ISY00243 Southern Cross University: New Systems Implementation Project

This assignment presents a case study focusing on the implementation of new information systems at 'You Can Fit In,' a fitness center company. The project involves an initial investigation of the company's background, organizational structure, and additional business functions for the new system. It includes an analysis of improved functions offered by the new system, a system vision document outlining the purpose, design constraints, and system requirements. The project plan outlines tasks, dependencies, and a Gantt chart, along with risk assessment and mitigation strategies. Fact-finding techniques, staff identification, and employee questionnaires are employed to gather data for recommendations. The aim is to effectively implement new systems to support the company's expansion and improve its services.

Running head: PROJECT ON IMPLEMENTING OF NEW SYSTEMS
Project on Implementing Of New Systems
Name of the Student
Name of the University
Author’s note

1PROJECT ON IMPLEMENTING OF NEW SYSTEMS
Table of Contents
Activity 1.........................................................................................................................................2
1. Part A: Initial Investigation.........................................................................................................2
1.1 Background Information of YOU CAN FIT IN Business.....................................................2
1.2 YOU CAN FIT IN Business Organisational Chart...............................................................3
1.3 Additional Business Functions for the New System.............................................................3
Activity 2.........................................................................................................................................4
1. Part A: Initial Investigation.........................................................................................................4
1.1 Improved Functions by New System.....................................................................................4
1.2 System Vision Document......................................................................................................4
Activity 3.........................................................................................................................................7
Activity 4.......................................................................................................................................11
1.1 Different Risks during Project Implementation...................................................................11
Activity 5.......................................................................................................................................22
1. Fact Finding Techniques........................................................................................................22
2. Identification of Staff Members.............................................................................................22
3. Questionnaire of Employees..................................................................................................22
4. Recommendation based on Fact-finding Techniques............................................................23
Bibliography..................................................................................................................................24

2PROJECT ON IMPLEMENTING OF NEW SYSTEMS
Activity 1
1. Part A: Initial Investigation
1.1 Background Information of YOU CAN FIT IN Business
YOU CAN FIT IN is a fitness centre company, which is located within the various cities
of NSW and Victoria. The fitness centres have performed well in the past few years and they
have even planned for an expansion within their business operations. With the expansion of their
business, it has been planned by the management of the business to open a “Supercentre”. In the
Supercentre, it has been planned by the company that they would include new kinds of products
and services. The company has also planned for the inclusion of online access for their existing
members. This would be extremely helpful for providing customizable mode of training reports
and programs. These would be entirely based on the progress of the business scenario of the
company. The company has also planned for including additional capacities of data management.
This would be included with the advanced form of information systems based on their
requirement of new set of operations.

3PROJECT ON IMPLEMENTING OF NEW SYSTEMS
1.2 YOU CAN FIT IN Business Organisational Chart
Fig 1: Organisational Chart of YOU CAN FIT IN Business
(Source: Created by Author)
1.3 Additional Business Functions for the New System
The existing business centre would mainly focus on employing of various functions of
job. These would include front desk welcoming, yoga classes, handling of stocks and stores,
aerobics and swimming. The supercentre has a planning for the implementation of various kinds
of amenities and latest features based on providing extra benefits to their customers. Some of the
basic amenities include a child care unit, which would be able to provide different programs for
various age groups of people. The CEO of the company has also planned for providing various
programs based on customizable training. Based on that, different progress reports have been
generated that would be able to measure the progress of the business scenarios during certain
intervals of time. The current unit of the business would employ OnAllAccounts. This is a kind
of popular kind of accounting package system, which is able to manage payables, general ledger

