COIT20248 Information Systems: Analysis & Design for Charity Fund

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This report presents a systems analysis and design project for the International Charity Fund (ICF), focusing on developing an information system to automate phone calls and emails, address supply wastage, and improve overall efficiency. The report outlines the project's objectives and aims, detailing the use of Rapid Application Development (RAD) and Agile approaches. It identifies functional and non-functional system requirements, including automated software for customers, system maintenance, and reporting capabilities. A cost-benefit analysis and project schedule, including a Work Breakdown Structure and Gantt chart, are provided. The report also identifies key stakeholders and justifies the use of investigation techniques such as staff interviews, questionnaires, and rapid prototyping to gather system requirements. The reflection concludes that the new system will save time, be flexible and user-friendly, attract more donations, and resolve issues related to stock wastage and staffing.

COIT 20248: Information Systems Analysis and Design
Term 2, 2018
Assessment 1 - Systems Analysis
Lecturer: xxx
Tutor: xxxx
Prepared by:
Student Name: xxx
Student Number: xxx

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Table of Content
Contents
1. Introduction......................................................................................................................1
1.1 Project objectives:..................................................................................................... 1
1.2 Project aims:................................................................................................................... 1
2. Approach to Systems Development.................................................................................. 2
2.1 International Charity Fund (ICF) in developing its information system:..........................2
2.2 Selected approaches for system development:..............................................................2
3. Systems Requirements......................................................................................................3
3.1 All primary functional requirements:..............................................................................3
3.2 All non-functional requirements:....................................................................................3
4. Project Cost and Benefit Analysis......................................................................................4
4.1 Cost Benefit Analysis....................................................................................................... 4
5. Project Schedule...................................................................................................................5
5.1 Work Breakdown Structure:........................................................................................... 5
5.2 Gantt chart:.....................................................................................................................6
6. System Information Requirement Investigation Techniques................................................9
6.1 Stakeholders involved:.................................................................................................... 9
6.2 Investigation techniques and Justifying investigation techniques:.................................9
7.1 Reflection......................................................................................................................10
7.2 Conclusion.................................................................................................................... 10
REFERENCES:.......................................................................................................................... 11

1. Introduction
For the purpose of this task as System Analysis and Design, it will be assuming about
the terms in International Charity Foundation (ICF). It is a private ancillary fund
which partners with the Australian OAGDS (Overseas Aid Deduction Scheme). For the
purpose of this project, there are certain aims and objectives that will understand
the requirements of the projects and will also present a cost-benefit analysis. The
chief stakeholders of the project will be identified along with the project schedules.
1.1Project objectives:
The objectives of the project are to develop an information system so that the phone
calls and emails could be answered automatically. The other objectives are to build a
system so that the problem of wastage of supplies and lack of supplies could be
solved.
1.2 Project aims:
The aims of the project are to present a Work Breakdown Structure, determine
project cost-benefit analysis, describe the involved stakeholders and to justify the
investigation techniques.
Page 1

2. Approach to Systems Development
2.1 International Charity Fund (ICF) in developing its information system:
The approach that ICF will utilize for the purpose of solving its staff availability problem is
Rapid Application Development as it is one of the suitable approaches in the system
development. RAD approach will be assisting in designing the information system in a
shorter period of time (Baylor, et. al., 2015). RAD provides higher accuracy and involves
tools and techniques such as CASE tools and the code generators which will assist in
developing the codes for automatically answering the phone calls and emails for each
donation made.
The second used approach will be an agile approach which would tackle the problems in the
system and could compare towards the traditional approaches (Waterfall model). This
approach would also divide the systems development process into the modular and the sub-
tasks. This will assist the customers to get a quick review of the online systems and provide
a further rapid feedback (Wingerchuk, 2015).
2.2 Selected approaches for system development:
The information system that could be utilised by ICF is CRM and ERP. The ERP system has a
service of the integrated modules. All the respective modules support business functions
such as sales, accounting, RDBMS and the inventory database. The modules would be
remaining integrated and flexible within the food and medical supplies information system.
It will also assist in generating the latest reports of the stock at diverse branches. For ICF it
will help in determining the level of stock, product planning consolidation of purchase data
and system tracking intelligence. The goal of CRM is to enhance the communication
between the employees in driving the project smoothly.
Page 2

