IT Decision Paper

Saleem8

Rusty Rims IT Decision Paper

Project Description

The recommended IT Project that RR should consider is an Enterprise Resource Planning (ERP) system and an employee scheduling system, the systems postulate a cohesive suite of applications and tools for a business to manage its daily undertakings. Additionally, the functions that an ERP system can stipulate are; Supply Chain Management, Customer Relationship Management (CRM), Business Intelligence, and Management of Information Systems. Moreover, numerous divisions in the RR organization would benefit from this, the CFO and supervision would benefit from the Management Information Systems in addition to the the Business Intelligence functions, as it will stipulate analytic reporting capabilities. Lastly, CRM would benefit any properties of customer service, such as the dispatchers, help staff, and IT specialist.

Strategic Alignment

The propositioned project would align with the business strategy of, tracking and providing accurate delivery dates and times and the IT strategy of cost management as discussed in parts I and II of ITSP. The Employee Scheduling System will assist the organization to accomplish its business strategic objectives and IT strategies. Furthermore, an ERP system can deliver the elucidation to monitor and track shipments in order to have accurate delivery dates and times that can be provided to customers, this initiative will aid in fully satisfying customer service needs. Moreover, if clients can trust the company to provide precise delivery information, they will prefer RR over other companies and continue to use RR’s services for their business needs. Additionally, one important IT strategy that goes hand in hand, is the stipulation of mobile applications to clients, employees, and business partners. Furthermore, the employee scheduling system will help management administer the team via online assignment of the tasks and automatic notification to the employees, while saving time and money. Cost management is essential in order to monitor all costs and ensure that they are aligned with the forecasted budget. Conclusively, staying competitive, cost effective, and providing exceptional customer service is important for RR, in order to be the preferred business choice for customers.

IT Portfolio Alignment

An ERP system stems from the IT Portfolio roadmap under management. In detail, it supports the functional areas of Management and overlaps to additional capacities such as, fleet, finance, and sales. An ERP should to be at the foundation stage of the timeline, as an initial priority before anything else, because all other entities fall in or around the ERP’s structure. Additionally, the employee scheduling system software needs to be delivered and implemented in the first quarter of the project to take advantage of the proposed system in the early stages and make required changes as necessary. Correspondingly, the system will manage the operations of the business and since employees are the fundamental strength of the corporation; managing the workforce will in return will manage the operations.

IT Architecture

An ERP system will replace the existing applications at RR, the new and accurate financials system should go hand in hand with the ERP system as it will be able to postulate the same data and capabilities. Additionally, the Management Reporting System should be replenished with the ERP system, as the competency is accessible in an ERP system. Subsequently, the Fleet Management System is mandatory in order to administer the specs, repairs and maintenance of vehicles, and in order to get vehicles repaired, management is required to send employees out for repair of the vehicles, and the duties of the repair assignment are managed via the employee scheduling system. Consequently, an interface is required amid the ERP system and the fleet management system.

A mobile marketing application is also essential in order to administer the route optimization and freight tracking system. Additionally, the route optimization and freight tracking system entails the dispatching of the division and sales staff, in which the Enterprise Resource System will administer the schedules of workers which will assist in dispatching of the department personnel and the sales employees. Conclusively, an interface between the Enterprise Resource System and the Mobile marketing application is essential, in order to dispatch personnel with the employee scheduling.

Benefits

More than three benefits can be perceived with the implementation of an ERP system. Firstly, streamlining of modern methods and workflow into a single integrated system; by streamlining existing processes into a central system, the demand to sustain several systems that rely on distinctive technology and proficiency is eliminate. Secondly, the reduction in outmoded data entry and stipulating a way to distribute information across all divisions is important. Moreover, a reduction in apprehending outmoded data is a cost saving, as the amount of resources needed goes down. Additionally, having the capability to distribute information across all subdivisions provides dependability and sustainably. Thirdly, improving customer satisfaction is vital. Improving customer satisfaction is every businesses goal, as happier the customers, the better the businesses reputation, which leads to a successful business and long term loyal clients. Lastly, providing fast and reasonable deliveries is vital, by correctly managing employee schedules, it will improve RR’s productivity of personnel and consolidate the schedule and operations in an efficient manner. Conclusively, this organization method of the employee’s schedule will assist the business to accomplish the thoroughgoing possible targets and provide the deliveries of freights in a timely manner.

Requirements

The fundamental driver of the project is the HR department. The HR department synchronizes the management of teams and will evaluate the overall performance of the employees. The requirements that dictate the need of the ERP System are divided into three categories as follow:

1. Business and User Requirements

Customer Satisfaction, is key for RR to fully satisfy customer needs, as the requirement of employee scheduling ascends because employees are the central advantage for satisfying customers. Moreover, this has commenced the need for an ERP and employee system software.

