information system redesign for ecc

8/9/2019 Information System Redesign for ECC

1/20

GROUP AC6

Final Proposal

Nick Clawson, Stephen Lee, David Woo, Sarah Zhou, Yuxuan Xue, Yuyang Fan


2/20

Group AC6 Final Proposal 2

Client Site Identication:

Introduction:

The organization we are w orking with is t he E thnic Culture C enter (ECC) at t he University of Washington(http://depts.washington.edu/ecc/). The ECC has been ref erred as a home away from home by many of UWstudents. Its pri mary p urpose i s t o create a v ibrant and positive cam pus climate t hat allows the st udents t heopportunity to maximize t heir educational and st udent life exp erience. With the assi stance from the Servicesand Activities Fee Committee, Technology Fee Committee, ASUW, and OMA, and other UWdepartments/programs, the ECC has been successful in coordinating and developing programs t hat e ducatestudents on navigating cam pus r esources an d encourage them to actively participate in leadershipdevelopment opp ortunities, as w ell as to p rovide ot her op portunities t o en gage i n various cu lturalorganizations, campus and community events or pr ograms.

Contact Inform ation:

Cicero DelnCoordinator, Theater and Operations for E CCEmail: [email protected]

Previous Interactions:

Meizhuo Zhou was t he information manager in the Chinese Student Association. She has al so beenconstantly interacting with the E CCs room reservation system in order t o reser ve con ference room s for h erteam meetings. As a d irect stakeholder of the syst em, she gained detailed exposure on how to effectively u sethe syst em to booking a room , which can contribute useful user feedback for our t eam in the future.

Stephen Lee h as w orked for t he Samuel E. Kelly Ethnic Cultural Center for t hree years . Hes currently thebuilding coordi nator at t he E CC. As t he b uilding coord inator, he p rovides cruci al support for t he p rofessionalstaff by assisting with the coord ination of daily operati ons of the f acility. His d uties i nclude cu stomer serv icesupport, assistance in room reserva tions, assistant in basic ope ration of the E CC facilities i n setup a ndteardown of room furniture and equipment for program s, events an d a ctivities.

System to be Analyzed:

The system our group seeks t o analyze is the room reservation system in the Samuel E. Kelly EthnicCultural Center. The ECC currently uses an event management system provided by D ean Evans &

Associates, Inc. management, academic scheduling, shared workspace m anagement, and online re gistration solutions.

Currently, the system processes reservations through an online Google form where people can submitrequests t o reser ve cert ain resources at certain times. The requ est then read by th e res ervation staff andbeing manually inputted into the EMS system. The ECC relies heavily on the EMS system because all thescheduling processing a nd reservation details are don e t hrough the E MS. However, Cicero hopes we cananalyze EMS and the information technology architecture of the ECC. One concern h e has r egarding theEMS system is the fact that even though the system is designed to manage complex room reservation


3/20


process, there are t oo many double en tries requi red. The b ooking details an d conrmations r ely h eavily onmanual input most of time.

Problem Statement and Project Scope:

Problem Statem ent:

The E thnic Cultural Center i s an important resource for m any st udents at the UW. The three biggest goalsof the E CC are t o help educate st udents on how to navigate t he University, encourage student engagement,and help students r eserve important resources. The ECC does some am azing work and there is no d enyingthat i t has a very p ositive effect on many minority st udents at UW. However, the current r egistration system,which enables s tudents t o utilize the ECC by reser ving room s an d equipment there, has l ots of room for

improvement.

Cicero worries t hat as t he ECC begins t o receive more r eservation request traffic, the am ount of time it takesfor t he ECC staff to process r equests will increase exp onentially. He hopes t hat by f urther an alyzing thesystem and the operations of the E CC, he will be able t o bett er i ncorporate t he room reservation system.

