Visitor Information Center Restructuring Al Seifert and Stephanie Rice Background • 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 will succeed.” • 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. Problem • 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. Proposed Solution • Create an Access database to track visitor and relocation prospects. • 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 volumes. • 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 VIC. 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 project. • Web integration of this database. This feature is subject to be implemented in a future project. Software Resources • 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. Hardware Resources • This software will allow for multiple-user access across the existing network, so no hardware modifications should be necessary for the two VIC computers. • One label printer will be purchased and installed as part of the project. • The database will be tested using two vacant workstations simultaneously. Human Resources • 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 possible improvements. • One technical writer to write documentation for database processes and functions. Constrains • 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. Assumptions • 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 management software. Work Breakdown Schedule Any questions before we move on to approval?
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