ISY00243 - You Can Fit: Systems Analysis and Design Report Part A

This report presents an initial investigation into the development of a new information system for 'You Can Fit', a fitness center company expanding into a new location. The investigation includes a background of the company's current operations, an organizational chart, and a system vision docu...Read More

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You Can Fit
New Information System
12/3/2018

You Can Fit
Contents
Initial Investigation................................................................................................................................2
Background Information....................................................................................................................2
Organization Chart............................................................................................................................2
Business Functions............................................................................................................................2
System Vision Document......................................................................................................................3
Problem Statement.............................................................................................................................3
System Capabilities...........................................................................................................................3
Business Benefits...............................................................................................................................3
Project Management..............................................................................................................................3
Tasks & Duration, Dependencies & Predecessors.............................................................................3
Gantt chart.........................................................................................................................................4
PERT/CPM chart...............................................................................................................................4
Overall Project Duration....................................................................................................................5
Initial Feasibility Study.........................................................................................................................5
Risk Analysis.....................................................................................................................................5
Cost & Benefit Analysis....................................................................................................................6
Technique 1...................................................................................................................................6
Technique 2...................................................................................................................................9
Recommendations...........................................................................................................................11
Fact Finding Techniques.....................................................................................................................11
Questionnaire...................................................................................................................................11
Domain Analysis.............................................................................................................................11
Observations....................................................................................................................................12
Appendix.............................................................................................................................................12
Centre Manager 1: Questionnaire....................................................................................................12
Sales & Marketing Manager: Questionnaire....................................................................................12
Interview Plan..................................................................................................................................13
References...........................................................................................................................................14
1

You Can Fit
Initial Investigation
Background Information
You Can Fit is a business organization that has its fitness centres in Victoria and NSW. The
company has performed exceedingly well and is now looking forward to open a supercentre
in Gold Coast, Queensland. Adam Apple is the CEO of the organization and there are thirteen
existing centres of the firm. Each of these centres has full time and casual staff members. The
organization currently uses OnAllAccounts application to manage all of its accounting
operations. Microsoft Office applications, such as Excel and Word are used to handle the
word processing and other operations. With the opening of the new supercentre, the data
needs of the organization will increase along with the increase in organization requirements.
A new information system will be required to manage the new and existing supercentre with
the expansion of the organization.
Organization Chart
Business Functions
The new information that is being developed for You Can Fit will handle the following
business functions carried out at the organization.
 Compilation and data management for the organization from all the departments as
finance, operations, personal services & members, and sales & marketing.
2
Adam Apple
Finance: Donald
Dollars
Sales &
Marketing: Sally
Molly
Operations: Chia
Chen
Centre Managers
Personal Services
& Membership:
Mark Lewis

You Can Fit
 Advanced and automated data analytics for the organization (Hussain and Roy, 2016).
 Accounts handling and management along with the data storage and operations on the
accounting data.
 Resource management and allocation for the managers (Rajgor and Pitroda, 2012).
System Vision Document
Problem Statement
The expansion of You Can Fit will lead to the incorporation of enhanced data sets and
business operations. The current processes are managed using OnAllAccounts as the
accounting software and Microsoft Office applications, such as Excel and Word. The current
applications will not be able to handle the expansion of the business.
System Capabilities
The new information system will manage the back end operations of the organization and
will have the capabilities to manage the functions as compilation and data management for
the organization from all the departments as finance, operations, personal services &
members, and sales & marketing. Advanced and automated data analytics for the
organization will be carried out. Accounts handling and management along with the data
storage and operations on the accounting data will be done along with the resource
management and allocation for the managers (Ilieva-Obretenova, 2016).
Business Benefits
 Enhancement of the number of customers associated with the organization by 45%
 Increase in revenues by 38%
 Streamlining of the business operations leading to enhanced resource productivity and
efficiency levels
Project Management
Tasks & Duration, Dependencies & Predecessors
Task Name Duration Start Finish Predecessors
You Can Fit
Information System 22 days Mon 03-12-
18 Tue 01-01-19
Meeting with Fitness 3 days Mon 03-12- Wed 05-12-
3

You Can Fit
Centre Managers 18 18
Series of Interviews 6 days Thu 06-12-18 Thu 13-12-18 2
Review Company
Records 4 days Fri 14-12-18 Wed 19-12-
18 3
Observe Business
Operations 9 days Fri 14-12-18 Wed 26-12-
18 2,3
Analyse OnAllAccounts
Software 3 days Thu 27-12-18 Mon 31-12-
18 5
Study Sales & Billing
Transactions 3 days Thu 27-12-18 Mon 31-12-
18 5
Prepare a Report 1 day Tue 01-01-19 Tue 01-01-19 7
Gantt chart
PERT/CPM chart
Overall Project Duration
The overall duration is expected to be 179 days
4

