1 January, 2006 Company XYZ Logo 1 New Product Platform Functional Decomposition: As Is State.

1January, 2006 January, 2006

Company XYZ Logo

1

New Product PlatformFunctional Decomposition: As Is State


High Level Functional Decomposition – As Is

Corp. Accounting

7.0 Fulfillment

7.1In-house

7.2 Vendor

4.0 Reporting

2.0 Operations

2.1Activity

Management

2.4 Enrollment

2.3 SalesScripts

2.2 Sell Me List

1.0 Client Management

1.1 Administration

1.2 Contact

Management

1.4Adjustments

& Notes

1.3 Order History

Existing Application

3.0 User Admin

5.0 Data Vendor

5.1Business

Rule Management

5.2 OEM Rules

5.3 FulfillmentPreparation

5.4 Reporting

5.5 Client/Customer

Management

5.6 Billing

Data Vendor

ClientManagement

GatherData

OEM

6.0 Template Mgt.

6.1Creation

6.2Template

Rules


Level 1.0 Client Management

1.0 Client Management

1.1 Administration

1.2 Contact

Management

1.4Adjustments

& Notes

1.3 Order History


1.0 Client Management process

1.0 Sales accesses application

Sales selectsdesired function

1.4Adjustments

& Notes

1.3 Order History

1.2 Contact

Management

1.1 Administration


This function creates, modifies and maintains Client information:

1.1 - Administration

1.2 - Contacts

1.3 - Order History

1.4 - Adjustments

1.4 - Notes

These functions are described in their respective sections below.

All of this information deals directly with the Client, the end customer for the direct mail programs and campaigns.

Sales gather required information during the Enrollment process (paper, fax and some electronic) and during telephone contacts with the Clients in Enrollment process (2.4).

The System saves and displays the information as required.

1.0 Client ManagementClient Management process


1.1 Client Administration process

1.1RegistrationRequest

1.1.2 Gather Client information

1.1.3 Identify Client Contacts

1.1.4 Find & ModifyClient Record

1.1.1 Add,Modify,

Delete ClientAdd

Delete

Delete Client

Save ModifiedClient record

Add ClientRecord

Modify


1.1 Client ManagementAdministration process

Sales Representatives perform these actions on Client Records in the Datastore:

— Add — Delete— Modify

Sales Representatives manually enter the information after telephone contact with the Client or from faxed forms (the Client downloads and completes PDF forms from <proprietary website>, faxes the form(s) to the Sales Rep. The Rep then manually enters the information into the System (Operations 2.4).

This information includes Client Name, Address, Phone Numbers, Client Staff, Service Vendor Hours, coupon selection, text for customizable direct mail fields, etc.

Company XYZ pushes the Client information to 3rd Party Data Vendor for inclusion in its regular Client data pulls.


OutputsprocessInputs

Client Administration

process

•Add Client•Delete Client•Modify Client

information

1.1 Client Administration processContext Diagram

Client faxed forms

To Sales

SystemDatastore

Add, delete, modify records

Sales enters information gathered

In 2.4 Enrollment Send Data

to Vendor


1.2 Contact Management process

1.2 SalesGathers ClientContact info.

2.0 Operations

1.2.1Sales addsnew or deletes/modifies existing Contact*

1.2.1 System Datastore

* Performed in 2.1 Activities Management


1.2 Client Management processContact Management

Contact management is largely self explanatory. It is the process of identifying the key personnel at a given Client and capturing and storing their contact information in a database.

Contact information includes but is not limited to: Name, Title, Work phone, Vendor Phone, Email, Other.

System displays Contact information in its own section of the dashboard. The Sales Representatives use this information to contact the appropriate Client staff. Contact Management allows Sales Representatives to manage as many Client Contacts as required.

Sales Representatives use these functions to add, delete or modify Contact information.


1.2 Contact Management processContext Diagram


ContactAdministration

process

•Add Contact•Delete Contact•Modify Contact

information

Client faxed forms

To Sales

SystemDatastore


Sales enters information


1.3 Order History process

1.3 Sales orClient requestClient record

1.3.3 Display Current & History Campaigns

1.3.2 Display Current Campaigns

1.3.2 Sales or

Client request?

Sales

Client

1.3.1 SelectOrder History


1.3 Client Management processOrder History

Order History is a detailed set of information of the Client’s past product purchases.

Sales Representatives use the information in sales calls. Sales and Clients use the information to determine the Client’s mix of current programs to identify potential needs.

