Task 5. Layout of the dog kennel site. Case Study: Rufus Kennels

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Lambert Strickland
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1 Task 5 Case Study: Rufus Kennels Implement quality assurance processes Identify causes of unsatisfactory results, in consultation with client, and recommend appropriate actions to a higher project authority to enable continuous improvement in quality outcomes Implement contingency plans Classify each risk and create contingency plans that address how the risk will be monitored and overcome, if possible Resources: Future models: Risk Matrix: Background on Rufus Kennels A dog boarding kennel using manual based records and accounting. The use of manual records and accounting is causing problems with the provision of prompt customer invoices and Business Activity Statements for the Australian Taxation Office. Cash flow, customer relations and business planning is also negatively affected. The staffs are generally part-time TAFE college students that have IT skills. The owner manager does not have a computer. Layout of the dog kennel site Office

2 Existing systems: - Manual based accounting 1 Telephone line in 1 Telephone line out Proposed Office Layout Print Account EFTPOS Office Requirements: Requires a modern IT system and web presence to provide savings in accounting and customer contact and opportunities to grow the business e.g. dog wash and grooming. Use the principles of continuous improvement in development of this project. Client Needs: Customer database Computer based accounting and BAS reporting system Online Security EFTPOS facilities Website Responsibility Matrix Name Role Report Project Charter Sketch Hardware Software Contingency Plan Risk Analysis Anureet Ldr x x x Matthew Consult x x x Andrew Consult x x x

Report Names: Anureet Kaur, Andrew Mella and Matthew Brady What is continuous improvement? Continuous Improvement Process (CIP or CI) is an ongoing effort to improve products, services or processes.

3 Report Names: Anureet Kaur, Andrew Mella and Matthew Brady What is continuous improvement? Continuous Improvement Process (CIP or CI) is an ongoing effort to improve products, services or processes. These efforts can seek "incremental" improvement over time or "breakthrough" improvement all at once How continuous improvement may be used in the development of this project Contingency improvement can be achieved through the use of a regular review cycle during the project lifecycle where issues can be discussed between the client and project team. For example converting existing manual invoice to an integrated electronic invoiced accounting package and system, also the conversion of the existing manual reservation system to electronic reservation system or program. Classify risks associated with this project 1. escalation of project cost 2. project schedule running overtime 3. vendor or product supplies shortages 4. training of client and client staff 5. project staff shortage (illness) Classify each identified risk as per table Identified risks Inadequate planning Poor definition of scope Absence of leadership Poor cost estimates Poor time estimates Loss of stock through theft Failure of internet access Failure of IT Hardware Hijacked web presence Loss of personnel Assessed risk

4 Proposed Project and the Analysed Requirements for the Proposed Project Scope Possible Project Problem for Rufus Kennels Client requirements:- 1. customer database 2. computer based accounting and bas reporting system online security 5. EFTPOS facilities 6. website Problems:- 6. escalation of project cost 7. project schedule running overtime 8. vendor or product supplies shortages 9. training of client and client staff 10. project staff shortage (illness) Create a Contingency Plan that addresses how the risks will be monitored and overcome and evaluate risk minimisation alternatives. A contingency plan is created to serve as plan to recover business operations after potential disasters. The backup plan is capable to restore proper function of the primary business operations. Disaster could be man-made disaster; mistakes can cause data loss, power outages, and a wide variety of other problems, while malicious attacks like hackings can compromise data or render it unusable. A good disaster recovery plan also accounts for these types of situations, as planning and response to man-made disasters is different than that for natural disasters.

5 Project Charter Terms of reference for the Rufus Kennels office update project will state all of the objectives and participants in a project including the scope of the project. The Project Charter will provide a preliminary report of roles and responsibilities; it will outline the project objectives, identify the main stakeholders, and define the authority of the project manager. The Project Manager will be assisted by the consulting project team have total control the projects management with the aim of achieving to complete the project to the industries best practice standards. The purpose of this project charter is to document: Rationale for undertaking the project o Upgrade Rufus Kennels business operations to use modern office procedures Objectives for the project o Recording client and vendor details into a database o Electronic recording and reporting of all business financial records into an accounting software package o Redundancy solutions for potential risk to the businesses continuity Constraints o Cost, keeping project costs to within the projected agreement o Time, the ability to complete the project promptly o Man power, completing the project o Risk management, identifying and finding solutions for risks Stakeholders o o o Rufus Kennels Project Manager Consultants The creating a detailed term of reference is critical to Rufus Kennels Project, as it defines the project vision, the overall objectives, scope of the project and deliverables to satisfy the identified business requirements. This Charter has identified all of the stakeholders and their required roles and responsibilities in the bounds of the project. The Project Charter also establishes the required resources and any financial or quality plans for the success of the project, including a work breakdown structure and schedule for all of the projects tasks.

