Implementation of Accounting Information System

This report highlights the different aspects of the strategic implementation of BambooHR software within Maria’s aquariums, its advantages, disadvantages, and risks associated with the strategy. It explains the implementation strategy in a systematic format, including getting started, basics, and advanced features. It also covers the testing strategy, evaluation strategies, and situations within Maria’s aquariums to be covered by the software. Additionally, it discusses the system controls needed in the software implementation, including the disaster recovery plan.

Running head: IMPLMENTATION OF ACCOUNTING INFORMATION SYSTEM
IMPLMENTATION OF ACCOUNTING INFORMATION SYSTEM
Name of the student:
Name of the university:
Author note:

1IMPLMENTATION OF ACCOUNTING INFORMATION SYSTEM
Table of Contents
Background of the study:.................................................................................................................3
Implementation strategy:.................................................................................................................4
Step 1: Getting started:................................................................................................................4
Step 2: First things first - Basics..................................................................................................4
Step 3: Advanced features:..........................................................................................................5
Risks associated to the strategy:..................................................................................................6
Risk mitigation techniques:.........................................................................................................6
Testing strategy of the software:......................................................................................................6
Evaluation strategies:...................................................................................................................7
Audit Strategy:.........................................................................................................................7
Analytical strategy:......................................................................................................................8
Situations within Maria’s aquariums to be covered by the software:..........................................8
- Recruitment:......................................................................................................................8
- Productivity:......................................................................................................................8
- Training and Compliance:.................................................................................................9
- Outsourcing:......................................................................................................................9
- Maintaining customer profiles:.........................................................................................9
System controls needed in the software implementation:.............................................................10

2IMPLMENTATION OF ACCOUNTING INFORMATION SYSTEM
Disaster recovery plan:..............................................................................................................10
1. Development of a policy statement of contingency planning:....................................10
2. An analysis of business impact to be conducted:........................................................10
3. Development of recovery strategies:...........................................................................10
4. Developing an IT contingency plan:...........................................................................11
5. Planning testing, training as well as exercising:..........................................................11
6. Planning of maintenance strategy:..............................................................................11
Back up cycles:..........................................................................................................................12
Security measures:.....................................................................................................................12
Normal operations:....................................................................................................................12
Post implementation review strategy:............................................................................................13
References:....................................................................................................................................14

3IMPLMENTATION OF ACCOUNTING INFORMATION SYSTEM
Background of the study:
Maria’s aquariums was originally founded and set up by Maria Picastore who was an
aquarium and fish enthusiast and gradually with time, her hobby in fishes turned out to be a
business when people started purchasing the exotic hybrid fishes that she used to produce.
Gradually the business expanded and she started selling other aquarium supplies from the retial
stores that she had started in Chatswood, Wollongong as well as Gosford and the hatchery along
the central coast of NSW was the acting wholesale distributer of the retail shops. Once she
retired from the business operations her eldest son Raymond took over the business and started
making plans to even expand it in the future.
Presently, he has studied the market and decided to implement a strategy that would help
in further improving and expanding the business. Now he needs a new technology that should
help him to automate business processes and make operational tasks faster and more efficient so
that he can expand the business as he has planned. He requires a perfectly designed system that
should execute payrolls as well as other processes accurately as well as in the in the least
possible time. The system should be able to generate accurately customized tax and revenue
reports and all the retail outlets should be connected to the headquarters.
Considering all the requirements of Raymond for the successful business improvement
and expansion software called BambooHr has been suggested. This report will highlight the
different aspects of the strategic implementation of this software within the organization suc as
its advantages, disadvantages etc.

