The next step is to clearly express the Client's intentions in Statement form. These Statements will help define Entities in the model, which will in turn define Process models in later stages.
The Statements are still in "client lingo", that is, using Duane's terminology for the entities. Again, the goal for the first pass of the Statements is to have the client verify that the relationships hold true to the business rules he operates under, otherwise the model and any resulting analysis will be incorrect. These Statements are still high level, representing the goals, definitions, objectives or business rules. As very preliminary thoughts, it is determined that;
Once you finish this first pass of the general Statements, you submit them to the Senior Analyst for review. This is more to ensure modeling compatibility than correctness, as regards focus and language, as you are newer to the modeling tool. While the Senior Analyst is reviewing your proposed Statements for the CASE Tool you continue with your search for software that is compatible with the gate access system. As this gate system will be prohibitively expensive to replace, compatibilty is a requirement for the solution. As candidates are identified, you request demos from some of the vendors.
A few days later, you receive demos of some of the COTS softwares available to begin your evaluation, at least to the point of listing the capabilities of each system. Using the desired characteristics you determine from the finalized statements, you begin developing a Desired Attributes Checklist to compare each against. At this point, you have identified 3 contenders, and with the help of another consultant who is not as familiar with the various softwares, you perform a more detailed evaluation. This team member plays the role of an untrained user, trying to figure out how the system works and what it does. This will show how intuitive the system is, as well as what training issues the team can expect to run into when training Extra Attic personnel. Also, the untrained user can help identify competencies and shortfalls of each system, coming in without any pre-dispositions toward or against any of the softwares.
Later in the week, you deliver demos for two of the systems you feel are final candidates. While there is still evaluation to be completed, this allows Duane to get a feel for the types of software available, as well as him to provide feedback to refine the evaluation if necessary. Soon after, you provide Duane a software evaluation of the options you analyzed.
The next focus of the project, gate system interfaces, is addressed. The client wants to be able to handle gate access, more specifically lockouts, via this new integrated system, so compatibility is an issue. Your next meeting with the client is fairly brief, delivering the model and the software evaluation mentioned earlier.
The next time the model is reviewed, it is further refined to a "tactical" level. As the client has given some indication of his software preference you spend some time confirming that software specifically to the model. This Tactical organization of information and requirements is an expanded view of the Strategic model. Tactical subsets include; Customer, Customer Unit, Unit. Eventually the Core Entities of Customer Unit, Customer, Unit, Payment Transaction, and Account Entry are settled upon.
As this is a relatively small, tightly scoped project, the modeling continues over the next four weeks, following the methodology that the Visible Advantage CASE Tool supports. A large part of this involves further definition of the business initiatives at levels that go beyond the Strategic perspective, moving toward the Tactical level. This includes defining purposes, assigning attributes, making sure keys and relationships between the Entities are correctly defined. This further assists in the final software evaluation, as analysis of the softwares to determine their underlying business rules is used to compare to the model to see how well the software meets the business requirements. This analysis is cyclical in nature, as each modeling iteration is used to compare the software to the the model for software evaluation, and the business rules of the software are used to further evaluate the model for completeness and accuracy.
As mentioned above when discussing the iterative nature of the analysis, it is interesting to note how the model developed drives the software evaluation, and the software evaluation drives the modeling. This is a result of two considerations, one particularly relevant to this project. One, as the team is not developing the application in-house, you must find your solution from the COTS (Commercial Off The Shelf) options available. Since these applications were developed by people in the self-storage field, it is reasonable to assume they have a good
understanding of the subject areas (Entities) important to a self storage facility. Thus the softwares they have developed can be looked upon as having been developed by functional experts, and can thus provide important insights for our data model. Also, the software evaluation will be driven by the model, which is tailored to Extra Attic. As such, some options begin to look better than others, and deserve greater consideration in the model development. This is an iterative process can be graphically illustrated in a Spiral model.
Once the modeling is completed, you have three integrated results, the Entity Relationship Data model, the more detailed Statements document, and an Entity Report. (Please note: these documents are available for viewing via Adobe Acrobat Reader, in a .PDF format. Your system should prompt you to obtain a free download if not already on your system. This will allow you to zoom in/out and move thru the files as needed to view the entire document.) Using this information, the COTS alternatives are given their final evaluation.