However, even thou gh the curre nt system is desi gned to manage complex room reservation processes, thereis an overwhelming a mount of manual input required for t he sys tem to function properly.Form submissions are aggregated by t he Google form, but must then manually processed by E CC staff toresolve con icts an d initialize p ayments. The syst em itself doesnt provide a ny front-end connection betweencustomers an d the ba ck end database. This m eans t hat al l of the room reservation requests m ust beprocessed, recorded, and maintained manually by t he ECC reservation team . The ECC staff follows a spec icprocedure, which includes re- entering the data into t wo sepa rate da ta sets ( in an attempt t o en sure da taintegrity and redu ce mistakes), and manually typing the information into the EMS professional system.Reservation staff must also em ail conrmation pages t o cust omers one by one t hen collect money eitherthrough check or bud get number. Efficiency and potential opportunities for unexpected err or have becom e ahuge p ain along with the increasing tr affic from room reservation requests.

In its current state, the syst em cannot handle heavy room reservation traffic. As such, the ECC staffs t oppriorities are m inimizing the st eps r equired f or en tering room reservation details an d having a more

centralized, integrated cust omer communication platform. The intangible ben ets of the n ew system includemore resou rces ava ilable for ot her proj ects, higher em ployee sa tisfaction, higher con sumer sati sfaction, fewerinput mistakes, higher t urnover r ate, more r oom reservation, and most importantly, higher m arginalproductivities. Moreover, implementing the new system could allow extra f eatures such as d etail draw out ofroom setups, potential equipment checkouts, smart payment system, and centr alize communication platformfor c lients an d across al l the E CC staffs. Furthermore, Cicero hopes t hat i n the future, he will be a ble t oextend the EMS system to cover a f ront desk schedule sub -system as w ell.


4/20


Project Scope:

In order t o gain efficiency and redu ce workload for ECC reservation team staff, we would improve our systemto provi de front-end connection between customers and syst em back-end database, allowing the sys tem toread through user r equests, compare r equests w ith existed reservation data stored i n the d atabase, and

respond to u sers w ith room availabilities.

This improved system will eventually handle m ost of the m anual parts of the old reservation process so t hatthe ECC can handle a l arge n umber of requests without a m ajor increase i n staff workload. It will be able toinitialize p ayment according to a standard price l ist but al so al low ECC staff to a djust price regard toconditions. Besides u sing check or bu dget number, the re vised syst em will allow customers to makepayments onl ine through PayPal in order t o minimize manual steps requ ired t o proces s a r equest. Afterreservations are c hecked and processed b y E CC staff, our s ystem will be able t o put reservation details asparameters i nto its exi sted templates, and send out conrmation pages t o cust omers w ithout an y m ore st epsand manual input. At the t ime when it recognizes a c ertain request is proc essed a nd new reservation iscreated, our r evised sy stem will write detailed information into its ba ck-end database a nd create n ew eventon EMS virtual calendar.

List of tasks within the project scope:

Interview with stakeholders an d su bject matter expert s in order t o identify the n eeds an d requirement ofthe ECC. Complete an information analysis to determine how information is stored, processed an d output by theorganization. Complete cor porate s trategic planning a nd synchronize i t with the st akeholder ( an ongoing process t hatdenes t he m ission, objectives, and str ategies of an organization).

Complete an information systems planning process using either t op-down or bottom-up planning. Analyze the sy stems archi tecture an d optimize i t in order t o integrated with the orga nizations syst em. Proceed to a f easibility a nalysis with stockholders t o ga in the information regarding the cost and benet ofdevelop the syst em, create a baseline p roject plan for E CC. Proceed a w alk throu gh peer group revi ew inside the team to make sure t he proj ect plan is solid, smoothand deliverable. Deliver a nal system project proposal for ECC. Develop the system based on t he plan.

Outside the project scope: We do n ot intend to implement or maintain additional hardware or software s ystems as part of thisproject. Formulating a plan for i mprovement is ou r goal . We a re not t o be held responsible for t he p rovision of additional analysis, feedback, or pl anning beyondthis academ ic quarter (Winter 201 4). We may be u nable to contact every stakeholder t o help plan the new system, but we will assemble arepresen tative sa mple a s best possi ble. We are not to be h eld respo nsible for t he provi sion of exact hardware specications as a p art of planningfor t he implementation of a n ew system. However, we will provide a general description of required h ardware


5/20


6/20


customers to make requ ests. The current s ystem falls short for t he sam e reasons a s before, and thesefailures di scourage customers f rom actually making req uests. In tu rn directly affecting th e resou rce u sersability to use equ ipment. Since these user s m ay n ot even know the syst em exists, they may n ot have verymany sp ecic requests. But because t hey rel y heavily on direct users their ne eds m atch u p closely. In fact a

system that su ccessfully addresses a ll these con cerns cou ld convert these p assive u sers i nto a ctive o nes.

