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System Proposal

Tall Garden Marina (TGM) is a family business that is owned and operated by Johnny Wright and his wife and has been in existence for about 2 generations. TGM is located at the Bates river which has extensive lake system. TGM business model involves the renting of small boats, houseboats, swing moorings and berths to customers, alongside providing boat services and repair using its slipway capabilities. Chris Wright the grandson of Johnny Wright alongside his wife is taking over the operations of TGM and seeks to strategically reposition the business by improving service delivery, increase efficiency, automate and modernise with a view to expanding its operations over the next 5 to 10 years.  

A list of TGM’s Assets include 2 desktop computers, 1 wireless printer, 20 boats for hire, 30 berths, 10 swing moorings and the slipway that can handle vessels up to 17 meters in length LOA and 7 meters wide.  Slipway services carried out by TGM include;

  1. Cleaning of hull;
  2. Painting and repairs of all surfaces of the boat;
  3. Repairs to engines, sails, rigging and renovations;
  4. Rental of water blasters, scaffolding, welders, tool;
  5. Supply of water, electricity and waste removal.

TGM has a total staff of 8 and the functional distribution of these staff are as follows;

  1. Managers - 2 no – Chris Wright and Wife
  2. Apprentice Shipwrights – 2no
  3. Shipwrights - 1 no
  4. Painter/Labourer - 1 no
  5. Cleaners/Casuals - 2 no
  6. Contractors - as required.

a) Problems Identified with the Current System

Subsequent to our analysis of the TGM’s current systems, we identified the following problems that would require improvements, in line with the strategic repositioning of the business.

  • Tons of Manual Paperwork

TGM’s operations process is largely manual and it has been like that since inception, with little or no improvements. The current system generates a lot of physical paperwork which has become very cumbersome and has made it extremely difficult to keep proper track of reports, customers and assets thus reducing efficiency. Some of the paper work generated include

  1. Paper booking application;
  2. Paper work order;
  3. Paper rental agreement documents;
  4. Paper processing if ID documents;
  5. Paper processing of boat documents and specifications;
  6. Paper invoices and payment receipts;
  7. Paper induction process.
  • No Electronic Repository and Tracking for Staff, Customers, Contractors and Assets.

TGM as part of its assets has 2 desktops and a wireless printer. TGM currently use excel to handle its HR and accounts systems. This current system is used for the following operations process;

  1. Printing of application forms;
  2. Printing of rental agreement documents;
  3. Printing of work order forms;
  4. Printing invoices and payment receipts;
  5. Printing Induction documents;
  6. Storing information about members of staff.

It is important to note that this system is not automated and does not have the capability to store, track, generate report and automate record items and process involving customers,  

  • Manual Reporting System

TGM as part of its operations is required to submit reports periodically to insurance companies, local government authorities and also customers. The process of getting this report ready is laborious and would always require having to sort through large amount of paper work. The current system in the business does not have capabilities to generate these reports, hence they are done manually in hardcopies.

  • No Automated Booking System

Areas of Improvements of the Current System

Customers still have to walk into TGM’s office, obtain a booking application forms before they can access any form of service. This method is outdated and results in a build-up of paper work, with customers physical fill growing out of proportion. Further, this method has made it virtually impossible to track customers and also understand customer trends and demand.

  • No online ID Confirmation Support

TGM’s clerk and staff have to rely on sighting the customer’s identification cards and license before paperwork can commence. The current system does not have the capabilities of verifying identification online, as there is no access to the internet nor is there any connection to the supervising agency to check the validity of customer identification or verify their claim.

  • No Electronic/Automated Induction System

Induction for customers is carried out manually. The clerk prints the training and induction materials and hands it over to the customer as the clerk shows the customer around. There are no electronic induction capabilities in the current system of TGM.

  • No Online Payment System for Customers

Customers are issued invoices and have to make payment by cash or check with the accounts department of TGM. In this modern day of electronic payment solutions such as POS, credit and debit cards as well as online support and internet banking, it was found that the system does not provide any electronic payment capabilities.

  • Poor Website / Poor Online Presence and Advertising Systems

The website of the current system is a static website that provides basic information about the company, its services and its current address. The website does not support any other feature.

