The next step will be to purchase the database program. We have decided on the Oracle 9i database. We will hire a database administrator to set up our database system for us. The database system will be connected to each location via a network system. The database application will be designed to ease the ordering of products, track customer’s orders, and help with the financial tracking of the business. In addition, there will be an e-commerce website that will be linked to the database that will allow for customers to order online.
Implementing a database requires extensive testing and troubleshooting to ensure that the data is being captured accurately and reported correctly. A poorly written database can cost a company lost time in resources and profits. Once we have a working model of the database, we will create test data and transactions to test the system in a controlled environment. This will allow us to test different scenarios to find any bugs in the system and get them corrected before rolling out the system in our first location. We do not want to move too fast with rolling out the new system. Once we have ran the test data and corrected any issues that come up, we will install the system in one of the company owned stores. During this initial first LIVE rollout, we will need to maintain two systems of accounting and inventory. We will continue to keep manual records as well as keep electronic records using the new system. This will allow us to do manual verifications on the electronic data by comparing the data for accuracy. This will ensure that any inaccuracies are caught early on in the process and before we rollout the system into any other offices. User feedback from the actual users will be important during this test phase. The feedback from actual users will help the database administrator to take their feedback in make adjustments and additions to the system to optimize the system for the business needs.
At the same time as we are setting up the database, we will need to start setting up and testing the network system. We should begin with the main office and the database test location since it will be essential to have these two locations connected for the initial testing of the database application. We have decided on a wireless network that is based on the 802.11g standard. By using this type of network, we will be saving the company money and not have to run expensive wires in each studio and office. We will need to purchase a wireless access point for each location as well as a wireless network adapter for each computer. In addition, we will need to order high speed internet access at each location. Each wireless access point will need to be configured for security using encryption and password protection at the time of installation and setup.
The database application will be implemented one location at a time once the initial testing has been completed in the first location. The coordination of the wireless network install will be timed so that, each location is online just before its rollout of the database application. This will avoid the company paying for the high speed internet lines prior to them being needed. Some areas may not be near a telephone hub and be eligible for DSL high speed internet access. We will need to research this ahead of time to avoid any delays. If necessary, we can still get high speed access to a location via a satellite link. Although a satellite link is not as fast as a DSL connection, it is better than a dial-up connection would be and could serve our purposes.
Once each location is up and running on the new database application and everyone is comfortable, the last step in our plan will be to create the e-commerce site for Bead Bar. For this, we will hire a web developer to create the site. The site will need to be very user friendly, allowing our customers to view our products online and order them directly from our site. We also want to have a place for users to get suggestions, share their own ideas and post suggestions for future products. In addition, the web developer will need to implement an advertising strategy that will promote the site and solicit new users. We will want to send out a mailer to each of our existing customers letting them know about out new online store and offer them an initial 10% discount for their first purchases from the website as well as a $25 bonus for referral they bring.
Lastly, we need to think about ongoing maintenance of our systems. I would recommend hiring a full-time Information Technology person to be responsible for the maintenance and backup of the new systems. This person should have a bachelor’s degree and at least 2 years experience in the field. They should have a working knowledge of the Oracle 9i database system, networking and web based applications. It will be most cost effective to have a full-time person being responsible for all the systems. A good applicant should also be able to train and make future modifications to the system. With turnover, there will be an ongoing need for training and refresher courses. I can help with the interviewing and hiring process.
It will be exciting to work with Bead Bar to get them connected to the information world. The managers will now be in a position to make better decisions based on real time data. Through increased productivity at each location and the ability to better control inventory, costs and labor it should take Bead Bar no time at all to regain the costs of this investment into the future of their company.