The report reflects on the international charity which is one of the private ancillary fund organization. It is found that the organization utilizes paper-based system for providing health and financial support to the people who generally requires help. However, the present manual procedure that is utilized by ICF generally creates lot of operational challenges and issues. In order to minimize those challenges, the higher authority of the organization wants to implement an information system which will be helpful in automating the entire organizational functions as well as operations. The main aim of the organization is to engage in the implementation of an information system such that organizations can be able to manage the functions quite easily. The main objectives are listed below:
- To implement an information system for ICF
- To provide the facility of online enrolment to the children’s
- To develop proper tracking options in order to check the stock database
- Approach to Systems Development
It is one of the essential requirement before implementing the project to know the needs as well as requirements of the project quite effectively. It is found that proper specification of the project needs is quite helpful in developing the system effectively as per the requirements of the organization. The various specifications of the system which is mandatory to be implemented for ICF are listed below:
Portal development for the clients: Development of portal for the clients is quite beneficial as it generally assists in providing proper facility of donating money online for the children’s who needs proper medical as well as educational support (Chen and Shen 2015). This option is quite beneficial as the clients can easily contribute money from anywhere and the contribution will be credited within the account effectively.
Option for enrolment: The enrolment option is mainly present for the children’s who generally requires help in the field of education and health. This option will be utilized by the kids from all around the world to get involved with any of the ICF programs so that they can easily receive the educational as well as medical support (Polivka 2015)
Option for database tracking: The tracking option is mainly available so that the staff members can be able to track the stocks of the organization so that they can easily provide support to the children (Kerzner and Kerzner 2017). If any resources are unavailable then they generally able to know about it. Thus, it is found that in order to conduct the operations of the organization properly, it is necessary for ICF to have this option.
3. Systems Requirements
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Functional requirements
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Requirements
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Role
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Chat option
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The chat option is mainly present for resolving the queries as well as questions of the clients so that they do not face any type of issue or challenges. With the help of this option, the clients can get help any anytime and from anywhere.
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Option for enrolment
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The enrolment option is available for the children’s so that they can be able to engage themselves with the various programs of the ICF in order to receive help as well as support from the organization.
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Update stock option
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The update stock option is available for the staffs of the organization so that they can be able to know the resources which are present and which are not. This information is generally required in order to manage the operations well as functions of the organization quite effectively.
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Non-functional requirements
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Requirements
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Role
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Online payment option
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The payment option is mainly available so that the clients can easily donate their money for helping the children’s who generally requires help for their education as well as for maintaining their health.
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Download content option
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It is found that the option of download is mainly present so that anyone can be able to download forms as well as other important documents from the portal and can be able to use it without facing any type of challenges or difficulties with the project.
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Tracking option
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It is found that the option of tracking is mainly used in order to know about the status of the stock so that the chances of resource wastage can get minimized and the staffs can able to easily manage the operations of the organizations.
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4. Project Cost and Benefit Analysis
Cost benefit analys is an approach that is helpful in determining whether the project that is mainly conducted for the organization is either beneficial or not. It is found that the benefit which is mainly gained from the project will be mainly calculated by making deducting the investment budget from the budget that is gained from the project (Kerzner 2017). The deducted amount is considered ad the benefit that is mainly gained after conducting the project. It is found that the cost benefit analysis which is mainly undertaken for the implementation of information system is reflected below. It is analyzed that ROI of the cost benefit analysis is around 0.2536. It is identified that the entire calculation of cost benefit analysis is provided below:
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Cost Benefit Analysis for ICF
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Hardware
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$ 80,000.00
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Software
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$ 60,000.00
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Development of the System
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$ 73,000.00
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Employee Training
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$ 37,000.00
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Total Development Cost
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$ 2,50,000.00
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Maintenance
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$ 7,200.00
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Additional Operational Costs
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$ 5,000.00
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Operational Labour
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$ 8,000.00
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Total Operational Cost
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$ 20,200.00
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Savings from Salary
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$ 60,000.00
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Reduction of Wastage of Resources
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$ 48,000.00
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Total Benefit
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$ 1,08,000.00
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Discount Rate Used
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10.00%
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Project Cost-Benefit Analysis
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Analysis Variables:
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Discount Rate Used
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10.00%
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Annual Benefits
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$ 1,08,000.00
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Annual Operational Costs
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$ 20,200.00
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One-Time Development Cost
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$ 2,50,000.00
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Year of Project
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|
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0
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1
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2
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3
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4
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5
