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 Save Time On Research and Writing Hire a Pro to Write You a 100% Plagiarism-Free Paper. Get My Paper	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.

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