4PROJECT ON IMPLEMENTING OF NEW SYSTEMS
and receivables. In the current system, member list within the organisation is mainly handled
with the help of software systems supported by Microsoft that includes Excel and Word.
Activity 2
1. Part A: Initial Investigation
1.1 Improved Functions by New System
The new supercentre implemented by YOU CAN FIT IN would mainly be able to
include different functionalities. The business of the supercentre would also include various
fitness wearables based on the increasing needs of the customers. The fitness wearables would
help in capturing and monitor the different parameters such as the heart beat rate of individuals.
These devices would be able to enhance the offerings of business, the new supercentre would
also include different membership levels for the benefit of the customers. The business mainly
targets new tourists and provides them different useful amenities that includes new kinds of
amenities. This would be able to satisfy the customers and also help in welcoming of new
tourists.
1.2 System Vision Document
1. Introduction
a. Overview – The new implementable Information System by You Can Fit In would
include some kind of basic operations within their business. These new improved kind of
facilities would be helpful for increasing the profits of the organisation.
b. Purpose – The main purpose of the newly developed Information System would
mainly be based on facilitating the existing business with several new kinds of opportunities.

5PROJECT ON IMPLEMENTING OF NEW SYSTEMS
This would thus be able to ensure the business profitability. The new customers would also be
benefited as they would be able to make use of several kinds of new operations.
2. Design Constraints and Considerations
a. Assumption/Dependencies
i. The collective communication set occurring within this particular project would mainly
be performed with the help of a Local Area Network (LAN).
ii. The machines would mainly be operated on the Windows based Operating System.
This would thus enable a common work framework.
iii. There should be a dependency level based on various kinds of backend servers. The
servers would be scale the number of transactions on an hourly basis.
b. Design Drivers
i. Meet with the customer expectation based on setting of low price of the various tools of
development.
ii. With the help of client-side technology, the expectation of customers would be met.
This would thus be able to support the user roles.

6PROJECT ON IMPLEMENTING OF NEW SYSTEMS
3. Requirements of System and Supported Features
a. Desired System Features Table:
Feature Rationale
Open Database
Access
The intended user has invested within a particular DBMS technology.
The embedded systems would be able to communicate based on the
existing infrastructure.
Thin form of
Client Browser
Access
The user would have a familiarity with interface supported by the web
browser. The users would make use of the provided interface wherever
needed.
b. User Requirements / System Features Table:
User Requirement Supporting Feature(s)
Ease of Usage The thin mode of client approach would be helpful for the users. They
would make use of standard web browser based on performing system
functions.
Use of existing
infrastructure
Use of open databases access API would be helpful for interacting with
users within the existing database servers.
Use of Secured
Encrypted System
Different encryption techniques and secure encrypted systems should
be included within the systems for providing secure kind of services.

7PROJECT ON IMPLEMENTING OF NEW SYSTEMS
Activity 3
1. Tasks with their Duration
Outline
Number
Task Name Duration
0 You Can Fit In 18 days
1 Start 0 days
2 Discussion with Fitness Centre Managers 2 days
3 Conduction of Interviews 4 days
4 Review of Records of the Organisation 5 days
5 Observation of Business Operations 7 days
6 Analysis Study 4 days
6.1 Analysis of OnAllAccounts Accounting Software 4 days
6.2 Studying of Samples of Transactions 2 days
7 Report Preparation 1 day
8 Stop 0 days

8PROJECT ON IMPLEMENTING OF NEW SYSTEMS
2. Identification of Dependencies and Indication of Predecessor Tasks
Outline
Number
Task Name Predecessors
0 You Can Fit In
1 Start
2 Discussion with Fitness Centre Managers 1
3 Conduction of Interviews 2
4 Review of Records of the Organisation 3
5 Observation of 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

