Implementation of Automated Information System

The given assignment is about the implementation of an automated information system in the University Child Care (UCC). The document provides a detailed analysis of the situation, highlighting the need for an efficient system to manage UCC's operations. It discusses various investigation techniques and tools, such as evaluation technique and prototype technique, which can aid in developing suitable budgeting frameworks and improving processes. The assignment also touches upon the benefits of implementing automated systems, including time savings and enhanced work efficiency.

Information Systems
Analysis and Design
Assessment 1 - Systems
Development

TABLE OF CONTENTS
1. INTRODUCTION.......................................................................................................................1
Aim and Objectives................................................................................................................1
2. Approach to Systems Development.............................................................................................1
How UNICEF Child Care would develop information systems?..........................................1
Justification to selected approach...........................................................................................2
3. Systems Requirements.................................................................................................................2
Primary functional requirements............................................................................................2
Non-functional requirements..................................................................................................3
4. Project Cost Benefit Analysis......................................................................................................3
5. Project Schedule...........................................................................................................................5
6. System Information Requirement Investigation Techniques.......................................................6
7. Reflections and Conclusions........................................................................................................7
8. REFERENCES............................................................................................................................9

1. INTRODUCTION
Project management is effective technique which is used to attain project within
stipulated time. Information system is also required to be set up so that fully automated work
may be made saving time as compared to manual work. Present report deals with UCC which is
a child care located at Australia and having various branches. It is required by UCC to
implement automated system so that efficiency may be achieved. Report deals with approaches
to systems, cost benefit analysis is carried out. Moreover, project schedule is also prepared to
attain completion of activities within stipulated time.
Aim and Objectives
Aim: “To identify the requirement of automated system in improving business efficiency- a
study on UCC”.
Objectives:
 To ascertain the appropriate development program for UCC.
 To determine the needs of automated system in the operational practices.
 To suggest the accurate changes in the operational practices.
2. Approach to Systems Development
How UNICEF Child Care would develop information systems?
There are various approaches to information system development and UNICEF Child
Care (UCC) can easily adopt them in order to attain benefit and automated environment in the
best possible way. System Development Life Cycle (SDLC) and RAD (Rapid Application
Development) are among them. SDLC is quite effective tool which help management to create
hardware and software systems in the best possible way. These consist of several stages and as
such, provide perfect integration to other software elements in effective way. The pros of SDLC
is that it lays emphasis on well-structured planning and as such, real coding is done which
enhances user experience quite effectually Harrison and Lock, (2017).
On the other hand, RAD is quite useful for developing software in accordance to
requirements provided by user interface. Thus, it lays less emphasis of planning as it pays
attention to adaptive process. RAD imparts better quality to client as various prototypes are
consecutively evolved and UCC can attain better functionality in handling system in effective
manner. However, it is poorly designed and prototypes included may be diverted causing to
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implement minor changes on constant basis. UCC can implement these approaches in order to
establish information system in the child care and benefit may be extracted with much ease.
Thus, SDLC is quite important to reduce costs and implement automated system for extracting
benefit in effectual manner.
Justification to selected approach
SDLC is selected as useful approach for the organisation as it has numerous benefits. It
can be justified from the case study of UCC that information system is required to be properly
implemented so that benefits may be extracted out of it Kerzner and Kerzner, (2017). There are
various problems such as parents are unable to get detailed statement at the end of year.
Moreover, supplies of toys, nappies and other child related products are wasted because of
inaccuracy in checking stock levels within regular time intervals. Thus, to resolve such queries,
SDLC is effective tool for UCC. It is properly planned structure which is based on formal way.
Different works of staff can be aligned in proper way and benefits may be provided. It is also
justified to use this approach as it has various stages before final implementation. Automated
system can be easily developed and problems can be resolved as well.
3. Systems Requirements
Primary functional requirements
Functional requirements in the organisation mean that technical details and system
engineering should be followed in order to achieve goals in the best possible way. In relation to
the case study of UCC, there are various primary functional requirements. Mainly among this is
online fees deposit system. John who is a chairman of UCC wants to attain this objective so that
work may be streamlined in effectual way. Parents make manual payment and then search for
bank account details of UNICEF which consumes lot of time. Thus, by deploying online fees
payment system, amount can be paid instantly and receipt can be generated in real time with
email thanking for payment made. Another requirement is that consolidated statement may be
extracted at the end of year by the clients.
Next primary requirement is that staff may be available at all time so that parent's phone
calls may be answered in the best possible way. Moreover, emails may be seen by them in order
to note details of their tax invoices. Thus, these are primary functional requirements of UCC so
that information system may be strengthened in better way.
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List of Functional Requirements
 Online fees payment system
 Issuance of consolidated statements
 Addressing phone calls
Non-functional requirements
In accordance to the case study, non-functional requirements are also presented. First
among this is maintaining accurate stock levels. This is important so that various child supplies
may be ordered in that way which reduces wastages in the best possible way. Moreover, ordering
of supplies are required so that stock may be ordered in adequate quantity. Thus, these
requirements will inject efficiency in UCC Dumas and et.al, (2018).
List of Non-Functional Requirements
 Maintaining accurate stock levels
 Reducing wastage
4. Project Cost Benefit Analysis
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Table 1: Cost/Benefit Analysis for UCC
Cost/Benefit Analysis for
UCC
Category Year 0 Year 1 Year 2 Year 3 Year 4 Year 5
Value of benefits $114,00
0
$117,42
0
$120,94
3
$124,57
1
$128,30
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Project costs ($225,00
0)
Less: Annual expenses $35,340 $36,400 $37,492 $38,617 $39,775
Net benefit/costs ($225,00
0) $78,660 $81,020 $83,450 $85,954 $88,533
Discount factor $1 0.9434 0.8900 0.8396 0.7921 0.7473
Net present value ($225,00
0) $74,208 $72,107 $70,067 $68,084 $66,157
Particulars Figures
Total discounted cash inflows $350,622
Less: initial investment $225000
NPV (TDCF – II) $125,622
Computation of NPV
Years Cash inflow Cumulative net benefits or Cash inflow
1 78660 78660
2 81020 159680
3 83450 243130
4 85954 329084
5 88533 417617
Payback period 2 + (225000 – 159680) / 83450
= 2.8 years
Interpretation: By taking into account the outcome of cost-benefit analysis, it can be
presented that project or plan in relation to opening additional child care centre is viable for UCC
in monetary terms (Daniel and Daniel, 2018). Outcome of NPV analysis shows that UNICEF
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childcare home will earn $125,622 over the initial investment of $225000 respectively. Besides
this, payback period of such childcare project is 2.8 years. On the basis of this aspect, for
recouping initial investment UCC has to wait for the period of 2 years and 8 months. Thus,
referring the outcome of NPV and payback period such project is suggested to UCC.
5. Project Schedule
The project schedule consists of Gantt chart and WBS (Work Breakdown Structure).
Gantt chart is useful in project management as it provides various activities to be accomplished
in chronological order to complete project within stipulated time. The diagram is made on
horizontal axis and tasks to be performed are listed on vertical axis. Thus, duration is shown for
every activities quit effectually. WBS is implemented in particular project which divides the
work in structured way and individuals are allotted respective work accordingly. There is perfect
relation between Gantt chart and WBS Olson and Wu, (2017). Gantt chart is prepared from WBS
as various manageable tasks are divided into individuals and as such, work is allocated. Gantt
chart is dependent on WBS and tasks are assigned in chronological order.
WBS is as follows-
Gantt chart is as follows-
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Information System
Analysis
Screen design
Database
Design Programming Testing Installation

