Case Study You have been engaged by National Camper Trailers to assist in the development of an administrative system. Currently the company has worked off spreadsheets which is becoming problematic with multiple users. NCT currently pays their BAS quarterly and would like to continue to do so. Therefore, quarterly reports generation would be required. In consultation with Sheryl the Finance and Admin Manager, and others in the administration team you learn the following; The system must hold all client’s details and past sales records System should automatically issue job numbers as required The system must hold all current sales and have the ability to track the job progress to meet estimated job completion dates The system must have the ability to invoice directly to the client The system must record all payments and close job on completion The system must be able to run reports (current jobs status in the system, current creditors, payments received for a month period, financial quarter and financial year This budget for this project is $20,000.00 Ideally Sheryl would like to record customer feedback processes into the administration system but it’s only on the wish list and not a must have. Question 1 From the information you have been given, identify and list below the requirements of this administrative system. Question 2 Research Question Obtain a minimum of two (2) quotations from suppliers/ developers for the identified requirement you identified in Question 1. Provided details of the following # Date Name of supplier / development Description of services Contact details Amount quoted Comments 1 2 Add additional if you would like Question 3 From your research in Question 2, select the supplier or developer you would recommend and explain why. Question 4 Sheryl has requested you identify and develop implementation strategies for the new administration system for all users in the company. In consultation with the four (4) finance and admin staff you learn that they believe it would be best to have one set implementation date to avoid cross department confusion. It was also suggested training on the new system should be done by department. Note: Company Departments are: Factory and Manufacturing Fitout, service and logistics Finance and Admin HR & WHS Sales and Marketing Use the information you learnt in consultation to develop implementation strategies and document these strategies below. In addition, ensure you include the following; Define the communication procedures for using the system to staff Training and support for staff on the use of the new system Question 5 Describe how you would encourage staff to participate in all stages of the implementation process Question 6 Describe would you would implement the system in accordance with organisational and legislative requirements Question 7A During the training process prior to the implementation date for the new system, 3 of the 20 fitout, services and logistic team are not available to attend training due to being away on that day due to illness. Describe how you would deal with this contingency to ensure minimal impact on users. Question 7B During a training session with the Finance and admin team there is a power outage. It’s 3:30pm in the afternoon, on a 40-degree day. According to the power company the outage is scheduled to be rectified in two hours, which will take it to 5:30pm before the power will be back on to enable the power point presentation and step by step instructions to ensure data is correctly entered for system accuracy. Office staff are due to go home at 5:00pm. Describe how you would deal with this contingency to ensure minimal impact on users. Question 8 Describe how you would monitor the system for usage, security and output in accordance with organisational requirements. Question 9 After one (1) month of using the new administration system, Sheryl has informed you that they would like to modify the administration system to assist the sales department in capturing and monitoring sales leads. On reflection of the new administration system, how could you modify the system to meet changing needs in accordance with organisational requirements Question 10 Describe how you would identify further modifications and notify users. Question 11 Describe how you would monitor staff training needs and train new staff on the administrative system