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7002ICT System analysis and Design For Information System

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Questions:

Complete the following tasks:
a. Provide a table outlining information that will be captured during system development, the tools and software that will be used to develop the system, and outline who can update / view the information.
b. Describe the work environment.
c. Describe the processes and procedures that will be used. 

Answer:

Identification of the problem

Vision document 

Introduction

Golden North is an Australia based ice cream making company headquartered in Laura. This company produces ice cream and from the physical store they sell the quality food products to the consumer. In this new era of technology, where most of the business organizations have started using online service Golden North Company does not have any such automated data management system. In order to gain maximum commercial profit and more consumers from throughout Australia currently Golden North is willing to implement an Information System (IS). The total budget estimated for the project is $50,000 and also the total time allotted for the successful accomplishment and implementation of Information System is around 6 months. The budget structure developed for the Information System (IS) development project is designed along with a project Work Breakdown Structure (WBS).

Problem description

Due to lack of usage of proper technology the selling and buying structure of the company is lagging behind. Though, the essence and flavor of the ice cream they produces are enough unique from the other production companies but due to lack of service capabilities they are facing commercial flaws. As the numbers of consumers are increasing it is becoming difficult for them to manually manage the system.

 

System capabilities

The system is capable to take orders from the clients, record the orders and sequentially deliver services to the clients within estimated time. The customers can pay online through debit card and net banking. The information System can store huge set of record. Within less time data can be accessed and stored as well.

Expected benefits

It is expected that with the successful implementation of the Information system the company will be able to grab more numbers of consumers throughout Australia. Both online as well as offline services they will be able to serve to their consumers. Though, after immediate implementation of the design the profit is not expected rather after three to four years of it is expected that high rate of profit will be experienced.