  • No Internet Access

This problem has made it difficult for the client to up to date with respect to information such as changes in insurance and government regulations and standards, amongst other challenges. 

  • Problems of water and waste

This problem has been the primary concern for the operations of the Tall Gardens Marina and it would form the issues of operations and development of the effective and improved development model. The waste removal is a primary concern and it would tend to form the issues in the development of the Tall Gardens Marina.

Subsequent to our discussions and interview with the client and staff members, we were able to identify the following areas of the system that can be improved upon, in order to achieve the set out objectives in line with the clients desire to strategically reposition the business. Below are a list of areas that can be improved upon.

  • Redesign Website to include Online Support Solutions.
    • Online Booking Solutions: The online booking solutions is developed for the implication of the effective and improved booking solutions and it would form the development of the ease of operations for the processes of the boat booking system.
    • Online Payment Solutions: The use of online payment solutions would be helpful for the development of the operations and the analysis of the effective and improved operations.
    • Online License and Identification Support Solutions: The online license and identification support solutions would be helpful for the development of the operations of the organization. The online license system would be helpful for the deployment of the integrated operations for the organization.
    • Automated Work/Repairs Scheduling Solution: The automated works/repair system would result in forming the issues in the development of the scheduling and integration. The operations would result in forming the development of the issues and problems.
    • Customer Information Management: The system would help in easing the process of management of the information for the customers. It would form the deployment of the smart activities and forming the alignment of the work related development.
  • Automated Reporting Solutions
    • For Agencies: The automated reporting solutions would help in forming the development of the reporting solutions for the agencies of the Tall Gardens Marina. The agencies would be able to form the deployment of the effective and improved functional development in managing their operations.
    • For Customers: The customers would be assisted by the development of the automated reporting solutions and it would help in forming the development of the operations and integration of the effective system development. Their data management and processing would be eased for the integration of the functions of Tall Gardens Marina.
    • For Assets: The Assets management would be eased by the help of the profound development of the recording system for new assets. The system would record the process of recording any new purchases of the assets for Tall Marina Gardens.
    • Services: The recording and data management would be eased and it would helps in forming better services for the Tall Gardens Marina. The employment of the effective and improved operations would be helpful in easing the data management for the organization of Tall Gardens Marina.
    • For Data Warehousing: The data warehousing would require the deployment of the effective and improved operation development. The data warehousing would require the effective recording and managing the data provision.
  • Ease of Data Access: The data access would be eased due to the use of the management process. The data access and development would form the management of the system integration and development for the organizational processing. The analysis of the data for the operational and functional development would tend to ensure that the functions of data access would be eased. It is very important for developing the deployment of the system development for the operations and ensuring whether the functions would be aligned.

The system currently in operations at TGM is very old and is not able to sustain the cleaning of the hull. The development of the improved system would help in easing the formation of the system development. The new system would help in forming the following solutions,

List of Potential Advantages of Improving the System

Effective Report Documentation: The current system generates a lot of physical paperwork which has become very cumbersome and has made it extremely difficult to keep proper track of reports, customers and assets thus reducing efficiency. The use of the new system would help in developing the effective computational documentation.

Improved Facilities: The new system would form the capability to store, track, generate report and automate record items and process involving customers. Tall Garden Marina would be assisted by the use of the new system for improving their facilities.

Assistance in submission: The new system would help in submitting reports periodically to insurance companies, local government authorities and also customers that was absent in the existing system.

Automated Booking System: The automated booking system would help in forming the development of the advanced processes for Tall Gardens Marina. The alignment of the improved systems would help in easing the processes of the development model and it would help in forming the ease of development.

Online ID Confirmation Support: The online ID confirmation support would be helpful for easing the development of the effective and improved functional analysis. The online confirmation support would help in forming the development of the customers and agencies’ identification.

Electronic/Automated Induction System: The electronic system would form the development of the improved functional analysis for the project and forming the alignment of the operations.

Online Payment System for Customers: The online payment system would help in easing the process of transaction and processing. The effective payment system would help in forming the ease for Tall Gardens Marina.

