System Analysis Report: Australian Education and Career Consultants (AECC)

This report presents a comprehensive analysis of Australian Education and Career Consultants (AECC), a leading educational consultancy firm with a global presence. The report examines the organization's background, industry, products and services, major competitors, key personnel, and major processes. It identifies key issues and challenges faced by AECC, particularly in managing its rapid growth and ensuring customer satisfaction. A detailed time management plan, work breakdown structure, and task sequence approach are presented, outlining the methodology used for the analysis. The report also includes a thorough examination of AECC's current business processes, utilizing techniques such as observation, interviews, and documentation review. A SWOT analysis is conducted to identify AECC's strengths, weaknesses, opportunities, and threats. The report concludes with recommendations for improving AECC's business processes and customer relationship management through the implementation of an information system.

CIS5200: Professional Skills for Systems Analysis
2018 Semester 1
Assignment 1
Student name: Lakshmi Harika Pakanati
Student ID: U1106177

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Contents
Abstract......................................................................................................................................3
Introduction...............................................................................................................................4
Organisation background...........................................................................................................5
Industry..................................................................................................................................5
Products and services.............................................................................................................5
Major Competitors.................................................................................................................5
Major Processes.....................................................................................................................5
Key Personnel.........................................................................................................................5
Key issues/challenges.............................................................................................................6
Time Management Plan.............................................................................................................6
Work Breakdown Structure...................................................................................................6
Task Sequence Approach.......................................................................................................7
AS IS Process...............................................................................................................................9
Fact Finding..............................................................................................................................12
Organisational Chart................................................................................................................15
Report to Management............................................................................................................17
Conclusion................................................................................................................................19
References................................................................................................................................20

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List of Figure
Figure 1: Work Breakdown Structure by Lakshmi Harika Pakanati...........................................7
Figure 2 critical path by Lakshmi Harika Pakanati......................................................................8
Figure 3: Network model by Lakshmi Harika Pakanati..............................................................8
Figure 4: FDD of AECC by Lakshmi Harika Pakanati.................................................................10
Figure 5: UML diagram of AECC by Lakshmi Harika Pakanati..................................................10
Figure 6: Business Process flow of AECC by Lakshmi Harika Pakanati.....................................11
Figure 7: Organisation personnel of AECC by Lakshmi Harika Pakanati..................................15
Figure 8: Organisational chart of AECC by Lakshmi Harika Pakanati.......................................15
Figure 9: SWOT analysis of AECC by Lakshmi Harika Pakanati................................................18

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Abstract
Information system has its roots in each and every section of the world. System Analysts has
been extensively involved in the transition of the old business system to be equipped with
the new information system. The main idea behind this report is to do analysis on an
organisation and to improve the business processes by implementing the learning of
analyst’s course to enhance the company’s vision.

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Introduction
The assignment will help them in implementing information system on a currently existing
business system of an organisation. This report gives a clear view of the organisation, its
background, its product and services and the problems existing in the system. Time
management plan has been developed for carrying out the analysis program on the selected
organisation. This report will give a brief explanation of all the analysis which is carried out
in understanding the working of the organisation. Microsoft Project is used to develop the
Work Breakdown Structure and network plan. Microsoft Visio is used to develop business
flow, UML, and another working model.

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Organisation background
Industry
The organisation chosen has its ground roots in the consultancy service from last 10 years.
Australian Education and career consultants (AECC) have its establishments in Melbourne,
Australia. AECC have their global footprint across 26 cities in 9 countries and still growing at
the same pace. The company has a wide span of 300+members who are equipped with
professional skills (MPUG, 2018).
Products and services
Top universities and colleges believe in us for representing them, AECC help students in
providing them their dream education in dream cities like Canada, Thailand, UK, Singapore,
NZ, Australia, Malaysia, and the USA and helping students at every stage from course-
related problems to financial problems. AECC helps in providing VISA assistance (Lynda,
2018).
Major Competitors
Google Analysis reports that the major strong competitors of AECC are New Edge
Consultancy Service, Asian Pacific Economic Cooperation and study International.
Major Processes
The Australian Education and career Consultants (AECC) is all that students want from
consultancy educational organisation. AECC has its working in 9 countries but the major
functioning is performed in Australia. AECC provide help related to course change, fee
extension, Scholarship issues, and VISA requirements and maintaining law border for each
student connected with AECC.
Key Personnel
The working strategy of the organisation is managed and handled by two directors that are
Saurabh Baid (Managing director) and Sonu Agrawal (director) who believes that the first
step you take must always be the right one. In addition to that, Daryal Fong who serves as
AECC’s chief operating officer and is also responsible for its growth in South East Asia and
beyond. A detailed organisation chart has been provided in below section.

