Small Office Upgrade Assessment

This document is an assessment of a small office upgrade for a bookstore. It includes an upgrade proposal for the client, problems faced by the client, new system requirements and specifications, a gap report, approval/sign off document, network design, quotes for different options, advantages and disadvantages of each quote, user training and ongoing maintenance, and the expected timeline and sign off for the project.

Running head: Small Office Upgrade Assessment
Small Office Upgrade Assessment on Heaps of Books
Name of the Student
Name of the University
Author Note

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Table of Contents
Questionnaires for key stakeholders..........................................................................................2
Problems that the client is experiencing at the moment.........................................................4
New system requirements and specifications........................................................................4
Gap Report.............................................................................................................................5
Approval/ sign off document.................................................................................................5
Network Design.....................................................................................................................6
Quotes........................................................................................................................................6
Advantages of the high quote.................................................................................................7
Disadvantages of the high quote............................................................................................7
Advantages of the medium quote...........................................................................................7
Disadvantages of the medium quote......................................................................................8
Advantages of the low quote..................................................................................................8
Disadvantages of the low quote.............................................................................................8
User Training and ongoing maintenance...............................................................................8
Expected timeline and sign off...................................................................................................8
Project Timeline.....................................................................................................................8
Project Sign Off....................................................................................................................10
Three-year plan to address the expected growth......................................................................11
Installation Plan........................................................................................................................12
Automation of software installation.....................................................................................12
Testing plan to test the installed system...............................................................................12

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Security plan.........................................................................................................................13
Post installation review questionnaire......................................................................................13
Grievance process....................................................................................................................13
Bibliography.............................................................................................................................15

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Questionnaires for key stakeholders
Owner:
 What is the reason behind improving the business system?
Owner: the new business system will be able to save time and will improve working of the
system.
 How the productivity will increase with the implementation of automated system?
Owner: the productivity will increase as there will be an increase in sales and order. The
system will help in managing the customer and is going to be located near university.
Sales staff 1:
 How the owner manages the working of the office?
Sales staff 1: according to the staff, the owner is good at sourcing the obscure achieved text
that helps in performing the assessments. The owner focuses on paper and card systems for
enhancing the production. However he never considers that the automated system will
provide any benefit toward the organization. Thus it is important to have someone who will
describe all the benefits achieved with automated system.
 Describe the point of view of owner regarding the automated system.
Sales staff1: according to the owner there is no point of sale offered with automated system.
Moreover he thinks manual system is better for the organization.
 What is the need of replacing manual system with automated system?

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Sales staff 1: the main aim behind replacing the manual system with an automated system is
that it will provide an efficient way of managing the time and will ensure proper cost savings
methodology.
 Describe the benefits that will come along with the implementation of automated
system.
Sales staff 1: the major benefits that are achieved with the implementation of automated
system is that it will reduce the time taken in managing the details and recording the
procedures. In addition to this the amount incorporated in manual system will also reduce
with online process. Apart from all this with online and automated system it will become easy
to address the queries of customer and proper service will be provided to them. This will also
include generating invoice files so that it can be referred in future for providing the consumer
with proper facility.
Sales staff 2:
 How the owner operates task within the business system?
Sales staff 2: the owner prefer manual system to be implemented within the business. There is
no intention of the owner to develop a new system that will be able to address the
requirement of new market system.
 What is the need of new system within the business?
Sales staff 2: the need of new business system is to ensure better operation of the business.
This will benefit the business at the time of growth and development. This will ensure that all
Uni students are gaining proper access towards the texts that are not included in other book
stores.
 What are the ways of expanding the business?

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Sales staff 2: it is important to have a modern system that will help in expanding the business.
Sales staff 3:
 What is the evolution that is needed to be implemented within the business process?
Sales staff 3: the owner needs to develop his knowledge based on the present technology.
This will ensure that proper technology is being developed within the business organization.
 Why it becomes important for owner to have a better knowledge regarding latest
trends?
Sales staff 3: this will aware the owner about new benefits that can be achieved with
implementation of new technologies.
Upgrade proposal for client
Problems that the client is experiencing at the moment
The upgrade proposal is being developed so that it can offer better benefits towards
the bookstore and will ensure that proper financial growth is achieved by the customer. The
major problems that are faced by the clients is that it became difficult to address all the issues
faced by the clients. Moreover manual system took a lot of time to address the problems. This
lead to improper services towards the clients. Thus the new system will ensure that all the
difficulties faced by customers are being resolved. As the pc of organization is connected to
internet thus it becomes difficult to receive the call of their customer. Moreover it takes
around 2- 3hours for researching about books and throughout this time period it is impossible
to attend any call of the client. This further leads to improper services and the service quality
reduces. These leads to loss of clients as they will search for different stores with better
benefits. Thus, it becomes important to develop a new system that will address all the
problems faced by client at present and will be faced by them in future.

