Assignment 2: Office Automation System Development Project Proposal

This assignment presents a comprehensive project proposal for the development and implementation of an office automation system (OAS) for The ABC Corporation. The proposal outlines the system's technical aspects, including computer systems and local area networks, designed for a heterogeneous user base. It details the OAS's five sub-systems: electronic publishing, communication, collaboration, image processing, and office management, all integrated through a LAN. The report covers the system's analysis, design, and the application of the agile Software Development Lifecycle (SDLC) model. It also includes justification for system selection, descriptions of internal and external operating environments, and addresses the problems and opportunities associated with OAS implementation. Furthermore, the proposal provides insights into post-implementation activities, project management, risk management, and change management strategies, offering a complete overview of the system's development and deployment.

Running head: ASSIGNMENT 2
Assignment 2: Office Automation System
Development Project
Name of the Student
Name of the University
Author’s note

1ASSIGNMENT 2: OFFICE AUTOMATION SYSTEM DEVELOPMENT PROJECT
24th January, 2019
To,
The CEO,
The ABC Corporation
Subject: Proposal for Development of Office Automation System
Sir,
With due respect I want to inform you that this draft is created for showing how an
information system can be implemented and maintained in your organization. The proposed
information system is an office automation system. The system designed for heterogeneous use
population regarding the data processing skills and nature of the works done in your
organization. One terminal will be installed in every office that sums up to total thousand
terminals. The system will have two main technical aspect, one is computer system and the other
is local area network.
Sincerely,
<Signature>
<First and Last Name>
<Title within the Organization>

2ASSIGNMENT 2: OFFICE AUTOMATION SYSTEM DEVELOPMENT PROJECT
Executive Summary
The report reflects the proposal for implementing an office automation for The ABC
Corporation. The report provides a good idea of The ABC Corporation and the proposed
automation system. Then how the automation system will handle internal staff work had been
described in details. The report had also described how the external factors of the organization
can have a great impact in their work from this system. The report included the information of
using computer systems, network, application software and user acceptance can make
implementation of large scale system happen. Various project practice related information is also
available in this report, but completely based on the ABC’s automation system implementation.

3ASSIGNMENT 2: OFFICE AUTOMATION SYSTEM DEVELOPMENT PROJECT
Table of Contents
Introduction:....................................................................................................................................4
Description of Organization:...........................................................................................................5
Internal and External Operating Environments:..............................................................................6
Problem and Opportunity for Implementing Office Automation System:......................................7
Information System Selection Justification:....................................................................................8
System Analysis and Design:..........................................................................................................9
SDLC Phases: Prototyping Model.................................................................................................12
Post Implementation Activities:....................................................................................................14
Project Management:.....................................................................................................................14
Risk Management:.........................................................................................................................21
Change Management:....................................................................................................................21
Conclusion:....................................................................................................................................21
Bibliography:.................................................................................................................................23

4ASSIGNMENT 2: OFFICE AUTOMATION SYSTEM DEVELOPMENT PROJECT
Introduction:
The information system is used by the organizations that have to handle a lot of data. The
information system can be described as the software application that assist in handling the chunk
of data and evaluate those data to generate information (Laudon and Laudon 2016). The purpose
of the information system is to converting the raw data into significant information set that can
allow the organization to run its business process and identify new business patterns. The office
automation system or OAS are collection of network, hardware, software and human resources
(Zeng and Xiao 2017). The office automation systems are implemented in the single location or
multiple offices to facilitate the work of the internal staff. The project is defined as the way of
showing the complete work of implementation along with the factors involved in
implementation. The project management is the activity that allows the organization to control
and direct the process of completing a project. The SDLC is a part of software development
project. The SDLC is abbreviation of Software Development Lifecycle (Alshamrani and
Bahattab 2015). The SDLC has many types and one of them is agile. The agile is the dynamic
development lifecycle that allows developing the software dynamically.
The reports is created based on the case study of The ABC Corporation. The organization
wants to implement an office automation system in its all the offices. The project of OAS
implementation is done through the agile software development SDLC. Report shows why the
selected system is the best solution for ABC Corporation. The report also provide a good
description of post implementation activities along with the project and risk related factors.

