System Analysis Model & Design

12

Great job on the first phase of the project, thank you for your hard work Cedrick. My assumption is you simply ran out of time on this project. I tried to give higher points for the parts that were complete.

The grading rubric is posted below. Any deductions made are based upon percentage incomplete of the requirements in addition to the most important aspect, the quality of your project. My detailed comments exist throughout your project below. Please read this feedback for guidance.

A few examples of areas improvement include the feasibility study and the benefits analysis. These were not included nor the WBS or primary project planning documents and spreadsheets per our textbook and the assignment instructions.

I am here to help if you have any questions. I know that you will continue to improve and I look forward to the second phase of this project, do your best!

Cedrick Greer

April 2, 2018

Project Re-design Phase 1

Liberty University

BMIS 530

Table of Contents

I. Introduction

a. Purpose of the Project

b. Scope

c. Goals

Problem Statement Using MS Words’ auto table of contents will properly include and change the page numbers. Use appropriate headings within the paper to do this (e.g. Heading 1, Heading 2, etc). Thank you!

II.

a. School District

b. ERP system that will completely redesign process flow

III. Deliverables

a. What is to be accomplished?

b. Business deliverables

IV. Contractors

a. Locate specific contractors to carry out plans

b. Business analysts are to find notable inefficiencies

c. Defined roles

V. Project plan

a. Schedule

b. Roll outs, training, & deployment

Introduction

For APA guidelines, sample papers, and proper citations please visit: https://owl.english.purdue.edu/owl/resource/560/01/ This website provides excellent examples that are simple to follow. Regardless, the APA manual is also required in the program and also provides wonderful examples.

Indent Enterprise resource planning or ERP system is a software that is used to manage day to day business practices for a lot of companies. Enterprise resource planning (ERP) systems can be considered as cornerstone that allows most organizations to achieve their business goals (Scholtz 2017). Manufacturers, school systems, business chains, and hospitals use ERP systems just to name a few. The purpose of this project is to completely redesign the business flow of Dekalb County School District. My Please use third person voice and/or remain consistent in tense throughout system will be user friendly, create a better way to track time, reduce manual work, and employee maintenance. Along with the implementation of the ERP system by large enterprises, many suppliers of ERP systems also began to focus on the activity of small and medium sized enterprises, to adapt these systems to their specific needs (Dima 2015). My plan is to adapt to the process of the current school system and change the process flows in which the business can operate more efficient. Dekalb uses a system known as TERMS/PATS. The system requires a lot of manual work and manual payroll runs that they must adapt to by created their own SQL queries just to pull certain reports. The needs for the new system has been long overdue. Every functional department does not communicateNot every functional department communicates well and the environment has increased in hostility. Operations and Human Capital Management (HCM) department are in an ongoing conflict because there are issues for workers compensation. If a worker was to go out on FMLA leave, the process of getting the required signature can take a matter of days for the paper to go its full life cycle. If a request for vacation is rejected, the employee has already left because there is no complete system to keep track of vacation or sick and leave time. My system will present an overall solution for the load of problems always be specific, avoid generic statements like this that are needed to be addressed within the district. I will contact many consulting companies to hire subject matter experts (SMEs) to better assist with the project. A group of people working together on a technology leadership effort makes it more likely that the necessary amount of expertise is available and that the team can keep up to date and address all technology leadership needs (Dexter 2011). I will create a time frames timeframes for business related documents and meetings for weekly status reports. As a project manager, the success of the implementation resides within my hands. Saade (2015) said, “capacity for a project manager to communicate and lobby for the project to create and sustain positive perceptions, is the most important factor. (p. # necessary for direct quotes)” There are many other important roles as project manager such as initiating, planning, keeping up with task, monitoring, a implementing a project plan. My plan also involves me increase to the bandwidth within the district and installing better systems, servers, LANs, cloud storage, and mobile applications for when you are way from a computer. At the end of implementation, finance, hcm, operations, and transportation will have a better system that is designed to complete their daily needs.

Problem Statement

I choose to address the current ERP system in Dekalb County School District known as TERMS/PATS. The system has noticeable inefficiencies whichinefficiencies, which requires a lot of significant manual work and loads of paper paper processing. Many employee checks for errors in the payroll cycle each week by receiving a stack of papers and manually checking off correct checks. The human resource department is going through an extreme amount of chaos. Let take case management for example, incidents are initiated through the school house as well as investigation. A paper packet is complete and sent to the superintendent for review and then the superintendents send the packet over to case management. This process could take nearly a week to complete which can be offset by installing a central database for file sharing. Managers in legal have no communication with case management. There are incidents in which parent have went to central office to address cases that have already been closed. Because there are no way managers can see an open or closed status, the problem has become persistent throughout each fiscal year. Another underlying issue is vendor information. There are multiple vendor identification number just for one vendor. The reason is because vendors use multiple addresses each time they send an invoice. The district has an issue or paying these vendors out multiple paychecks. There needs to be a social security number on one federal I.D. number to pay for one vendor to prevent overpayment. Every company is looking for new information technology solutions to improve their process and business flow (Kot 2015).