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Implementation strategy:
BambooHR is one of the best human resources management systems that is being used
by small and medium businesses like Maria’s aquariums. It has an extremely user-friendly
interface and a presentable and professional look. An open application-programming interface or
API is used in the software that allows even third party software integration with a variety of
tack-on modules, for instance project management, payroll as well as applicant tracking or AT. It
helps in making the human resource management within an organization much more flexible and
efficient than the traditional manual software’s and manual techniques (Rovida et al., 2015). It is
a complex process to decide and work on the strategy of implementation of this software within
Maria’s aquariums. It is explained in a systematic format below:
Step 1: Getting started:
In the first step, the trial account should be transferred to a fresh new account that will
remove all the data of the trial version from the system database. All the important information
like the name of the company which is Maria’s aquariums, and other fields have to be filled in
after clicking on the getting started tab on the home page. Specific questions, such as when the
HR department plans to give access to all its employees and in which departments, whether or
not employee identification numbers will be used, if the administrator is planning to incorporate
any third party software or services in the BambooHr application will have to be entered at the
time of first time registration on this page (Proctor, Powell & McMillen 2013).
Step 2: First things first - Basics
In this step the basics about the software functioning have to be understood which
typically takes a three day training programe. The training will highlight how to use the different
kinds of reports within the system. By the end of the training different tasks such as analyzing

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standard reports, gender profiles, employee headcount, turnover reports as well as including
additions and terminations of employees will be clear to the HR manager.
Fig 1: The getting started page of the BambooHr software (Source: As used by the
author).
Step 3: Advanced features:
In this section of the training, the application tracking system will be explained and the
different tasks it performs, such as learning to create new job vacancies in the BambooHr portal,
write fresh offer letters, onboarding new joiners etc (Selvarasu, Sankaran & Itoo, 2014). Other
features such as leave policies, types of leaves that should be available to the employees of
Maria’s aquariums will be described here. Advanced features will also include the plans like
medical, life insurance as well as retirement, and plans that can be defined in the software, that
the employees will be entitled to avail (Lovrić & Horvat, 2016).

6IMPLMENTATION OF ACCOUNTING INFORMATION SYSTEM
Risks associated to the strategy:
- It is a bit costly for a medium scale business like Maria’s aquariums to continue using
it in the future. It can be a risk for the company’s information migration to a
completely new solution in the future, if Raymond decides to stop using this software
considering its high price, in the future (Smolcic, Thomas & Sawyer, 2014).
- The option to customize the organizational chart is quite complex to understand
therefore it can be a risk since any misconception about the advanced features may
result in inputting of wrong information by the HR administrators which in turn can
affect business operations (Khan, 2013).
Risk mitigation techniques:
- The key requirement of the organization has to be identified and accordingly the
customization of the BambooHr solution can be ordered to the company. Eliminating
unnecessary modifications can help reduce the cost of purchasing the software since the
price of Bamboo software greatly varies with the customizations needed in it.
The organizational chart can be made even simpler by eliminating the need to include all the
designations of Marias Aquariums in the portal, since it is needed in more complex and larger
organizations. In a medium scale business like this, such a complexity is not needed presently in
terms of defining the organizational structure. However, future provision to customize the
software as and when the business expands more is always there within the BambooHr software
(Jan et al., 2016).
Testing strategy of the software:
Once the BambooHr software has been successfully implemented in Maria’s aquariums,
Raymond will have a session with the HR manager wherein he will explain Raymond the testing

7IMPLMENTATION OF ACCOUNTING INFORMATION SYSTEM
process of the software. Subsequently the information will be passed on to the other employees
as well. All the features of the BambooHr software will be run through once last time. The HR
manager will help Raymond understand how he can contact and stay in touch with the sales
people as well as the store managers in the different retail outlets from the head office, using the
software. Whenever a customer purchases any product, form any of the retail store and a
customer intends to pay through his debit card all the information such as the customer’s name,
phone number as well as his physical address will be collected and stored in the BambooHr
software (Stone & Dulebohn, 2013). This ensures repeat business from the same customer in the
future is possible and home delivery can be offered to him to build trust and goodwill for future
repeat business. This in turn will help improve the customer satisfaction. BambooHr is also tied
up with all the well-known banks such as the National Australian bank, Westpac bank,
commonwealth bank etc. and can help the customers carry out transaction in each of these banks
via net banking (Hill & Brierley, 2017).
Evaluation strategies:
Audit Strategy:
The effectiveness of the BambooHr is audited using this strategy, in which the following
points are considered:
- Independence from the other concerns and subjects within the organization at the tie of
auditing.
- Data analysis as well as systematic gathering of all the technical data within the
organization to understand the testing strategy.