You Can Fit
Initial Feasibility Study
Risk Analysis
The risks are listed in the table below and the probability/impact score is assigned on a scale
of 1 to 5 with 1 being the lowest and 5 being the highest value.
Risk ID Name Probability Impact Score Strategy
1 Schedule/Budget
Overrun
2 4 8 Avoidance
2 Non-Adherence
to Legal
Standards
1 5 5 Avoidance
3 Non-Adherence
to Quality
Standards
1 5 5 Avoidance
4 Non-Adherence
to Ethical
Standards
2 5 10 Avoidance
5 Technical
Failures
3 3 9 Transfer
6 Resource Scarcity 2 5 10 Avoidance &
Mitigation
7 Operational
Errors
4 3 12 Avoidance &
Mitigation
8 Communication
Gaps
3 4 12 Avoidance &
Mitigation
9 Information
Security Risks
4 5 20 Avoidance &
Mitigation
10 Market Risks 2 5 10 Avoidance &
Mitigation
Cost & Benefit Analysis
Technique 1
WBS Task Name Duration Start Finish Predecessors Resource Cost
5

You Can Fit
Names
1
You Can Fit
Information
System
179 days
Mon
03-12-
18
Thu
08-08-
19
$ 161,152.00
1.1
Project
Initiation &
Analysis
22 days
Mon
03-12-
18
Tue
01-01-
19
$ 35,800.00
1.1.1
Meeting with
Fitness Centre
Managers
3 days
Mon
03-12-
18
Wed
05-12-
18
Data
Analyst ,Project
Manager
$ 4,440.00
1.1.2 Series of
Interviews 6 days
Thu
06-12-
18
Thu
13-12-
18
3 Data Analyst $ 4,080.00
1.1.3 Review
Company Records 4 days
Fri
14-12-
18
Wed
19-12-
18
4
Business
Analyst ,Data
Analyst
$ 5,600.00
1.1.4
Observe
Business
Operations
9 days
Fri
14-12-
18
Wed
26-12-
18
3,4
Business
Analyst ,Data
Analyst
$ 12,600.00
1.1.5
Analyse
OnAllAccounts
Software
3 days
Thu
27-12-
18
Mon
31-12-
18
6
Business
Analyst ,Data
Analyst
$ 4,200.00
1.1.6
Study Sales &
Billing
Transactions
3 days
Thu
27-12-
18
Mon
31-12-
18
6
Business
Analyst ,Data
Analyst
$ 4,200.00
1.1.7 Prepare a
Report 1 day
Tue
01-01-
19
Tue
01-01-
19
8 Data Analyst $ 680.00
1.1.8
Milestone 1:
Initial
Investigation
Report
0 days
Tue
01-01-
19
Tue
01-01-
19
9 $ 0.00
6

You Can Fit
1.2 Project
Planning 16 days
Wed
02-01-
19
Wed
23-01-
19
$ 26,400.00
1.2.1
Project Scope,
Schedule, Costs,
Resources
10 days
Wed
02-01-
19
Tue
15-01-
19
10
Project
Manager,
Business
Analyst
$ 15,200.00
1.2.2 Project
Quality & Risks 8 days
Wed
02-01-
19
Fri 11-
01-19 10 Project
Manager $ 6,400.00
1.2.3 Project
Communication 6 days
Wed
16-01-
19
Wed
23-01-
19
12,13 Project
Manager $ 4,800.00
1.2.4 Milestone 2:
Project Plan 0 days
Wed
23-01-
19
Wed
23-01-
19
14 $ 0.00
1.3 Design &
Development 85 days
Thu
24-01-
19
Wed
22-05-
19
$ 50,568.00
1.3.1
Designing of
the Information
System
18 days
Thu
24-01-
19
Mon
18-02-
19
15 System
Designer $ 10,368.00
1.3.2 Database Set-
up 12 days
Tue
19-02-
19
Wed
06-03-
19
17 System
Developer $ 7,200.00
1.3.3
Development
of the New
System
45 days
Thu
07-03-
19
Wed
08-05-
19
17,18 System
Developer $ 27,000.00
1.3.4 Unit Testing 10 days
Thu
09-05-
19
Wed
22-05-
19
19 System
Developer $ 6,000.00
1.3.5 Milestone 3:
Source Code
0 days Wed
22-05-
Wed
22-05-
20 $ 0.00
7

