CIS5302 Software Project: Cosies Insulations System Redesign

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CIS5302 (2019)
Assignment 2
Student Name:
Student Id:

Contents
Introduction......................................................................................................................................3
1. To-Be Diagram............................................................................................................................4
2. Organizational Change................................................................................................................5
2.1 Comparison between As-is & To-be Models........................................................................5
2.2 Brief about the New System and its Impact on the Business................................................6
2.3 Suggested Change Management Activities...........................................................................6
3. Screen Design..............................................................................................................................7
4. Acceptance Criteria for the Application......................................................................................9
5. The Architecture of the System Application.............................................................................10
6. ERD...........................................................................................................................................11
7. Report for the Client..................................................................................................................12
8. Scrum Organisations..................................................................................................................12
Conclusion.....................................................................................................................................14
References......................................................................................................................................15
Project Journal...............................................................................................................................16
List of Figures
Figure 1: "To-be" Value Chain Diagram.........................................................................................4
Figure 2: ‘Main Menu’ & Sales Screen for the Application...........................................................7
Figure 3: Calling & Management Screens.......................................................................................8
Figure 4: System Implementation Architecture.............................................................................10
Figure 5: ERD................................................................................................................................11
Figure 6: Agile-Scrum Framework................................................................................................13

Introduction
Cosies Insulations is a business organization which provides insulation services for homes. For
attracting customers and increasing product sales, the company has established a call center and
a sales department with 20 and 8 members respectively. But the company is facing some
problems in managing the integration between the calling and the sales team. To resolve this
problem, the company requests a software product which can improve and manage the current
business and sale activities effectively.
This project report will be a continuation of the work presented in the Assessment 1 report. In
this report, the idea and methodology selected to design the software solution will be described
in detail and proper recommendations to implement the software. The report will cover different
phases involved in planning and designing the solution for Cosies Insulations.

1. To-Be Diagram
In the As-is structural diagram developed in the previous assessment report showed the current
flow of activities in the organization. It also shows the entities responsible for individual task
execution working in the company. The main purpose of the diagram is to help the project
manager and company executives to understand the work structure and identify the needs for
improvement in the current scenario. These new requirements and needs identified can then be
added to a new diagrammatical representation which is known as the “To-Be” diagram.
The to-be diagram provided below will help the project manager in explaining his ideas for the
software solution and will also help the company in identifying the new features and system
capabilities added in the current system by the application.
Figure 1: "To-be" Value Chain Diagram

2. Organizational Change
2.1 Comparison between As-is & To-be Models
The Cosies Insulations hired a Consultancy firm to develop a software solution which can be
integrated with the current sales system and improve the work efficiency to a greater extent. For
this purpose, the project manager needs to understand the sales, calling and management
activities performed by the employees and experts. This information will further be used by the
software developers to design the additional system functionalities. The knowledge about the
present business situation can be presented by a value-chain diagram known as the “As-is”
diagram. The As-is structural diagram developed showed the current flow of activities in the
organization. It also shows the entities responsible for individual task execution working in the
company. The main purpose of the diagram is to help the project manager and company
executives to understand the work structure and identify the needs for improvement in the
current scenario (Greene 2019).
The “As-is” activity model helps in generating various results like the call center makes multiple
calls per day and enters the response of the customers in a document. The positive responses
with whom appointment are made are then visited by the sales executives to discuss the services.
But some issues were encountered in the calling and sales activities like conversations weren’t
clear yet the appointments, etc. Such situations create inconvenience during the field visits
because customers may not be expecting a visit and the sales person’s time and energy get
wasted. The improvements in the system expected from the application include:
 Provide clear review from the customers
 No unclear appointment cases
 Improve sales efficiency
 Support management tasks & and reduces Manager’s workload
 Generates a report for the management team about all the sales and call-center work
 Helps in better integration of sales department, management, and call center.
All these requirements to be fulfilled by the system and the components to be introduced for that
purpose can be identified from a diagrammatical presentation. A to-be diagram helps in
providing this feature. The diagram will represent the new system and its functionalities, and

