CIS5302 Assignment 1: Sales Management Software for Cosies Insulation

This report details the development of a sales management software solution for Cosies Insulation, addressing inefficiencies in their current sales process. It begins with an introduction to the company's challenges and proposes an automated system to streamline operations for the call center and sales teams. The report includes a Work Breakdown Structure (WBS) to outline project activities, a System Vision statement to clarify the project's goals, and a stakeholder analysis identifying key individuals and their influence. The report also details the elicitation techniques used to gather requirements, presents a 'as is' process diagram, and outlines the product backlog with user stories. Prioritization of user stories using MoSCoW method is also included. Key use cases are described using use case diagrams to illustrate interactions between system actors and functions. The conclusion summarizes the benefits of the proposed system, emphasizing its potential to reduce errors, improve efficiency, and enhance lead generation. References and an appendix are included for further context.

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Cosies Insulation

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Table of content
Introduction......................................................................................................................................3
Work breakdown structure..............................................................................................................3
Vision statement..............................................................................................................................4
System description...........................................................................................................................5
Rationale..........................................................................................................................................5
Advantages of the Sales Management System................................................................................6
Stakeholder Analysis.......................................................................................................................6
Elicitation.........................................................................................................................................7
“As is” process diagram...................................................................................................................8
Product Backlog...............................................................................................................................8
Prioritization..................................................................................................................................10
Key Use cases................................................................................................................................11
Conclusion:....................................................................................................................................13
References:....................................................................................................................................14
Appendix........................................................................................................................................16

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Introduction
For the past three years, Cosies Insulation has been in business where they insulations in houses
of people. For sales generation, they have a call centre consisting of twenty members and a sales
team of eight members. The call centre team and the sales rep team have been facing certain
issues with lead generation documentation and operations. In response to this, the sales team has
decided to come up with an automated sales software that will help the team to maintain accurate
information about the sales calls and create reports regarding them. This will be beneficial for
both sales rep team and the call centre team. This report elucidates different aspects of the
system development including the vision, planning resources, types of stakeholders their roles
and elicitations.
Work breakdown structure
The complete software development can be divided into small components for easier
understanding of the process.

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Vision statement
A vision statement is important to understand the necessity and benefits of the proposed system
and also understand the rationale of the existing system (Binder, 2016)
Sales
Management
Software
Project Brief
Project Charter
Risk plan
Feasibility test
Legal obligation
plans
Project Plan
SWOT analysis
Risk Analysis
Stakeholder
analysis
System
requirements
Business
Requirements
Design and
Coding
Product backlog
Product design
database design
Programning
Unit Testing
Integration
Testing and
implementation
Black box testing
Performance
Testing
Integration
Testing
Implementation
and
Documentation
Software
Deployment User training Documentation
System
Documents
User Manuals
Closure report

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.
System description
The sales development software proposed by the sales team will allow the call center team to
make calls and record all the related information at a single place. The sales rep team will also be
able to generate reports without any hassle. The product will be used by both the sales rep team
and the call center team. The main function of the system will be to assist the sales and the call
center team to efficiently store information and generate leads along with creating a well
structured reports for further planning and strategies.
The sales representative team and the call center team were having definite issues with the
current system. So a new system was proposed in order to automate different entities of the sales
process in order to save time and get accurate results from the team. The new system would also
allow the team to generate potential leads and use them to make sales and close quotations. The
system will allow the call center team to make calls depending on the numbers that can be
retrieved from the data pool ensuring that there is no repetition of numbers and making calls
effectively. The system will also allow the staff the record the responses and create a separate
pool for follow up calls so that the confusion that was otherwise caused by the current system
will be solved. The manager will be able to generate reports of the sales and keep a track of the
team work (Fleming and Koppelman 2016).
Rationale
The current system has a number of flaws. The call center team has to manually maintain an
excel for all the calls made in a day and also record the responses in the sheet. All the twenty
members create a different sheet and send it to the manager of the team. The team manager will
then collate all the information after checking for errors and sending it to the sales team. There is
usually a lot of scope for errors in this system like the basic script of the call not being followed
or follow ups not marked. There are many management and data loss issues that need to be
looked out for in the system (Fuller et al. 2017).
In order to overcome these flaws an automated sales management system has been proposed.

