You Can Fit – System Vision Document
Initial Investigation
You Can Fit is a business organization that has its fitness centres in Victoria and NSW. The company has performed exceedingly well and is now looking forward to open a supercentre in Gold Coast, Queensland. Adam Apple is the CEO of the organization and there are thirteen existing centres of the firm. Each of these centres has full time and casual staff members. The organization currently uses OnAllAccounts application to manage all of its accounting operations. Microsoft Office applications, such as Excel and Word are used to handle the word processing and other operations. With the opening of the new supercentre, the data needs of the organization will increase along with the increase in organization requirements. A new information system will be required to manage the new and existing supercentre with the expansion of the organization.
The new information that is being developed for You Can Fit will handle the following business functions carried out at the organization.
- Compilation and data management for the organization from all the departments as finance, operations, personal services & members, and sales & marketing.
- Advanced and automated data analytics for the organization (Hussain and Roy, 2016).
- Accounts handling and management along with the data storage and operations on the accounting data.
- Resource management and allocation for the managers (Rajgor and Pitroda, 2012).
The expansion of You Can Fit will lead to the incorporation of enhanced data sets and business operations. The current processes are managed using OnAllAccounts as the accounting software and Microsoft Office applications, such as Excel and Word. The current applications will not be able to handle the expansion of the business.
The new information system will manage the back end operations of the organization and will have the capabilities to manage the functions as compilation and data management for the organization from all the departments as finance, operations, personal services & members, and sales & marketing. Advanced and automated data analytics for the organization will be carried out. Accounts handling and management along with the data storage and operations on the accounting data will be done along with the resource management and allocation for the managers (Ilieva-Obretenova, 2016).
- Enhancement of the number of customers associated with the organization by 45%
- Increase in revenues by 38%
- Streamlining of the business operations leading to enhanced resource productivity and efficiency levels
|
Task Name |
Duration |
Start |
Finish |
Predecessors |
|
You Can Fit Information System |
22 days |
Mon 03-12-18 |
Tue 01-01-19 |
|
|
Meeting with Fitness Centre Managers |
3 days |
Mon 03-12-18 |
Wed 05-12-18 |
|
|
Series of Interviews |
6 days |
Thu 06-12-18 |
Thu 13-12-18 |
2 |
|
Review Company Records |
4 days |
Fri 14-12-18 |
Wed 19-12-18 |
3 |
|
Observe Business Operations |
9 days |
Fri 14-12-18 |
Wed 26-12-18 |
2,3 |
|
Analyse OnAllAccounts Software |
3 days |
Thu 27-12-18 |
Mon 31-12-18 |
5 |
|
Study Sales & Billing Transactions |
3 days |
Thu 27-12-18 |
Mon 31-12-18 |
5 |
|
Prepare a Report |
1 day |
Tue 01-01-19 |
Tue 01-01-19 |
7 |
The overall duration is expected to be 179 days
The risks are listed in the table below and the probability/impact score is assigned on a scale of 1 to 5 with 1 being the lowest and 5 being the highest value.
