COIT20248 Information Systems Analysis and Design Systems Development

This report presents a system design and development plan for UNICEF Child Care, addressing issues in their current manual processes. It proposes a new automated system with features like a user portal, automated order system, and improved customer care. The report selects prototyping as the most suitable systems development methodology and includes a cost-benefit analysis, project schedule (Gantt chart and work breakdown structure), and system information requirement investigation techniques. The project aims to improve transparency, reduce resource wastage, and enhance customer service within a defined budget and timeline. The report concludes with reflections on project management and system analysis learning.

COIT 20248: Information Systems Analysis and Design
Term 3, 2017
Assessment 1 - Systems Development
Lecturer: Lecturer Name
Tutor: Tutor Name
Prepared by:
Student Name
Student Number

Table of Contents
1. Introduction.......................................................................................................................................1
2. Approach to Systems Development..................................................................................................2
3. Systems Requirements......................................................................................................................3
4. Project Cost Benefit Analysis.............................................................................................................4
5. Project Schedule................................................................................................................................6
6. System Information Requirement Investigation Techniques.............................................................8
7. Reflections and Conclusions..............................................................................................................9
8. References.......................................................................................................................................10

1. Introduction
UNICEF Child Care is an Australia based organization that provides food, education and
residence to the native children. In order to receive their services, the parents of the
children needs to register them in the organization and make suitable payments for bearing
the costs of their children’s residence at the child care. The main problem with the current
system is that all the registration and payment processes are conducted manually (Wasson
2015). Due to the manual processes, there are several issues as well as errors occurring in
the system. The issues include no payment invoice provided to the parents, lack of timely
inventory update and hence wastage of resources, non-availability of customer care
correspondents many of the times and others. Hence, in order to solve these issues and
develop more transparency in the system, UNICEF Child Care has decided to initiate a
project and develop a new automated system.
In this report, the project has been analysed and a suitable system development plan has
been developed along with projected schedule and cost benefit from the project.
Based on the requirements of the system proposed by UNICEF Child Care, the set of
objectives of the project is listed as follows.
 To analyse existing issues faced by UNICEF Child Care
 To propose a new system that will solve the identified issues
 To choose a systems development methodology most suited for the proposed
information system
 To develop a portal in the system in which users can create personal profiles and
manage their accounts including registering their children for service, making
payments for their children’s care and others
 To redesign the customer care system in order to make it more responsive to the
customers’ calls
 To complete the entire project within the pre set deadline and budget
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2. Approach to Systems Development
Systems Development Approach is a chosen development method that is applicable for the
gradual development of a system. Some of the most popular systems development methods
include Agile, Waterfall, Prototyping, RAD (Rapid Application Development) and others.
Generally, a particular approach is selected based on the requirements of the system
(Richey and Klein 2014). For instance, when the system requires only one particular feature,
RAD may be selected whereas a system with a number of different systems requires
prototyping approach.
Before selecting a systems development approach, the requirements of the proposed
system are analysed as follows.
New Automated Customer Care – One of the main problems faced by UNICEF is that the
customer care personnel are not present in their workstations 24 hours. As a result, they
often miss some important calls made by the customers. Furthermore, during high influx of
customer calls, it is not possible for a customer care person to attend multiple calls at the
same time (Vezzoli et al. 2015). Hence, in the new system, it has been proposed to develop
an online chat system where the customers can directly interact with the customer support