9PROJECT ON IMPLEMENTING OF NEW SYSTEMS
3. Construction of Gantt Chart
ID Outline
Number
Task
Mode
Task Name Duration Start Finish Predecessors
0 0 You Can Fit In 18 days Mon
17-12-18
Wed
09-01-19
1 1 Start 0 days Mon 17-12-18Mon 17-12-18
2 2 Discussion with
Fitness Centre
Managers
2 days Mon
17-12-18
Tue
18-12-18
1
3 3 Conduction of
Interviews
4 days Wed
19-12-18
Mon
24-12-18
2
4 4 Review of
Records of the
Organisation
5 days Tue
25-12-18
Mon
31-12-18
3
5 5 Observation of
Business
Operations
7 days Tue
25-12-18
Wed
02-01-19
3
6 6 Analysis Study 4 days Thu 03-01-19Tue 08-01-19
7 6.1 Analysis of
OnAllAccounts
Accounting
Software
4 days Thu
03-01-19
Tue
08-01-19
4,5
8 6.2 Studying of
Samples of
Transactions
2 days Thu
03-01-19
Fri 04-01-19 4,5
9 7 Report
Preparation
1 day Wed
09-01-19
Wed
09-01-19
7,8
10 8 Stop 0 days Wed 09-01-19Wed 09-01-199
17-12
09-01
T F M T S W S T F M T S W
10 Dec '18 17 Dec '18 24 Dec '18 31 Dec '18 07 Jan '19 14 Jan '19
(Fig 2: Gantt chart)
(Source: Created by Author)

10PROJECT ON IMPLEMENTING OF NEW SYSTEMS
4. Identification of PERT/CPM chart in the Software
Fig 3: PERT/CPM chart
(Source: Created by Author)
5. Determination of Duration of Overall Project
The entire duration of the project would be completed in 18 days.
6. Inclusion of Overall Duration and Critical Path
The overall duration of the project would be 18 days.
Under Critical Path we would include – Discussion with Fitness Centre Managers,
Conduction of Interviews, Conduction of Interviews, Brief Analysis of OnAllAccounts
Accounting software, study of report samples and Preparation of report.

Running head: PROJECT ON IMPLEMENTING OF NEW SYSTEMS
Activity 4
1.1 Different Risks during Project Implementation
Based on the implementation of new Information System within the supercentre business, it would be discussed that there
would be risks within the system based on designing the project. The different risk that have the most likeliness of occurrences are:
Risk
ID
Risk Name Risk Description Impact Likelihood
R1 Lack of Proper
Executive Support
There should be a concerned team of project who might
lack the authority of achieving the concerned objectives
within a project. The support from the executive would be
mostly important for the final success of the project. The
support from the executive manager would mainly be
important for the project success. In different projects,
there would be high conflict level within the stakeholders
involved within a project within the executive level.
Different conflicts within a project would lead to
disruption within the project work.
Major Highly Likely
R2 Poor Scope
Requirements
The project might face risks due to an error based within
defining of the project scope. Inaccurate estimation might
lead to inviting risks within the project. Different other
kinds of dependencies would lead to an impacts on the
schedule of costs of the project. Some other kinds of
activities might get missed during defining of the scope of
the project.
Moderate Unlikely
R3 Lack of Cost
Management
With the progress of project, there might arise several
fluctuations within the budget of the project. Due to
Minor Moderately Likely

12PROJECT ON IMPLEMENTING OF NEW SYSTEMS
Strategies changing scenarios of work, there might be a fall or
increase of prices within the project. This would lead to an
inaccuracy within the changing scenario of cost
management.
R4 Lack of Proper
Change
Management
Strategies
The different kinds of requests for change might lead to
serious level of conflict among the stakeholders. Different
kinds of changes within a project would lead to distraction
and complexity within projects. With the extension of the
schedule and budget, the stakeholders might gain a feeling
that the project might miss their set deadlines.
Moderate Unlikely
R5 Poor mode of
Stakeholder
Management
It has been a common observation that stakeholders within
a project might ignore communications involved within a
project. Stakeholders might develop different expectations
within a project. Any kind of disagreement within several
issues within stakeholders and project would lead to an
effect within the project.
Minor Moderately likely
R6 Lack of Proper
Communication
There might be a misinterpretation within the team
members of a project. Improper communication would
lead to gaps within requirements, work packages and
expectations.
Moderate Unlikely
R7 Lack of Proper
Resources and
Dedicated Team
There might be a risk that the productivity of work might
get low due to lack of acquisition of new skills. Hence,
proper training would highly be required for delivering
higher results to business clients.
Major Highly likely
R8 Lack of Proper
Technical
Architecture
Technical governance would be highly necessary for the
proper execution of projects. Lack of proper architecture
would lead to wide form of risks within the project.
Disruption of technical systems would lead to disruption
Major Highly likely

