Suitability Analysis

Pastel Evolution Suitability Analysis

Suitability Analysis 1


1. Purpose of Document ................................................................................................ 2

2. Suitability Analysis .................................................................................................... 3

3. System Requirements .............................................................................................. 31

4. Additional Information............................................................................................ 34

5. Score Totals ............................................................................................................. 35

6. Suitability Analysis Acceptance ............................................................................... 36

7. Engagement Document ........................................................................................... 36

8. Suitability Analysis Sign-Off .................................................................................... 37



1. Purpose of Document

1.1. Suitability Analysis

This document will help to determine whether Pastel Evolution will be able to meet the customers functional requirements. It works on the bases of obtaining a score in the various modules; the score obtained can then be used as a guideline on how suitable Pastel Evolution will be for a specific Customer. This document is not a full requirement analysis document for implementation purposes and covers only specific areas to help identify where Pastel Evolution might not be suitable for the customer.

1.2. Engagement Document

The client will sign-off the Suitability Analysis as confirmation that he is in agreement with the information provided, results, limitations and Pastel Evolution modules recommended.

1.3. Analysis Guidelines

These guidelines can be used together with the Suitability Analysis to assist the Business Partner to identify possible problem areas where Evolution will not be able to meet a customers needs. Every section in the Suitability Analysis document has a corresponding section in the Guidelines document. Every requirement will receive a score of A, B or C:

o A - The requirement is available in Pastel Evolution. o B The requirement is not available in Pastel Evolution but the client is willing to change their

business processes and find a workaround. A low score under column B will be acceptable but a high score will be a reason for concern.

o C The requirement is not available in Pastel Evolution and the client cannot compromise. Points scored under column C will indicate that Pastel Evolution will not be suitable and an alternative solution will have to be suggested.

Every client has different requirements and the Business Partner responsible for the analysis might not always know if Pastel Evolution will be able to meet these requirements, if this is the case the Business Partner has to obtain as much information as possible from the client and can then find assistance to select the correct score.



2. Suitability Analysis Score key:

o A - The requirement is available in Pastel Evolution. o B The requirement is not available in Pastel Evolution but the client is willing to change their

business processes and find a workaround. A low score under column B will be acceptable but a high score will be a reason for concern.

o C The requirement is not available in Pastel Evolution and the client cannot compromise. Points scored under column C will indicate that Pastel Evolution will not be suitable and an alternative solution will have to be suggested.

2.1. Client Information & Business Processes

Contact Details

Company Name

Contact Person

Contact Number

Address

Company Details

Scope of Business (Industry and nature of services products sold)

Evolution Datasets Required

Company Name Year End Physical Location/Branch

Key Business Processes (What are the most important processes required)

Module Required Score

A B C

1. General Ledger

2. Purchasing stock

3. Selling stock

4. Picking and Packing sale orders serial no tracking

5. Branch accounting

6. Sending stock to stores

7. Reporting

8. Analysing data for planning and forecasting

9. Stock control consignment and company stock

10. Margin controls

Totals for Client Information & Business Processes:

Comments:



2.2. General Requirements

Requirements Score

A B C

1. Number of Companies

2. Number of Users a) LAN b) WAN

3. Number of Fiscal Periods

4. Years of History

5. Company Consolidations

6. Tax Structure

7. Multi-Currency

8. Length of Amount fields

9. User Security

10. Take-On Requirements

11. a)Batch Driven b)Real Time Processing

12. Date or Period Driven Transaction Processing

13. Import\Export of Master Files

14. Import\Export of Transactions

15. Backup Procedures

16. Third Party Integration

17. Additional Requirements

Totals for General Requirements:

Comments:



2.3. General Ledger

Requirements Score

A B C

1. Account Structure Segmented or Standard

2. Account Code Length

3. Account Description Length

4. Account Segment Security

5. Account Types

6. Electronic Bank Reconciliations

7. Number of Budget Sets

8. Financial Reports a) Trial Balance b) Balance Sheet c) Account Listing d) Account Balances e) Project Profit & Loss f) Income Statement g) Cashbook h) Bank Reconciliation i) Budgets

9. Transactions a) No. of Cashbook b) No. of Journals

10. a) Batch Driven b) Real Time Processing

Totals for General Ledger Requirements:

Comments:



2.4. Accounts Receivable

Requirements Score

A B C

1. Customer Groups

2. Control Accounts

3. a) Customer Code Length b) No. of Customer Accounts

4. a) Customer Discount b) Settlement Discount

5. Open Item / Balance Brought Forward

6. Reports: a) Ageing Analysis b) Statements c) Sales Analysis d) Rep Reports e) Receivables Listing

7. Stationery Layouts: a) Statements b) Receivables Ageing c) Sales Analysis

8. Additional User-defined fields

9. a)Batch Driven b)Real Time Processing

Totals for Accounts Receivable Requirements:

Comments:



2.5. Accounts Payable

Requirements Score

A B C

1. Supplier Groups

2. Control Accounts

3. a) Supplier Code Length b) No. of Supplier Accounts

4. a) Supplier Discount b) Settlement Discount

5. Open Item or Balance Brought Forward

6. Reports: a) Ageing Analysis b) Remittance Advice c) Payables Listing

7. Stationery Layouts: a) Remittance Advice b) Payables Ageing


9.a)Batch Driven b)Real Time Processing

Totals for Accounts Payable Requirements:

Comments:



2.6. Inventory Control

Requirements Score

A B C

1. Costing Method: Latest Cost or Average Cost (It is not recommended practice to allow negative quantities)

2. Item Code Length

3. Price Lists

4. Transactions: a) GRV/Import Split

b) Stock Take

5. Segmented Items

6. Reports: a) Item Listing Report b) Stock Valuation c) Inventory Count d) Stock Take

7. Serial No. Tracking: Strict or Duplicate Serial No. Tracking

8. No of Warehouses

9. Barcode

10. Inventory Levels

11. Groups

12. Bin Locations

13. Pack Sizes

14. Inclusive or Exclusive

15. GRV / Supplier Invoice Split

16. Stationery Layouts: a) Invoice b) Good Received

Voucher c) Credit Note d) Return to Supplier

17. Defaults: Automatic or Manual numbering



Totals for Inventory Control Requirements:

Comments:



2.7. Sales Orders

Requirements Score

A B C

1. Transactions a) Back Order

b) Reserved Stock


3. Foreign Currency

4. Reports: a) Daily Distribution

Sheet b) Overdue Sales Orders c) Sales Rep Report d) Sales Vs Purchases

5. Stationery Layouts: a) Sales Invoice b) Picking Slip c) Overdue Sales Orders



Totals for Sales Order Requirements:

Comments:



2.8. Purchase Orders

Requirements Score

A B C

1. Transactions a) Back Orders

b) SINV / GRV Split


3. Foreign Currency

4. Reports: a) Daily Distribution Sheet b) Overdue Purchase Orders c) Rep Report d) Sales Vs Purchases

5. Stationery Layouts: e) Purchase Order Invoice f) Picking Slip g)Overdue Purchase Orders



Totals for Purchase Order Requirements:

Comments:



2.9. Annuity Billing

Requirements Score

A B C

1. Annuity Configuration: Daily, Weekly, Monthly, Yearly

3. Receivables Template

4. Payables Template

5. Transactions

5. Reports: a) Payables Due b) Receivables Due c) Payables Annuity Status d) Receivables Annuity Status

Totals for Annuity Billing Requirements:

Comments:



2.10. Credit Control

Requirements Score

A B C

1. Excuses

2. Master Offices

3. Reminders

4. Credit Applications

5. Report: a) Documents b) Other

Totals for Credit Control Requirements:

Comments:



2.11. Bill of Materials

Requirements Score

A B C

1. a) Master Bills b) Multiple Bills within a Bill

1. Transactions a) Break up b) Manufacture c) Mass Replace d) Update Costs

2. Report: a) Explosion b) Implosion c) Material Requirements

Plan


Totals for Bill of Materials Requirements:

Comments:



2.12. Job Costing

Requirements Score

A B C

1. Job Templates

2.Defaults: Automatic or Manual numbering

3. Transactions: a) Stock b) Payables c) General Ledger

4. Posting Method: Completed Contract or % Completion

5. Reports: a) Comparative Prices b) Job Card c) Profit & Loss d) Work in Progress

6. Additional User-defined fields.

Totals for Job Costing Requirements:

Comments:



