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Technology Solution for Trusty Carpets  Adam S Clark Jr 

18 September 2016                                                                     

Overview  The G2C­WD team, after performing an in­depth analysis of Trusty Carpets’ business, has  determined that the implementation of a holistic Information System (IS) is necessary. Lacking  consistency across both branches, and centralized management of data, Trusty Carpets stands  to greatly benefit from the modernization of its structure.     The proposed system is a cloud solution, built on the Salesforce1 platform, therefore mitigating  many of the costs of purchasing locally­housed equipment. Modernization of Trusty Carpets’  internal network is still necessary, but will not need to account for data storage or maintenance.  The following sections will outline the necessary components to build the system, how the  system will be used, a visual overview of the system, and a cost breakdown.   

Components and Resources  This section will cover the necessary products, components, and resources necessary to  implement the proposed system. 

Hardware and Network  All purchased hardware will serve the purpose of increasing accessibility and data speeds of  internet access at both locations. As data uploads will happen with every order, sales or  purchasing, it is important to build a stable and accessible wireless/wired combination network.  Figure 1​ on the next page lists the required networking hardware.                                 

Figure 1 

Name  Location  Model  Purpose  Quantity 

Network Switch  Both Branches  Cisco Catalyst  2960X­48LPD­L  

Wired network  access, Power  to VoIP phones 

2 

Network Uplink  Module, SFP  (Small  form­factor  Pluggable) 

Both Branches 

Cisco Dual Rate  10GBASE­SR  1000Base­SX  SFP 

Multi­mode  uplink trunk  connection to  the Router,  connection  between internal  router and  switch 

4 

Main Network  Router  Main Branch 

Cisco Integrated  Services Router  4331 

Internal Routing,  Connection to  ISP modem,  Call Manager  services,  Security  Services,  Remote access  VPN 

1 

Secondary  Network Router 

Secondary  Branches 

Cisco Integrated  Services Router  897VA 

Connection to  ISP modem,  VPN to Main  Branch Router  for VoIP  services,  Internal  Wireless  capabilities 

1 

Wireless Access  Point  Main Branch 

Cisco  WAP4410N  Wireless­N  Access Point:  PoE/Advanced  Security 

802.11n/g/b  wireless  connections,  Wireless  security 

1 

Uninterruptable  Power Supply  Both Branches 

Tripp Lite  SMART1500LC D 

Back­up power  for network  equipment, 

2 

Input power  conditioning,  electrical  protection  

Figure 1 continued 

Name  Location  Model  Purpose  Quantity 

Network  Equipment Rack  Both  iStarUSA 

WM1260B 12U 

Centralized  physical location  of network  equipment,  physical security 

2 

Ethernet Patch  Panel  Both 

Tripp Lite  NO54­024  24­port 1U  Rack­Mount  Patch Panel 

Wired network  access   2 

Ethernet  Cabling  Both 

Varied length  Cat5e­RJ45  ethernet cables 

Wired network  Access  30 

Fiber Cabling  Both 

3 meter LC  Multi­mode  Fiber Optic  Cable 

Fiber connection  to ISP modem  4 

VoIP Phones  Both  Cisco 7961G  Telephony   4 

    A limited number of non­network hardware purchases will need to be made to support the  storage of existing paper documentation for historical purposes, as well as the ability to convert  paper documents to digital format. ​Figure 2​ on the next page outlines the required hardware.   

 

       

Figure 2 

 

Name  Location  Model  Purpose  Quantity 

File Cabinet   Both  Lorell 4­Drawer  Vertical File with  Lock 

Retention,  security, and  organization of  paper  documents 

2 

File Folders  Both  AmazonBasics  Hanging File  Folders 

Organization of  paper  documents 

10 

Document  Scanner  Both 

Brother  ADS1000W  Compact Color  Desktop  Scanner with  Networking 

Conversion of  paper  documents to  digital format 

2 

   

Software  The only new software that will need to be installed will be the FinancialForce ERP, any  additional modules, and prerequisite compatibility software. The following softwares will need to  be updated, installed, or verified on all systems before installing the ERP software: Microsoft  .NET code, Java Developers Kit (JDK), Adobe Flash Player, and any non­Internet Explorer  browser. Aside from these prerequisites, software installation will be very minimal.   

