Small Office Upgrade Assessment Project for Heaps of Books Company

This project presents a thorough small office upgrade assessment for Heaps of Books, a retail book sales company. It begins with a needs analysis, including a questionnaire to identify system requirements and current issues with the existing manual system. The project then proposes an upgrade, detailing hardware specifications, including PCs, a printer, modem, and switch, along with an ISP carrier. It offers a gap report comparing the current and required systems, followed by a project proposal outlining the installation and upgrade of a new accounting system. The assessment includes three cost quotes (low, medium, and high) with their advantages and disadvantages, a timeline, and a sign-off point. It further develops a three-year plan and an installation plan, detailing procedures, testing, and security measures. Post-installation, a questionnaire is provided to evaluate user satisfaction and system efficiency. Finally, a grievance process is outlined for clients to report issues, ensuring a structured approach to addressing any problems. The references section lists the sources used to complete the assessment.

Small Office Upgrade
Assessment
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Table of Contents
INTRODUCTION...........................................................................................................................3
REFERENCES................................................................................................................................6
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INTRODUCTION
1 Create a questionnaire
Q-1 What changes you require in system?
software
hardware
Q-2 What type of PC is needed in this?
windows 8
windows XP
windows 10
Q-3 Does it require switch and modem in it?
yes
no
Q-4 How many more PC are needed?
2
3
4
5
2 Proposal
It has been evaluated that there are certain problems which is being faced by client. this has
highly impacted on operation of business. it is found that there is manual system which is used in
heap of books. due to it data entry is not maintained properly and a lot of time is consumed to
calculate financial info. Along with it, sales staff is not able to record daily data at store due to
high work load. moreover, first is staff is not given proper training due to which they are not able
to work with system. with change in configuration, functions of system are modified. Besides
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that, systems are not according to store requirement. this means that system installed are of low
configure that is not capable of handling various functions.
In future, company might face issue of security and privacy of data and info. from data
base confidential info might be steal. Another issue is that with expansion heap of books may
require advance system. So, it might require more funds to maintain that system. thus, it is not
possible for company to acquire fund and use it. they need to update their system regularly.
There is requirement of new system to record transaction. So, specification required are
as follows :
PC Hardware x4
HP Compaq dc7100 System Pentium 4 2.8GHz 1GB RAM
40Gb HDD CDRW/DVD
Video Card on board Sound Card on board Network Card on board
8 USB ports (2 front, 6 rear)
2 PCI slots
1 AGP slot
Printer
HP DeskJet 990 Cxi
Modem
US Robotics 56K* V.92 External Faxmodem
Switch
D-Link 8 Port Fast Ethernet Switch – DES-1008D
ISP Carrier
Telefasta
gap report
It is identified that client is having a 4 PC, a dial up modem and printer. but now he needs
updated 4 PC., switch , ISP carrier etc. furthermore, printer can be reused along with modem.
However, they need to purchase ISP carrier, switch and 4 PC.
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To
The Owner
Heap of books
Project – to install, upgrade, configure data and information system
Here, a project is taken to install and update new accounting system. It will be useful in
automating order of books and create sales dockets. it will require several specifications for it.
The time required for completing it will be 1 month. however, budget required for this is $500.
3 Create 3 quotes
They are as follows
Low cost
Description Qty Unit price Total
4 PC hardware 4 $50 $200
D-Link 8 Port Switch 1 $50 $50
ISP carrier 1 $24.99 $24.99
Total $274.99
Advantage
as there are 2 store the low price PC will be suitable
Disadvantage
the PC might not consists of specific specification required by company.
Medium cost
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Description Qty Unit price Total
4 PC hardware 4 $100 $400
D-Link 8 Port Switch 1 $100 $100
ISP carrier 1 $30 $30
Total $530
Advantage
in this range of PC is available and consists most of specification.
Disadvantage
in future company might need high specification PC and other components
High cost
Description Qty Unit price Total
4 PC hardware 4 $200 $800
D-Link 8 Port Switch 1 $150 $150
ISP carrier 1 $50 $50
Total $1000
Advantage
It provides high feature PC in high cost
Disadvantage
The company is not having huge funds to buy it.
4 Expected timeline and sign off point
It is evaluated that expected time line of completion of project is 1 month. Also, sign off
will be done after providing training to sales staff. thus, for that 15 days are required.
5 Create 3 year plan
Year 1 Year 2 Year 3
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Installing of advance version
of books system. using point
of sales
Installing of transaction
processing system (TPS)
Integrating TPS with AI.
6 Create installation plan
Introduction
here, purpose is to install new books system in heap of books.
installation plan
Procedure-
step 1 – to configure and update system as per requirements
step 2 – to test PC and network before installing
step 3 – finding out errors in it.
step 4 – installing system in company
testing plan
testing of each component
measuring outcomes
Security plan
download of anti virus software
installing it in PC
configure firewall in network
system requirements
software requirement
anti virus software
system checker
network software
hardware requirement
1 PC and server
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modem
Installing system
preparing to install components
updating the PC
start of installation
post installation
installing of system update
7 Post installation review questionnaire
Q-1 do you think that system is properly installed in company ?
yes
no
Q-2 Are you comfortable in using updated system?
yes
no
Q-3 What feature did you like the most in system?
functioning
efficiency
Q-4 Did you found any problem while working with system?
yes
no
Q-5 does it require to do testing of system to improve efficiency?
Yes
No
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8 Create a grievance process for client to report issues
It is process of reporting any internal issue occurring within system. in this there are
several steps which is followed. they are as follows :
finding out issue – it is first step where issue occurring within system is identified. this enables in
understanding of working of system and analysing issues.
writing is formal way- this is second one where issue identified is written in formal way to
owner. In this issue is described in detail and area where it is occurring.
including facts – then, in issue facts are mentioned in it. this enables in comparing those facts
with issue.
reporting it to owner- at last grievance is reported to owner by writing it in formal way and
including all facts and information.
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REFERENCES
Books and journals
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