This project covers the following competencies:

• Working out client requirements and relating requirements to system features.
• Identifying suitable vendors and obtaining software.
• Installing the software with a minimum of disruption.
• Instructing the client how to use the changes.
• Documenting changes.
• Obtaining client feedback

The project involves preparing several detailed written reports, and is divided into four sections and you need to hand in the individual sections as detailed in the table below:

All assignments are to be word processed, printed and presented in a professional manner, and must include:

If for some reason you are unable to hand it in by the due date you will need to see me to provide adequate reasons and ask for an extension.

In addition to the project we will spend some class time in over the rest of the semester actually installing software to computers.

You are a computer consultant and you have been asked by a small business with 20 staff to review their existing application software and recommend appropriate software for their needs over the next 2 years.

The software you have been asked to review is as follows:

• Accounting to meet GST requirements

• An Office Suite that includes Word processing, Spreadsheet, Database.
• Antivirus

In addition to any other questions you may ask, we will assume the following:

• The company operates a Real Estate Business, which commenced in 1985. It is owned by 2 people – Bill Wilson (CEO) & Bob Johnson (Financial Controller).
• In addition to the owners the company employs a further 18 people and has a total of 20 staff as follows:

• Bill Wilson (CEO).
• Bob Johnson (Financial Controller).
• 5 accounting staff (2 for general office & 3 for managing rents)
• 3 general admin staff.
• 10 Sales Consultants

• Bob Johnson currently administers the computer system. This has been his responsibility since commencement in 1985, however, he no longer has the time available to do this.
• Bob Johnson has contacted you to discuss their needs.
• The current computer system has been in place since 1^st January 1994, and they have 7 computers, which are networked using a peer to peer network (WFW 3.11). The 7 computers are all old 486 computers.
• They now need to have a computer for each staff member and to upgrade their computers to the latest specification. In this regard Bob Johnson has already arranged to upgrade their hardware computers to the latest specification (you need to ask him exactly what this is) through one of his friends.
• He has ordered a total of 21 machines (1 x File Server & 20 x Workstation) and in relation to networking they will have a server using Windows NT as the O/S. The workstations (20) will be using Windows 98.

• The machines will be supplied with the network already setup and all hardware will be in place by Friday 22-6-2001 at the new office (see below).
• Due to expansion the company is moving office, and will commencing business from the new location on Monday 2^nd July 2001.
• During the last week of June they will still be operating at the old premises, however, this will be on a reduced basis, as the majority of furniture, files, etc. will be moved during that week.
• They need to be in a position to use the new system from 1^st July 2000.

• Your brief will be as follows:-

1. To recommend new software, and install on the new system.
2. Make sure that any data on the old system that is still required is transferred to the new system.
3. Train staff as appropriate.
4. Make sure that the new system is up and running and ready for operations on Monday 3-7-2000.

To successfully assist the client with his request it is vital you have a detailed understanding of the client’s business, and the way they plan to use the software you supply. In this regard:-

1. Design a list of questions that will gather all the information needed from the client. The list of questions should include all issues covered in the assumptions as well as any other issues you feel are important and that could affect your recommendations
2. Conduct a one on one client interview (with another member of the class) to obtain answers to the questions during class time.
3. Prepare and submit the typed list of questions with answers to each question.

1. Research and obtain quotes from various suppliers (at least 2) for the type of software they require.
2. Prepare a table detailing the quotes received and how well each piece of software meets their requirements.
3. You need to look at licensing issues. Remember that it is possible that all staff may need to use all of the recommended software.
4. Prepare a table comparing the advantages and disadvantages of each piece of software.
5. Prepare written recommendation as to which software you believe they should purchase. This should fully detail your reasons for making the recommendation. You should also detail the total costs for supply of the software you are recommending.

Prepare a detailed written plan for the installation (rolling out) of the software recommended. The plan should include the following:-

• Details of how existing data (if any) will be converted for the new software.

• Date/Dates of installation.

• How the installation will take place to minimise disruption to day to day operations.

• Outline the fastest way of installing the software. In this regard you may wish to use additional software (such as Norton Ghost) to help speed up the process. If so you should also outline any costs associated with the use of such software.

• Security issues – ie. Who needs access to what data.

• Document recommended procedures for storage of Disks/CD’s, manuals, and licenses for the new software.

• Procedures for setting up a machine if new staff are employed, including licensing issues.

• You should provide details of the total costs involved in the installation phase – i.e. you need to estimate the total installation time and provide a quote based on a reasonable hourly rate.

• If ongoing support is required you need to look what support will be provided and provide a quote for that.

Prepare a detailed written training plan to assist staff with the use of the new software. This should include:-

• Training requirements for all staff members – ie. Who needs to learn what?

• If group training is to be provided how large will the groups be and who will be included in each group to ensure minimum disruption to work.

• Will training be provided during work hours or after hours (nights or weekends).

• Who will provide the training – ie. Will you do this or will it be done by a specialist organisation.

• Plan training to ensure minimum disruption to business.

• The cost of the training.

• Procedures for further training (and cost) if there are staff changes or if additional staff are employed.

• Procedure to obtain client evaluation and feedback to ensure training and support requirements are met on an ongoing basis.