Description Document - ICM Systems Project

Introduction

The following document outlines a brief description of various items that are forming part of the development of the Integrated Inventory Management / Bar Code system for ICM.

As again mentioned in the Executive Summary document, the scope is for the following

Inventory Management system covering all the key features mentioned in the business process document.

Bar coding system integrated to the inventory module

EDI facility for Purchase Orders, ASN's, Invoices etc and integration with major retail chains across U.S.

Also as mentioned in the approach document, the basic assumptions are that

EDI will be the mostly used method used by the Retail Chains / Stores for Purchase orders / ASN's etc.
All necessary Hardware and Networking installation will be taken care by ICM.
Technology for developing the application is open for discussion.

Representation of ICM Systems / Its Customers

Business Flow Representation (Schematic)

As shown in the above figure, ICM system will be a centralized system at the ICM fulfillment warehouse. Most of the MIS reports will be generated and maintained at ICM itself. The Retail Chain / Store will make a purchase order via EDI which is integrated to the ICM system's Database. The orders are fulfilled by ICM and respective invoices are raised and sent by EDI. In cases where invoices need to be raised by ICM's customers, an invoice listing is generated and sent to the customer by ICM.

When the stocks of a particular customers products are getting over, ICM makes a receiving order either to the customer or to the customer's vendor (in the above case taken as MGM or MGM Vendor) asking them to re ship the stocks to the warehouse.

ICM system also maintains information about the customer, customer's customers (Retail chains / Stores), credit limits of the customers, shipping instructions, discount information of various items etc.

Whenever items are received or dispatched, the Barcode system is used. Also Barcoding system is used to design the inventory labels and print them so that they are available before or when the stock is received by ICM.

I. Inventory Management / Barcode / EDI

As understood and analyzed, the Inventory Management module forms the major part of the entire system and will comprise basically of the following main features as explained below

Item Master

In this information about each item is stored like item id, description, how is it measured etc.

Customer Master

In this all information relevant to customer, contact person, address etc are stored

Customer's Customer Master

In this all information related to Retail Chains / Stores are maintained.

Item Details Entry Screen

Here for every item added in the master, details like Retail pricing, terms and conditions for sale, discounts, re order level, minimum and maximum level etc is stored

Customer's customer details entry screen

Here for every retail chain / store added, information like credit limits, shipping instructions etc are stored.

Receiving Order

This is basically used by ICM personnel (authorized) to place a order with the customer or the customer vendor for getting more stock of required items into the warehouse depending on the stock position which is stored for every item in the item details screen.

Inventory Import

This screen is used to physically enter the actual stock that is received by ICM based on a receiving order. This stock that is entered is updated into the stock data.

Purchase Order

This form is basically used by Retail Chains / Stores to place an order with ICM for required materials. This is done through EDI.

Invoice

This form is basically used by ICM to invoice a particular customer for the order he placed. This invoice is sent to the customer via EDI by ICM.

Stock Transfer Form

This form is basically used to transfer the stock from one location to another

Flexible Report Manager

This is a flexible, user-friendly MIS report designer. Since many MIS reports that are not standard may be required by ICM from time to time, this designer helps the ICM system users to define and design their own MIS reports as per their specific needs. The database is open for the users to pick the columns that are needed to be used in the reports.

Query Inventory

This feature helps the ICM system users to look up at inventory in various ways. Query's will be built and made available to look into inventory either item wise or customer wise etc.

Barcode label Designing

This functionality helps the ICM users in defining the design for the item labels. It can consist of numbers, alphabets and even graphics.

Barcode Integration with Inventory

This functionality ensures that whenever an item / stock is received by ICM; the barcode scanner automatically recognizes the item and updates the inventory. Similarly during dispatch it updates inventory automatically.

User Level / Program Level Security

As the ICM system might be used by multiple users with different activity rights, this feature of User Level / Program Level security is being given. By this feature one can ensure that a particular user is given authentication to view only screens relevant to his domain. Similarly program level security is given wherein a user is given permission to do certain things within an activity. Even the menu's can be customized user wise.

II. Database Design

While designing the database, we analyze the requirements thoroughly and come out with an Entity Relationship diagram using standard tools like ERWIN. This E-R diagram will form the basis for creating the database.

III. Architecture / Design

This will be the first phase of developing the project. We will co-ordinate with the client in coming out with a detailed requirements document there by forming URS (User Requirement Specification) document based on which we build the SRS (Software Requirement Specification). Once the client reviews this, we prepare the High Level and Low Level (HDD and LDD) design documents which clearly describe the flow of the entire application /product along with the individual screen items clearly mentioned and documented. These documents form the basis for further development work.