Introduction
Because the warehouse has accumulated overflow stock items, these items will be available for recycled classroom use.
Through the web-based system, teachers and faculty of the school district will be able to log on and view the items available. Through a user-friendly interface, the members will be able to simply place an order for a stock item stored in their warehouse, provide delivery specifications, and receive their highlighted item within a week of their purchase order.
Objective
• The objective of the database system and website will be to enable staff to search and select from an inventory of used furniture/classroom supplies. The database should automatically update to reflect the change in inventory.
System Roles
There are three types of users that will access the database; staff, internal warehouse managers, as well as the outside public.
• Warehouse Managers
o Limited number of people who will work directly with writing stock descriptions, adding items to the database, as well as updating inventory information
o Will be in charge of specifying which items are available to the outside public
• Staff will be able to access all inventory items within the database through their login information
o Will be able to inform Warehouse Managers of items to pick up for recycled use
• Outside Public
o Will be able to access a limited amount of overflow inventory; specified by warehouse managers
Database Information
Location of databaase
• Application will be accessible through the BVSD website, bvsd.org
• Users must click on “employees” link
o Then “business services”
? Pop-up login box will appear for username and password identification
Functionality – User Interface
• Once user has logged into the BVSD inventory system, they will be directed to the inventory homepage
o Highlighting new items
o Instructional advice as to how to order items
o Left hand panel categorizing inventory items, i.e. Chairs, Tables, Cleaning Supplies
o “Contact Us” at bottom of the page
• Users will click through the left panel to their desired location
o Images of each item to appear with brief description under photo
o User can click through to larger image, containing more in-depth description of stock item (warehouse manager to write)
? Item Code, to be labeled based on category-
• Chair = CHR1, CHR2, etc.
• Table = TBL1, TBL2, etc.
? Condition- like new, used, etc.
? Dimension
? Color
? Material- plastic, wood, etc.
• Located at the bottom of the page will be an “add to cart” button
o Users should be able to order more than one item, cumulating stock in their “shopping cart”
o Clicking, “add to cart” will prompt them to enter delivery information
? Location
? Contact information
• Name
• Phone number
• Occupation
o The shopping cart should update every time the order button is hit
o Users should be able to de-select items they have in their shopping cart order
• User can then decide to continue to browse by clicking on left hand panel or “checkout”
o When continuing to browse, shopping cart will be visible on right hand panel (summarizing items in cart) or choose to click through to “view cart” where a more detailed description will be provided
• Users can then proceed to “checkout
o Prompt user to clarify delivery information
o Allow user to leave comment on “checkout wall”
? “I have low ceilings, so duck when you come in…” for example
• A confirmation e-mail should be sent to user once order has been placed and notify the warehouse manager as well (including confirmation number enabling warehouse staff to identify item quickly and solve any miscommunication issue that may arise
• Message to be sent to user when inventory is in route for delivery (including confirmation number)
Database Maintenance
• Once an item is ordered, the database should be updated
o Code i.e. SQL (depending on database language) written for the website should be tied to the database, so that when an item has been ordered, the database knows to subtract the number of items remaining (as pending, until delivery has been made)
• Notices should be sent to a designated administrator when an order is made
o Information to be contained in the notice-
? Confirmation number, delivery date, location, and item (s) to be delivered, name of purchaser and contact information
? Warehouse manager to double check that correct inventory has been added or deleted to database
Reporting
• The following reports will be available online for the warehouse managers to view
o Inventory that has entered the warehouse in the past
o Inventory that has left the warehouse in the last month
? NOTE: Warehouse managers can set time deadlines in relation to how far back they want to view warehouse activity
Inventory Availability
• Users should have the ability to select from all the items in the inventory.
o All users should have access to all inventory
o If user places a single order that surpasses more than 45 items of two or more different types of supply items, a notification should pop up on the screen stating that they need to contact the warehouse at a given number
o On left hand side of the website, there should be a panel categorizing all of the items that staff has in their warehouse
? User can place the mouse over a specific category and click the item, on main page the pictures of the item will pop up