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Key issues/challenges
The main challenge organisation is facing currently is to manage its growing pace. There are
challenges which are arising while growing in other countries. The issues are related to law
and order. So the managing director by himself has to himself moved to those
cities/countries and resolves the issues.
Time Management Plan
Being system analysts, I am aware of three pillars of the project cost, time and scope.
Planning and managing time are the milestones for any successful business, which can be
done by using Microsoft Project. Which help in breaking the project modules into small
manageable tasks and also to identify which task has more priority for assignment
submission?
Work Breakdown Structure
This assignment can be distributed into 5 major summary tasks like Analysis phase,
planning phase, and review of management, report to top management and submission of
planning assignment. Planning and Analysis have different Work Breakdown Structure
(WBS). Every task has its own start date and end date along with the predecessors and
duration they require. No extra description is required since the tasks are well explained by
their names. However, for bigger and complex projects, WBS required activity name, activity
description, planned action, status, activity number, start date, end dates.

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ID Task
Mode
Task Name Duration Start Finish Predecessors Resource Names
0 System Analysis 11 days Thu 05-04-18Thu 19-04-18
1 1 Planning Phase 9 days Thu 05-04-18Tue 17-04-18
2 1.1 Reading the assignment 1 day Thu 05-04-18Thu 05-04-18
3 1.2 understanding of each
module in assignment
1 day Fri 06-04-18 Fri 06-04-18 2
4 1.3 Background of organisation7 days Mon 09-04-18Tue 17-04-18
5 1.3.1 research about organisation1 day Mon 09-04-18Mon 09-04-183
6 1.3.2 products and services offered1 day Tue 10-04-18Tue 10-04-185
7 1.3.3 Issues and challenges2 days Wed 11-04-18Thu 12-04-186
8 1.3.4 Service flow of business3 days Fri 13-04-18 Tue 17-04-187
9 1.4 Planning for time management2 days Tue 10-04-18Wed 11-04-18
10 1.4.1 Work breakdown Structure1 day Tue 10-04-18Tue 10-04-185
11 1.4.2 Network diagram 1 day Wed 11-04-18Wed 11-04-186
12 2 Analysis reasearch 5 days Tue 10-04-18Mon 16-04-18
13 2.1 Fact Finding research 3 days Tue 10-04-18Thu 12-04-185
14 2.2 UML diagram 1 day Thu 12-04-18Thu 12-04-1811
15 2.3 Organisation Structure 2 days Fri 13-04-18 Mon 16-04-1814
16 3 Report to Top management 1 day Tue 17-04-18Tue 17-04-1815
17 4 Review assignment 1 day Wed 18-04-18Wed 18-04-1812,9,4,1
18 5 Submit assignment 1 day Thu 19-04-18Thu 19-04-1817
T F S S M T W T F S S M T W T F
02 Apr '18 09 Apr '18 16 Apr '18
Figure 1: Work Breakdown Structure by Lakshmi Harika Pakanati
Task Sequence Approach
The accessibility of Microsoft project is that it provides a view which shows all critical task as
seen in the Gantt chart and Network Diagram. All the critical tasks are highlighted with red
color. This highlights the fact that the tasks which are displayed with red are crucial and yet
cannot be delayed to any extent and submission of these tasks is a quiet necessity. Thus
following these approaches makes Microsoft Project a major tool for the analysts and
project manager to monitor and manage module schedule. The entire task is necessary for
the submission of this assignment; this brings almost all the tasks to a critical view indeed in
shorter duration.
If any of the tasks fall behind the scheduled time, the whole assignment will have its
equivalent effect and it would not be able to achieve the required submission time for the
assignment.

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ID Task
Mode
Task Name Duration Start Finish Predecessors Resource Names
0 System Analysis 11 days Thu 05-04-18Thu 19-04-18
1 1 Planning Phase 9 days Thu 05-04-18Tue 17-04-18
2 1.1 Reading the assignment 1 day Thu 05-04-18Thu 05-04-18
3 1.2 understanding of each
module in assignment
1 day Fri 06-04-18 Fri 06-04-18 2
4 1.3 Background of organisation7 days Mon 09-04-18Tue 17-04-18
5 1.3.1 research about organisation1 day Mon 09-04-18Mon 09-04-183
6 1.3.2 products and services offered1 day Tue 10-04-18Tue 10-04-185
7 1.3.3 Issues and challenges2 days Wed 11-04-18Thu 12-04-186
8 1.3.4 Service flow of business3 days Fri 13-04-18 Tue 17-04-187
9 1.4 Planning for time management2 days Tue 10-04-18Wed 11-04-18
10 1.4.1 Work breakdown Structure1 day Tue 10-04-18Tue 10-04-185
11 1.4.2 Network diagram 1 day Wed 11-04-18Wed 11-04-186
12 2 Analysis reasearch 5 days Tue 10-04-18Mon 16-04-18
13 2.1 Fact Finding research 3 days Tue 10-04-18Thu 12-04-185
14 2.2 UML diagram 1 day Thu 12-04-18Thu 12-04-1811
15 2.3 Organisation Structure 2 days Fri 13-04-18 Mon 16-04-1814
16 3 Report to Top management 1 day Tue 17-04-18Tue 17-04-1815
17 4 Review assignment 1 day Wed 18-04-18Wed 18-04-1812,9,4,1
18 5 Submit assignment 1 day Thu 19-04-18Thu 19-04-1817
19
20
21
T F S S M T W T F S S M T W T F
02 Apr '18 09 Apr '18 16 Apr '18
Figure 2 critical path by Lakshmi Harika Pakanati
Figure 3: Network model by Lakshmi Harika Pakanati

