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Project Overview Document

“Technology Infusion”Project Proposal for

Original Kayak Adventures (OKA)

OKA Project Page 1 5/5/2023

Prepared By: 3SR Information SystemsDocument Version: 2.0Last Updated On: August 7, 2012


Table of Contents

Proposal Letter: .............................................................................................4

Mission Statement: .........................................................................................5

Statement of Problem: ....................................................................................5

Project Scope: ...............................................................................................6

Justification: ........................................................................................6

Deliverables: ........................................................................................6

Project Constraints: ........................................................................................7

System Requirements Summary: .....................................................................7

Project Findings: ............................................................................................8

Time Estimate: ...............................................................................................9

Feasibility Statement: .....................................................................................9

Organization Chart: ......................................................................................10

Context Diagram: ……………………………………………………………….………………………………………11

Recommendations: .......................................................................................12

Overview of Functions: ……………………………………………………………………………………………….12

Process Model Diagrams: …………………………………………………………………………………………..13

Use Case: …………………………………………………………………………………………………………13



Context: ……………………………………………………………………………………………………………14

DFD-0: ……………………………………………………………………………………………………………..15

DFD-1: ……………………………………………………………………………………………………………..16

DFD-2: ……………………………………………………………………………………………………………..17

DFD-3: ……………………………………………………………………………………………………………..18

Statement of Systems Requirements: ……………………………………………………………………….19

Output: …………………………………………………………………………………………………………….19

Input: ……………………………………………………………………………………………………………….19

Process: ……………………………………………………………………………………………………………20

Performance: ……………………………………………………………………………………………………20

Control: ……………………………………………………………………………………………………………20

Solution Candidates: ……………………………………………………………………………………………………21

Hardware Suite: ………………………………………………………………………………………………21

Software Candidate: ……………………………………………………………………………………….22



Software Weighted Evaluation: ………………………………………………………………………………….23

Recommendation of Software Candidate: ………………………………………………………………….23

Hardware and Software Costs: …………………………………………………………………………………..24

Scalability Statement: …………………………………………………………………………………………………25

Implementation Plan Estimate (Gantt chart): ……………………………………………………………26

Security Plan: ………………………………………………………………………………………………………………26

Risk Management Plan: ………………………………………………………………………………………………27

System Proposal: …………………………………………………………………………………………………………28

Statement of Work Signature Page: ………………………………………………………………………….29

Proposal Letter to OKA

May 29, 2012

John and Edie CaputoOriginal Kayak Adventures1222 Adventure Cove LaneJacksonville, FL 32244

Dear Mr. and Mrs. Caputo:

Subject: System Proposal

Thank you for selecting our team of systems analysts at 3SR Information Systems to review Original Kayak Adventures current business processes. We understand that you have concerns about the effectiveness and efficiency of the business processes currently in place. We would like to help you address all of your concerns. We realize Mrs. Caputo develops and maintains the company website, handles the bookkeeping, tracks and manually displays kayak availability and keeps a list of reservations, which is printed daily.

Customers find the OKA website to be informative and attractive, however it is unknown if the website is effectively procuring new clientele. We are also aware that the company’s database is sufficient



at handling basic business information, but it has proven to be insufficient at tracking and displaying schedule availability for guided tours and instruction sessions, causing scheduling conflicts and potentially affecting customer satisfaction. Finally, we also understand detailed information on rental patterns, customer profiles, advertising effectiveness and future business opportunities will promote the growth of OKA.

Therefore, we have identified several business processes that will benefit from updated information systems. These systems will assist OKA produce faster growth and greater profits, greater productivity, and additional satisfied customers. To help OKA achieve its goals, our team at 3SR have identified multiple information systems that can be implemented to meet your growing needs.