how these functions will help in controlling the waste of time and resources of the company. The
system solution to be designed to support these requirements will provide a verified bank of
contact information and automatically generate a response report received by the call center and
sales department. The value-chain thus developed by adding these new system components can
be represented using the to-be diagram. Thus, the to-be diagram is an extension of the as-is
diagram which shows the additional components and changes in the organization due to these
new component activities (Greene 2019).
2.2 Brief about the New System and its Impact on the Business
The project goal is to develop a software solution for Cosies Insulation to manage its business
activities.
Project Requirements – An approval for this software project design discussed in the meeting,
proper knowledge about the business activities, a team of skilled experts who can handle this
new system, and some significant financial investment.
Proposal Brief & Project Summary – The contracted company for this software project suggest
efficient coordination and project approval for initiating the development task. The application
could be operated through a browser or from smartphones. The application can be used in
monitoring and facilitating both the sales and management work for the company. The target
delivery date for this project is 30th August (may get affected by any change requests).
Project Implications – The software development task will require fulfillment, like a one-time
investment of $30,000 and a yearly maintenance fees of $2000, skilled team to handle technical
tasks, proper employee training, a contract signing activity for legalizing the deal.
The project idea was proposed by The Technical Manage (Contracted Consultancy Firm) by
consulting The Owner (Cosies Insulation) & The DGM (Cosies Insulation) on 12th May 2019.
2.3 Suggested Change Management Activities
The proper measures for handling the change requirements and requests are suggested in this part
of the report. The software solution which will be integrated into the current system will require
some change management activities to support its successful integration. The requirements are:
 Clear change description & projection of project goals to the employees

 Prior analysis of the consequences of upcoming changes
 Communicating the reason and benefits of these changes
 Training the employees to accept and cope-up with the system changes
 Planning & designing a support system, &
 Continuous assessment and measurements of changes during the integration of the new
system (Chemuturi 2019).
3. Screen Design
A few screen designs are developed to help the company and the readers identify the basic
interface and system functions provided by the software solution.
a. Main Menu Screen & Sales Department Screen

Figure 2: ‘Main Menu’ & Sales Screen for the Application
The main menu screen will provide a path for the employees and users to enter application
segments based on different department. The Sales Department screen provides leads and sales
reporting facilities to the sales reps and executives.
b. Call Center Screen & Management Screen

Figure 3: Calling & Management Screens
The calling screen is designed to support the calling activities, like accessing the contacts, adding
call responses, callback notifications, call feedbacks, etc. The management segment of the
application will help the management team to analyze the activities of calling team, sales team,
sales rep, etc., and get daily reports to understand change requirements.

4. Acceptance Criteria for the Application
The criteria to be fulfilled by any application can be understood by designing some set of
functional requirements and specification to be met by that application. The criteria can be well
defined and designed by different stakeholders and people involved in the project. The
stakeholders involved here are the owner, project sponsors, sales & management employees,
target customers, system experts, etc. The criteria in this system development task are put
together in a way to avoid any issue and problem to stakeholder. These criteria assure that the
proposed work cannot be by any stakeholder.
The criteria discussed in this part of the report are for the screens designed in the above section.
These screens follow different criteria for their acceptance which helps in determining the
completeness & effectiveness of the software. All the pages designed above fulfills the
requirements of three different departments of the company. The first is the calling department,
the second is the sales department, and the third one is the management department of the
company. The main objective is to improve the transparency, fluency, integrity, and
communication between the employees in the business (Ravlani 2017).
The criteria for application acceptance are discussed as follows:
1. The behavior of the System Application – The criteria specify the application developed
should be precisely visible to the users in terms of user observation. Users should be able to
see, observe and access their actions on the application. The feature enables the owner to
identify the pattern in product sales and delivery.
2. Integration of the Application and the Predefined Rules of the Business – The rules or
guidelines are pre-specified by the management authority and business owners to guide the
customer and system behavior according to the business requirements. These rules follow the
if-then conditional behaviors. For example, if a user enters a wrong password then he can
access the application and if not, he cannot log in to the application server.
3. Process & Activity Flow Pattern – In this segment covers different capabilities and
functionalities of the application and the way these functions execute a certain task in the
system. The app should be able to execute an action based on the needs and requirements of

the users. The easiest example of this criteria is that the application should be able to monitor
the activities of the users and be able to distribute these activities in various segments, like
history and log folders.
4. Computational Formulas and Algorithms – The algorithms defined and developed using
different technologies, like ML are used to identify purchasing patterns and behavior of the
customers and determine the lead categories in the market. These formulas help in
determining the cost of the products and different offers to be distributed among the customer
groups.
5. System Validation properties and Usability of application – The system should have
different features like suggestions and warnings for different actions based on the user
activity. The application for the proposed system is designed in such a way that the user will
have to spend minimum efforts in changing and adjusting the system settings.
6. Performance measures and ease of Implementation – All the integration and the
installation activities will be performed by the contracted company and its officials. Some
training for the current employees is required to successfully handle the implemented system
effectively and effortlessly. The required training is to support the high system functionality
and the changes faced in the company work structure (Osetskyi 2017).

5. The Architecture of the System Application
Figure 4: System Implementation Architecture
The architecture designed in the below diagram is used to show the infrastructure of the business
and the actions performed between different systems. The diagram represents the structure of the
system and the integration in that structure. The architecture displays the integration of the
application with the system employees and the database system. It also shows the sales processes
and the reporting system managed by the application in the business (Wayner 2019).