Proposal for Replacing Customer Billing and Payment System

PEP, a healthcare industry company, is launching a new product of low voltage motors and is facing challenges in its Ordering & Shipping Department and Inventory Management Department due to lack of workforce increase. The IT department proposes replacing the current customer billing and payment system with a new one that can interface with other systems and updated processes. The proposal aims to improve efficiency and reduce costs by streamlining invoicing, billing, and payment processes.

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Preliminary Investigation Report
As PEP launch a new product of more efficient low voltage motor, which is used in the
healthcare industry. The sales and manufacturing department have been enlarging to add a new
line in the industry. All of this is straining the Ordering & Shipping Department and the
Inventory Management Department, which have received no increase in workforce. As PEP sales
and order rises significantly. The finance department facing problem in their invoice, billing and
payment processes.
The IT analyst meeting with Chief Information Officer provides all IT services to PEP. The
solution for this process is suggested by ITSC is replacing the current customer billing and
payment system and processes. They have other condition as they want a new billing and
payment system and processes can be interfaced with other new IT systems and updated nosiness
processes as needed. PEP was lacking behind in raising funds for replacing or upgrading these
systems; the executives are committed to moving the company forward and improving PEP's
ability to manage its growing business efficiently and effectively.
a)
The proposal is replacing the current customer billing and payment system processes. The scope
this proposal is efficient from the management point of view as it assigns the proper task to each
and every department as invoicing department and customer department handled by the accounts
receivable department and Customer payments are handled by the Accounts Receivable
Department, which reports to the CFO. It is efficient from the consumer point of your as it
gathers all the information at one point. It also reduces the cost of the implementation as no more
worker required for the accounting and keeps records Products Ordered, Product Ordered Date,
Products Shipped, Product Ship Date, Quantity, Product Pricing and Calculated Price.
b)
The constraint of this proposal is limited finance; there is currently no money in the budget
allocated to replacing or upgrading these systems. The IT system proposal takes times to gather
the information and to look forward how it will implement. Even after the implementation of
software development, there are bugs involve in the system, which has to keep in consideration
as it consistent process after the implementation of software. A special IT will require looking
after the software to resolve the consistent lacking in IT and make efficient changes.
c)
The proposal is replacing the current customer billing and payment system processes. Proposal
state customer billing is handled by the invoicing department, and customer payments are
handled by the accounts receivable department. The ordering & shipping department sends a
monthly report to invoicing where the products ordered and shipped and their codes are entered
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into the invoicing module. Installation services are offered as a fixed price fee for small
businesses. Larger installations are billed on the pre-defined hourly rate.
d)
The proposal required the initial lump-sump cost for the implementation of the proposal. But
after the implementation proposal reduces the cost of workers for keeping track of different
element like placing product, product price, discounts, etc.
4)
a) Technical feasibility: although it will provide higher feasibility and able to generate future
revenue but PEP is a small private business. Thus it will be a costly implementation of this IT
proposal, as this proposal need software engineers for maintenance new IT investment. Thus, it
is not much feasible technically, because if the consumer is not able to access this technical
system company can face loss in future.
b)
Financial it is feasible. As it helps an organization to cut the cost by replacing the tracking
working and complicated channels, records it will save time as every staff able to access it and
get information at the same place. The proposal needs one-time investment, and implementation
needs time, so revenue earns from the proposal will be realized later.
c)
As the organizational point of view, it sorts the task at one place and makes a hierarchy between
the management, the task is clearly allotted to each staff and staff know for whom they have to
report for a specific work. There is proper date allotted for codes and pricing, invoice generates,
customer payments, fees implication on overdue. Thus, for an organization it a feasible proposal.
5)
a)
The implementation of software development life cycle needs the require analysis, designing of
the project, implementation, testing project and making further changes or evolution if required.
This proposal is new for a small company like PEP and company have no idea how much
quantity they have to deliver in nature, may be the system if feasible for small scale or may be its
feasible for very small scale. Thus, after the implementation only and exact time can be
calculated, the loopholes tells organization about the changes. Thus, it required more than
medium time span.
B)
The required benefits, the company can maintain a large number of orders and keep its record at
one place; it will increase the efficiency of organization and Quality improvement in worker
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perform. It will increase the quantity supplied by the organization as a company able to attract
large buyer as they found it easy for placing and tracking their order.
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