Resource Synergy  The resources above were chosen to support the overall business need: central management of  data and ordering. The hardware required was chosen to build an affordable, expandable, and  reliable network. Consistent network access is the key requirement to enable the listed  software, the ERP cloud solution.     The non­network resources were chosen to help the transition to the proposed system, by  allowing for a means to organize paper documents, as well as convert them into a digital format.  

Use of System  The success of this implementation requires an understanding of how it will be used. On the  surface, it appears to simply be the purchase of some hardware and a new program. However,  the proposed solution is more than a hardware upgrade, it is a complete change in how  business is done.     To begin, we will discuss why these hardware upgrades are necessary in terms of day to day  business tasks from the viewpoint of a general sales associate named Tom. Below is a typical  day from Tom’s point of view using the new system:   

Typical Day   Tom shows up to work at the Trusty Carpets main branch. He sits down at his desk off to the  side of the sales floor, and logs into his PC using a username and password. His computer is  connected to the Branch network switch over a Cat5e gigabit ethernet connection, which runs to  the wall port, which is patched to the network rack cabinet, and subsequently connected to the  network switch. After logging in, he checks his emails, and sees an order request from a repeat  customer in the sales group inbox. He then opens up the Salesforce ERP application, and  navigates to that customer’s history. He uses the existing order and shipping information to  charge a payment to the customer, and generates a shipping report within the system. After  emailing the customer back with an update, he decides to go put on some coffee.     After logging out from his machine, Tom pulls out his phone and starts walking to the break  room. Along the way, he connects his phone wirelessly to the network by entering the SSID  “TrustyCarpetsEmployee” and an encrypted WPA2­Enterprise password. He is seeing the  network being broadcast from the Cisco WAP, over the 802.11N 5Ghz band. His phone is  allowed access to the network because of the configuration of his MAC address as a valid user  in the Integrated Wireless Access Controller within the Branch router. He gets to the break room  and puts on a pot of coffee, while pulling up the Salesforce application on his phone, and  reviewing the weeks sales. While browsing historical data, he notices the customer he just  placed an order for is eligible for a discount due to the volume of recent orders. Using the  application, he updates the order cost, and reminds himself to call the customer and inform  them of the discount.    Once back at his desk, coffee in hand and logged in, Tom picks up the receiver of his Cisco  VoIP phone, and looks the customer’s number up on the Salesforce application. He dials the  number, and his call is routed over the same Cat5e gigabit ethernet cable as his computer to  the network switch, then to the integrated Call Manager service on the Router. The router has  his phone configured with both an external commercial number, as well as an internal­only 

conference number. Tom had selected the external number, so his call is put through to the CO,  and communication with the customer is achieved.    

Other Uses  The above scenario was a typical usage of the system by a sales employee. However,  management, accounting, and other departments may use the same system in different ways.  The key benefit of this system is that it is adaptable, and expandable through the purchase of  additional modules.     Management can use the centralized customer data to develop sales deals, or base work  schedules on expected sales traffic. Accounting will use the sales information to generate or  verify bills, and can use the same system to generate payments to employees. Any plausible  scenario can be achieved, or expanded into, with the proposed system.                                           

Continued on next page   

         

Network Diagram  Figure 3​ below is a physical and logical representation of the network at the main branch. The  cloud solution is considered to exist past the ISP demarc.   

Figure 3 

           

     

Continued on next page           

Figure 4​ below is a physical and logical representation of the network at the main branch. The  cloud solution is considered to exist past the ISP demarc.   

Figure 4 

                             

Continued on next page       

Return on Investment  Figure 5​ below shows the expected return on investment of the proposed implementation. All  non­sourced values are based on the assumption of Trusty Carpets continued growth and  customer base expansion until a time between year 4 and 6.   