You Can Fit
19 19
1.4 Implementatio
n & Testing 39 days
Thu
23-05-
19
Tue
16-07-
19
$ 37,424.00
1.4.1 Information
System Testing 15 days
Thu
23-05-
19
Wed
12-06-
19
21 Tester $ 8,400.00
1.4.2 Implementatio
n at You Can Fit 12 days
Thu
13-06-
19
Fri 28-
06-19 23 Implementation
Expert $ 6,912.00
1.4.3 Reviews and
Audits 10 days
Thu
13-06-
19
Wed
26-06-
19
23 Project
Manager $ 8,000.00
1.4.4 Change
Management 12 days
Mon
01-07-
19
Tue
16-07-
19
24,25
System
Designer ,Syste
m Developer
$ 14,112.00
1.4.5
Milestone 4:
Implementation
Report
0 days
Tue
16-07-
19
Tue
16-07-
19
26 $ 0.00
1.5 Closure 17 days
Wed
17-07-
19
Thu
08-08-
19
$ 10,960.00
1.5.1 Performance
Management 6 days
Wed
17-07-
19
Wed
24-07-
19
27 Project
Manager $ 4,800.00
1.5.2 System
Documentation 11 days
Thu
25-07-
19
Thu
08-08-
19
29 Technical
Writer $ 6,160.00
1.5.3 Milestone 5:
Closure Report 0 days
Thu
08-08-
19
Thu
08-08-
19
30 $ 0.00
8

You Can Fit
Technique 2
Project Costs
Month
Program
Element
Type of
Cost 0 1 2 3 4 5 6
Material Cost
& Plant One-Time
$13,55
2
Resource
Costs Recurring $8,920 $8,920 $8,920 $8,920 $8,920 $8,920
Cost of
Project
Activities -
Operations &
Execution Recurring
$10,23
0
$10,23
0
$10,23
0
$10,23
0
$10,23
0
$10,23
0
Cost of
Documentatio
n Recurring $2,320 $2,320 $2,320 $2,320 $2,320 $2,320
Communicatio
n Costs Recurring $1,240 $1,240 $1,240 $1,240 $1,240 $1,240
Maintenance
Costs Recurring $1,890 $1,890 $1,890 $1,890 $1,890 $1,890
Program Total Costs By Year
$13,55
2
$24,60
0
$24,60
0
$24,60
0
$24,60
0
$24,60
0
$24,60
0
Program
Grand Total
Cost $1,61,152
Project Benefits
Month
Benefit Sources 0 1 2 3 4 5 6
9

You Can Fit
Enhancement of
Revenues $8,000 $8,000 $8,000 $8,000 $8,000 $8,000 $8,000
Increased number of
Customers $12,300
$12,30
0
$12,30
0 $12,300 $12,300 $12,300 $12,300
Tangible Benefits $18,000
$18,00
0
$18,00
0 $18,000 $18,000 $18,000 $18,000
Intangible Benefits $19,200
$19,20
0
$19,20
0 $19,200 $19,200 $19,200 $19,200
Total Benefits Per
Year $57,500
$57,50
0
$57,50
0 $57,500 $57,500 $57,500 $57,500
Confidence Factor 40% 50% 60% 65% 68% 70%
Benefits Claimed for
Analysis $0
$23,00
0
$28,75
0 $34,500 $37,375 $39,100 $40,250
Program Grand
Total Benefit $2,02,975
Cost Benefit Analysis
0 1 2 3 4 5 6
Undiscounted
Flows
Costs -$13,552 -$24,600
-
$24,600 -$24,600 -$24,600 -$24,600
-
$24,600
Benefits $0 $23,000 $28,750 $34,500 $37,375 $39,100 $40,250
Net Cash Flow -$13,552 -$1,600 $4,150 $9,900 $12,775 $14,500 $15,650
Discount
Factors
Discount Rate 8.0%
Base Year 0
Year Index 0 1 2 3 4 5 6
Discount Factor 1.0000 0.9259 0.8573 0.7938 0.7350 0.6806 0.6302
Discounted
Flows
Costs -$13,552 -$22,778 - -$19,528 -$18,082 -$16,742 -
10