The problem:	The problem is district wide and no communication in the functional departments. During the Onboarding process there are multiple gaps that are displayed and it leads to underlying issues within the district. When a potential candidate is initially hired, the base salary range for a teacher can be anyway between $50,000 - $70,000 for base teacher. What makes this an issue is the candidate begins the onboarding phase and accepts the job. In addition, during this process the candidate is unable to see his or her salary until after the contract is signed. If I were a potential candidate I would want to see my salary prior to signing a contract because I want to know with my certification would I accept the salary. This creates retention rate as the employee refuses work for the school system with a salary that they don’t not wish to work for. · System inability to track employees and retain data · There is a lot of manual paper process which could take nearly a week to get a sign off signature · Candidate get frustrated because there is no completion percentage displayed as they create profile and applications · Bookkeepers don’t communicate which the human resource department when an employee abruptly leaves · There are multiple systems retaining information · Time entry is paper based (there are approx. 700 paper timesheets in the operation department alone which includes bus drivers) · The servers, and wireless networks faces many problems (traffic, loss of data,
What does it impact:	· Information because there is no centralized server where all information is stored · Some employee is overpaid because some timesheets will be received after payroll which can hinder the general ledger budget · Multiple contracts for system to handle every aspect and problems of the functional departments · Because of the lack of bandwidth that can hold the district internet can have many blackout days district ways · With the onboarding process it’s hard to retain employees ·
A proper solution:	· Centralized storage for data · A better server to withstand the bandwidth in the district · Employee Self-Service Portal · Overall improvement for infrastructure · Fewer Access Points · Mobile application for employee to log in to · Ability to be notified when an employee does not clock in/out · During implementation create open and closed status in work fields · Allow employee record to maintain history to each action that has been associated with that employees file

Project Plan

Consultants:

ERP TEAM:

· 2 business analysts

· Human Resource and Finance analyst to capture the process flows and the risk in each department

· Data Analyst: used to analyze the data and consolidate, also give recommendation on what data needs to be kept

I am guessing you ran out of time as your project plan has very little of the required aspects per the instructions and our assigned textbook reading.

Conclusion

Today, the ERP business information systems are an essential tool for organization management, regardless of size and field of activity (Sodomka 2016). We understand that business processes are complex nowadays with the increase in technology but the system we have in store will completely redefine the way you conduct business with the human resource, finance, operations, and outside vendors. The project will cost roughly 15 million to complete. The price will include the ERP system, network infrastructure, consultants, software, and any additional component needed for a successful implementation. There will be a yearly upgrade to the software if the vendor holds the license. With the proper estimation for the proper management, personnel, and the supplier, we can prepare for integration. In an interorganizational ERP-project are decisions concerning the goal and costs decided in-between a buyer and a supplier. The expected time frames are calculated and makes a general starting point for discussions concerning the time and budget frames (Andersson 2016). We should highlight the maintenance program we have that will allow us to change things within the system that will send our representatives from the company on sight for expert recommendations. With the cloud base system, you will have more ways to store data and documents besides the business Microsoft Office 365 one drive. Our resources are highly respected and skilled because they have implemented multiple schools throughout their tenure within the company. We are here to innovate and define the meaning of a well balance ERP system. Re-engineering has become increasingly important recently due to the rapid changes in the business environment (Jinno 2017). The project manager we will send out will help guide the district through future state while displaying demos for the upcoming integration. With this new system, we can fix the issues that are within the general ledger budget. There have been multiple budget issues where operations will spend money and finance will try to spend money that is not within the budget. Other factors found to affect the effectiveness of ERP system implementation, includes external consultant support, knowledge transfer, and the technical aspects knowledge transfers, all of which are essential during an implementation process (Ali 2017). We will look to add features such as integrating with third party websites. Some of the third-party sites we are in business with concludes monster, indeed, career builder, and LinkedIn. Implementing ERP systems can be difficult because there are many setbacks include clients not being on time with their initial project timeline. Anything from weather, missing vital information, employees going on vacation during important meetings can hinder the timeline. Successful project management is also needed for successful implementation. Management can be adjusted within the district by high level employees attending meetings to get a glimpse of the process and what is happening throughout the district that has yet been noticed. I think successful project manager should be approached in a way that we can utilize the same process for at least 10 years. Frequent communication is needed and there must be collaboration between the department to determine the pain points that is needed to be addressed. Behavior change and business practices needed to be documented for implementation (Simutupang 2016). The latter needs to be broken up as the conclusion. You need to focus on the specifics of the project plan and how you will execute this plan in the next phases.