The project schedule listed above can be achieved by UCC in effective way. The project
schedule provided in Gantt chart is that work will be finished within the stipulated time (Gantt
chart). WBS as laid down will consist of screen design, followed by database design, then
programming, testing and installation. The project will get completed within 85 days and
information system will get implemented.
6. System Information Requirement Investigation Techniques
Main stakeholders associated with such project
Specifically parents and their child are the main stakeholders who associated with the
project of opening additional care centres. Moreover, such care centres will offer high level of
benefit to the parents and their children resides in Melbourne, Brisbane, Rockhampton and Gold
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Coast. In addition to this, employees and investors are recognized as other main stakeholders
who have an interest in such project.
The stakeholders are employees and investors
Investigation techniques
Evaluation of existing reports, forms and process: By doing evaluation of existing reports and
forms pertaining to both financial as well as non-financial aspects suitable information for
the project can be collected by the manager of UCC.
Discussions with the users: Through doing discussion with the potential parents manager can get
information about the expectation level of them regarding child care home and associated
services Cooper and Sommer, (2018).
Building prototype: Manager of UCC can fulfil need pertaining to system information
requirement by building prototypes.
Usefulness of the assessed investigation tools and techniques are enumerated below: Evaluation technique is considered as effectual as it helps in developing suitable
budgeting framework and other strategies required for the goal attainment.
 Management of UCC can develop competent strategic and policy framework by taking
into account the needs, wants and expectations of customers. Thus, such discussion tool
or strategy helps in achieving goals to the significant level.
 Prototype technique helps in testing model or process and thereby gives input for
improvement Anbari, (2018).
Thus, by taking into account all the above aspects, it can be depicted that such techniques are
highly effectual and aid in profitable decision making.
7. Reflections and Conclusions
Hereby it can be concluded that information system is required in the organisation so that
efficiency may be enhanced and work may be streamlined. UCC will be benefited by installation
of automated information system and administrative work may be effectively enhanced.
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Moreover, manual work may be eradicated and as such, time will be saved to accomplish
activities. Parents will be provided with facility of consolidated financial statement at the end of
year. Thus, UCC will achieve goals in effective way and supplies may be ordered as per the
requirements. Hence, these benefits will be impaired on implementation of automated system.
Eradicating manual system will provide efficiency to UCC and as such, modern information
system will initiate streamlined work quite effectually.
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8. REFERENCES
Books and Journals
Anbari, F. T., 2018. Innovation, project management, and Six Sigma method. In Current topics
in Management (pp. 111-126). Routledge.
Cooper, R. G. and Sommer, A. F., 2018. Agile–Stage-Gate for Manufacturers: Changing the
Way New Products Are Developed Integrating Agile project management methods into a
Stage-Gate system offers both opportunities and challenges. Research-Technology
Management. 61(2). pp.17-26.
Daniel, P. A. and Daniel, C., 2018. Complexity, uncertainty and mental models: From a
paradigm of regulation to a paradigm of emergence in project management. International
Journal of Project Management. 36(1). pp.184-197.
Dumas, M. and et.al, 2018. Process-aware information systems. In Fundamentals of Business
Process Management (pp. 341-369). Springer, Berlin, Heidelberg.
Harrison, F. and Lock, D., 2017. Advanced project management: a structured approach.
Routledge.
Kerzner, H. and Kerzner, H. R., 2017. Project management: a systems approach to planning,
scheduling, and controlling. John Wiley & Sons.
Olson, D. L. and Wu, D. D., 2017. Data Mining Models and Enterprise Risk Management.
In Enterprise Risk Management Models (pp. 119-132). Springer, Berlin, Heidelberg.
Online
Gantt chart, 2018 [Online] Available Through:
<http://searchsoftwarequality.techtarget.com/definition/Gantt-chart>
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