Reservation Staff :

The ECC reservation team has t hree members who are dedicated to handling and following up all of theroom reservation requests. The pri mary rol e of these di rect users is t o efficiently manage da ta inow andoutow, managing scheduling, payments, and notications. In the cu rrent s ystem, the reser vation staff isexpected to m anually collect everything from a G oogle document and resolve schedule con icts by l ookingthrough all the d ata. After a room has b een reserved, system administrators n eed to se nd out conrmationand invoice information through email and even tually manually update room availability information on the

EMC system.

The re servation staff members want a sm arter s ystem that autom atically en forces r eservations t imes an dcan programmatically recor d reserva tions t o the da tabase. Cutting ou t all the duplicate da ta en try t hereservati on staff is currently forced to do. With this syst em, customers c an see t he ava ilable room s an d getinstant conrmation when a room is booked. In this way, the ECC reservation staff can n ot only save m orehuman resources for da ta e ntry a nd a llocate t he resou rces t o other opera tion needs, like customer ser vice, toenhance the over all customer e xperience bu t also make t he da ta m ore r eliable an d signicantly redu ce er rorsduring data i nput. Their bi ggest concern i s that e ven though the new system might resolve most of theproblems encoun tered by the old system, the n ew system may st ill be complex for both users andadministrators.

Resource Coordinator:

The Resource Coordinators m ain role in this system is t o an swer quest ions t hat c ustomers m ight have ab outthe res ervation schedule. This can include anything from what t imes are avai lable t o what r esources ar eavailable. Their m ain goal is t o provide fast and accurate i nformation to cu stomers ab out their res ervations,thereby p roviding good customer ser vice an d not having to spen d a lot of time d oing i t.

In addition to being able to qu ickly look at al l the reservati ons i n the syst em to a nswer custom ers qu estions,the Resource Coordinator needs t o be ab le to make on the y chan ges t o the da tabase. The current systemonly give the Resource Coordinator r ead-only a ccess t o the t ables, meaning tha t if they a re i n discussionswith a cu stomer w ho wishes t o chan ge som ething a bout their r eservation, they can not help. They al so wantto be a ble t o a ccess information about resources, pricing, and a vailability ve ry ea sily, and quickly en oughthat t hey can do it while maintaining qu ality customer s ervice.


7/20


R EQUIREMENTS :

Based off of the goa ls an d req uirements of the ab ove st akeholders, we are ab le t o clearly prioritize an d ran kthe new systems requirements.

Requirement Required By Priority

Faster conrmation/faster entry of requests Customer, Resource User, ReservationStaff

1

Ease of use Customer, Resource User 1

Quickly look up reservations Resource Coordinator 1

Ability to look up Resour 1

Online room availability Customer 1

Help customers Resource Coordinator 2

Performance under stress Customer, Resource User 2

Fewer s teps (e.g. reservation/payment at t he sam etime)

Resource User 2

System integration into one central Reservation Staff 2

Automatic, computer-generated payment Reservation Staff 2

Ability to generate Resource Coordinator 3

Resource availability Resource User 3

Better communication platform with client Reservation Staff 3

S YSTEM C ONTEXT D ESCRIPTION :

In order t o bet ter un derstand the m ost efficient w ay t o ap proach the problem, it is important to enumeratethe current s ystems over all purpose an d con text. The syst em we are an alyzing is t he room reservationsystem in the UW Samuel E. Kelly Ethnic Culture Center (http://depts.washington.edu/ecc/). The UWSamuel E. Kelly Ethnic Culture Center i s desi gned to be a p lace where students can nd familiar f aces, andwhere s tudents can meet, interact, hang out, and build community bonds. It creates a v ibrant and positivecampus cl imate t hat provi des students w ith opportunities t o m aximize t heir edu cational and student l ifeexperience. The overal l missions an d core va lues for t he E CC are t o provide a Safe Zone for m inority


8/20


students, and to enhance student leadership and engagement in the University. The ECC has a w ealth ofresources an d opportunities ava ilable t o st udents i ncluding st udent advising a nd organizationaldevelopment.

