COIT 20248: Information Systems Analysis and Design - ASCIS Report

This report analyzes the development of the Allsports Sports Club Information System (ASCIS), addressing the limitations of the existing system and proposing an automated solution. It begins with an introduction outlining the project's aim and objectives, followed by a justification for using the Agile methodology. The report details the system requirements, including functional and non-functional aspects. A cost-benefit analysis is presented, demonstrating the economic feasibility of the project. The project schedule, including a work breakdown structure and Gantt chart, is also provided. Furthermore, it includes stakeholder analysis and investigation techniques. The report concludes with reflections on the chosen approach and the project's overall achievability, highlighting the importance of close monitoring. References to relevant sources are also included.

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

Contents
1. Introduction.......................................................................................................................................1
2. Approach to Systems Development..................................................................................................2
Best approach to develop ASCIS........................................................................................................2
Justification for the approach............................................................................................................2
3. Systems Requirements......................................................................................................................4
Primary requirements from ASCIS:....................................................................................................4
Few non-functional requirements:....................................................................................................5
4. Project Cost Benefit Analysis (Watkins, 2017)..................................................................................6
Estimated benefits or profit from the project:..................................................................................6
One –time Expenditure:.....................................................................................................................6
Other expenditures like (maintenance cost):....................................................................................6
5. Project Schedule................................................................................................................................8
Stakeholders:...................................................................................................................................10
Investigation techniques:.................................................................................................................10
7. Reflections and Conclusions............................................................................................................12
8. References.......................................................................................................................................13
List of Tables
Table 1: Economic feasibility Analysis....................................................................................................6
List of Figures
FIGURE 1: Work Breakdown Structure – ASCIS development project...................................................8
FIGURE 2: Gantt chart – ASCIS development project.............................................................................8

1. Introduction
Aim of preparing this report is to conduct the analysis of existing information system of
present in Allsports Sports Club (ASC) to find the problems or issues currently club president
and other users are facing with the very limited software like word and spreadsheet. This
job is very difficult for the club president because this club has few thousands of members
registered in the club. Every week club president need to nominate a new member among
them to act as editor.
Objective of this report is to develop a system for handling such a big database and manage
it well as per the criteria or the wish of the members and users by choosing on suitable
methodology. The information system to be developed for ASC can be named as ASCIS.
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2. Approach to Systems Development
Best approach to develop ASCIS
At ASC, many outdoor games are being played by the members like athletics,
football and cricket. The club also has facility for indoors like table tennis. Club has
taken a policy to publish newsletter every week by Wednesday to promote its sports
activities being played there. Club president supervises the process of publication
and he need to nominate a new editor for the same among the few thousand
members. Then the editor need to follow-up and coordinate between the members
for getting the 10 articles and with advertisers to get 5 advertisements which are
required to be published with this newsletter. In doing so, users and club president
had to face many challenges like:
Maintain the list of many thousand members and to check who all
have not yet submitted the articles
Maintain the list and filter it in excel to find the pending members
who has not yet became editor at least once.
Maintaining the list of articles and advertisements with respect to
their subjects, so that weekly newsletter can be published with some
subject or theme for the week.
So, while maintaining all the above documents and doing timely follow-up for the
pending activities become very difficult for the editor and president. So they need to
develop an automated system for resolving the issues, and in such dynamic situation
I feel Agile as the best methodology which can be used to develop the ASCIS.
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Justification for the approach
The chosen approach (Agile methodology) is having the advantage of
performing the best in the situation where people related activities an feedback are
important for the development of the system (Lechler & Yang, 2017). In the
scenarios where continuous development is the condition, Agile is the best fit
methodology for the purpose. By using Agile methodology, we can get many
advantages like:
Agile can be the best fit to develop the system with continuous
development as per the stakeholder’s comments at the end of each
stage
This system can provide the solution along with the proper
transparency level
Maintaining the database and provide necessary information or
follow-up shall become very easy
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3. Systems Requirements
Primary requirements from ASCIS:
Few must require features in the system are:
Registration as first step to enter the system: it should be the mandatory step
to allow some user to enter the system, otherwise only the logo shall be
displayed on opening the web page
Proper authentication to further have log-in Ids for future communication:
this facility is required for further verification of users by using some OTP kind
of security features, so that none of the non-users can enter the system, it
can act as an additional security feature
System is required to be accessible from any location: the ASCIS must be
accessed from every part of earth, provided web connections are there. So
that the members need not to come at club to write, review and send their
articles
Must be able to maintain large database: this system should be capable of
maintaining huge database as per the requirement of the members.
