Design an information system for a company.docx

1、Design an information system for a companyBusiness Information Systems (INFS1001)Group AssignmentDeadline: Wednesday 15th October 2014Weighting: 15% of overall assessmentWord Count: 2615Group Members: Austin Harvey - u5352594Jason Doubleday - u5181021Steven Blazevski - u5564481Wei (Andy) Ma - u51356

2、33Section One: Executive SummaryInformation systems provide organisations with a useful way to design a database, and provide an in depth knowledge of hardware, software and telecommunications. Hence, the Teaching and Learning Association have requested the installation of an information system with

3、in their organisation.The project description is fairly specific, however it can still be interpreted in different ways. Our team has decided that a multi-user DBMS set up is the best, most cost-efficient way to fulfil the project requirements. Furthermore, additionally to setting up a method of ord

4、ering and organising data, our team has proposed the implementation of an information technology based attendance tracking system. This is preferred to the manual entering of information into the database. Moreover, all members will be issued a membership card for scanning upon attending a workshop.

5、 By simply scanning the card, information about the member (i.e. Customer Number, Name, Membership Expiration Date) will be automatically entered into the system, reducing human error. The DBMS needs to be accessible from both centres so the implementation of the web server, Oracle, is vital. Additi

6、onally, in the interest of privacy, a Virtual Private Network (VPN) will also be utilised to connect through to the database.To successfully implement this information system, the purchase of several pieces of equipment is required. This list of equipment includes computers, barcode scanners, and ID

7、 card printers. The total cost to finish this project is $18,724 assuming costs remain the same until the products are purchased. This total does not include ongoing costs for Customer Relationship Management (CRM) software and other maintenance costs.Section Two: Define the Project ScopeThe followi

8、ng project scope definition details the approach that our IT consultancy firm will undertake with regard to features and functions of information systems, the user groups for information systems, why some features will not be utilised, and the duration of the project.Features/Functions of Informatio

9、n SystemsThe Teaching and Learning Associations information system should be designed based on a thorough understanding of the four major support activities in the value chain. These support activities include firm infrastructure, human resources, technology development, and procurement. Hence, the

10、database design and user interface systems need to logically show and reflect the basic structure of this association. The system needs to contain all the users information, such as the general staff or the instructors of the workshops. Since this organisation has a large customer base, the informat

11、ion system should also include data headings like customer information, course details, etc. The database of this information system will be updated regularly because of the high employee turnover rate. Therefore, a quick response rate to any database changes is required to immediately minimise inpu

12、t errors. It is also important to note that the associated industry delivers valuable service, meaning the recording of procurement information is paramount within the system. The DBMS that has been set up is an electronic membership and attendance tracking system linked to the database. This is mai

13、nly due to the time consuming nature of entering information by hand. Customer attendance at workshops can also be easily recorded via using membership cards with barcodes, and barcode scanners (which are relatively cheap at around $100 each). Since this method has direct connection to the database

14、because of membership validation, it also can notify staff of membership expiration dates. This can help with avoiding any problems for customers, especially regarding acceptance into a workshop as a member. There are several other options for recording attendance that use membership cards and input

15、 devices such as magnetic stripe card, and chip-and-pin cards (each requiring a relevant input device). However, in comparison, the advantages of a barcode system are it is very quick, accurate, has high-level data integrity, and is easy to implement. Furthermore, barcode systems create value not on

16、ly by saving time, but also by preventing costly errors.There are plenty of options to have custom-made membership cards with barcodes printed. They can be ordered online at low costs of around $5 each, or the association can invest in a card printer of their own. This is recommended given that the

17、cost is roughly $700. In addition to a card printer, a regular printer is also useful for providing receipts to customers upon membership purchases and renewals. Each centre would be required to have a printer, a barcode scanner and a card printer, bringing the cost to implement this method to $1130

18、. An application could also be developed for the Teaching and Learning Association. This will assist users with acquiring the latest membership or workshop offers, booking the workshops, and providing information about the courses. This will also broaden the possible target audience of the service w

19、ith a greater reachability. An application is an example of the mobile commerce model, which allows customers to complete a commercial transaction using a mobile device (i.e. recharge to maintain their membership). In this case, the use of mobile commerce will definitely improve customer service as

20、customers have access to information readily via a mobile or wireless device. This reduces the costs in the long term, whilst improving the speed of the flow of information.User Groups for Information SystemsAn important aspect of this DBMS is that it is visible and editable from more than one place

21、. This requires a multiple user version web server to enable staff in either centre to access the data at the same time. This can be accomplished using a web server such as Oracle, Microsoft SQL server, or MySQL. Through these servers, this DBMS becomes visible online and can then be connected to fr

22、om both centres at once.Currently, the staff members at the centres are not utilising the available technology. For a database, this needs to change to allow them to access and modify entries. Therefore two computers should be installed at each centre at the reception desk. For the operating system

23、of the computers, we suggest the use of Windows 7 or 8 rather than Linux or OS X. Windows 8 is one of the most popular operating systems in the world due to its widespread and easy to use nature. In contrast, fewer people use Linux because it requires a relatively high level of computing skills and

24、targets programmers. However, the advantage of Linux is that it is an open source operating system, which is free to download and to install. OS X, Apples operating system, can only be installed to Mac computers. These computers are generally more expensive than regular PC computers using Windows op

25、erating systems. Since usability and cost are key determinants when deciding which operating system to use, it is conclusive that Windows 8 is a good choice for this project.The last thing to consider is to set up a website for the Teaching and Learning Association. This will provide members with an

26、 alternative way to reach all information regarding the association. The basic E-commerce business model in this case, is Business to Consumer (B2C), where customers can deal directly with the association from home. This is very convenient for most customers. The website should have several function

27、s: introduction and information about the association, workshop package information, course/workshop resources (only available to members), the ability for members to choose the course package and make further payments by themselves, etc. Hence, a safe electronic payment system is required. It could

28、 be either a credit card payment system, a charge card payment system, a debit card payment system, or a smart card payment system. A good choice would be to use a trusted third-party organization (i.e. PayPal) that issues digital certificates and can accept either debit card or credit card. The acc

29、eptance of charge card and smart card is declined in this case because smart card is not widely used and charge card is not economically sound, especially if funds are overdue.Why Some Features Will Not Be UtilisedAs introduced, both centres currently do not have any computers. This requires staff t

30、o handwrite all the details about customers, leading to potential errors (i.e. the customers have the same name, or the handwriting of a staff member is illegible). Solution wise, information systems for this problem include the use of a Microsoft Excel spreadsheet or a Database Management System (D

31、BMS). Compared with Excel, a DBMS such as Microsoft Access has lots of advantages, such as better security, data validation, data search and retrieval and data checking. Moreover, in setting up the information system for this association, there is data that will be stored in one table but will need

32、to connect to information in another table. This is what DBMSs are built for because they enable relations to occur between tables. Hence, the association should use a DBMS, as it provides a huge advantage over Excel in this regard. Additionally, a DBMS makes generating ad-hoc reports and regular re

33、ports extremely simple. To connect each of the centres together, two options were considered; a video face-to-face communication system (videoconferencing) or a Virtual Private Network (VPN). A videoconferencing system helps to reduce travel cost for an organisation. Managers and employees can effectively work in groups even thoug