University Project: Small Office Upgrade Assessment for Heaps of Books

This document presents a detailed small office upgrade assessment for Heaps of Books, a retail book sales company. The project begins with questionnaires for key stakeholders, identifying current problems and system requirements. It then outlines a gap analysis, network design, and various cost quotes, comparing their advantages and disadvantages. The assessment further includes user training plans, a project timeline with specific tasks and durations, and a project sign-off document. The project also covers a three-year plan for future growth, installation plans, and testing procedures, including security and post-installation review. The document concludes with a grievance process and a bibliography, providing a comprehensive overview of the proposed office upgrade for improved efficiency and competitiveness within the market.

Running head: Small Office Upgrade Assessment
Small Office Upgrade Assessment on Heaps of Books
Name of the Student
Name of the University
Author Note

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Table of Contents
Questionnaires for key stakeholders..........................................................................................2
Problems that the client is experiencing at the moment.........................................................4
New system requirements and specifications........................................................................4
Gap Report.............................................................................................................................5
Approval/ sign off document.................................................................................................5
Network Design.....................................................................................................................6
Quotes........................................................................................................................................6
Advantages of the high quote.................................................................................................7
Disadvantages of the high quote............................................................................................7
Advantages of the medium quote...........................................................................................7
Disadvantages of the medium quote......................................................................................8
Advantages of the low quote..................................................................................................8
Disadvantages of the low quote.............................................................................................8
User Training and ongoing maintenance...............................................................................8
Expected timeline and sign off...................................................................................................8
Project Timeline.....................................................................................................................8
Project Sign Off....................................................................................................................10
Three-year plan to address the expected growth......................................................................11
Installation Plan........................................................................................................................12
Automation of software installation.....................................................................................12
Testing plan to test the installed system...............................................................................12

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Security plan.........................................................................................................................13
Post installation review questionnaire......................................................................................13
Grievance process....................................................................................................................13
Bibliography.............................................................................................................................15

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Questionnaires for key stakeholders
Owner:
 What is the reason behind improving the business system?
Owner: the new business system will be able to save time and will improve working of the
system.
 How the productivity will increase with the implementation of automated system?
Owner: the productivity will increase as there will be an increase in sales and order. The
system will help in managing the customer and is going to be located near university.
Sales staff 1:
 How the owner manages the working of the office?
Sales staff 1: according to the staff, the owner is good at sourcing the obscure achieved text
that helps in performing the assessments. The owner focuses on paper and card systems for
enhancing the production. However he never considers that the automated system will
provide any benefit toward the organization. Thus it is important to have someone who will
describe all the benefits achieved with automated system.
 Describe the point of view of owner regarding the automated system.
Sales staff1: according to the owner there is no point of sale offered with automated system.
Moreover he thinks manual system is better for the organization.
 What is the need of replacing manual system with automated system?

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Sales staff 1: the main aim behind replacing the manual system with an automated system is
that it will provide an efficient way of managing the time and will ensure proper cost savings
methodology.
 Describe the benefits that will come along with the implementation of automated
system.
Sales staff 1: the major benefits that are achieved with the implementation of automated
system is that it will reduce the time taken in managing the details and recording the
procedures. In addition to this the amount incorporated in manual system will also reduce
with online process. Apart from all this with online and automated system it will become easy
to address the queries of customer and proper service will be provided to them. This will also
include generating invoice files so that it can be referred in future for providing the consumer
with proper facility.
Sales staff 2:
 How the owner operates task within the business system?
Sales staff 2: the owner prefer manual system to be implemented within the business. There is
no intention of the owner to develop a new system that will be able to address the
requirement of new market system.
 What is the need of new system within the business?
Sales staff 2: the need of new business system is to ensure better operation of the business.
This will benefit the business at the time of growth and development. This will ensure that all
Uni students are gaining proper access towards the texts that are not included in other book
stores.
 What are the ways of expanding the business?

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Sales staff 2: it is important to have a modern system that will help in expanding the business.
Sales staff 3:
 What is the evolution that is needed to be implemented within the business process?
Sales staff 3: the owner needs to develop his knowledge based on the present technology.
This will ensure that proper technology is being developed within the business organization.
 Why it becomes important for owner to have a better knowledge regarding latest
trends?
Sales staff 3: this will aware the owner about new benefits that can be achieved with
implementation of new technologies.
Upgrade proposal for client
Problems that the client is experiencing at the moment
The upgrade proposal is being developed so that it can offer better benefits towards
the bookstore and will ensure that proper financial growth is achieved by the customer. The
major problems that are faced by the clients is that it became difficult to address all the issues
faced by the clients. Moreover manual system took a lot of time to address the problems. This
lead to improper services towards the clients. Thus the new system will ensure that all the
difficulties faced by customers are being resolved. As the pc of organization is connected to
internet thus it becomes difficult to receive the call of their customer. Moreover it takes
around 2- 3hours for researching about books and throughout this time period it is impossible
to attend any call of the client. This further leads to improper services and the service quality
reduces. These leads to loss of clients as they will search for different stores with better
benefits. Thus, it becomes important to develop a new system that will address all the
problems faced by client at present and will be faced by them in future.