|
Risk ID |
Name |
Probability |
Impact |
Score |
Strategy |
|
1 |
Schedule/Budget Overrun |
2 |
4 |
8 |
Avoidance |
|
2 |
Non-Adherence to Legal Standards |
1 |
5 |
5 |
Avoidance |
|
3 |
Non-Adherence to Quality Standards |
1 |
5 |
5 |
Avoidance |
|
4 |
Non-Adherence to Ethical Standards |
2 |
5 |
10 |
Avoidance |
|
5 |
Technical Failures |
3 |
3 |
9 |
Transfer |
|
6 |
Resource Scarcity |
2 |
5 |
10 |
Avoidance & Mitigation |
|
7 |
Operational Errors |
4 |
3 |
12 |
Avoidance & Mitigation |
|
8 |
Communication Gaps |
3 |
4 |
12 |
Avoidance & Mitigation |
|
9 |
Information Security Risks |
4 |
5 |
20 |
Avoidance & Mitigation |
|
10 |
Market Risks |
2 |
5 |
10 |
Avoidance & Mitigation |
|
WBS |
Task Name |
Duration |
Start |
Finish |
Predecessors |
Resource Names |
Cost |
|
1 |
You Can Fit Information System |
179 days |
Mon 03-12-18 |
Thu 08-08-19 |
$ 161,152.00 |
||
|
1.1 |
Project Initiation & Analysis |
22 days |
Mon 03-12-18 |
Tue 01-01-19 |
$ 35,800.00 |
||
|
1.1.1 |
Meeting with Fitness Centre Managers |
3 days |
Mon 03-12-18 |
Wed 05-12-18 |
Data Analyst ,Project Manager |
$ 4,440.00 |
|
|
1.1.2 |
Series of Interviews |
6 days |
Thu 06-12-18 |
Thu 13-12-18 |
3 |
Data Analyst |
$ 4,080.00 |
|
1.1.3 |
Review Company Records |
4 days |
Fri 14-12-18 |
Wed 19-12-18 |
4 |
Business Analyst ,Data Analyst |
$ 5,600.00 |
|
1.1.4 |
Observe Business Operations |
9 days |
Fri 14-12-18 |
Wed 26-12-18 |
3,4 |
Business Analyst ,Data Analyst |
$ 12,600.00 |
|
1.1.5 |
Analyse OnAllAccounts Software |
3 days |
Thu 27-12-18 |
Mon 31-12-18 |
6 |
Business Analyst ,Data Analyst |
$ 4,200.00 |
|
1.1.6 |
Study Sales & Billing Transactions |
3 days |
Thu 27-12-18 |
Mon 31-12-18 |
6 |
Business Analyst ,Data Analyst |
$ 4,200.00 |
|
1.1.7 |
Prepare a Report |
1 day |
Tue 01-01-19 |
Tue 01-01-19 |
8 |
Data Analyst |
$ 680.00 |
|
1.1.8 |
Milestone 1: Initial Investigation Report |
0 days |
Tue 01-01-19 |
Tue 01-01-19 |
9 |
$ 0.00 |
|
|
1.2 |
Project Planning |
16 days |
Wed 02-01-19 |
Wed 23-01-19 |
$ 26,400.00 |
||
|
1.2.1 |
Project Scope, Schedule, Costs, Resources |
10 days |
Wed 02-01-19 |
Tue 15-01-19 |
10 |
Project Manager, Business Analyst |
$ 15,200.00 |
|
1.2.2 |
Project Quality & Risks |
8 days |
Wed 02-01-19 |
Fri 11-01-19 |
10 |
Project Manager |
$ 6,400.00 |
|
1.2.3 |
Project Communication |
6 days |
Wed 16-01-19 |
Wed 23-01-19 |
12,13 |
Project Manager |
$ 4,800.00 |
|
1.2.4 |
Milestone 2: Project Plan |
0 days |
Wed 23-01-19 |
Wed 23-01-19 |
14 |
$ 0.00 |
|
|
1.3 |
Design & Development |
85 days |
Thu 24-01-19 |
Wed 22-05-19 |
$ 50,568.00 |
||
|
1.3.1 |
Designing of the Information System |
18 days |
Thu 24-01-19 |
Mon 18-02-19 |
15 |
System Designer |
$ 10,368.00 |
|
1.3.2 |
Database Set-up |
12 days |
Tue 19-02-19 |
Wed 06-03-19 |
17 |
System Developer |
$ 7,200.00 |
|
1.3.3 |
Development of the New System |
45 days |
Thu 07-03-19 |
Wed 08-05-19 |
17,18 |
System Developer |
$ 27,000.00 |
|
1.3.4 |
Unit Testing |
10 days |
Thu 09-05-19 |
Wed 22-05-19 |
19 |
System Developer |
$ 6,000.00 |
|
1.3.5 |
Milestone 3: Source Code |
0 days |
Wed 22-05-19 |
Wed 22-05-19 |
20 |
$ 0.00 |