Quantify project approval factors 

Break down of the estimated time for the project completion 

IS development schedule

16 days

Sat 5/5/18

Mon 5/28/18

Project initiation

6 days

Sat 5/5/18

Mon 5/14/18

Analyzing current situation of Golden North Ice cream producing company

6 days

Mon 5/7/18

Mon 5/14/18

Scope statement development

6 days

Mon 5/7/18

Mon 5/14/18

Designing project objectives

2 days

Mon 5/7/18

Tue 5/8/18

Information system development requirements gathering

5 days

Mon 5/7/18

Fri 5/11/18

Information system development requirements analysis

6 days

Mon 5/7/18

Mon 5/14/18

Defining work process

1 day

Mon 5/7/18

Mon 5/7/18

Conducting Internal meeting

5 days

Mon 5/7/18

Fri 5/11/18

Milestone 1: Statement of Work Submission

0 days

Sat 5/5/18

Sat 5/5/18

Project planning phase

9 days

Sat 5/5/18

Thu 5/17/18

Resource planning

6 days

Mon 5/7/18

Mon 5/14/18

Communication planning

5 days

Mon 5/7/18

Fri 5/11/18

Risk management plan development

9 days

Mon 5/7/18

Thu 5/17/18

Identifying required hardware

8 days

Mon 5/7/18

Wed 5/16/18

Identifying required software

6 days

Mon 5/7/18

Mon 5/14/18

Functional requirement identification

7 days

Mon 5/7/18

Tue 5/15/18

Non-functional requirement identification

6 days

Mon 5/7/18

Mon 5/14/18

Milestone 2: Project statement report

0 days

Sat 5/5/18

Sat 5/5/18

Project design phase

16 days

Sat 5/5/18

Mon 5/28/18

Information system design outlining

5 days

Mon 5/7/18

Fri 5/11/18

Prototype development

6 days

Mon 5/7/18

Mon 5/14/18

Prototype analysis

10 days

Mon 5/7/18

Fri 5/18/18

Simulation

16 days

Mon 5/7/18

Mon 5/28/18

Coding

10 days

Mon 5/7/18

Fri 5/18/18

Modeling

6 days

Mon 5/7/18

Mon 5/14/18

System aggregation

5 days

Mon 5/7/18

Fri 5/11/18

Milestone 3: Implementation of Information system

0 days

Sat 5/5/18

Sat 5/5/18

Project testing phase

12 days

Sat 5/5/18

Tue 5/22/18

Unit testing

10 days

Mon 5/7/18

Fri 5/18/18

Integrated testing

12 days


Mon 5/7/18

Tue 5/22/18

Acceptance testing

10 days

Mon 5/7/18

Fri 5/18/18

Monitoring and project control

10 days

Mon 5/7/18

Fri 5/18/18

Verification

5 days

Mon 5/7/18

Fri 5/11/18

Validation

6 days

Mon 5/7/18

Mon 5/14/18

Milestone4: Project testing phase completion

0 days

Sat 5/5/18

Sat 5/5/18

Project closure

3 days

Sat 5/5/18

Wed 5/9/18

Final document presentation

3 days

Mon 5/7/18

Wed 5/9/18

Stakeholder signoff

2 days

Mon 5/7/18

Tue 5/8/18

Post maintenance program for the Information System

3 days

Mon 5/7/18

Wed 5/9/18

Milestone5: Completion of project closure phase

0 days

Sat 5/5/18

Sat 5/5/18

Summary of the development cost 

Project Cost-Benefit Analysis

        

project analysis variables

        
         

Expected project discount

5.00%

       

Project annual profit

 $ 80,000.00

       

Total annual profit

 $ 24,000.00

       

Project Development Cost

 $ 225,000.00

       
    

Year of Project

    
  

0

1

2

3

4

5

TOTALS

         

Economic profit

 

$15,000.00

 $ 25,000.00

 $ 3,000.00

 $ 3,000.00

 $ 4,000.00

 $ 4,000.00

 

Rate of discount

 

1.0000

0.9524

0.9070

0.8638

0.8227

0.7835

 

PV profit

 

$15,000.00

$23,809.52

$2,721.09

$2,591.51

$3,290.81

$3,134.10

 
         

Benefits from PNV

 

$15,000.00

 $ 38,809.52

 $ 41,530.61

 $ 44,122.13

 $ 47,412.93

 $ 50,547.04

 $ 50,547.04

Summary of the estimated annual reporting cost

one time project COSTS

 

 $(225,000.00)

      
         

Net recurring cost

 

$0.00

 $ (24,000.00)

 $ (24,000.00)

 $ (24,000.00)

 $ (24,000.00)

 $ (24,000.00)

 

project discount rate

 

1.0000

0.9524

0.9070

0.8638

0.8227

0.7835

 

recurring cost for PV

 

$0.00

 $ (22,857.14)

 $ (21,768.71)

 $ (20,732.10)

 $ (19,744.86)

 $ (18,804.63)

 
         

net cost from PV

 

 $(225,000.00)

 $ (247,857.14)

 $ (269,625.85)

 $ (290,357.95)

 $ (310,102.81)

 $ (328,907.44)

 $ (328,907.44)

         

Total NPV

       

 $ (278,360.40)

         

Total Return of Investment

        
        

-0.8463

Cost benefit analysis

Anticipated benefits 

  • Golden North will be able to grab more consumers

  • The competitive advantage will be increased
  • The annual cost structure will deliver commercial revenue to the company

Provide an estimated annual benefits 

It is expected that if an Information System is designed with $50,000. Then the annual benefit that can be experienced will be around

Perform a risk and feasibility analysis 

Determining organizational risk and feasibility 

Different types of organizational risks are there such as strategic risk, operational risk, compliance risk, reputational risk etc for which the success and revenue structure of the companies can be negatively impacted. The entire strategic business structure of Golden North can be affected due to this reason. It is known to all that successful business strictly requires comprehensive as well as well structured thought-out business plan. If the structure of the company strategy becomes less effective then automatically the company will struggle for that. The reasons for such kinds of changes may involve technical changes, powerful new entry of strong market level competitors, and extreme cost of the raw materials.

In order to gain feasible outcomes it is necessary for the company to prioritize all the organizational risks and developing proper strategies accordingly for resolving them. In order to operate the Information System (IS) on job technical training should be arranged for the system development team.

Evaluate technological risks and feasibility 

Technical risks can be faced during the development and implementation phase for Information System. It may happen that proper software license is not adopted then it will be little difficult to run all the system application accurately. Not only this but also security is another concern for the Information System (IS) development project. Due to lack of security financial or personnel information can be hacked or misused by the unwanted users.

In order to mitigate the technical risks proper encryption mechanism is required to be adopted by the system developers of Golden North. It will not allow any external unwanted users to access information from the server. Even the information transition channel will also be secured from access.

Assess resource risks and feasibility

In order to reduce work pressure from the development team members the large project is segmented in small parts and for each of the part skilled and experienced resources are allotted. If any fault is identified in allocating resources then the expected outcome of the activity will be interrupted. Risks may occur in cost estimation and resource outsourcing.

