JINGLE BELL, LLC FINAL SYSTEM PROPOSAL

Final Project
System Design
Southern New Hampshire University
Samuel (Lee) Stockman Jr.
February 11, 2024

INTRODUCTION
JINGLE BELL, LLC FINAL SYSTEM PROPOSAL

Jingle Bell Building Supply & Custom Cabinets has become a major building supply, lumberyard & custom cabinet center in the
region with the Company’s increase in business. The current system has been unable to meet the challenge so Jingle Bell, LLC. has
recently decided to implement a new inventory control & tracking system that will work with the Company’s current system along
with updating the current website with a more modern look and feel. An inventory control & tracking software package will be
developed that will improve inventory control, provide accurate order management & timely notifications across the organization.
During the system development life cycle of the inventory system, one phase will be the design system. The focus in this phase will
be on proposing will be proposing a solution that addresses the problem in Jingle Bell, LLC case. The solution will revolve around
five key points: system specifications, data design, user interface design, system architecture and feasibility analysis.

Background

Currently Jingle Bell Building Supply & Lumber Yard, LLC has seen a substantial increase in building material sales and
custom cabinet sales. With the increased business, Mr. Claus (Owner), wants to put in place an inventory control database to track
when inventory gets low and notify the procurement department so that an order can be placed for more material and cabinets. Mr.
Claus also wants to investigate improving the company’s online presence to give a modern view and help potential employees easily
apply for available jobs. In making these improvements, Mr. Claus wants to better position the company to meet the growing needs of
the community, bring the company into the 21st century and continue to increase business.

Problem Statement
JINGLE BELL, LLC FINAL SYSTEM PROPOSAL

Currently the company is using QuickBooks Enterprise 2018 which has become outdated, cumbersome, and lacking a more
robust inventory control management system. So, the employees must perform a manual count of inventory, so the procurement-
accounting department knows what materials/cabinets materials need to be reordered. This in turn ties up employees, which runs the
risk of customer loss due to lack of assistance or lack of material. Due to the growth in business and the time employees take doing
inventory the company needs to hire more employees (resources). The company only does paper applications which will remain a
viable way for new candidates to apply at the company but with the online application process, the company hopes to reach a larger
range of new candidates for employment. Based on the client’s request, various questions that have been asked, and information that
has been provided. It has been determined that a new database integrates QuickBooks Data and a more polished website for a better,
more modern look and feel, and an easier application process for potential new employees.

The keys to a successful implementation of the new inventory control system is that it provides a positive impact to the
business through data integration, inventory tracking and ordering, scalability, and the ability to grow as the business grows which in
turn will provide a better customer experience. It’s imperative that the implementation of the new inventory control system needs a
seamless transition with security, communication, and data accuracy.

Audience

For this proposal the owners (Mr. & Mrs. Claus) of Jingle Bell Building Supply & lumber Yard, LLC, Department Manager,
Accounting, & HR Manager are the target audience. While the owners are the primary stakeholders, the accounting & HR Manager &
the Employees are key stakeholders since the employees submit the purchase/orders each day and manually track the inventory, and
the accounting managers keeps track of the orders, purchases, & inventory and when to re-order. These steps are key to understanding
and utilizing the new inventory control system. The initial communications strategy will be a meeting, which will include all the
relevant individuals, As the project moves forward the communications strategy will be a weekly meeting with the owners to keep
JINGLE BELL, LLC FINAL SYSTEM PROPOSAL

them informed & to answer any questions. Emails to the department manager & HR on a weekly basis, as needed telephone
conversations. As the project process then this communication strategy can change based on the flow of the project.

Requirements Model

Information is collected by using various fact-finding techniques, such as surveys, feedback from end users (stakeholders),
analyst of the existing system, interviews, etc. to create a system requirement checklist.

Outputs

The inventory control database (ICD) will be incorporated into the current system & will improve on the current system.
The (ICD) must be able to show the flow of inventory & when quantities are low.
The (ICD) must be able to Create New Pick Orders for custom cabinets that tell your staff to get the order ready and what
inventory to include.
The (ICD) must be compatible with the existing platform.
The system must alert the accounting/procurement department when inventory is low.
Payment confirmation.

Inputs

Employee input must include item purchased, item quantity, new pick order input.
New Pick Order input must include customer name, customer address, contact number, email address, payment information.