through text messages. Furthermore, if the customer care personnel are not present at a
certain time, the customers will be able to send an email to the customer care, which will be
duly followed up and addressed at the earliest.
User Profile and Business Portal – In order to develop the online chat system as well as the
other proposed features, a new business portal needs to be created. This portal will be
accessible by both UNICEF and the customers. The customers will be able to create their
own profiles in the portal and will be able to perform a host of activities including chat with
customer care, make payments for their children’s expenses, download payment invoices
and others.
Automated Order for Supplies – Wastage of supplies is a common problem for UNICEF due
to lack of proper update of inventory. In the current system, there is no automated update
system and based on estimations only, the bulk orders are sent to the suppliers after each
admission season. As a result, there is often of food as well as resources if the admission
count does not reach the estimated amount (Laudon and Laudon 2016). The proposed
system will be able to send orders to the suppliers automatically when new registrations are
done. After a certain interval of time, number of new registrations will be calculated and
then the order will be sent automatically. This process will prevent the wastage of supplies,
resources and also time.
In order to implement all these features within one system, the most suitable systems
development method will be prototyping. The advantages of the use of prototyping in this
system development are as follows.
i. Prototyping will allow the developer to develop the system prototype and test it to
determine all the installed features work together successfully or not.
ii. If other systems development methods like agile or waterfall are used, they will
consume a huge amount of time for the completion of development of the proposed
system consisting of all the features (Valacich, George and Hoffer 2014). This will also
significantly increase the cost and time needed for the project.
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3. Systems Requirements
There are a number of functional and non-functional requirements of the project that must
be fulfilled at the end of the project. These requirements are listed in the following table.
Functional
Requirement
Feature / Function Non-Functional
Requirement
Feature / Function
User Profile Personal profile for
users, option to
make online
payment and
download digital
invoice
Central Database
Server
Store and manage
customer data,
profile, payment
records, etc.
Customer Chat
System
Ability of the
customer care
person to handle
multiple customers
at the same time,
offline query support
Secure Payment
System
Security for
customer
information and
details during online
payments
Automated Order Automatic ordering
of supplies based on
number of
registrations
Accessibility Accessibility from
different devices and
web browsers
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4. Project Cost Benefit Analysis
Project cost benefit analysis is a process by which the estimated profit margin gained as a
result of the project executed is determined. The cost benefit is generally determined by
calculating average annual expenses as well as expecting amounts of profits that can be
gathered from the system (Schwalbe 2015). For this project, the cost benefit analysis results
are shown in the following tables.
Cost Benefit Analysis for UNICEF Child Care
Hardware $ 50,000.00
Software $ 100,000.00
Development team salaries $ 60,000.00
Training $ 15,000.00
Total Development Cost $ 225,000.00
Maintenance $ 6,000.00
Changes $ 9,000.00
Operational Labor $ 20,000.00
Total Operational Cost $ 35,000.00
Approximate salary savings $ 54,000.00
Reduced Food Wastage $ 60,000.00
Total Benefit $ 114,000.00
Discount Rate Used 6.00%
Table 1: Cost Analysis Inputs
Project Cost-
Benefit
Analysis
Analysis
Variables:
Discount
Rate Used 6.00%
Annual
Benefits
$
114,00
0.00
Annual
Operational
Costs
$
35,000
.00
One-Time
Development
Cost
$
225,00
0.00
Year of
Project
0 1 2 3 4 5
TOTAL
S
Economic
Benefit $0.00
$
114,000
.00
$
114,000
.00
$
114,000.
00
$
114,000
.00
$
114,000
.00
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Discount Rate
1.000
0 0.9434 0.8900 0.8396 0.7921 0.7473
PV of Benefits $0.00
$107,54
7.17
$101,45
9.59
$95,716.
60
$90,298
.68
$85,187
.43
NPV of all
BENEFITS $0.00
$
107,547
.17
$
209,006
.76
$
304,723.
36
$
395,022
.04
$
480,209
.47
$
480,20
9.47
One-Time
COSTS
$(225,
000.0
0)
Recurring
Costs $0.00
$
(35,000.
00)
$
(35,000.
00)
$
(35,000.
00)
$
(35,000.
00)
$
(35,000
.00)
Discount Rate
1.000
0 0.9434 0.8900 0.8396 0.7921 0.7473
PV of
Recurring
Costs $0.00
$
(33,018.
87)
$
(31,149.
88)
$
(29,386.
67)
$
(27,723.
28)
$
(26,154
.04)
NPV of all
COSTS
$(225,
000.0
0)
$
(258,01
8.87)
$
(289,16
8.74)
$
(318,555
.42)
$
(346,27
8.70)
$
(372,43
2.73)
$
(372,43
2.73)
Overall NPV
$
107,77
6.74
Overall ROI
0.2894
Table 2: Cost Benefit Analysis
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5. Project Schedule
The project schedule is shown in the following Gantt chart.
Figure 1: Gantt Chart of the Project
(Source: Created by Author)
Page 6

