Team Members: Brian Barnes Jason Featherman Matt DeWitt Chris Blanchard

Executive Summary Over the course of the last three months, it was our goal to develop a purchase order system for the Upper Allen Fire Department using Microsoft Access Our overarching goals were to create a custom database application that would streamline the purchase order process, reduce human error, and provide an intuitive and user-friendly approach to the entire purchasing process. We decided to use an iterative approach in the project life cycle with six progress milestones. This allowed us to rapidly generate tables, forms, and reports, even during the initial planning stages. As a result, we worked out many of the initial design concerns that would direct the entire project very early in the project life cycle. We also used a sort of low-fidelity prototyping approach to generate user interfaces and determine user tasks and interactions with the system. We functioned well as a team when we used the varying strengths of each group member on related areas of the project, and we rarely, if ever, had to deal with conflicts. We feel that the product generated from our efforts exceeds our initial goals as a result of the life cycle model that we chose.

Project Introduction & Overview The system will streamline the business processes, reduce human error, and provide an intuitive approach to all related processes in the context of the specific intricacies inherent in the UAFD business model. Problem Statement –The current process of purchasing (three separate purchase order books) - training, administration, and operations. –When the goods are received, the manual lookup process means a significant amount of searching to find the paper purchase order (which assumes the PO was completed correctly and placed in the proper place). –Finally, when the UAFD is audited at the end of each year, the auditor must fumble through hundreds of purchase orders to make sense of the yearly spending. Solution –Milestone approach in conjunction with agile techniques. –User-friendly system that is functional and intuitive to meet initial goals. –Future project continuation to further add to system functionality.

Database Demo

Application Impact This newly designed, completely custom application meets the needs of the organization quite well. While it is expected that additional bugs may be discovered upon final implementation and use, these issues will be addressed by Brian Barnes, who remains active with the organization as their system administrator. In addition, the system reduces the number of errors by forcing users to select certain data from pre-determined lists. Having a computerized purchase order system also allows for a centrally- located source of all purchase orders, which is a huge improvement over using 3 separately designated purchase order books that are filled and replaced about once a month. Finally, the time that it takes to complete a purchase order will be cut approximately in half, assuming a trained and experienced system user.

Strengths Project completed on time and to specified requirements Database is efficient and intuitive Communication Understanding of expectations Division of labor – divide and conquer Early prototyping File management (X-Drive)

Weaknesses Portability Data migration Lack of metrics for determining impact Not completely secure. Database does not force the adherence to many of the business rules, this due to more weight put on usability and reliance on training rather than built into a system that could frustrate users or cause unexpected results/errors. Uncertainty of how database will be managed after being used for some time.

Sponsor Assessment “This is just what we are looking for.” – Don Roseth (Treasurer, POC) “This is going to save me so much time!” – Brenda Leininger (Chair of Board of Trustees, end-user) “[The hard copy PO] looks very professional.” – Tom Shumberger (Assistant Chief, end-user)

Lessons Learned Prototype early and use prototyping to solve problems and troubleshoot. Use prototyping to verify workability of database schema. Keep focused and stick to the outlined increments. Save other features after the increment goals have been met. Evolution of requirements Risk management and elimination through prototyping. Waterfall vs. Agile methods System design from a UI perspective, not a database schema perspective. File management process allowed each individual to work on multiple tasks at the same time.