Lack Of Information About Customer Base

Published Date: 02 Nov 2017

Introduction

Home Deco PVT/LTD is an Australian specialist Home Improvement company owned by Mr Varek, that specialises in the renovation or making additions to one's home. It specialises in selling Terracotta and Concrete roof titles. The services offered include roof restoration, re-roofing, and rendering. All of the staff present are professional dealers with ample experience in their specific commerce.

Sales are increased by advertising on magazines, promotional flyers and newspaper inserts.

Realising how nerve-racking it may be in trying to search and control different dealers for customer�s home restoration/improvement project, Mr Varek wants to make it easy for anybody wishing to renovate their home by having decided to invest in a comprehensive customer information system to help him keep track of his customers, see what particular needs each customer is interested with and thus boost sales by sending details of special offers, new arrivals etc.

Statement Of Problem

Home Deco PVT/LTD apply a guide details information program, where all the appropriate details of the clients are published in document structure. When details about a particular client is needed or needs to personalized,he/she requires to go through all the details files and units to find the designed details. This can be an exhausting process. There is no appropriate order in the agreement of the details files and it becomes a huge blunder to collect details. There is no appropriate responsibility list and this problem mainly impacts the motorists as they are left in misunderstandings so sometimes skip the supply, which lastly reduce the organization income. All the details about the clients are organised in hand-written records and writing is an exhausting process. The organization each year usually spends lot of money on buying document, fixed and processing units to hold the details files. This is very expensive. The paper-based program is not a safe method as private details can be known by anybody. Taking back-up duplicates of important details files like master file can be a horrible process as they have to hand-written.

Interview of the personnel

The current system that will be investigated is limited to the rental side. Mr Varek will be interviewed for a more in-depth understanding of the system. After that the current system will be carefully observed so that the responses from interviews can be cross referenced and checked.

Preparing for the Interview

Before carrying on with the interview, I have asked for an appointment with the owner through a letter.

October 1, 2012

Varek Turner

Home Deco PVT/LTD

C11 Generator Hall

Electric Wharf

Dear Mr Varek,

Thank you very much for being able to help me with this venture for my processing A-Level. To further the procedure, it would be of excellent assistance if I can devise a meeting with you. This meeting will allow me to a more complete comprehension of the present system, as well as sharing concepts for the new program. Please could you recommend a here we are at this meeting, and get in touch with me as soon as possible. Yours sincerely

________________

A.Kaniah

Here the reply from the owner of the company, prior to the appointment letter that I had sent to him:-

October 3, 2012

Akshay Kaniah

931 E. Land Drive

Memphis, TN 38130

To Mr A.Kaniah,

This is to inform you that the appointment you have asked for has been granted on the 15th October at our place. Therefore you are kindly requested to come to meet me and discuss on the issues. Yours faithfully,

________________

V.Turner

Transcript

On the 4th October 2007, I interviewed Varek Turner, the manager of Home Deco. Taking place at the workplace of the company, I enquired him concerning the recommended system. More detailed enquiries about the proposed database revealed the following facts.

1.3 Origins And Forms Of Data

Input Data

Details need to be kept on both customers and jobs.

Customer Data

The following data needs to be held for each customer:

Name

Address

Business Customer?(Y/N)

Business Name (If a business customer)

Customer Interests: Restoration/Roofing/Rendering (or any combination of these)

Job Data

As said above the current system of manually recording jobs is quite informal, and if a customer wants to have more than one good/service, for example, two job sheets may be filled in with the same job number and notes made in the �Special Instructions� field. The new computerised system should allow for more than one item per job, for example a sale and a restoration.

For each job, the following data must be stored:

� Job Number

� Job Data

� Customer Name And Address

� Type Of Item:-- Sales, Restoration or Rendering. (may be more than one different item)

� Description

� Type Of Frame (if framing item)

� Artist Name And Subject Matter (if sales)

� Job value

Output

The following reports are required:

A list of all business customers;

A list of all customers whose total jobs exceed a given value;

A list of all customers interested in, for example, a given tile, or given subject matter, or who fall into various categories such as �Rendering�,�Re- roofing�, �Sales�,�Restoration�.

The owners would also like the ability to mail letters to selected customers.

Other requirements

An inportant requirement is that any customer information can be quickly located on screen, including details of all the jobs that customer has ordered in the past. It is not intended to replace the current manual methoed of recording jobs. The jobs will still be recorded in the same way, and then entered into the database once a week. Possibly at a future date the manual system will be completely replaced, but the owners wish to proceed cautiously until they feel more confident with their PC and the Access software.

1.3 Problems with current system

I] Tracing previous orders placed by customers

Home Deco PVT/LTD uses a guide details program, where all details of the clients are published in document structure. When details about a particular client is needed or needs to be modified,he needs to proceed through all the actual information data files and units to find the required details. This can be an exhausting process. There is no proper purchase in the agreement of the details files and it becomes a huge blunder to collect details. All the details about the clients are held in hand-written information and writing is an exhausting process. The company each year usually spends lot of money on buying document, fixed and processing units to hold the details files. This is very expensive. The paper-based system is not a secure approach as exclusive details can end up being recognised by everyone. Making back-up copies of valuable files like master file may be a terrible method since they will have to be hand-written. Paper-based system is actually not the long-term cure to maintaining details such as report information data files. They are split and broken over time. The solution to the present issue would be to computerise the details information such as customer details, customer buy information and also component details in order to keep data in an effective way such that cost is decreased and work is done easily.

II] Inability to send targetted mailshots

The current system does not hold any details on customers; particular interests or what past purchases they have. Currently it is not possible to send out a mailshot only to selected customers. With the number of clients increasing every year, this is impractical and expensive.

III] Lack of information about customer base

There is a general lack of information about who the most frequent customers are, who has not made any purchases for the past few years, model of tiles which has been sold most often, etc. Access to summarised information of this kind could be useful for planning future stock purchases, marketing campaigns and so on.

Aims

2.1 Aims affliated to the company

1. Have an effiective system where less actual space is required.

2. To back up private data about the customers securely, so that access is limited to specific people only.

3. To align data in an orderly manner to make searching for a file effortless.

4. To keep back-up duplicates of significant files so as we can use them to recuperate lost data.

5. To work out closing order cost accurately and efficiently for customers.

6.To diminish amount of work for the workers..

7.To keep a well organized filing system in which information can be obtained fastly and precisely.

2.2 Aims affliated to the computer

1. To make a systhematic database.

2. To carry out computation on order cost, deal made etc. as computers are very unerring in calculations.

3. To make use of a large database to keep data in an practical manner:

i) To create tables, reports, forms and queries to put forward data in a successful way.

ii) To do changes to information in the database such as amending, deleting,inserting and sorting.

To keep private data securely by putting passwords so as to prevent unapproved staff member to procure data.

5. To look at what each customer has demanded and amount of orders made.

6. To do backup copies for recovering data that has been lost. Eg: Master files.

7.To allow quick and suitable data entry & data must be validated before developing them.