ISY00243 Southern Cross University: New System Implementation

This case study focuses on the implementation of a new information system for "You Can Fit In," a fitness center company planning to expand with a new "Supercentre." The project involves integrating new services, online access for members, and advanced data management capabilities. The study covers initial investigations, including background information, organizational structure, and additional business functions. It details the functions of the new system, a system vision document outlining design constraints, system requirements, and user requirements. The project plan includes task breakdowns, Gantt charts, PERT/CPM analysis, risk assessment, cost-benefit analysis, and recommendations for fact-finding techniques such as interviews and questionnaires to gather data from staff members. The project aims to enhance business operations, attract more tourists, and provide customizable training programs and progress reports.

0PROJECT BASED ON IMPLEMENTATION OF NEW SYSTEM
Project based on Implementation of New System
Name of the Student
Name of the University
Author’s note

1PROJECT BASED ON IMPLEMENTATION OF NEW SYSTEM
Table of Contents
Activity 1.........................................................................................................................................3
1. Part A: Initial Investigation.........................................................................................................3
1.1 Background Information of You Can Fit In..........................................................................3
1.2 Organisational Chart for the You Can Fit In Business..........................................................3
1.3 Additional Business Functions that would be handled by the new System..........................4
Activity 2.........................................................................................................................................4
1. Part A: Initial Investigation.........................................................................................................4
1.1 Functions Implemented by the New System.........................................................................4
1.2 System Vision Document......................................................................................................5
Activity 3.........................................................................................................................................7
Activity 4.......................................................................................................................................12
1.1 Different Risks within Implementation of Project...............................................................12
1.2 Benefits from the Implementation of the New System.......................................................16
1.3 Expected Costs of the New System.....................................................................................16
1.4 Risk and Cost Benefit Analysis...........................................................................................17
1.5 Assumptions of the Deliverables of the New System.........................................................19
1.6 Recommendation Plan based on the Present Business Case...............................................19
Activity 5.......................................................................................................................................20
1. Fact Finding Techniques........................................................................................................20

2PROJECT BASED ON IMPLEMENTATION OF NEW SYSTEM
2. Identification of Staff Members.............................................................................................20
3. Questionnaire for each Staff Member....................................................................................20
4. Recommendations for Fact-Finding Techniques...................................................................21
Bibliography..................................................................................................................................22
Appendices....................................................................................................................................24

3PROJECT BASED ON IMPLEMENTATION OF NEW SYSTEM
Activity 1
1. Part A: Initial Investigation
1.1 Background Information of You Can Fit In
You Can Fit In is a typical company who own and operate different fitness centres
within various cities of NSW and Victoria. The company has been performing better. Based on
their current scenario, the company has been planning for an expansion based on opening a
“Supercentre”. With the expansion of the supercentre, the company would plan for including
new services and products. The company also plans for an inclusion of online access for their
members in order to provide them with customized mode of training programs and reports based
on progress of the work within the company. The company also plans for providing additional
data management capacities with the inclusion of an advanced information system based on their
new set of operations.
1.2 Organisational Chart for the You Can Fit In Business
(Fig 1: Organisational Chart of You Can Fit In Business)

4PROJECT BASED ON IMPLEMENTATION OF NEW SYSTEM
(Source: Created by Author)
1.3 Additional Business Functions that would be handled by the new System
The current business centre focuses on the employment of common job functions such as
front desk welcoming, handling of stores and stocks, various classes on yoga, swimming and
aerobics. The new supercentre would be able to implement latest features and amenities for their
customers. This would include a child care unit that would provide special kind of programs for
different age groups. The CEO of the organisation also plans to provide customizable training
programs and various progress reports that would be able to measure the progress of the business
at certain time intervals. The existing business unit currently employs OnAllAccounts, which is a
popular form of accounting package that is able to manage the payables, receivables and a
general ledger. The lists of the members within the business are mainly handled with software
systems of Microsoft such as Word and Excel.
The new supercentre would be able to provide an information system that would have an
online presence. This information system would also have additional capabilities based on data
management. The new supercentre would also include special features that would have the
capability of attracting more tourists and catering to their needs.
Activity 2
1. Part A: Initial Investigation
1.1 Functions Implemented by the New System
The new supercentre of You Can Fit In would include different kinds of functionalities.
The supercentre business would also incorporate different forms of fitness wearables that would
fit for the needs of the new customers. These different wearables would be able to capture and

