Information System Development For YouCanFitIn Organization: System Vision Document And Project Schedule

Business Information

YouCanFitIn is an organization that is dependent on Victoria and NSW. They have numerous fitness centres in various cities and want to expand their business by launching there one new super centre in Queensland. Their operational official found that it could be an exceedingly advantageous methodology as the gold coast is a well-known zone for the travel industry. They want to magnetize the visitors mostly in the bad weather when the visitors do not visit the beaches. According to Mark, hired as the Manager for the super centre, the visitors would pay for per visits that would be highly beneficial for the organizations growth. Members would also be avail of premium membership that would include some extra facilities like access to the swimming pools and children care.

Recently, the organization used All in One system for the management and storing of the accounts through MS Word and MS Excel. Still the organization wants to enhance their information system for the super centre that has opened recently in Queensland as it has many other new facilities, which are not there in the old ones. The CEO of the organization want to establish a new information system for the centre that must fulfil all their organizations demand and help to maintain the daily operations.

Adam Apple is the CEO and the key decision maker of the organization. There are three manager under the CEO of the organization who are hired to take the responsibility of marinating the various activities in all the centres from the headquarter present in Melbourne. The finance department is taken care by Donald Dollar, the Finance Manager. Sally Molly, the SM Manager, handles the sales and marketing team. All the operations in the organization is taken care by the Operational Manager, Chia Chen. All the branch managers answer to the Operational Manager Chia Chen for all the activities happening in the organization. The organization has at least 13 centers in various locations. Adam Apple hires Mark Lewis as the new manager for the new super centre. Mark Lewis has three years of Fitness Experience.

The organization YouCanFitIn Orgaization would like to develop a system that would be able to handle the procedures of the business of the organization and provide security to the database of the organization. In addition to this, the organization is looking for a storage system that would store the details of the employees of the organization. In addition to this, the products, services, and the payroll details of the trainers of the organization are also required to be recorded for the organization.  The organization also needs a system that would be able to maneuver the relationship in between the staffs and the members and also they would like to record the details of the interactions of the staffs and the members in the system. The system desired by the organization should be able to manage and monitor the business of the organization efficiently.

The recommended information system will be highly efficient for the organization as the organization already have 13 centers in various parts and are planning to open a new supercentre that can compute most of the operations happening inside the organization while maintaining the staff member associate within the company. The relationship of the members and the staff of the organization will also become stronger with this approach. The organization will also get the information about the staffs and employees as desired.

Background Information

The system capabilities for the YouCanFitIn organization is described below:

• The system will help in storing the data regarding each employee along with the pay rate provided towards them. Apart from this the system will also store every data regarding to the working hours and will mark daily attendance.  
• The system developed will be linked with the website that is responsible for publishing thee features. Apart from this the system will gather the information regarding from the website regarding the number details, address details and service

• The system will help in managing the schedule for each members and will generate membership information accordingly.

• The system are allowed to be accessed by higher ups and will depend entirely on the user behavior. However certain information regarding the system will remain restricted. Work Breakdown Structure and Project Management Chart

The project schedule and the costs associated with the project has been described in the schedule provided below:

The project has been developed for the YouCanFitIn organization. It has been evaluated that the development of the project would be beneficial for the project to a great extent. Hence, the Cost Benefit Analysis has been performed for the evaluation of the finance for the project. The cost benefit analysis developed for the project has been described below:

Data gathering technique is used for gathering the details that will help the organization You Can Fit In to understand the need of the customers. This helps in understanding the need of the customers associated with the planning of this organization. The different type of techniques that are used for data gathering method are questionnaires, interviews and surveys. The main advantages that is offered with the use of data gathering technique is that it helps in understanding the organizations objectives with the use of reports, organizational charts and system documents. The major advantages is that it provides formal definition regarding the information. This are useful for initial investigation purpose. This are stored in the form of structured meeting between the developer sand the representative, thus it becomes more responsive from the end of the users. This are suitable for development of the project plan. The method that is used for performing data gathering technique for this organization is known as questionnaire.

These are used for special purpose documentation that allows the analyst to collect information from respondents and evaluates their opinions. Questionnaires’ are generally of two types, this are as follows:

• Free format questionnaires:this is a set of questionnaires that is designed with the purpose of collecting the answer from large number of respondent. The user needs to provide response towards the questions asked by the interview. This will help in easy evolution of the questions.
• Fixed format questionnaires:This includes the questionnaire that includes proper question and requires selecting a particular answer from the defined choices. The main purpose of the questionnaires is to answer the questions based n score cards and allows anonymity. Real responses can be recorded with the use of questionnaires. The main benefit of this is that it evaluates the responses provided by a large number of people with short time duration. With a set of standard questionnaires’ quantifiable answers based on the organization can be prepared. The answers delivered are easy to analyze. This also allows the researcher to understand about the participants conditions properly and also helps in saving the money. Thus it becomes important to conduct the questionnaire study so that the behavior of the employees within the organization can be understood properly. You Can Fit In will be able to analyses the behavior of their customer and employees with the use of this questionnaires.

The following questionnaires have been directed towards the manager and The CEO of the YouCanFitIn Organization:

• will you be able to tell us about your important?
• Discuss the content, frequency, audience and layout of the report at a high level.
• What are reporting requirements used by you and what you desire to produce with this    report? Explain why?
• provide examples regarding to the reports as an evidence.
• How many times you receive these reports?
• name the system responsible for the development of your reports.
• Which key pieces are the most crucial when it comes to day-to-day operations?
• name the authorized users.
• Who can access your system?  
• Where do they reside?  
• What features do you like about your current system?
• What features don’t you like about the current system?
• What features might enhance the current system?
• describe the features of your new system and software’s related to the system.
• Is there anything you specifically want to avoid in the software? Why?

The use case description for the system developed for the YouCanFitIn Organization is provided below:

Conclusion

From the report it can be concluded that there is a need for having a proper analysis of the organization. This will helps in understanding the business function in details. The development process associated with the information system needs to be maintained properly. The information system related to the organization needs to be properly aligned with the current system so that they can meet the requirement of You Can Fit In organization. You Can Fit In needs to develop a proper information system that will help in handling the customer data efficiently. In order to develop the information system it becomes important to ensure that proper flow of data takes place within the information system. The organization has also needs to address all the risks associated with the information system. Apart from this the report has to provide a proper set of clarification that will help in removing the errors at the time of development.

The organization should process the information’s system effectively so that they can manage the working of the gym in an organized manner. Thus it is important to develop some strategies that will help in improving the working the information system. This is also important to value the information system and including proper security measures is also an important aspect. The information system should ensure proper encryption methods that will store the data efficiently. Thus management of the information system becomes very important.  The steps that ensures proper working of the information system follows:

• Reviewing the current information system and policies associated with the organization
• Reducing the space and costs
• Collaborating with coworkers and clients for understanding the working f the information system
• Securing the documents stored within the organization
• Improving the processes and documents that are stored within the information system
• Lastly the organization should automate the processes.

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