Transcript Executive briefing – business benefits and considerations

EXECUTIVE BRIEFING
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Ted Landgraf
Owner, Hometown Deli
September 25, 2011
7/18/2015
BUSINESS BENEFITS AND CONSIDERATIONS
PROPOSED TECHNOLOGY SOLUTION
HOMETOWN DELI
PROPOSED SOLUTION
7/18/2015
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The proposed technology solution we implement will
help us gather the necessary data for our entire business
process. Our strategy, through the use our technology
solution, will affect our suppliers, deli staff, customers,
and Hometown Deli corporate, which include:
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Automated Menu / Food (tracking customer traffic, menu
items, staffing purposes, advertising);
Automated Payroll, Benefits, and Health
Insurance;
Point of Sale (POS) System for customer
transactions, marketing, coupons, menu
planning, food sales, inventory, purchasing,
loyalty reward program, and food costing;
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PROPOSED SOLUTION (CONTINUED)
7/18/2015
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Proposed technology solution continued with the
following elements:
Automated Accounting;
 Free Wi-Fi;
 Interactive customer website (front end for orders,
community marketing involvement, coupons, menu,
community history, newsletter, referrals, feedback, etc. and
back end with user and password login for staff training,
information, scheduling, and comments); and
 Electronic Customer Loyalty
Reward Program.
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OUR PROPOSED SOLUTION IS AN ENTERPRISE SOLUTION
7/18/2015
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Our proposed (enterprise) solution will help us in the
following areas:
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Our business goals;
Our business processes;
Our roles;
Our organizational structure;
Our organizational behaviors;
Our business information;
Our customers;
Our software applications; and
Our computer systems.
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PROPOSED ENTERPRISE SOLUTION BENEFITS
7/18/2015
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The proposed enterprise solution supports and benefits
our business strategy in the following ways:
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Become more efficient;
Reduce costs;
Plan our menu items based on what sells;
Order the correct amounts of food;
Procure goods ands services at best value;
Track our customers habits;
Know what is profitable;
Schedule staff at peak hours;
Manage staff more effectively;
Identify the effectiveness of each coupon
campaign;
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PROPOSED ENTERPRISE SOLUTION BENEFITS
(CONTINUED)
7/18/2015
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The proposed enterprise solution supports and benefits
our business strategy in the following ways (continued):
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Improve our marketing community visibility and
involvement;
Provide more customer value and benefits;
Increase our per customer purchase per order;
Increase customer loyalty and Gain new customers;
automate all of our accounting and food planning; and
Be able to keep the good things that worked for
my grandfather, such as knowing each customer
by name, offer the quality home-made food,
and provide a community meeting place where
people want to come, stay, and come back again.
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IT CONSIDERATIONS PROPOSED TECHNOLOGY SOLUTION
DELI IMPACT, MEANING, AND ACTION
7/18/2015
The next few slides (8 through 13) list our most
important considerations, their impact on the Deli, what
each consideration means to the Deli, and what needs
to be done about them.
 These areas are outlined as it relates to our IT
considerations for our proposed technology solution as
follows:
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Area within our proposed technology;
 Their impact on our Deli;
 What they mean to our Deli
 And the action needed.
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IT CONSIDERATIONS PROPOSED TECHNOLOGY SOLUTION DELI IMPACT, MEANING, AND ACTION
CostGuard.com
Portability
Reliability
Disaster Recovery Plan
Authentication &
Authorization
Virtualized Computing
Communications
Architecture
Decision Support
Point of Sale System
Action Needed
Install software
Ensure backup on their server (contract)
We need to ensure proper training and support.
Ensure in the contract.
Make sure CostGuard’s server reliance and support are
in contract
Implement agreed Scope of Work (SOW) in contract
7/18/2015
Area
Availability
Menu Planning, Food Sales, Inventory, Purchasing, and
Food Costing
Deli Impact and Meaning
100% available during Deli hours
Needed for data retrieval from the POS
CostGuard data retrieval
From POS and download into MS Excel.