5PROJECT BASED ON IMPLEMENTATION OF NEW SYSTEM
thus monitor different parameters such as the heart rate of different individuals. Thus these
devices would also be able to enhance the business offerings. The supercentre business would be
able to incorporate different levels of membership for their customers. The business is mainly
based for tourists and hence they would include such kinds of amenities such as new kinds of
equipment. These would be able to satisfy the needs of the visitors and thus be the primary centre
of attraction.
1.2 System Vision Document
1. Introduction
a. Overview – The new information system that would be implemented within You Can
Fit In business would include the basic operations. They would also include some additional
facilities, which would help in facilitating the business of the organisation.
b. Purpose - The primary purpose of the new information system would be to facilitate
the business with new kinds of operations. This would ensure the profitability of the business and
also provide new operations for the customers.
2. Design Constraints and Considerations
a. Assumptions / dependencies:
i. The entire set of communications occurring within the project should be performed
over a local area network (LAN).
ii. The machines that would be making use of the information systems should make use
of Microsoft Windows Operating Systems. This would help the customers to connect within a
common framework.

6PROJECT BASED ON IMPLEMENTATION OF NEW SYSTEM
iii. There would be a high level of dependency on the different kinds of backend servers.
These would be able to scale the amount of transactions on an hourly basis.
b. Design Drivers:
i. Meeting with the expectation of the customers would require to set up of low price of
development tools. This would eventually be helpful to design a better system.
ii. The expectation of the customers would be met by making use of client-side technology.
These would eventually support the roles of users.
3. System Requirements and Supporting Features
a. Desired system features table:
Feature Rationale
Open Access to Database The user has highly invested within a particular DBMS
technology. The system would communicate within the
existing infrastructure.
Thin form of Client Browser
Access
The user would be familiar with the interface of web
browser and should be able to make use of the interface
wherever it would be possible.

7PROJECT BASED ON IMPLEMENTATION OF NEW SYSTEM
b. User Requirements / system features table:
User Requirement Supporting Feature(s)
Ease of Usage The thin form of client approach would help
the users to make use of any standard web
browser in order to perform of system
functions.
Use of existing infrastructure The use of open database access API would be
helpful for the interaction of the users with the
existing servers of database.
Use of Secured Encrypted System Secured encrypted systems and various
encryption techniques should be included
within the system to provide secured services.
Activity 3
1. Tasks with their durations
Outline Number Task Name Duration
0 You Can Fit In Implementation of Information System 22 days
1 Start 0 days

8PROJECT BASED ON IMPLEMENTATION OF NEW SYSTEM
Outline Number Task Name Duration
2 Meeting with Fitness Centre Managers 3 days
3 Conducting Interviews 6 days
4 Review of Company Records 4 days
5 Observing Business Operations 9 days
6 Analysis Study 3 days
6.1 Analysis of OnAllAccounts Accounting Software 3 days
6.2 Studying of Samples of Transactions 3 days
7 Report Preparation 1 day
8 Stop 0 days
2. Identification of Dependencies and Indication of Predecessor Tasks
Outline Number Task Name Predecessors
0
You Can Fit In Implementation of
Information System
1 Start
2 Meeting with Fitness Centre Managers 1

9PROJECT BASED ON IMPLEMENTATION OF NEW SYSTEM
Outline Number Task Name Predecessors
3 Conducting Interviews 2
4 Review of Company Records 3
5 Observing Business Operations 3
6 Analysis Study
6.1
Analysis of OnAllAccounts Accounting
Software
4,5
6.2 Studying of Samples of Transactions 4,5
7 Report Preparation 7,8
8 Stop 9

10PROJECT BASED ON IMPLEMENTATION OF NEW SYSTEM
3. Construction of Gantt chart
ID Outline
Number
Task
Mode
Task Name Duration Start Finish
0 0 You Can Fit In
Implementation
of Information
System
22 days Tue
04-12-18
Wed
02-01-19
1 1 Start 0 days Tue 04-12-18Tue 04-12-18
2 2 Meeting with
Fitness Centre
Managers
3 days Tue
04-12-18
Thu
06-12-18
3 3 Conducting
Interviews
6 days Fri 07-12-18 Fri 14-12-18
4 4 Review of
Company
Records
4 days Mon
17-12-18
Thu
20-12-18
5 5 Observing
Business
Operations
9 days Mon
17-12-18
Thu
27-12-18
6 6 Analysis Study 3 days Fri 28-12-18 Tue 01-01-19
7 6.1 Analysis of
OnAllAccounts
Accounting
Software
3 days Fri 28-12-18 Tue
01-01-19
8 6.2 Studying of
Samples of
Transactions
3 days Fri 28-12-18 Tue
01-01-19
9 7 Report Preparation1 day Wed 02-01-19Wed 02-01-19
10 8 Stop 0 days Wed 02-01-19Wed 02-01-19
04-12
02-01
T S W S T F M T S W S T F M
26 Nov '18 03 Dec '18 10 Dec '18 17 Dec '18 24 Dec '18 31 Dec '18 07 Jan '19
(Fig 2: Gantt chart)
(Source: Created by Author)