References

Ali, M., & Miller, L. (2017). ERP system implementation in large enterprises – a systematic literature review. Journal of Enterprise Information Management, 30(4), 666-692. doi:10.1108/JEIM-07-2014-0071

Andersson, A. (2016). Communication barriers in an interorganizational ERP-project. International Journal of Managing Projects in Business, 9(1), 214-233. Retrieved from http://ezproxy.liberty.edu/login?url=https://search-proquest-com.ezproxy.liberty.edu/docview/1747550853?accountid=12085

Jinno, H., Abe, H., & Iizuka, K. (2017). Consideration of ERP effectiveness: From the perspective of ERP implementation policy and operational effectiveness. Information, 8(1), 14. doi:10.3390/info8010014

Rafael Dalla Porta Pavin, & Klein, A. Z. (2015). organizational consequences of the adoption of mobile erp systems: Case studies in brazil. Journal of Information Systems and Technology Management : JISTEM, 12(2), 219-232. 10.4301/S1807-17752015000200002

Dexter, S. (2011). School technology leadership: Artifacts in systems of practice. Journal of School Leadership, 21(2), 166.

Kot, S., Stefko, R., & Dragon, P. (2015). The efficiency of ERP systems implementing in a learning organization. Applied Mechanics and Materials, 795, 129. doi:10.4028/www.scientific.net/AMM.795.129

Saadé, R. G., Wan, J., & Dong, H. (2015). Factors of project manager success. Interdisciplinary Journal of Information, 10, 063-080.

Scholtz, B., Kapeso, M., & Villiers, R. d. (2017). The usefulness and ease of use of a mobile simulation application for learning of ERP systems. South African Computer Journal, 29(2)10.18489/sacj.v29i2.475

Simatupang, T., Govindaraju, R., & Amaranti, R. (2016). Change management perspectives in an ERP module implementation: A case study in a telecommunication company. Jurnal Teknik Industri, 18(1), 51-62. doi:10.9744/jti.18.1.51-62

Sodomka, P., & Klcova, H. (2016). Classification of ERP system services. Journal of Systems Integration, 7(3), 66-78. doi:10.20470/jsi.v7i3.263 ima 2015)

ERP IMPLEMENTATION

START Date Develop Initial Plan Hire Consultants Conduct Meetings Current State Review Future State Review Install IT Infrastructure ERP Software Overview Train Employees Deploy & Go live 43187 43192 43198 43200 43226 43235 43252 43282 43313 DAYS to Finish Develop Initial Plan Hire Consultants Conduct Meetings Current State Review Future State Review Install IT Infrastructure ERP Software Overview Train Employees Deploy & Go live 7 7 2 15 15 5 15 30 10

Novice: 0-22Competent: 23-27Proficient: 28-30PointsEarned

Introduction and

conclusion are less

than minimums

and/or problem,

objectives, and

results are partially

outlined and/or

everal issues with

Introduction and conclusion are a

minimum of 500 words and include 4

unique scholarly journal articles. Problem,

objectives, and results are partially

outlined. Minor issues with APA

formatting, proper double-spacing, proper

APA in-text citations, third person

professional writing, and/or proper

Introduction and conclusion are a minimum

of 500 words and include 4 unique scholarly

journal articles. Problem, objectives, and

results are outlined. Appropriate APA

formatting, Times New Roman 12 point

font, proper double-spacing, proper APA in-

text citations, third person professional

writing, and proper grammar. Quotes less

3027

Problem statement

is deficient and/or

misses key

deliverables of the

project including a

highly innovative,

available, scalable,

and secure

Problem statement is mostly feasible

and/or addresses most key deliverables of

the project including a highly innovative,

available, scalable, and secure information

systems solution that can be implemented

in a cloud environment and a minimum of

500 words and 5 unique scholarly journal

articles that justify the problem and

Problem statement is feasible and addresses

the key deliverables of the project including a

highly innovative, available, scalable, and

secure information systems solution that can

be implemented in the cloud or a distributed

environment. Minimum of 500 words and 5

unique scholarly journal articles that justify

the problem and purpose statements.

3028

Novice: 0-106Competent: 107-131Proficient: 132-140

Feasibily study and

project plan are less

detailed or of lower

quality than the

textbook examples

in each of the core

objectives including

at a minimum the

SDLC cycle,

updating the old

information system

to the new cloud-

based system, a

Feasibily study and project plan parallel the

detail and quality of the textbook examples

in each of the core objectives including at a

minimum the SDLC cycle, updating the

old information system to the new cloud-

based system, a comprehensive / detailed

project charter, scope, alternatives,

schedule, tasks, resource estimations, work

break down structure, financial budget,

cost, and benefit analysis and/or the plan is

a minimum of 1,800 words with 8

supporting scholarly sources justifying the

methods, standards, estimations, and costs.

Feasibily study and project plan are more

detailed and higher quality than the textbook

examples in each of the core objectives

including at a minimum the SDLC cycle,

updating the old information system to the

new cloud-based system, a comprehensive /

detailed project charter, scope, alternatives,

schedule, tasks, resource estimations, work

break down structure, financial budget, cost,

and benefit analysis. Plan is a minimum of

2,000 words with 10 supporting scholarly

sources justifying the methods, standards,

estimations, and costs.

14030

Total20085