CloudPlex Implementation and Training

This assignment requires CloudPlex to implement a common database to transmit data from email, SMS, webinar, and social media marketing departments simultaneously. The company should also assign an IT trainer and support representative to provide training and ensure the new system is operational effectively. This will enhance productivity, market share, and customer satisfaction.

CIS2000
Design and Implementation
Noman Ali, 0061061321
Semester 3

Executive Summary
The report is associated with the installation of the new database server for the CloudPlex
company. This assignment is the continuation of assignment 1 where the AS-IS process of the
CloudPlex company has been demonstrated. This assignment explains the TO BE system
implementation concerning the AS-IS system. CloudPlex can be benefitted implementing the Star
network topology. The report elaborates testing, system changeover and report to the top
management. The recommendation has been made at last, which describes the benefits that
CloudPlex can achieve by following TO BE system.

Table of Contents
TASK 1: Time Management Plan..................................................................................3
TASK 2: “TO BE” Process............................................................................................6
TASK 3: Comparing “AS IS” and “TO BE” Process....................................................6
TASK 4: Physical and Logical Network........................................................................6
TASK 5: Testing............................................................................................................7
TASK 6: Training..........................................................................................................8
TASK 7: System Changeover........................................................................................8
TASK 8: Report to Top Management............................................................................9
References....................................................................................................................12

TASK 1: Time Management Plan
ID Task Name Duration Start Finish Predecessors
1 CloudPlex 64 days Tue 20-03-18 Fri 15-06-18
2 Email marketing 21 days Tue 20-03-18 Tue 17-04-18
3 Designing template for email 2 days Tue 20-03-18 Wed 21-03-18
4 Activity Progress of Email
Marketing 4 days Thu 22-03-18 Tue 27-03-18
5 Storing Design Template in the
Common Database 4 days Thu 22-03-18 Tue 27-03-18 3
6 Writing email content 3 days Wed 28-03-18 Fri 30-03-18 5
7 Designing campaign for email 3 days Mon 02-04-18 Wed 04-04-18 6
8 Send emails to prospects 4 days Thu 05-04-18 Tue 10-04-18 7
9 Tracking behaviour of the users 2 days Wed 11-04-18 Thu 12-04-18 8
10 Analysis of the users 3 days Fri 13-04-18 Tue 17-04-18 9
11 SMS marketing 15 days Wed 18-04-18 Tue 08-05-18
12 Designing template for SMS 2 days Wed 18-04-18 Thu 19-04-18 10
13 Activity Progress of SMS Marketing 4 days Fri 20-04-18 Wed 25-04-18
14 Storing Design Template in
Common Database 4 days Fri 20-04-18 Wed 25-04-18 12
15 Writing content for SMS 2 days Thu 26-04-18 Fri 27-04-18 14
16 Sending SMS to the prospects 3 days Mon 30-04-18 Wed 02-05-18 15
17 Tracking behaviour of the users 2 days Thu 03-05-18 Fri 04-05-18 16
18 Analysis of the users 2 days Mon 07-05-18 Tue 08-05-18 17
19 Webinar/Tutorials 16 days Wed 09-05-18 Wed 30-05-18
20 Developing tutorials 2 days Wed 09-05-18 Thu 10-05-18 18
21 Activity Progress of
Webinars/Tutorials 4 days Fri 11-05-18 Wed 16-05-18
22 Storing Tutorials in the Common
Database 4 days Fri 11-05-18 Wed 16-05-18 20
23 Developing lab sessions 3 days Thu 17-05-18 Mon 21-05-18 22
24 Organising webinars 1 day Tue 22-05-18 Tue 22-05-18 23
25 Tracking behaviour of users on the
website 4 days Wed 23-05-18 Mon 28-05-18 24
26 Analysis of the users 2 days Tue 29-05-18 Wed 30-05-18 25
27 Social Media 12 days Thu 31-05-18 Fri 15-06-18
28 Making recommendations on the
basis of keywords 2 days Thu 31-05-18 Fri 01-06-18 26
29 Activity Progress of Social Media 4 days Mon 04-06-18 Thu 07-06-18
30 Storing Keywords in Common
Database 4 days Mon 04-06-18 Thu 07-06-18 28
31 Looking for potential customers 3 days Fri 08-06-18 Tue 12-06-18 30
32 Making posts on user’s account by
using automation tools 3 days Wed 13-06-18 Fri 15-06-18 31