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AS IS Process
The motto of Australian Education and career consultants is to provide transparency
between people and organisation. AECC believes in customer satisfaction and therefore
providing accurate information to them. AECC provided services can be categorized as “Top
Universities”, “VISA” and “Employment”
Top Universities:
 A student can approach for admissions in any university or college in Australia or to
other countries.
 A student wants to change his/her university
 A student can approach if he/she is facing any problems in their respective courses.
 A Student can approach for getting scholarships from AECC for further studies.
VISA:
 A student may approach if he/she wants to apply for Australian VISA or VISA for
other linked countries.
 A student wants to pull back the application for VISA.
 A student wants to apply for VISA migration test, to test his/her potential.
Employment:
 Anyone can search for available vacancy positions.
 Referrals of top management positions are considered only.
 Anyone can apply for placement drive.

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Figure 4: FDD of AECC by Lakshmi Harika Pakanati
Figure 5: UML diagram of AECC by Lakshmi Harika Pakanati

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Figure 6: Business Process flow of AECC by Lakshmi Harika Pakanati
The business flow diagram is exactly the replica as explained by some of the students who
have visited there already. All the processes were well executed by their staff. The
circumstances and problems faced by the people were their long duration to process the
complete application. Except that all the processes were well executed but some
recommendations can be made to optimize the inherited processes in between. I will work
to improve the process management schema of the organisation so as more students can
join up with Australian education and career consultants (AECC).

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Fact Finding
I start with the understanding of the existing system so that the recommendations can be
made to improve the feasibility and scalability of the system which will result in the long-
term breath of the organisation.
The foremost objective was to understand the working of the system, Why there is need of
working of two different departments to work as one department. Once the problem is gets
known, it will be easy to take remedial steps:
Observation
The observation was the foremost technique which is adopted by me to understand the
actual business flow and to identify all the critical points of the currently existing system.
Under this technique, I made an approach to different departments of the organisation to
consider their synchronization level.
Interview:
Taking the interview with all the stakeholders including its staff members, Head country
manager, and Director to understand the strategy they are following. Questions will be
based on current observation and will target in understanding the reason behind the
current strategy. Interviews will give a crystal view of the business flow to stakeholders
which they might be neglecting.
Questions for staff members
 From how long they are working in this company?
 What do they think about the working of this company?
 Do they feel any difficulties in the existing system?
 Do they need some recommendations in their existing system?
 Have they tried to tell the need for recommendations in the existing system?
Questions for Director and Managing director
 What do they think about the work-flow in their current system?

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 After how long they used to conduct surveys to understand the problems faced by
co-workers?
 Are there any recommendations implemented?
 Do they ever think of implementing information system in their existing system?
Sampling documentation
A sampling of documentation can be presented in two different ways.
I choose to carry out the manual documentation approach. All the results from the
observations and interviews are collected and documented. These sessions helped in
determining the information which is used by the staff members working there. This
information will help in determining the input which the people working in there take and
depending on the inputs taken, what kind of output these processes will carry out.
Background Overview
Being a good analyst the primary job was to recognize the information system which is used
in the currently existing system. This information is easily available from journals,
newspapers etc. Background research/ history research of the company will help in
determining the organisation’s mission and vision. My next was to research the
organisations previous reports which help in determining the organisations future
requirements which will be inherited by the currently existing system.
Brainstorm/QUESTIONNAIRES:
All the answers from interviews are recorded so as to prepare a brainstorm with the
stakeholders to ensure that all customer relationship is handled and managed properly with
professionalism. These questions are logical, to the point and clear.
Questions for stakeholders:
 What they think about currently existing customer relationship status of the
organisation?
 Why are they not going for recommendations in their currently existing system?
 Why are they compromising customer relationship over cost-effectiveness of the
organisation?