Figure 5 

                                 

Figure 6 shows the calculations behind the above data:   

Figure 6 

                         

Sources:    Cisco 890 Series Integrated Services Routers Data Sheet. (2016, August 25). Retrieved  September 15, 2016, from  http://www.cisco.com/c/en/us/products/collateral/routers/800­series­routers/data_sheet_c78­519 930.html    Cisco Catalyst 2960­X Series Switches. (2016, January 1). Retrieved September 16, 2016, from  http://www.cisco.com/c/en/us/products/collateral/switches/catalyst­2960­x­series­switches/data_ sheet_c78­728232.pdf     Cisco SFP Modules for Gigabit Ethernet Applications Data Sheet. (2016, June 13). Retrieved  September 15, 2016, from  http://www.cisco.com/c/en/us/products/collateral/interfaces­modules/gigabit­ethernet­gbic­sfp­m odules/product_data_sheet0900aecd8033f885.html    Cisco WAP4410N Wireless­N Access Point: PoE/Advanced Security. (2009, April 2). Retrieved  September 15, 2016, from  http://www.cisco.com/c/en/us/products/collateral/wireless/small­business­wireless­access­points /data_sheet_c78­501860.html    Cloud ERP Solutions — IT. (n.d.). Retrieved September 16, 2016, from  https://www.financialforce.com/cloud­erp­software­apps/it/    Compare Models. (n.d.). Retrieved September 18, 2016, from  http://www.cisco.com/c/en/us/products/routers/4000­series­integrated­services­routers­isr/model s­comparison.html     FinancialForce.com, S. B. (n.d.). FinancialForce ERP Pricing, Features, Reviews & Comparison  of Alternatives. Retrieved September 15, 2016, from  https://www.getapp.com/operations­management­software/a/financialforce­erp/     OSPF Neighbor States. (2014, November 21). Retrieved September 17, 2016, from  http://www.cisco.com/c/en/us/support/docs/ip/open­shortest­path­first­ospf/13685­13.html  

homework/Techonology Solution (2).docx

Technology Solution

Presented By

Global Communications Consultancy – Warrior Division

MICHAEL COON

IFSM 495: Capstone Course

September 18, 2016

1. Description of Business Need: The Business need for the newly expanded Trusty Carpet is for an IT solution that is flexible, accessible, and expandable. Trusty Carpet has recently expanded by acquiring a rival business named Metro Carpets. With the expansion the previous IT systems setup that was put in place to meet the needs of the single business is no longer an efficient or effective IT solution. Metro Carpets employed a paper-based records system while Trusty Carpet mainly used google docs, installers were on their own systems, and financing was outsourced to a whole new company. Trusty Carpets requires a system that can accept and manipulate the data from the previous forms (google docs/paper based) into a consolidated system. This consolidated system needs to be housed by a cloud based company that will provide services to keep the hardware and software operational.

2. Describe overall functionality of the system: The proposed solution is FinancialForce ERP hosted on the Salesforce CRM platform. Financial Force ERP is cloud based ERP software that utilizes the Salesforce CRM platform. Salesforce CRM is a highly rated cloud based system that lets companies store and manage prospect and customer information, like contact info, accounts, leads, and sales opportunities, in one central location (Salesforce, 2016). FinancialForce ERP relies on the cloud rather than proprietary server infrastructure to help companies share information across departments. The cloud software integrates all of the essential functions to running a business, such as accounting, inventory and order management, human resources, customer relationship management, etc., into one complete system (FinancialForce, 2016). This allows employees in different divisions to access a shared database and rely on the same information for their specific needs.