Figure 1: Work Breakdown Structure
TASK 2: “TO BE” Process
Figure 2: TO BE Process
In the AS-IS Process diagram, the webinar marketing data, the SMS marketing data,
e-mail marketing data and social media marketing data were transmitting through respective
marketing department, however, in the TO BE Process diagram the data flow process has
improved. The webinar marketing data, the SMS marketing data, email marketing data and

social media marketing data are stored in a common database. The data will be transmitted
through the common department instead of respective department. In this way, the CloudPlex
marketing process will be fast and more effective. For example in AS IS Process in case of
email marketing, firstly a template is designed, then the SMS department writes content for
SMS. After that, the SMS is sent to the users. Later SMS are sent to the users. The users’
behaviours are tracked. The users’ details are analysed. In case of TO BE process, in case of
SMS marketing, the template is designed, and the template is sent to the common database.
The database contains the following data- webinar marketing tutorials, the email marketing
template, SMS marketing template and the social media marketing template. From the
common database, the SMS content is sent back to the SMS department where SMS is
written. Again, the data is sent back to the common database. In the common department, for
SMS marketing, email marketing, webinar marketing, social media marketing a campaign is
set up, contents are shared with the users, and lastly, the behaviours of the users are tracked.
The users’ details are analysed.
TASK 3: Comparing “AS IS” and “TO BE” Process
AS IS Process TO BE Process
 In AS IS process the tutorials
data and templates are
transmitted through the
respective department of SMS,
email, webinars and social
media
 Data are transmitted to the
users through respective
 In TO BE process the
webinars’ data and the
tutorials data and the
templates are transmitted
through a common database
 Data from multiple
departments can be sent to
users at a single instance of

department
 CloudPlex will require more
resources to set up the AS-IS
process
 AS IS Process is time-
consuming
time through the common
department and the common
database
 CloudPlex will require fewer
resources to set up TO BE
process
 TO BE Process is
comparatively faster

Figure 3: AS IS Process and TO BE Process
TASK 4: Physical and Logical Network
The network topology that will be used for the system implementation is the star topology.
The design of the system has been illustrated below-

Figure 3: Network Topology to be implemented
The star topology has several benefits to offer. The star topology is relatively very
easy to install and implement. No disruptions occur within the existing network while
connecting any new devices or removing any devices. In the star topology, it is very easy to
detect the faulty parts. That is why if any department of SMS, webinars, email and social
media gets disrupted, it will not affect other departments. If SMS department gets corrupted,
the other departments- webinars, email and social media department can still connect to the
common database, and their work performance will not hamper. That is why CloudPlex
should take up the star topology.
TASK 5: Testing
Three kinds of testing – Unit Testing, System Testing and Integration Testing can be
conducted to test the CloudPlex software. System testing can test whether the software or the
web tools of CloudPlex will be able to meet the users’ demand or not. Unit testing can
provide every unit of CloudPlex software separately. CloudPlex can test the performance of
every department – SMS, webinars, email and social media. CloudPlex can also check how
all the departments – SMS, webinars, email and social media can work collectively and can
give the best output working as a single unit. CloudPlex should conduct the Integration
Testing Process as that can help them to know whether the common department works
effectively or not. CloudPlex will follow the TO BE process and thus will develop a common
database. CloudPlex will have to check whether the common database and the common
department will provide them with the desired benefits or not. Thus they should choose the
Integration Testing to make sure that the common department gives them fast, smooth and
effective service.