13PROJECT ON IMPLEMENTING OF NEW SYSTEMS
of work, which would affect the productivity of work.
R9 Lack of Proper
Form of Technical
Support
Major risk might get involved within the project based on
low quality of infrastructure within the project. Improper
form of technical support would be able to disrupt the
project members in completing the project within the
concerned deadlines.
Moderate Moderately Likely
R10 Poor Form of
Integration
Support and
Improper
Requirements
Different kinds of delay within the project infrastructure
would lead to risks within the project. During the stages of
development, there might be a problem that the project
might not be able to meet the expectations of the
customers. Risks of failure of project components would
lead to a serious form of impact based on the successful
completion of the project.
Moderate Moderately Likely

Running head: PROJECT ON IMPLEMENTING OF NEW SYSTEMS
1.2 Benefits of Implementing of New System
With the implementation of the newly developed Information System within the
organisation, the different anticipated benefits, which would be delivered are:
All-Time Availability – The new developed systems would be able to remain in touch
with the customers all through the time. This would be benefiting the customers and also meet
their expectations.
Increase of Productivity – The newly developed systems would help the business to
gain an advantage within the highly competitive market. This would be helpful for the
organisation to lead the business in the global market.
High Mode of Communication – The users of new systems would be able to lead to
instant form of messaging services. Impact of social media service would be of a great use for
the customers.

Running head: PROJECT ON IMPLEMENTING OF NEW SYSTEMS
1.3 Expected Costs of Implementation of New Systems
Outline Number Task Name Cost
0 You Can Fit In $1,312.00
1 Start $0.00
2 Discussion with Fitness Centre Managers $140.00
3 Conduction of Interviews $190.00
4 Review of Records of the Organisation $140.00
5 Observation of Business Operations $159.00
6 Analysis Study $383.00
6.1 Analysis of OnAllAccounts Accounting Software $197.00
6.2 Studying of Samples of Transactions $186.00
7 Report Preparation $300.00
8 Stop $0.00

16PROJECT ON IMPLEMENTING OF NEW SYSTEMS

17PROJECT ON IMPLEMENTING OF NEW SYSTEMS
1.4 Risk and Cost Benefit Analysis
Cost-Benefit Analysis for Implementation of You Can Fit In Information System
Hardware $ -
Software $ -
Development team salaries $ 1,312.00
Training $ -
Total Development Cost $ 1,312.00
Hardware $ -
Software $ -
Operational Labor $ -
Total Operational Cost $ -
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 $ 1,312.00
Year of
Project
0 1 2 3 4 5 TOTALS
Economic Benefit $0.00 $ $ $ $ $

18PROJECT ON IMPLEMENTING OF NEW SYSTEMS
550.00 550.00 550.00 550.00 550.00
Discount Rate 1.0000 0.9524 0.9070 0.8638 0.8227 0.7835
PV of Benefits $0.00 $523.81 $498.87 $475.11 $452.49 $430.94
NPV of all BENEFITS $0.00
$
523.81
$
1,022.68
$
1,497.79
$
1,950.27
$
2,381.21 $ 2,381.21
One-Time COSTS
$
(1,312.00)
Recurring Costs $0.00
$
-
$
-
$
-
$
-
$
-
Discount Rate 1.0000 0.9524 0.9070 0.8638 0.8227 0.7835
PV of Recurring Costs $0.00
$
-
$
-
$
-
$
-
$
-
NPV of all COSTS
$
(1,312.00)
$
(1,312.00)
$
(1,312.00)
$
(1,312.00)
$
(1,312.00)
$
(1,312.00) $ (1,312.00)
Overall NPV $ 1,069.21
Overall ROI
0.8149
(Part 1)