Other Advantage: The basic information about the company, its services and its current address would also be managed by the use of the information system. The organization would be eased for managing the deployment of the functions and operations.

The list of the suggested business rules would be implied for the development of the project integration and development of the improved functions. The alignment of the business functions could be done by,

1. Alignment of the operations with occupational legislation, insurance conditions, government requirements and environmental laws

2. Automatic system for easing the flow of the operations and integrating the functions for the development of the activities

3. Improved Web Services for the customer and agents in managing the development of the operations and processes

4. Effective Record Maintenance for ensuring that all reports are required such as submitting reports periodically to insurance companies, local government authorities and also customers

List of Suggested Business Rules

5. Customer Data Management would be applied for easing the flow of the data and implication of the system integrated data management for the customers

The list of proposed options includes implementation of CRM System or development of an ERP System. These systems would provide the ease of operations and development of the effective operations. The alignment of the ERP system would face some expenses and bring some benefits to the system. The onetime cost for the system is $20,000, the maintenance cost would be around $300 per month, and the economic benefit for the system would be the decrease of the excess resources used for the operations and it would be $700 per month.

  • Cost/Benefit statements 

The resource usage for the project of ERP Implementation is given in the chart below,

  • Business Benefit of Recommended Option

The business benefits of the recommended option are alignment of system development and integration, capability of improved reporting system and development, processing of the integrated analysis and management, and formation of the customer support system. The use of the new system would help in developing the effective computational documentation. The new system would form the capability to store, track, generate report and automate record items and process involving customers. The new system would help in submitting reports periodically to insurance companies, local government authorities and also customers that was absent in the existing system. The basic information about the company, its services and its current address would also be managed by the use of the information system. The organization would be eased for managing the deployment of the functions and operations.

  • System Capabilities of Recommended Option

The System Capabilities of recommended option are automation of the operations, Improved Web Services, Effective Record Maintenance, and Customer Data Management. The automatic system would be used for easing the flow of the operations and integrating the functions for the development of the activities of Tall Gardens Marina. It would help in forming improved web services for the customer and agents in managing the development of the operations and processes and effective record maintenance for ensuring that all reports are required such as submitting reports periodically to insurance companies, local government authorities and also customers. The customer data management would be applied for easing the flow of the data and implication of the system integrated data management for the customers of Tall Gardens Marina.

  • Risks

The development of the ERP/CRM system would be implied for the improvement of the activities and it would be helpful for the deployment of the improved functions in the organization. The risk factors for the project are,

=(table start)

Risk Factors

Description

Design Issues

The design issues of the project would be formed due to the lack of proper designing tools and plan. The design issues would in habitat the formation of the issues of the design implementation. The integration of the operations might turn for the development of the issues in operation.

Data Incompatibility

The data incompatibility is a major factor for the development of issues and causing the alignment issues in the development of the operations. The data incompatibility would be result of using dependent data tools that become unusable with the change of platforms

Exhaustion of Resources

The exhaustion of the resources due to any errors of flaws would tend to cause the unconventional issues for the development of the operations. The project would have limited number of resources and the exhaustion of any resource would result in forming the resource depletion.

Delay in Completion

The delay in completion of the project is a result of the effective and deployed process and management. The alignment of the processes would tend to form the possibility of occurrence of the system delay.

  • How the Recommended Option Links/Relates back to the Business Rules

ERP system provides the ease of the data management and effective processing of the system continuation at Tall Gardens Marina. The recommended ERP system implementation would be helpful for the achievement of the alignment of the operations with occupational legislation, insurance conditions, government requirements and environmental laws, and automatic system for easing the flow of the operations and integrating the functions for the development of the activities. It would also deploy improved web services for the customer and agents in managing the development of the operations and processes and effective record maintenance for ensuring that all reports are required such as submitting reports periodically to insurance companies. EPR would assist Tall Gardens Marina for managing local government authorities and also customers, and customer data management would be applied for easing the flow of the data and implication of the system integrated data management for the customers.