11PROJECT BASED ON IMPLEMENTATION OF NEW SYSTEM
4. Identification of PERT/CPM chart in the software
Analysis Study
04-12-18 04-12-18
Dur: 0 days Slack: 0 days
04-12-18 04-12-18
04-12-18 06-12-18
Dur: 3 days Slack: 0 days
04-12-18 06-12-18
07-12-18 14-12-18
Dur: 6 days Slack: 0 days
07-12-18 14-12-18
17-12-18 20-12-18
Dur: 4 days Slack: 5 days
24-12-18 27-12-18
17-12-18 27-12-18
Dur: 9 days Slack: 0 days
17-12-18 27-12-18
28-12-18 01-01-19
Dur: 3 days Slack: 0 days
28-12-18 01-01-19
28-12-18 01-01-19
Dur: 3 days Slack: 0 days
28-12-18 01-01-19
02-01-19 02-01-19
Dur: 1 day Slack: 0 days
02-01-19 02-01-19
02-01-19 02-01-19
Dur: 0 days Slack: 0 days
02-01-19 02-01-19
Start Meeting with Fitness
Centre Managers Conducting Interviews Review of Company
Records
Observing Business
Operations
Analysis of
OnAllAccounts
Accounting Software
Studying of Samples of
Transactions
Report Preparation Stop
(Fig 3: PERT/CPM chart)
(Source: Created by Author)
5. Determination of Overall Project Duration
The total duration of the project is 22 days.
6. Inclusion of overall duration and critical path
The overall duration of the project is 22 days.

12PROJECT BASED ON IMPLEMENTATION OF NEW SYSTEM
Under Critical Path we include – Meeting with Fitness Centre Managers, Conducting
Interviews, Observing business, Analysis of OnAllAccounts Accounting software, studying of
samples and Report Preparation.

13PROJECT BASED ON IMPLEMENTATION OF NEW SYSTEM
Activity 4
1.1 Different Risks within Implementation of Project
With the implementation of the new information system within the supercentre business, it could be discussed that there would be different
kinds of risks that would be incurred within the project. The following kinds of risks that have the likeliness of occurrence are:
Risk ID Risk Name Risk Description Impact Likelihood
R1 Lack of Proper
Executive
Support
The concerned project team might lack the authority for
achieving the concerned objectives of the project. In these cases,
the support from the executive management would be
fundamental for the success of the project. There are some
executives who would disregard the communications made
during the project meetings. In some projects, there is a high
level of conflict among the stakeholders within the project that
leads to issues within the project at the executive level. This form
of conflict leads to disruption within the work of the project.
Moderate Moderately Likely
R2 Poor Scope
Requirements
The concerned project might face a general risk due to an error
with defining the scope of the project. Inaccurate form of
estimates made during the planning of the project might lead to
incurring of risks within the project. There also be several kinds
of dependencies that would impact the costs and schedule of
project. There could also be some form of activities that might
get missing within the definition of scope within the project.
Minor Highly Likely

14PROJECT BASED ON IMPLEMENTATION OF NEW SYSTEM
R3 Lack of Cost
Management
Strategies
With the progress of the project, there might be a fluctuation in
the estimated values of cost. This is due to the reason that during
the tenure of the project, there might be a rise or fall in the prices
of different products due to the changing scenario. This would
thus lead to inaccurate form of cost estimation during the
beginning of the project.
Moderate Moderately Likely
R4 Lack of Proper
Change
Management
Strategies
There might be different kinds of changes within the project that
would hence lead to rise of complexity and distraction of key
resources within the project. Different forms of changing request
would lead to conflict within various stakeholders. Large
numbers of change in the priority of change, would lead to the
perception that the projects might get failed. When the budget
and schedule are extended, the stakeholders might feel that the
project would miss their actual deadlines.
Minor Unlikely
R5 Poor mode of
Stakeholder
Management
In some cases of project, it has been seen that the stakeholders
within the project would ignore the communications made within
the project. This project might also incur such kinds of risks.
These stakeholders might develop inaccurate expectations within
the project. The turnover of the project might lead to disruptions
within the project. Any form of disagreement between issues
within the project and stakeholders might affect the project.
Moderate Unlikely

