Sand and Surf's Standard Purchasing System implementation and testing

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 test data should be used?

The type of data that should be utilized will be consistent with the documentation that is also utilized. For instance information concerning vendors, the types of products they provide, the cost of the products and the frequency with which the products are purchased by Sand and Surf will all be part of the data that is tested. The test data might also include general information about vendors including the name of the company, address, phone and business hours will also be useful. The testing data needs to be relevant information that Surf and Sand will utilize even after the testing period is over (Khandelwal et al., 2011). If surf and sand is unsure of what to utilize for test data the company can also choose to use a test data generator which will provide them with the test data to utilize.