2.13. Point of Sale

Requirements Score

A B C

1. Devices

Pole Display

Cash Drawer

Scanner

1. No. of Tills

3. Transactions:

Sales

b) Return

4. Defaults:

Transaction Types

Automatic or Manual Numbering

Till slip or Invoice Printing

Till Transactions

Totals for Point of Sale Requirements:

Comments:



2.14. Contact Management

Requirements Score

A B C

2. Contract Invoice Templates

3. Contract Templates

4. Contracts

5. Document lists

6. Incident Types

7. Incident Type Group

8. Escalation Groups

9. Inventory Items

10. Customers

11. Knowledge Base

12. People

13. Priorities

14. Workflows

15. Working Calendar

16. Transactions Incidents 17. Reports:

Agent Incident Analysis

Contract Listing

Contract Expiry

Contract by Customer

Incident Report

Incident by Customer

Incident Time Analysis

Incident by Incident Type

Incident by Agent

Knowledge Base Listing

Workflow Listing

18. Charts:

Closed Incidents

Incident Status

Incident Closed by Day

Open Incidents

Time Open




19. Server Agent

Escalation Polling Intervals

E-mail Polling Intervals

20. Additional User-defined fields.

Totals for Contact Management Requirements:

Comments:



2.15. Payroll

Requirements Score

A B C

1. Cost Centres

2. Denominations

3. Disciplinary Reasons

4. Employees

5. Provident/Pension Funds

6. Tax Scales

7. Transaction Types

8. Parameters

9. General Ledger Integration

10. Pay Period Selection

11. EFT Exports

12. Transactions

13. Adjustments Allocations

14. Clock Card Imports

15. Global Updates

16. Leave Year-End

17. Additional Transactions

18. Employee User-defined fields

19. Stationery Layouts: a) Payslip b) Employee Listing c) IRP5 Tax Certificate

20. Reports: a) Payslips b) Coinage Analysis c) Employee Listing d) Pay & Service Information e) Loan Balance f) Company Contribution g) Provision for Leave h) Increases Due i) PAYE and Site Split

Totals for Payroll Requirements:

Comments:



2.16. Fixed Assets

Requirements Score

A B C

1. Assets

2. Asset Types

3. Block Assets

4. Capex Budgets

5. Cost Centres

6. Departments

6. Depreciations a) Plant & Machinery b) Straight Line

8. Locations

9. Override Assets

10. Take on Balances


12. Asset Transactions

13. General Ledger Batches

14. Group Revaluations

15 Group Transfers

16. Reports: a) Capex Reports b) Depreciation Reports c) Tax Depreciations d) GL Batch Reports e) Asset Detail Listing f) Insured Value Listing g) Movement Reports h) Revaluation Reports i) Physical Locations j) Transfer Reports


Totals for Fixed Assets Requirements:

Comments:



2.17. Linked Accounts

Requirements Score

A B C

1. No. of Main Accounts

2. Transactions: a) Invoicing b) Statements

Totals for Linked Accounts Requirements:

Comments:



2.18. Pricing Matrix

Requirements Score

A B C

1. Discount Matrix a) Sales Matrix b) Purchases Matrix c) No. of Matrix levels d) Customer Levels

2. Volume Discounts a) No. of Discount Contracts for Groups b) No. of Discount Contracts for Customers c) Volume Discount by Inventory Items d) Volume Discounts by Inventory Group

3. Discount Levels a) Discount Percentage b) Discount Unit Price

4. Volume Discount Date Periods

Totals for Pricing Matrix Requirements:

Comments:



2.19. Warehousing

Requirements Score

A B C

1. Master Warehouse

2. No. of Warehouse

3. Warehouse Transfers

4. Individual Warehouse: a) Pricing b) Groups and Bin Locations c) Re-order Levels d) Transaction Defaults

5. Reports: a) Warehouse Management b) Warehouse Inventory Count c) Warehouse Valuation d) Warehouse Inventory Levels

Totals for Warehousing Requirements:

Comments:



2.20. Serial Number Tracking

Requirements Score

A B C

1. Serial Numbers: a) Strict Serial Numbers b) Duplicate Serial Numbers c) Both above

2. Reports: a) Serial No. Listing b) Serial No. Transactions


Comments:



2.21. Multi-Currency

Requirements Score

A B C

1. Which Inventory documents is foreign currency required in. a) Purchase and Sales Orders b) Standard Invoicing c) Credit Notes d) Return to Suppliers

2. Exchange Rate a) Required to deal with more than one exchange rate b) Track exchange rate history

3. Reports in Foreign Currency a) Age Analysis b) Statements and Remittances c) Transaction listing reports d) Unrealised Profit/Loss report e) foreign Price List

3. Transactions a) Calculate profit/loss on

receipt/payment b) Process foreign currency

transactions in cashbook

Totals for Multi Currency Requirements:

Comments:



2.22. Retail Point of Sale

Requirements Score

A B C

1. Number of invoice (transactions) per branch on average.

2. Types of printers used. (e.g. Dot matrix continuous printers)

3. CRM Requirement. i.e. Marketing mails sent to clients or a loyalty point system used ? If yes elaborate.

4. Is EFTS POS/Payment gateway a requirement, i.e. credit card machine linking into POS.

5. Future expansion plans ie. Short term solutions vs long term solutions.

6. Security requirement at a Branch level. (Top 5 requirements)

7. Is there any promotional or special pricing. (If yes please give examples)

8. Are there different types of petty cash transactions. (If yes please give examples)

9. a.) Cash Picks b.) Credit Sales or only Cash sales c.) IBT Procedures.



d.) Cash Procedures e.) Lay-bys f.) Keep Asides

10. How is stock enquires performed.

11. What are the main sales transactions? Immediate sales versus make to orders sales (deposits taken?).

Totals for Point of Sale Requirements:

Comments:



2.23. Branch Accounting

Requirements Score

A B C

1.) Do the branches have similar or different chart of accounts. (List any special requirements)

2.) Do they have same customers and suppliers across branches.

3.) Operational Reporting: b.) Branch Level i. List reports we do in point form c.) HO Level i. List reports we do in point ii. Management Reporting Requirements

4.) Sync Requirements a.) How often does the head office want to be updated with branch data. (i.e. will ADSL be sufficient or a leased Line?) b.) Real time or delayed?

5.) Intercompany transactions? (Please list types)

Totals for Branch Accounting Requirements:

Comments:



2.24. Hardware

Requirements Score

A B C

Server Processor Operating System

RAM Network Card Type

1.

2.

3.

Totals for Server Requirements:

Requirements Score

A B C

Workstations Processor Operating System

RAM Network Card Type

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

Totals for Workstation Requirements:

Wide Area Network Requirements (If Applicable) Score

A B C

Software Platform to be used

Terminal Server

Citrix Metaframe

Connectivity

DigiNet

ISDN

ADSL

While instances are known of ADSL to be used within a VPN environment this connectivity is regarded to have certain limitations. Best check with the network engineers

Remote Server Machine

Software installed on SQL Server

Separate Machine

A separate machine will get a score of A and on the same box a score of B.




Comments:



3. System Requirements

OPERATING SYSTEM: Single User Workstation Server (Less than 10 users) Server (11-20 users)

Minimum

Microsoft Windows XP Professional Edition Service Pack 3 or later with Microsoft SQL Server 2005 Express Edition Service Pack 4 or later (Database size limit of 4GB)

Microsoft Windows XP Professional Edition Service Pack 3 or later

Windows Server 2003 R2 Standard Edition Service Pack 2 or later with Microsoft SQL Server 2005 Express Edition Service Pack 4 or later (Database size limit of 4GB)

Windows Server 2003 R2 Standard Edition Service Pack 2 or later with Microsoft SQL Server 2005 Standard Edition Service Pack 4 or later

Recommended

Microsoft Windows 7 Professional Edition Service Pack 1 or later with Microsoft SQL Server 2008 R2 Express Edition Service Pack 1 or later (Database size limit of 10GB)

Microsoft Windows 7 Professional Edition Service Pack 1 or later

Windows Server 2008 R2 Standard Edition Service Pack 1 or later with Microsoft SQL Server 2008 R2 Express Edition Service Pack 1 or later (Database size limit of 10GB)

Windows Server 2008 R2 Standard Edition Service Pack 1 or later with Microsoft SQL Server 2008 R2 Standard Edition Service Pack 1 or later

Please Note: Windows XP Home, Windows 7 Starter and Windows 7 Home Premium editions are not supported by Pastel Evolution