8IMPLMENTATION OF ACCOUNTING INFORMATION SYSTEM
- An evidence based evaluation of the HR rules and regulations such as real-time collection
of customers feedbacks form the retail shops at the time of checking out or purchasing
products to decide if the software can be improved (Ballantyne & Packer, 2013).
- Clear defining of the software’s objectives and finally implementing it in Maria’s
aquariums.
Analytical strategy:
This approach is based on cost-benefit relationship analysis, also known as utility
analysis. It seeks to use economic terms of evaluation, which can be better understood by the
decision maker of Maria’s aquariums. Raymond will be able to better interpret the terms used in
the analytical approach. Takas such as employee hiring, training, turnover, appraisal systems as
well as utility analysis for Maria’s aquariums can be performed by this strategy (Brewster,
Chung & Sparrow, 2016).
Situations within Maria’s aquariums to be covered by the software:
Some of the organizational situations that BambooHr management software will be
handling efficiently within the business are listed and explained below:
- Recruitment:
This software will ensure that all the processes of recruiting new employees
starting from conducting tests and assessments of candidates, webcam interviews etc. will
be done by this software and most of the processes will be automated.
- Productivity:
This software will ensure on time completion of all the important on job training
programs that will be conducted online. It will also monitor the performance and
productivity of the employees based on results and calculations of the daily sales targets

9IMPLMENTATION OF ACCOUNTING INFORMATION SYSTEM
set for the sales people (Hill & Alexander, 2017). For example, when a customer comes
to purchase a product at any of the retail store, the software will automatically calculate
the percentage of daily sales target (DSR) achieved and based on their after sales support
and other parameters, productivity will measured and monitored.
- Training and Compliance:
Training course work and test links will be available online in the software, which
the HR manager can send to the individual employee. The software will, also
automatically assign a deadline, as soon as an employee registers for a particular on job
training program which has to be completed by the employee before the set date. The
employee has to comply with the training policies and the software will be able to
remotely monitor if the employee is accessing unethical means to pass the test and
immediate actions will betake against the employee if he is found taking help of unethical
means to pass the test (Wallace & Webber, 2017).
- Outsourcing:
Again, the software can perform this important task. It can help in getting tasks
done much faster and efficiently by outsourcing some of the tasks to other third party
organizations or individuals. The BambooHr software is capable of monitoring the
productivity of these third party individuals who will be responsible to work for the
company and automatically process their salaries through the inbuilt payroll tool (Gusset
et al., 2014).
- Maintaining customer profiles:
Whenever customer visits a retail store for shopping, a profile for that customer is
created and stored in the BambooHr database, which stores information such as the

10IMPLMENTATION OF ACCOUNTING INFORMATION SYSTEM
customer name, phone number etc. This ensures repeat business from that customer in the
future.
System controls needed in the software implementation:
Disaster recovery plan:
A proper disaster recovery plan has to be implemented within Maria’s aquariums in order
to ensure that even if there are any issues like servers breakdowns are natural disasters there is no
data loss and the normal operations of the business till continues. The steps of implementing a
proper disaster recovery plan are explained below:
1. Development of a policy statement of contingency planning:
The policy statement stating the important guidelines that has to be followed by
the employees in case of a disaster has to be clearly set and they will be recorded in the
BambooHr portal.
2. An analysis of business impact to be conducted:
This analysis will give a complete understanding of the possible consequences of
a disaster such as a flood or tsunami that can cause temporary shutting down of the
hatchery along the central coast of NSW. Such a study will help the business to decide
other alternate options to keep running the business smoothly in such circumstances (Yao
et al., 2015).
3. Development of recovery strategies:
The concerned authorities including Raymond should decide recovery strategies
such as alternate location for hatcheries or other suitable recovery plans.

