Information system is a part of ICT technology that assists an organization to get a better hold on the organizational data as well as processing those data. These data are collected from user ends and stored in the database.
The study includes the description of the system that will be implemented within Allsports. The system will be handling the data that are to be produced and stored during each of the news letter publishing. The prime purpose of the system will be collecting data and efficiently distributing those data to the authorized users.
The actual quantity of members and low application choices are the cause of publishing the newsletter late in the recent times. The members are getting dissatisfied due to this fact. Moreover, the access to the information is becoming an issue to be considered. Taken as an example, the president may wish to create a report that will hold the information of the members who have not edited a newsletter yet. This can also be done with the spreadsheet but the content filtering will make all the process complex and time consuming.
The first step toward the development of the system will be selecting the methodology. The project manager will be responsible for selecting the methodology. A report including justification for choosing a particular methodology instead of others will be provided to the stakeholders. There are various methodologies among which one can be taken for the development. If the project requires then a hybrid methodology can also be taken into account. As the project is cost efficient and small only scrum and waterfall model will be considered.
Developing the system for Allsports is a low a budget project. The project is a simple project. The system will need to be collecting data from users and able to generate various reports for managers and stakeholders. The scrum model is best for complex tasks where probability of identifying new requirements during project life cycle is high. In this project, the requirements are low and easy to understand. Therefore water fall model is perfect in this case. Along with that waterfall model allows to carry out a project much faster and on low cost.
Login: The users will be login to that system for accessing the processes that are designed for them. The user will be given a permanent username and changeable password.
Register: The users will be registered to the system at the beginning. At the time of register the username will be shared with the users through email and the password will be set by user during login for the first time.
Database: The database is a fundamental requirements for the system. The collected data will be stored in the database. These data can be later recovered from the database for further needs.
Reporting: The organization is implementing the system for making complex reports. One of the vital requirements of the system is making reports for the management.
Security: Security is a vital factor for the system. The database will be installed with proper security so that sensitive data cannot be stolen from it during cyber attack.
Availability: The editor may need to access the system such as the management to make progress regarding the publish of newsletter. That is why the system needs to be available 24*7.
Scalability: The system must be able to use resources as per the user available in the system. As the business will grow, the system will need to use more resources to support the processes smoothly.
Within the cost-benefit analysis has been produced for analyzing the cost of project with the benefit project. This provides an outline of how much benefit can be achieved from the project. The detailed cost benefit analysis report includes the cost of the project, maintenance cost, staff savings and improved services.
Table 1: Cost Benefit Analysis
|
Cost Benefit Analysis using Present Value (All-Sports Sports Club) |
|||||
|
Benefits of option |
Year 0 |
Year 1 |
Year 2 |
Year 3 |
Year 4 |
|
Staff savings |
$ 12,000 |
$ 12,000 |
$ 12,000 |
$ 12,000 |
|
|
Improved service |
$ 24,000 |
$ 24,000 |
$ 24,000 |
$ 24,000 |
|
|
Total Benefits |
$ – |
$ 36,000 |
$ 36,000 |
$ 36,000 |
$ 36,000 |
|
Costs of option |
Year 0 |
Year 1 |
Year 2 |
Year 3 |
Year 4 |
|
Development costs |
$ 60,000 |
$ – |
$ – |
$ – |
$ – |
|
Maintenance costs |
$ 14,400 |
$ 14,400 |
$ 14,400 |
$ 14,400 |
|
|
Total Costs |
$ 60,000 |
$ 14,400 |
$ 14,400 |
$ 14,400 |
$ 14,400 |
|
Net benefits/costs |
$ (60,000) |
$ 21,600 |
$ 21,600 |
$ 21,600 |
$ 21,600 |
|
Cumulative benefits/costs |
$ (60,000) |
$ (38,400) |
$ (16,800) |
$ 4,800 |
$ 26,400 |
|
Net benefits/cost (NPV @ 6%) |
($57,142.86) |
$19,591.84 |
$18,658.89 |
$17,770.37 |
$0.00 |
|
Cumulative NPV |
($57,142.86) |
($37,551.02) |
($18,892.13) |
($1,121.75) |
$294,445.88 |
According to Fitzpatrick (2016), WBS or work breakdown structure is consisting of all the activities that are required to be done in the project. These activities are divided into the subtasks. The WBS assists in recognizing the project outline through the general information sharing.
