System Changeover Plan for Dreamfarm: A Comprehensive Report

Desklib provides past papers and solved assignments. This report details Dreamfarm's system improvement project.

Abstract
The report will provide the improvement in the process that is being carried out in
Dreamfarm using the TO-BE process. The Dreamfarm produces the houseware and
kitchenware product through the website. The Dreamfarm is to implement a new system that
will include improvements in the previous process. The comparison of the existing process
and the improved process is provided in the report. The relationship and the normalization of
the data of Dreamfarm will be presented. The testing plans of the new system are discussed.
The changeover plan of Phased changeover is implemented where the new system is adopted
into stages and the training plan according to this changeover plan is prepared. The report for
the top management is also provided that includes the objective, process and the
recommendation of implementation of the new system.
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Table of Contents
Abstract......................................................................................................................................1
Introduction................................................................................................................................4
Task 1: Time management plan.................................................................................................5
1.1 Work breakdown structure...............................................................................................5
1.2: Activity list and status.....................................................................................................7
Task 2: ‘TO-BE’ process...........................................................................................................9
Task 3: Comparison of AS-IS and TO-BE process.................................................................11
3.1 The impact of changes for Dreamfarm:.........................................................................11
3.2 Recommendation for managing the impact of changes by Dreamfarm:........................11
Task 4: Entity Relationship Diagram (ERD)...........................................................................13
Task 5: Data normalization......................................................................................................14
Task 6: Testing.........................................................................................................................15
Task 7: Training.......................................................................................................................17
Task 8: System changeover plan..............................................................................................19
Task 9: Report to Top Management.........................................................................................20
9.1 Objective:.......................................................................................................................20
9.2 Process undertaken:........................................................................................................20
9.3 Scope:.............................................................................................................................20
9.4 Recommendations:.........................................................................................................20
Conclusion................................................................................................................................21
References................................................................................................................................22
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List of Figures
Figure 1: WBS diagram of the Time management plan............................................................4
Figure 2: To-Be process of Dreamfarm.....................................................................................7
Figure 3: TO-BE process using UML diagram..........................................................................8
Figure 4: Entity relationship diagram......................................................................................11
Figure 5: 3NF normalized data................................................................................................12
Figure 6: Testing Hierarchy.....................................................................................................14
List of Table
Table 1: Comparison of AS-IS and TO-BE process................................................................11
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Introduction
The report is presented on the implementation of the improved system for Dreamfarm. The
report includes the method to evaluate the drawback in the existing process and developing
new process. The methods of the implementation along with the testing and training phase is
included in the report.
The time management plan for the project is provided and the report will also include the
WBS structure of the tasks and activities. The improved process of TO-BE is described and
the comparison of the existing process with the TO-BE process is also discussed. The
management of data such as entity relationship diagram and data normalization are also
provided. The report will also include the training and testing planning for the system
implementation. The process of implementing the system and the final report to be sent to top
management is also provided.
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Task 1: Time management plan
The effective time management is one of the most important parts of any organization or
individual to complete the scheduled task on time. Being a system analyst, it is very
important to plan and schedule everything according to the deadlines and sticking to the plan
by effectively managing the time and submitting the report on time. The proper and effective
time management includes the scheduling of work, using the organisational skills, using the
time wisely, avoiding the unnecessary tasks, doing multiple tasks at a time, distractions
should be avoided, and the responsibilities should be avoided. These are the basic things to
keep in mind and to effectively manage the time and complete the project on time (Walsham
2015, p. 25).
1.1 Work breakdown structure
WBS (work breakdown structure) is a type of deliverable from the project that is utilized to
keep the tasks scheduled and organized. The scope of the project is visually defined in the
chunks that are managed which can be understood by the whole team. The different level of
the WBS provides the structure for the next process in full description and definition
(Robinson, Ryan & Abbasi 2018).
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Figure 1: WBS diagram of the Time management plan
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1.2: Activity list and status
The table shows the activities that are necessary for the completion of the project on time.
The schedule of the activities is made in such a way that the manager and staff of the
organization can easily understand the schedule and the tasks can be performed efficiently to
complete the tasks.
Activity
no. Activity name Start Finish Status Description
1 Analysis of system
Tue
12/25/1
8
Thu
1/24/19 Completed System is analysed
2 Planning Phase
Tue
12/25/1
8
Fri 1/4/19 Completed
Planning of the
activities that are
necessary for the
project
3 Reading of
assignment
Tue
12/25/1
8
Tue
12/25/18 Completed The assignment is read
by the analyst
4 Assignment's module
is understood
Wed
12/26/1
8
Wed
12/26/18 Done The understanding of
the assignment is done
5 Background of the
company
Thu
12/27/1
8
Wed
1/2/19 Completed
The company
background is
analysed
6 Research about
organization
Thu
12/27/1
8
Thu
12/27/18 Done The background of the
organization is studied
7 Products and
services offered
Fri
12/28/1
8
Fri
12/28/18 Completed
The services and
products that are
offered by the
organization are
recorded
8 Services of
business flow
Mon
12/31/1
8
Wed
1/2/19 Done Business flow services
are evaluated
9 Plan for time
management
Thu
1/3/19 Fri 1/4/19 Completed The plan of managing
the time is prepared
10 Work Breakdown
Structure
Thu
1/3/19 Thu 1/3/19 Completed
work breakdown
structure of the
organization process is
prepared
11 Network diagram Fri
1/4/19 Fri 1/4/19 Completed The network diagram
is prepared
12 Analysis of research Mon
1/7/19
Tue
1/15/19 Done The prepared research
is analysed
13 Finding the fact Mon
1/7/19
Wed
1/9/19 Done The information is
reviewed to find the
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facts
14 UML diagram Thu
1/10/19
Thu
1/10/19 Completed UML diagram of the
process is prepared
15 Chart of the
organization
Fri
1/11/19
Tue
1/15/19 Done The organizational
chart is completed
16 Reporting to the top
management
Wed
1/16/19
Thu
1/17/19 Completed
The report is
completed and
submitted to top
management for
review
17 Reviewing the
assignment
Thu
1/17/19
Wed
1/23/19 Done The prepared
assignment is reviewed
18 Submission Thu
1/24/19
Thu
1/24/19 Done The project report is
submitted
8