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3. Systems Requirements
3.1 All primary functional requirements:
The diverse system requirements in the system are of the automated software for the
customers. The functional needs are the behaviours of the system.
Certain typical functional requirements are,
System developer requirements:
 System maintenance.
 Uninterrupted automated system design.
Automated system requirements:
 Online subscriptions and the records of the members.
 Giving unique identification and the future purchase.
 Updating the inventory.
Administrator requirements:
 Monitoring and controlling the records of the clients.
 Maintaining the stakeholder’s transactions.
ICF requirement:
 Consolidation of the ordered activities for all the branches utilising the excel sheets.
 Auto checking of the stock in the branches.
3.2 All non-functional requirements:
The non-functional requirements can be captured as per the required properties of the
system. The properties can be of timing, security and performance. The non-functional
requirements for the project are similar to the characteristics of the designed system that
evaluates the performance (Barclay, 2017).
Certain non-functional requirements of ICF are:
 Group of sales summary reports, delivery schedule reports and the low-in stock
reports.
 The system needs to track the stock at the diverse branches so that the wastage
could be avoided.
 System needs to report back to the clients on phone calls as well as the emails.
Page 3

4. Project Cost and Benefit Analysis
4.1 Cost Benefit Analysis
The cost-benefit analysis is a systematic approach for estimating the strengths as well as
the weaknesses of the alternatives. It is utilised for the purpose of providing the best
approaches for achieving the benefits at the time of preserving the savings. The CBS has
also been processing for the purpose of calculating and also comparing the benefits and
the costs of decisions (Celli, et. al., 2017).
Page 4

5. Project Schedule
5.1 Work Breakdown Structure:
Work Breakdown Structure is a process of separating the whole project into the sensibly
lesser tasks that are easy for understanding and also simple to finish. The Work Breakdown
Structure for International Charity Fund is,
Page 5
INTERNATIONAL Charity Fund
(ICF)
Planning Implementati
on
Design
Documentatio
n
Requirement
analysis
Deployment
Software
testing
Maintenance
Ideas from
the
developers
Confirmation
of ideas
Creating a
project file
Determining
requirements
Designing the
requirement
specific
documents
Analysing
requirements
Designing a
proposal
report
Designing
system as per
requirements
Initially
designing the
system
Developing
system
software
Implementin
g the
requirements
Fix early
stage errors
System
testing
Deploy the
software to
system of
improvement
s
updates

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5.2 Gantt chart:
Task name Start date End date Duration(days)
International
Charity Fund
(ICF)
24-08-2018 15-10-2018 55
Planning 24-08-2018 03-09-2018 11
Ideas from the
developers
24-08-2018 28-08-2018 5
Confirmation of
ideas
29-08-2018 31-08-2018 3
Creating a
project file
01-09-2018 03-09-2018 3
Requirement
analysis
04-09-2018 12-09-2018 11
Determining
requirements
04-09-2018 06-09-2018 3
Analysing
requirements
06-09-2018 09-09-2018 4
Designing the
requirement
specific
documents
10-09-2018 12-09-2018 4
Documentation 13-09-2018 14-09-2018 2
Designing a
proposal report
13-09-2018 14-09-2018 2
Design 14-09-2018 20-09-2018 7
Initially
designing the
system
14-09-2018 16-09-2018 3
Designing 17-09-2018 20-09-2018 4
Page 6

system as per
requirements
Implementation 21-09-2018 26-09-2018 6
Implementing
the
requirements
21-09-2018 23-09-2018 3
Developing
system
software
24-09-2018 26-09-2018 3
Software
testing
27-09-2018 03-10-2018 7
System testing 27-09-2018 30-09-2018 4
Fix early stage
errors
01-10-2018 03-10-2018 3
Deployment 04-10-2018 07-10-2018 4
Deploy the
software
system to ICF
04-10-2018 07-10-2018 4
Maintenance 08-10-2018 15-10-2018 7
Updates 08-10-2018 10-10-2018 3
improvements 12-10-2018 15-10-2018 4
Page 7

