Marketing Database System Design

This assignment focuses on designing a new marketing database system for a company. It proposes a solution to streamline workflow by centralizing procedural videos, SMS, and email templates within a shared database accessible to all marketing department workstations. The document also defines the scope of implementation, recommends a TO BE scenario for adoption, and highlights the benefits of improved information sharing and resource management.

Running head: CIS2000
CIS2000 – Assignment 2
Name of the Student
Name of the University
Author Note

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Executive summary
This report deals with integration and implementation of a new system for the CloudPlex
Company. The new system is to be implemented into the marketing department of the
company. This is a continuation of the assignment 1 where the AS IS has been shared. This
assignment includes the TO BE implementation of the system for the company. The tasks to
be performed in this report are TO BE process, comparison with the AS IS process and the
network to be used for the company. Apart from this the testing, system changeover and the
report for the top management of the company has also been provided.

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Table of Contents
TASK 1: Time Management Plan..............................................................................................3
TASK 2: “TO BE” Process........................................................................................................5
TASK 3: Comparing “AS IS” and “TO BE” Process................................................................6
TASK 4: Physical and Logical Network....................................................................................6
TASK 5: Testing........................................................................................................................7
TASK 6: Training......................................................................................................................8
TASK 7: System Changeover....................................................................................................8
TASK 8: Report to Top Management........................................................................................9
Bibliography.............................................................................................................................12

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TASK 1: Time Management Plan
Task Name Duration Start Finish Predecessors
CloudPlex 48 days
Wed
1/3/18
Fri 3/9/18
Email marketing 17 days
Wed
1/3/18
Thu
1/25/18
Design email template 2 days
Wed
1/3/18
Thu 1/4/18
Write email content 3 days Fri 1/5/18 Tue 1/9/18 3
Design email campaign 3 days
Wed
1/10/18
Fri 1/12/18 4
Send emails to prospects 4 days
Mon
1/15/18
Thu
1/18/18
5
Track user’s behavior 2 days Fri 1/19/18
Mon
1/22/18
6
Analyze the users 3 days
Tue
1/23/18
Thu
1/25/18
7
SMS marketing 11 days
Fri
1/26/18
Fri 2/9/18
Design SMS template 2 days Fri 1/26/18
Mon
1/29/18
8
Write SMS content 2 days
Tue
1/30/18
Wed
1/31/18
10

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Send SMS to prospects 3 days Thu 2/1/18
Mon
2/5/18
11
Track user’s behavior 2 days Tue 2/6/18
Wed
2/7/18
12
Analyze the users 2 days Thu 2/8/18 Fri 2/9/18 13
Webinar/Tutorials 12 days
Mon
2/12/18
Tue
2/27/18
Develop tutorials 2 days
Mon
2/12/18
Tue
2/13/18
14
Develop lab sessions 3 days
Wed
2/14/18
Fri 2/16/18 16
Organize webinar 1 day
Mon
2/19/18
Mon
2/19/18
17
Track users on website 4 days
Tue
2/20/18
Fri 2/23/18 18
Analyze the users 2 days
Mon
2/26/18
Tue
2/27/18
19
Social Media 8 days
Wed
2/28/18
Fri 3/9/18
Make recommendations based on
keywords
2 days
Wed
2/28/18
Thu 3/1/18 20
Seek potential customers 3 days Fri 3/2/18 Tue 3/6/18 22
Make posts on user’s account using
automation tools
3 days
Wed
3/7/18
Fri 3/9/18 23

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1
CloudPlex
1.1
Email marketing
1.1.1
Design email template
1.1.2
Write email content
1.1.3
Design email
campaign
1.1.4
Send emails to
prospects
1.1.5
Track user’s behavior
1.1.6
Analyze the users
1.2
SMS marketing
1.2.1
Design SMS template
1.2.2
Write SMS content
1.2.3
Send SMS to prospects
1.2.4
Track user’s behavior
1.2.5
Analyze the users
1.3
Webinar/Tutorials
1.3.1
Develop tutorials
1.3.2
Develop lab sessions
1.3.3
Organize webinar
1.3.4
Track users on website
1.3.5
Analyze the users
1.4
Social Media
1.4.1
Make
recommendations
based on keywords
1.4.2
Seek potential
customers
1.4.3
Make posts on user’s
account using
automation tools
1
2
345678
9
1011121314
15
1617181920
21
222324
48 days 0%
1/3/18 3/9/18
17 days 0%
1/3/18 1/25/18
2 days 0%
1/3/18 1/4/18
3 days 0%
1/5/18 1/9/18
3 days 0%
1/10/18 1/12/18
4 days 0%
1/15/18 1/18/18
2 days 0%
1/19/18 1/22/18
3 days 0%
1/23/18 1/25/18
11 days 0%
1/26/18 2/9/18
2 days 0%
1/26/18 1/29/18
2 days 0%
1/30/18 1/31/18
3 days 0%
2/1/18 2/5/18
2 days 0%
2/6/18 2/7/18
2 days 0%
2/8/18 2/9/18
12 days 0%
2/12/18 2/27/18
2 days 0%
2/12/18 2/13/18
3 days 0%
2/14/18 2/16/18
1 day 0%
2/19/18 2/19/18
4 days 0%
2/20/18 2/23/18
2 days 0%
2/26/18 2/27/18
8 days 0%
2/28/18 3/9/18
2 days 0%
2/28/18 3/1/18
3 days 0%
3/2/18 3/6/18
3 days 0%
3/7/18 3/9/18
Figure 1: Work Break Down Structure
(Source: Created By Author)
TASK 2: “TO BE” Process