Client Portfolio information displays at <proprietary website> after sucessful Client login.


1.3 Order History processContext Diagram


SystemDatastore

Query records

Sales enters information

Store Record

Lookup Page

SalesResults Page

/ClientResults Page

3rd Party

Data store


1.4 Adjustments & Notes process

1.4 ClientRequestsadjustment

1.4.4Corporate accounting

1.4.3 Salescreates CreditMemo Request

1.4.1 Sales Verify

Error

Fill out manual form for

Credit Memo

Invalid

End process

1.4 Option: Sales gathers/creates Client Note*

1.4 System Datastore

1.4 Sales Selects Client;Display NoteSave Note

*-Note information can conVendorrn anything about the Client

valid

1.4.5OEM Accounting credits account


1.4 Client Management processAdjustments & Notes process

Third Party Data Vendor handles all billing for these products. Company X requests adjustments, validates errors and creates credit memo request (manually) to remedy issues and billing errors. A Sales Team Manager must review all request forms before submission to 3rd Party Vendor.

Adjustments is the process of providing credit in the form of vouchers, memos or checks. This process is needed to keep the clients account in balance.

Notes are used to keep a electronic history of client interactions. These notes are used to document situations or desires of a given client.


1.4 Adjustments & Notes processContext Diagram


Adjustmentsprocess

• Create Credit Memo Request form

• Client Notes process

Client complainsTo Sales

FinancialData store


Sales enters information and/or

creates note

SystemDatastore Save/Modify

Note

Display Note

Sales Team Management Reviews and

forwards form to 3rd Party Vendor


Level 2.0 System Operations

2.0 System Operations

2.1Activity

Management

2.4 Enrollment

2.3 SalesScripts

2.2 Sell Me List


Sales selectsdesired function

2.1 Activity

Management

Go to 2.2 Sell Me List

Go to 2.4

Enrollment

Go to 2.3 Sales Scripts

2.0 Sales selects desiredfunction

2.0 System Operations process


This function provides these capabilities:2.1 Activity Management - Manages and tracks Sales activities (tasks and assignments)

2.2 Sell Me List - Displays current product offerings. This can include Programs and Campaigns.

2.3 Sales Scripts - Creates, displays and maintains Sales Sales Scripts/Tips

2.4 Enrollment – Gathers and inputs information related to the Clients enrollment needs. Sales Representatives gather required information during the Enrollment process (paper, fax and some electronic) and during telephone contacts with the Clients.

2.0 System OperationsSystem Operations process


2.1 System Operations process Activities Management

2.1 Sales Opens My Activities page

2.1.1 Sales selects

Activity


2.1.2 process Calls

2.1.3 processTo Dos(Action Items)

2.1.4 process Issues

2.1.6 ManagementReporting

2.1.5processAppointments

2.1 Sales/Manager assigns or reassigns Activity


The activities management process is mostly manual currently. This process facilitates the daily tasks for the Sales Representatives and Managers and includes:

— Directs Sales workflow through management/team Activity assignments/reassignments and To Do tasks.

— Tracks Sales productivity and SLA through Open/Closed Activities, including pre-defined ‘Closed Reasons’ and a Call Result Notes field.

— Alerts the Team to issues.— Allows Appointments and Calls management .— Allows Management to populate news items of specific conVendorrn to

the Team.— Tracks Telephone, Fax and Email tasks (tickler).— Management Reporting.

2.1 System OperationsActivities Management process


2.1 Activities ManagementContext Diagram


Activities Management

process

• Call Management• To Do Management• Issues Management

• Appointments • Management

• Summary Report

SystemDatastore


Sales opens, closes or

reassigns an activity

Manager assigns task, adds news item,

reviews Sales productivity, reviews SLA

levels

Display

appropriate

web pages


2.2 System Operations process Sell Me List

2.2 User requestsProducts List 2.2.1 System

DatastoreOrder History

2.2.3 Displayavailable Campaigns &Programs

* Sell Me Screen section contains all current Campaigns in which the selected Client is Not enrolled


On user request, the system displays a list of currently available Programs and Campaigns. Selecting a given product will display a sales script. The Sales must follow this script while talking to the Client.

2.2 System OperationsSell Me List process


2.2 Campaign PortfolioContext Diagram


Campaign Portfolioprocess

•Query System data store

• Display currently available programs

and campaigns

SystemDatastore

Find appropriate records

Sales requests Portfolio

information in Activities

application

Client requests Portfolio information in

<proprietary website> site.