TASK 6: Training
CloudPlex should assign an IT support team to facilitate their businesses in their
premise. The IT support team will work along with IT development team and will install and
configure the new TO BE process. CloudPlex should assign IT, trainer, as well. The trainer
will train the employees on how to use the software and the software. The employees can be
able to use the software effectively and can deliver their best. The business will prosper, and
they can get a steady growth. Their productivity will increase, and their market share will
enhance. The employees will be able to explain the facilities of email marketing, webinar
marketing, SMS marketing and social media marketing to the customers. The employees can
solve the queries of the customers and give cloud platform related solutions.
TASK 7: System Changeover
System changeover is associated with a shift from one way of doing things to others.
There are three kinds of system changeover methods associated. They are- phased
implementation, parallel running and direct changeover methods. Phased implementation
involves a change in the particular unit of a system. Parallel running involves the side-by-side
running of both the old and the new systems. Direct changeover involves the initiation of a
new system and expulsion of the old system. CloudPlex is expelling the AS-IS system and is
going to implement the TO BE process. They will install and configure a common database
for accumulating the webinar, email, SMS and social media marketing service. For this
reason, they will take up the direct changeover method. The direct changeover method is
relatively cheapest and the easiest form of system changeover. However, the system
changeover is the riskiest one. CloudPlex will suffer if the system gets broken or become
ineffective.

TASK 8: Report to Top Management
Objectives
The primary objective of CloudPlex is to design a common database server to store
the marketing data of the SMS, email, webinar and social media marketing department. The
data transmit through the respective department, and every department carries out their
campaign. Now they decide to implement a common database and a common department.
The data from all the department flow through the common department.
Background
The common database implementation will enhance their business activities. The
common database will help them to store information and to manage information. It is better
to use the common database rather than using respective marketing department for
transmitting data to the users. The users can get the data from all the departments all at once
due to the installation of the common database server. The admin staff can access the data
and acquire useful data of all the department at one place.
Processes Undertaken
CloudPlex wants to adopt the TO BE process model. The webinar tutorials, email
template data, SMS template data and social media template data will flow to the common
database. The data from each department –webinar, email and SMS and will flow to the
common department. The data will be transmitted to the users through the common
department. In this way, CloudPlex can transmit the data from more than one department
through the common department. CloudPlex can be able to predict the behaviours of the
customers. The company decides to connect their system in the form of a star topology. The
star topology will give them several benefits. They can be able to connect nodes and systems
and can disconnect at will. If any of the department falters, then the company’s performance

will not be affected. Also, the customers will not be devoid of getting their service. Al the
department will share the data and data will be stored in the common database. The
administrator can access the data and process the data easily and effectively. Their business
will flourish; they can be able to conduct business fast and efficiently.
Scope
The scope of the project is limited to development of a common database and
initiation of the common department. The common department will be connected to the email
marketing department, SMS marketing department, social media marketing and webinar
marketing department. The webinar tutorials data, email design template, SMS design
template and the social media template data are all transmitted to the common database. From
the common database, the data are transmitted to the users. The users’ behaviours can be
traced as a result of this. The data of the respective departments are stored in the database.
The employees and the admin staff can access the data. CloudPlex can transmit data from the
email, SMS, webinar and social media marketing department through the common
department all at a time.
Recommendations
CloudPlex must follow the TO BE scenario and implement the common database.
They will need less resource, they will less cost, and in addition to that, they can transmit
data from the email marketing department, SMS marketing department, social media
marketing and webinar marketing department to the common department all at a time. The
process will be fast and more effective. The customers can get fast and efficient service all at
once. However, CloudPlex requires appropriate training. That is why they should assign an IT
trainer and IT support representative. The IT support representative will implement the star
topology network and will set up the common database. The IT Trainer will train the

employees so that they can work fast and efficiently. They can also provide best services and
best cloud solutions to the customers. This will increase their productivity and will embellish
the market share. They will flourish in mere future.

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