15PROJECT BASED ON IMPLEMENTATION OF NEW SYSTEM
R6 Lack of Proper
Communication
The requirements needed for the project might get misinterpreted
by the team members. This would lead to a gap within the
expectations, requirements and packages of work.
Moderate Moderately Likely
R7 Lack of Proper
Resources and
Dedicated
Team
When the project team would need acquisition for new skills
within the project, there might arise a risk that the productivity
might get low. Training would also be required for the project
members for providing them with full form of suitability.
Major Unlikely
R8 Lack of Proper
Technical
Architecture
There should be a proper planning of different processes based
on technical governance. The lack of a proper architecture would
lead to different forms of risks within the project. Low quality of
architecture would be able to put the project within a risk.
Major Highly likely
R9 Lack of Proper
Form of
Technical
Support
Low quality of technical components would be able to put major
risks within the project. Those technical components that could
not be scaled would not be able to meet the demands of
performance. Different forms of vulnerabilities within the
security measures within the project would be able to put
different forms of technical risks within the project. Crashing of
technical components within the project would also be the cause
of technical kind of risks within the project.
Moderate Moderately Likely
R10 Poor Form of
Integration
Support and
Improper
Various kinds of delay within the infrastructure of the project
would lead to risks within the concerned project. During the
development stages of the project, there might be a problem that
the product would fail to get integrated with the existing systems.
Major Moderately Likely

16PROJECT BASED ON IMPLEMENTATION OF NEW SYSTEM
Requirements There are other forms of environments based on testing that
might not be available, which might lead to risks within the
project. The risks that the product components would be failing
to integrate with each other would lead to serious forms of risks
within the project.
Impact
Major Moderate Minor
Likelihood
Highly Likely R6, R8 R2
Moderately Likely R10 R1, R3, R6, R9
Unlikely R7 R5 R4
(Fig 4: Risk Assessment Matrix)
(Source: Created by Author)

17PROJECT BASED ON IMPLEMENTATION OF NEW SYSTEM
1.2 Benefits from the Implementation of the New System
With the implementation of the new information system within the supercentre, the
different forms of anticipated benefits that could be delivered are:
High Mode of Communication – With the help of the new information system, the users
of such system would lead to instant messaging services. The new system plans to implement
social media service that would also be a great use for the active customers.
All-Time Availability – The new information system would be helpful for the businesses
to remain in touch with the customers. This would help the business in solving the needs of the
customers and would satisfy their needs.
Increased Productivity – The new systems would be helpful for the business for gaining
a competitive advantage in the market. This would help the organisation to lead their business.
1.3 Expected Costs of the New System
Outline Number Task Name Cost
0 Project $1,234.00
1 Start $0.00
2 Meeting with Fitness Centre Managers $150.00
3 Conducting Interviews $186.00
4 Review of Company Records $160.00
5 Observing Business Operations $159.00
6 Analysis Study $379.00
6.1 Analysis of OnAllAccounts Accounting
Software $186.00
6.2 Studying of Samples of Transactions $193.00
7 Report Preparation $200.00
8 Stop $0.00

18PROJECT BASED ON IMPLEMENTATION OF NEW SYSTEM
1.4 Risk and Cost Benefit Analysis
Cost-Benefit Analysis for Implementation of You Can Fit In Information System
Hardware $ -
Software $ -
Development team salaries $ 1,234.00
Training $ -
Total Development Cost $ 1,234.00
Approximate salary savings $ 500.00
Reduced operating cost $ 50.00
Total Benefit $ 550.00
Discount Rate Used 5.00%
Project Cost-Benefit
Analysis
Analysis Variables:
Discount Rate Used 5.00%
Annual Benefits
$
550.00
Annual Operational
Costs
$
-
One-Time
Development Cost
$
1,234.00
Year of
Project
0 1 2 3 4
Economic Benefit $0.00
$
550.00
$
550.00
$
550.00
$
550.00
Discount Rate 1.0000 0.9524 0.9070 0.8638 0.8227
PV of Benefits $0.00 $523.81 $498.87 $475.11 $452.49
NPV of all BENEFITS $0.00
$
523.81
$
1,022.68
$
1,497.79
$
1,950.27
One-Time COSTS
$
(1,234.00
)
Recurring Costs $0.00
$
-
$
-
$
-
$
-
Discount Rate 1.0000 0.9524 0.9070 0.8638 0.8227
PV of Recurring Costs $0.00
$
-
$
-
$
-
$
-