ID Task
Mode
Task Name Duration Start Finish
0 International
Charity Fund
(ICF)
55 days Mon
02-07-18
Fri
14-09-18
1 1 Planning 11 days Mon 02-07-18Mon 16-07-18
2 1.1 Ideas
from the
developers
5 days Mon
02-07-18
Fri
06-07-18
3 1.2 Confirmation of ideas3 days Mon 09-07-18Wed 11-07-18
4 1.3 Creating a project file3 days Thu 12-07-18Mon 16-07-18
5 2 Requirement analysis11 days Tue 17-07-18Tue 31-07-18
6 2.1
Determining
requirements
3 days Tue
17-07-18
Thu
19-07-18
7 2.2 Analysing
requirements
4 days Fri
20-07-18
Wed
25-07-18
8 2.3
Designing
the
requirement
4 days Thu
26-07-18
Tue
31-07-18
9 3 Documentation2 days Wed 01-08-18Thu 02-08-18
10 3.1
Designing a
proposal
2 days Wed
01-08-18
Thu
02-08-18
11 4 Design 7 days Fri 03-08-18Mon 13-08-18
12 4.1 Initially
designing
the system
3 days Fri
03-08-18
Tue
07-08-18
13 4.2
Designing
system as
4 days Wed
08-08-18
Mon
13-08-18
14 5 Implementation6 days Tue 14-08-18Tue 21-08-18
15 5.1
Implementing
the
3 days Tue
14-08-18
Thu
16-08-18
16 5.2
Developing
system
3 days Fri
17-08-18
Tue
21-08-18
17 6 Software testing7 days Wed 22-08-18Thu 30-08-18
18 6.1 System testing4 days Wed 22-08-18Mon 27-08-18
19 6.2 Fix early stage errors3 days Tue 28-08-18Thu 30-08-18
20 7 Deployment 4 days Fri 31-08-18Wed 05-09-18
21 7.1 Deploy
the software
system to ICF
4 days Fri
31-08-18
Wed
05-09-18
22 8 Maintenance 7 days Thu 06-09-18Fri 14-09-18
23 8.1 Updates 3 days Thu 06-09-18Mon 10-09-18
24 8.2 improvements4 days Tue 11-09-18Fri 14-09-18
01 08 15 22 29 05 12 19 26 02 09 16
Jul '18 Aug '18 Sep '18
Page 8

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6. System Information Requirement Investigation Techniques
6.1 Stakeholders involved:
The stakeholders for the ICF project are,
 Australian OADS (Overseas Aid Gift Deduction Scheme).
 The chairman (Mr Colin MacFarlane).
 The operational managers.
 Administrative department.
 The sponsors.
 Technical teams.
 General staff.
 Accounts department.
6.2 Investigation techniques and Justifying investigation techniques:
Most vital investigation techniques and their justifications:
Interviewing the staff of the project: conducting an interview with the internal staff of the
ICF will assist in learning the experience that they have and the challenges they have faced.
This will also help in knowing the user interface of the software (Steel, et. al., 2016). After
arranging the regular meetings for evaluating the diverse factors of the system. By
familiarizing such kind of techniques, they can have certain specific as well as the relevant
data for the critical design of the automated replying information system for International
Charity Fund.
Questionnaires: this is one of the most effectual ways to collect the data. It assists in getting
rapid feedbacks. It’s easy to design the systems and also the needs that are specified
explicitly and the end users are also involved in reviewing the system and to provide the
modifications for the information system. At the time of utilising the information system,
they could enhance the system performance and facilitate accordingly (Siami, et. al., 2015).
Rapid prototyping: this technique is very effectual as it allows higher concrete identification
as well as the validation of requirements by the users. The technique also encourages the
enthusiasm as well as the commitment at the time of system development process that
results in robust bondings with the end users.
Page 9

7. Reflections and Conclusions
7.1 Reflection:
In the following project of the International Charity Fund we figured out the ways to design
as well as implementing fresh and fully automated reply system. Constraints of the various
former systems could be determined by the modern system development approaches and
the other techniques of investigation, so it was an effectual option. The ways of having a
higher number of individuals for the different branches and countries of the International
Charity Fund the new system would have been a time saver, flexible, cheaper and also user-
friendly. After the effectual installation of the developed system, it is said that the new
systems, as well as the software’s that have been working effectually, are attracting a higher
number of donations from all over the world. This has saved the wastage of the stock and
solved other issues of staff.
7.2 Conclusion:
From the above task, it could be concluded that the report shows the requirement of the
information system and the details about the installation of other software’s. the functional,
as well as the non-functional requirements of the project, have also been explained along
with the RAD and Agile modern development approaches. The Work Breakdown Structure
and the Gantt chart have also been presented in the project.
Page 10