Figure 2: Work Breakdown Structure of the Project
(Source: Created by Author)
The above two images represent the Gantt chart and work breakdown structure of the project.
While the Gantt chart represents the estimated time schedule of the project, the work breakdown
structure represents all the work packages of the project arranged in specific pattern and in the
respective work phases (Harrison and Lock 2017). The relationship between the two is that work
breakdown structure can be used to develop the project schedule as shown in the Gantt chart.
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6. System Information Requirement Investigation Techniques
The identified list of stakeholders is provided in the following table.
Name of the Stakeholder Stakeholder Designation Stakeholder Role
Smith Project Manager Manage, control, change,
supervise project
Sam Finance Manager Management of project fund
and allocation of funds to
project team
Johnson IT Manager Identify IT issues, report to
the developer for new
development requirements
Clarke Developer Development of proposed
information system including
all the features as required
Hughes System Tester and Training
Manager
Test the system and train the
company employees to use
the system efficiently
System investigation techniques are deployed by an organization to receive feedbacks and
determine whether the newly developed and implemented system is running as per the
requirements and whether there are errors in the system. Some of the common
investigation techniques that can be utilized by UNICEF for system investigation are as
follows.
Direct Monitoring – This is to be accomplished by monitoring the activities of the
employees working on the newly developed system. By direct monitoring, the issues can be
identified easily and then suitable feedbacks will be requested from the employees.
Questionnaire Survey / Interview – An alternative to the monitoring process is the
questionnaire / interview process in which, the employees are first asked to work on the
system and identify the problems and issues (Eason 2014). Then a questionnaire survey or
personal interview is conducted to gather the feedbacks from the employees regarding the
issues.
Documentation Analysis – Finally, the last recommended technique is to analyse the project
documentation prepared throughout the course of the project. Sometimes, the errors can
be identified from the document itself and if the case is so, suitable measures must be taken
to address the errors immediately.
There are also other available investigation methods but these three have been chosen as
they are the most suitable for the company owing its size and system requirements (Sligo et
al. 2017). For the newly proposed system, these chosen system investigation techniques can
be very effective for data collection and analysis for addressing the problems and issues.
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7. Reflections and Conclusions
This project has been instrumental in my learning of project management and system
analysis and design. I have learnt to identify the issues that need to be addressed through a
project and develop a project plan accordingly. I have also learnt about choosing a particular
system development methodology that is most suitable for a particular project.
In this project report, a system design and development plan has been developed for
UNICEF Child Care. For meeting the requirements of the project, prototyping method has
been selected and accordingly, a suitable timeline and cost benefit analysis have been
provided. Furthermore, three system investigation techniques have been suggested for
future management of the newly developed system.
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8. References
Buede, D.M. and Miller, W.D., 2016. The engineering design of systems: models and
methods. John Wiley & Sons.
Coronel, C. and Morris, S., 2016. Database systems: design, implementation, &
management. Cengage Learning.
Eason, K.D., 2014. Information technology and organisational change. CRC Press.
Harrison, F. and Lock, D., 2017. Advanced project management: a structured approach.
Routledge.
Laudon, K.C. and Laudon, J.P., 2016. Management information system. Pearson Education
India.
Power, D.J., Sharda, R. and Burstein, F., 2015. Decision support systems. John Wiley & Sons,
Ltd.
Richey, R.C. and Klein, J.D., 2014. Design and development research. In Handbook of
research on educational communications and technology (pp. 141-150). Springer, New York,
NY.
Romiszowski, A.J., 2016. Designing instructional systems: Decision making in course planning
and curriculum design. Routledge.
Schwalbe, K., 2015. Information technology project management. Cengage Learning.
Sligo, J., Gauld, R., Roberts, V. and Villa, L., 2017. A literature review for large-scale health
information system project planning, implementation and evaluation. International journal
of medical informatics, 97, pp.86-97.
Valacich, J., George, J. and Hoffer, J., 2014. Essentials of systems analysis and design.
Prentice Hall Press.
Vezzoli, C., Ceschin, F. and Diehl, J.C., 2015. Sustainable Product-Service System Design
applied to Distributed Renewable Energy fostering the goal of sustainable energy for
all. Journal of Cleaner Production, 97, pp.134-136.
Wasson, C.S., 2015. System engineering analysis, design, and development: Concepts,
principles, and practices. John Wiley & Sons.
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