The short term goals for the ECC are t o help coordinate an d develop programs that can educate st udents onhow to navigate t he U W campus an d its r esources, help them strive for act ive p articipation in leadershipdevelopment, and provide o pportunities f or i ndividuals a nd organizations t o p articipate i n various cu lturalorganizations, campus and community events or programs. The Samuel E. Kelly Ethnic Culture Centermainly serves st udent or ganizations an d individual students, particularly m inority a nd ethnic st udents. Itscurrent r eservation systems t arget users w ill include ECC Affiliated RSO, Non-Affiliated RSO, individualstudents, Office of Minority Affairs and Diversity, UW departmental programs, as well as some off-campusorganizations.

The ECC relies heav ily on the current r eservation system because al most all the scheduling processes an dreservation details are per formed by this system. And the curre nt system used by the ECC was devel oped in-house i n a format, which requires a l ot of manual input in order t o make syst em to function properly. TheECC reservation system is di vided into three di fferent l ayers. The cust omer r equests are gathered b y thefront-end request form, which makes up the rst layer. The m iddle layer i s t he E CC reservation staff whoprocess, input, and com puterize al l the requ ests into the database. They a re t he p rocessing layer. The nallayer i s th e d atabase i tself. The room reservation database currently used by t he ECC is an on line Event Management System (EMS)provided by Dean Evans & Associates, Inc. The sys tem features f ull suite of room scheduling, meeting an devent management, academic scheduling, shared w orkspace management, master calendaring and onlineregistrati on/survey solution.

However, the syst em doesnt provide an y con nection to the front-end cu stomer i nteraction layer. All the roomreservation requests are gat hered t hrough an online Google Form, then processed, recorded, and maintainedmanually by t he ECC reservation team. The ECC staff must follow a specic procedure, which includes re-entering the da ta into two sepa rate da ta set s (in a n attempt t o ensure da ta integrity and red uce mistakes),and then nally manually typing the information into the EMS professional system.

Unfortunately, the third p arty sof tware ( the EMS) doesnt perfectly t the ECCs n eeds. For exam ple, there i snot built in payment system. This means that the staff must email conrmation pages t o customers one byone then collect money either t hrough check or bud get number. With the increasing tr affic of roomreservation requests, the ECC reservation team feels t he n eed for a m ore ad vanced and a utomatedreservation system. Manual input can simply not handle heavy room reservation traffic. Minimizing thesteps r equired f or en tering room reservation details an d creati ng a more c entralized, integrated customercommunication platform are thei r t op priorities.


9/20


Because t he book ing details an d conrmations r ely so h eavily on manual input, the st affs workload increasesexponentially an d their efficiency decreases w hen the ECC receives a l arge am ount of reservation requesttraffic. Our client from the ECC hopes t hat by f urther an alyzing the syst em and its operat ions, he will beable t o better i ncorporate t he room reservation system and extend this syst em to cover t he front desk

schedule sub -system and develop a more integrated system that c an automatically handle ever ythingincluding receiving payment from customers on or off campus, and em ailing receipts. Their short-term goalis t o t horoughly a nalyze th e syst em and deliver a valid solution blueprint for t heir f urther dev elopment.

Similar syst ems can be found in other organ izations. For i nstance, a m id-sized hotel probably would still usesimilar sys tem to ensure t hat they can efficiently manage their customers. A library can use it as a b ackupsystem when they en counter data l oss or system failure. The overal l mission of a room reservation system isto avoid conicts an d maximize t he room usage rat io.

The syst em we devel op must aim to even tually handle al l of the manual parts of the old reservation processso that t he ECC can handle a l arge nu mber of requests without a m ajor increase i n staff workload. Anotherimportant requirement of the syst em is a t ight integration with University Of Washington's st udent andfaculty database. Being a ble t o qu ickly verify a nd record a reservation request is important to minimizemanual labor an d improve sec urity of the syst em. Tapping into existing syst ems sup plied by the U niversityof Washington will be a n important factor.

