You Can Fit In – Company Expansion And Information System Implementation

Background

You Can Fit In is a company based on Victoria and NSW. They have several fitness centers in different cities and want to enhance their business by introducing a new super center in Queensland. Their operational executive found that it could be a highly beneficial approach as the gold coast is a popular area for tourism. They want to attract those visitors especially in bad weathers when they will not be able to visits the beach. The visitors could pay per visits which could be highly beneficial to the company growth according to mark who is appointed as a manager for the new supercenter. Member can also get a premium membership which will includes extra facilities such as access of the swimming pool, child care.

 Currently, they used AllInOne system for computing and store the accounting information through Microsoft word and excel. However, they want to move on to more advanced information system for the new supercenter as it involves several new functionalities comparing to the old centers. The CEO of the company want a new information system which must fulfill their business requirement and assist to maintain daily operations.

The CEO of the company is Adam Apple who is the key decision maker. Under him there are three managers which are responsible for marinating different operations in all centers from Melbourne headquarters. Donald Dollars is the finance manager, Sally Molly, manager of sales and marketing; and Chia Chen, manager of operations. All branch managers report to the operational manager Chia chen. They have almost 13 centres in different location. For the new supercentre Adam appoint Mark Lewis as a manager who has three years of fitness experience.

Figure 1: Organizational Chart

The new information system can be assist to store and mange most of the operation effectively. The proposed system must have a module for gym members where they can easily get a membership. As the new supercenter is directed to the tourists, the system can be capable of booking services such as child care, swimming pool access and other facilities desired by the members. Members also must capable of selecting different type of membership criteria depends upon the pay rate. The system must be available for use 24/7 along with pay-as-you-use basis. Internally, information system can capable of managing work schedules for different executives including the payment structure. Such system can be highly beneficial for enhancing the relationship with the members as it will provide a rich experience and wide areas to choice.

The proposed system for YouCanFitIn must be flexible and handle all required details and proper database security accordingly. The proposed system can easily store employee, product, services, receipts and payroll details along with member details. The system will be user friendly with an effective user interface without any data redundancy and secure authenticity. The system must capable of building a maneuver relationship between the members and staffs while saving some operational time. The system will also stores the member’s credentials for verification along with the services booking list. Not only will the previous information be stored, the system will also capable of informing the appropriate executives about the member’s details on real time. For instance, the gym instructors can be notified that certain member has booked a one hour special hour for accessing any specific service. As Adam is planning for renting wearable devices to the members, such approach can also be achieved with the information system. As the system will be able to store the member id and assigned devices ID along with the time interval of use. Along with the supercenter, all other center can sue the information system for better precision and managing and monitoring the operations.

• The system will store all the data of the employee along with pay rate.  Additionally, the system will store every day attendance and working hour details.
• The system will be linked with the website which is yet to be published. The system will collect information from the website such as new member details, service details and many more.
• The system will also manage the members time schedule and validate the membership information.  
• The system can be accessed by higher ups and depends on the user, certain information access can be restricted as required.

Activity 1

The proposed information system can be highly beneficial for the company as they already have 13 centers and planning to open a supercenter, it can automate most of the operational work while maintain the members and staffs associated with the company. The member-staff relationship also will be enhanced by such approach. The company will also will able to get relevant information about any employee or staff as desired.

In order to be familiar with the company’s operations it is mandatory to analyze their work. The next step is to construct and develop some project plan by utilizing some of the tools and techniques. So, the project plan is developed which needs to be followed accordingly in order to gather useful insights from the visit. As planned it will take around 26 days to produce the report after analyzing the working principles and conducted interview with the managers.

After analyzing all the operation and understand the project requirement, a risk analysis has been conducted which will give a broad ideas about the flaws which could occur when developing the project. There are certain aspects needs to consider while identifying risks such as feasibility with the requirement and benefits, resources allocation along with the employee satisfaction.

The project is to develop an information system for the youcanfitin.  With the new information system it is believed that they will increase their revenue as their operations will be conducted smoothly with efficient time management. Even though the project will take a huge amount to develop and they will not get the benefits from the next day of the deployment.  The project will assist them to achieve a long term relationship with the members and attract more customers which will surely increase their opportunities of growth. It is highly suggested to continue with the project for achieve long term benefits.

The proposed information system will assist them to maintained and monitor their daily operation flawlessly. The system can also be updated as required for instance, mark want to rent wearable devices to their members which could be monitored and controlled through the information system. They also need a 24/7 web service for member support which must be developed and the data from the website can be hatched to the system in order to automate the most of the work. The project has huge opportunities for future development.

In order to be familiar with the company’s operations it is mandatory to analyze their work. As the interviews are conducted with the managers in Melbourne for identifying the key operations of the company. It is highly recommended to monitor every branch managers and their respective branches. As told by the Adam, most of the centers provide same functionality. The daily operations of the branches must be monitored in order to identify the key operations of the company and validate whether the operation can be conducted easily by the information system or not. Interview with other stakeholders must need to be conducted to understand their approach and suggestion for better development. The system must capable of building a maneuver relationship between the members and staffs while saving some operational time. The system will also stores the member’s credentials for verification along with the services booking list. Not only will the previous information be stored, the system will also capable of informing the appropriate executives about the member’s details on real time. For instance, the gym instructors can be notified that certain member has booked a one hour special hour for accessing any specific service. As Adam is planning for renting wearable devices to the members, such approach can also be achieved with the information system. As the system will be able to store the member id and assigned devices ID along with the time interval of use. Along with the supercenter, all other center can sue the information system for better precision and managing and monitoring the operations. Other than that, a face to face interview with all the key stakeholders must be conducted where Mark and Adam must be present in order to clarify the requirements as the clients does not clear with the requirements as the branch manager of supercenter and the CEO has different opinion whether they could enable new services.

All branch managers and the instructors of the gyms are identified as two staff members with different primary job roles of interest to this project.

Conclusion

From the above report it can be concluded that the organizational analysis should be done for the identification of the business function and development of the information system. The information system should be aligned with the current requirement of YouCanFitIn such that it can handle more number of customer at a time and reduce the manual error in the current system. For the development of the information system the flow of the data between the different function is needed to be identified along with the different risk associated with the development of the information system. For clarification of the requirement a set of questionnaire is developed for the administrative staffs such that the errors in the development of the information system can be avoided.

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