Visualizes the WBS or work breakdown structure of the selected project. The activities that has been represented in the work breakdown structure are planning phase, design phase, implementation phase, testing phase and deployment. These activities are further divided into another level. The implementation task, however, has been consisting of 3 levels of itself. All these provides a great understanding of quantity of activities within the project along with the categories.
In order to complete a project, various tasks needs to be done within a fixed deadline. This time division among the activities are shown through the project schedule. These project schedule also provides a great understanding of human resource required for the project and the cost of the project (divided to each activity). All these information that are provided into the project schedule assists to carry out proper feasibility investigation (Po?onski 2015).
In the study, the project schedule has been conducted as per the WBS as shown in the figure 2. The Gantt chart has been visualized in the figure 1. Slack has been found regarding most of the activities of the work breakdown structure. It is possible to complete the tasks on the predefined time in the project schedule (Boctor and Kadri 2016).
External and internal stakeholders of the project are as following.
Interview with the users, Questionnaire and document analyzing are the most effective investigation techniques.
Interview: The interview will be one to one with the users. The project manager or business analyst will communicate with the users in the interviews. Both of the participants in the interview will discuss on various needs of the users.
Questionnaire: The project manager along with the system analysts and business analyst will create a set of questions for all the internal and few external stakeholders of the project. These questions will be regarding the needs from system, issues may be faced during project life cycle and many more concerns.
Document Analyzing: Document analyzing is a crucial investigation technique. The project manager will analyze the existing documents for recognizing the missing leads from other two investigation techniques.’
Three of the investigation techniques are chosen for primarily getting data that will cannot be collected from one other technique. All three techniques are used for collecting different data. Interview will provide a vast idea regarding the system requirements. On the other hand, the questionnaire will provide the data regarding issues and concerns of the project. The final technique is for identifying various hidden and robust nature of the project and organizational responses for various situations.
Conclusions
The study has provided a great idea regarding the project outline of implementing System in Allsports. The work breakdown structure is a great way of understating the tasks realted to the project. The system requirements are a great source of understating the need from the project. However, without using good investigation techniques, it will be goofy to expect to get all the system requirements related data at first. The investigation techniques are not only used for gathering system requirements related data but these also assists in understating the risks and opportunities from the project.
References
Boctor, F.F. and Kadri, R.L., 2016. The Generalized Resource Allocation and Leveling Problem in Project Scheduling.
Bourdeau, S. and Barki, H., 2013. Toward a typological theory of information system project team management styles. In 8th Pre-ICIS International Research Workshop on Information Technology Project Management (IRWITPM 2013) (p. 125).
Braglia, M. and Frosolini, M., 2014. An integrated approach to implement project management information systems within the extended enterprise. International Journal of Project Management, 32(1), pp.18-29.
Fitzpatrick, B.J., 2016. Determining the Optimal Work Breakdown Structure for Defense Acquisition Contracts. Air Force Institute of Technology WPAFB United States.
Joosten, D., Basten, D. and Mellis, W., 2016. Measurement of information system project success in German organizations. In Project Management: Concepts, Methodologies, Tools, and Applications (pp. 1175-1196). IGI Global.
Larson, E.W. and Gray, C., 2013. Project Management: The Managerial Process with MS Project. McGraw-Hill.
Olson, D., 2014. Information systems project management. Business Expert Press.
Po?onski, M., 2015. Application of the work breakdown structure in determining cost buffers in construction schedules. Archives of Civil Engineering, 61(1), pp.147-161.
Schwalbe, K., 2015. Information technology project management. Cengage Learning.
Snyder, C.S., 2014. A Guide to the Project Management Body of Knowledge: PMBOK (®) Guide. Project Management Institute.
Too, E.G. and Weaver, P., 2014. The management of project management: A conceptual framework for project governance. International Journal of Project Management, 32(8), pp.1382-1394.
Verzuh, E., 2015. The fast forward MBA in project management. John Wiley & Sons.
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