The first system we recommend is the Transaction Processing System. This system can process reservations, update inventory, verify customer data, update sales activity, and handle bookkeeping. The second system, the Business Support System, can analyze transactional data, gather information regarding rental patterns, and track advertising effectiveness. In addition, this system will generate information needed to manage and control business processes that will help OKA with future business opportunities. Lastly, a User Productivity System could enhance the utilization of the staff at OKA. Utilizing email, voicemail, high-speed internet access, word processing, automated calendars, database management and spreadsheets can maximize the efficiency of the staff and improve the customer’s experience, from the first contact via website or telephone. This will afford Mrs. Caputo the time to focus on marketing the business through the website and social networks and allow Janet to focus specific tasks that enhance the customer’s experience and promote repeat business throughout the busy summer season.

In conclusion, we at 3SR Information Systems look forward to helping you accomplish your growing business needs. We encourage you to contact us with any questions as we strive to make your satisfaction our top priority.

Sincerely,

3SR Information Systems

Mission Statement:

Per your request for assistance in drafting a concise, affirmative mission statement that will define Original Kayak Adventures in a positive way, we suggest the following to be included on the company website, along with individual biographies and the inspiration for your company’s inception. Based on our extensive experience in consulting for successful businesses, we feel a statement like this will greatly enhance your company’s appeal.

Our mission at Original Kayak Adventures is to offer the most convenient, affordable range of eco-tourism services in the nation to everyone from beginners to advanced kayakers. Our passion for kayaking and love of nature have guided us since we first opened our doors in 2010, and we look forward to sharing our passion and experience with all of you.



Statement of Problem



Existing business systems utilized by Original Kayak Adventures (OKA) are inefficient and lack functionality critical to company growth. Ability to assess marketing effectiveness is minimal. Growth is threatened by outdated business processes.

Key areas of concern:

Reservation system insufficient Limited marketing program with weak assessment capabilities Lack of data tracking system Inefficient business processes Lack of security controls to protect sensitive customer information

Project Scope

Justification:

The project described herein by 3SR Information Systems is by the explicit request of the customer, Original Kayak Adventures, who has expressed a need for professional information technology consultation, design, and installation services to create a more efficient and economically sound business environment.



Deliverables:

Driven by powerful software and cutting-edge hardware, his project will include the implementation of three key systems to meet OKA’s growing business needs:

Transaction Processing System – a comprehensive third-party software suite will process reservations and payments, track sales activity, verify customer data, and update inventory. It will also assist in bookkeeping tasks and provide reporting functionality.

Business Support System – a database management and security system (i.e. SQL), will track and protect customer data, as well as provide analysis of market trends to assist in business forecasting. Additional software (i.e. Oracle) will provide cost analysis capabilities to ensure profitability.

User Productivity System – a comprehensive software suite providing numerous enhancements to promote operational efficiency, including:

o Website improvements (Social networking integration, SEO enhancements, reservation functionality, and customer feedback and survey capabilities).

o Electronic communication upgrades (High speed internet, multi-line phone system with digital voicemail, updated word processing, spreadsheet and project software, calendar automation/syncing, networking).

Project ConstraintsThe constraints involved with this project are primarily budgetary. Limitations in funding could prevent full implementation of all three recommended systems. Other minor constraints include possible unavailability of necessary software and/or hardware and/or scheduling conflicts for end user training.

System Requirements Summary

Web-based; allows customers to make their own reservations for all offered services

Manages inventory levels Records and tracks rentals, tours, and purchases



Processes daily transactions Tracks interest/satisfaction of customers Provides means of integrating existing customer data Incorporates email, voice mail, and automated calendars Website includes mission statement

Project FindingsReduction in costs:

The project described herein will reduce costs for OKA by greatly increasing the efficiency of the office staff through the automation of existing time-consuming, manual business processes and enhancement of the company website to allow customers to manage the reservation process in place of OKA staff. Existing and future labor costs will be reduced as a result of these efficiencies and improvements.

Increased revenue:



OKA can expect to see increased revenue as a result of the implementation of these information systems. The improved website will include user-friendly features that promote referral business and attract a wider range of new customers due to SEO improvements and flexibility in the automated reservation process.

Alignment with company goals:

OKA can expect that their goals of better assessing their customers’ needs, updating their business processes to increase their efficiency, and expanding the business for future growth will be realized by implementing the services of 3SR Information Systems. The products described in this project will cull the information necessary to improve the OKA customers’ experience, streamline the daily tasks involved in running this business to allow OKA ownership to focus on business expansion strategy, and increase the revenues necessary for profitable growth.

