Sales Management Software Project: A Case Study for Cosies Insulations

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Contents
Introduction................................................................................................................................2
Work Breakdown Structure........................................................................................................3
System Vision Document...........................................................................................................4
Problem Statement:................................................................................................................4
System Capabilities................................................................................................................5
Business Benefits...................................................................................................................5
Analysis of Stakeholders............................................................................................................7
Elicitation...................................................................................................................................8
“As-is” process flow diagram..................................................................................................10
Product Backlogs.....................................................................................................................11
Use cases:.................................................................................................................................13
Conclusion................................................................................................................................15
References:...............................................................................................................................16
APPENDIX..............................................................................................................................17
PROJECT JOURNAL..........................................................................................................17
List of Tables
Table 1: RACI matrix for Stakeholders.....................................................................................7
Table 2 Product backlogs table................................................................................................11
Table 3 Use case description Table..........................................................................................13
Table 4 Journal Table...............................................................................................................17
List of Figures
Figure 1 Work Break Down Structure of Assignment...............................................................4
Figure 2 As-is Flow diagram....................................................................................................11
Figure 3 Use case diagram.......................................................................................................14

Introduction
This report will be based on a case study of an organization which has 20 employees as their
call representatives and 8 employees as a sales representative. There will be some issues
regarding their work so they went for a consultancy firm. Consultancy firm will propose a
software solution named as “Sales Mangement Software” and it helps to fulfill all the
requirements asked by an organization. All this can be available on their mobile devices
which are being registered as a sales representatives. Instant quotations can be provided with
the help of mobile devices and this can be done on an easy to use interface. (Guru99.com,
2019)

Work Breakdown Structure
Figure 1 Work Break Down Structure of Assignment

System Vision Document
It is defined as the document type which defines the project, what is the idea behind it and
how it can be helpful or solve the problem of an organization. System vision document will
helpful for providing the future benefits and benefits which can be provided to an
organization.
In this case “Cosies Insulations” is an organization which provides insulation services in their
neighborhood. To provide insulation services they have a team of 20 call center employees
and 8 sales representatives. Work of call center employees is to call and take the leads by
calling a maximum number of clients. After that sales representatives will be sent for
conversion of leads by pitching their product and services and after that, if sales are closed
then it will report as a closed sale.
Problem Statement:
The organization will have a team of 20 call center employees and 8 sales representatives.
Work of call center employees is to call and take the leads by calling a maximum number of
clients. After that sales representatives will be sent for conversion of leads by pitching their
product and services and after that, if sales are closed then it will report as a closed sale.
Calling of call center employees will not be done according to their phone script which is
being provided to them. They have a problem of pitching quotation to their sales lead and
have the difficulty managing work according to their sales. They have to call back after two
days if any lead will refuse to talk, they can omit for calling it back and it causes loss a lead
to their organization.
All the spreadsheets which will store data for tracking of calls, unanswered calls, and
appointment and confirmation are being managed and created by staff members the
organization and then this sheet will be moved towards team leaders. Managing all the
spreadsheets cause very hectic work for team leaders and it should be passed to sales
representative after correction of data and managing them in order. After that sales
representative have to report in their residency for pitching their quotations and after that, if
sales are closed it is being stored in their spreadsheet and any unanswered response will be
reported into other sheets which will be called again after 2 days and checking the status of
sales.

For solving this issues in an organization the software which is being suggested by
consultancy firm would be “Sales Management software” which will give an assistant to the
employees of an organization to call, collect and manage the data accordingly.
System Capabilities
“Sales Mangement Software” will take care of managing, collecting and providing instant
quotations to their sales representatives. The list defined below will show some capabilities of
new software:
 On-Screen Phone script for calling employees to make sure the decency and
managing decorum of an organization.
 Remainder for calling back to unanswered calls, recording of calls can be done to
provide a proof of conversation.
 For management team reports will be generated according to sales, report on time
basis like daily basis report, weekly basis report and monthly basis report will be
generated.
 Ranking of a sales lead is being given by software it means that sales lead with high
rank have a high probability of closing sales.
 Residential data can be provided to employees for calling and sales representative
grouped by postal code
 Geographical locations can be provided to help sales representatives.
 A sales representative will be provided with an instant quotation on their mobile
devices.
Business Benefits
It will provide benefits to an organization which uses “Sales Management Software” for
managing their organization for sales. Some benefits are described below:
 The residential data bank is being provided to call center employees which will be
helpful for them to call accordingly and record is being generated for every sale
according to postal code.
 Generates reports according to the timeline which will reduce the work of team
leaders and performance of lead generation is being improved.
 Sales representatives will be helpful with an instant quotation on their mobile devices.