IBSi performed an exhaustive search of the many software packages available for use in automating a self-storage business (see Table 1.1). Sixteen were explored, with demos received or downloaded from twelve. Five of these are Windows 95 based, a prerequisite for our system. Several software packages did not meet certain simple aesthetic criteria, and so were rejected on the first pass. Some companies are still sending DOS versions of their software including Space Control Systems, Rent Manager, MSTC, and Property Manager. HiTech charges for the demo of their Windows 95 software, which first shipped for retail sale in April '98. Purchasing brand new software sight unseen is too great a risk given the large expenditure Extra Attic will be making. QuikStor has a more stable Windows 95 product, but they too charge for the demo. Sentinel has a Windows 95 product but the interface is so busy that the client rejected it. The two software packages making the final cut, The Storage Management System by Automation Technologies and StorRite by Microtask, meet the business requirements as outlined in the descriptions below.
Our research indicates gate access software can be interfaced with the new management software package. Access software would eliminate the need for manually keying in lock-outs for late customers-after a customer is a predetermined number of days late, the system will automatically process a lock-out, and when the account is brought up-to-date, the customer will be allowed back through the gate. This feature could be added in the second phase of the project, so research into this aspect has not been as extensive. Doug West access software costs approximately 14% per gate unit than PTI (Preferred Technologies, Inc.). Northern Computers has a Windows 95 update to the version that Extra Attic currently uses. The cost is not prohibitive, but it does not interface with ANY management software, therefore does not meet the update requirements. Autogate manufactures gates but also is a distributor for PTI and Sentex access systems. A representative covering the state of Virginia will be in touch.
Following is a summation of the two software systems that scored highest based on our selection criteria. The final selection will rest with the client. The two remaining factors impacting the decision will be the appeal of the user interface and the cost.
SMS by Automation Technologies
Automation Technologies is a small company who is in the self-storage industry. The Storage Management System (SMS) has a user-friendly interface in a tabular, file-like format. The salesman is quite accommodating, willing to add extra reports, marketing surveys, unit # scroll selection, and the automatic printing of late notices, and practically any changes to better the system that we may suggest. AT is also willing to write these changes into any contract that we sign. Access to paid-thru-dates can be blocked so that only Duane may alter them. Site managers, however, will still be able to waive late charges through the file menu: Operations/AR System/Late Charges choosing the number of days late, selecting the customers, and applying the charge. The lease agreement can be input as a Word document into the application. Transaction history is not available on the current system, but will also be added. This company is also willing to do the data conversion for a nominal fee, or perhaps even free. It does interface with QuickBooks 6.0. The SMS software creates a file to be exported to QuickBooks, bringing over all transactions per facility. Facility information can be put into separate files to be imported. The gate software interfaces include Doug West, PTI, & DemCo, and they are willing to talk to other gate vendors to build an interface for them too.
There are shortcomings to this software, but most of these are mentioned above, and each of them can apparently be resolved before purchase.
StorRite by Microtask
This software was developed by people who own self-storage facilities. It may be the most comprehensive of the packages explored, meeting many of our requirements. Data entry is easy, and each task must be completed before the next one can be started. (This may be a positive or a negative, i.e. a phone call from a customer for account information in the middle of another transaction). Late letters can be scheduled automatically, and can be edited. StorRite has a file exporter that sends payments and charges for the day over to four different files in QuickBooks. There are 60+ prepared reports and letters, some of which are sloppily aligned, but the salesman insists that this is just for the demo copy, the actual reports are more professionally prepared. Access to all reports can be denied to particular users so that all cannot view financial data, but this protection cannot be applied to individual reports. Customer history can be accessed from the reports list screen as well as the customer screen. Demographics data from the customer can be obtained at the initial meeting. Several of the reports show projected vs. actual income, by customer as well as by unit. The disadvantage to this system is the fact that currently, the paid-thru-date cannot be adjusted by anyone. This can apparently be remedied with a small program to be written by MicroTask to allow a Super User (Duane) access through a master password. The lease would have to be transferred into a Word document, and then entered into Crystal Reports, for a additional fee. Information about each facility is strictly a matter of data entry, no import/export.
Duane feels that StorRite will be an acceptable solution, and you begin negotiations with them for finalized pricing and data conversion concerns. One facility is chosen as a test site and implementation begins. Aspects of the payment systems in the new system prove to be of immediate benefit, as current "problem" customers are highlighted during the implementation and data conversion process.
Requirements Gathering
Conclusion of Analysis Phase
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