AllSports Sports Club Information System (ASCIS) Development: Approach, Requirements, And Cost Benefit Analysis

Approach to the Systems Development

The aim of this report for developing a new automated information system for AllSports Sports club named AllSports Sports club Information System or ASCIS is to analyse whether this project is feasible to work further. ASCIS is planned to be developed because some problems are encountered with the manual record tracking of all the procedures of the newsletter publication and delivery. For this, appropriate system development methodology is identified. Furthermore, the functional and non-functional requirements for developing the information system are identified followed by carrying out and economic feasibility of the project and cost benefit analysis. A work break down structure is further created for proper planning and organizing the whole project according to the planned schedule. The details about the project are elaborated in the following paragraph.

AllSports sports club publishes a newsletter written by club members and outside business every week on Wednesday that covers the activities form previous Monday to Sunday. The procedures of record keeping and tracking about the publication of the newsletter are done manually, which consumes a lot of time and money. The problems encountered by the current system are-

1) It is difficult to track and maintain the details of the members who have submitted the articles as the president uses word processor and spreadsheet programs.

2) It is difficult to maintain the records of the published advertisements.

3) Scheduling of the upcoming editions is done manually, which adds to a considerable workload.

Apart from these, there are also some minor issues with the existing systems and hence a new automated information system or ASCIS is proposed.  In order to complete the project successfully, an agile methodology for project completion is selected.

For designing the ASCIS, an agile approach towards the project is chosen. Agile is an iterative and incremental project development methodology that incorporates the scope of project improvement and adding new features in the project while the project is in the development phase.  This enables the project management team or the owner to add feedback for continuous improvement of the project (Duka 2013). Moreover, the requirements of the project may change over the time and agile methodology allows the scope of improvement in the project. Therefore, this methodology and approach is best for this project. With this new system, the hassle of manually tracking of data can be effectively removed.

The system requirements of the ASCIS are elaborated into two parts: Functional and Non-Functional requirements. These requirements are as follows –

The functional requirements of the ASCIS are as follows (Wiegers and Beatty  2013)-

1) Registration- The president or the admin and higher level officials at first register to the system in order to access it. Only the registered users will have the power to edit the data.

2) Authentication- The registered users must enter their valid username nad passwords for accessing the system.

3) Set levels of Authorization in the system- roles of different users in the system have to be well defined and the users can access the system according to their roles.

System Requirements

4) Deadline Notification- scheduling and deadline of the articles submission and publication can be managed by a well-developed notification system within ASCIS.

5) Payment and advertisement- the system will manage and keep track of the payment details and advertisements posted.

6) Report- the system will generate the analysis and the report of the status of publication of newsletters.

7) Administrative Functions- Different authorization levels after proper registration will have the power to save. View and update the details of newsletter submission and publication.

8) Generating electronic fund transfer – This system will generate automatic plan transfer of the paid publication thus making the procedure even simpler.

9) A proper workflow and scheduling- The system should maintain a serialized workflow and automatic scheduling of the publications every week.

10) Security on Task deletion- Task can be entered by all authorized users of the system but can be deleted only by the higher officials or admin.

Non-functional requirements of ASCIS are as follows-

1) Performance– The system should show a considerably high performance level (Chung, Nixon and Mylopoulos 2012).

2) Capability- the system should be capable and flexible enough of adding new features when required.

3) Availability- the data should be available whenever needed.

4) Reliability- the system should be reliable.

5) Security – The data stored should be properly secured.

6) Data Integrity- The system should maintain the property of data integrity.

7) Usability- The system should maintain the property of usability.

A cost benefit analysis is a process of estimating the costs involved in a particular project to the possible profits that can be derived from the system. It accounts for both qualitative and quantitative factors for analyzing the value for money in a particular project (Nas 2016). The aim of cost benefit analysis is to ascertain the soundness of the investments made on a particular project.

For the project ASCIS, the cost benefit analysis is performed to check the economic feasibility of the project. For this the Net Present Value or NPV of the cost is estimated along with Return on Investment or ROI and payback period of the project (Reniers and Van 2016). According to the calculation, the NPV is positive, ROI is 26%, break even is occurring between year 1, and year 2, which is 1.74 years that is the payback period, is around 2 years of the investment. Therefore, from this analysis, it can be deduced that the project ASCIS is feasible and the project can be initiated according to the planning.