The current web servi ces provided by the University of Washington that could be leveraged by our systemare t he ID Card Web Service (http://webservices.washington.edu/IdCardWS/) to allow workers at the ECC toscan students Husky Cards an d conrm that the pers on holding the card i s indeed that person by com paringphotos from the web servi ce. Additionally, the Person W eb S ervice (http://webservices.washington.edu/PWS/)would allow the syst em to au tomatically look up and record rel evant information such as con tact informationand eligibility to r eserve eq uipment from the E CC. A current limitation of these w eb serv ices i s t hat t hey a reimpossible t o a ccess w ithout permission, meaning it could potentially be h ard to ga in the a ccess t o thesesystems.


10/20


B EHAVIORAL A NALYSIS AND D ESIGN :Data Flow Diagram (Original):

Currently, the system processes reservations through an online Google form where people can submitrequests t o reserve cert ain resources at certain times. The problem is t hat this syst em is t erribly inefficient.It does t he job of aggregating a ll the form submissions, but it requires t he E CC staff, which i s t he bott leneckperson in this case, to process r equests m anually to r esolve con icts an d initialize pay ments. When the E CCreservation team conrms requests, the staff must also email conrmation pages t o customers and manuallycollect payments one by one. Inefficiency and unexpected mistakes have become a hu ge pain along with theincreasing traffic from room reservation requests. The st affs at ECC also share an excel spreadsheet t o storeall the requ est information, including their na mes an d phone n umber. Some one can easily get t he peop lesinformation by hacking the excel spreadsheet or i f the excel crashes, all the d ata may get l ost.

In order t o improve efficiency an d redu ce workload for the ECC reservation team staff, we would change thesystem to provi de a front-end connection between customers and the syst ems back- end database, allowingthe sys tem to match and order t ime from new requests with existing res ervations. If the sys tem nds that arequest time for a cert ain room is n ot available, it can automatically generate al ert messages t o cu stomersand inform them to requ est a d ifferent time. In contrast, the syst em will process t he requ ests an d initializepayments accordi ng to a standard p rice l ist if request room is ava ilable. Room reservation details w ill thenbe generated by th e syst em. In addition, ECC staff will be a ble t o ad just a room s pri ce in regard t o cert ainconditions. Besides u sing a check or bu dget number, the re vised syst em will allow customers to make


11/20


payments online through PayPal in order t o minimize the nu mber of manual steps r equired to process arequest. We will write an d st ore basic conrmation templates manually in the desi gn phase so that oursystem will be able t o put reservation details as p arameters i nto its exi sting tem plates, and then send outconrmation pages t o customers without any more steps or manual input. When the system recognizes that

a given request is processed a nd a n ew reservation is cr eated, our r evised system will write d etailedinformation into its ba ck-end database an d create a new event on EMS virtual calendar.

One of the cau ses of inefficiency now is t he fact that t he curren t system for r eservation requests ha s se veralunneeded redundancies. The largest source of redundancy is that ECC employees ar e forced to m anuallyinput reservation request data a t least three t imes - twice in spreadsheets, and once in the Virtual Calendar.

Although this extra ndancy reduce the number of errors t hat m ake it through to thecustomer, it instead introduces m ultiple p oints of failure t o the system, as a wrong entry i n any of therecords can lead to inconsistent or incomplete d ata.

Another major source of rndancy order t o complete a reser vation. As shown in the diagram, they must rst make a reser vation request online,then receive a nd handle pa yment details bef ore n ally recei ving conrmation. Not only is t his am ount ofinteraction redundant and bad for user e xperience, all the p revious st eps m ust be conrmed by the E CC staffon the other e nd, meaning any delay by the cust omer or s taff can cause ac tual conrmation to take very long.

Google d oes an adequate j ob of automating the d ata capturi ng process, but the p rocess af terward has a lot ofpotential for au tomation. Potential customers input data throu gh the Google Form, which then aggregatesthe data i nto a sp readsheet automatically. A ll this da ta m ust be revi ewed m anually, and any error s in datainput are l eft for t he E CC reservation staff to interpret . Data i s st ored on Googles servers , and in that sen sethey a re ba cked up and protected. On the ot her h and, if access t o those servers i s l ost for an y rea son, or t hereis a p roblem with connectivity, the E CC reservation staff does n ot have a local copy t o work with.Several improvements can be made t o better enf orce d ata i ntegrity and protection. For exam ple, to help avoidsome err ors in data en try, the current data en try form can be modied to include fewer open-ended eldsand m ore m ultiple-choice opt ions t o en sure t hat c ustomer responses are c onsistent with each other. This willmake i t easier f or t he E CC reservation staff to handle larger am ounts of data. Additionally, the syst em canbe changed to au tomatically creat e a local backup of the d ata ag gregated in the Google spread sheet s o thatthe res ervation staff can continue t o work through submitted reservation requests even if they a re un able t oconnect to Googles servers.

