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Jennifer Pierce | CIS 281-01

On the Spot Courier Services


Business Report




Table of Contents
Summary
Introduction
Findings
Conclusions
Recommendations









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Summary
On the Spot Courier Services is a quickly growing corporation that will need to implement
efficient and robust shipping and accounting systems in order to effectively handle continuing
growth. The current method of processing shipments and accounting records on paper worked
well when the client base was small, but, as the company expanded, this method has proven to
be inefficient and could potentially prevent business expansion. The owner, Bill Wiley, has
requested a business application solution that will allow staff to track shipments easily from
pick-up to delivery, and provide real-time data to staff and customers. In order to
accommodate the need for business growth and expansion, the company will need to invest in
necessary supporting software, hardware, and networking components.
Introduction
This report will identify potential solutions that On the Spot Courier Services could implement
to fulfill their current business need, and also to plan for future business needs and growth.
The courier service needs a viable solution as soon as possible to effectively handle their
current business activities and clients. In order to provide a high level of customer service to
attract and retain customers, the courier system must be able to provide a web-based
customer solution and able to track shipment locations in real-time.
The tables at the end of this report contain pricing and quotes from vendors based on pricing
and information available on the hardware or software vendors website (i.e. Dell.com), or from
the vendor NewEgg.com. The cost estimates for the website design and application design are
subject to change as the project develops and more requirements are added.
Findings
Currently, On the Spot Courier service is relying on paper forms to track shipments. Customers
call in orders for package pickups and deliveries, and they are recorded on a form. Because the
pickup, receipt of the package in the warehouse, and delivery of the package are all recorded
on paper forms, real-time data is not available. Responding to customer requests for account
records has become more time consuming and difficult as the paper file system has grown
larger. As the volume of business has increased, the paper based system has become
unmanageable for the business owner and manager.
Each of the solutions offered in this report will require the purchase of network hardware,
servers, and workstations with peripherals. The current process of tracking package pickups will
change dramatically, but the changes will greatly increase efficiency and productivity. The
proposed inventory and shipping system will require that the information that had previously
been entered on the paper forms to now be entered into software on desktop computers,
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laptops, and tablets. Drivers can use portable printers to print out bar code labels while they
are on the road, and management in the office can print out replacement or updated labels on
desktop barcode printers as needed. The shipping label bar codes will be read into the system
using wireless bar code. The drivers will be able to track real time delivery status updates by
updating the pickup request details directly from a hand-held device.
In order to support the web application and multiple wireless devices, the company will need to
subscribe to a business class data service from a local provider, and will need to install a small
business or enterprise-level network switch to support their server, wireless access points,
printers, and workstations. For the servers required, the business will need to acquire a small
business or enterprise-level back-up solution, and the required server and software licensing.
These items will be required to successfully implement and support the solutions discussed in
this report.
Part of the solution requested is to provide a website for customer orders, and also an
application for office workers and management to track pickup requests and customer
accounts. The website design cost obtained for the purpose of this report is reasonable and
should support the desired ability for customers to submit pickup requests via a website. The
website will also allow for real-time status updates on the package location and stage of
delivery. The application development costs are hard to determine, as estimates on
development hours and resources can potentially escalate as the scope of the project becomes
more defined during the development process. The average cost for a small project lasting 2-3
months would run approximately $40,000 to $90,000
1
.
Inventory software solutions, sometimes referred to as boxed solutions, are available by
many different software vendors and vary based on their options and customization. Some of
the inventory solutions provide interface support for accounting suites like Peachtree or
QuickBooks. The ability to interface between the accounting system and the shipping and
inventory system is crucial to keep the business running smoothly. Manually entering requests,
invoices, payments, charges, and other transactions in two different systems can be very time-
consuming and prone to human error. Vendor software solutions may accrue additional costs
that are sometimes missed when obtaining a quote, such as implementation, maintenance, and
upgrade fees in addition to their base price and per-seat licensing.
Quickbooks, Peachtree, and other vendors may allow software to be installed on a dedicated
workstation or laptop, which may seem like an inexpensive solution. However, this is not a
recommended solution, as most workstations are prone to hardware failure and would not
support disaster the recovery level required in case of catastrophic failure of the hard drive.

1
http://www.reinteractive.net/posts/102-how-much-will-my-web-application-cost , By Mikel Lindsaar, 20 Aug 2013
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For disaster recovery options, the best solution is to install the vendor software on server class
system. The server class system should have a backup solution installed that stores backup data
on a separate hardware system for redundancy. If possible, backup media should be stored off-
site in a fire proof vault for an extra level of disaster recovery.
The new server system will require a robust local network that can handle the increasing traffic
and additional devices. Local internet service providers can supply small business level service,
and can also provide fiber connections, T1 connections, and additional options as bandwidth
needs increase. For the proposed solutions, a small business or enterprise-level switch will be
required to handle all of the networked equipment needs. As internet traffic increases, a
firewall solution is recommended to help secure data and financial transactions over the
internet. In order to minimize hardware failure during power outages, a backup power source
(UPS) should be implemented that will allow management to safely shut down all of the server
and networking equipment during a power outage. As the business grows, the server and
network solutions will require a server cabinet that is large enough to hold the existing servers,
switches, firewall, and a rack-mountable UPS. The server cabinet will help consolidate and
organize equipment, and allow space for additional servers and networking equipment as the
business grows.
Conclusions
The current paper form solution that On the Spot Courier Service has in place is not effective
for managing and tracking the amount of customers and business that they currently support.
The business could potentially lose customers due to the inability to accurately track packages
in real-time, and due to the large potential for human error in tracking customer accounts on
paper. Options exist to successfully support the current level of business, and also to
accommodate for expansive growth. A technology solution, such as those included in this
report, should be implemented to provide the necessary website and application, network
infrastructure, and hardware that will accommodate the current business and allow for future
growth.