You Can Fit
$21,091 $15,502
Benefits $0 $21,296 $24,648 $27,387 $27,472 $26,611 $25,364
Net -$13,552 -$1,481 $3,558 $7,859 $9,390 $9,868 $9,862
Cumulative -$13,552 -$15,033
-
$11,476 -$3,617 $5,773 $15,642 $25,504
Net Present
Value $25,504
Internal Rate of
Return 38%
Recommendations
The risk analysis and cost-benefit analysis shows that the project is feasible. The risks that are
identified can be handled using the treatment strategies (Gladden, 2012). Also, You Can Fit
and its associated stakeholders will be able to bear the costs that have been identified for the
project.
The project is, therefore, feasible in nature.
Fact Finding Techniques
There are several fact finding techniques that can be used to identify the information sets for
the new system. Apart from the interviews, the following techniques shall be carried out to
collect the requirements and understand the system functionalities and behaviour.
Questionnaire
A list of questions shall be prepared for the employees and stakeholders of You Can Fit to
gather the information on the new system and its requirements.
The information sets collected through this process will be the expectations of each resource
engaged with the organization (Ebert et al., 2018).
Domain Analysis
You Can Fit is a business firm that belong to the domain as health and fitness. The analysis of
the domain as a whole and the information systems installed in other organizations shall be
done.
11

You Can Fit
It will provide the information sets as industry-wide information and standards (Boynton and
Greenhalgh 2004).
Observations
The observation of the existing systems and modules, such as OnAllAccounts, sales data etc.
shall be done to determine the loopholes and flaws in the current system and the
functionalities to be included in the system being developed.
The information sets that will be gathered through this process will be system changes,
dependencies, and behaviour.
Appendix
Centre Manager 1: Questionnaire
 What is the process that is currently followed in the management of the fitness centre?
 How many resources are associated with the fitness centre?
 What are the security measures and protocols followed to make sure that the privacy
and security of the data sets is ensured?
 What are the problems that come up in the current system?
 What are the technical tools and applications already in use?
 What is the technical knowledge and skills of the full-time and casual staff members?
 What are the risks and uncertainties that come up for the organization and the fitness
centre?
 What are the expected modules to be included in the new information system?
Sales & Marketing Manager: Questionnaire
 What are the primary competitors of the organization?
 What are the strategies that are used to define the sales and marketing methods?
 What are the online modes of sales and marketing used in the organization?
 What is the process that is currently followed in the sales data gathering and analysis?
 How many resources are associated with the sales and marketing department?
 What are the security measures and protocols followed to make sure that the privacy
and security of the sales data sets is ensured?
 What are the problems that come up in the current sales and marketing architecture?
 What are the technical tools and applications already in use?
12

You Can Fit
 What is the technical knowledge and skills of the full-time and casual staff members?
 What are the risks and uncertainties that come up for the sales and marketing
department?
 What are the expected modules to be included in the new information system?
Interview Plan
 Identify the entities and stakeholders
 Develop a questionnaire for all the individuals that have been identified
 Set up time and location for conducting the interview
 Communicate the interview details to the interviewer and interviewees
 Send the gentle reminders
 Carry out the interview on the date of the interview at the location that was finalized
 Ask the interview questions from the questionnaire prepared
 Record the response provided by the entities
 Analyse the responses provided to identify the requirements of the new system
13

You Can Fit
References
Boynton, P. and Greenhalgh, T. (2004). Selecting, designing, and developing your
questionnaire. BMJ, 328(7451), pp.1312-1315.
Ebert, J., Huibers, L., Christensen, B. and Christensen, M. (2018). Paper- or Web-Based
Questionnaire Invitations as a Method for Data Collection: Cross-Sectional Comparative
Study of Differences in Response Rate, Completeness of Data, and Financial Cost. Journal of
Medical Internet Research, 20(1), p.e24.
Gladden, R. (2012). Book Review: The Project Risk Maturity Model: Measuring and
Improving Risk Management CapabilityThe Project Risk Maturity Model: Measuring and
Improving Risk Management Capability by HopkinsonMartin. Project Management Journal,
43(5), pp.101-101.
Hussain, A. and Roy, A. (2016). The emerging era of Big Data Analytics. Big Data Analytics,
1(1).
Ilieva-Obretenova, M. (2016). Information System Functions for SmartGrid Management.
Sociology Study, 6(2).
Rajgor, M. and Pitroda, J. (2012). Contribution Of Advanced Technology: Automated Data
Collection In Resource Management. International Journal of Scientific Research, 2(3),
pp.124-128.
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