|
|
1.4 |
Implementation & Testing |
39 days |
Thu 23-05-19 |
Tue 16-07-19 |
$ 37,424.00 |
||
|
1.4.1 |
Information System Testing |
15 days |
Thu 23-05-19 |
Wed 12-06-19 |
21 |
Tester |
$ 8,400.00 |
|
1.4.2 |
Implementation at You Can Fit |
12 days |
Thu 13-06-19 |
Fri 28-06-19 |
23 |
Implementation Expert |
$ 6,912.00 |
|
1.4.3 |
Reviews and Audits |
10 days |
Thu 13-06-19 |
Wed 26-06-19 |
23 |
Project Manager |
$ 8,000.00 |
|
1.4.4 |
Change Management |
12 days |
Mon 01-07-19 |
Tue 16-07-19 |
24,25 |
System Designer ,System Developer |
$ 14,112.00 |
|
1.4.5 |
Milestone 4: Implementation Report |
0 days |
Tue 16-07-19 |
Tue 16-07-19 |
26 |
$ 0.00 |
|
|
1.5 |
Closure |
17 days |
Wed 17-07-19 |
Thu 08-08-19 |
$ 10,960.00 |
||
|
1.5.1 |
Performance Management |
6 days |
Wed 17-07-19 |
Wed 24-07-19 |
27 |
Project Manager |
$ 4,800.00 |
|
1.5.2 |
System Documentation |
11 days |
Thu 25-07-19 |
Thu 08-08-19 |
29 |
Technical Writer |
$ 6,160.00 |
|
1.5.3 |
Milestone 5: Closure Report |
0 days |
Thu 08-08-19 |
Thu 08-08-19 |
30 |
$ 0.00 |
Project Costs
|
Month |
||||||||
|
Program Element |
Type of Cost |
0 |
1 |
2 |
3 |
4 |
5 |
6 |
|
Material Cost & Plant |
One-Time |
$13,552 |
||||||
|
Resource Costs |
Recurring |
$8,920 |
$8,920 |
$8,920 |
$8,920 |
$8,920 |
$8,920 |
|
|
Cost of Project Activities – Operations & Execution |
Recurring |
$10,230 |
$10,230 |
$10,230 |
$10,230 |
$10,230 |
$10,230 |
|
|
Cost of Documentation |
Recurring |
$2,320 |
$2,320 |
$2,320 |
$2,320 |
$2,320 |
$2,320 |
|
|
Communication Costs |
Recurring |
$1,240 |
$1,240 |
$1,240 |
$1,240 |
$1,240 |
$1,240 |
|
|
Maintenance Costs |
Recurring |
$1,890 |
$1,890 |
$1,890 |
$1,890 |
$1,890 |
$1,890 |
|
|
Program Total Costs By Year |
$13,552 |
$24,600 |
$24,600 |
$24,600 |
$24,600 |
$24,600 |
$24,600 |
|
|
Program Grand Total Cost |
$1,61,152 |
Project Benefits
|
Month |
|||||||
|
Benefit Sources |
0 |
1 |
2 |
3 |
4 |
5 |
6 |
|
Enhancement of Revenues |
$8,000 |
$8,000 |
$8,000 |
$8,000 |
$8,000 |
$8,000 |
$8,000 |
|
Increased number of Customers |
$12,300 |
$12,300 |
$12,300 |
$12,300 |
$12,300 |
$12,300 |
$12,300 |
|
Tangible Benefits |
$18,000 |
$18,000 |
$18,000 |
$18,000 |
$18,000 |
$18,000 |
$18,000 |
|
Intangible Benefits |
$19,200 |
$19,200 |
$19,200 |
$19,200 |
$19,200 |
$19,200 |
$19,200 |
|
Total Benefits Per Year |
$57,500 |
$57,500 |
$57,500 |
$57,500 |
$57,500 |
$57,500 |
$57,500 |
|
Confidence Factor |
40% |
50% |
60% |
65% |
68% |
70% |
|
|
Benefits Claimed for Analysis |
$0 |
$23,000 |
$28,750 |
$34,500 |
$37,375 |
$39,100 |
$40,250 |
|
Program Grand Total Benefit |
$2,02,975 |
Cost Benefit Analysis
|
0 |
1 |
2 |
3 |
4 |
5 |
6 |
|
|
Undiscounted Flows |
|||||||
|
Costs |
-$13,552 |
-$24,600 |
-$24,600 |
-$24,600 |
-$24,600 |
-$24,600 |
-$24,600 |
|
Benefits |
$0 |
$23,000 |
$28,750 |
$34,500 |
$37,375 |
$39,100 |
$40,250 |
|
Net Cash Flow |
-$13,552 |
-$1,600 |
$4,150 |
$9,900 |
$12,775 |
$14,500 |
$15,650 |
|
Discount Factors |
|||||||
|
Discount Rate |
8.0% |
||||||
|
Base Year |
0 |
||||||
|
Year Index |
0 |
1 |
2 |
3 |
4 |
5 |
6 |
|
Discount Factor |
1.0000 |
0.9259 |
0.8573 |
0.7938 |