19PROJECT BASED ON IMPLEMENTATION OF NEW SYSTEM
NPV of all COSTS
$
(1,234.00
)
$
(1,234.00)
$
(1,234.00)
$
(1,234.00)
$
(1,234.00)
Overall NPV
Overall ROI
(Part 1)
Cost benefit analysis
Year 0
Year
1 Year 2
Year
3
Year
4
Year
5
Net economic benefit
$1,00
0 $1,000
$1,00
0
$1,00
0
$1,00
0
One time cost
($1,234
) $0 $0 $0 $0 $0
Recurring cost $0 $0 $0 $0 $0 $0
Net cash flow
($1,234
)
$1,00
0 $1,000
$1,00
0
$1,00
0
$1,00
0
Discount factors
Discount rate 6%
Year Index 0 1 2 3 4 5
Discount factor 1 0.94 0.89 0.84 0.79 0.75
Discounted flows
Cost
($1,234
) $0 $0 $0 $0 $0
Benefit $0 $943 $890 $840 $792 $747
Net
($1,234
) $943 $890 $840 $792 $747
Cumulative
($1,234
) ($291) $599
$1,43
9
$2,23
1
$2,97
8
Net present value $2,978
NPV in fraction 3.414
IRR 76%
Payback Analysis
Fraction Row - -
0.04151482
5 0.09 0.21 0.32
Partial years for negative cash
flow 0.04
Payback Period in Years 0.04
(Part 2)

20PROJECT BASED ON IMPLEMENTATION OF NEW SYSTEM
Since, the payback period is 0.04 year, therefore the project is feasible.
1.5 Assumptions of the Deliverables of the New System
With the implementation of the new systems, there could be several kinds of changes that
would be made within the business scenario. These new changes would help the business in
propagating their future perspectives. With the implementation of the strategies, the business
would be able to integrate much number of customers within a certain period of time. There is a
certain form of assumption that the future of the project would be focused on bringing new
customers within the supercentre business. The new information system would be able to
majorly satisfy to the current needs of the business and thus would also be able to provide much
advanced form of amenities to the people. This would eventually lead to the growth and
profitability of the business.
1.6 Recommendation Plan based on the Present Business Case
The proposed system would be able to provide a strong business case for the concerned
business. Based on the consideration of the report from the project, it could be recommended that
the project should include the new information systems for benefitting the business. Based on
focusing on the different understandings from the discussion of the top officials, it could be
recommended that the new system should include different security measures within the
information system. A secured information system would be able to prove the genuineness to
their users. Thus the customers would be able to use those systems and thus become loyal
customers for the business. The considerations from the understanding of the preliminary part of
the report would be helpful for proceeding with the working of the system. The project should be
undertaken under the proper guidance of technical experts and should also follow the appropriate
guidelines.

21PROJECT BASED ON IMPLEMENTATION OF NEW SYSTEM
Activity 5
1. Fact Finding Techniques
Some of the primary form of techniques based on finding of facts that could be
implemented within the new system are: Further Research on the project that is being made,
visiting of sites, observation of the working environment and providing of questionnaires.
2. Identification of Staff Members
Project Manager – The individual would be responsible for the completion of the
project within the proper deadlines. The person involved would also be responsible for the
healthy running of the project.
Process Consultant – The individual would have expert knowledge in relation with the
process. They would be responsible for providing education to the delivery team based on the
process. They have the primary responsibility of suggesting several improvements within the
current processes and thus maximizing the value within the business.
3. Questionnaire for each Staff Member
a. What are the primary challenges that are currently being faced during the designing of
the project?
b. What is the current style of communication and the challenges that are being faced
within communication within this project?
c. How would you ensure that the team would deliver results as per the expectations of
the customer?
d. What are the best practices that are used by you in order to develop excellent
relationship with customers?

22PROJECT BASED ON IMPLEMENTATION OF NEW SYSTEM
4. Recommendations for Fact-Finding Techniques
The different recommendations based on the techniques of fact-finding are:
 To revise the current plans and bring improvisation to the plans.
 To make use of latest forms of technologies in order to serve the customers in a better
way.
 To make use of better combination of procedures and methods in order to satisfy the
needs of the customers.

23PROJECT BASED ON IMPLEMENTATION OF NEW SYSTEM
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25PROJECT BASED ON IMPLEMENTATION OF NEW SYSTEM
Appendices
Interview Plans
The plans for interview would be performed based on the set of questions that would be
focused on the project manager and process consultant. The anticipated time for the interview
would be as per the suitability of both the staff members so as not to affect and interrupt their
quality of work.