Business Information System Project for You Can Fit In Fitness Centre

Desklib provides past papers and solved assignments for students. This project details the implementation of a new information system for You Can Fit In.

Table of Contents
INTRODUCTION......................................................................................................................3
BUSINESS BACKGROUND....................................................................................................4
BUSINESS FUNCTIONS.........................................................................................................5
ORGANIZATIONAL CHART.................................................................................................6
MANAGEMENT OF PROJECT...............................................................................................7
VISION DOCUMENT...............................................................................................................9
Current problems....................................................................................................................9
Capabilities provided by new system.....................................................................................9
Business Benefits.................................................................................................................10
Policies.................................................................................................................................10
RISK ANALYSIS....................................................................................................................11
Risk Identification:...............................................................................................................11
Risk ranking:........................................................................................................................12
Risk mitigation:....................................................................................................................12
COST BENEFIT ANALYSIS.................................................................................................13
Expected cost:......................................................................................................................14
Cost analysis:.......................................................................................................................15
FACT-FINDING......................................................................................................................17
USE CASE DIAGRAM...........................................................................................................19
ERD AND DOMAIN MODEL CLASS..................................................................................22
ERD diagram........................................................................................................................22
Domain Class Model:...........................................................................................................23
SYSTEM SEQUENCE DIAGRAM........................................................................................24
RECOMMENDATION...........................................................................................................27
CONCLUSION........................................................................................................................27
References................................................................................................................................28
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List of Figures
Figure 1: Organizational chart of the organization....................................................................7
Figure 2: Gantt Chart of You Can Fit In....................................................................................8
Figure 3: Network of the critical path........................................................................................9
Figure 4: Risk ranking chart.....................................................................................................13
Figure 5: Cost status and cost distribution of the tasks............................................................16
Figure 6: Net present value 1 of the project.............................................................................17
Figure 7: Net present value 2 of the project.............................................................................17
Figure 8: Use-Case diagram.....................................................................................................22
Figure 9: ERD relationship diagram........................................................................................24
Figure 10: Domain Class Model..............................................................................................24
Figure 11: System Sequence Diagram.....................................................................................26
Figure 12: Project Management chart......................................................................................27
List of Tables
Table 1: Tangible vs Intangible benefits..................................................................................14
Table 2: Cost analysis of the supercentre.................................................................................16
Table 3: Use-case description..................................................................................................21
Table 4: ERD relationship........................................................................................................23
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INTRODUCTION
The report provides the information and the evaluation of the information system that is
going to be implemented in the organization of “You Can Fit In”. This organization have
successful and well-established branches that are currently running but the organization is
planning to expand the business and its centres. The focus of the expand architecture to the
city of Gold Coast in Queensland where the incorporation of the new and better facilities will
be done. There are better programs and products that will be available at the new centre of the
Gold Coast. The different aspects of the population demographics for increasing the customer
base are used in the expanding strategy of the organization. The objective of the report is to
provide the business background of You Can Fit It organization and the organization chart
will be prepared using this information. The report will provide the Gantt Chart where the
project management and the tasks and the operations required for the project will be specified
with the help of the Gantt Chart. The report successfully provides the vision of the system
where the problems, advantages and capabilities of the new centre using the Gantt Chart.
The cost-benefit analysis is available in the report along with the risk analysis so that the
economic feasibility of managing the project. The report also contains the recommendation
that is necessary for the completion of the project in time and in implementing the new
information system in the new centre.
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BUSINESS BACKGROUND
The You Can Fit It company owns a group of the fitness centre which are operated in the
different cities in NSW and Victoria. The success of the current fitness centres gave the
organization chances of expanding the business into different cities. The organization is
planning to expand its “supercentre” at the Gold Coast in Queensland. The expansion of the
fitness centres can further be done in areas like Brisbane. There are 3 managers that report to
Adam Apple namely the finance manager, sales manager and operations manager. The new
centre that is proposed for the Gold Coast will contain a large variety of special programs and
the personal services for its members. The offices and the centre of the You can fit in have
the staffing that is full time and casual staff that perform various activities around the
facilities. Some of the common activities that are performed in the centres of the organization
are welcoming at the front desk, attending shops, yoga instructor, cleaning and lifeguard to
observe the safety problems around the organization.
The current information system utilizes onAllAccounts. This system provides the complete
package to manage the payables, receivables and general ledger. It is assumed that the
expansion of the organization and building new centres will require an advanced information
system for the organization. The complexity of the new services is expected to increase
which calls for the implementation of the new information support system for the fitness
centres. The services like 24/7 web-based access, child fitness and the pay as you use fitness
service for the new centres.