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Advantages of the Sales Management System
The new proposed system will be automated eliminating a number of spots where human errors
can occur. There will be a range of advantages like ease of work and time management. Some of
them are:
1. The calls can be recorded and marked for follow-up directly in the system
2. The sales data will be automatically maintained
3. The call reports will be generated directly by the software depending on the sales data
maintained
4. The process will be simplified and the calls will have a bank so that there will not be any
repeat in calls unless for follow-ups ((Harrison and Lock 2017)).
Stakeholder Analysis
Stakeholder Roles & Responsibility Contribution Influence Communication
Plan
Coesis
Insulation
Being the project
sponsor, they will be
briefed about the
process and a business
plan will be presented
for required funds
High High Weekly reports
about the progress,
risks and defects
will be shared. The
closure report will
also be submitted at
the end of the
project
Sales rep and
call center
Team
The end users are
expected to submit an
expectation and
requirement report to
the planning team
(Heagney, 2016)
Moderate High Requirements
analysis techniques
also known as the
elicitation will be
used like the
interviews, group
discussions and

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surveys
Project Control
Board
They review and control
the planning and
development of the
project
Moderate High Weekly reports
about the progress,
risks and defects
will be shared.
Project
Manager
Overlook the progress
of the team
High Medium Daily reports about
the progress, risks
and delays
Project Team Actual people who will
develop the software
system(Walker, 2015)
High High Daily reports about
the progress, risks
and delays and
meetings about the
process (Joslin and
Müller 2015)
Elicitation
Before beginning the planning process, it is important that the requirements for the system are
documented. These requirements come from the different stakeholders of the system. The
technique of collecting information from the stakeholders is known as elicitation ((Larson and
Gray 2017)).
The elicitation techniques that are going to be used for data collection about the system
requirements are:
1. Personal interviews
Personal interviews will be conducted with all the stakeholders in order to understand
their views and requirements. The questions for these interviews will be finalized before
conducting the interviews (Kerzner and Kerzner 2017).

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2. Questionnaires
Questionnaires will be handed out to the stakeholders with a set list of questions. The
answers to these will help the team understand the requirements that are important to all
and which all can be avoided.
3. Brainstorming
Brainstorming for innovative ideas and methodologies will be arranged so as to
understand the product better.
4. Group interviews and discussions
These are important to understand what the stakeholders want to change in the current
system. This will help the development team understand what functionalities the
proposed should actually have (Nicholas and Steyn 2017).
“As is” process diagram
Product Backlog
User Story ID Key Requirements
1
As an admin, I would like to have the ability to
login to the software and access all the functions
2
As an admin, I would like to have the ability to
change user settings, modify roles and assign levels

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of authentication
3
As a Manager, I would like to have the ability to
login to the software and access all the functions
4
As a Manager, I would like to have the ability view
all the reports and sort them according to date or
team
5
As a Call Center Staff member, I would like to
have the ability to login to the software and access
all the functions
6
As a Call Center Staff member, I would like to
have the ability to record responses as the call is
being answered and mark them if follow up is
required (Kerzner, 2017).
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As a Call Center Staff member, I would like to
have the ability to get numbers from the data pool
without any hassle (Milosevic and Martinelli 2016)
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As a Call Center Staff member, I would like to
have the ability to make calls directly from the
software
9
As a Sales Representative, I would like to have the
ability to login to the software and access all the
functions (Kerzner, 2018)
10
As a Sales Representative, I would like to have the
ability to have access to the sales reports, mobile
numbers and sales value.
11 As a Sales Representative, I would like to have the
ability to call the leads and save specifications

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about the insulation on the software itself so that
the sale can be closed accordingly
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As a Sales Representative, I would like to have the
ability to geo-locate a sales call so that I can sort
them according to locations.
Prioritization
Prioritizing the user requirements according to the MoSCoW
User Story
ID
Must
(M)
Should(S
) Could(C ) Won't (W)
1 X
2 X
3 X
4 X
5 X
6 X
7 X
8 X
9 X
10 X