5ASSIGNMENT 2: OFFICE AUTOMATION SYSTEM DEVELOPMENT PROJECT
Description of Organization:
The ABC Corporation is the non-profit organization that is expertized in system
engineering. The organization is chartered in the public interest. The ABC Corporation was
established in the 1970, for assisting the Air Force but at present it is helping a lot of civilian
agencies. Moreover, the organization is partnered with several DoD agencies in the region of
control and command system, information communication and technology system and the energy
environmental region. The organization is mostly known for its information, generated by
making use of the media reports, memos, briefings and paper in general. The organization is
currently occupying more than thousand employees in headquarter only. The proposed project’s
main focus in to implement the office automation system in the head office first and then
gradually including other offices into the system. This will allow the organization to collect the
risk and implementation issue related information fast and with time, these issues can be easily
prevented for other office automation system implementation projects.
The proposed OAS or office automation system can be categorized into five sub systems
such as the electronic publishing, electronic communication, electronic collaboration, image
processing and office management. The local area network will be implemented in the core of
these office automation system’s sub-systems. The LAN will be used for transmitting the data
from one node in the network to other node. Therefore, the LAN becomes the communication
medium in the system. As office automation is based on connecting different parts of the
Corporation and then processing the data to complete a business process, the LAN becomes most
important part.
The first automation was established in the organization in 1981 by implementing a
centralized word processing framework. That automation framework could support the facility

6ASSIGNMENT 2: OFFICE AUTOMATION SYSTEM DEVELOPMENT PROJECT
along with the administrative support center. In 1986, the system was migrated into the
decentralized word processing framework. In 1990, the final fully connected automation system
was developed. With the growth in the business, the organization’s need for employees has been
increased. Now the organization has too many employees and data processing needs that the old
automation system can handle. That is why the organization has chosen to implement a new
information system, office automation system. The organization has decided to implement the
OAS in each office separately. As the headquarter will have the server installed in, the first
system will be implemented in headquarter. After the completion of OAS installation, the new
systems will be connected to headquarter.
Internal and External Operating Environments:
Internal: The system is designed for accounting the heterogeneous population for the
users regarding the skills of data processing, skills of typing, nature of works that is being
performed along the position of each person with the organization. The staff will communicate
through the personalized web-mail and the portal. The system will process each of the inputted
data and store those raw data and generated information into the distributed database. Each of the
computers provided to the staff of The ABC Corporation will work like a node or input/output
point for the system. The system will use the broadband data connection in the LAN
infrastructure for gaining the required data transfer speed (Christopher and Jack 2016).
External: The system will implement the external applications of the office automation
system into the client sites. Through implementing a collaborative framework, the organization
can facilitate the works in external environments. The staff, working on the client sites, will
access the extension of the system. All the client data and staff work progress will tracked. As

7ASSIGNMENT 2: OFFICE AUTOMATION SYSTEM DEVELOPMENT PROJECT
these extensions will be connected to the system through open internet connection, the system
will implement effective data and network security policies for eliminating the ICT attacks.
Problem and Opportunity for Implementing Office Automation System:
Problems: The main problem for implementing a new system in the organization
environment is resistance from the staff. The staff the organization are familiar with the old
system and the work has been perfectly adopted by all the staff. Suddenly implementing a new
system would result into change of the working pattern (Li and Li 2017). The staff may not
accept this as a good sign as they have to work hard to adopt with the new working patterns.
They have to redevelop their working efficiencies. Selecting the technology solution is another
huge problem for the information system development. In order to implement the office
automation system, the organization have to rely on the customized off-the-self application or the
organization can choose to generate a new suite of software programs to organize the data
management processes. There are a lot of third party organization from which the organization
can chose or the organization can also form its own team to guide the project (Wang and Wang
2016). Selecting one of these options is a very critical task. The organization have to generate
feasibility reports and other reports to decide one option. Another issue in the OAS
implementation is implementation of shared data. In order to implement an OAS, the
organization have to generate a data architecture that can handle all the data used in
organization’s business processes.
Opportunity: The biggest opportunity that can ABC Corporation can have is streamlining
IT communications. As discussed earlier, the LAN is the most important of the proposed office
automation system. Therefore, by implementing an efficient and effective communication, the
organization can achieve quick response to customer request and fast execution of business