Project schedule can be defined as the time in which the whole project is completed (Kolisch 2013). The time required to develop the project ASCIS is divided effectively into number of phases. From the detailed schedule of the task, different activities are listed and labor required is calculated. Project schedule is essential for performing accurate feasibility analysis of the project.

The project schedule of the mentioned project is listed below-

The project schedule is prepared according to the work breakdown structure. The project schedule and the Gantt chart are defined as shown in the After analyzing, it can be said that the activities involved within the project can be completed within the assigned time. The phases of the project is well defined and hence it can be finished before the assigned deadline with the available resources.

From the above Gantt chart and understanding the system requirements and goal, the schedule of the project is reasonable. However, the project if possible should be completed faster than the assigned schedule.

The System information requirements and investigation techniques are elaborated below-

Stakeholders of the project can be a person, a group or even an organization that has interest in a particular project (Phillips 2013). The stakeholders affect the project largely. The stakeholders identified for the project ASCIS are as follows-

1) President of the club

2) Sports club members

3) Advertisers

4) Directors of AllSports sports club

5) Creditors

6) Project Manager

7)  Information Technology Staff

The primary investigation techniques are-

1) Distribution and collection of Questionnaire

2) Interviewing and Listening

3) Document Analysis

The investigation techniques are elaborated in the following paragraphs-

1. Distribution and collection of Questionnaire- this method is the most effective method of data gathering where a standard set of questionnaire is circulated geologically to list down the views of the participants of the surveys regarding a particular issue. The questionnaire should be carefully prepared according to the requirements of the project and objectives of data gathering.
2. Interviewing and Listening- Interviewing and listening technique is another important investigating and data gathering technique. This helps in knowing the views of people regarding a particular project. In order to conduct an effective interview and data gathering, the business analyst need to prepare for the interview and properly conduct the same. The advantage of this technique is that it is cost effective and the confusion can be cleared and the information can be gathered within an instance and directly without any scope of miss communication.
3. Document Analysis- This technique of interview deals with analysis of content from the written document for making certain assumptions and deductions based on the parameters of the study. This technique is a method of qualitative analysis. The advantage of following this technique is that the process of data gathering is quick and fast (De Mello et al.  2012).

Conclusion 

An automated information system has been introduced in the AllSports sports clubbed named ASCIS. This project has been undertaken in order to remove the concerns with the manual updating of the records for the weekly newsletter publication. This system has to be  designed to provide an effective solution to the problems persisting in the manual system. The project is well feasible according to the results of the cost benefit analysis. Appropriate system development, methodology has been chosen for the project after properly identifying the functional and non-functional requirements of the project. A work break down structure is created for organizing the total work scope of the project. Considering all the mentioned cases, the project is found to be feasible.

References

Chung, L., Nixon, B.A., Yu, E. and Mylopoulos, J., 2012. Non-functional requirements in software engineering (Vol. 5). Springer Science & Business Media.

De Mello, C.A.B., Olivera, D., Inacio, A.L. and Dos Santos, W.P., 2012. Digital document analysis and processing. Nova Science Publishers, Inc..

Duka, D., 2013, May. Adoption of agile methodology in software development. In Information & Communication Technology Electronics & Microelectronics (MIPRO), 2013 36th International Convention on (pp. 426-430). IEEE.

Kolisch, R., 2013. Project scheduling under resource constraints: efficient heuristics for several problem classes. Springer Science & Business Media.

Nas, T.F., 2016. Cost-benefit analysis: Theory and application. Lexington Books.

Phillips, J., 2013. PMP, Project Management Professional (Certification Study Guides). McGraw-Hill Osborne Media.

Reniers, G.L. and Van Erp, H.R., 2016. Cost?Benefit Analysis. Operational Safety Economics: A practical approach focused on the chemical and process industries, pp.149-218.

Wiegers, K. and Beatty, J., 2013. Software requirements. Pearson Education.

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