In order to resolve this specific resource level risks it is necessary for the Golden North ice cream making company to allocate accurate resources for the specific activities based on their skills and knowledge capability. In addition to this, proper reward structure should also be designed to keep the team members engaged to their job roles.

Identification schedule risks and feasibility 

If proper project schedule is not designed then it will negatively impact the assigned project budget also. With the development of the Work Breakdown Structure (WBS) the complexity of each and every activity should be calculated and based on that the time structure must be allotted. If the resources fail to complete the specific activity within time then the estimated cost for that activity will increase. On the other hand, if the project is found to be completed before the allotted time period then it will help them to obtain commercial revenue.

For resolving these kinds of issues it is required for the company to allot time for the specific activity based on their complexity at the project initiation phase. It includes timely accomplishment of each of the project phase within a timely manner.

Establish the project environment 

Tools and software to be used for developing the system 

in order to develop the information system for Golden North ice cream making company the different types of methods in terms of tools and software are elaborated in the below table:

Phases

Types of methods

Type of tools

Business processing and project initiation phase

Accurate business modeling, technical process modeling, process work flow model, activity structure

Proper work flow modeling tools, statement of work (SOW), business modeling tools and simulators

Project planning phase

Brain storming of both the project manager and the project team members, interview, design techniques and requirement gathering

GDSS, requirement engineering tools and CSCW

Project design phase (system analysis and design)

Structured modeling, data modeling, mapping from various high level programming language, version control and professional object oriented analysis

Interface design tools, code generators, verifiers and performance analyzers

Project monitoring and control phase

Reverse engineering for version control and accurate configuration management

Reporting and documentation tools, project status report, progress report

Project closure phase

Stakeholders signoff

Project status report

 In order to develop the Information System (IS) the software tools those will be required include traditional tools, support tools, personal information management tools, programming tools a purpose tools as well. Collectively it can be said that for the development of the Information System application software and system software both are required. One of the most popular IDE software package from Microsoft Visual’s studio adoption will be helpful for the company.

Description of the work environment 

It is necessary for the company to provide a healthy working environment to the project manager and project team members so that they can deliver cent percent of their efforts for the Information System development project. A healthy working environment can effectively boost up the rate of quality productivity. If the development tem feel engaged to their job roles then they will surely give quality work. Instead of signing contract to another consultancy an internal Information System development team has been created by the company for the development of the Information System (IS). The other components that are to be designed by the project team members include setting out of clear staff management policy, encouragement for the development of managerial responsibilities, team building.

c. Description of the processes and procedure to be used 

For designing the Information System development project different company follows different process and development procedure. In case of the Golden North Company the specific development method that will be followed in iterative waterfall model. The iterative waterfall model is consists of five different phases such as initiation, planning, development, monitoring and control and final implementation or closure. At the project initiation phase the statement of Work (SOW) should be prepared and based on that only the project will take progress accordingly. At the planning phase the details planning requirements will be arranged properly. It is expected that the planning must contain all the basic project requirements. In addition to this, for designing the Information System (IS) prototype all necessary licenses should be taken in the project development phase. With a final project documentation report the approval for the project will be signed from the project manager himself. 

Gantt chart showing the WBS project

WBS

Task Name

Duration

Start

Finish

Predecessors

Resource Names

0

Schedule for the Mobile app development

180 days

Tue 5/8/18

Mon 1/14/19

  

1

Project initiation phase

24 days

Tue 5/8/18

Fri 6/8/18

  

1.1

Statement of work development for the project

5 days

Tue 5/8/18

Mon 5/14/18

 

Project manager

1.2

Stakeholder identification

5 days

Tue 5/15/18

Mon 5/21/18

2

business analyst, Project manager

1.3

Resource identification for the Mobile app development of Golden North

6 days

Tue 5/22/18

Tue 5/29/18

3

Project manager

1.4

Budget estimation for the mobile app

4 days

Tue 5/22/18

Fri 5/25/18

3

Finance manager

1.5

Start off meeting

8 days

Wed 5/30/18

Fri 6/8/18

4,5

business analyst

1.6

Milestone 1:Submission of Statement of Work

0 days

Fri 6/8/18

Fri 6/8/18

6

operation manager

2

Project planning phase

36 days

Mon 6/11/18

Mon 7/30/18

  