8ASSIGNMENT 2: OFFICE AUTOMATION SYSTEM DEVELOPMENT PROJECT
operations (Pati et al. 2016). The employees can communicate easily with each other without
worrying about the safety of the data or the medium of communication. The OAS will integrate
communication mediums that can handle all the communication processes. From video
conference to email transmissions, all the communication can be done through organization’s
own system. Another opportunity is the effective decision making. No matter which information
system is installed, the system will always liable for supporting the management to make
accurate decisions that has long lasting impact (Selvaraj and Chakrapani 2017). With all the data
stored and processed within the OAS, the organization easily configure the system to generate
various reports that can shows a structured summary of data. These reports will be the base of
making effective decisions.
Information System Selection Justification:
Data Management: The office automation system can provide the benefit of effective
data management to The ABC Corporation. The data management will allow the organization to
simplify the procedure of data and information recording (Bhuyar and Ansari 2016). The
reminder systems, program scheduling and task management will permit ABC to control office
related tasks and client projects along with the monitoring of these activities.
Data Storage: The data storage is an essential part of the OAS as based on the stored
data, the business make decisions and execute the business processes (Sahin and Topal 2016).
The office automation system will have a data base management system that can store the data
and also provide security to information.

9ASSIGNMENT 2: OFFICE AUTOMATION SYSTEM DEVELOPMENT PROJECT
Data Exchange: The office automation system also provide very good data exchange
opportunities (Bhuyar and Ansari 2016). The office automation would include the framework
that will enable information and manipulated data exchange in real time.
Easy Workflow Design: With the use the automation system, The ABC Corporation can
easily understand the features required for designing the business processes in order to recognize
the workflow of the staff and other internal members of The ABC Corporation.
Mobile Compatibility: Each end use of the system must be able to access the data. The
organization has a lot of staff and it is not possible that every staff will access the system from
the PC dedicated to the system. The Office Automation System will allow the staff to connect to
the system from their mobile devices to communicate with each other or carryout small tasks.
Integration of Other Applications: The proposed OAS can support other tools within
itself. Therefore, the organization does not have rely on everything that have created. Instead of
focusing on small applications like calendar, spreadsheet and more (Sahin and Topal 2016). The
organization can buy license from other organizations and integrate those tools into their system.
System Analysis and Design:
The system analyst will be responsible for collecting and then analyzing the system
requirements. The designers of the system will be dedicated for developing the diagrams of the
system based on the identified system requirements.
System Analysis: The system analyst will contact the staff of The ABC Corporation.
From each position one participant will be selected for the interview. As the organization has a
lot of employees, the system analyst will consider the questionnaire as a part of the information
gathering methods applied in the project. After the system analyst complete the process of

10ASSIGNMENT 2: OFFICE AUTOMATION SYSTEM DEVELOPMENT PROJECT
collecting the required data, the analyst will then start converting those data into system
requirements (Safarani, Ahangar and Fayaz-Bakhsh 2018). The system requirements will be
categorized into functional and non-functional requirements.
The functional requirement of the system are authentication, authorization, email,
progress update, reporting and many more. The authentication is an essential part of the system
as the organization does not want any person but a verified one to access the system. The
authorization is essential for deriving which user will access which data and functions. The
system will authenticate the users based on the login credentials provided to them. Each user’s
login id will be different. The password may be same but have to follow certain pattern to be
validated. The non-functional requirements are security, real-time data flow, availability,
scalability and more.
System Design: The system design is concerned with all the aspects and subsystem of the
OAS. The first step to the system design process will be identifying the use cases of the proposed
system. After the use cases and the actors of the system are identified, the use case diagram will
be developed (Torre et al. 2018). After that the class diagram of the OAS will be developed. The
class diagram describes the static structure of the OAS and the Use Case describes the behavior
of the system. After combining the information gathered from these two models, the sequence
diagram is created. The sequence diagram shows how the internal objects of the system will
communicate. This way the true static and dynamic nature of OAS can be identified. The class
diagram also provide the basis of data model. The database schema and ERD are created. The
database is designed by following various steps like identifying the data requirements (Doan and
Gogolla 2018). Then all the schemas are converted into entities and attributes are defined. The
normalization process is applied to eliminating the database anomalies.

11ASSIGNMENT 2: OFFICE AUTOMATION SYSTEM DEVELOPMENT PROJECT
Figure 1: The Use Case Diagram
(Source: Christopher and Jack 2016, pp. 20)
Figure 2: Automation System Modules