In th e cu rrent system , data that is n o longer n eeded will not be archived locally. Instead , it is st ored onlinethrough a Google form that i s stored permanently. The project manager i s abl e t o access the form and markeach request as rejected , processe d, or unprocesse d data u sing d ifferent colors, and also w rite n otes t hatindicate detai ls for certai n reserva tion requests. Unfortun ately, this means t hat not everyone has t he accessto the information they n eed to make de cisions. This is a m ajor draw back of the syst em. Because s ince onlythe project manager an d st aff who work for ECC can see t he da ta, customers ar e aski ng for requests in theblind. This i s i nconvenient for t he cu stomer becau se t hey can t kn ow ahead of time w hether t he requ est will


12/20


13/20


14/20


Data Flow Diagram (After):

Entity Relationship Diagram (Original):


15/20


Entity Relationship Diagram (After):

O RIGINAL :

In the ori ginal da ta ow diagram (DFD), it i s easi ly noticeable tha t t he reserva tion staff is t he b ottleneck ofthe whole sys tem. They are c urrently requ ired t o manually input into the EMS system all of the requestsgathered online through Google documents. Even though the E MS system will automatically generatepayment information, the w hole p rocess st ill relies h eavily on the reservati on staff to m anually n otify th ecustomers. Lastly, the paym ent system is isolated and sepa rate from the EMS system. Meaning thereservation staff needs t o collect the checks t hen send payment t o the UW nancial department. This n alprocess i s ou tside t he scope of the syst em, and therefore w e d id not put it into con sideration during ou ranalysis.

All the above steps reservati on staff. In the en tity rel ationship diagram (ERD), we mostly describe the i nternal database ofEMS. One important aspect of the system is strict access. Even though we have a cust omer t able an demployee tabl e, they a re al l stored internally a nd only th e reservati on staff has a ccess t o the d atabase. Thereservati on staff must be responsible for i nputting cu stomer, reservation, room, and other i nformation intothe da tabase.

A FTER :

We h ave m odied the process to minimize t he workload for t he res ervation staff. They are n o longer t hebottleneck i n the p rocess. Due t o secu rity con cerns, we st ill need the reservati on staff to manually input the


16/20


reservation information because we cannot allow a direct connection to be open ed between cu stomer and thedatabase. However, we have c hanged the payment system to be m ore automatic. Customers now have accessto a sm all portion of the da tabase t hrough which they can input their paym ent method and a utomaticallystore t hat information inside t he d atabase. The reservati on staff will no longer n eed to manually col lect the

payments.

Such changes are reected in not only our i mproved DFD but also the modied ERD. We have add ed tablesinto the system to allow customers t o input either check or budget numbers in our dat abase. From the ERdiagram we can see t hat t he pa yment is specically tied to t he cust omer t able an d invoice. The one-to-manyrelationship between payments enables one customer to pay m ultiple payments or even make one paymentthat c an be con sidered a s t he t otal payment for m ultiple invoices. By a llowing cu stomers t o input theirpayment methods di rectly into the EMS system, we limited the m anual process of collecting the pay mentand input the payment. For future improvement, the UW nancial department can have access of thedatabase and draw payment information from the database as well. However, the UW nancial departmentis ou tside of the cu rrent scope of the syst em we chose to an alyze.

We believe such improvements on syst em process (reected in the D FD) and database (reected in the ERD)can signicantly improve t he efficiency an d a ccuracy of the res ervation staff. At the sam e t ime, we have al soimproved accessibility and availability for cu stomers.