Use case diagram of the current system  

Use case description details of one Use Case

Name of the use case

Print Staff Records

Description

Staff records would be printed for easing the operations of the Tall Gardens Marina. The use case was developed for printing the records of the staffs of Tall Gardens Marina. It would be of utmost important for managing the development of the effective and improved services.

Actors

Manager/Owner and HR

Related use case

Edit and View Staff Records

Stakeholders

Manager/Owner and HR

Preconditions

System would be implemented and it would form the alignment of the data and records

Post conditions

Automatic generation of the report of staff records for the Tall Gardens Marina

Exception

Availability of data is not included in this use case diagram

 Two Activity Diagrams for Selected Use cases of the current system

The activity diagrams are given below,  

An Initial Domain Class diagram 

Reason for the Project

The project has been developed for the integration of the effective project management concepts and implementation of an ERP system for Tall Gardens Marina. The project has the following reasons,

To develop and implement an ERP system for Tall Gardens Marina

To improve the operations of the project and form the development of the organization

To sustain the operations and form the development of the operations for integrating the sustainability of the operations

Scope of the Project

The scope analysis for the project consists of in scope and out of scope items. The in scope items include the development of the project plan, system development, ERP integration development, automatic report generation, integrated payment operations, and improved web services. These are the in-scope items of the project and would be the expected outcomes from the project operations. The ERP system development would exclude any requirement for the transportation of the materials and development of the change management or scope change plan.

Stakeholders Analysis

The involved stakeholders of the ERP system implementation at Tall Gardens Marina are Clients (Chris Wright), Analyst, Documenter, Project Manager, Budgeter, Planner, Risk Analyst, Designer, Tester, IT Engineer, Database Admin, and Programmer. The project team members would be responsible for the development of the ERP system and alignment of the improved services for the Tall Gardens Marina.

Project Risk and Risk Management

Risk Factors

Description

Mitigation Strategy

Design Issues

The design issues of the project would be formed due to the lack of proper designing tools and plan.

Use of Design Methodology like SDLC, Waterfall, or Agile

Data Incompatibility

The data incompatibility is a major factor for the development of issues and causing the alignment issues in the development of the operations. The data incompatibility would be result of using dependent data tools that become unusable with the change of platforms

Platform Independent Data should be used for ensuring the data is compatible

Exhaustion of Resources

The exhaustion of the resources due to any errors of flaws would tend to cause the unconventional issues for the development of the operations. The project would have limited number of resources and the exhaustion of any resource would result in forming the resource depletion.

Contingency resource allocation should be made for ensuring the development of the effective resources

Delay in Completion

The delay in completion of the project is a result of the effective and deployed process and management. The alignment of the processes would tend to form the possibility of occurrence of the system delay.

Proper Project Scheduling is used for forming the analysis of the effective project schedule and overcome the delay in project completion