Customer experience improvements:

Existing and future customers of OKA will benefit greatly by the results of this project. The enhanced website will attract a more diverse demographic due to ease of use and the presence of positive testimonials from satisfied customers. Search engine optimization will make OKA easier to find. Customers will also gain satisfaction in having instant knowledge of inventory and reservation ability any time of day. The new mission statement will define OKA in a positive way.

Implementation:

This project can be implemented in a reasonable amount of time, and training requirements will be minimal.

Estimate of Time to Complete3SR Information Systems will require five business days, consisting of 136 man-hours, to design, source, install, test, and complete full implementation of the deliverables in this project, to include eight hours of post-installation basic training for end users of the system.



Project FeasibilityAs a respected team of information systems design and

development, 3SR maintains the necessary intellectual, financial, and technical resources to complete this project and provide the training support to complete the project to our client’s satisfaction. Upon extensive research into the overall viability of this project and its alignment to the current business model we believe that this project meets the necessary feasibility requirements. We expect that the project will be completed on time, within budget and will produce a return on investment.

Original Kayak Adventures Organization Chart


Planning and Design: 64 man-hours

Software/hardware sourcing: 32 man-hours

Installation: 16 man-hours

Testing: 16 man-hours

Training: 8 man-hours

OwnerJohn Caputo

OwnerEdie Caputo



Lesson Instructor/Tour Guide

John Caputo

Website/Office ManagerEdie Caputo

Telephone/ReservationsJanet Jacobs




Recommendations

3SR Information Systems recommends the implementation of the integrated, three-system approach described in this project proposal to support the ongoing business needs of Original Kayak Adventures, as well as prepare the company for successful future expansion.

OverviewThe functionality of the computer information systems being proposed by 3SR Information Systems is based on the stated requirements of Original Kayak Adventures, the scope of which includes three key deliverables: A transaction processing system to address the need for a more efficient and robust reservation process, a business support system to manage and protect a database of customer information, and a user productivity system to promote operational efficiency now and into the future. 3Sr Information Systems will meet these requirements and exceed expectations in the implementation of these systems.















System Requirements

Outputa) The Customer Information System must produce reports to track

rental patterns, class reservation patterns, and lesson reservation patterns as well as a report that shows how many of each different “How did you hear of us?” answers.

b) The Scheduling System must produce a confirmation of booked reservation(s) and a receipt of payment immediately after processed payment.

c) The website must produce reports that show how many site views and how many hits per web page.

d) The Scheduling System must produce a reservation schedule for each day so that John and Edie know that day’s schedule.

e) The Scheduling System must produce a work schedule every two weeks for all employees.

f) The Scheduling System must produce daily schedules of each rentals, classes, and lessons that includes a customer list for verification purposes.

Inputg) John or Edie must input any updates to their availability because

theirs affects the availability of Tours and Lessons.h) When a customer decides to book a reservation on the website

they are required to make payment immediately.i) When a customer decides to book a reservation via phone or in

person then OKA’s employee helping them must enter all vital information to do so. The employee then must process the customer’s payment immediately.

j) Data entry screen must be uniform between all employees’ computers so that information is not misinterpreted or lost.



k) Customers booking a reservation via website, phone, or in person are prompted for an answer to a “How did you hear of us” survey.

Processl) The scheduling system must update availability immediately

upon change.m)When a rental, class, or lesson is full for a particular session, the

scheduling system must kick back to inform the user that is attempting to book the reservation, a statement or notification to try a different time.

n) The payment processing system must process payments immediately.

o) John or Edie must pull reports once a month to track customer patterns.

Performancep) The system must support 25 users online simultaneously.q) Response time must not exceed four seconds.r) The scheduling system must be operational online 24 hours a

day, seven days a week, 365 days a year.s) The scheduling system must be operational via phone and in

person during scheduled open hours.