Display

information


2.3 System Operations process Sales Scripts

2.3 Sales Requests ClientInformation


2.3.4 Display Program FAQ

2.3.5 ManagerWrites & uploads FAQ

2.3.3 Sales accesses Programs List; selects one

2.3.2 Display Sell Me info inFirst Client Screen



The user selects a displayed Program or Campaign from the Sell Me list, the System displays a sales script with quick and easy to read information for use in explaining the product to the Client.

By comparing a Client’s Order History with the universe of available Programs, the System displays a list of Programs (Group and National) for which the Client is eligible but not currently enrolled.

2.3 System OperationsSales Scripts process


2.3 Sales ScriptsContext Diagram


Sales Scriptprocess

• Order History withCurrent Campaigns• Save Sales Script

System

Datastore

Add, delete, modify FAQ records

Order History

Manager creates, modifies or deletes

Program FAQDisplay

appropriate info

pm

web pages

System

Datastore


2.4 System Operations process Enrollment

2.4 Client requests enrollment by Fax or contact 2.4.1 New

Client?

Yes


2.4.5 Display Enrollment Form; edit* or create

2.4.6 Sales fills or edits on line and paper form

2.4.2 Sales: Client Man. (1.1)/ Contact Man.(1.2)

* When enrollment form is released to Print Production, the form becomes Read Only can cannot be edited.

2.4 Client requests Campaign change


No

2.4.7 Administrator

verifies and submits

paper/on-line forms,

archives paper form


This process captures data to register new Clients, enroll Clients in Programs and Campaigns and modify Enrollment information.

Current Clients (usually with the help of Sales) fill out a paper form. The Sales fills out a comparable form and keys the information into the System website.

On sending the enrollment/change, the Program/Campaign Administrator reviews the paper and on-line form, QCs both and, when appropriate, submits the enrollment when the application saves the information. The internal paper form is then archived.

2.4 System OperationsEnrollment process


2.4 Enrollment processContext Diagram


Enrollmentprocess

•Create Client recordfor new Client

•Create and save electronic

Enrollment Form

System

Datastore

Add, delete, modify Client and Campaign

records

Sales creates electronic

Enrollment record from Client fax or

contact

Administrator reviews for QC, submits the

on-line information to the System and

archives the paper version


3.0 User Admin

Level 3.0 User Admin



3.0.1 System Admin. enters role, user ID and password

3.0.3 System sends new user log in information

3.0 Request for acess to System or modify existing user

Level 3.0 User Admin process


This process creates, modifies and deletes new System users, secures log ins and enforVendor role-based security.

3.0 User Administration


3.0 User AdministrationContext Diagram


User Administration

process

•Create user account.•Modify existing profile•Delete current user

•Enforce roles-based access to screens,

functions and information

•Save and enforce changes

System

Datastore

Add, delete, modify user records

System System Administrator enters user information, changes existing Profile or

deletes existing user

User Requests acVendorss to System,

Profile change or is no longer eligible to

use the System

EnforVendor role-based security

User notification


4.0 Reporting

Level 4.0 Reporting


4.0 Reporting process

4.0.3 Valid

Request?

No

4.02 System DatastoreUser table

4.0.1 Check user account

4.0.5 Generate, display file, offer save/print.

Yes 4.05 System Datastore

4.0 User requests report

4.0.4 Display error message, for end user confirmation


This process regulates report delivery, generation, display, save and print.

4.0 Reporting


4.0 ReportingContext Diagram


Reportingprocess

•Validate user access to report•Pull data

•Sort, filter as definedin report

•Display report•Allow save or print

as defined

SystemDatastore

Add, delete, modify user records

User Requests pre-defined report, enters

required filter, sorting detail End user role-based security

Report


Level 5.0 Campbell Ewald (Vendor) process

5.0 Vendor

5.1Business

Rule Management

5.2 OEM Rules

5.3 FulfillmentPreparation

5.4 Reporting

5.5 Client/Customer

Management

5.6 Billing


5.0 Vendor process

Sales selectsdesired Vendor

function

Go to 5.1 Business Rule

Management

Go to 5.2 OEM Business Rule

Management

Go to 5.4 VendorReporting

Go to 5.3 Vendor Fulfillment Preparation

5.0 Sales Access System

Go to 5.6 Vendor Billing

Go to 5.5 Vendor Client/Customer Management


Third Party Data Vendor is a key vendor for Company X to successfully deliver its products. Most of the vendor’s services are considered a black box. This means information is sent and received

This process includes:5.1 Business Rule Management - Determines data rules for scrubbing and record selection for direct mail campaigns.