Process

The system must record the information in the inventory control database.
JINGLE BELL, LLC FINAL SYSTEM PROPOSAL

The system must provide the information or status of the inventory in an accurate manner.
The system must update the employee(s) of any changes in the status of the inventory.
The system must update the customer of any changes in the status of the custom cabinet order.
Performance
The system must support at least 8 employees simultaneously.
Response time must not exceed 5 seconds.
The system must be functional/operational 24x7, 365 days a year.

Controls
The system must provide access to all the services of the application to the employees after the information has been entered
into the inventory control database.
The customers’ information must be secured properly.
The status of the custom cabinet order can only be provided by the Custom Cabinet Team.
JINGLE BELL, LLC FINAL SYSTEM PROPOSAL

Figure 1: A data process model for Jingle Bell, LLC’s inventory control system. applications
JINGLE BELL, LLC FINAL SYSTEM PROPOSAL

Figure 2: A data flow diagram for Jingle Bell, LLC’s

INVENTORY EMPLOYEE CUSTOMER INVENTORY

JINGLE BELL, LLC FINAL SYSTEM PROPOSAL

ENTITY CONTROL DATABASE

INVENTORY SALE IN PROGRESS Inventory control Employee, Bookkeeping
PURCHASED database
COMPLETED STATUS DELVERY TO Inventory control Employee, customer
PURCHASE CUSTOMER database
NEW PICK CABINET ORDER Inventory control Employee, customer
ORDER COMPLETED database
Bookkeeping Process payment Receives payment Sends payment to bank
Banking Processing Bank processing for Banking entity Inventory Control
payment Database

PROCESS
PROCEESS NAME DESCRIPTION PROCESS PROCESS
NUMBER DESCRIPTION
Inventory Control A process to manage 0 Input data flow: item
Database supply inventory & purchased, item
custom cabinet quantity, new pick
orders. order input.
Output data flow:
Pending Status, low
inventory, cabinet
order status, payment
JINGLE BELL, LLC FINAL SYSTEM PROPOSAL

ENTITIES

Data Name Data Type (LENGTH) Description Required Value

PRODUCT ID Integer Primary Key Yes System

PRODUCT NAME Character (25) Name Yes Characters A to Z

PRODUCT Integer Secondary Yes System

QUANTITY

CUSTOMER ID Integer Alternate Key Yes System

FIRST NAME Characters (25) Customer’s First Name Yes Characters A to Z

LAST NAME Characters (25) Customer’s Last Name Yes Characters A to Z

ORDER NUMBER Integer Secondary Key Yes System

JINGLE BELL, LLC FINAL SYSTEM PROPOSAL

OBJECT MODELING

CUSTOMER EMPLOYEES
BUIDING SUPPLIES
CUSTOM CABINETS
Attributes
Attributes

 Name  Quantity
 Name
 Age (DOB)  Style
Attributes
 Sex  Length
 Name  Address
 Address
 Contact Number
 Contact Number
 Email Address  Social Security
 Payment Information Number
 Hire date. Methods
Methods  Title
Get Assembled
 Hire rate. Get Delivered
Building Suppy, Lumber
 Email Address get purchased
Purchase

Custom Cabinet
order Methods
Get hired.
Customer Service
Sales

Figure 3: Diagrams showing three objects, CUSTOMER, EMPLOYEE, and BUILDING SUPPLIES and CUSTOM CABINET
-i.e. Products, with their attributes and methods for the Inventory Control System.
JINGLE BELL, LLC FINAL SYSTEM PROPOSAL

USE CASE DIAGRAM

The following use case diagrams indicate the customer and employee’s interaction with the new inventory control system.

FIGURE 4: USE CASE DIAGRAM for Jingle Bell, LLC.

JINGLE BELL, LLC FINAL SYSTEM PROPOSAL

Within the systems requirement document the specifications were covered that would meet or exceed the expectations set forth by the
company. Using a context diagram to represent the physical design the employee/inventory control system relationship will be more
efficient and user friendly as expected. This will also keep the company up to date on any changes in inventory in real time. The
diagram for the new system is as follows:

FIGURE 5: Context Diagram representing the physical / logical network design.

JINGLE BELL, LLC FINAL SYSTEM PROPOSAL

DATA DESIGN

The data design below shows the relationship between various entities i.e. the customer, the employee, the company, the vendor, and
the database.

