COIT 20248: Allsports Club Information System Development Report

This report details the development of the Allsports Sports Club Information System (ASCIS), analyzing the transition from a manual to an automated system for managing the club's weekly newsletter. The report outlines the project's approach, advocating for Agile methodology due to its flexibility and suitability for human-interface-driven requirements. It delves into both functional and non-functional system requirements, encompassing registration, authentication, database management, and compatibility. A cost-benefit analysis is presented, demonstrating the project's financial viability with a positive NPV and ROI. The report further includes a work breakdown structure and Gantt chart, illustrating the project schedule. Finally, it discusses stakeholder identification, investigation techniques, and conclusions, highlighting the effectiveness of Agile methodology and the importance of budget and time management using expert review meetings, control techniques, and questionnaire-wise interviews.

COIT 20248: Information Systems Analysis and
Design
Term 2, 2017
Assessment 1 - Systems Development
Lecturer: Lecturer Name
Tutor: Tutor Name
Prepared by:
Student Name
Student Number

Table of Contents
List of Tables
Table 1: Cost Benefit Analysis – the new ASCIS.................................................................................5
List of Figures
FIGURE 1: WBS – the new ASCIS.........................................................................................................7
FIGURE 2: Gantt chart – the new ASCIS..............................................................................................7

1. Introduction
The aim for developing this report is to analyse the difference between the required
functions at the famous sports club (Allsprts Sports Club) and the present system being
used for maintaining the tradition of publishing weekly newsletter every Wednesday
and then develop a new automated system to bridge the gap.
To do so, ASC club owner has awarded the consultancy contract to HighVoltage
Information Services with the expectation of developing the new information system for
ASC, which shall be known as ASCIS (Allsports Sports Club Information System) for
smooth releasing of weekly newsletter without any technical error and delay.
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2. Approach to Systems Development
2.1. How to modify currently using ASC system
Currently in ASC, the releasing of weekly newsletter is being supervised by the club
president and it is his responsibility to nominate a new editor every week from the
members of the club to look after and coordinate between different agencies and
members for collecting the 10 number of articles and 5 number of advertisements
which are scheduled to be released with this newsletter. Since the newsletter is being
published to promote the sports activities, so members are encouraged to write articles
on the sports activities performed. Moreover, the club being so famous, it has around
few thousands of club members. So the club president faces very difficulty with the
currently available system to maintain such activity like:
Club president finds very much difficulty in keeping track of members who has
not yet been nominated as editor yet
Keeping track of the members who has not yet reviewed any article
Keeping track of the subject wise articles and advertisement manually, and
publish them accordingly
So, in all such situations club president need to devote his maximum time in
maintaining the system but still the releasing got delayed on many occasions. So, in
current situation Agile methodology of developing the system would be the best
approach to design and develop an automated system in current condition.
2.2. Why the above choice
Since in current case, at ASC the requirement of the system is purely based on the
human interfaces, so wherever the people related flow of information is there, Agile fits
the best for the case (Harned, 2015). This methodology is so useful for this condition
that by its use various advantages could happen to the system, like:
The system could be effective yet transparent
The system can manage large database to provide the required analysis and
report
The system can be automated an the required information related to follow-up
can be sent on its own to the registered users
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3. Systems Requirements
3.1. Functional requirements: Primary
The primary required functions of the system are:
One time Registration: the system must demand for the first time registration to
allow its user to access the files.
Passwords for authentication: always the window shall ask for the password
provided at the time of registration to protect the personal data from any attack,
so that only the authentic user can enter the system.
Secret questions for password recovery: the system must store the user wise
secret questions to allow them the recovery of passwords if forgotten.
E-Notifications for pending actions: the system must send all the follow-up
notification online as per the scheduled task entered by administrator of the
system
Manage whole database at ease: managing database for many thousand
members and then sort them and group their articles and also the
advertisements should be done by the automated software
Maintain unique format for releasing newsletter: few unique formats for
releasing the newsletter must be stored in the system which can be used by
users for releasing newsletter with different get up whenever required
Maintain proper group of article and advertisement as per their subject: the
automated system must also show the groups and the number of articles in the
group
Must be accessible: database must be accessible from all corners
Release e-newsletter: once the newsletter is ready in all prospects, it should get
released immediately or Wednesday, whichever is earlier.
3.2. Non-Functional requirements:
The non-functional requirements are:
Compatible with almost all hardware and operating systems: it must be
compatible with all OS and systems
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Easy to operate: pages must be easy to operate by users, so that they should not
face any issue while surfing.