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BUSINESS FUNCTIONS
There are different tasks, functions and processes that work together so that various
department can work in harmony to deliver the services and functions for the organization
(Elia et al. 2017). Some of the functions that are provided by the organization are:
Marketing: This function refers to all the activities that are related to making the larger
customer base for the organization.
Customer service: The interactions of the organization’s representatives with the customers
to solve any queries of the customer and the queries about the product are incorporated in
customer service.
Operations management: The tasks that include the installation, monitoring, and
upgradation of all the operations and its tasks so that the management and scheduling of the
tasks can be performed efficiently.
Human resource management: The different activities that are included in the efficient
management of the staff to deliver the services to the customer.
Web-based Online access: Installation of the IT infrastructure that would support the
activities on the internet 24/7 by the organization (Painter et al. 2018).
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ORGANIZATIONAL CHART
The organizational chart is a diagram that is used to display the relationship hierarchy of the
organization. This diagram can show the structure of a business, organization or the
government. This can be used as a management tool for the planning purpose of different
hierarchy (Parris et al. 2016).
Figure 1: Organizational chart of the organization
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MANAGEMENT OF PROJECT
There are some activities, techniques and tools that are used to complete a task. The
application of the special skills, knowledge of project, tools and specialised techniques to
complete a task or series of the task is known as project management (Maylor and Harvey
1999).
Gantt chart
The Gantt Chart is basically a type of bar graph that is used to illustrate the schedule of the
project. The tasks that are necessary for the project are listed in the Gantt chart. All sizes of
projects are managed and scheduled through the Gantt Chart (Wren and Daniel 2015).
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ID Task
Mode
Task Name Duration Start Finish Successors
0 You Can Fit In 71 days Mon 10-12-18Mon 18-03-19
1 Project initiation8 days Mon 10-12-18Wed 19-12-18
2 Identifying various business operations3 days Mon 10-12-18Wed 12-12-183
3 Identification of goals2 days Thu 13-12-18Fri 14-12-18 4
4 Defining the scope2 days Mon 17-12-18Tue 18-12-185,10,8
5 Re-evaluating 1 day Wed 19-12-18Wed 19-12-186
6 Milestone: Project Initiaiton0 days Wed 19-12-18Wed 19-12-18
7 Modelling of
system
requirements
21 days Wed
19-12-18
Wed
16-01-19
8 Center managers meeting3 days Wed 19-12-18Fri 21-12-18 9,14
9 interviews 6 days Mon 24-12-18Mon 31-12-1814
10 Examining company records4 days Wed 19-12-18Mon 24-12-1811
11 Understanding communication with customers9 days Tue 25-12-18Fri 04-01-19 12
12 Accounts software analyzing3 days Mon 07-01-19Wed 09-01-1913
13 Evaluating sales and bills3 days Thu 10-01-19Mon 14-01-1914
14 Preparing the report1 day Tue 15-01-19Tue 15-01-1918,15
15 Re-evaluation 1 day Wed 16-01-19Wed 16-01-1916
16 Milestone: Modelling of system requirements0 days Wed 16-01-19Wed 16-01-19
17 Requirements
identification
9 days Wed
16-01-19
Mon
28-01-19
18 Hardware requirements3 days Wed 16-01-19Fri 18-01-19 19,20
19 Software requirements3 days Mon 21-01-19Wed 23-01-1920
20 Human resource requirement2 days Thu 24-01-19Fri 25-01-19 24,25,21
21 Re-evaluation 1 day Mon 28-01-19Mon 28-01-1922
22 Milestone: Identification of requirements0 days Mon 28-01-19Mon 28-01-19
23 Information
system design
9 days Mon
28-01-19
Thu
07-02-19
24 Design of website4 days Mon 28-01-19Thu 31-01-1926
25 Database installation1 day Mon 28-01-19Mon 28-01-1926
26 Installation of cloud environment3 days Fri 01-02-19 Tue 05-02-1930,27
27 Re-evaluation 2 days Wed 06-02-19Thu 07-02-1928
28 Milestone: Design of information system0 days Thu 07-02-19Thu 07-02-19
29 System
Development
17 days Wed
06-02-19
Thu
28-02-19
30 Hardware installation5 days Wed 06-02-19Tue 12-02-1931
31 Website design and launch6 days Wed 13-02-19Wed 20-02-1932
32 Cloud Migration2 days Thu 21-02-19Fri 22-02-19 33
33 Integration of database2 days Mon 25-02-19Tue 26-02-1937,34
34 Re-evaluation 2 days Wed 27-02-19Thu 28-02-1935
35 Milestone: System development0 days Thu 28-02-19Thu 28-02-19
36 Testing 11 days Wed 27-02-19Wed 13-03-19
37 Testing of UI 5 days Wed 27-02-19Tue 05-03-1938
38 Testing of functionality4 days Wed 06-03-19Mon 11-03-1942,39
39 Re-evaluation 2 days Tue 12-03-19Wed 13-03-1940
40 Milestone: Testing0 days Wed 13-03-19Wed 13-03-19
41 Deployment of
project
5 days Tue
12-03-19
Mon
18-03-19
42 Documentation of project2 days Tue 12-03-19Wed 13-03-1943
43 Project Closure1 day Thu 14-03-19Thu 14-03-1944
44 Re-evaluation 2 days Fri 15-03-19 Mon 18-03-1945
