This task requires you to:
Part B
This task requires you to:
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
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
How did you find our computer system procedures while you were shopping from our store?
How satisfied are you with the current payment system?
What could we do to improve our system?
What do you think of our price?
What type of promotions would you like to see from us in future?
How likely is it that you will recommend us to your friends? And if so. Why?
How was your overall experience with us today?
How often you are shopping from our store?
How well do our product meet your need?
How did you find our team?
Did you feel that our team answer your inquiry
Do you agree or disagree that your issue was effectively resolved?
What are the things that you would most like to improve in our system?
What changes would most improve our current system?
How can our team better support your need/goals?
Do you prefer online shopping or in store for our service?
How do you prefer the site/store to manage?
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?
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 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 stores 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
69215109220Bookkeeper
Tracey Mansfield
Store Manager Red Hill
Cathy Phillips
General Manager / Owner
Brenda Robson
Store Manager Yeronga
Adam Bentley
Store Manager Indooroopilly
Siobhan Rose
Store Manager Albany Creek
Peter London
3 part time sales assistants
2 part time sales assistants
3 part time sales assistants
1 part time sales assistant
Bookkeeper
Tracey Mansfield
Store Manager Red Hill
Cathy Phillips
General Manager / Owner
Brenda Robson
Store Manager Yeronga
Adam Bentley
Store Manager Indooroopilly
Siobhan Rose
Store Manager Albany Creek
Peter London
3 part time sales assistants
2 part time sales assistants
3 part time sales assistants
1 part time sales assistant
Thank you for your prompt action towards improving the state of our IT operations. I apologise for not providing more information in the first place I guess I didnt think there would be so much to it!
Rather than answering each of your questions individually, I have summarised my answers to your questions below to the best of my ability, and provided any further information I thought might be helpful.
We have 6 computers in total as advised in the initial project brief
They are all the same computer model, which I think is getting a bit old now as they were purchased in 2010. Specs are below
CPU Intel Pentium 4
RAM 256 MB
HDD 150 GB
Operating System Microsoft Windows XP (windows update has been turned off since we bought the computer)
Monitor Dell 15 inch
Keyboard & mouse Dell USB keyboard & mouse
These computers originally cost us $5,150 to install, including all software licenses which were a once off purchase. No training is required as all the staff are familiar with the current system. Other ongoing costs include a $60/month internet connection and $100 per year antivirus program. This year we spent $480 on repairs. We spend an average of $3,200 per year on external IT contractors for various IT troubleshooting issues to do with our current system.
We have the Microsoft Office 2010 suite. We frequently use Excel (for invoicing and some reporting that Quickbooks Premier 2012 does not handle), Word (letter writing) and Outlook (emails). Internet Explorer is our browser of choice but it doesnt work with all websites
The computers take their time to warm up in the mornings (as do our staff) so they are usually turned on and left for 10 minutes to do their thing. Operations are slowing down our productivity saving a file takes a long time whether or not it is to the local drive (which is very full) or to the server
Each of the computers have been having more and more issues over the last couple of years and we have needed to have repairs done several times. This, combined with staff complaints, has resulted in us contacting your business for a solution
The quantity of our computers is appropriate, but our Yeronga stores printer just stopped working and we have been quoted $800 for a repair due to the rarity of the parts. I think we just need a new one for the office but it would be good to be able to print something even when not in the office (for the finance staff to see)
I (Brenda) regularly need to be mobile, travelling to various locations to do my work. I usually take paper and pen and when I return I input data into the spreadsheets or to Quickbooks Premier 2012. There have been instances of these records being lost before being entered in the spreadsheet
The Excel documents we use for invoicing are currently stored on whichever computer they were created on. This can be annoying when different stores need to access an invoice created elsewhere we need to do it all via email. I am also concerned about the security of this arrangement. The IT contractors tell me that they are handling the firewall / antivirus situation and that our computers are pretty secure.
We have no back up procedures other than those mentioned in the initial job document (weekly by the bookkeeper).
