System Requirements Report for OneForAll Retail Business (BIT101)

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BIT101: Foundation of Information Technology
(Assignment 2)
“OneForAll - System Requirements
Report”
Student Name:
Student ID:

Contents
Introduction...................................................................................................................................3
1. A Communication Software.......................................................................................................3
2. Techniques to Store Business Documents.................................................................................4
3. Tools to Access Internet Facilities..............................................................................................5
4. Programs to Protect the Computers and Network....................................................................6
5. The process to keep the System Updated and Uninterrupted...................................................7
6. Office software needed to perform daily administration and retail tasks.................................8
7. Network Diagram.......................................................................................................................8
Conclusion..................................................................................................................................... 9
List of Figures
Figure 1: "OneForAll" Network Diagram........................................................................................9

Introduction
One of the customers of an IT store is starting a retail business which will be known as
“OneForAll”. The business will have four sales employee and an admin to handle the office and
documentation work. Ms. Newbie, the owner of the “OneForAll” wishes to have a computer
system newly designed to handle her business. The main aim of this report is to provide
appropriate recommendation for a computer system which is best suited for the “OneForAll”.
This report will address all the requirements and needs of the retail business. The goal for the IT
solution to be developed will cover all these requirements, like email communication ability,
system to efficiently store all the valuable data, security software to ensure system security,
interconnection of devices using a stable network, and an application to facilitate the onsite &
offsite accessibility to the account system and to upload relevant data. The overall report will
be a detailed recommendation for Ms. Newbie regarding the proposed IT solution.
1. A Communication Software
The main aim of this communication software is to enable Ms. Newbie to communicate with
her clients and the offsite staff members through the Internet. No matter the extent of
digitization in the business industry, communication will still be a key requirement for the
success of a business. All the retail business members should be able to communicate
effectively with the clients as well as with one another.
Therefore, there is a great need for good communication software which will reduce the
complications and work friction because of low communication facilities. To help in improving
business communication, some off the application programs are suggested. The suggested
software for handling communication can be:
1.1 MightyCall – It is a receptionist system that works virtually for facilitating the call processing
activities. The calls processed are the ones received by the users from toll-free numbers or local
numbers. It has a lot of premium functionalities like, online stores, shortcuts to direct the calls

to an automated system which is action embedded, blog entries, & similar features. Some of
the major usability and services by this software are:
 Provides shortcuts to direct the calls to an automated system which is action embedded.
 Calls can be effortlessly routed or rerouted to the proper departments.
 24/7 availability of services to handle customer queries.
 The platform will grow along with the retail business.
 Customers can be reached and served using a completely virtual environment.
 Platform maintenance and upgrade will not be an issue.
 Can be easily connected with a private number, office computers or with personal
mobile phones.
1.2 RingCentral – It is another software which can be a viable option for the retail business. It is
a phone system based on cloud services and can be set-up and managed very quickly and
efficiently. The software provides a wide variety of communication services and system
capabilities, which includes texts service, managing calls, voicemail services, application for web
and mobile, etc.
The two software will be very efficient in enabling efficient communication with the clients and
the staff members of the “OneForAll”.
2. Techniques to Store Business Documents
The retail business needs to adopt a document management system to handle the retail
business documents so that the information can be easily accessed, stored, changed, shared,
and organized by the staff members. The main object of this system will be stored the
documents in a safe and accessible manner. Creating such a management system to handle the
documents involves the following steps:
1. Creating an efficient plan,
2. Implementing the plan effectively, and
3. Following the management system developed.

The system will help in creating a safe environment for the documents and to keep them well
organized. The planning phase involves defining some set of rules for the system and its
implementation. After the planning is complete the system can finally be implemented
properly. But before the implementation starts some of the points need to be addressed
thoroughly.
The methodology of Storing the Documents – There are normally two ways of storing the
documents in a retail business. The first way is of storing the documents physically in a
warehouse or a storage facility. No matter how small or new is the business, the cost and
difficulty in storing the documents physically will be ultimately high. If not the storage cost, the
cost of time wasted on accessing and organizing the files will be high.
The second way is to adopt a document filing process and related practices. The staff should
also be able to understand how to archive the files created. The file system should be able to
detect the useless or expired files and be able to organize the files according to their date of
creation.
Keeping the Documents Secure – The main priority will be to store the physical business place.
All the documents will be stored in the premise of whether the documents are stored physically
or in the file system. The cost of providing security will be affected by the cost of grills, security
sensors, cameras for monitoring, etc.
After all the points are addressed, make sure that all the staff members have good knowledge
of document management system chosen and they follow proper procedures while handling
the data repository. The staff should organize the stored documents properly and regularly
check the accessibility and arrangement of the documents.
3. Tools to Access Internet Facilities
The computing system to be established at the retail business will be used to access a lot of
system functionalities using the Internet. In order to be able to access and use the