JINGLE BELL,
EMPLOYEE 1 WORKS IN M
LLC.

M
CONTAINS

SHIP

M
CUSTOMER 1 PURCHASES M PRODUCT

1
ORDER VENDOR UPDATE
M

FISHBOWL
M M INVENTORY
ACCOUNTING NOTIFIES
ADVANCED
WAREHOUSE

Figure 6: An Entity Relationship Diagram (ERD) for Customer, Employee, Company, Database, and Vendor.
JINGLE BELL, LLC FINAL SYSTEM PROPOSAL

Table: 1NF

ORDER DATE PRODUCT DESCRIPTION NUMBERED SUPPLIE SUPPLIER ISO

NUMBER ORDERED R NAME
NUMBER
AD008 08-28-2024 Cabi008 Custom Cabinet 2 C-009 Pedro, LLC Yes
BC006 02-20-2024 Lumb006 Lumber 2x4 24 F-150 Freja, LLC Yes
EG004 12-22-2024 Shme004 Sheet Metal 10 V-002 Skylyn No
Valdez
IK018 06-22-2024 Linc018 10 Penny Nails 3.5 pds C-009 Pedro, LLC Yes
MO040 11-4-2024 SCH040 SCH 40 PVC Tee 8 COY-007 ACME Yes
QS002 05-08-2024 Bolt002 ¾” Bolts 25 COY-007 ACME Yes

Table:2NF

PRODUCT DESCRIPTION SUPPLIER SUPPLIER ISO

NUMBER NUMBER NAME
Cabi008 Custom Cabinets C-009 Pedro, LLC Yes
Lumb006 Lumber 2x4 F-150 Freja, LLC Yes
Shme004 Sheet Metal V-002 Skylyn Valdez No
Linc018 10 Penny Nails C-009 Pedro, LLC Yes
SCH040 SCH 40 PVC Tee COY-007 ACME Yes
QS002 ¾” Bolts COY-007 ACME Yes
JINGLE BELL, LLC FINAL SYSTEM PROPOSAL

ORDER PRODUCT NUMBER NUMBER

ORDERED
AD008 Cabi008 2
BC006 Lumb006 24
EG004 Shme004 10
IK018 Linc018 3.5pds
MO040 SCH040 8
QS002 QS002 25

Table: 3NF
PRODUCT DESCRIPTION SUPPLIER
NUMBER NUMBER
Cabi008 Custom C-009
Cabinets
Lumb006 Lumber 2X4 F-150
Shme004 Sheet Metal V-002
Linc018 10 Penny Nails C-009
SCH040 Schedule 40 COY-007
PVC Tee
QS002 ¾” Bolts COY-007
JINGLE BELL, LLC FINAL SYSTEM PROPOSAL

SUPPLIER SUPPLIER ISO

NUMBER NAME
C-009 Pedro, LLC Yes
F-150 Freja, LLC Yes
V-002 Skylyn Valdez No
C-009 Pedro, LLC Yes
COY-007 ACME Yes
COY-007 ACME Yes
JINGLE BELL, LLC FINAL SYSTEM PROPOSAL

Figure 2. FishBowl Inventory user interface, Windows compatible.

JINGLE BELL, LLC FINAL SYSTEM PROPOSAL

Figure 2a. User Interface for Android devices. Figure 2b. User Interface for IOS devices.
JINGLE BELL, LLC FINAL SYSTEM PROPOSAL

Figure 2c. Fishbowl Advanced Mobile devices that are.

not on the same local network as the Fishbowl Server.

JINGLE BELL, LLC FINAL SYSTEM PROPOSAL

USER INTERFACE DESIGN continued

Figure 2d From FISHBOWL Client install the plugin FISHBOWL ANYWHERE and any web browser can be used as a Fishbowl
Client.

Figure 2.1a Start by logging into the user interface with fishbowl as

the username and the portal password selected during setup.

JINGLE BELL, LLC FINAL SYSTEM PROPOSAL

Figure 2.1b Select the Fishbowl Client or Figure 2.1c Enter the credentials of any Fishbowl

Fishbowl Checkout. user and then click Login.