A. Resources Required: The end resources required will be workstations and smart devices, ISP routers, and WiFi access points. These will provide the connectivity required to have end users communicate with the SalesForce CRM platform, the central server to which the FinancialForce ERP software will be stored and ran. Refer to the following diagram for a visual depiction:

B. How system will work:

· People – The sales staff and warehouse personnel will be equipped with hybrid laptop/tablet machines. Sales and warehouse will be the most mobile, either going down the aisles of the warehouse taking care of inventory and logistics, or going from home to home taking care of the clients. These devices will need both WiFi and air (like 4G LTE) connectivity capabilities. Jerry, the installer’s office, and the accountant’s office currently have desktops and this does not need to change. It is assumed that these locations also currently have an ISP. A Commercial ISP and wireless accesspoints will need to be installed in the Metro Carpet’s location.

· Data - A discussion of the data needed for the system, where it will come from and how will it get into the system, how it will be used, and how it will, at a high level, flow through the system: Data items will include information needed for sales, customers, carpet inventory and processing, human resources, and installation jobs. Sales personnel will build the customer’s and sales files. Sales will also initiate installation jobs, with the installers modifying as needed, as well as completing installation jobs. Warehouse personnel will manage the carpet inventory, management, and recycling data. As an installation ticket is complete, it shall automatically update carpet inventory. Once the installation is completed, the sales staff will complete the traction with the customer by presenting the bill and setting up payment. Jerry, as the boss, will complete human resource files.

· Input – The data required for this system will be stored on the centralized SalesForce CRM platform. Inputs include the following for each file type:

· Customers: First Name, Middle Initial, Last Name, Physical Address, Phone #1, Phone #2, Mailing Address, Credit Card, checking account (one or other is mandatory)

· Sales/Installation Job: Customer Name (First, MI, Last), Physical Address, Phone #s 1 & 2, Carpet type, Rooms/Floors for install, Estimated amount of carpet needed for install Recover old materials (yes or no with notes), Installation times and dates, billable labor, Quoted Price

· Bill and Payment: Customer Info, Sales/insallation info, any modifications, total carpet installed, Total Price, mailing address, preferred payment option

· Inventory: Carpet Type, amount, location, price per square foot, pending jobs

· Recycling Job: Amount recovered, related Install job, warehouse location, time delivered to recycling center.

· Human Resource Files: Employee performance reports, payment rates, hours worked/week, leave accrued, sick days taken, administrative actions,

· Processing – FinancialForce ERP will maintain information, be able to accept inputs from employees, and will maintain the relationships between different data objects. The input section above started discussing some relationships between objects, here’s some additional information: Customer and inventory information will be the baseline data. Sales, installation jobs, and billing & payment objects will be related to the customer and inventory objects. A Customer will create a sales/installation. The installation will draw carpet from inventory. Billing and payments will combine any final changes to the installation job and match that to the customer information needed to create the bill. The installers should also create a Recycling Job based on any materials demolished from the customer’s site. The warehouse people will complete the recycling file based on warehouse location and delivery to recycling center info.

· Output – what output will the system produce?: At the very least, critical business functions will require specific reports in the following manner: Sales personnel will need customer reports, sales, and billing. Installer will need installation job information. Warehouse personnel will need current inventory information, inventory changes due to recent and pending installation or recycling actions. The accountant will need billed jobs, payroll, and pending jobs estimated quotes. Jerry, as the CEO, will need access to all previous reports, plus any other decision support reports he may deem necessary. Jerry will also have access to human resource files for administrative reviews.

· Storage – Data will be stored on the central SalesForce CRM server.

· Security – Security policies and procedures will be handled by the SalesForce CRM staff. At a minimum, a secured and encrypted VPN tunnel through the ISP will be used to secure data

3. Return on Investment: Estimating out year cost savings and expenditures, G2C-WD is projecting that Trusty Carpets will complete the payback period within 3 years. This conclusion was reached by calculating the initial year investments for the tablet/laptop hybrids, WiFi routers and initial setup. This is added to the recurring costs for commercial ISP and the FinancialForce ERP yearly licensing costs. This was compared to the projected savings by Trusty Carpets having improved invoice preparations, reduced storage costs, time saved from manual reports, and reducing the amount of consumables. See the embedded spreadsheet for further details.