Capable of doing regular follow-up: the database must be configured in such
a method that once some reminder is set as per the schedule of delivery it
can send online notification at user’s mobile numbers and e-mail ids
automatically.
Maintain same template of publications every week: the system must be
capable to store many templates with unique formats, so that the desired
template can be used for any week without developing the template.
Self-rearranging of articles and advertisements as per defined group: the
system must be capable to maintain all the information regarding articles and
advertisements as per their groups and sub groups.
Capable to always send notification to club president regarding the members
who have not yet registered their e-mail IDs: along with sending notifications
to members, it should also end notification to president regarding his area of
concerns.
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Few non-functional requirements:
Few non-functional requirements are:
Security of the system against cyber-attack: the firewalls and other security
systems suitable to work in any WLANs should be installed to prevent from
any attack
Easy to access and surf: the system need to be developed in such a format
that it can be easily understood by the users, this can motivate for its
maximum utilisation
Must be accessed from any PC or laptop irrespective of its operating system:
this feature must also be present so that users can access from their mobile
handsets too.
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4. Project Cost Benefit Analysis (Watkins, 2017)
Estimated benefits or profit from the project:
Reduction in Staff = $ 2000 / month
Increase profit = $ 1000 / month
One –time Expenditure:
Cost of developing software = $ 35,000
Manpower charges = $ 14,000 $ 60,000
Reserve for any contingency = $ 11,000
Other expenditures like (maintenance cost):
Maintenance expenditure = $ 1200 / month
Table 1: Economic feasibility Analysis
0 1 2 3 4 5 TOTALS
Net cost benefit -$ 24,000.00$ 36,000.00$ 36,000.00$ 36,000.00$ 36,000.00$
Discount Rate 6% 100% 94.34% 89.00% 83.96% 79.21% 74.73%
Pv Of Benefits -$ 22,641.51$ 32,039.87$ 30,226.29$ 28,515.37$ 26,901.29$
NPV of all BENEFITS $0 22,641.51$ 54,681.38$ 84,907.68$ 113,423.05$ 140,324.34$ 140,324.34$
One Time Costs 60,000.00$
Maintenance Cost -$ 9,600.00$ 14,400.00$ 14,400.00$ 14,400.00$ 14,400.00$
Discount Rate 6% 100% 94.34% 89.00% 83.96% 79.21% 74.73%
Pv Of Maintenance Costs -$ 9,056.60$ 12,815.95$ 12,090.52$ 11,406.15$ 10,760.52$
NPV Of All Costs 60,000 69,056.60$ 81,872.55$ 93,963.07$ 105,369.22$ 116,129.74$ 116,129.74$
Overall NPV 24,194.60$
Overall ROI = (Overall NPV / NPV Of All Costs) = 20.83%
Break-Even Analysis
Yearly NPV Cash Flow -$ 13,584.91$ 19,223.92$ 18,135.78$ 17,109.22$ 16,140.78$
Overall NPV Cash Flow 60,000.00$ (46,415.09)$ (27,191.17)$ (9,055.39)$ 8,053.83$ 24,194.60$
Project break-even occurs between the year 3 and 4
Use 1st year of positive cash flow to calculate break-even fraction 0.53
Actual Break even at 3.53 years
ASCIS development project
Economic Feasibility Analysis
Year of Project
(17,109.22-8053.83)/17,109.22 =
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Discussion: the economic feasibility is another name of cost benefit analysis, it is a
mathematical calculation technique used to develop the comparison between the
expenditures made to develop and implement the project and the profit or benefits
expected from the project. NPV stands for net present value which should be positive for
showing the good results, ROI stands for return on investment this should also be positive
and better than any other investment options and pay-back period is the time after which
the profit will start coming.
Recommendation: by looking at the cost benefit analysis sheet developed, the overall NPV is
$ 24,194, and ROI is 20.83% (simply brilliant figure) and pay-back period is between 3 to 4
years & to be exact it is 3.53 years. So the investment is highly recommended.