Our staff have requested to move away from using spreadsheets for invoicing as they are time consuming and cannot be updated easily from distance (such as when I am working at remote locations). Im not sure if this is correct or advisable and will rely on your recommendation. I personally would like to be able to access all of our records from home and while visiting difference worksites
Each of our computers is connected via ethernet (blue LAN cord) to a network switch. A modem is also plugged into the switch which provides us with 2 megabits/second down speed and 500 kilobits/second upload speed ADSL internet. We have 100 gigabytes of data allowance per month and have occasionally come close to reaching this limit (I think because of staff watching videos)
Once per week the bookkeeper visits each store to obtain the sales data on a portable hard drive, which she then uses to input into the main (consolidated) quickbooks file at the Red Hill store. This is takes a lot of time, and costs at least $400 per week in bookkeeping expenses and is something Id like to change if we can.
Accounting expenses at end of last year were $3,300. The accountants dont like our software as it is apparently cumbersome and time-consuming
We dont have a WiFi network
The data on Individual PCs are never backed up except for the Quickbooks records mentioned above to the Red Hill store. The bookkeeper does not keep copies of the data either, which has me worried about what would happen if our Red Hill Quickbooks file were to be lost
Id like to be able to run reports on the business in real-time so I can make more informed decisions. This includes sales, inventory levels, payroll information, bank reconciliations, GST reports, balance sheets and P&Ls. At present staff need wait until the bookkeeper can compile reports in order to make decisions when I ask.
Im worried about our source document storage. As discussed, invoices are in Excel and are kept on the individual computer at the store, and they go out to customers slowly sometimes. Purchase orders & receipts are physical and kept in our filing cabinets in date order
Payroll is very time consuming as it is all calculated manually and entered into Excel. This has caused pay delays in the past.
We dont have a website and if we were to have one it would need to be very basic with just an about us and a contact us page
Thank you for your careful consideration,
Brenda Robson
General Manager
Gaming Galore
Business Case
Proposal to Introduce Cloud Computing
The Gaming Galore
1/2023
Version 0.0
Instructions for completion
This template has been provided as a guide only. Instructions on how to complete the template are included in Arial 11 blue italic font. Please delete this text when you complete each section - it should not be included in the final product. Also provided is some suggested text. This is in Arial 11 black font. This is not intended to be prescriptive - please change this to meet the requirements of your project.
The Project Brief must accurately reflect the project mandate and the requirements of the business and the users.
Contents
TOC o "1-3" f h z u 1Project definition PAGEREF _Toc52872474 h 41.1Background and objectives PAGEREF _Toc52872475 h 42Outline Project Business Case PAGEREF _Toc52872476 h 42.1Relationship to Gaming Galore strategies and objectives PAGEREF _Toc52872477 h 42.2Business options PAGEREF _Toc52872478 h 52.3Benefits PAGEREF _Toc52872479 h 52.4Risks PAGEREF _Toc52872480 h 62.4.1Risks if the project does proceed per your plan PAGEREF _Toc52872481 h 62.4.2Risks if the project does not proceed PAGEREF _Toc52872482 h 62.5Costs PAGEREF _Toc52872483 h 62.6Sources of advice PAGEREF _Toc52872484 h 83Project approach PAGEREF _Toc52872485 h 93.1Options analysis PAGEREF _Toc52872486 h 93.1.1Option 1 Do nothing to current IT implementation PAGEREF _Toc52872487 h 93.1.2Option 2 - <title> PAGEREF _Toc52872488 h 93.2Comparison of options PAGEREF _Toc52872489 h 93.3Recommended approach PAGEREF _Toc52872490 h 94Timeframes PAGEREF _Toc52872491 h 105Stakeholders, users and any other known interested parties PAGEREF _Toc52872492 h 106Appendix A - Record of organisational survey & response PAGEREF _Toc52872493 h 11
Project definitionBackground and objectivesBranda Robson the original owner of Gaming Galore has successfully built four stores. Here, she realises that as the business grows, an upgrade is necessary and cloud computing is the way forward to reduce the complexity and improve the efficiency of the processes. As a non-tech-savvy individual, she recognises that he needs an ICT expert to get advice on strategies to expand opportunities in a more economical way.
