Sand and Surf Retailers Recent Acquisition of

Sand and Surf Retailers recent acquisition of several smaller companies to expand its chain of clothing outlets has required a change in the manner in which purchases are made. To this end, Sand and Surf decided to develop an in-house application called SPS (Standard Purchasing System). The SPS system is designed to standardize purchasing practices for each Sand and Surf subsidiary and manage all purchasing information. System testing will be completed by the end of the week.

For the purposes of completing the system testing the following issues will be addressed. What types of documentation are needed for this application? Purchase to pay cycle documentation is one of the most important types of documentation that will be needed for the application. The documents associated with the purchase to pay cycle include identifying requirements, obtaining quotes, evaluating offers, negotiating agreements, placing orders and receiving goods ("Purchase Pay Cycle"). In addition commitment reports and detailed purchased item history documentation is needed.

In addition all relevant documentation related to vendors information, accounting, receiving, inventory and warehousing. The Sand and Surf must ensure that all of this documentation is present and accurate to ensure that the software works properly. Failure to have the proper documentation would defeat the purpose of having a SPS and further hinder the ability of the company to expand in a way that is successful and profitable.

During application development, what steps should the IT staff follow to develop a structure chart? The first step in the application development process is to determine what the needs of the company will be prior to performing any steps to create the structure chart. After the company's needs are determined the following steps should be used to create the structure chart. The structure chart should play close attention to the order that the company uses to make purchasing decisions and those who are involved in the decision making process.

Once this is established Sand and Surf place the processes in numerical order according to when they occur. A SPS structure chart can then be created. What suggestions do you have for help screens and online tutorials? Both the help screens and the online tutorials should provide step-by-step processes for operating the system. Failure to do so would make it difficult for end users to get the help they may need to properly manage the system.

A list of frequently asked questions should be compiled and included on help screens for the system. These FAQs will assist users in a way that is rapid and sufficient. In addition both the help screens and the tutorials should include screen captures (pictures) that will allow the user to see the exact steps to take in carrying out specific aspects of the. If possible automation could also be helpful as it pertains to the tutorials. Automated tutorials will give the users step-by-step instructions related to operating the program.

It is also suggested that once the system is implemented at the company, the IT department take suggestions from users concerning any additional information that might be of assistance to them as it pertains to help screens and the online tutorials. Such suggestions will assist the IT department in the development of tutorials that are more customized and functional for users. Having a system that is difficult for users to operate leads to frustration and can have a negative impact on the overall morale of workers (Rocheleau, 2006).

What types of testing should be performed? The IT department must ensure that the new software works in every respect. This means that those who will be using the system should understand how to fill out all the forms associated with the system and the IT department should ensure that the forms are working properly. Information that involves purchasing cycles, vendor information and negotiation agreements should also be tested for accuracy.

In addition, because the help screens and online tutorials are so important to users, it is also important that these aspects of the system also be thoroughly tested to ensure that they provide users with the information needed to properly utilize the system. Users should also be a part of the testing to ensure that they are properly managing and operating the system. The testing of the system should also occur periodically to ensure that the system is working properly.

Careful monitoring of this type of system is vitally important to ensuring that it is accomplishing the goals that it was created to accomplish. What types of test data should be used? The type of data that should be utilized will be consistent.