2.1

Developing project road map

12 days

Mon 6/11/18

Tue 6/26/18

7

system developer

2.2

Documenting project team members

10 days

Wed 6/27/18

Tue 7/10/18

9

operation manager

2.3

Stakeholder interconnection and resource negotiation

8 days

Wed 7/11/18

Fri 7/20/18

10

operation manager

2.4

Business rules identification

9 days

Wed 7/11/18

Mon 7/23/18

10

business analyst

2.5

Technical resource for mind mapping

5 days

Tue 7/24/18

Mon 7/30/18

11,12

system designer

2.6

Milestone 2: Completion of the project planning phase

0 days

Mon 7/30/18

Mon 7/30/18

13

Project manager

3

Project design phase

89 days

Tue 7/31/18

Fri 11/30/18

  

3.1

Designing prototype

20 days

Tue 7/31/18

Mon 8/27/18

14

system designer

3.2

Mobile app simulation

25 days

Tue 8/28/18

Mon 10/1/18

16

system developer

3.3

Graphical User interface design

20 days

Tue 8/28/18

Mon 9/24/18

16

system designer, coder

3.4

Application programming and coding

16 days

Tue 10/2/18

Tue 10/23/18

17,18

application programmer

3.5

Integrated testing

18 days

Wed 10/24/18

Fri 11/16/18

19

system tester

3.6

Acceptance testing

10 days

Mon 11/19/18

Fri 11/30/18

20

system tester

3.7

Milestone 3: Submission of the final design of the Information System

0 days

Fri 11/30/18

Fri 11/30/18

21

system developer

4

project monitoring and control phase

17 days

Mon 12/3/18

Tue 12/25/18

  

4.1

Process control

2 days

Mon 12/3/18

Tue 12/4/18

22

Finance manager

4.2

Change management request

3 days

Wed 12/5/18

Fri 12/7/18

24

business analyst

4.3

Project scope creep analysis

5 days

Mon 12/10/18

Fri 12/14/18

25

operation manager

4.4

Project documentation

6 days

Mon 12/10/18

Mon 12/17/18

25

Project manager

4.5

Monitoring project work details

6 days

Tue 12/18/18

Tue 12/25/18

26,27

system designer

4.6

Milestone 4: Implementation of change management program (if required)

0 days

Tue 12/25/18

Tue 12/25/18

28

operation manager

5

Project closure phase

14 days

Wed 12/26/18

Mon 1/14/19

  

5.1

Stakeholders signoff

5 days

Wed 12/26/18

Tue 1/1/19

29

Project manager

5.2

Final project document submission

6 days

Wed 1/2/19

Wed 1/9/19

31

operation manager

5.3

Post maintaining plan for the information System

3 days

Thu 1/10/19

Mon 1/14/19

32

system developer

5.4

Milestone 5: Successful completion of the project

0 days

Mon 1/14/19

Mon 1/14/19

33

Project manager

Figure 2: Gantt chart for the subsystem (mobile app development) for Golden North

(Source: created by author)

This subsystem developed for the Golden North is focused on the Mobile application. Though, a website is also planned to be designed to give the users a more user friendly platform to the consumers. The Work Breakdown Structure (WBS) of the project is comprises of five different phases in terms of initiation, planning, design, monitoring control and project closure. With the help of the WBS the project manager will be able to keep track on project progress. The total time duration including the start date, finish date and also the resources that are allocated for the different activities are also shown in the Gantt chart. It is the responsibility of the resources to complete their allotted job roles within estimated time and budget frame. Besides this for obtaining project approval all the project problems should be identified while planning and monitoring the project. Additionally, while testing the project with specific validation and verification factors it is necessary for the development team to consider the generated feedback according from the internal development team. 

References 

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Harrison, F., and Lock, D. 2017. Advanced project management: a structured approach. Routledge.

Heagney, J. 2016. Fundamentals of project management. AMACOM Div American Mgmt Assn.

Hornstein, H. A. 2015. The integration of project management and organizational change management is now a necessity. International Journal of Project Management, 33(2), 291-298.

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Permana, P. A. G. 2015. Scrum method implementation in a software development project management. International Journal of Advanced Computer Science and Applications, 6(9), 198-204.

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Spundak, M. 2014. Mixed agile/traditional project management methodology–reality or illusion?. Procedia-Social and Behavioral Sciences, 119, 939-948.

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