MIS350 Portfolio Milestone Week 4 Purchasing Portfolio Project Description OPTION #1: PHASE 1: PURCHASING – PLANNING AND USER REQUIREMENTS Please refer to

MIS350 Portfolio Milestone Week 4 Purchasing Portfolio Project Description OPTION #1: PHASE 1: PURCHASING – PLANNING AND USER REQUIREMENTS

Please refer to the full description of the Mamma Mia Purchasing project in Week 8. As such, the paper should not be written as an essay (with introduction and conclusion) but, instead, as a business report containing only the specified subsections each week.

This week’s paper should have at least 900 words and will summarize the project’s planning and user requirements. The specific subsection headers to include are as follows:

Brief description of the company and the system’s environment – not more than 100 words
Detailed requirement lists
Feasibility analysis
Structure of the project using SCRUM:
Structure of the project
Initialization activities
Proposed intermediate SCRUM deliverables.

Include a title page and reference page. Make sure your paper follows APA style according to the CSU-Global Guide to Writing and APA (Links to an external site.)Links to an external site..

As support for your analysis, use at least two CSU-Global Library resources and/or outside, credible academic sources other than the textbook, course materials, or other information provided as part of the course materials. (You may not use Wikipedia for any CSU-Global assignment.) For this assignment, a credible source is defined as:

Scholarly or peer-reviewed journal articles
Newspaper articles
Trade or industry journal articles, publications, or websites, including those from trade organizations. Consider CIO Magazine, the Harvard Business Review, Fortune, and similar solid sources.

Please be sure NOT to use direct quotations from sources and, instead, use paraphrasing or summarizing when needed.

Review the grading rubric, which can be found in the Module 4 folder.

Read the full project description, which contains information relevant to this Milestone, in the linked document at the end of the page. FULL Project description below: MIS350 — Portfolio Project Description
Company Background (both Options, #1 and #2)
Mamma Mia is a well-known pasta company producing dry pasta products and distributing it to
supermarkets and other food outlets nationwide. Mamma Mia has 20 plants and distribution centers
throughout the country, with the company’s headquarters located in Denver, Colorado (where the
oldest plant / distribution center is located.)
Mamma Mia currently uses a reasonably complete and modern integrated home-developed information
system, except for the Purchasing and the Accounts Payable systems, which due to complicated
historical reasons, were never implemented by the IT department and were instead developed and
implemented with user-built MS Access database apps. The integrated system used in most other areas
of the organization uses a client-server-server architecture based on large HP-UX servers running an
Oracle database. All servers are hosted in the company headquarters in Denver and all other plants and
distribution centers connect to this centralized server farm through redundant and highly efficient
communication links. Uptime of the network has historically averaged 99.8%, with an average
downtime duration of 33.5 minutes. The company is happy with these numbers and will not consider
using cloud-based services for the time being due to information security concerns and also due to
having a very conservative executive management team.
The company has decided, however, that to adjust both the Purchasing and the Accounts Payable
information systems’ functionality to the current business needs, it has become necessary to upgrade
and modernize both. As such, the Steering Committee –comprised of all executive-level managers of
Mamma Mia– has decided to request from IT two project proposals aimed at replacing both systems,
with “Option 1” being the Purchasing system and “Option 2” the Accounts Payable system. The scope of
both project options will comprise the noted information system as a stand-alone, independent system;
later, in a second phase of the project (not covered in MIS350), the new system will be integrated with
the other information systems already used in Mamma Mia.
Deliverables (both Options, #1 and #2)
You are asked to analyze the specifications and produce an information system design that complies
with the operational procedures and data requirements described below. As the description is
purposely kept brief, you may have to use your imagination to supply some of the missing pieces in it –
also please consult with your instructor to clarify any possible doubt about these operational procedures
and the data requirements.
The deliverables for both options of this Portfolio Project of the course are as follows:
Phase 1 (due on Week 4) – Planning and User Requirements:
1) Brief description of the company and the system’s environment – not more than 100 words.
2) Detailed requirement lists.
3) Feasibility analysis.
4) Structure of the project using SCRUM:
a) Structure of the project.
b) Initialization activities.
c) Proposed Mamma Mia intermediate deliverables.
Phase 2 (due on Week 5) – Data Flow Analysis:
5) Data requirements:
a) DFD diagrams (context, level 0, and multiple level 1s.)
Phase 3 (due on Week 6) – Entity-Relationship Model & Database Design:
6) Data relationships:
a) ERD diagrams (complete data model.)
b) Physical database design (complete database.)
Phase 4 (due on Week 8) – Implementation:
7) Test plan.
8) Training plan.
9) DevOps
10) Implementation strategy and plan using DevOps.
Requirements
Purchasing (Option #1)
The purchasing information system handles the purchasing operations of the organization for the
acquisition of good and services. In general, a purchase requisition is issued by the requesting
department and sent to the purchasing department. Purchasing then determines if the request is
acceptable based on company policy and procedures (for example, if requestor’s purchasing limits cover
the purchase, if the goods requested already exist in inventory, if the item will be arriving soon through
a previous purchase, etc.) If the requisition is approved, then the purchasing department proceeds to
select one or more vendors, optionally request an RFQ (request for quotation) from at least three
vendors, analyze the offers, select a vendor, and then prepare a purchase order.
The purchase order is sent to the vendor for processing and it signifies the formal request to purchase
the good or services, with a promise to pay once delivered and accepted — the payment terms are
specified within the purchase order. Copies (physical or electronic) of the purchase order are sent to
Receiving (for reviewing the delivery from the vendor) and to Accounts Payable (for payment to the
vendor.)
Receiving receives the items and checks them for quantity and quality against the specifications in the
Purchase Order. If they do not match, then the items will be rejected, and Purchasing is notified of the
discrepancy. If the items are acceptable, then a receiving note is prepared, and copies distributed to
Purchasing, Warehouse, and Accounts Payable. The items are sent to the Warehouse for storage and
distribution.
A flowchart of the entire process is the following:
Accounts Payable (Option #2)
Accounts Payable or “A/P” is charged with paying vendors for purchases made and, in general, paying
most other disbursements of money needed by the organization. Accounts Payable in Mamma Mia is
based on the vendor’s invoice, which is sent to A/P directly by the vendor with the specifications of the
goods or services delivered, the prices, terms of payment, and all other related information.
Accounts Payable is in frequent and direct contact with the Treasury (a.k.a. “cash management”)
department so that the funds necessary to pay vendors in the coming period(s) are available. On
occasion, the total amount of payments to be processed must be reduced due to lack of immediate
funds to pay for invoices. The cash outflows forecast prepared by A/P is an essential input that Treasury
needs to manage the cash supply available for vendor payments and other needs.
When A/P receives an invoice from a vendor, a tree-way match is executed between the invoice itself,
the purchase order (previously obtained directly from Purchasing), and the receiving note (previously
obtained from Receiving.) If there is a mismatch, then the invoice is rejected, and Purchasing is alerted
so the discrepancy can be resolved with the vendor and/or Receiving. Once the three-way match is
executed and everything agrees, then the invoice is scheduled for payment within the payment terms
agreed between Purchasing and the vendor (specified in the Purchase Order.) When the maturity date
of the invoice is reached, the payment is made by printing a check, if required, or paying by company
credit card, direct transfer, or whatever other form of payment Accounts Payable decides to use at the
time.
A flowchart of the entire process is the following:
The detailed data requirements are as follows:
DATA COMMON TO BOTH OPTIONS (#1 – PURCHASING AND #2 – ACCOUNTS PAYABLE):
1. Vendor File
a. Vendor Number
b. Vendor Name
c. Vendor Dun & Bradstreet (DUNS) Number
d. Vendor 1099 status
e. W-9 received (yes/no)
f. Business address
g. Multiple contacts:
i. Contact number (unique within each vendor)
ii. Title / Function
iii. Name
iv. Address (accepts non-USA address)
v. Phone number
vi. Fax number
vii. E-mail address
viii. Website URL
h. Currency Code (for non-USA vendors)
2. Purchase Order
a. PO Number
b. Purchase Requisition number (multiple)
c. Ship-to address
d. PO date
e. Vendor number
f. Contact number
g. Payment terms
h. Tax rate
i. Notes
j. Body of the PO (multiple lines):
i. Item code (internal)
ii. Item code (vendor)
iii. Quantity ordered
iv. Measuring unit
v. Unit price
vi. Currency Code
3. Receiving Note
a. Receiving Note Number
b. PO Number
c. Vendor Number
d. Date
e. Body of the Receiving Note (multiple lines):
i. Item code (internal)
ii. Item code (vendor)
iii. Quantity ordered
iv. Measuring unit
PURCHASING DATA (Option #1):
1. Purchase Requisition
a. Requesting Department Number
b. Requesting Manager Employee Number
c. Requisition Type (stock / non-stock)
d. Date
e. Remarks (free-format text)
f. Suggested Vendor Name
g.
h.
i.
j.
k.
Suggested Vendor Contact Name
Suggested Vendor Contact Phone
Suggested Vendor E-mail
Suggested Vendor Address
Body of the Purchase Requisition (multiple lines):
i. Item code (internal)
ii. Item code (suggested vendor)
iii. Quantity requested
iv. Measuring unit
ACCOUNTS PAYABLE DATA (Option #2):
1. Invoice
a. Vendor Number
b. PO number
c. Receiving Note Number
d. Date received
e. Date payment due
f. Currency Code
g. Total Amount

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