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11 X
12 X
Key Use cases
A use case diagram allows people to understand the interactions between the different actors of
thee system and the functions provided by the system (Kerzner, 2019).
Use case
ID Name Description

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U1 Login
The actors will be the call center
staff, sales representatives, manager
and admins who will be able to login
to access the different functions of
the system
U2 Make a call
The actor will be the call center staff
who will be able to make calls using
the system
U3
View Sales
Lead
The actor will be the Sales
Representative who will able to view
the ranking of the sales lead value to
prioritize the sales activities
accordingly
U4 Close quotation
The actor will be the Sales
Representative who will able to
include specifications and
measurements for the quotations and
close a sales accordingly (Larson
and Gray 2017) (Larson and Gray
2017)
U5
Generate
Report
The manager will be the actor and
he/she will be able to generate
reports, apply filters and track the
working of both the sales and the
call center staff
Conclusion:

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The report presents various diagrams and tables in order to explain the working of the system.
They stakeholders for the same have also been identified along with their roles and level of
influence. The WBS diagram shows the breakdown of the system development plan into smaller
components making the process to be easily understood by all the members of the team and the
stakeholders (Lock, 2017).
The current process has been causing a lot of confusion and errors and the only way to overcome
them is to create a new automated system for sales management for the coises insulation.
The system will allow the call center team to make calls depending on the numbers that can be
retrieved from the data pool ensuring that there is no repetition of numbers and making calls
effectively. The system will also allow the staff the record the responses and create a separate
pool for follow up calls so that the confusion that was otherwise caused by the current system
will be solved. The manager will be able to generate reports of the sales and keep a track of the
team work.

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References:
Binder, J., 2016. Global project management: communication, collaboration and management
across borders. Routledge.
Fuller, M.A., Valacich, J.S., George, J.F. and Schneider, C., 2017. Information Systems Project
Management: A Process and Team Approach, Edition 1.1. Prospect Press.
Harrison, F. and Lock, D., 2017. Advanced project management: a structured approach.
Routledge.
Heagney, J., 2016. Fundamentals of project management. Amacom.
Joslin, R. and Müller, R., 2015. Relationships between a project management methodology and
project success in different project governance contexts. International Journal of Project
Management, 33(6), pp.1377-1392.
Kerzner, H. and Kerzner, H.R., 2017. Project management: a systems approach to planning,
scheduling, and controlling. John Wiley & Sons.
Kerzner, H., 2017. Project management metrics, KPIs, and dashboards: a guide to measuring and
monitoring project performance. John Wiley & Sons.
Kerzner, H., 2018. Project management best practices: Achieving global excellence. John Wiley
& Sons.
Kerzner, H., 2019. Using the project management maturity model: strategic planning for project
management. Wiley.
Larson, E.W. and Gray, C.F., 2017. Project management: The managerial process. McGraw-Hill
Education.
Lock, D., 2017. The essentials of project management. Routledge.
Milosevic, D.Z. and Martinelli, R.J., 2016. Project management toolbox: tools and techniques for
the practicing project manager. John Wiley & Sons.

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Nicholas, J.M. and Steyn, H., 2017. Project management for engineering, business and
technology. Routledge.
Sears, S.K., Sears, G.A., Clough, R.H., Rounds, J.L. and Segner, R.O., 2015. Construction
project management. John Wiley & Sons.
Turner, R., 2016. Gower handbook of project management. Routledge.
Verzuh, E., 2015. The fast forward MBA in project management. John Wiley & Sons.
Walker, A., 2015. Project management in construction. John Wiley & Sons.
Fleming, Q.W. and Koppelman, J.M., 2016, December. Earned value project management.
Project Management Institute.

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Appendix
Project Journal
Date Activity Explanation Status
1 21st April 2019 Case study Coises case analysis Completed with
Success
2 22nd April
2019
Work
breakdown
structure
Key activities of the project. Completed with
Success
3 23rd April
2019
Vision Analysis of vision of the
proposed project
In-Process
4 24th April
2019
Stakeholder
analysis
Created stakeholder matrix Pending – To be
Executed
5 25th April
2019
AS-IS Current BPMN model of the
system
Pending – To be
Executed
6 26th April
2019
Use case
diagram
Created use case diagram Pending – To be
Executed