FTP (FILE TRANSFER PROTOCOL) SERVER:

Single User Workstation Server (Less than 10 users) Server (11-20 users)

Recommended Microsoft FTP on Microsoft IIS 6.0 or later (for Branch Accounting environments)

PROCESSOR: Single User Workstation Server (Less than 10 users) Server (11-20 users)

Minimum 1 Ghz Single-core

1 Ghz Single-core

2 Ghz Dual-core

2 Ghz Dual-core

Recommended 2 Ghz or faster Dual-core or more

2 Ghz or faster Dual-core or more

2 Ghz or faster Quad core or more

2 Ghz or faster Quad core or more

Please Note: 32-bit (x86) and 64-bit (x64) processors are supported

RAM: Single User Workstation Server (Less than 10 users) Server (11-20 users)

Minimum 1GB 1GB 4GB 4GB

Recommended 2GB or more 2GB or more 8GB or more 8GB or more

Please Note: 32-bit (x86) systems can only address 4GB of RAM. Use a 64-bit system to address more than 4GB of RAM

SCREEN RESOLUTION: Single User Workstation Server (Less than 10 users) Server (11-20 users)

Minimum 1024 x 768 1024 x 768 1024 x 768 1024 x 768

34

4. Additional Information

4.1. Hardware Requirements:

CD-ROM

A minimum of 120MB of free space on your hard drive to install the product and create a company database

Additional space for your company data files depending on the number of records and transactions you process

101 or Windows keyboard

Monitor with 256 colours

A printer with a compatible printer driver (preferably a Windows supported inkjet or laser printer)

Microsoft mouse or a compatible pointing device

Network cards should be at least a 10/100mb Network Interface Card

We recommend a 10/100mb hub, with UTP CAT 5.5 network cable

4.2. Operating System Requirements

Microsoft SQL Server 2000 requires Microsoft Windows 2000 or Windows 2003 Server

MSDE can install on Windows 2000 or higher

Install the latest network drivers, service packs, and patches for your network and operating system

4.3. Network Operating System Requirements

The System Manager will operate across the following network operating systems:

MS Windows Network server or peer-to-peer

Novell 3.12 Server with Windows operating systems note that you cannot install the database software on the Novell server

4.4. Performance Optimisation

The single biggest factor that will affect the performance of the system is the hardware on which the database management system resides. The optimal scenario is as follows:

Dedicate the computer to running the database. If you run other programs on the computer, every person on the network who uses the software will experience a slow down.

Have as much RAM on that computer as possible. The more RAM you have the less disk access the database software needs to do. Memory access is hundreds of times quicker than disk access.

Have a high-speed high-performance disk drive on the computer.

Of course, the network itself needs to be in good working order. If a particular workstation suffers from poorer performance than other workstations, you should investigate that workstations network card or cable connections.



5. Score Totals

Module Score

A B C

1. Client Information & Business Requirements

2. General Requirements

3. General Ledger

4. Accounts Receivable

5. Accounts Payable

6. Inventory Control

7. Sales Orders

8. Purchase Orders

9. Annuity Billing

10. Credit Control

11. Bill of Material

12. Job Costing

13. Point of Sale

14. Contact Management

15. Payroll

16. Fixed Assets

17. Linked Accounts

18. Pricing Matrix

19. Warehousing

20. Serial Number Tracking

21. Multi-Currency

22. Retail Point of Sale

23. Branch Accounting

24. Hardware

Totals



6. Suitability Analysis Acceptance

Name Signature Date

Consultant

Client

Dealer Principle

7. Engagement Document

Date:

Customer:

Work reviewed by (Customer):

Pastel Evolution Certified Business Partner:

Acceptance review team (Name, Title/Organization):

Acceptance Notes

Client Acceptance (Printed Name/Title, Signature):

Pastel Evolution Certified Business Partner (Printed Name/Title, Signature):



8. Suitability Analysis Sign-Off

I certify that all information reflected on this form are correct and that all work has been performed in full accordance with the terms and conditions of this document between __________________________ (Client) and ________________________ (Pastel Evolution Certified Business Partner). Please provide your signature below confirming your desire to engage on this project and acceptance of the terms and conditions above. I look forward to working with you for our mutual success Signature of project consultant:

Date:

Signature, title of client(s):

Date: