e. no required field entry or
error detection mechanism).
• Further, there is no mechanism for seamless
integration between the data and a formatted lead
sheet; the lead sheet is currently being generated
with a mail merge using Word.
• Create an Access database to track visitor and
• Implement an interface similar to current enterprise
software to minimize additional training needs.
• Provide label creation and lead exportation functions
within the database.
• Allow for error detection in data entry and enforce
required field entry.
• Create a security system where user log-on will be
stored in each record created during that session, to
increase accountability and trackability.
• Put a date/time stamp on each record as a backup
form of identification and means for tracking call
• Better utilize space in VIC and prevent coverage
issues by installing label printer in VIC.
Visitor Information Center
Restructuring Project Scope
• Software: The project shall include the
design, implementation, documentation,
testing, maintenance and support of a
tracking database. The project shall also
include any software upgrades necessary to
allow all VIC users access to the database.
• Hardware: The project shall include the
purchase of one label printer to be installed in
The project will not include:
• Any data entry into the database other than
what is necessary during the testing phases.
• Documentation of business processes not
related to the functionality of the database.
• Support of any software or databases other
than those created and installed for this
• Web integration of this database. This feature
is subject to be implemented in a future
• Microsoft Office 2000 Professional is already installed
on all machines; this package includes MS Access,
which will be used for the development of the
database, and MS Word, which will be used to
document the project.
• This software will allow for multiple-user access
across the existing network, so no hardware
modifications should be necessary for the two VIC
• One label printer will be purchased and installed as
part of the project.
• The database will be tested using two vacant
• One database designer/programmer to
explore current system, interview current
users, design new database, test, implement,
maintain and support said database.
• Six current VIC representatives to provide
details on current system and input on new
system, and to test new system for bugs and
• One technical writer to write documentation
for database processes and functions.
• Project may be started as soon as approved.
• Project must be completed by August 1,
2003. The summer months are fairly slow for
the VIC, but business picks up significantly as
early as August.
• VIC representatives are part-time, hourly
employees; user testing is only available for
one hour of each day during initial testing
phases; two hours during final testing.
• Database process documentation will serve as
a user’s manual for new hires; current and
future users will be computer literate.
• The business organization will continue to use
its current enterprise management software;
so little additional training will be needed as a
result of the common interface and layout of
the database with the enterprise
Work Breakdown Schedule
Any questions before we move
on to approval?