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Research:
Company’s website will be observed to understand the connectivity of the organisation with
their partners and with social media. This will help me to get the details of all the offshore
offices and I will talk to them to understand their working. Their inputs and outputs of the
processes are recorded for getting the current information system implementing in the
current system. (Information-management-architect.c, 2018).

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Organisational Chart
The complete leadership team in their respective roles:
Name Role supervisor
Saurabh Baid Managing Director
Sonu Agrawal Director Saurabh Baid
Daryl Fong Coo Saurabh Baid
Harvinder Singh Country Head-India Sonu Agrawal
Jonathan Omagbon Country Head-Phillipines Sonu Agrawal
Alson Tan Country Head-Singapore Sonu Agrawal
Wallapa Narunatvanich Country Head-Thailand Sonu Agrawal
Lany Soenarso Country Head-Indonesia Sonu Agrawal
Figure 7: Organisation personnel of AECC by Lakshmi Harika Pakanati
Figure 8: Organisational chart of AECC by Lakshmi Harika Pakanati

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AECC has its global worldwide span, with its major focusing is on the Melbourne, Australia
where the headquarters of AECC office is situated. Although for all the offshore offices
different country heads are there the functioning of these offices is still unclear. Apart from
these, there are some departments whose workings are merged/clubbed which hinder the
organisations overall development like VISA department and Scholarship providing
department. These are some places which require instant actions to improve the customer
relationship.
For the requirement of a newly developed system, I would like to conduct a survey in the
organisation, specifically targeting staff members to understand the current modeling
system of the organisation. I would like to interview Managing Director, so as to understand
what kind strategies and workflow model they are implementing in their organisation.
Director
My objective of interviewing the director would be to understand the strategy he is
currently implementing. There is too much dependency on the Director, I would like to
understand the reason behind this strategy, and this would surely help me in having a
transparent view of the organisation.
VISA and Scholar department staff:
I would like to ask why the working of two major fields of the organisation is merged
together. Is this strategy adopted to reduce the cost-effectiveness? Do they like this strategy
where everything is getting so merge up and complex? How they handle the consequences
caused due to misunderstandings (Aeccglobal, 2008).
My objective was to ask all the staff members to understand the deep view of the processes
which are carrying out in the organisation
What is done? And who does it?
Where is it done? Why is it done there?
When is it done?
Why is it done in this way?

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Report to Management
With this uprising globalization which actually makes it possible for the AECC Australian
educational and career consultant to develop offices around the globe and even develop in
its native country that is Australia. Starting from 2008 to 2018, AECC has shown a great
journey; recently they have started working in Malaysia. However, the customer
relationship has pulled the overall development of the organization.
The report has been created with an objective to find out the reason that brings up halt in
complete the business flow. It is clearly observable from the report that the merging of two
departments has created some problems in the working of both VISA related issues and
Scholarship related issues and the customers have to wait a long time to get their work
done. Moreover, this merging of departments had created some of the misunderstandings
between staff members. It is true that all the business have their subsidiary motive; to
reduce the overall cost expensive of the company but this cannot be done on the verge of
development. Surely, implementation of information system would be able to provide the
solutions for the existing problem.
I did some analysis and observations, and it is recommended that the addition of
information system in the existing business system would surely improve the customer
relationship and will help in interacting with more and more customers. Various modules of
information fit to this system such as ERP modules. This module will help in maintaining the
data integrity. I would like to revamp in this organisation so as to break down the complex
system into simpler processes like creating individual departments for both VISA and
scholarship. This may increase the cost expenses of the company but in a long run, this will
surely help in the complete development of the organisation.

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Figure 9: SWOT analysis of AECC by Lakshmi Harika Pakanati
With the all the recommendations, we can improve the feasibility and scalability if the
existing system.

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Conclusion
Information system always proves to be boon in the business development. After
completing all the analysis and observations of the current business system, I look forward
to analysing the solution for the existing problem by implementing the learning of the
system analysis course.

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References
 Aeccglobal.com, (2008), AECC India Overseas Education Consultants in India. Viewed
5 April 2018 <https://www.aeccglobal.com/india>
 Information-management-architect.c, (2018), Information Systems Analysis. Viewed
5 April 2018 <http://www.information-management-architect.com/information-
systems-analysis.html>
 MPUG, (2018), Microsoft Project Features - MPUG. Viewed 5 April 2018
<https://www.mpug.com/microsoft-project-features>
 Lynda, (2018), Lynda.com - from LinkedIn, Visio - Online Courses, Classes, Training,
Tutorials on Lynda. Viewed 5 April 2018 <https://www.lynda.com/Visio-training-
tutorials/321-0.html>