Analysis2

Preliminary Investigation and Requirements Report Template

Version 0.1: January 30, 2022

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Case Study for Lisa Tejada and Ruben Keys

General Information

Company profile

Club IT is under the ownership of Lisa Tejada and Ruben Keys, which operates as an entertainment club offering live music, dance floor, beverages, as well as food.

After the last renovations, Club IT covers 6,000 square feet with a dance floor of approximately 600 square feet and seating capacity of 220 persons.

Revenue in 2004: $1.5 million

The profits made in 2004: $37,691

Based on Club IT mission statement, it is evident that the owners assert that they “seek to build a community that meets regularly at Club IT”. Attaining the objectives in the mission statement requires being able to offer competent services. The business appears to be facing critical inventory predicaments that need prompt actions. For instance, the entertainment premise appears to be running out of its popular items frequently while certain oversupplied items are hardly sold. Such outcomes have been the main reason behind the desire to enforce a system developed to alter their inventory levels based on a real-time basis.

The Club IT runs on basic workstations designed to comprise of obsolete capabilities from 2005, which include the amount of RAM, processor, in addition to operating system. Current level of RAM is around 1 gigabyte that is slightly low for individual operations in 2005. In such cases, it becomes unrealistic to expect commercialized settings to function efficiently from the 1 GB RAM. Running a system with the Pentium processor is an acceptable alternative, but it depends on the generation of the specific processor. Integrating an updated Pentium processor is an important approach to ensure that it is functional and reliable. Finally, utilizing Windows XP Professional offers an ideal operating system but may require the 64-bit version that has a better reliability status as compared to the 32-bit.

Following an evaluation on the current operational systems, it is evident that Club IT functions on outdated infrastructure, which means it will not be possible to run the inventory tracking system required. The establishment expresses the desire to impose a continuous update inventory system designed to change an inventory level once orders are placed. Furthermore, Club IT intends to develop the ability to generate reports exhibiting trend data that may comprise of sales for assorted merchandise, sales from each waitress, in addition to various times during the day when sales of different items were made. One of the major concerns expressed by Lisa is based on the confidentiality of data.

Problem or Opportunity

A popular technique for investigating causes and effects is called a fishbone diagram, or Ishikawa diagram.

There is no automated perpetual inventory system

Poor technological footprint in terms of hardware and software

Project Scope and Constraints

Project scope

The project scope entails imposing reliable infrastructure as the establishment maintains the best cost expenses.

The entertainment premise has to install an order entry system that forwards all orders placed to the database as it prints the receipt of all transactions.

The database system synchronized with the order entry system has to be developed and made adjustable for managing inventory levels from real-time since each item is placed in the order placed by a respective employee. Such systems need to automatically make orders for products found below the pre-set acceptable threshold for a specific product amount.

Separation of databases needs to be incorporated to demonstrate the trends in data. Suitable examples comprise of the sale of assorted items, having situations involving a waitress having higher sales, along with influence of different daytime on sales. It is important to ensure that the database has direct communication with the order entry system in addition to inventory system. Such databases need to incorporate features that enable them to export data to Excel spreadsheet, print the information, as well as send the information through mail.

Finally, the prioritization of matters associated with data security along with confidentiality has to be taken into consideration.

Project creep

With Club IT being a large facility of approximately 6,000 square feet, the probability of the premise making technological advancements seems impossible. Lisa alongside Ruben have the interest of expanding their business or integrating highly advanced infrastructure. In case such aspects fail to materialize, it is advisable to have the Project Scope completely redesigned to ensure that it accommodates new scenario. An inventory procedure may be jeopardized in case it is not reprogrammed while data management may seem less effective in incidences where there is plenty of information that leads to system overload courtesy of neglect from persons responsible.

Constraints

Constraints comprise of installing the POS, enacting the Perpetual Inventory System, in addition to creating dedicated databases required for the assessment of data trends. It is possible to incorporate supplementary constraints in future in case the owners intend to enhance their business. Nonetheless, constraints can be added based on the owners’ desire. Based on the provided prompt, it is common for such businesses to encounter government regulations associated with the application of constraints towards system that exist.

Perform Fact-Finding

The best approach should involve arranging for a meeting with the owners to address matters associated with Club IT along with establishing pertinent information. Some of the most appealing inquiries to make during the meeting are as follows.

Interview Questions

i. How would you describe your individual backgrounds? What are the major reasons that contributed towards the establishment of Club IT?

ii. Can you share some of the recurring changes witnessed after establishing Club IT while considering size, human resources quantity, and products or services provided?

iii. What are the main business objectives set for Club IT in this specific project?

iv. What is an appropriate ending outcome of the project once all objectives have been taken into consideration?

v. Can you identify the individual that is ultimately responsible for making certain there are adequate resources within the establishment for development of IT infrastructures?

vi. Have the decision makers decided on an appropriate budget in addition to a leeway in case the business experiences unexpected predicaments?

vii. Is the management open to the thought of replacing existing equipment with updated and enhanced alternatives for more reliable IT infrastructure?

viii. How would you categorize the current computer configuration? Briefly state the kinds of software and hardware being utilized at Club IT.

ix. State some of the computer applications that you have personally interacted with in the past. Do you prefer specific applications?

Current Processes

Considering that Club IT encompasses primitive information technology infrastructure, it is undeniable that most sequences rely on case that is basic as well as bleak. The business clearly lacks a defined sequence applicable in placing orders and for inventory portion in their system. With plenty of responsibilities at the organization integrating manual activities, inputs through incorporating conventional keyboard may be considered impractical, which implies the business barely exploits the existing system. At the moment, it is evident that the business relies on an ordering system that prints receipts once an order has been placed.

Requirements

List of Requirements

According to the demands from the business operations, the business may find it necessary to have three primary system requirements working with each. The three consist of Point-of-Sale System (POS), Perpetual Inventory System, in addition to the SQL Database System.

POS System

· The system requires personnel to key in an order at designated workstations

· The workstation generates the receipt, prints, as well as sends the data to a digital log.

· Any order input is stored automatically in Perpetual Inventory.

Perpetual Inventory System

· The system automatically acknowledges as well as uploads the order information continuously to have an updated inventory tracking system. Part of the system design is to breakdown items to various ingredients as well as compute it against existing inventory levels.

· System designs are relevant for the identification of inadequate inventory levels as well as providing notification for appropriate personnel to make necessary rectifications.

· Other orders filled out under correct number of products will be generated before being printed.

SQL Database System

The system will incorporate two separate databases whereby one is based on inventory levels while the other associated with sales. Each has links with Perpetual Inventory Systems as well as the POS System. Authorized workers have access to perform queries through predefined utility scripts. A query returns any affiliated or applicable information. Such reports are ideal because one may export them to the Excel spreadsheet, print, as well as share via email.

Data Entry

Database

Infrastructure

Inventory System

[Club IT] CONFIDENTIAL PAGE 8