Task 2: ‘TO-BE’ process
The TO-BE process kicks in after the AS-IS process is strategized and analysed. The
improvement areas in the AS-IS process are evaluated and then the TO-BE process is
designed. The inefficiencies and the flaws of the AS-IS process are improved using the TO-
BE process (Hammer 2015).
The AS-IS process of the Dreamfarm describes that whenever the order is placed if there is
enough stock then the order is directly packed and shipped to the customer. But in the TO-BE
process, the packing is first requested and then the item is packed to be shipped to the
customer. The main purpose of the Dreamfarm is to improve the sales and the services of the
company. The functioning of the TO-BE process is such that the stock level is checked as
soon as the order is received by the Dreamfarm. If the stock is not enough then the change is
suggested to the customer. If the stock is enough then the packing request is sent to the
warehouse where the order will be packed, and it will be sent to the customer to complete the
order (Rosemann & vom Brocke 2015).
Figure 2: To-Be process of Dreamfarm
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The To-Be process using the UML diagram is shown below where the improvement is made
in requesting for the products after the product has been selected by the user. The user must
go to the Dreamfarm website to select a store, select the product and then request to ship the
product once the payment has been completed. The user can also chat with the counsellor and
director in case of any issues with the product or the website.
Figure 3: TO-BE process using a UML diagram
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Task 3: Comparison of AS-IS and TO-BE process
Table 1: Comparison of AS-IS and TO-BE process
AS-IS process TO-BE process
 This document of the process shows the
existing processes that take place in the
organization
 This documentation shows those future
ways through which the Dreamfarm can
run its business processes
 The possible areas of improvement are
identified
 The identified areas of improvement
improved by implementing changes in
the business process flow.
 Examples – system implementation and
automation projects
 Examples – Product assembly process,
quality assurance process
3.1 The impact of changes for Dreamfarm:
It is very important to evaluate the changes that will be faced by the organization in
implementing the new system. One of the main effects it will have is on the staff members.
The staff will find it difficult to accept the changes that have been made in the system
process. Some of the personal effects that might be faced during the change management are:
 Pushing backwards emotionally: The common reaction of the people towards any change
is in a negative direction. Nobody likes the change in the lifestyle or the nature of their
working. The staff members can be emotionally affected by the change in the system
process.
 Transition changes: The workers are adjusted to the old process of working and the
implementation of the new process may confuse them. The employees will take time to
adjust to the new process that is being adopted by the company.
 Change in core values: The core values of the Dreamfarm and employees will change
according to the new process (Toksoy, Çetin & Demiralay 2017).
3.2 Recommendation for managing the impact of changes by Dreamfarm:
The improvements in the AS-IS processing to build the TO-BE process will force the
Dreamfarm to implement some of the changes into the processing system of the company.
being the analyst, some of the ways to make the transition smooth are provided in the report.
first, the company will have to create urgency plans to implement the changed system into the
organisation. The guiding will be required for the employees to understand the changes in the
system process. Some strategies will be formed to implement the smooth transition of the
system process into the organization. The implementation of the new system will require the
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