Data must be accurate
If not could lose a lot of money
CostGuard has an added feature / data retrieved can be
stored virtually
Downloaded data is safe
Users will only be me and the Deli Manager
Need through authentication ensured
CostGuard website back office
Able to review all Deli data away from Deli
CostGuard offers the component to export data from our
POS System
Information placed from the order, who placed the order,
how much the order was, customer in our loyalty card
program, and other areas
Data retrieved from our POS using CostGuard important in
decisions we make
Critical for Deli Manager and I for evaluation and direction
we take each day
Point of Sale (POS)/Future POS, Inc./Menu & Food Recipe
Create user name and password at implementation
Ensure back office website training
Ensure and test functionality
Ensure this detail is placed in the contract per the SOW
Know how to use the system
Data retrieved (use this to make informed and decisive
decisions for business strategy and process success
Area
Accessibility
Deli Impact and Meaning
Must be accessible to all Deli staff for orders
Kitchen must be able to process orders in the kitchen
System is critical to all staff because we must be able to
process all orders
Action Needed
Make sure this is in the contract
Ensure that the hardware and software are working
before we go live with the system
Availability
Our POS System must run during Deli hours
Without the POS System, credit cards won’t work
Ensure a spare POS System available
CostGuard technical available during hours
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IT CONSIDERATIONS PROPOSED TECHNOLOGY SOLUTION DELI IMPACT, MEANING, AND ACTION
Maintainability
Reliability
Usability
Authentication &
Authorization
Database Architecture
HROPlus
Area
Accessibility
Ensure that the POS system is functional for all areas
before going live
Contract specifies functionality between our other
systems, peripherals, and software
Ensure contract outlines functionality and needs
Ensure system works before going live
Deli Impact and Meaning
Deli Manager and I will have access to sending HROPlus our
data every two weeks through their website and
electronically, this is a high ranking
Transmitted data (staff work hours, personal information,
social security number, etc.)
Action Needed
Ensure that the Deli Manager and I have access
through the contract and a demo
Training needs to happen before we go live
7/18/2015
Portability
System flexibility important
Menu, orders, inventory, and other data exported into
CostGuard, QuickBooks, PC, and LoyaltyWorks
POS System is flexible already
POS function (orders entered and completed)
Importance of this data to other areas will be critical for
proper data evaluation
System needs to operate during Deli hours
Critical for data to be entered from the orders to the closing
of customer orders
Must be easy to use by all staff
This will ensure proper entry of data
If the system is hard to use wrong information will be
entered and data we receive will not be correct
All orders and dollars must be accurate
Deli staff must be able to have their own authentic login
Important for funds control, which staff is doing what, who
sells what, when an order is placed and completed, and to
minimize any theft and fraud
The information/data needs to be available in easy,
understandable, and in a prioritized manner that pertains to
the Deli
POS System software can be structured for our menu,
ordering, management, reports desired, and integration of
other systems and software
Payroll, Benefits, and Health Insurance
Ensure support hours are outlined in the contract
during the Deli hours
Ensure training will be made available by a Future POS
Inc. trainer
Plan Deli staff training after Deli hours
Deli Manager and I learn the system before this date
for staff support
Ensure that each staff person has a user name and
password set up
Ensure all data, information, and process flow is laid
out in the contract in accordance with the SOW
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IT CONSIDERATIONS PROPOSED TECHNOLOGY SOLUTION DELI IMPACT, MEANING, AND ACTION
HROPlus retain the correct data
Deli staff information sent determines proper benefits,
health insurance, vacation accrual, paycheck, etc.
Ensure contract identifies this before signing
Prevention & Resistance
(Security)
Protect our staff’s personal information due to identity
theft and fraud
HROPlus’s security system is critical to for protection of
staff’s information
Set up user name and password through their
encrypted SSL website
Virtualized Computing
Ability to review data HROPlus’s back office vital for
accounting, staff, and tax planning
Will provide us ability to view our budget is, overtime
amount, labor costs, etc.