The business has limitations regarding its technology and software. These limitations have created a correlating effect where the goal of consolidating the shopfront into a cohesive identity is not achievable
The stores have several computers that were purchased in 2010. She spends an extra money per year on external IT contractors for various IT troubleshooting issues. Each of the stores computers have been having more and more issues over the last couple of years and she has needed to have repairs several times. Operations are slowing down the productivity. Saving a file takes a long time whether it is to the local drive (which is very full) or to the server. The internet connection so simple
She would like to be able to access all the records from home and while visiting different worksites. Also she need to adopt new strategy for her business
Outline Project Business CaseRelationship to Gaming Galore strategies and objectivesCloud-based platforms can be used by large corporations and the stores for creating, testing, deploying, and storing apps, backing up, and recovering data. A public cloud is a platform that is provided by third parties via the internet for several enterprises.
Among the use cases for cloud computing are storage, disaster recovery, and backup. The cloud can also be used for testing, development, social networking, and communication.
It is a strategy that spans a time frame. the costs will start to go down when the business goes to the cloud. The gradual ramp-down in on-premises spending linked to your cloud migration strategy may be predicted.
It is possible for business to expand successfully because of cloud computing's scalability. As business grow, it can expand it infrastructure and facilities without having to anticipate its server demands or buy more storage space. Only its must do now is contact with service provider to change the subscription.
Business optionsThe main goal for the business is work efficiency and make profit in minimum level of expenses. In Gaming Galore stores situation, leave the system as it and (do nothing) unjustified expenses will be incurred such as more money for repair current old version PC, which it was $3680 just during current period.
While the stores have an opportunity to make change and replace some features to save the money and time, reducing maintenance costs, and can anywhere access. That will happen when all stores using public cloud and google drive for storage system and MYOB or QuickBooks online for cloud accounting system.
Best cloud accounting system
Cloud accounting system 1
MYOB account right plus Cloud accounting system 2
QuickBooks Plus online
Cost Support Efficiency gains Legal compliance Security /privacy/ confidentiality Etc etc The business options concerning this investment are:
Description Advantages Disadvantages
Maintain current system Input your proposed cloud improvement option The recommended option is <XX>.
BenefitsState here the expected outcomes of the project in terms of benefits it will provide to the organisation. This statement forms the heart of the business case and needs to be carefully presented and phrased in outcomes, not outputs. Benefits can be financial or non-financial.
Expected change Expected benefits Performance measure Indicative timeline Owner
State the change that will be derived from using the project outputs State the measureable improvement resulting from an outcome that is perceived as an advantage by one or more stakeholders How will the improvements in performance be measured? When will the expected improvements in performance be realised? Who is accountable for the expected benefit and is responsible for managing the change required to realise the benefits? (typically the Senior User)
RisksRisks if the project does proceed per your planIn a dot point list, identify risks of implementing your project
Underneath each risk, briefly state your planned risk mitigation strategy for managing the identified risk
Business/Benefit risks include such areas as:
the validity and viability of the Project Business Case
whether the project continues to support agency/program strategies and objectives
the consequences to the organisation of failure or limited project success
the stability of the business areas involved
program requirements
legislative changes
political factors including public opinion
environmental issues
impact on the customer of the results of the project
the risks of the end-result meeting the stated requirements, but not fulfilling expectations
stability of related processes or policies.
privacy issues
Risks if the project does not proceedState the risks to Gaming Galore if this project does not proceed. Mitigation strategies are not required for this section.
CostsA best estimate of the costs entailed in the project should be made. Any unknowns or uncertainties should be clearly stated, as should the approach to resolving these uncertainties. Detail on the costing assumptions should be outlined in the costing model table below.