19PROJECT ON IMPLEMENTING OF NEW SYSTEMS
Cost benefit analysis
Year 0 Year 1 Year 2 Year 3 Year 4 Year 5
Net economic benefit $1,000 $1,000 $1,000 $1,000 $1,000
One time cost $1,312 $0 $0 $0 $0 $0
Recurring cost $0 $0 $0 $0 $0 $0
Net cash flow $1,312 $1,000 $1,000 $1,000 $1,000 $1,000
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 $1,312 $0 $0 $0 $0 $0
Benefit $0 $943 $890 $840 $792 $747
Net $1,312 $943 $890 $840 $792 $747
Cumulative $1,312 $2,255 $3,145 $3,985 $4,777 $5,524
Net present value $5,524
NPV in fraction 3.211
IRR #NUM!
Payback Analysis
Fraction Row #VALUE! 0.187428571 0.322199461 0.45 0.57 0.68
Partial years for negative cash flow 0.19
Payback Period in Years 0.19
(Part 2)

20PROJECT ON IMPLEMENTING OF NEW SYSTEMS
Impact
Major Moderate Minor
Likelihood
Highly Likely R1, R7, R8
Moderately Likely R10 R9, R10 R3, R5
Unlikely R7 R2, R4, R6
Fig 4: Risk Assessment Matrix
(Source: Created by Author)
Since, the payback period is 0.19 year, hence the project could be considered as feasible.

Running head: PROJECT ON IMPLEMENTING OF NEW SYSTEMS
1.5 Assumptions of Deliverables produced from the new System
Based on implementing of new systems, there would be new kinds of changes within the
scenario of business. These changes would help the business to propagate based on future
perspectives. This new system would be able to meet the demands of the customers as they
would have many forms of advanced amenities for the people. This would thus lead to
profitability and growth of the business.
1.6 Plan for Recommendation based on the Present Business Case
The proposed business system would be able to provide a strong case of business based
on the concerned business. The new Information System should be highly secured and they
should include highly developed cryptographic systems. Based on the different kinds of
considerations, this would be helpful for the proper working of the system. The project should be
properly undertaken based on the proper form of guidelines and proper technical experts.

Running head: PROJECT ON IMPLEMENTING OF NEW SYSTEMS
Activity 5
1. Fact Finding Techniques
Some of the primary kinds of techniques that would be based on the finding of facts and
that could be implemented within the new systems are: Further research on the current project
that is being developed, site visiting, providing of questionnaires and working environment
observation.
2. Identification of Staff Members
Process Consultant – These individuals would have the basic domain knowledge based
on the relation with the process. They would be entirely responsible for providing information
and consultation to the team of delivery based within the dimensions of the process. The process
consultant would also hold responsibility of suggesting different kinds of improvements within
the present processes and thus maximize useful value for business.
Project Manager – This individual would be entirely responsible for the successful
completion of the project within the concerned deadlines. The manager of a project would also
be responsible for successful running of the entire project.
3. Questionnaire of Employees
a. What are the most important challenges, which would be primarily be faced during the
design phases of the project?
b. What is the present communication style and what are the main challenges during the
communication of the current project?
c. What are the processes of ensuring that the team would deliver appropriate results
based on customer expectation?

23PROJECT ON IMPLEMENTING OF NEW SYSTEMS
d. What could be the best practices, which could be used for developing of excellent
relationship with clients?
4. Recommendation based on Fact-finding Techniques
The various recommendations based within the fact-finding techniques are:
 Revision of existing plans of the organisation and improving them as per business needs.
 Using latest kinds of technologies for serving customers in an improved process.
 Employing better modes of methods and procedures for satisfying needs of customers.

24PROJECT ON IMPLEMENTING OF NEW SYSTEMS
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