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New system requirements and specifications
The new system will be developed in an order that it saves the time for both client and
organization and will ensure better profit is being achieved. The new automated system is
developed with a better point of sale packages for the accounting. This will automatically
notify the organization about orders that are placed automatically with the use of online
machine. The sales docket will also be created based on the annual report and will help to
understand the sales department properly. Moreover the system will be integrated with an
accounting software that will determine the software profit loss statement, salaries of the
employees within the organization and will also ensure proper calculation of ta and GST. The
owner will be able to calculate all the possible accounting function with the help of this new
system. Apart from this a fax machine will also be linked with the new accounting system for
generating details regarding the suppliers.
Gap Report
Gap analysis is used to refer to the process that helps in determining the actual
performance of the company and compares it with the expected performance. This will help
in determining whether the company is able to meet the expectations using the resources
effectively. The client is currently having 4 PC’s with windows XP operating system that is
directly connected to peer to peer coaxial network. Apart from this there is a HP Deskjet 990
that ensures proper printing of spreadsheets in A4 size. This devices is basically used for the
purpose of POS. Apart from this the organization have an Excel 2003 workbook in one PC
that is shared for maintaining the details. This contains details regarding customers,
spreadsheets for books, about the suppliers and a spreadsheet for storing the books record.
The requirement of the client for developing new system includes a printer of HP deskjet 990
Cxi, 1GB RAM , 40 Gb HDD, CDRW , video card on board and sound card on board and

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network board, 8 USB port, 1AGP slot and 2 PCI. This requirements will ensure that proper
working is done within the system.
Approval/ sign off document
Designation Signature
Owner <Please fill>
Sales staff 1 <Please fill>
Sales staff 2 <Please fill>
Sales staff 2 <Please fill>
Manager <Please fill>

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Network Design
Quotes
Low cost Medium cost High Cost
Hardware
PC $300 $600 $1200
Server $2100 $3000 $3500
Router $900 $1200 $1500
Software

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Accounting
Package
$600 $1200 $1500
Antivirus $50 $100 $120
Firewall $100 $250 $300
Procurement
Timeline
$200 $250 $300
Cabling
Requirements
$50 $70 $90
Advantages of the high quote
The high quote infrastructure would be helpful for the organization as the system
would be able to satisfy the needs for the client even in the future.
Disadvantages of the high quote
The main disadvantage of the high quote system as is that the system would not be
needful for the organization as the organization needs the solution only for the present
scenario.
Advantages of the medium quote
The main advantage of the medium quote is that system would be helpful for the
system and the system would be under budget of the organization.
Disadvantages of the medium quote
The main disadvantage of the medium quote system is that the system would not be
valid for the future requirements of the organization as there would be a little scope for the
organization.

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Advantages of the low quote
The low quote system would save the budget of the organization largely.
Disadvantages of the low quote
The low quote system would not be able to extent the functionalities of the system
and the system would work but the response time and the efficiency of the system would be
very low.
User Training and ongoing maintenance
The users of the task would mainly be the staffs of the system and hence the users
would require a training process prior to them using the system. Some experts are also hired
for using the system and they would train the users of the accounting information system
alternatively.
The maintenance process would be formulated by the organization and the allocations
for the maintenance process of the system for the organization.
Expected timeline and sign off
Project Timeline
Task Name Duration Start Finish
Installation of Accounting Software for
Heap Book Store
98 days Fri 26-04-19 Tue 10-09-19
Project initiation phase 15 days Fri 26-04-19 Thu 16-05-19
Project Budget 3 days Fri 26-04-19 Tue 30-04-19
Schedule management 4 days Wed 01-05-19 Mon 06-05-19
Contact to project suppliers 2 days Tue 07-05-19 Wed 08-05-19

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Developing communication plan 4 days Thu 09-05-19 Tue 14-05-19
Developing risk management strategies 2 days Wed 15-05-19 Thu 16-05-19
Project planning and designing 31 days Fri 17-05-19 Fri 28-06-19
Designing project documentation 4 days Fri 17-05-19 Wed 22-05-19
Legal constraints development 10 days Thu 23-05-19 Wed 05-06-19
Developing project change control log 11 days Thu 06-06-19 Thu 20-06-19
Project quality and planning development 6 days Fri 21-06-19 Fri 28-06-19
Project development, integration and
testing
42 days Mon 01-07-19 Tue 27-08-19
Documenting technical specification 12 days Mon 01-07-19 Tue 16-07-19
Documentation of functional and non
functional specification
7 days Wed 17-07-19 Thu 25-07-19
Project implementation 8 days Fri 26-07-19 Tue 06-08-19
unit testing 3 days Fri 26-07-19 Tue 30-07-19
integrated testing 5 days Wed 31-07-19 Tue 06-08-19
Project monitoring 15 days Wed 07-08-19 Tue 27-08-19
Checking project objectives in details 5 days Wed 07-08-19 Tue 13-08-19
risk assessment 5 days Wed 14-08-19 Tue 20-08-19
Final design 5 days Wed 21-08-19 Tue 27-08-19