Data Collection Methods
Fact finding is a methodology used to carry out the research for this project and is comprising of the following strategies like carrying out questionnaires, using sampling of the existing files, forms and document to analyze the system, carrying out research either from the book or from the internet, direct observation and prototyping. This requires to be done so that the data can be collected in a well and organized manner so that the project could be completed successfully. In this report, we will discuss on each of the above mention methods of data collection.
Sampling of the existing files, forms and document- sampling is the process in which data are collected and group together as grouped data, different groups are selected at random for analysis. Therefore, the sample data are used to provide useful information to assist in the process of project development. This is because while developing the information system which is to work better than OnAll Accounts, a step by step procedure must be followed keenly so that the system can work according to the expectation of the customers.
Another instance of fact finding method is the use of questionnaires as a way of collecting the necessary data needed during the information system development process. In this case the customers are question on the challenges they are facing. This is because the current system is based on manual work which poses high risk to clients losing data. Little space is consume by data stored in a softcopy as well. File based systems requires a lot of space for storing the data and may be inaccurate as the data keyed in to the information system.
To find data regarding the implementation of the new information system, direct observation can be employed. Experts can observed what is happening within the organization and come up with new ideas on how the new information system will look like. Since You Can Fit In is a rapidly growing company, a full system to manage the whole company is needed.
During the start of this project, data are supposed to be collected and analyze. Thorough research has to be carried out to check if there is an existing similar system. As the company grow bigger, departments also increases which implies that an ERP system has to be put in place. The research can be done through the internet or some documentations may be referred.
Roles of Personnel
Prototyping is another fact finding techniques where a sample project is presented to the company so that they can be able to look at how system works before implementation. This is carried out the information system lead and presented it to the group of managers and the CEO of the company.
In the process of this project, Mark Lewis and Adam Apple are the people to get involve in different roles of building this information system. Mark Lewis’s main role is to carry out the whole research process by ensuring that enough data is collected and analyzed. After the data has been analyzed in detail, Mark Lewis has to come up with the report and present it to Adam Apple for approval. Adam Apple is the CEO and the overall person as shown from the work breakdown structure of the organization.
For this project to be carried out successfully, interviews need to be carried out so that the relevant personnel can be able to collect the relevant data for the implementation of this project. A number of questions has to be designed to allow people or customers to answer them stating their challenges about the old system.
- What are the major challenges affecting the company concerning the current system?
- How accuracy is the current system according to your experience as a client of You Can Fit In?
- What are the possible ways you can suggest for the improvement of the current system?
- How fast is our delivery of services and what are the possible solutions to improve it?
- What are the major challenges facing the old system?
- In terms of data retrieval process, can the proposed system sort out any issue about delay in the processing of data? Explain how?
the new system is highly recommended because of so many importance it has to the company.
- The new system will maximize the company profit
- The new system will be more accurate than the existing file based system
- The new system will serve as an ERP system where all the company resources are managed
- The new system will raise the rate in which services are being delivered to the customers.
- Customers will be able to access system resources through online portal hence they can access the services remotely.
- With the use of the new system, clients can make their request through online so long as they are connected to the internet.
Therefore, I recommend that the company has to implement this project to its climax, so that everything can be run smoothly and transparently and hence profit are maximize. Fact finding is the most important stage in project implementation since it provides a clue on how the proposed project will work. It gives us a prototype which explains all the roles of the information system.
The main work of the new system is to act as an enterprise resource planning where each and every client is registered as a user and are given privileges by the system administrators so that they can be able to perform certain duties and responsibilities.
- In this report, the main work of the system is to provide an inventory system where all the items belonging to the company can be managed. Unlike OnAllaccounts where it only serve on financial transaction matters, the new system will be consisting of all the modules which are functional within the company.
- Also the new system will be having features which provide a payroll and HR system where it can be used to manage the company employees and process salaries for all the staff.
- The new system will also provide a smart accounting system which manages all the company funds and budget
- For training purposes, the new system is designed in such a way that the clients can access the online portal and they can be able to undergo online training.
The new system is consisting of different modules integrated together. All these modules are directing its functions to a central point. Like in this case every transaction needs an approval of the CEO of the company. Therefore, the new information system consist of a critical path through which information are channeled.
In this report, the new system is divided into modules in which each module is assigned roles. The modules include the admin module, accounts module, HR and Payroll module and inventory module. Each modules consists of its roles. In this case the admin module consist of all the privileges of all the other modules hence it has full manipulation of the other modules. (Chen, Senesi, and Schnitzer, 2016)
Modules in the New System
The roles of the admin module is assigned to the CEO of You Can Fit In company limited. This is because the CEO is the overall person within the company and is given all the privileges to modify any change within the organization. Other roles are assigned to the relevant department accordingly but not editable unless for the admin. The reason why upon the data has been entered in the accounts for example is because of security issues.