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5. Project Schedule
1. ASCIS
development
project
1.1. Conduct
initial activities
1.2. Conduct
Planning
activities
1.3. Execute the
project
1.4. Close the
project
1.1.1. Prepare case 1.2.1. Plan scope 1.3.1. Design the
system
1.3.2. Test the
System
1.3.3. Implement the
system
1.4.1. Handover the
system & provide
training
1.1.2. Prepare charter 1.2.2. Plan risk 1.3.1.1. Design the
interfaces 1.3.2.1. Trial run 1.3.3.1. Install softawre 1.4.2. Lessons learnt -
documentation
1.1.3. Gather
information 1.2.3. Plan cost 1.3.1.2. Design the
database
1.3.2.2. Run the
software
1.3.3.2. Develop and
submit user's manual
1.2.4. Plan quality 1.3.1.3. Program the
database
1.2.5. Plan overall
management
procedure
FIGURE 1: Work Breakdown Structure – ASCIS development project
FIGURE 2: Gantt chart – ASCIS development project
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Work Breakdown Structure is the hierarchical structure developed to divide the whole scope
of work in to some manageable pieces (Wrike, 2017). It becomes the base document for the
start of any planning document and on the basis of this the further scheduling is done. Gantt
chart is the technique of presenting the scope of work with respect to time
(ProjectManager, 2017).
As per the developed schedule it is observed that many activities are in critical path, so the
schedule and the critical path must be monitored very closely. The overall schedule duration
is 85 days with start on Sep 1, 2017 and end on Dec 28, 2017.
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6. System Information Requirement Investigation Techniques
Stakeholders:
The people or group or company who gets impacted by the changes in
project status or the happening in project or the vice versa that is the people who
can influence the project are known as stakeholders (Markwell, 2010). The
stakeholders can be subdivided into two main categories:
Internal:
Owner of the club
Board members of the club
President of the club
Members of the club
Staffs of the club
External:
Consultant
Competitors
Local authority
Future members who wish to join the club
Investigation techniques:
Three techniques are:
Review meeting: this technique uses the experts to discuss and find solution
for any issues which may arise at the time of system development to keep
the momentum in desired direction, because Agile has a tendency to divert
from the topic if not managed s every stages.
Individual interview: this technique can reduce the requirement of many
experts and need only one who can develop questions on the basis of
required information and ask or take feedback from many users individually.
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Project tracking techniques: this mathematical technique can be used, now
much such software is available in market to calculate the same. It is used to
predict the project future.
Usefulness of above techniques in ASCIS:
Review meeting: this technique is very much useful for the chosen
methodology of system development, as it can keep a close track of the
progress and any probable issues.
Individual interview: this technique is best for current situation where the
experts are very limited; none of the members have the similar background
experience.
Project tracking techniques: this technique can be useful to track the
progress of ASCIS development at every stage and compare against the
baseline schedule and cost.
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7. Reflections and Conclusions
After going through the whole reports and analysing the development system or procedure,
one achievement can be mentioned is the choice of the methodology and the techniques
being used to track the progress and always keep check on the direction of progress. But at
the same time budget may become constraints as per the chosen methodology if the close
monitoring of every stages is not performed, because it is the drawback of using Agile
methodology.
It is to conclude that, after analysing the whole condition and the way we are finalising to
develop the system is the best approach obtained and the schedule developed on the basis
of the scope requirement is achievable provided the critical path activities were monitored
very closely.
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8. References
Lechler, T & Yang, S 2017, 'Exploring the Role of Project Management in the Development of the
Academic Agile Software Discourse', Project Management Journal, vol 48, no. 1, pp. 3-18.
Markwell, S 2010, Identifying and managing internal and external stakeholder interests, viewed 22
August 2017, < HYPERLINK
"https://www.healthknowledge.org.uk/public-health-textbook/organisation-management/5b-
understanding-ofs/managing-internal-external-stakeholders"
https://www.healthknowledge.org.uk/public-health-textbook/organisation-management/5b-
understanding-ofs/managing-internal-external-stakeholders >.
ProjectManager 2017, What is a Gantt Chart?, viewed 22 August 2017, < HYPERLINK
"https://www.projectmanager.com/gantt-chart" https://www.projectmanager.com/gantt-chart >.
Watkins, T 2017, AN INTRODUCTION TO COST BENEFIT ANALYSIS, viewed 22 August 2017, <
HYPERLINK "http://www.sjsu.edu/faculty/watkins/cba.htm"
http://www.sjsu.edu/faculty/watkins/cba.htm >.
Wrike 2017, What is Work Breakdown Structure in Project Management? , viewed 22 August 2017, <
HYPERLINK "https://www.wrike.com/project-management-guide/faq/what-is-work-breakdown-
structure-in-project-management/" https://www.wrike.com/project-management-guide/faq/what-
is-work-breakdown-structure-in-project-management/ >.
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