 Commission report will be generated for payroll departments which will reduce
human effort which helps to improve the efficiency of working of an organization.

Analysis of Stakeholders
In any organization stakeholders, involvement would be the necessary part which will show
how software which is being used effects, different stakeholders. Stakeholders can be of two
types internal as well as external.
Internal Stakeholders means that stakeholders who are being profited with the help of
installing software internally in an organization
External Stakeholders are those stakeholders which will be benefited by the use of software
externally of an organization.
Stakeholder has a very important role which can be in an organization and help in various
activities in an organization. Below is the stakeholder analysis which can be internal or
external according to RACI category. (Project-Management.com, 2019)
Table 1: RACI matrix for Stakeholders
RACI Matrix
Task Calling
Employees
Team Leader Management
Team
Sales
Representative
Business
consultancy
firm
Calling R C A I
Creating a
Spreadsheet
R R A C C
Visiting
Customers
A R C
Quotation A R C
Report
generation
A R I
R – Responsibility
A – Accountable

C – Consulted
I - Informed

Elicitation
Elicitation means that gathering, researching and discovering requirements which can be
useful for the project. There are various techniques of elicitation which are given below:
- Document Analysis
- Requirement Workshop
- Interface Analysis
- Observations
- Interviews
- Brainstorming
- Focus Groups
- Questionnaire / Survey
Document Analysis:
In this technique, document will be made to analyze the requirements of the project.
Documentation will be well formatted and analysis should be done according to requirements
of an organization and how it can be sorted out. In this case Consultancy Firm will have to
use d document analysis to form a proper documentation which will be helpful for identifying
the requirements of an organization and can do analysis according to it. Sales Management
Software should be analyzed first before its implementation. In analysis features like call
recording and software for calling is being analyzed according to an organization. Phone
script is being provided on the screen to help to call employees and make them stick to phone
script which is being provided. The software is being provided to mobile devices of sales
employees which will help to make an instant quotation.
Focus Groups:
Focus Groups techniques are being used to analyzing the requirements of a particular group
which should be focussed. In this case, this technique should be used by Business
Consultancy firms which should be focused on different departments and their requirements
within the organization. Consultancy firm has to prepare a solution which can be used by any
department with easy to use interface and requirements should be fulfilled according to it.

Observations:
In this technique of business analysis, observations should be taken and requirements should
be decided according to it. This technique should be used my “Management Team” of an
organization in which they can analyze the different geographical locations which have a
higher chance of sales. They have analyzed the sales vs population in a particular region.
Interface Analysis:
In this technique interface analysis is being done using some interface. This technique should
be used by “team Leaders” of an organization to provide an interface between calling
employees and management team. Team Leaders duty is to collect information from all
calling employees and store them in a spreadsheet and sort the spreadsheet according to
relevancy and send it to management team which will analyze the speed according to
different sales report and visualizing the different criteria.

“As-is” process flow diagram
Figure 2 As-is Flow diagram
Above image will show the “AS-IS” process diagram which describes the flow of work
which is being executed in an organization. Starting with Calling Employees will do their
work, they will report to their team leaders which will have the responsibility of maintaining
a spreadsheet for different work. After that sales representative will visit households for
quotations.

Product Backlogs
Table 2 Product backlogs table
# Stakeholder As a… I want to … So that … Notes Priority Statu
s
1. Calling
Employees
Staff Call all the leads
through which
further operations
can be performed
using Team
leaders.
It will benefits
the
organization
for selling
insulation
services to
households
Calling can be
done using a
proper script
which is being
provided.
Must-
Have
Done
2. Team
Leader
Team
Leader
Manage the
spreadsheets
which are being
forwarded to me
by calling
employee
s(International
Scrum
Institute, 2019)
I will sort
them out
according to
different
regions and
merge them
accordingly
for further
procedure
Spreadsheets
should be
managed
according to
various
regions and it
can be
viewed on a
daily, weekly
and monthly
basis
Must-
Have
Done
3. Manageme
nt Team
Employ
ee
Create a report of
sales which is
being done by all
sales
representative and
generate coverage
report of various
Geographical
locations
It will help
sales
representative
s and calling
staff by calling
those
members who
have a high
chance of
buying
Grouping of
data is being
done using
postal code
which will
help to
identify
various
locations.
Should
Have
Done