11IMPLMENTATION OF ACCOUNTING INFORMATION SYSTEM
4. Developing an IT contingency plan:
An alternate IT plan such as maintaining back up servers and systems that can still
run in case of disasters or unforeseen situations should be maintained within the
organization.
5. Planning testing, training as well as exercising:
The disaster recovery plan has to be properly tested before its implementation in
the practical scenario otherwise, it can in turn cause even more problems for Maria’s
aquariums. The backup systems and servers should be regularly maintained form time to
time to ensure their smoother functioning in any unforeseen disaster situation to help the
organization recover back to its normal operations.
6. Planning of maintenance strategy:
The disaster recovery plan and the maintenance strategy has to be properly
planned and implemented and there should not be any gaps in there reality of
implementation. The plan as decided by Raymond after consultation with the concerned
department should be well accepted by all the other workers. Only then can it be
implemented successfully in case of a disaster.
Fig 2: Benefits of a disaster recovery plan (Sorce: As used by the author)

12IMPLMENTATION OF ACCOUNTING INFORMATION SYSTEM
Back up cycles:
Maria’s aquariums is a medium scale company that do not have many computers and
they are connected in a shared common network with a centralized. Data that is transmitted can
be stored on different platforms such as emails, word and excel files, presentations as well as the
data that is generated by the BambooHr centralized software in the head office. The data from all
the subsystems in the retail shops can be backed up in routine cycles to one centralized server
that is installed in the head office, which will be under constant monitoring, by Raymond. One
half of the data will be back up in the midnight which will be from the retail stores located in
Gosford and Chatswood. The other half of the data from the retail outlets in Wollongong can be
backed up during the daytime in an interval of 12 hours (Carroll, 2016). This will ensure a
systematic data back up within the business. Alternatively, the store managers and salespersons
can take instant data backups in flash drives and external hard drives (Agarwal, Goel & Gupta,
2014).
Security measures:
Security measures such as setting up strong passwords, which should be a mixture of
numbers, uppercase, and lower case letters should be used in the computers within the
workspace. Additionally, strong enterprise antivirus solutions such as Kaspersky internet
solution should be installed in the systems to prevent malicious virus attacks on the servers.
Audit trail features should also be incorporated wherein Raymond as well as the HR personnel
can keep a track of what information has been accessed by which employee and on which system
(Alamsjah, Prayogo & Pursetyo, 2016).

13IMPLMENTATION OF ACCOUNTING INFORMATION SYSTEM
Normal operations:
The normal operations of Maria’s aquarium can be ensured by the proper implementation
and running of the bambooHr solution through which the headquarter will always remain
connected to the retail outlets in Gosford, Chatswood as well as Wollongong. In this way, he can
have a real time track of all the sales person and store managers across the different sites
including the workers in the hatchery along the coast of NSW. Different operations such as
payroll management (which is the only automatic process in the present scenario within the
business) as well as other management tasks such as operations, sales and marketing will be
automated and help in the overall normal working of the business (Anderson, 2013).
Post implementation review strategy:
There are different stages of the post implementation review strategy. For Maria’s
aquariums, these stages are triggering of the idea to implement BambooHr and then presenting a
proposal regarding the same to the management including Raymond. Once it is accepted and
approved by the management, it will be tested and then implemented within the business. All the
process details at every stages will be documented and stored by the HR management for future
references. If there are any problems arising at the process of implementation then alternate
solutions and fall back have to be documented in the change records database (Aswathappa,
2013). After the successful implementation of the BambooHr software, its functioning will again
be re-verified using real-time based situations when the customers are shopping at the retail
stores and based on the outcomes the change will be stated as successful and the project manager
will be taking Raymond through a survey. There he can put forward his opinions and ideas of
further improvement of the strategy within the business for the future.

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