Function allows management work away from Deli
Make sure we can utilize their system from other
computers offsite before going live to ensure that the
system works in our set up account
QuickBooks
Accounting
Area
Deli Impact and Meaning
Action Needed
Maintainability
The Deli will not only conduct our accounting, but we will
track other areas, such as food, inventory, cash, credit
cards processing, P&L, staff management, etc.
Data from QuickBooks outlines our financial health
Set up the QuickBooks software on PC and laptop
Ensure functionality
Reliability
Data entered into QuickBooks must be correct
If data entered is not correct, our entire Deli profitability
can be in the red
I will be using QuickBooks each day
Must be easy to use so to make good time use and enter
the proper data without making mistakes
QuickBooks export data from the POS System (staff people
sign in and out with POS badge card, orders taken and
completed, and monies received)
Data for accounting purposes are vital
QuickBooks is very reliable
Ensure back up when accounting is done
Deli CPA will verify information each month
Have the Deli Manager and I take a QuickBooks class
before implementing
The data from the POS System will import into QuickBooks
Future POS, Inc. offers this
Ensure before going live
Ensure that the details from our SOW are in the
contract
Usability
Communications
Architecture
Database Architecture
7/18/2015
Reliability
Ensure that this works before going live.
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IT CONSIDERATIONS PROPOSED TECHNOLOGY SOLUTION DELI IMPACT, MEANING, AND ACTION
Wi-Fi
Area
Accessibility
Deli Impact and Meaning
Because customers will have access to get online at the Deli
for free through Comcast, the type of information they
access will need to be monitored
It will be important that all Deli customers be able to access
the Internet without access to illegal sites
Deli customers need to be able to access the Internet
during all open Deli hours
We want the Comcast modem and wireless operational at
all times
Service needs to work during Deli hours
We want great service for our customers
Access to the Internet must be easy
Customer opens their browser, immediate access needed
Availability
Reliability
Usability
Action Needed
Test the system from others laptops in all areas of the
Deli before announcing to Deli customers
7/18/2015
Comcast Business
Test before announcing
Test before announcing
Test before announcing
Scoco Design/GoDaddy Website
Area
Availability
Deli Impact and Meaning
Website appearance first class
Will utilize this in our marketing, follow-up, community
involvement, and some clients will place their orders online
Appearance and functionality is critical
Action Needed
After the website has been completed from the input of
Deli staff, Deli customers, other Deli websites, and our
SOW, test all areas for functionality
Maintainability
Will change our Deli menu regularly, will post news, update
information, share community ideas, and change back
office information for our staff
We have retained Scoco Design to develop our website
utilizing Cascading Style Sheets, Word Press Blog, Content
Management System, and other tools
GoDaddy is a top web hosting company
Provide reliable and secure way through their servers
Website, developed by Scoco Design, will be programmed
and designed so that all information and styles are accurate
Make sure that the maintenance of the website is
included in the contract
Ensure training is provided to the Deli Manager and I
about how to update information and post to the
website
Reliability
Register the domain at GoDaddy.com
Scoco Design develop and design our website
Scoco Design post our website at
www.HometownDeli.com once completed
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IT CONSIDERATIONS PROPOSED TECHNOLOGY SOLUTION DELI IMPACT, MEANING, AND ACTION
Website layout and ease of use important
Only a few seconds to get a person’s attention
Our goal is to keep people at our website
Website must be satisfying, easy to follow, have
informative and interesting information, and cause each
website visitor to want to come back again
Website will play a large part of our marketing, online
ordering, and help to create branding over time, our
website must be first class and easy to use
After the website has been completed from the input
of Deli staff, Deli customers, other Deli websites, and
our Scope of Work, test all areas and ensure
functionality
Continue to upgrade website, add needed
information, and encourage feedback from our
improvements
Business-to-Consumer
ecommerce
Our online order process Deli customers will be a critical
part of orders
Website must be easy to follow, integrate with the POS
