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COIT20248 Information Systems Analysis & Design

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Question:

“UNICEF Child Care” (UCC) is an organisation run by a group of people and the chairman of the organisation is John Smith. UNICEF Child Care provides caring and supervision of a child or children, ranging from age six weeks to age thirteen. UNICEF child care provides facilities for food, nannies, babysitter, teachers or other providers. Parents pay for the services they get from UNICEF child care. John along with other people started the first center in Sydney.
 
The Children Care gained huge popularity in a short period of time and due to its increased number of children, the organisation decided to open additional centers in Melbourne, Brisbane, Rockhampton and Gold Coast. Collectively all the sites serve over 2,500 people per day. When the initial Children care was opened in Sydney, it had two Learning and Growing Child Care staff, 1 admin staff and one cleaner and a small army of volunteers. However due to opening additional sites in quick session, the number of staff increased exponentially.
 
The organisation now employs 15 Learning and Growing Child Care staff, 20 admin staff, 5 cleaners, 1 handyman and an accountant. The organisation also appointed a chairman, vice chairman, treasurer and a public officer. Current Manual Process Parents go online to the website and look up bank details of UNICEF child care. They then go and make a payment via bank transfer to the UNICEF child care trust account. Some parents decide to go to a branch and deposit money directly into the UNICEF child care account. After that parents either call the UNICEF trust or email the UNICEF trust to leave their details and get a receipt / invoice.
 
Once the funds are received at the end of each week the accountant generate tax invoices / receipts for each parents and either emails them the receipt or sends it out to them via Australia post. Each week supplies such as food, nappies, tissues, toys etc…are ordered by the admin staff of UNICEF child care and delivered at the Sydney center. Admin staff at Sydney center then prepares the packages for other centers to be distributed.
 
The packages are being delivered by TNT courier services to other centers. Prior to ordering the supplies the admin staff in Sydney rings around each center to determine the existing stock levels and estimated number of supplies required each week. Details Recorded for Children
• Name
• Address
• Postal Address
• Phone Number
• Email address
• Whether fees/ charges have been paid to date COIT20248 – Term 1, 2018 - Case Study - ver 1 Page 2 of 2
• Whether tax receipt needed or not
• Extra service taken from the center Accounting At the end of each month the accountant of the child care trust reconciles all accounts and remits all monies collected to various sites. He also talks to the child care management to work out the estimated number of supplies required for the next 4 weeks and plans the order for the supplies. John decides to engage you as a consultant. Your job is to provide him with solutions that address the following issues and provides advice on what needs to be implemented in the future.
 
Problems with The Current System
1. Staff always must be available to answer phone calls and emails from parents to note their details for tax invoices
2. Parents cannot get a proper end of the yearstatement
3. Wastage of supplies due to inaccurate stock levels Desired System John always wanted a system whereby parents can deposit fees online. He wants that when parents make online deposit of fees, they automatically receive an email thanking them for their payment. Also the payment is stored under cient login so at the end of the year clients can either print a consolidated statement or download a statement from their account.
 
John also wants the ordering of supplies products for the child care centers to be automated, as the current process involves the Accountant and admin staff in Sydney ringing around the other centers to determine what is required and then placing an order.
Sam has earmarked a budget of $225,000 for this project with a discount rate of 6%. He estimates that the new system will help in reducing staff cost by $4,500 per month and save wastage of food by at least another $5,000 per month thus increasing overall savings by $9,500 per month. Maintenance cost could be estimated at around $500 per month.

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