5.2 OEM Rules - Determines and documents OEM Business Requirements for campaign design, mailer design, OEM data used in the process, etc.

5.3 Fulfillment Preparation - Prepares the mailers for final fulfillment (printing and Mailing) using the various business rules.

5.4 Reporting - Identifies, determines and documents available Reports based on the Vendor data pulls.

5.5 Client/Customer Management - Manages Client and Customer (direct mail campaign material) records.

5.6 Billing - Manages Group and Corporate Billing.

5.0 Data Vendor Process


Level 6.0 Template Management

6.0 Template Mgt.

6.1Creation

6.2Template

Rules


6.0 Template Management process

6.0 New mailing product required orchange to existingproduct

6.2 Create Template Rules

6.1 Create Template System

Datastore


This is the creative process to create a mailer template for a given program or campaign. If the design process calls for a dynamic template, the rules governing the template are created and stored.

6.0 Template Management processTemplate Management Process


6.0 Template Management process Context Diagram


Template Management

process

•Store Recipient information

•Impose Rules•Store Template

System

Datastore

Creative creates template, identifies

fields. Creates graphics, etc.

System

Datastore

Impose rules, provide date to populate fields


Level 7.0 Fulfillment

7.0 Fulfillment

7.1In-house

7.2 Vendor


7.0 Fulfillment process

7.0.2.1

In House size or

below?

No

7.0.2.1

Ops able to

schedule?

Yes

No

7.0 Mailer printjobs required.

7.0.1 DetermineJob Size

7.2 Go to Vendor 7.0.3 Go to 4.0Reporting

7.0.3 Go to In-HouseYes


This process determines if Vendor or In-House operations will print and distribute mailer and associated materials based on:

— Number of pieces to be printed— In-House technical capabilities— In-House Operations schedule— Vendor prices, availability and expertise.

It also generates valid Fulfillment Reports for Client and appropriate Coop program(s)

7.0 Fulfillment process


7.0 Fulfillment process Context Diagram


Fulfillmentprocess

• Determine In-house orVendor

•Provide data•Provide template

•Apply all rules•Run print job

•Mail items•Validate mailing•Validate print job

•Provide appropriateReport(s)

System

Datastore

Print job

Reports

Provide & save information for and about print job

Print Job Trigger

Mail Job


Level 7.1 Fulfillment process In-House (Company XYZ ) process

7.1 Company XYZ OpsPrepares print job

7.1.1 Creative issues templategraphics & form design

Systemdatastore

7.1.2 Ops accesses data& template (RIP),prints job


This process populates templates with coupons, graphics and fields defined by Business, Template and Client rules at print run time.

7.1 Fulfillment processIn House Fulfillment process


7.1 In-House (Company XYZ ) Fulfillment Context Diagram


Company XYZ Fulfillment

process

• Merge template, data, Form and

graphics in RIP

•Populate & print accordingto rules

• Mail product(s)•Generate and save

validitydata

Creative Template, graphics and form

Business Rule selected data

System

Datastore

Print job

Reports


Mail Job


Level 7.2 Fulfillment process Vendor process

7.1 Company X sendsData, requirements, Template to Vendor

7.1.1 SignoffVendor prints,Mails, providesFulfillment data

Vendor process System

datastore

Save

fulfillment

records

Create

check piecesr

7.1.2 QCsthrough seededrecords


Company X manages this process for Client.

Company X provides the Vendor (a third party mailing house) with the Customer mailing list, template and job requirements. The Vendor then processes data, template, graphics, prints the job, mails the job and provides fulfillment data to Company XYZ .

Company X and Client QC use seeded records in the data provided the Vendor to generate and mail mailers sent to Company X and Client.

Company XYZ then creates a report for the Client that validates the job for Client and billing purposes.

7.2 Fulfillment processVendor Fulfillment process


7.2 Vendor Fulfillment Context Diagram


VendorFulfillment

process• Black Box form, template and data

merge• Vendor populates &

prints to requirements• Vendor mail

product(s)•Vendor transmits

validity Data to Company X

•Company X creates validation report

for Client

Company XYZ Creative Template,

graphics and form

Business Rule selected data

System

Datastore

Print job

Reports


Mail Job

1 January, 2006 Company XYZ Logo 1 New Product Platform Functional Decomposition: As Is State.

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