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Item Description Quantity Cost
Workstation DELL OptiPlex 462-3585 Desktop PC 1 $690.00
Laptop DELL Inspiron i15RMT-7566sLV 1 $750.00
Tablet Samsung 32GB Galaxy Note 10.1" 2 $1,100.00
Wireless Scanner Wasp WWS550i Freedom Cordless Barcode Scanner 2 $612.00
Barcode Printer XEROX WPL608 Thermal Transfer and DirectThermal Industrial Barcode Printer 1 $690.00
Portable Printer Datamax-O'Neil LP3 Portable Thermal Label Printer 2 $1,810.00
Document Printer HP LaserJet Pro 400 M475dn MFP 2 $1,000.00
Backup Device NETGEAR ReadyNAS 314 RN31400 1 $600.00
Application Server DELL PowerEdge T620 1 $3,000.00
Server License Microsoft Windows Server 2012 (included) 1 $0.00
User CALs Microsoft Windows Server 2012 - 5 User CALs - OEM (not included) 1 $159.00
Antivirus Suite Symantec Norton Antivirus 2014 (up to 10 PCs) 1 $150.00
UPS APC Back-UPS XS 1000VA UPS - 600 Watt - Lead acid 2 $200.00
UPS Batteries Dell XJ547 Controllers Accessories Battery Backup Unit 1 $75.00
Wireless Routers Cisco Systems Cisco Small Business RV180W Wireless router 2 $500.00
Data Service ComCast Business (per month) 1 $70.00
Web Page Development Basic Site w/graphics * (estimated cost, $50/mo maintenance) 1 $1,200.00
Voicemail System Google Voice (Free edition) 1 $0.00
Microsoft Office Suite Microsoft Office Home and Business 2010 - PC - DVD-ROM 1 $160.00
Accounting Suite Intuit QuickBooks Pro w/ Enhanced Payroll 2014 (up to 5 users) 1 $300.00
Inventory Management Suite Fishbowl Inventory and Mobile (compatible w/Quickbooks, up to 5 users) 1 $7,195.00
* http://webdesign.about.com/od/beforeyoustartawebsite/a/how-much-should-a-web-design-cost.htm TOTAL $20,261.00
Recommendations
Tier 1 Solution
The Tier 1 solution below provides support for current business needs, and accommodates for a small
amount of expansion through added workstations and peripherals as more employees are hired.
Portable barcode printers and a desktop barcode printer will make labeling packages a simple process.
The wireless barcode scanners can be used to accurately and easily receive in and track package
movements. The QuickBooks and Fishbowl software solutions listed below allows for multiple users and
mobile devices, and are interface compatible. The website design cost estimate is listed below, and will
require a monthly maintenance fee.
The Microsoft Windows Server with User CALs allows for 5 user connections to the server, and more
licenses are easily acquired. A modest backup device will accommodate the necessary backup and
recovery scheme. The UPS device will help protect against hardware failure during power outages.