Controlt) The system must maintain separate levels of security for

customers and OKA employeesu) All payments must have audit trails including receipts.v) Scheduling System for the kayak rentals must not exceed the

amount available for one session and never exceed the amount in inventory (which currently is 16 kayaks and 8 car-top carriers).

w) Scheduling System for the classes or lessons must not exceed the amount available for one session and never exceed the max capacity.

Solution CandidatesOKA Project Page 22 5/5/2023


Hardware Suite

2- HP W2371d Black 23" 5ms Widescreen LED Monitor 250 cd/m2 1000:1

2- RAIDMAX Reiter ATX-305WBP Black Steel / Plastic ATX Mid Tower Computer Case 450W Power Supply

2- GIGABYTE GA-970A-UD3 AM3+ AMD 970 SATA 6Gb/s USB 3.0 ATX AMD Motherboard

2- AMD A6-3670K Unlocked Llano 2.7GHz Socket FM1 100W Quad-Core Desktop APU (CPU + GPU) with DirectX 11 Graphic AMD Radeon HD 6530D AD3670WNGXBOX

2-Kingston HyperX Blu 4GB (2 x 2GB) 240-Pin DDR3 SDRAM DDR3 1600 (PC3 12800) Desktop Memory Model KHX1600C9D3B1K2/4GX

2- Seagate Barracuda Green ST1500DL003 1.5TB 5900 RPM 64MB Cache SATA 6.0Gb/s 3.5" Internal Hard Drive -Bare Drive

2-LITE-ON DVD Burner - Bulk 24X DVD+R 8X DVD+RW 12X DVD+R DL 24X DVD-R 6X DVD-RW 16X DVD-ROM 48X CD-R 32X CD-RW 48X CD-ROM Black SATA Model iHAS124-04 – OEM

2- ASUS Sabertooth X79 LGA 2011 Intel X79 SATA 6Gb/s USB 3.0 ATX Intel Motherboard bundled with: 1x Cooler Master TPC 812 RR-T812-24PK-R1 120mm fan

2- Microsoft SIDEWINDER X4 Keyboard

2- Rosewill RM-2400L 6 Buttons 1 x Wheel USB Wired Laser 2400 dpi Mouse

1- Tandberg 8586-RDX Black Internal RDX QuikStor Cartridge Hard Drive

1- Canon Color imageCLASS MF8080Cw 5119B001 MFC / All-In-One Up to 12 ppm 2400 x 600 dpi Color Print Quality Color Wireless Laser Printer

POSNation Point of Sale System #Q561024-LENOVO Thinkcentre Computer-LENOVO Thinkvision Monitor-Thermal Receipt Printer-Cash Drawer-Scanner

1- CISCO ASA5505-50-BUN-K9 ASA 5505 Security Appliance 10000 Simultaneous Sessions 150 Mbps



1-NETGEAR R6300 Wireless AC 1750 Dual Band Gigabit Wi-Fi Router IEEE 802.11 ac/b/g/n

Cisco ATA187-I1-A= ATA 187 Analog Telephone Adaptor

2- Cisco Small Business SPA509G 12 Line IP Phone With Display PoE and PC Port

Software candidates

Microsoft Windows 7 Professional SP1 64-bit - OEM

Microsoft Windows 7 Ultimate SP1 64-bit – OEM

2-Microsoft Office 2010 Professional

1- Intuit QuickBooks Pro 2012

1-Intuit QuickBooks Enhanced Payroll 2012 for up to 3 Employees

1-Panda Security Global Protection 2012 - 3 User

1-Adobe Dreamweaver CS6 for Windows - Full Version

Establish Facebook webpage maintained by Web.com

Establish Google Checkout Account for online payments

Standard Edition License Software for POS Nation Point of Sale System

Integrated Credit Cards Processor

Software Candidate Weighted Evaluation



Recommendation of Software Candidate

After evaluating the top two computer operating systems, we have found that the best software combination for OKA is Microsoft Windows 7 Professional with Microsoft Office 2010. The combination of these two software systems will provide OKA with the security, functionality, dependability and ease of use. Because this software is widely available in the marketplace, it is economical and widely supported.