C OST & B ENEFIT ANALYSIS FOR

ECC

Build a system in-house

Amount($)

Benets 115020

Tangible Benets 115020 A. Cost reduction or avo

Save money for buying expensive EMSsoftware

4000

Save money for consulting and customizesolutions 10000

B. Error redu ctionWont miss any necessary f eatures i n thesoftware

3500

C. Increased exibilityMore easy t o maintain the software an d customize itas ECC wants

36000

D. Increased speed of activiBe able to have a fast 50000


17/20


18/20


Buy a p ackaged software produ ct but run it in-house

Amounts($)

Benets 244000

Tangible Benets 244000 A. Cost reduction or avo

Dont have to hi re devel oper t o customize t hesoftware

80000

Dont ha ve to h ire test er a nd security specialistto maintain the syst em

80000

B. Error redu ctionSoftware t hat i s f ree of error so t hat i t don 't n eed

too much maintains

36000

C. Increased exibilityDont have to t rain people on new featuresconstantly

30000

D. Increased speed of activiSingle procedu re t asks can be improved b y a lotof p ractice

8000

E. Improvement in management planning or controlMature EMS will have fully integrated an ddesigned stat us included

10000

F. Other

Intangible Benets

Save a l ot of time on development, manager w on't have t o worries abou tvast of tech problems

More professional than other m ethods Improve efficiency by usi ng standard procedures Low rate of software error and fa

Costs (Tax Incl uded) 85730

(Tangible Cost)

One-time Costs 38430

Do syst em analysis aga inst the syst em and nd what's sui table softwareavailable

2000

Paying for register onlient 300

Create manuals and videos about how to use the 3500

Add new feature for ECC specically 23000

Human resources advertise job offer for tester and security 630


19/20


Search engine optimization on ECC system 9000

Recurring Costs 47300

Ads fees for Google and Facebook 2000

Transaction fee on each onlinepayment

300

Training on new users for the 40000Contract fee for other maintenance (malware detection, 5000

(Intangible Costs)

Unable to customize the systemHas no control when software failures happens

Net Benets 158270

Lease access to a cloud-based system run by an enterprise s olutions

provider

Amount

s ( $)

Benets 249000

Tangible Benets 249000 A. Cost reduction or avoDont have to hi re devel oper t o customize t hesoftware

80000

Dont have to h ire con tractor f or d ata securitymaintenance

5000

Dont h ave to h ire test er a nd security specialist t omaintain the syst em

80000

B. Error redu ctionSoftware t hat i s f ree of error so t hat i t don 't n eed toomuch maintains

36000

C. Increased exibilityDont have to t rain people on new featuresconstantly

30000

D. Increased speed of activiSingle p rocedure t asks can be i mproved by a lot ofpractice

8000

E. Improvement in management planning or controlMature EMS will have fully integrated an d designedstatus included

10000


20/20


F. Other

Intangible Benets

Save a l ot of time on development, manager don 't have t o worries abou t vast of

tech problems

More professional than other m ethods Improve efficiency by usi ng standard procedures Low rate of software error and f

Costs (Tax Incl uded) 87730

(Tangible Cost)

One-time Costs 38430

Do syst em analysis aga inst the syst em and nd what's sui table software

available

2000

Paying for register onli ent 300

Create manuals and videos about how to use 3500

Add new feature for ECC specically 23000

Human resources advertise job offer for tester and security 630Search engine optimization on ECC system 9000

Recurring Costs 49300

Ads fees for Google and Facebook 2000Traction fee on each online ayment 300

Training on new users for the 40000Contract fee for other maintenance (malware det 5000Cloud service fee for ECC's se 2000

(Intangible Costs)

Unable to customize the systemHas no control on ECC's dataHas no control when software failures happens

Net Benets 161270

Overall, the benet of using cloud serv ice h as overal l the m ost net benets in terms of economic side. It hasmost both intangible an d tang ible benet and lowest costs as well. We highly recommend the ECC to use acloud service like em s-cortex or bay web to bri ng ou tstanding cu stomer s ervice an d generate m ost benet forthe orga nization. However, the ot her t wo options are n ot completely infeasible. They w ould bring a lot ofintangible ben ets as w ell. For example, when budget l imit is not a bi g concer n for E CC, we sug gest ECCbuild its own service for m aximum customizability. If hiring additional staff to maintain and develop th esoftware i snt necessary an d cu stomizability isnt the key benet that ECC would like to h ave, buyingexisting EMS software i s va lid option as w ell.

information system redesign for ecc

Documents