 Resources Required to Complete the project

Resource Name

Used for

Analyst

   Analysis of Requirements

Documenter

   Project Initialization Documents is prepared

   Project Charter Document is made

   Submission of the documents

   Project Final Reports are formed

   Submission of the documents

Project Manager

   Signing off

   Communication Medium is selected

   Communication Strategies are developed

   Strategies are implied

   Plan is Approved

   System Development is completed

   Signing off

   Project is Closed

Budgeter

   Resources Required are analyzed

   Resources are accumulated

Planner

   Plan Methodology is selected

   Plan outline is developed

   Plan is reviewed

   Mitigation Strategies are aligned to plan

Risk Analyst

   Risk Factors are analyzed

   Risk Mitigation is Developed

   Mitigation Strategies are aligned to plan

Designer

   Design Requirements are analyzed

   Design method is selected

   Designing outline is formed

   System Design is developed

Tester

   Prototype Testing is done

   Simulation is run

   White Box Testing

   Black Box Testing

IT Engineer

   Design is approved

   System components are unified

   System is approved

Database Admin

   Database is developed

   Integration of the database

Programmer

   Application UI and UX is formed

   Functions are programmed

Computer Devices

   Application UI and UX is formed

   Functions are programmed

Testing Equipments

   Prototype Testing is done

   Simulation is run

   White Box Testing

   Black Box Testing

Storage device

   Database is developed

Documents

   Project Initialization Documents is prepared

   Project Charter Document is made

   Project Final Reports are formed

Conclusion

It can be concluded from the report that the development of the ERP system would be helpful for the integration of the operations of Tall Gardens Marina and it would result in forming the development of the effective processing. The deployment of the ERP system had resulted in forming the solution to the issues of the existing system. The old system of Tall Gardens Marina had generated a lot of physical paperwork which has become very cumbersome and had made it extremely difficult to keep proper track of reports, customers and assets thus reducing efficiency. The online booking solutions were developed for the implication of the effective and improved booking solutions and it would form the development of the ease of operations for the processes of the boat booking system. The data access and development had formed the management of the system integration and development for the organizational processing. The alignment of the business functions were done for the Alignment of the operations, development of Automatic system, Improving Web Services, Effective Record Maintenance, and Customer Data Management. The business benefits of the recommended option were alignment of system development and integration, capability of improved reporting system and development, processing of the integrated analysis and management, and formation of the customer support system.

References

Altamony, H., Al-Salti, Z., Gharaibeh, A., & Elyas, T. (2016). The relationship between change management strategy and successful enterprise resource planning (ERP) implementations: A theoretical perspective. International Journal of Business Management and Economic Research, 7(4), 690-703.

Andersson, A. (2016). Communication barriers in an interorganizational ERP-project. International Journal of Managing Projects in Business, 9(1), 214-233.

Badewi, A., & Shehab, E. (2016). The impact of organizational project benefits management governance on ERP project success: Neo-institutional theory perspective. International Journal of Project Management, 34(3), 412-428.

Bernroider, E. W., Wong, C. W., & Lai, K. H. (2014). From dynamic capabilities to ERP enabled business improvements: The mediating effect of the implementation project. International Journal of Project Management, 32(2), 350-362.

Braglia, M., & Frosolini, M. (2014). An integrated approach to implement project management information systems within the extended enterprise. International Journal of Project Management, 32(1), 18-29.

Gupta, H., Aye, K., Balakrishnan, R., Rajagopal, S., & Nguwi, Y. (2014). Formulating, implementing and evaluating ERP in small and medium scale industries. International Journal, 3(6).

Jiang, X. W., Li, C. J., Tao, G. S., & Fu, Z. W. (2014). PS module's usage in science and technology research project management based on ERP environment——take China petroleum management and research institute as application case. Special Zone Economy, 2, 076.

Kerzner, H. (2017). Project management metrics, KPIs, and dashboards: a guide to measuring and monitoring project performance. John Wiley & Sons.

Kucharska, W., & Kowalczyk, R. (2016). Trust, Collaborative Culture and Tacit Knowledge Sharing in Project Management–a Relationship Model.

Leach, L. P. (2014). Critical chain project management. Artech House.

Marcelino-Sádaba, S., Pérez-Ezcurdia, A., Lazcano, A. M. E., & Villanueva, P. (2014). Project risk management methodology for small firms. International Journal of Project Management, 32(2), 327-340.

Olson, D. (2014). Information systems project management. Business Expert Press.

Plaza, M. (2016). Balancing the costs of human resources on an ERP project. Omega, 59, 171-183.

Ram, J., & Corkindale, D. (2014). How “critical” are the critical success factors (CSFs)? Examining the role of CSFs for ERP. Business Process Management Journal, 20(1), 151-174.

Ram, J., Corkindale, D., & Wu, M. L. (2015). Examining the role of organizational readiness in ERP project delivery. Journal of Computer Information Systems, 55(2), 29-39.

Ram, J., Wu, M. L., & Tagg, R. (2014). Competitive advantage from ERP projects: Examining the role of key implementation drivers. International Journal of Project Management, 32(4), 663-675.

Schwalbe, K. (2015). Information technology project management. Cengage Learning.

Tasevska, F., Damij, T., & Damij, N. (2014). Project planning practices based on enterprise resource planning systems in small and medium enterprises—A case study from the Republic of Macedonia. International journal of project management, 32(3), 529-539.

Turner, R. (2016). Gower handbook of project management. Routledg

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