functionalities available only through the internet, the IT system is going to require a lot of tools
and services. The tools and services use to access the facilities provided over the Internet are
listed in the below table.
Tools Purpose or Usability
A Web Browser The browser serves multiple purposes in any system. It is used to
access the WWW which is a huge online data repository, use
different web applications and software, to access different email
and communication sites, etc.
Telnet Software This software application helps to login to another computer
system and use the resources available in that system effortlessly.
Internet Connection For accessing the internet content and facilities it is important to
have a stable internet connection.
Email Applications Many communication and advertisement activities are performed
over emails.
FTP The file transfer protocol is a software service which allows the
users to retrieve files or transfer data packets from devices or
systems which are accessible publicly.
Gopher & WAIS These two are a server that is used to search and access the
required information from databases situated remotely.
4. Programs to Protect the Computers and Network
The computer system and peripherals connected together in the system can be affected by a
simple bug and major malware attack. These attacks and viruses can easily infect the computer
devices connected with the Internet and also the peripherals connected to them. Therefore,
some security software and anti-malware programs are required to be installed along with the
system to prevent the problems and issues related to these tasks. The following are the key
programs which can help in protecting the computers and the network at “OneForAll”:

1. Monitoring the firewall performance – A firewall is simply a group of software/hardware
which is designed to stop any unauthorized use or access to the computer system and
connected network. It is a set of predefined rules which control the input and output data
packets through a network.
2. Frequently updating the passwords – The employees should know the basic password
guidelines and be able to generate a strong password. No matter how strong the password is,
to provide additional security to the system, frequent changes in these passwords are very
helpful.
3. Use of good quality Anti-Virus – The anti-virus protects the devices from incoming threats
from the internet. This protection software needs to be upgraded and updated regularly to
prevent any malicious program to enter the system.
4. Using VPNs in the business –Virtual Private Networks provides a very secure linking and
connection between computers operating remotely. The VP Networks are only meant for the
systems in the business.
5. Training – All of the above-mentioned rules and techniques would not be of much use to
your system if the employees working on it are not technically trained. They should be trained
to follow proper actions and practices while handling the system and the database.
5. The process to keep the System Updated and Uninterrupted
In order to maintain the proper functionality of the system and keep the business process
uninterrupted, the system should go under some predefined set of processes which will make
sure that all the components are working properly. The process to be followed are:
 Backing Up the Business Data – The owner or the admin should keep in check the past
and the upcoming dates to perform the data backup processes. All the employees
working on the system and handling important files should know how to perform data
backup.

 Cleaning Computers and Connected Peripherals – The computer devices are very
efficient in collecting dust from the environment. This dust may cause hygiene issues,
traps heat in the system, and reduces system performance.
 Manage and Secure the Cables and Ports – Improper management and handling of the
cables may damage the cable and the ports to which these cables are connected.
 Organize Devices & Peripherals – Keep all the devices and peripherals in a separate
location, like a cabinet or a box.
 Regular Anti-Virus Scans – Frequent security and anti-virus scans will provide better
protection and security to the system.
 Update the OS and the Software on time – This will avoid any issues related to
application or system failure or crash.
6. Office software needed to perform daily administration and
retail tasks
“OneForAll” will receive a lot of customers and will experience a lot of purchase on a daily basis.
These purchases and their details need to be stored and managed daily. In order to manage
these administrative and retail activities, the employees will need some software assistance
which can ease the daily tasks. Some of the software which is able to handle the small business
activities can be purchased and installed by the “OneForAll”. They are as follows:
 QuickBooks Pro 2017 – The application is provided by Intuit, a finance organisation. The
application’s scope is widened to handle and support small businesses and their needs.
The application has a lot of templates and for different reporting tasks and it can also
handle the contacts and tax-related issues. The features also include budgeting and
accounting facilities. Microsoft Office 2016 – This is also a similar software which cannot go wrong. Office
2016 is an upgrade of the 2013 variant which provides some additional administrative
features to the users. A lot of the features provided by the office 2016 are similar to the
ones offered by many other applications, but the Office is way more efficient and useful
in sharing the documents.

7. Network Diagram
All the computer devices are connected with one another and with another peripheral device
by a cable or network. The devices working remotely, like personal mobiles, are also connected
to the computing system. The network diagram is used to show the connectivity of different
devices used by the “OneForAll”. The diagram shows the structural connectivity of all the
devices with one another and with the network.
Figure 1: "OneForAll" Network Diagram
Conclusion
The report addresses all the software, networking, and hardware requirements for the retail
business to work effortlessly. The report helps in covering all the necessary requirements, like
email service, communication techniques, system to efficiently store and back up the data,
security software to ensure system security, interconnection of devices using a stable network,
and an application to facilitate the onsite & offsite accessibility to the account system and to
handle daily administrative tasks. The overall report is a detailed recommendation for the
“OneForAll” retail business and the computing system required by it.