Microsoft Windows Professional provides many useful features that make file sharing simple, connecting to wireless networks and local printers faster and easier. Microsoft Windows Professional works seamlessly with an external hard drive, automatically backing up and securing company files and data. This system also allows the user to recover previously changed or deleted files and encrypts confidential data on computers that are shared by multiple users. Microsoft Windows Professional is user friendly, and offers enhanced desktop navigation and quick file searches. Microsoft Office 2010 and provides the pertinent software tools that will allow OKA to manage inventory levels, record rentals and tours and customer data, capture business trends, track expenses and create budgets. QuickBooks Pro and Enhanced Payroll 2012 help to manage vendors, complete tax records and perform payroll, create invoices and import data from a spreadsheet. Panda Security Global Protection provides antivirus security, and Dreamweaver CS6 software provides an interface for making and editing websites and mobile applications.

Hardware and Software Costs



Hardware Suite2- HP W2371d Black 23" 5ms Widescreen LED Monitor 250 cd/m2 1000:1 $400.00

2- RAIDMAX Reiter ATX-305WBP Black Steel / Plastic ATX Mid Tower Computer Case 450W Power Supply $100.00

2- AMD A6-3670K Unlocked Llano 2.7GHz Socket FM1 100W Quad-Core Desktop APU (CPU + GPU) with DirectX 11 Graphic AMD Radeon HD 6530D AD3670WNGXBOX $200.00

2-Kingston HyperX Blu 4GB (2 x 2GB) 240-Pin DDR3 SDRAM DDR3 1600 (PC3 12800) Desktop Memory Model KHX1600C9D3B1K2/4GX $53.00

2- Seagate Barracuda Green ST1500DL003 1.5TB 5900 RPM 64MB Cache SATA 6.0Gb/s 3.5" Internal Hard Drive -Bare Drive $180.00

2-LITE-ON DVD Burner - Bulk 24X DVD+R 8X DVD+RW 12X DVD+R DL 24X DVD-R 6X DVD-RW 16X DVD-ROM 48X CD-R 32X CD-RW 48X CD-ROM Black SATA Model iHAS124-04 – OEM $50.00

2- ASUS Sabertooth X79 LGA 2011 Intel X79 SATA 6Gb/s USB 3.0 ATX Intel Motherboard bundled with: 1x Cooler Master TPC 812 RR-T812-24PK-R1 120mm fan $640.00

2- Microsoft SIDEWINDER X4 Keyboard $96.00

2- Rosewill RM-2400L 6 Buttons 1 x Wheel USB Wired Laser 2400 dpi Mouse $20.00

1- Tandberg 8586-RDX Black Internal RDX QuikStor Cartridge Hard Drive $223.00

1- Canon Color imageCLASS MF8080Cw 5119B001 MFC / All-In-One Up to 12 ppm 2400 x 600 dpi Color Print Quality Color Wireless Laser Printer $400.00

1- CISCO ASA5505-50-BUN-K9 ASA 5505 Security Appliance 10000 Simultaneous Sessions 150 Mbps $510.003 Year Replacement Extended Service Plan $32.991-NETGEAR R6300 Wireless AC 1750 Dual Band Gigabit Wi-Fi Router IEEE 802.11 ac/b/g/n $210.00Cisco ATA187-I1-A= ATA 187 Analog Telephone Adaptor $185.003 Year Replacement Extended Service Plan $32.99

2- Cisco Small Business SPA509G 12 Line IP Phone With Display PoE and PC Port $332.003 Year Replacement Extended Service Plan $66.00

1-HP Point of Sale System Ap5000 $1594.00

1- HP cash drawer $225.00



1-HP USB POS Keyboard with Magnetic Stripe Reader $188.00

Epson ReadyPrint T20 - receipt printer - B/W - thermal line $170.00

Software Candidates2 licenses-Microsoft Windows 7 Professional SP1 64-bit – OEM $260.00

2 licenses Microsoft Windows 7 Ultimate SP1 64-bit – OEM $336.00

2-Microsoft Office 2010 Professional $600.00

1- Intuit QuickBooks Pro 2012 $120.00

1-Intuit QuickBooks Enhanced Payroll 2012 for up to 3 Employees $140.00

1-Panda Security Global Protection 2012 - 3 User $50.00

1-Adobe Dreamweaver CS6 for Windows - Full Version $383.00

Establish Facebook webpage maintained and updated by 3SR $40.00 per month

1- Microsoft RMS 2.0, Retail Point of Sale Software $1000.00

Scalability Statement

The systems being installed by 3SR Information Systems are specially designed to accommodate expansive growth at OKA. The hardware and software being utilized will provide many years of functionality, and are easily upgradeable in the event of unexpectedly high levels of growth.