45 Milestone: Project Deployment0 days Mon 18-03-19Mon 18-03-19
19-12
16-01
28-01
07-02
28-02
13-03
18-03
04 09 14 19 24 29 03 08 13 18 23 28 02 07 12 17 22 27 04 09 14 19
December 2018 January 2019 February 2019 March 2019
Figure 2: Gantt Chart of You Can Fit In
Critical task network:
Figure 3: Network of the critical path
Duration of the project:
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The project started on the 10th of December 2018 and it took 71 days for the project team to
complete the task. The project was broken down into small sub-tasks which made it possible
to complete faster (Zhou et al. 2014).
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VISION DOCUMENT
The documentation of the vision for the organization is used to outline the existing problems
in the system that is currently used and the respective solutions for that problem and
identifies the capabilities of the system and the benefits of implementing the solution for the
information system. The vision of the You Can Fit In is to expand the organization by
opening a supercentre at the Gold Coast of Queensland. This vision and expansion require a
new type of information system that has the capability of different functionality and services
that are offered by the organization (Mirzoev et al. 2014).
Current problems
The dependency of data management is completely on MS Excel. The accounts department
depends on “onAllAccounts” for their financial advice and business. The accounts platform
showed the limitation that the performance of the information system is not up to the mark
and the system is incapable of integration between each system to provide different
functionality. The software also provides the lack of automation which causes the benefits to
be limited from the information system of the organization. The new information system is
required to provide better functionalities such as automation, generation of reports and the
support of the new supercentre at Gold Coast (Marcirio et al. 2014).
Capabilities provided by the new system
The tasks or the functionality that is provided by the information system that not only
provides the benefits statistically but the additional benefits to be provided are called
capabilities of the system. The capabilities of the “You Can Fit In” are as follows:
 Improved processing of the information: The implementation of the new system in the
organization should provide the improved data processing and the important statistics are
available in the system that will support different decisions in the system.
 Enhanced storage capacity: The storage space is increased in the new system and the
information system is able to communicate better with the other devices.
 Customer service: The effective management of customer relationship with the
customers to keep the present customers and growing the customer base. The query of the
information such as request can be processed faster.
 Protected payment: The subscription of any service can be done by the customer with
the help of the online payment.
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 Managing the human resource: The automatic assignment of the task to the employee
to track the performance record and monitor the employee has caused an increment in the
performance of the employee (Serra et al. 2015).
Business Benefits
There are several benefits that might be applicable to the organization by migrating the
system to a new information system. Below are some of the benefits that are provided by the
information system.
I. The management of the information on the network is automatic which makes it easy
to access the available information from the network and the overall time for the
management of the data.
II. The information system will be available 24/7 in the supercentre which is expected to
provide a shopping experience to the customers.
III. The satisfaction rate of the customers will increase based on better customer service.
IV. The functionality and operational speed of the super centre will get an exponential
increment of the fitness (Chrysa, Sotirios & Dimitrios 2018)
Policies
There must be rules and regulations that govern the working of the employee or the customer
so that the employees or the customers do not misuse the privileges that are given to them.
These policies are the guidelines that dictate the behaviour of the employees for secure
operations. There are different sets of guidelines that are provided by the organization to
address the customers and employees. These guidelines are:
Customer:
 The password of the customer account should be kept secured and it should be changed
periodically to prevent data loss.
 The devices used by the customers should be secured and the internet connection used by
the customer should be reliable.
Employee:
 The BYOD system should be used for registering the employee and record the data before
the employee can access the information.
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