The following table provides indicative costs for delivery of the project and likely on-going operational, maintenance and support needs for the projects deliverables.
The expected life of the projects deliverables (benefits provided) is <XX> years.
(Costs from Idea definition to project close and default 3 years worth of recurrent costs.
Refer to your textbook for a definition of total cost of ownership and for an example costing table to gather ideas. Your answer must factor in training for your staff.
The table below should include both Financial and Non-financial costs.
Financial cost examples include: Vendor Costs, Maintenance and Support (Annual licences), Software, employee, contractor costs
A non-financial cost example is employee dissatisfaction / loss of productivity
Cost Type Non-financial cost (mark X if non-financial cost) Ongoing Costs Total Cost $
FY 1
$ FY2
$ FY3
$ Initial start up costs Total Ongoing (recurring) costs X Total Total Costs (ongoing + initial) Discussion of costs and benefits
Write a couple of paragraphs discussing/justifying your budgeted costs and comparing them to costs if you chose not to proceed with the cloud project.
Compare the aggregated benefits and costs (financial and non-financial). The objective is to be able to define the value of a project as an investment.
Sources of adviceGiven the cloud solution you have recommended, identify a minimum of 3 sources of advice the business could approach if they have issues with their IT system. For example, MYOB has a help website.
Provide an example situation where it would be advisable to contact each source of advice.
Project approachOptions analysisBefore any planning of the project can be done, decisions must be made regarding how the work of the project is going to be approached. For example, will the solution be developed in-house or contracted to third parties? Will the solution be a modification to an existing product, or built from scratch? Will the solution be based on a commercial off-the-shelf product or something that is custom-designed? The selected project approach will affect the timescale and costs of the project, plus possibly its scope and quality.
Analyse available delivery solutions and recommend the most appropriate option after considering alignment with agency/program/industry standards, operations and maintenance implications and training needs etc. Add further options, as required.
Completing this section correctly will make AT3 (the implementation plan) much easier.
Option 1 Do nothing to current IT implementationProvide a description of the option. This would be a summary of their current IT implementation and identification of workarounds to the identified risks.
Option 2 - <title>Provide a detailed description of your proposed cloud solution.
Comparison of optionsThere are several methods of comparing options against each other in terms of how they best meet the combination of key requirements. The table in this section of the template displays a simple comparison matrix. The aim of this section is to provide a straight-forward analysis that presents sufficient insight to judge the validity of the recommended approach.
Analysis Option 1 Option 2
Alignment to agency or industry standards and practices Operations, maintenance and support implications Skill development and training issues Risks Cost estimate Recommended approachIdentify which of the options in the previous analysis is the recommended approach. If there is not a clear best option, then it should be substantiated why the preferred option was selected.
The project approach most appropriate to delivering the project product and achieving the outline Project Business Case is <XX>.
TimeframesThe table below outlines an indicative timeframe for the delivery of this project:
Start date What is the required start date for this project? Make this up, but ensure it is a reasonable estimate.
End date What is the required/anticipated end date for this project? Make this up, but ensure it is a reasonable estimate.
Milestones Expected timeframe
Identify key milestones. A milestone should be a key point in your project that, when completed, indicates a clear step towards the project conclusion.
For example: installation of new computers would be a sensible first step if the old hardware is out of date. Identify the expected timeframes (ensure timeframe falls within the project start/end date)
Stakeholders, users and any other known interested partiesOutline the stakeholders who have a specific interest in this project. This interest may be from a project delivery perspective; use of the products produced in the project; or their business may be impacted by the outcomes of this project.
Identify all teams/people that will be involved in the project (including any external help you want to hire if that is planned/budgeted for). This includes those you are reporting project status to, those you are training, and those with a more hands on role in the project implementation.
For each identified stakeholder, identify their role in the project.
Name Position Business Area Why?
Appendix A - Record of organisational survey & responseThis section should contain your survey of the organisation (email format, approximately 20 questions) clarifying the cloud computing needs of the business, and the Managers response to these questions.