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New system requirements and specifications
The new system will be developed in an order that it saves the time for both client and
organization and will ensure better profit is being achieved. The new automated system is
developed with a better point of sale packages for the accounting. This will automatically
notify the organization about orders that are placed automatically with the use of online
machine. The sales docket will also be created based on the annual report and will help to
understand the sales department properly. Moreover the system will be integrated with an
accounting software that will determine the software profit loss statement, salaries of the
employees within the organization and will also ensure proper calculation of ta and GST. The
owner will be able to calculate all the possible accounting function with the help of this new
system. Apart from this a fax machine will also be linked with the new accounting system for
generating details regarding the suppliers.
Gap Report
Gap analysis is used to refer to the process that helps in determining the actual
performance of the company and compares it with the expected performance. This will help
in determining whether the company is able to meet the expectations using the resources
effectively. The client is currently having 4 PC’s with windows XP operating system that is
directly connected to peer to peer coaxial network. Apart from this there is a HP Deskjet 990
that ensures proper printing of spreadsheets in A4 size. This devices is basically used for the
purpose of POS. Apart from this the organization have an Excel 2003 workbook in one PC
that is shared for maintaining the details. This contains details regarding customers,
spreadsheets for books, about the suppliers and a spreadsheet for storing the books record.
The requirement of the client for developing new system includes a printer of HP deskjet 990
Cxi, 1GB RAM , 40 Gb HDD, CDRW , video card on board and sound card on board and

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network board, 8 USB port, 1AGP slot and 2 PCI. This requirements will ensure that proper
working is done within the system.
Approval/ sign off document
Designation Signature
Owner <Please fill>
Sales staff 1 <Please fill>
Sales staff 2 <Please fill>
Sales staff 2 <Please fill>
Manager <Please fill>

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Network Design
Quotes
Low cost Medium cost High Cost
Hardware
PC $300 $600 $1200
Server $2100 $3000 $3500
Router $900 $1200 $1500
Software

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Accounting
Package
$600 $1200 $1500
Antivirus $50 $100 $120
Firewall $100 $250 $300
Procurement
Timeline
$200 $250 $300
Cabling
Requirements
$50 $70 $90
Advantages of the high quote
The high quote infrastructure would be helpful for the organization as the system
would be able to satisfy the needs for the client even in the future.
Disadvantages of the high quote
The main disadvantage of the high quote system as is that the system would not be
needful for the organization as the organization needs the solution only for the present
scenario.
Advantages of the medium quote
The main advantage of the medium quote is that system would be helpful for the
system and the system would be under budget of the organization.
Disadvantages of the medium quote
The main disadvantage of the medium quote system is that the system would not be
valid for the future requirements of the organization as there would be a little scope for the
organization.

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Advantages of the low quote
The low quote system would save the budget of the organization largely.
Disadvantages of the low quote
The low quote system would not be able to extent the functionalities of the system
and the system would work but the response time and the efficiency of the system would be
very low.
User Training and ongoing maintenance
The users of the task would mainly be the staffs of the system and hence the users
would require a training process prior to them using the system. Some experts are also hired
for using the system and they would train the users of the accounting information system
alternatively.
The maintenance process would be formulated by the organization and the allocations
for the maintenance process of the system for the organization.
Expected timeline and sign off
Project Timeline
Task Name Duration Start Finish
Installation of Accounting Software for
Heap Book Store
98 days Fri 26-04-19 Tue 10-09-19
Project initiation phase 15 days Fri 26-04-19 Thu 16-05-19
Project Budget 3 days Fri 26-04-19 Tue 30-04-19
Schedule management 4 days Wed 01-05-19 Mon 06-05-19
Contact to project suppliers 2 days Tue 07-05-19 Wed 08-05-19

