This task requires you to review the current computing resources and analyse the business computing needs of a company. From this analysis you are then to identify potential for improvements to meet legal, ethical and organisational requirements, including recommendations for implementation of cloud computing solutions. This only needs to address one particular issue, of your choice, and you are required to prepare a business case to support the implementation of this solution.

You can complete this task with an existing business of your choice or use the scenario as provided below.

You are required to develop a Business Case, collating the following information and data to be submitted for organisational approval.

This can be collated into a report format, addressing the following requirements:

1. Identify organisational procedures to be followed in business case development and/or project management, including use of specialist advice. An introduction regarding the review of the business and
2. Identify current ICT facilities and capacity of the organisation. This should address the broader ICT facilities of the organisation however can have a specific focus on particular areas of identified needs. Create a list of the current hardware and software with a brief note if it is too old or outdated etc

Develop and implement a survey of the organisation’s:

• Current use of ICT, including equipment and software
• Computing needs
• Potential improvements – Create a brief survey for existing staff – what improvements can they suggest

This can be via email, in person or via phone. You are required to submit the completed survey and any supporting correspondence or notes in the appendices of your Business Case.

It is important to consider the sensitivities some may have to such activities and changes, e.g. job security, operational impact, capacity, capability, and time management, so take these issues into consideration as you develop the survey and its explanatory introduction.

3. Analysis of gathered information and data to describe current situation: – this can be combined with two.

• Current computing resources
• Current ICT capacity
• Future computing needs
• Potential improvements

4. Current limitations and issues – legal, ethical, organisational – the limitations of the existing software/hardware
5. Comparative research of options and solutions, including cloud computing solutions – give at least two options. The most practical solution is the accounting software – give details of the different options and price from at least two different software packages
6. Risk analysis and mitigation strategies – what problems could arise during the changeover – how do we manage this
7. Recommendations including justification and tangible and intangible advantages – the advantages of the new software can go with question 5.
8. Cost-benefit analysis and budget – also consider the extra costs also of a specialist person to come in and help with the change over and
9. Timeframes and milestones for monitoring –
10. Summary of organisational capacity and capability: – who is going to be trained first – will there be a champion (software) and who will this be?

• stakeholders,
• roles and responsibilities,
• training and support requirements

11. Specialist advice provided and support available following organisation procedures – try and find a cost for a it consultant to help

IT support $150 hour

Benefits: Do right

The employees will keep working /saling / etc

12. Operational impact – positive and negative with mitigation strategies – make sure this is covered in six – this includes

Time to training people, double up stage,

13. Request for organisational approval (to be completed by Assessor when assessment task submitted) – Summarise what has been suggested and ask Brenda fro approval.
14. Appendices: – these can be included in the business case or added on separately

• Organisational computer resource use survey
• Researched comparisons of cloud computing solutions
• Cost-benefit analysis
• Risk analysis

15. 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.  Gaming Galore has been on the below Telstra plan at each store, and have been advised by Telstra that they are able to upgrade the plan at any time.