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TOTALS
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Economic Benefit
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$0.00
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$ 1,08,000.00
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$ 1,08,000.00
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$ 1,08,000.00
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$ 1,08,000.00
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$ 1,08,000.00
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Discount Rate
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1.0000
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0.9091
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0.8264
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0.7513
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0.6830
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0.6209
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PV of Benefits
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$0.00
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$98,181.82
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$89,256.20
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$81,142.00
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$73,765.45
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$67,059.50
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NPV of all BENEFITS
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$0.00
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$ 98,181.82
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$ 1,87,438.02
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$ 2,68,580.02
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$ 3,42,345.47
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$ 4,09,404.97
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$ 4,09,404.97
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One-Time COSTS
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$ (2,50,000.00)
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Recurring Costs
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$0.00
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$ (20,200.00)
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$ (20,200.00)
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$ (20,200.00)
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$ (20,200.00)
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$ (20,200.00)
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Discount Rate
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1.0000
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0.9091
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0.8264
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0.7513
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0.6830
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0.6209
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PV of Recurring Costs
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$0.00
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$ (18,363.64)
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$ (16,694.21)
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$ (15,176.56)
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$ (13,796.87)
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$ (12,542.61)
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NPV of all COSTS
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$ (2,50,000.00)
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$ (2,68,363.64)
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$ (2,85,057.85)
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$ (3,00,234.41)
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$ (3,14,031.28)
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$ (3,26,573.89)
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$ (3,26,573.89)
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Overall NPV
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$ 82,831.08
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Overall ROI
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0.2536
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Table 1: Cost-Benefit analysis
Gantt chart is mainly referred as the sequential view of the project activities which are very much necessary to execute within the expected budget and time for meeting the goals and objectives of the project whereas WBS is mainly defined as one of the plan that helps in reflecting the connection that mainly exists within different project activities (Joslin and Muller 2015). It is analyzed that both WBS as well as Gantt chart are very much essential for finishing the project of information system within the expected budget and time so that the project requirements as well as needs can be accomplished quite easily.
6. System Information Requirement Investigation Techniques
The stakeholders are listed below:
- Finance manager
- Project manager
- Project planner
- Developer
- Risk manager
- System analyst
- Quality analyst
- IT manager
It is quite necessary to check the functionality as well as operations of the system on a regular system for avoiding any types of problems as well as issues with the operations of the organization. In order to avoid such situations, it is necessary to utilize various types of system investigation methodologies. It is found that the system investigation techniques are very much helpful as well as advantageous for knowing the problems that are associated with the system. In order to identify the problems with the information system that is implemented for ICF, number of investigation methods can be used which are mainly elaborated below:
Personal interview: Personal interview method is one of the most suitable investigation method. In this system investigation method, the staffs who utilizes the system is generally interviewed and their reviews for the system is analyzed for making sure that the system is functioning properly (Chen et al., 2015).
Monitoring: Monthly monitoring of system functionalities are quite necessary for ensuring that the implemented system is working properly and thus it helps in accomplishing the project objectives (Ricci, Rokach and Shapira 2015). However, if any issues with the system is identified then it can be resolved easily and thus the operations of the organization does not get hampered.
Monthly testing: It is necessary to undertake testing on the monthly basis for analyzing if the system that is implemented for the organization is working properly or not. If the system has some problems then it needs to be resolved for smooth operation of the organization.
Conclusions
From this project, I have learnt the significance of proper management. I have identified that proper management within the project is very much necessary in order to finish the entire project within the approved budget and time. I have identified that proper specifications of the project must be analyzed before starting the project in order to get proper idea about the project scope.
It can be concluded that the system that is implemented for the organization is very much beneficial. This is because due to the implementation of the new system, the operations of the organization got automated and the organization is able to resolve the challenges and issues that they face due to the use of manual system. It is found that in this paper cost benefit analysis is undertaken for checking the project feasibility. The system investigation methods are mainly elaborated for making sure that the system will be properly checked about their functioning.
References
Chen, J. and Shen, X.L., 2015. Consumers' decisions in social commerce context: An empirical investigation. Decision Support Systems, 79, pp.55-64.
Chen, X., Zhang, Z., Chen, H.H. and Zhang, H., 2015. Enhancing wireless information and power transfer by exploiting multi-antenna techniques. IEEE communications Magazine, 53(4), pp.133-141.
Joslin, R. and Müller, R., 2015. Relationships between a project management methodology and project success in different project governance contexts. International Journal of Project Management, 33(6), pp.1377-1392.
Kerzner, H. and Kerzner, H.R., 2017. Project management: a systems approach to planning, scheduling, and controlling. John Wiley & Sons.
Kerzner, H., 2017. Project management metrics, KPIs, and dashboards: a guide to measuring and monitoring project performance. John Wiley & Sons.
Polivka, G.B., Laureate Education Inc, 2015. System and method for collaborative development of online courses and programs of study. U.S. Patent 8,934,832.
Ricci, F., Rokach, L. and Shapira, B., 2015. Recommender systems: introduction and challenges. In Recommender systems handbook (pp. 1-34). Springer, Boston, MA.
Todorovi?, M.L., Petrovi?, D.?., Mihi?, M.M., Obradovi?, V.L. and Bushuyev, S.D., 2015. Project success analysis framework: A knowledge-based approach in project management. International Journal of Project Management, 33(4), pp.772-78