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Developing communication plan 4 days Thu 09-05-19 Tue 14-05-19
Developing risk management strategies 2 days Wed 15-05-19 Thu 16-05-19
Project planning and designing 31 days Fri 17-05-19 Fri 28-06-19
Designing project documentation 4 days Fri 17-05-19 Wed 22-05-19
Legal constraints development 10 days Thu 23-05-19 Wed 05-06-19
Developing project change control log 11 days Thu 06-06-19 Thu 20-06-19
Project quality and planning development 6 days Fri 21-06-19 Fri 28-06-19
Project development, integration and
testing
42 days Mon 01-07-19 Tue 27-08-19
Documenting technical specification 12 days Mon 01-07-19 Tue 16-07-19
Documentation of functional and non
functional specification
7 days Wed 17-07-19 Thu 25-07-19
Project implementation 8 days Fri 26-07-19 Tue 06-08-19
unit testing 3 days Fri 26-07-19 Tue 30-07-19
integrated testing 5 days Wed 31-07-19 Tue 06-08-19
Project monitoring 15 days Wed 07-08-19 Tue 27-08-19
Checking project objectives in details 5 days Wed 07-08-19 Tue 13-08-19
risk assessment 5 days Wed 14-08-19 Tue 20-08-19
Final design 5 days Wed 21-08-19 Tue 27-08-19

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Project closure 10 days Wed 28-08-19 Tue 10-09-19
Post project review 3 days Wed 28-08-19 Fri 30-08-19
Establishing secured relationship between
the project manager and project team
members
3 days Mon 02-09-19 Wed 04-09-19
Final project implementation 4 days Thu 05-09-19 Tue 10-09-19
Project Sign Off
Project Name:
Project Sponsor:
Project Manager:
Document Date:
1. Project Summary
Start Date Mm/dd/yyyy Finish Date
Project Duration
2. Project Goal
Estimated increase in the growth at 28% rate for the next 3 years
Opening a second store at a different location within 18 to 24 months.
3. Project Deliverables
Implement an appropriate accounting package that will execute point of sales

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Install fax machine
Create sales docket
Automation of book orders
5. Document Signatures
Name Description Signature Date
Service Owner
Name
By signing this document,
I acknowledge that I have
received all the stated
deliverables at the agreed
to quality levels.
mm/dd/yyyy
Project Manager By signing this document,
I acknowledge that I have
delivered all the stated
deliverables at the agreed
to quality levels.
Three-year plan to address the expected growth
Purpose:
To increase sales and growth at approximately 28% rate
Project Approach:
To apply agile approach in implementing the accounting software
Goal and Objective:
 Implement an accounting software that automates order of books
 Notify when book stock is low
 Automatically identify orders and books through unique identification numbers
Project Scope:

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The 3 year plan involves the installation and implementation of a smart accounting
software, which is capable of taking care of the payroll system and inventory or stock
management. The accounting package itself should be capable of saving adequate amount of
time and managing the cash flow as well as financial statements.
Project Benefits:
 The software will enable automating calculation of profit and loss statements, GST,
tax and salaries over the time.
 It will help in efficiently managing the product inventory. Whenever the store runs out
of a certain book, it will automatically generate notifications.
 Furthermore, the bookkeeping programming is also beneficial in terms of
significantly reducing the time required for business operations in various ways.
Installation Plan
Automation of software installation
This will include:
 Setting up the new accounting system
 Setting the chart for account
 Creating a business banking account that wills store all details
 Dividing the personal and business revenues effectively
 Maintaining the records related to receipts and invoices
Testing plan to test the installed system
This will include:
 Penetration testing
 Security-testing

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 Checking the confidentiality of the data stored
 Ensuring proper implementation of the new system
 The benefits that are achieved with new system
Security plan
Security plan will include implementation of encryption so that the data cannot be
accessed by anyone. Apart from this the system needs link with cloud so that data can be
stored effectively.
Post installation review questionnaire
 What is the potential growth after installation of new system?
 Does the implemented system has the ability automates the order of books?
 State whether the new system has the ability to notify the owner about low stock
value.
 Is there any procedure for developing sales docket within the new system?
 State whether the system is able to calculate profit margin by the month end.
 What are the benefits achieved with the implementation of new system?
 Does the system offers any competitive advantages?
 What are the problems faced by employees in operating the new system?
 Does the system has included proper accounting software and fax machine?
 Is the accounting software able to calculate main function related to profit and loss
statement, Tax and GST?
Grievance process
Grievance procedure is basically developed with the aim of having a collective
bargaining agreement. The process for each grievance varies widely from project to project.
The process will be described based on generalities of the system. However maximum of the

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function includes involvement of human relations. The first step of grievance includes an
informal communication between the owner, manager and the staffs. The need of second step
is only when there is a problem that can’t be resolved at the first stage. The union will then
initiate the process accordingly to achieve the results. However in this process the owner had
a direct discussion with heap of books organization. But he was not able to make decision.
Thus the thus there was need to have second step that will influence the owner to implement
the new system.

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