Implementation Time Estimate



Security plan: The new system will have a five level security plan that will cover physical, network, application, file, procedural, and user levels to avoid both internal and external threats.

Physical: All computers will be secured to avoid a potential access point Network: All network traffic will be encrypted. Firewall and anti-virus

programs will be utilized to maximize network security. Application: Permissions will be utilized to allow only authorized personnel

access to vital information systems. File: Personal information and other sensitive data will be encrypted, in

addition to user permissions being utilized. Procedural: Establish policies and controls to ensure secure operations that

stress the importance of security. User: Establish identity management and strong password protection in

addition to training personnel on social engineering avoidance.

Risk Management Plan



System Proposal



The technology solutions 3SR Information Systems proposes for Original Kayak Adventures will meet your current business needs, position your company for immediate growth, and remain functional many years in the future.

The software package we recommend, Microsoft Office 2010, which runs on the Microsoft Windows 7 Professional operating system, will provide a wide range of essential business functions, and you will enjoy ongoing support from Microsoft to ensure the software is secure and functional. Our testing indicates this software package best matches your business needs.

The development of this system requires the integration of new hardware, which has been specially sourced to provide the most modern technology available at reasonable prices. The cost of the hardware is a sound investment into your business, as it lays the foundation for the operational efficiencies you will achieve upon installation of the system. OKA will own the hardware outright, and will not incur any lease or rental fees, further reducing the total cost of ownership and providing OKA with valuable assets.

To maximize growth potential, you need a system that can accommodate not just your current level of business, but can handle a large increase, as well as be upgraded efficiently years from now as necessary. The scalability of this system is one of the core benefits of utilizing the hardware suite and software package we recommend for you. With growth a certainty, the capacity benefits of this system are crucial.

The installation of this system can be accomplished in just one business day. Due to the considerable experience level of the consultants at 3SR Information Systems, we guarantee a quick, painless installation and do not foresee the need for additional time to bring about this transition. The planning, analysis, design, and hardware and software sourcing efforts have already been completed, leaving only the installation and a day of systems training for the staff of Original Kayak Adventures. In total, the proposed system encompasses five business days of development.

Original Kayak Adventures will greatly benefit from the system described in this proposal. It will meet all of your requirements, promote operational efficiency, and position OKA for peak growth for years to come. The team at 3SR Information Systems takes great pride in our work, and we look forward to helping you achieve all of your business goals by utilizing this information system.

Statement of Work


Between: Original Kayak Adventures And: 3SR Information Systems

Prepared by: Stephanie Zide Seth Erickson Shaun Unger Roderick Sandoval


Signature: __________________________________________ Date: __________John Caputo (Owner, Original Kayak Adventures)

Signature: __________________________________________ Date: __________Edie Caputo (Owner, Original Kayak Adventures)

Signature: __________________________________________ Date: __________Shaun Unger (Consultant, 3SR Information Systems)

Signature: __________________________________________ Date: __________Seth Erickson (Consultant, 3SR Information Systems)

Signature: __________________________________________ Date: __________Stephanie Zide (Consultant, 3SR Information Systems)

Signature: __________________________________________ Date: __________Roderick Sandoval (Consultant, 3SR Information Systems)


Between: Original Kayak Adventures And: 3SR Information Systems

Prepared by: Stephanie Zide Seth Erickson Shaun Unger Roderick Sandoval

Documents

file · Web viewProvide the Change Management Plan here including who can initiate the change, what method will be used to submit the change and what process will be followed to