System, and be accurate
Test online credit card order process
Credit card authorization, menu items, shopping cart,
SSL order form is clean, and process is simple to use
LoyaltyWorks.com
Customer Loyalty Reward Program
Area
Portability
Deli Impact and Meaning
The loyalty card must work in POS System
Must be able to track the data through the POS System and
LoyaltyWorks.com portal site to view and export data into
MS Excel
Action Needed
Ensure that all areas from the Scope of Work are in the
contract
Test the system before going live
Reliability
The information we receive through the loyalty card (the
customer’s transactions, their buying history, personal
information, etc.) must be accurate
System must function properly or data will not be correct,
and will lose customer trust
Review all the data areas to ensure that what the
loyalty card does provides what is needed
Ensure what is in our SOW is in the contract
Usability
Deli loyalty card great benefit to customers
Each customer utilizes their card each time and views their
card as a form of currency
Needs to efficient in use and in reward
Our customers will come to the Deli more, use it more, and
receive rewards
LoyaltyWorks will provide training before going live
Ensure that this is also in the contract per our SOW
7/18/2015
Usability
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IT CONSIDERATIONS PROPOSED TECHNOLOGY SOLUTION DELI IMPACT, MEANING, AND ACTION
Cloud Computing
Test their system through our back office account to
review the tests we have done and the type of data
accumulated through the test
Make any necessary changes as needed
Ensure that this functions with our other systems and
software
If there is anything that needs fixing, change before
going live
Dell
Data and Information
Area
Availability
Deli Impact and Meaning
Desktop and the laptop used must be functional at all times
Ensures needed reports, information, and data
Action Needed
Purchase on-site warranty with PC and Laptop
Reliability
Ensure that purchase includes a warranty
Provides service onsite if computers have difficulty
This will minimize any downtime
Desktop and Laptop will be purchased with this in mind
Purchase enough RAM, Memory, USB’s, and other upgrades
to ensure both PC’s are quick, efficient, and their for growth
Chose Dell / Easy to set up and use
Custom build specific to our need
Utilize Dell’s back up for computer saved data
Utilize Dell’s server to back up our data
Important for PC hardware malfunctions and/or a virus
Buy Norton360 Virus Protection Business
Provide security against people and viruses
Utilize laptop from time to time when not at Deli
Be able to access all programs
Provide information for decision making
Conduct work with QuickBooks for accounting
Purchase the Dell computers along with the necessary
on site warranties
Scalability
Usability
Disaster Recovery Plan
Prevention & Resistance
(Security)
Virtualized Computing
7/18/2015
Communications
Architecture
Gather customers information through our POS System for
each started and completed transaction
Information will also be stored at Loyaltyworks.com back
office website
Information will be stored to create reports, trends, and
other information for each client and as a whole for future
marketing campaigns, offers, coupons, etc.
Ability to import data from POS System is critical to the
Loyaltyworks software (export to Loyaltyworks)
Must show customer as a loyalty card holder (sales activity,
menu orders, and other data when transaction conducted)
Ensure proper upgrades at purchase
Purchase necessary upgrades and warranty with both
computers
Purchase the back-up Dell server option when we
purchase both computers
Purchase from Dell at time of computer purchase
Purchase computers, software, systems, and all
components for our enterprise solution
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CONCLUSION / SUMMARY
The Hometown Deli’s proposed technology solution
provides many benefits. They are:
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Cost reduction;
Better inventory and purchasing management;
Food costing ability;
Customer management and intelligence;
Targeted marketing and sales;
Higher ticket sales;
Efficient and profitable menu
planning;
Increased customer loyalty;
New customer growth;
More personable customer
treatment;
7/18/2015
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CONCLUSION / SUMMARY
Continued benefits are:
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Better staff management (schedules, training, peak hours,
etc.);
Coupons;
Customer feedback;
Automated accounting;
Customer rewards program;
Interactive website;
Dine in our out;
Free Wi-Fi; and
Real time data.
7/18/2015
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