Part B

This task requires you to:

1. Review the current computing resources and analyse the business computing needs of a company.

It will be necessary for the company to have a computer system that can handle the following:

- Processing customer orders

- Managing inventory

- Tracking sales and revenue

- Generating reports

- Communicating with suppliers

2. Develop a survey for the client to obtain all relevant information (approximately 20 questions should be developed and submitted as Appendix A of your assignment).  Before starting on Task 3, you need to email your completed survey to your teacher who will respond with a summary of information for you to consider when completing the Business Case.

The questions

1. How did you find our computer system procedures while you were shopping from our store?
2. How satisfied are you with the current payment system?
3. What could we do to improve our system?
4. What do you think of our price?
5. What type of promotions would you like to see from us in future?
6. How likely is it that you will recommend us to your friends?  And if so. Why?
7. How was your overall experience with us today?
8. How often you are shopping from our store?
9. How well do our product meet your need?
10. How did you find our team?
11. Did you feel that our team answer your inquiry
12. Do you agree or disagree that your issue was effectively resolved?
13. What are the things that you would most like to improve in our system?
14. What changes would most improve our current system?
15. How can our team better support your need/goals?
16. Do you prefer online shopping or in store for our service?
17. How do you prefer the site/store to manage?
18. What other additional information would you like us to know about how you view our services and how can we improve it to meet your needs?

3. Complete a Business Case using the template attached (BSBSMB412_AT1_Part B_TMP_V1), collating the relevant information and data to be submitted for organisational approval.

You are encouraged to use the Gaming Galore scenario as provided on the following pages or after seeking approval from your teacher, you may complete this task with a suitable existing business of your choice.

Follow organisational procedures to develop and submit your documents, including:

• Use of technology and word processing software
• Professional presentation – spelling, grammar, formatting, header, footer
• Clear, industry relevant language and terminology
• Referencing as required, Harvard or APA, plagiarism is not allowed.
• Naming convention and version control
• Storing, security and uploading/submitting

Case Study

Gaming Galore

Gaming Galore is a family-owned and operated business selling a broad range of Board Games and up-market gifts.  The first store opened in Red Hill in 1999, but the business now has a total of 4 retail stores operating across Brisbane.  The remaining stores are located in Yeronga, Indooroopilly and Albany Creek.

Brenda Robson is the original owner and continues to work as the General Manager of the business.  There are also 4 Store Managers, all of whom report directly to Brenda.  Brenda works out of a small office at the Red Hill store, and a bookkeeper works out of this office also.  Brenda is aware that a number of the systems used by Gaming Galore are outdated and she needs you (Independent Consultant) to analyse the current set up and recommend improvements.  Brenda is aware that cloud computing solutions exist, but does not know where to start!  As the owner and General Manager of Gaming Galore, Brenda Robson is responsible for authorising any business process improvements.

Currently, all purchasing is made by Brenda from the Red Hill store, but each Store Manager receives the new stock as it is delivered directly to their store.  Each store has a cash register and an EFTPOS terminal to record sales.  Each store has one computer (Windows) for the Store Manager to respond to email enquiries and keep in touch with the General Manager and the Bookkeeper.  The Red Hill store has 3 computers – 1 for the General Manager, 1 for the Bookkeeper, and 1 for the Store Manager. 

Cash Registers:

Each cash register can be manually overridden as needed (in the event of failure).  The EFTPOS terminals were all installed when the latest store was opened (Albany Creek) in 2011.  All EFTPOS terminals are provided by Commonwealth Bank (CBA).  As the EFTPOS terminals operate on power and phone line, if either of these fails, the staff can complete a manual voucher which can be authorised by ringing the CBA.

All stores maintain monthly sales around $15000, of which, 33% is received in cash, and 67% is paid via EFTPOS.  Gaming Galore has paid the same monthly fees per terminal since they were installed in 2011:

• Monthly rental fee of $100
• Merchant fees of 1.5% (paid monthly in arrears)

Store Computers and Printers:

All store computers were updated when the latest store was opened (Albany Creek) in 2011.  Each computer uses Microsoft Office 2010 (one-off payment at time of installation).  Support for Microsoft Office 2010 ceases in 2020.  The Store Manager at each store uses QuickBooks, Outlook, Word and Excel.  Brenda Robson also uses Publisher when organising advertising materials.  Gaming Galore does not have any training materials for these programs.  New staff members are taught how to use the programs by existing staff members.

Each of the 4 stores had new printers installed in 2014. Each printer is connected by LAN and is able to print, scan and photocopy.  Internet (provided by Telstra) is connected to an ADSL router by LAN.  There have been no issues with LAN connectivity.  Each store is on an independent LAN, and files cannot be shared between stores, unless they are emailed.

Bookkeeping

In 2012, Brenda and the Bookkeeper installed QuickBooks Premier 2012 to record the transactions of Gaming Galore.  Gaming Galore continues to use this accounting software, although support for this software was discontinued in May 2015.  There are no ongoing fees.

Each Store Manager records their sales into QuickBooks daily.  Weekly, the bookkeeper backs up the sales of each store onto a portable hard drive and uploads them to the main copy of QuickBooks (kept at Red Hill).  Purchases and Payroll are recorded by the General Manager and the Bookkeeper at the Red Hill store.  When purchases are received at a store, the relevant Store Manager will email Brenda to advise what stock has been received.

The Bookkeeper produces monthly, quarterly and annually for the group and for each individual store.  The data is exported from QuickBooks to Excel and the Store Managers and Brenda can then manipulate the reports and chart them as needed.

Internet and Telephone

Internet (ADSL) and phone services are currently provided by Telstra but they are threatening to cut the service unless we switch to NBN.  

Organisational Chart