Hi,I need report from Information system analysis and design.

Page 1 of 2 COIT20248 – Term 2, 2018 - Case Study

COIT20248 – Information Systems Analysis & Design (Term 2, 2018)

Case Study for Assignment 1 & Assignment 2

The Case: International Charity Foundation

“International Charity Foundation” (ICF) is a private ancillary fund that partners with

Australian OAGDS (Overseas Aid Gift Deduction Scheme) organisations and In-country

Facilitators. The chairman of ICF is Mr. Colin MacFarlane. ICF helps motivated young people

realise their potential through medical and educational assistance in various countries.

In the beginning, Rotary Club of Box Hill Central was looking for sponsor to help a little girl

from overseas to come to Australia for a critical medical treatment. Mr. Colin MacFarlane,

who was a member of Rotary club at that time, has offered to fund the operation and

associated travel cost. Realizing the positive impacts of such supports to people’s life, Colin

started ICF so that more children could receive necessary supports for a better future. ICF

expanded its operations and opened branches in many countries, including Bangladesh,

Myanmar, Zambia, India and Vietnam, so that people in needs can access the supports

provided by ICF easier. Collectively ICF provides assistance to over 3,000 people per week

across all sites in various medical and education programs.

ICF funds its operation mainly through donations from individuals and organizations in

Australia and participated countries. When ICF first started, it relied on some admin staffs

and a small army of volunteers. However, due to the expansion of its programs, the number

of staff increased exponentially. The organization now employs hundreds of staffs in

different countries including doctors, nurse, learning and growing child care staff, admin

staffs, accountants and teachers. The organization also appointed a chairman, a vice

chairman, a solicitor, a treasurer and a public relation officer.

Current Manual Process

Children, who would like to enrol into ICF’s program, need to fill a paper based form to give

their personal details, health condition and type of support needed. The enrolment form

and associated documents about each child are kept as hard copies at each branch office of

ICF. Admin staffs will then manually process the submitted document and enrol the children

into relevant programs. One child could be enrolled into multiple programs for both medical

and educational supports.

Sponsors go online to the websites and look up bank details of ICF. They then go and make a

payment via bank transfer to the ICF trust account. Some individuals chose to go to a branch

and deposit money directly into the ICF account. After that the sponsors either call or email

ICF to leave their details to get a receipt. Because of the OAGDS, ICF can issue tax-deductible

receipts for donations to their overseas aid activities. Once the funds are received at the

end of each week the accountant generate receipts manually for each individuals and

organizations, and then either send to them via emails or Australia post.

Page 2 of 2 COIT20248 – Term 2, 2018 - Case Study

Each week, supplies such as food, medicine, medical equipment, etc.…are ordered by the

admin staffs of ICF at the central office in Australia. Prior to ordering the supplies, the admin

staffs in Australia rings around each branch to determine the existing stock levels and

estimated number of supplies required each week. The stock level is mainly kept track of

using paper based documents, which could be out of date at the time of query. Information

about expense on medical treatment and other operations are kept on excel files in

computers at the local offices.

Problems with the Current System

1. Many admin staffs are required to manually process application forms and enrolling

students to appropriate programs.

2. Staff must be always available to answer phone calls and emails from sponsors to note

their details for creating receipts.

3. Wastage of supplies or lack of supplies often happens at different branches due to

inaccurate stock levels.

4. Statement on income (from donations) and expense could not be monitored effectively,

and there is some duplication between paper and excel records.

Desired System

Colin decides to engage you as an IT consultant, to provide his organization with solutions

that address the above mentioned issues and advice on what needs to be implemented in

the future.

Colin wants a system that allows for children to enrol into ICF programs using online

applications forms. Details about personal information, health conditions and type of

assistance should be kept in a database, where admin staffs in any country can quickly

process and enrol children into appropriate programs.

The system should allow Individuals and organizations to donate money, sponsor specific

programs, and create scholarships directly through ICF website. The donation can be made

as one off payment or repeated payments. When a sponsor makes a contribution online,

they should automatically receive an email thanking them for their contribution. Also the

contribution is stored under client login so at the end of the year clients can either print a

consolidated statement or download a statement from their account.

Colin also wants the stock level at each branch should be kept track of through the online

system. Ordering of supplies for the each branch to be automated and carried out when

needed, rather than manually once a week as in the current process.

The system should automatically kept track of income and expense for all branches so that

statements can be created accurately and effectively monthly and yearly.

Colin has earmarked a budget of $250,000 for this project with a discount rate of 10%. He

estimates that the new system will help in reducing staff cost by $5,000 per month, and

optimize the use of supplies to save $4,000 thus increasing overall savings by $9,000 per

month. Maintenance cost of the system could be estimated at around $600 per month.