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Figure 2: TO BE Process
(Source: Created By Author)
TASK 3: Comparing “AS IS” and “TO BE” Process
Taking into consideration the AS IS and TO BE procedures has been created for the
implementation of the process for the CloudPlex Company. The AS IS diagram shows the
direct flow of information from the marketing point of view and then dividing up into three
different process of webinars, SMS and E-Mails. The templates that are to be used for the
three processes are created and the respective information is shared with the clients. In the
TO BE process, three different departments of the company create these templates and
tutorials. They are then stored in a single database connected to the three departments. After
the designing of the campaign, the process is again shifted to a single department and the next
steps are followed until end.
TASK 4: Physical and Logical Network
The physical and logical network topology to be used for the implementation of the
system would be star topology. The system can be designed as follows:

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Figure 3: Network Topology to be implemented
(Source: Created By Author)
This designed implementation would help individual department to be connected to
the database individually without the hindrance from other department. All data from the
three departments would flow to the database server and then flow back to the common
department where the data can be sent out. This system would help in the safeguarding of the
database server and the individual connected network would be able to work simultaneously.
If one of the network falls then the other networks would be able to continue working as per
the connectivity.
TASK 5: Testing
For the testing of the connectivity in the network topology, being created for the
connection of the three department and the database is to be done with the help of connection
checking and ping checking. Another process that can be followed for the testing of the TO

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BE process would be use black box testing where the users of the system would be used for
the testing of the network. The users would be able to find the best possible solution for the
network that has been provided to the company. The test data to be used for the testing of the
system would be of the three types. This would help in the evaluation of the system easily.
TASK 6: Training
After the system has been cleared out of all the bugs and drawbacks, the TO BE
scenario is implemented into the company. The new system then needs to be made
understandable to the users of the company. This requires a series of training processes where
the group of users of the system would be trained by the developers of the system. This
training would help the users of the system to work without any hindrance later on in the
company while using the same system. The groups of people that needs to be trained are as
follows:
 Marketing Analyst: this training would help them to understand the process to follow
which would enable them to market the specific products to the clients.
 Social Media Manager: the social media workers would be able to asses the clients who
are using the system and to find come more users who would be willing to use the
products of the system.
 Web content writer: the training would help them to save the writing that is being done by
them and then save them to the database that has been implemented into the TO BE
system.
TASK 7: System Changeover
For a changing of the system from the AS IS to the TO BE scenario there needs to be
ac complete changeover of the system that is in use. The new system that would be

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implemented would be developed with the use of a new database server. The connection,
which was previously implemented in the company, has to be changed as per the topology
diagram provided in the report. The new requirements of the system are:
 A database server
 A new common department
o People from the three department to be included into this
o New workstations for the department
 New recruitment for the other three department
Following the above requirement fulfillment would result in the creation of the TO
BE scenario for the company. The first step to be followed for the implementation of the
scenario would be clear out the connection already being used. This would help in the laying
out of the new system. The workstations needs to be arranged in such a way so that all the
files being created can be easily dispatched to the common database server. Following this, a
new department needs to be created with the collection of old employees from the three
department. As the common department would be working on the information from their
respective department, the later steps in the follow up would be easily completed. There also
needs to be new recruit in the previous three department, which would help in the speeding
up of the process. At the end all, the work stations needs to be connected to the database
through a single workstation domain in the company. The use of the database would help in
the storing of the information being created including the webinars and the templates. This
would help in the reuse of the information at the later stages of the process or later on.
TASK 8: Report to Top Management
Objectives

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The main objective for the designing and the analysis of the new system for
CloudPlex is to make the company to use a common data base server for their marketing
team to store information related to the development of the marketing procedures. The
different department produce their respective content and campaign for the marketing and
forward them to the client. This has been the process that has been followed by the company.
The new system that is being suggested in the use of a database within the system to store the
information that is being developed by the three departments.
Background
The implementation of a database system for the marketing department has been
considered one of the best improvement in a company. The process of using a database would
help in the management of the information related to the company and the marketing to be
useful for the storing of information as well as the management of information. The use of a
data base server would eventually help in the process of storing information other than the
marketing department. The information related to the employees as well as the clients can be
easily stored as well as analyzed at later stages to make the working of the company faster.
The use of a database system can be said to be helpful in the after process of the marketing
team. The information regarding the client would also be able to be stored in the database.
Processes Undertaken
For the implementation of the database, the new TO BE scenario is to be implemented
into the system of the company. The company needs to change their working condition and
make use of the database to make the working of the marketing team and the other employees
easier as well as faster. Having a common database would also facilitate in the process of
sharing of information within the employees of the company and the different departments.
For the connection of the workstations with the common database, the topology to be
followed has been discussed to be of star format. This star would help in keeping the working

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of the individual department of the marketing portion of the company. The marketing team
would be able to develop the procedural videos and the templates for SMS and E-Mail and
eventually store them in the database for the common department to work on them. This
process would help in the fast forwarding of the work that is being done by the marketing
department of the company.
Scope
The scope of the working process in the company is limited to the implementation of
the database and connecting the workstations to it. The connection needs to be established for
the workstations individually for the proper working of the database. The company needs to
implement the new system in the company so that the employees are able to share the
information within themselves as well as the higher authority. The storing of the large
amount of information being generated would help in the process of making the company
increase its resources as well as make the working environment smoother than before.
Recommendations
For the company it can be recommended that they need to follow the new TO BE
scenario generated and designed so that they are able to work without the recreation of a
certain template of a webinar tutorial video. There needs to be no thought to be put into the
process of training the employees of the company on the process of how to follow the
working of the new system with the data base system. The developers of the system would
provide the training once the complete system has been implemented.

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