System Architecture

Corporate Organization and Culture: Fishbowl Inventory Warehouse (Advance) will be an extension of the current inventory
control database that will work with IOS and Android devices. The new system will work with any Web Browser, which will allow
more flexibility for the end user i.e. the potential to work from home or when out of town whether on a business trip or vacation. The
mobile applications allow quick and easy access to real time inventory status. With the seamless transition to the inventory control
system the client will have more flexibility to direct attention to other avenues like continuing to grow the business or expand into
other areas of interest. Another benefit is improved productivity from the employees which should result in more products being sold,
the employees will have more time to assist customers or work from home. The customers will benefit from more interaction with
knowledgeable employees and having the inventory in stock ready to purchase. The inventory warehouse system has several features
JINGLE BELL, LLC FINAL SYSTEM PROPOSAL

that enhance the customers’ experience, including Automated shipping labels as needed, real-time tracking, integration with leading
shipping carriers, and delivery confirmation notifications.

Total Cost: Total estimated costs for the inventory warehouse system are $42,500.

Scalability: This inventory warehouse system will be developed keeping in mind scalability. The

system will be easily expanded, be changed, or downsized depending upon the business needs of the

organization.
Integration and Interface Requirements: The inventory warehouse system will be set up on site and will be integrated with the
current Quickbooks database. The variety of interfaces will provide the client with various ways to connect to the new system. It will
also provide more flexibility for the client.
Security: The current system stores very sensitive information about the customers i.e. social security information, bank details, etc.,
as well as employee information, and vendor information so security is a major concern. The inventory warehouse system addresses
these concerns with increased password security, utilizes access rights to control which users have access to each part of the software,
never stores credit card numbers or security codes. First priority is given to information security right from the beginning of the
project. Firewalls will be updated to meet all federal, state, and local laws that may dictate requirements in addition to PCI
compliance standards.

Feasibility Analysis

The current inventory control system of Jingle Bell, LLC. Isn’t meeting the current needs of the company. The new system will
provide all the necessary tools to track inventory, order inventory, ship inventory as needed, and provide scalability for future growth.
The customer will have a better shopping experience and be more likely to do repeat business. It will potentially bring in more
business due to a better employee presence and more products in stock.
JINGLE BELL, LLC FINAL SYSTEM PROPOSAL

Operational Feasibility: The inventory warehouse system is easy to learn and use. The client can connect to the system in a variety
of ways through a variety of user interfaces depending on how they wish to view the inventory status. Service & support are provided
both by the inventory management support team & the implementation team, whether it is via a phone call or onsite visit.

Technical Feasibility: With the 24/7/365 support of the inventory warehouse implementation & support team as well as Jingle Bells,
LLC. IT department. There are sufficient technical people and resources to complete the project on time and within budget.

Economic Feasibility: With the implementation of the new database Jingle Bell, LLC will see an increase in productivity from a time
management aspect since employees will spend less time contending with inventory management & control. Which will lead to an
increase in the amount of time the sales team is on the floor assisting more customers or the accounting department spending less time
on inventory management & control. The flexibility of the inventory warehouse system will allow employees to focus on other aspects
of the company. The total estimated cost for the implementation of the inventory warehouse system is $42,500. The ultimate benefits
from the implementation of this system will exceed the cost.

Scheduled Feasibility: The projected time for this project is 65 days. Based on the required resources and technical personal, the
project will be completed within the timeframe.

Included in the system architecture are the hardware, software, & mobile app requirements for a successful roll out of the new
inventory control system.
JINGLE BELL, LLC FINAL SYSTEM PROPOSAL

1GBps
INTERNET
CONECTION

INTEL XEON
PROCESSOR
QUAD CORE
(8 THREADS)

Kingston Fury Renegade

Pro 128GB (4 x 32GB) ECC
Registered DDR5 5600
(PC5 44800) Memory
(Server Memory)

Figure 1a. Hardware

Specifications
FISHBOWL INVENTORY HGST Ultrastar Helium
WAREHOUSING He8 8TB Enterprise Hard
(ADVANCED DATABASE Drive
SERVER)
(On Premises)
JINGLE BELL, LLC FINAL SYSTEM PROPOSAL

SOFTWARE REQUIREMENTS

Fishbowl Inventory Advanced Warehouse 2023.

Fishbowl Inventory Checkout (For POS).

Windows Server 2022.

Quick Book Enterprise update to Quickbooks 2022.

Update current firewall to Connectwise MDR.

FISHBOWL GO STANDARD RECOMMENDATIONS (mobile app)

 IOS 11.0 or later. Available on an IPHONE, IPad and IPOD Touch.