In the above use case diagrams, it is illustrated that the information system is not an individual thing but it is something that is largely relying on a group of individuals or parties. The company is subdivided into departments where each department comprises of the head. The leader in every department which is the head is given the roles according to its job description. For example the finance manager is in charge of all the activities concerning financial transactions.
Therefore the use case diagram was used to describe the process flow of information in the new information system. You can Fit In will have to adopt this new technology so that the management of the company can be made easier.
In this case the new system will be focusing on all the management processes within the company. It is referred to as the You Can Fit In enterprise resource planning management tool which will strengthen the growth of the company. In this system, each module mutually benefit each other. Unlike the OnAllaccount where the application is offering one service to the company.
In this diagram each department is provided with the table to assist in the entry of data for every new customer. When a customer register online into the system, the data are directed into the database. Those data can be queried from the database according to the transaction processes needed by the user.
The methods of data collection which were used during the data collection process were reliable. This is because the methods have been able to provide the project team with all the requirements which are needed during the implementation of the project. (Kaeble, Glaze, Tsoutis, and Minton, 2016)
The new information system is implemented to replace the OnallAccount which serves only on the financial purposes. The information system to that was deployed has enable to assist the company in so many functions including; inventory management, accounts management, payroll and employee management and supplier/customer management modules.
Software for Migration
It has really enabled the centralization of the company processes since it is a real-time system. Users are allowed to do all the transactions within the system but not to modify it. As illustrated below in the sequence diagram it shows us how this data are being transferred from one point to the other.
Online software which may help the company in migrating the old system into a new information system will serve all the information being carried out within the company include the following
- QuickBooks
- Sage HR & Payroll
- Microsoft Dynamics ERP systems
QuickBooks is a commercial off the shelf software which has assisted so many companies to run their business smoothly. (Hamari, Koivisto, and Sarsa, 2014) It has made their data manageable and traceable since it is a cloud-based software which offers cloud backups. You can Fit In will have to buy a license ticket for the company to be assigned the privileges of a complete use of the software.
Sage HR & Payroll is a commercial off the shelf software which is a cloud-based. It is deployed in the cloud so that the user can do its transaction over the cloud. There backups are found on the cloud but a data Centre can be established so that data can be stored internally. It carries all the functionalities including inventory management.
Microsoft dynamics is an in house enterprise resource planning software which can be install in You Can Fit In so that it all the resources can be monitored and tracked at any given point of time. Microsoft dynamics is the best of the three chosen software. It is the most secure
Sequence diagram
The sequence diagram below illustrate the flow layout of the information. The system is designed in such a way that the information being communicated are designed to flow in such a way that it must be directed to the correct destination. In this case all data considered to be for all human resources are directed to the human resources manager for approval and then channeled to the CEO for the final approval. In this report the new report will replace the manual work which is tiresome and difficult to operate.
The big challenge which needs to be incurred is that the new system is very expensive to implement and requires skilled personnel to take charge.
References
Kaeble, D., Glaze, L., Tsoutis, A. and Minton, T., 2016. Correctional populations in the United States, 2014. Bureau of Justice Statistics, pp.1-19.
Christofides, E., Muise, A. and Desmarais, S., 2009. Information disclosure and control on Facebook: Are they two sides of the same coin or two different processes?. Cyberpsychology & behavior, 12(3), pp.341-345.
Hair, J., Hollingsworth, C.L., Randolph, A.B. and Chong, A.Y.L., 2017. An updated and expanded assessment of PLS-SEM in information systems research. Industrial Management & Data Systems, 117(3), pp.442-458.
Chen, Y., Senesi, N. and Schnitzer, M., 2016. Information provided on humic substances by E4/E6 ratios 1. Soil science society of America journal, 41(2), pp.352-358.
Greenberg, J.S., 2017. Comprehensive stress management. McGraw-Hill Education.
Halberg, F., Good, R.A. and Levine, H., 1966. Some aspects of the cardiovascular and renal circadian systems. Circulation, 34(5), pp.715-717.
Hamari, J., Koivisto, J. and Sarsa, H., 2014, January. Does gamification work?–a literature review of empirical studies on gamification. In 2014 47th Hawaii international conference on system sciences (HICSS) (pp. 3025-3034). IEEE.
Stolfo, S.J., Keromytis, A.D., Misra, V., Locasto, M.E. and Parekh, J., Columbia University of New York, 2014. Systems and methods for correlating and distributing intrusion alert information among collaborating computer systems. U.S. Patent 8,667,588.
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