Aim of preparing this report is to conduct the analysis of existing information system of present in Allsports Sports Club (ASC) to find the problems or issues currently club president and other users are facing with the very limited software like word and spreadsheet. This job is very difficult for the club president because this club has few thousands of members registered in the club. Every week club president need to nominate a new member among them to act as editor.
Objective of this report is to develop a system for handling such a big database and manage it well as per the criteria or the wish of the members and users by choosing on suitable methodology. The information system to be developed for ASC can be named as ASCIS.
Approach to Systems Development
Best approach to develop ASCIS
At ASC, many outdoor games are being played by the members like athletics, football and cricket. The club also has facility for indoors like table tennis. Club has taken a policy to publish newsletter every week by Wednesday to promote its sports activities being played there. Club president supervises the process of publication and he need to nominate a new editor for the same among the few thousand members. Then the editor need to follow-up and coordinate between the members for getting the 10 articles and with advertisers to get 5 advertisements which are required to be published with this newsletter. In doing so, users and club president had to face many challenges like:
Maintain the list of many thousand members and to check who all have not yet submitted the articles
Maintain the list and filter it in excel to find the pending members who has not yet became editor at least once.
Maintaining the list of articles and advertisements with respect to their subjects, so that weekly newsletter can be published with some subject or theme for the week.
So, while maintaining all the above documents and doing timely follow-up for the pending activities become very difficult for the editor and president. So they need to develop an automated system for resolving the issues, and in such dynamic situation I feel Agile as the best methodology which can be used to develop the ASCIS.
Justification for the approach
The chosen approach (Agile methodology) is having the advantage of performing the best in the situation where people related activities an feedback are important for the development of the system (Lechler & Yang, 2017). In the scenarios where continuous development is the condition, Agile is the best fit methodology for the purpose. By using Agile methodology, we can get many advantages like:
Agile can be the best fit to develop the system with continuous development as per the stakeholder’s comments at the end of each stage
This system can provide the solution along with the proper transparency level
Maintaining the database and provide necessary information or follow-up shall become very easy
Primary requirements from ASCIS:
Few must require features in the system are:
Registration as first step to enter the system: it should be the mandatory step to allow some user to enter the system, otherwise only the logo shall be displayed on opening the web page
Proper authentication to further have log-in Ids for future communication: this facility is required for further verification of users by using some OTP kind of security features, so that none of the non-users can enter the system, it can act as an additional security feature
System is required to be accessible from any location: the ASCIS must be accessed from every part of earth, provided web connections are there. So that the members need not to come at club to write, review and send their articles
Must be able to maintain large database: this system should be capable of maintaining huge database as per the requirement of the members.
Capable of doing regular follow-up: the database must be configured in such a method that once some reminder is set as per the schedule of delivery it can send online notification at user’s mobile numbers and e-mail ids automatically.
Maintain same template of publications every week: the system must be capable to store many templates with unique formats, so that the desired template can be used for any week without developing the template.
Self-rearranging of articles and advertisements as per defined group: the system must be capable to maintain all the information regarding articles and advertisements as per their groups and sub groups.
Capable to always send notification to club president regarding the members who have not yet registered their e-mail IDs: along with sending notifications to members, it should also end notification to president regarding his area of concerns.
Few non-functional requirements:
Few non-functional requirements are:
Security of the system against cyber-attack: the firewalls and other security systems suitable to work in any WLANs should be installed to prevent from any attack
Easy to access and surf: the system need to be developed in such a format that it can be easily understood by the users, this can motivate for its maximum utilisation
Must be accessed from any PC or laptop irrespective of its operating system: this feature must also be present so that users can access from their mobile handsets too.
Project Cost Benefit Analysis (Watkins, 2017)
Estimated benefits or profit from the project:
Reduction in Staff = $ 2000 / month
Increase profit = $ 1000 / month
One –time Expenditure:
Other expenditures like (maintenance cost):
Maintenance expenditure = $ 1200 / month
Table 1: Economic feasibility Analysis
Discussion: the economic feasibility is another name of cost benefit analysis, it is a mathematical calculation technique used to develop the comparison between the expenditures made to develop and implement the project and the profit or benefits expected from the project. NPV stands for net present value which should be positive for showing the good results, ROI stands for return on investment this should also be positive and better than any other investment options and pay-back period is the time after which the profit will start coming.
Recommendation: by looking at the cost benefit analysis sheet developed, the overall NPV is $ 24,194, and ROI is 20.83% (simply brilliant figure) and pay-back period is between 3 to 4 years & to be exact it is 3.53 years. So the investment is highly recommended.
FIGURE 1: Work Breakdown Structure – ASCIS development project
FIGURE 2: Gantt chart – ASCIS development project
Work Breakdown Structure is the hierarchical structure developed to divide the whole scope of work in to some manageable pieces (Wrike, 2017). It becomes the base document for the start of any planning document and on the basis of this the further scheduling is done. Gantt chart is the technique of presenting the scope of work with respect to time (ProjectManager, 2017).
As per the developed schedule it is observed that many activities are in critical path, so the schedule and the critical path must be monitored very closely. The overall schedule duration is 85 days with start on Sep 1, 2017 and end on Dec 28, 2017.
6. System Information Requirement Investigation Techniques
The people or group or company who gets impacted by the changes in project status or the happening in project or the vice versa that is the people who can influence the project are known as stakeholders (Markwell, 2010). The stakeholders can be subdivided into two main categories:
Owner of the club
Board members of the club
President of the club
Members of the club
Staffs of the club
Future members who wish to join the club
Three techniques are:
Review meeting: this technique uses the experts to discuss and find solution for any issues which may arise at the time of system development to keep the momentum in desired direction, because Agile has a tendency to divert from the topic if not managed s every stages.
Individual interview: this technique can reduce the requirement of many experts and need only one who can develop questions on the basis of required information and ask or take feedback from many users individually.
Project tracking techniques: this mathematical technique can be used, now much such software is available in market to calculate the same. It is used to predict the project future.
Usefulness of above techniques in ASCIS:
Review meeting: this technique is very much useful for the chosen methodology of system development, as it can keep a close track of the progress and any probable issues.
Individual interview: this technique is best for current situation where the experts are very limited; none of the members have the similar background experience.
Project tracking techniques: this technique can be useful to track the progress of ASCIS development at every stage and compare against the baseline schedule and cost.
Reflections and Conclusions
After going through the whole reports and analysing the development system or procedure, one achievement can be mentioned is the choice of the methodology and the techniques being used to track the progress and always keep check on the direction of progress. But at the same time budget may become constraints as per the chosen methodology if the close monitoring of every stages is not performed, because it is the drawback of using Agile methodology.
It is to conclude that, after analysing the whole condition and the way we are finalising to develop the system is the best approach obtained and the schedule developed on the basis of the scope requirement is achievable provided the critical path activities were monitored very closely.
Lechler, T & Yang, S 2017, 'Exploring the Role of Project Management in the Development of the Academic Agile Software Discourse', Project Management Journal, vol 48, no. 1, pp. 3-18.
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