 Android 4.4 or newer (Kitkat)
 Designed for 4.7in. High Definition (1280x720) or larger.
 CPU 1.7 GHz multi-core
 Memory 2 GB Ram/8GB Flash
JINGLE BELL, LLC FINAL SYSTEM PROPOSAL

Work Breakdown Structure

(WBS)
Project Monitoring & Control Panel
Timeline

A work breakdown structure (WBS) is a visual, hierarchical and deliverable-oriented deconstruction of a project. It is a helpful

diagram for project managers because it allows them to break down their project scope and visualize all the tasks required to

complete their projects. All the steps of project work are outlined in the work breakdown structure chart, which makes it an

essential project planning tool. The final project deliverable, as well as the tasks and work packages associated with it rest on

top of the WBS diagram, and the WBS levels below subdivide the project scope to indicate the tasks, deliverables and work
packages that are needed to complete the project from start to finish. Project Manager. (2022). Work Breakdown

Structure (WBS): The Ultimate Guide (with Examples). ProjectManager.

https://www.projectmanager.com/guides/work-breakdown-structure

TIMELINE
JINGLE BELL, LLC FINAL SYSTEM PROPOSAL

Figure 1: The Gnatt Chart shows the duration of each task & how they are broken down into manageable pieces. This is what
determines the Timeline. The project is set to last 69 days. (Gantt Timeline)
JINGLE BELL, LLC FINAL SYSTEM PROPOSAL

Figure 1.2: This is the Timeline or the project.

The workload can be shown in a timeline which shows the time-period that helps to arrange the work load and help persuade
every unit member to take part in task evenly and be liable for the task that concern them.
JINGLE BELL, LLC FINAL SYSTEM PROPOSAL

Figure 2: Provides some more detail on the time each resource spent on the whole project.
JINGLE BELL, LLC FINAL SYSTEM PROPOSAL

Project Monitoring & Control Plan

As the project manager for the inventory control system implementation project, one of the keys to success is the monitoring
and control of the project plan. One of the methods I like to use is to ensure that the project is going smoothly, and controls are being
followed is to implement structured walk-throughs, monitor each team’s progress by talking with the team leads as well as periodic
spot checks on each team. An added monitoring tool I would use is a Kanban Board or a Scrum Board.
The Kanban board is an optimal solution for teams with a flexible workflow. Like Gantt charts, they allow you to track the
progress of tasks from start to finish, but the visual simplicity of moving cards makes kanban boards easy to understand and effective
for communicating with co-workers. (a) See Figure 3 below.
A Scrum board is, first and foremost, a tool. It allows you to visually represent the progress of your Scrum sprint (explained
below) on a whiteboard, wall, or any blank backdrop you want to use. The simplest Scrum board consists of three vertical columns,
breaking your project apart into three categories: “To Do,” “In Progress” and “Done.” Post-it Notes or stickies, each representing a
single task is placed in the appropriate category and moved as necessary. (b) See Figure 4 below.
The visuals below are just examples and not intended to be part of the Jingle Bell, LLC Project other than examples of
additional visual I would use to help keep the project on track.
Other members of the project time will perform walk abouts during the project. This will put fresh sets of eyes on the project,
provide some peer reviews & help keep the project on course. We will have regular weekly meetings to highlight & update any issue
which will allow us to collectively work on solutions to problems that arise and stay proactive on the project.
JINGLE BELL, LLC FINAL SYSTEM PROPOSAL

FIGURE 3: Kaban means “signboard” is Japanese which is quite fitting since the Kaban method propose a signboard -like way
for managing workflow-from ideation to implementation-visually.
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FIGURE 4; There are many components to managing a successful Scrum board, but at its simplest, it is essential to have a
small and collaborative Scrum team, a clearly defined sprint and sprint backlog and a decent understanding of the Scrum framework
and methodology.
JINGLE BELL, LLC FINAL SYSTEM PROPOSAL

References:
(a) 7 Alternatives to Gantt Charts. (2016, December 12). Lucidchart. https://www.lucidchart.com/blog/gantt-
chart-alternatives#scrumboard

(b) Crail, C. (2022, March 27). What Is A Scrum Board? Should You Make One? Forbes Advisor.
https://www.forbes.com/advisor/business/what-is-a-scrum-board/