0.7350 |
0.6806 |
0.6302 |
|
Discounted Flows |
|||||||
|
Costs |
-$13,552 |
-$22,778 |
-$21,091 |
-$19,528 |
-$18,082 |
-$16,742 |
-$15,502 |
|
Benefits |
$0 |
$21,296 |
$24,648 |
$27,387 |
$27,472 |
$26,611 |
$25,364 |
|
Net |
-$13,552 |
-$1,481 |
$3,558 |
$7,859 |
$9,390 |
$9,868 |
$9,862 |
|
Cumulative |
-$13,552 |
-$15,033 |
-$11,476 |
-$3,617 |
$5,773 |
$15,642 |
$25,504 |
|
Net Present Value |
$25,504 |
||||||
|
Internal Rate of Return |
38% |
The risk analysis and cost-benefit analysis shows that the project is feasible. The risks that are identified can be handled using the treatment strategies (Gladden, 2012). Also, You Can Fit and its associated stakeholders will be able to bear the costs that have been identified for the project.
The project is, therefore, feasible in nature.
There are several fact finding techniques that can be used to identify the information sets for the new system. Apart from the interviews, the following techniques shall be carried out to collect the requirements and understand the system functionalities and behaviour.
A list of questions shall be prepared for the employees and stakeholders of You Can Fit to gather the information on the new system and its requirements.
The information sets collected through this process will be the expectations of each resource engaged with the organization (Ebert et al., 2018).
You Can Fit is a business firm that belong to the domain as health and fitness. The analysis of the domain as a whole and the information systems installed in other organizations shall be done.
It will provide the information sets as industry-wide information and standards (Boynton and Greenhalgh 2004).
The observation of the existing systems and modules, such as OnAllAccounts, sales data etc. shall be done to determine the loopholes and flaws in the current system and the functionalities to be included in the system being developed.
The information sets that will be gathered through this process will be system changes, dependencies, and behaviour.
References
Boynton, P. and Greenhalgh, T. (2004). Selecting, designing, and developing your questionnaire. BMJ, 328(7451), pp.1312-1315.
Ebert, J., Huibers, L., Christensen, B. and Christensen, M. (2018). Paper- or Web-Based Questionnaire Invitations as a Method for Data Collection: Cross-Sectional Comparative Study of Differences in Response Rate, Completeness of Data, and Financial Cost. Journal of Medical Internet Research, 20(1), p.e24.
Gladden, R. (2012). Book Review: The Project Risk Maturity Model: Measuring and Improving Risk Management CapabilityThe Project Risk Maturity Model: Measuring and Improving Risk Management Capability by HopkinsonMartin. Project Management Journal, 43(5), pp.101-101.
Hussain, A. and Roy, A. (2016). The emerging era of Big Data Analytics. Big Data Analytics, 1(1).
Ilieva-Obretenova, M. (2016). Information System Functions for SmartGrid Management. Sociology Study, 6(2).
Rajgor, M. and Pitroda, J. (2012). Contribution Of Advanced Technology: Automated Data Collection In Resource Management. International Journal of Scientific Research, 2(3), pp.124-128.