MGSC 490 CLIENT INTERVIEW

What are the goals and expectations for the project?

As specified in the company profile document, the owner is trying to resolve the issues described
with this project. The primary goals are to improve the effectiveness of both back-office staff and
the field technicians by utilizing technology and improve the cash flow by timely invoicing of
the customers correctly.

How long has the previous system been in place?

The current invoice package (QuickBooks) has been in place since the early stages of the
company, around 2010.

What are the base requirements for this system?

Here are some high-level requirements:
- Build a paperless process across back-office and field processes
- Reduce errors in data entry and invoice processing by 95% by collecting correct information
the first time
- Improve field tech efficiency by 25% by building visibility to their field visits, intelligent
routing of their visits, and seamlessly passing the correct info to back-office staff
- Timely generation of invoices and notifications to the customers

When was the last major update to the current system?

QuickBooks has been upgraded to its latest version at the time in April 2017.

What is the deadline for this project?

The expected in-service date is July 2019.

What is the budget for this project?

The approved high-level budget for this project is $150,000. But the owner understands that
Analysts’ group is working on collecting complete requirements and will come up with an
updated project plan and a better estimate based on the updated plan.

Are there any restrictions to sensitive information that we should be aware of before we
start?
Some of the restrictions are related to saving bank account details and credit card info in the
system due to PCI guidelines. But the owner is still interested in offering these conveniences to
his customers, so you need to work out options to leverage third party solutions.

How many administrative accounts do you need for the new system?
There will be at least three admin accounts with options to configure additional admin accounts.
Do we need to include previous invoices in the database?
Any completed, but not invoiced/paid service details in the last 6 months need to be migrated to
the new system along with customer master details for the last two years.

If so, how many invoices do you need to keep?

See Question#9

Do you have someone in place to maintain the system?

Even though the expectation is for the implementation group train the in-house admins to handle
ongoing support needs, the owner is interested in listening to options for tier-2 support.