Delivery time management, is important in order to administer delivery time of the freights. Additionally, the workforce of the business needs to be managed properly, as employee efficiency leads to timely and cost effective business methods. Conclusively, in order to convalesce the delivery time, employees must be adequately managed.

Cost requirement, is important as a businesses goal is to cut cost and generate revenue. Furthermore, the expense associated with the deliveries was excessive, and in order to reduce the costs associated with the freight deliveries, the labor cost has to be managed.

2. IT and System Requirements

Interfacing requirement for incentive calculation, the employee management and ERP systems are required to be interfaced with the finance application, in order to compute employee incentives. Hence, the employee management system is commenced.

Interfacing requirement for fleet management system and required in order to administer the fleet management system, the employee’s responsibilities have to be scheduled, which requires interfacing employee scheduling system with the fleet management system.

3. System Performance Requirement

Workload management, in order to administer the workload of all employees, it is crucial to assign all employee the amount of work they can handle. Moreover, this will administer the capability of all employees, and assure that workers are not overworked. This is important in order to keep all drivers awake and alert while on the job and the sales employee available for new clients as needed, this can by done via the employee management system.

Work Quality Management, managing the workload will in turn help the business to improve comradery and the quality of work, the suitable workload will motivate workers and in turn help the business.

Improved team work, collaboration and communication are two of the most significant entitles required for a team to succeed, in addition to a comfortable working environment and proper workload, this can by done via the employee management system.

Cost Estimation

The evaluation of RR’s existing business activities displays the companies wholesome understanding of employee roles and information that must to be captured. Furthermore, there are prevailing processes that must be improved and amalgamated, because there are existing documented processes and procedures. Moreover, the projects level of difficulty can be calculated as very complex and the size of the task is medium. The rationale for classifying the project’s difficulty is very complex, in that the application entails the interfacing of the application with all other applications. Additionally, allocating data amongst the employee scheduling application, ERP, and other systems alongside the basic supervision of resources, makes it tremendously complex. Nevertheless, the size of the project is cogitated as moderate sized, since the database obverse end requirements and the scope are considered rational.

Assessment of Project Size and Complexity
Size/Complexity	Small	Medium	Large
Very Complex		X
Moderately Complex
Straightforward

Performance Measures

The business will benefit from many factors. By improving customer service and satisfaction, RR will increase cliental and business status. Additionally, customer satisfaction will increase the customer base which will increase revenue. Amalgamating similar functions and data collection into a streamlined system will benefit RR. Furthermore, the decrease of redundant data entry will allow necessary resources to be applied to imperative areas.

Benefit to Business	Measure
1. Increase in repeat customers, customer satisfaction	Increased quantity of repeat customers. Increased business due to the accumulation of new customers based on satisfaction.
2. Reduced maintenance cost/ delivery time	Decline sustainability and maintenance cost. The average delivery time for the freights per mile is reduced.
3. Reduced resources; consolidate similar functions, reduced freight delivery cost	Decrease in labor cost of resources capturing the same information. The average of the freight delivery per mile is condensed.

System Development

In order to develop a project, the project must go through the five stages rationalized below:

a) Plan: In the planning phase, requirements will need to be flushed out and approved. This encompasses involving the application developers and the subject matter experts for the pertinent functional regions. The requirements are documented, revised, and approved before advancing.

b) Design: In the design stage, the requirements that were approved in the planning stage are utilized to forecast what the finished product will look like, to meet all requirements. Furthermore, this will comprise the application developers and the subject matter experts, in order to have a visual of the end product.

c) Build: In the build stage, the developers will actually take the design layouts and begin writing the application code. Furthermore, this entails the application developers to work with the network resources to develop an IT infrastructure.

d) Test: In the test stage, the application has already been written and is ready to test. Moreover, this will encompass diverse levels of testing, by the development team in addition to the end users and customers.

e) Launch: In the launch stage, the application has been written and tested and is prepared to be publicized for use. Conclusively, this phase involves all that need to utilize the application.

References

Lane, D. (2011). The Chief Information Officer's Body of Knowledge: People, Process, and Technology. John Wiley & Sons. Retrieved from: http://library.books24x7.com.ezproxy.umuc.edu/

Steps in the System Development Life Cycle. (n.d.). Retrieved April 10, 2016, from http://smallbusiness.chron.com/steps-system-development-life-cycle-43241.html

What Is IT Architecture. (n.d.). Retrieved April 10, 2016, from http://iasaglobal.org/itabok/what-is-it-architecture/