6 PO Box 2010 Gotham City NSW 2200 Phone: ABN: Project Name: Rufus Kennels Client Name: Rufus Kennels ABN : Contact Person: Dr. D Barker Phone: Fax: barker@rufuskennels.com.au Address: 1234 Random Street, Woofdale TAS 7000 Existing Hardware: no hardware ( 2 telephone lines) Existing Software: none Sketch: See attachment A Proposed Hardware: See attachment B Proposed Software: See attachment C Budget: $5000 Purchasing Authority: R.U.Barker Timing: 3 weeks Concurrence Signatures Consultant: Anureet Kaur for ICTconsultancy Client: R.U. Barker for Rufus Kennels

7 Rufus Kennel Project topology outline Proposed Project Hardware Costs Hardware Brand Description & URL Price $ HPZ400 Workstation W3505 $ Desktop HP System Printer VoIP Fujixerox iinet Multifunction colour laser printer ltifunction-colour/docuprint-c1190fs/dpc1190 Voice over ADSL vendor is iinet VoIP is 9.95 per mth plus calls Standards ADSL service $50.00 per mth $ $139 connection plus ongoing fees Wireless Modem Router CISCO Model # SRP527W-K9G4 VOIP-ready modem, 4-port switch, integrated wireless access point $429 Total: $3667

8 Proposed Project Software Costs Software Brand Description & URL Price Office BASE is a fully featured desktop database management Free Document system. Open Office and Base Database System Computer BAS system Financial records accounting software Online Security BAS Agent Portal GST Accounting Gmail AVG Online BAS lodging available from the ATO website. tent/71504.htm Program that is designed to maintain complete and accurate accounting of income and expenses. Online Cloud stored accounts easily manageable. AVG anti-virus and firewalls will help keep Rufus safe whilst online. Free $100 Free Free EFTPOS facilities ANZ Banking is done with ANZ and EFTPOS will be provided by the bank. Set monthly fees + a deposit on the EFTPOS terminal. Website Independent Provided by an offsite company that will allow remote access for changes and configuration by Rufus Kennels as needed. ongoing Total $ ongoing fee, setup fees, monthly fees are not included in the projects final scope costing

9 Contingency Plan Risk Assessment Identified risks Classification How they will be monitored and overcome Risk minimisation alternatives Project Budget Cost Overrun Medium Project Team Briefings Adhere Project Scope And Schedules Vendor Supplies Medium Checking If Stock Is In Supply And Contract Conditions Make Provisions For Alternate Source Of Supply Absenteeism Low Use Contract Staff Have Alternate Plans For Staff Provisions Task Schedule Medium Team Briefing To See If Tasks Are Following Project Schedule Plan To Staff Multi- Skilled Contactors And Build Into Project Overrun Time Hardware Breakdown Low Use The Warranties Provided With The Vendors Product Using Extended Warranty Vendor Deals Internet Stoppage Low Use QoS Provisions With The Vendor Have A Wireless Vendor As A Backup Database Crash High Back Up Often And To Multiple Sources Use Of A Online Backup Vendor Malicious SW High Use Trusted Antivirus Backup System Often Natural Disasters Medium Insure Business Equipment And Backup Vital Data Smoke Alarms, Security Systems And Backup Systems

10 Evaluation of Risk Minimisation and Alternatives to Enable Continuous Improvement in Quality Outcomes Risk minimisation alternatives Risk Assessment Planning Project Team Meetings Work Effort Required (Hours) Staff Budget (internal & external) 2hrs $60 3hrs (1hr per wk) $270 (3*[3*$30]) Quality Testing 6 hrs $360 (2*[6*$30]) Documenting Project Conclusion 3hrs $90 Client Training 3hrs $90 Recommendation Planning for possible risk minimisation solutions Estimation of the projects schedule and task phase End of projects lifecycle testing Documenting all the vital information in the creation of the business system Training the client in the operations of the new applications and communications system

Request for Proposals Information Technology Support Services

VILLAGE OF HARWOOD HEIGHTS, ILLINOIS Request for Proposals Information Technology Support Services Posted March 2, 2007 Proposals will be received by the Village of Harwood Heights for Information Technology