Strong firewalls: must be provided to prevent theft of personal data from the
system.
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4. Project Cost Benefit Analysis
Cost benefit analysis is the technique used to compare the investment expenditures and
the profit or benefits which are expected from the project (Betterevaluation, 2017). The
factors which are taken as input are:
Expenditure (One time): Project Budget = $ 60,000
Maintenance Expenditure = $ 14,400 ($1200 / m X 12)
Administration cost = $ 1,200 ($100 / m X 12)
Benefits:
Reduce staff = $ 24,000 ($2000 / m X 12)
Increase salary = $ 12,000 ($1000 / m X 12)
Total benefits = $ 36,000
Let us study the output of entering the values in excel sheet loaded with formula:
New ASCIS
Cost-Benefir Analysis
0 1 2 3 4 5 TOTALS
Net cost benefit -$ 27,000$ 36,000$ 36,000$ 36,000$ 36,000$
Discount Rate 6% 100% 94.34% 89.00% 83.96% 79.21% 74.73%
Pv Of Benefits -$ 25,472$ 32,040$ 30,226$ 28,515$ 26,901$
NPV of all BENEFITS $0 25,472$ 57,512$ 87,738$ 116,253$ 143,155$ 143,155$
One Time Costs 60,000$
Maintenance Cost -$ 10,800$ 14,400$ 14,400$ 14,400$ 14,400$
Administration Cost -$ 950$ 1,200$ 1,200$ 1,200$ 1,200$
Discount Rate 6% 100% 94.34% 89.00% 83.96% 79.21% 74.73%
Pv Of Recurring Costs -$ 11,085$ 13,884$ 13,098$ 12,357$ 11,657$
NPV Of All Costs 60,000 71,085$ 84,969$ 98,067$ 110,424$ 122,081$ 122,081$
Overall NPV 21,074$
Overall ROI = (Overall NPV / NPV Of All Costs) = 17.26%
Break-Even Analysis
Yearly NPV Cash Flow -$ 14,387$ 18,156$ 17,128$ 16,159$ 15,244$
Overall NPV Cash Flow 60,000$ (45,613)$ (27,457)$ (10,329)$ 5,830$ 21,074$
Project break-even occurs between the year 3 and 4
Use 1st year of positive cash flow to calculate break-even fraction(16,159 - 5,830) / 16,159 = 0.64
Actual Break even at 3.64 years
Year of Project
Table 1: Cost Benefit Analysis – the new ASCIS
According to the developed sheet of cost benefit analysis, it can be observed that the
NPV (net present value) which should be positive for any good option of investment is $
21,074, then the ROI (return on investment) is also should be positive for good
investment and is +17.26% and the last parameter, that is pay-back period should be
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the least one and it is 3.64 years, so after that profit will start generating from the new
ASCIS project.
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5. Project Schedule
FIGURE 1: WBS – the new ASCIS
FIGURE 2: Gantt chart – the new ASCIS
Work Breakdown Structure is the technique used to breakdown the scope of work in
hierarchical manner up to the last level which can be controlled easily
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(Workbreakdownstructure, 2017). Then the activity comes the development of
schedule which can be developed by providing proper relationship between the task
and WBS too. It is a tool used to show the scope of work distributed throughout the
span of time or the total project duration (Tomsplanner, 2017). The duration is
determined by the critical path of the project.
As per the above developed WBS and Gantt chart, it can be observed that the overall
project duration is 66 net working days, with start date on 28th Aug 2017 and end date
on 27th Nov 2017 and only two activities are out of the critical path. So the schedule is
very tight but still achievable provided all the stages are cross checked properly.
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6. System Information Requirement Investigation Techniques
6.1. Stakeholder’s List:
Person who can affect the project or the person who gets affected dur to the project
both re known as the stakeholders (Markwell, 2010). Stakeholders can be divided in
many categories, but for the simplicity here we can divide in two main types, these are
internal and external. The lists are:
Internal: External:
Owner – ASC Consultant – ASC
Board of Directors – ASC Competitors of ASC
Club president - ASC Locals around the club
Members – ASC Local authorities
Staffs
6.2. Investigation Techniques:
Three best techniques are:
Expert’s review meeting: this technique utilises the hard-core experience of
many experts by engaging meetings whenever required as per the schedule or
any emergency issues
Control techniques: this technique uses much computer software to develop the
status and delays in the progress of developing the system. The system allows
users to see and predict the future of the project
Questionnaire wise Interview: this technique can be used by the help of one
expert only, they can prepare the questions on the basis of current requirement.
6.3. Usefulness of the techniques:
Usefulness of the selected techniques is:
Expert’s review meeting: in current situation, this technique can be used but
shall be of bit expensive matter as there are no in-house experts who can
contribute in the meeting
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Control techniques: for controlling the current situation of system development,
and keep track of the progress and trend this technique is very much useful for
measuring the progress vs. issues at each stage.
Questionnaire wise Interview: this is the best technique and useful in this
scenario where there is no or very limited experience present in-house in ASC, so
this method can be proven as the cheaper one too.
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7. Reflections and Conclusions
7.1. Achievement and Constraints
The great thing in the report analysis is the methodology selected for developing the
system, in current condition Agile stands to be the best suitable approach moreover the
drawback of agile software can be controlled by the investigation techniques which are
the best way to utilise the methodology for developing the desired system
In the whole report, the only constraints seems to be the budget, because it is again a
drawback of using Agile approach, but it can be controlled well by the use of above
discussed investigation techniques.
7.2. Conclusions
Now it can be concluded that the development of automated system can be done with
the perfection and user’s requirement using the Agile methodology and the constraints
of budget and time should always be kept eye on to check the direction of progress and
issues by using above stated investigation techniques.
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