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Item Description Quantity Cost
Workstation DELL OptiPlex 462-3585 Desktop PC 2 $1,380.00
Laptop DELL Inspiron i15RMT-7566sLV 1 $750.00
Tablet Samsung 32GB Galaxy Note 10.1" 4 $2,200.00
Wireless Scanner Wasp WWS550i Freedom Cordless Barcode Scanner 3 $918.00
Barcode Printer XEROX WPL608 Thermal Transfer and DirectThermal Industrial Barcode Printer 1 $690.00
Portable Printer Datamax-O'Neil LP3 Portable Thermal Label Printer 4 $3,620.00
Document Printer HP LaserJet Pro 400 M475dn MFP 2 $1,000.00
Antivirus Suite Symantec Norton Antivirus 2014 (up to 10 PCs) 1 $150.00
Backup Device NETGEAR ReadyNAS 314 RN31400 1 $600.00
Application Server DELL PowerEdge T620 1 $3,000.00
Server License Microsoft Windows Server 2012 (included) 1 $0.00
User CALs Microsoft Windows Server 2012 - 5 User CALs - OEM (2 servers) 2 $318.00
UPS APC SMT3000RM2U Smart-UPS (Rack-mountable) 1 $1,148.00
Server Cabinet Norco C-24U 24U Rack Cabinet 1 $550.00
Switch Cisco Small Business 200 Series SLM2024T-NA Smart Gigabit Switch SG200-26 1 $245.00
Wireless Routers Cisco Systems Cisco Small Business RV180W Wireless router 2 $500.00
Data Service ComCast Business (per month) 1 $70.00
Web Page Development Basic Site w/graphics * (estimated cost, $50/mo maintenance) 1 $1,200.00
Voicemail System Google Voice (Free edition) 1 $0.00
Microsoft Office Suite Microsoft Office Home and Business 2010 - PC - DVD-ROM 1 $160.00
Accounting Suite Intuit QuickBooks Pro w/ Enhanced Payroll 2014 (up to 5 users) 1 $300.00
Inventory Management Suite Fishbowl Inventory (compatible w/Quickbooks, up to 5 users) 1 $7,195.00
* http://webdesign.about.com/od/beforeyoustartawebsite/a/how-much-should-a-web-design-cost.htm TOTAL $25,994.00
Tier 2 Solution
The Tier 2 solution below provides support for expanding business needs to a greater degree than the
Tier 1 solution. Additional User CALs, workstations, portable devices, printers, and scanners have been
included in the total cost to accommodate the hire of new employees and an increased level of
business.
In order to organize and secure the existing network and server equipment, and to allow for the
addition of additional hardware items, a server cabinet is needed. A rack-mountable, 24-port Cisco
switch will allow for all of the current devices on the network to connect, as well as some additional
networked equipment. The UPS has been upgraded in Tier 2 to a rack-mountable unit that can handle
the server and network equipment load.

Jennifer Pierce CIS 281-01 Page 7

Item Description Quantity Cost
Workstation DELL OptiPlex 462-3585 Desktop PC 4 $2,760.00
Tablet Samsung 32GB Galaxy Note 10.1" 4 $2,200.00
Laptop DELL Inspiron i15RMT-7566sLV 1 $750.00
Wireless Scanner Wasp WWS550i Freedom Cordless Barcode Scanner 5 $1,530.00
Barcode Printer XEROX WPL608 Thermal Transfer and DirectThermal Industrial Barcode Printer 2 $1,380.00
Portable Printer Datamax-O'Neil LP3 Portable Thermal Label Printer 2 $1,810.00
Document Printer HP LaserJet Pro 400 M475dn MFP 2 $1,000.00
Server Cabinet Tripp Lite SR42UB 42U Rack Enclosure Server Cabinet 1 $1,040.00
Antivirus Suite Symantec Endpoint Protection (3 years support) 5 $488.00
Backup Suite Symantec Backup Exec Small Business Edition (3 Agents) 3 $3,950.00
NAS Server SANS DIGITAL EliteNAS EN208L+BXE Server 1 $2,870.00
Application Server DELL PowerEdge T620 1 $3,000.00
Web Server DELL PowerEdge T620 1 $3,000.00
Server License Microsoft Windows Server 2012 (included) 2 $0.00
User CALs Microsoft Windows Server 2012 - 5 User CALs per server (not included) 2 $318.00
UPS APC Back-UPS XS 1000VA UPS - 600 Watt - Lead acid 2 $200.00
Switch Cisco Small Business 200 Series SLM2024T-NA Smart Gigabit Switch SG200-26 1 $245.00
Firewall SONICWALL 01-SSC-3851 NSA 3600 1 $2,095.00
Wireless Routers Cisco Systems Cisco Small Business RV180W Wireless router 2 $500.00
Data Service T1 data service * 1 $500.00
Computer Network Wiring Installation HomeWyse network installation 5 $795.00
Microsoft Office Suite Microsoft Office Home and Business 2010 - PC - DVD-ROM 2 $320.00
Application Development Application development cost (small project, $40K - $90K - 2-3 months work) ** 1 $40,000.00
* T1, data service - $400 - $500+ average http://www.webhostingtalk.com/showthread.php?t=574290
TOTAL $70,751.00
** per article: http://www.reinteractive.net/posts/102-how-much-will-my-web-application-cost, By Mikel Lindsaar, 20 Aug 2013
Tier 3 Solution
The Tier 3 solution below provides additional capacity for expanding business needs to a greater degree
than both the Tier 1 and Tier 2 solutions. Additional User CALs, workstations, portable devices, printers,
and scanners have been included, and more can easily be added and accommodated with this solution
as the business grows. The largest cost of the Tier 3 solution is due to the estimated cost of application
development. This cost may increase or decrease as the scope of the project is more clearly defined and
documented. Additional application development costs may be accrued for future modifications and
maintenance.
A contractor quote to pull five network drops and terminate them has been added in this solution. A
web server is included to support increased web presence, along with a backup suite, Symantec Backup
Solution, to efficiently manage the backup jobs and recoveries. To allow for additional server backup
storage, a NAS device is included that will support up to 16 TB of data. An enterprise class antivirus
system, Symantec Endpoint Protection, will provide better support and management of antivirus
software and policies. In order to secure internet transactions, a SonicWall firewall solution has been
included. A larger network cabinet and an upgraded UPS will be required to handle the additional rack-
mounted server and firewall device.