Complete a Business Case using the template attached (BSBSMB412_AT1_Part B_TMP_V1), collating the relevant information and data to be submitted for organisational approval.
All the relevant information has been provided.
Response file for further information to be used in your analysis and case response. Thank you for your prompt action towards improving the state of our IT operations. I apologise for not providing more information in the first place – I guess I didn’t think there would be so much to it! Rather than answering each of your questions individually, I have summarised my answers to your questions below to the best of my ability, and provided any further information I thought might be helpful. · We have 6 computers in total as advised in the initial project brief · They are all the same computer model, which I think is getting a bit old now as they were purchased in 2010. Specs are below CPU Intel Pentium 4 RAM 256 MB HDD 150 GB Operating System Microsoft Windows XP (windows update has been turned off since we bought the computer) Monitor Dell 15 inch Keyboard & mouse Dell USB keyboard & mouse · These computers originally cost us $5,150 to install, including all software licenses which were a once off purchase. No training is required as all the staff are familiar with the current system. Other ongoing costs include a $60/month internet connection and $100 per year antivirus program. This year we spent $480 on repairs. We spend an average of $3,200 per year on external IT contractors for various IT troubleshooting issues to do with our current system. · We have the Microsoft Office 2010 suite. We frequently use Excel (for invoicing and some reporting that Quickbooks Premier 2012 does not handle), Word (letter writing) and Outlook (emails). Internet Explorer is our browser of choice but it doesn’t work with all websites · The computers take their time to warm up in the mornings (as do our staff) so they are usually turned on and left for 10 minutes to do their thing. Operations are slowing down our productivity – saving a file takes a long time whether or not it is to the local drive (which is very full) or to the server · Each of the computers have been having more and more issues over the last couple of years and we have needed to have repairs done several times. This, combined with staff complaints, has resulted in us contacting your business for a solution · The quantity of our computers is appropriate, but our Yeronga store’s printer just stopped working and we have been quoted $800 for a repair due to the rarity of the parts. I think we just need a new one for the office but it would be good to be able to print something even when not in the office (for the finance staff to see) · I (Brenda) regularly need to be mobile, travelling to various locations to do my work. I usually take paper and pen and when I return I input data into the spreadsheets or to Quickbooks Premier 2012. There have been instances of these records being lost before being entered in the spreadsheet · The Excel documents we use for invoicing are currently stored on whichever computer they were created on. This can be annoying when different stores need to access an invoice created elsewhere – we need to do it all via email. I am also concerned about the security of this arrangement. The IT contractors tell me that they are handling the firewall / antivirus situation and that our computers are pretty secure. · We have no back up procedures other than those mentioned in the initial job document (weekly by the bookkeeper). · Our staff have requested to move away from using spreadsheets for invoicing as they are time consuming and cannot be updated easily from distance (such as when I am working at remote locations). I’m not sure if this is correct or advisable and will rely on your recommendation. I personally would like to be able to access all of our records from home and while visiting difference worksites · Each of our computers is connected via ethernet (blue LAN cord) to a network switch. A modem is also plugged into the switch which provides us with 2 megabits/second down speed and 500 kilobits/second upload speed ADSL internet. We have 100 gigabytes of data allowance per month and have occasionally come close to reaching this limit (I think because of staff watching videos) · Once per week the bookkeeper visits each store to obtain the sales data on a portable hard drive, which she then uses to input into the main (consolidated) quickbooks file at the Red Hill store. This is takes a lot of time, and costs at least $400 per week in bookkeeping expenses and is something I’d like to change if we can. · Accounting expenses at end of last year were $3,300. The accountants don’t like our software as it is apparently “cumbersome and time-consuming” · We don’t have a WiFi network · The data on Individual PCs are never backed up except for the Quickbooks records mentioned above to the Red Hill store. The bookkeeper does not keep copies of the data either, which has me worried about what would happen if our Red Hill Quickbooks file were to be lost · I’d like to be able to run reports on the business in real-time so I can make more informed decisions. This includes sales, inventory levels, payroll information, bank reconciliations, GST reports, balance sheets and P&Ls. At present staff need wait until the bookkeeper can compile reports in order to make decisions when I ask. · I’m worried about our source document storage. As discussed, invoices are in Excel and are kept on the individual computer at the store, and they go out to customers slowly sometimes. Purchase orders & receipts are physical and kept in our filing cabinets in date order · Payroll is very time consuming as it is all calculated manually and entered into Excel. This has caused pay delays in the past. · We don’t have a website and if we were to have one it would need to be very basic with just an” about us” and a “contact us” page Thank you for your careful consideration, Brenda Robson General Manager Gaming Galore Assessment Task - Portfolio of Evidence BSBSMB412_AT1_PE_TQOL_V2.1 Part B This task requires you to: 1. Review the current computing resources and analyse the business computing needs of a company 2. Develop a survey for the client to obtain all relevant information (approximately 20 questions should be developed and submitted as Appendix A of your assignment). Before starting on Task 3, you need to email your completed survey to your teacher who will respond with a summary of information for you to consider when completing the Business Case. 3. Complete a Business Case using the template attached (BSBSMB412_AT1_Part B_TMP_V1), collating the relevant information and data to be submitted for organisational approval. You are encouraged to use the Gaming Galore scenario as provided on the following pages or after seeking approval from your teacher, you may complete this task with a suitable existing business of your choice. Follow organisational procedures to develop and submit your documents, including: · Use of technology and word processing software · Professional presentation – spelling, grammar, formatting, header, footer · Clear, industry relevant language and terminology · Referencing as required, Harvard or APA, plagiarism is not allowed. · Naming convention and version control · Storing, security and uploading/submitting Case Study Gaming Galore Gaming Galore is a family-owned and operated business selling a broad range of Board Games and up-market gifts. The first store opened in Red Hill in 1999, but the business now has a total of 4 retail stores operating across Brisbane. The remaining stores are located in Yeronga, Indooroopilly and Albany Creek. Brenda Robson is the original owner and continues to work as the General Manager of the business. There are also 4 Store Managers, all of whom report directly to Brenda. Brenda works out of a small office at the Red Hill store, and a Bookkeeper works out of this office also. Brenda is aware that a number of the systems used by Gaming Galore are outdated and she needs you (Independent Consultant) to analyse the current set up and recommend improvements. Brenda is aware that cloud computing solutions exist, but does not know where to start! As the owner and General Manager of Gaming Galore, Brenda Robson is responsible for authorising any business process improvements. Currently, all purchasing is made by Brenda from the Red Hill store, but each Store Manager receives the new stock as it is delivered directly to their store. Each store has a cash register and an EFTPOS terminal to record sales. Each store has one computer (Windows) for the Store Manager to respond to email enquiries and keep in touch with the General Manager and the Bookkeeper. The Red Hill store has 3 computers – 1 for the General Manager, 1 for the Bookkeeper, and 1 for the Store Manager. Cash Registers: Each cash register can be manually overridden as needed (in the event of failure). The EFTPOS terminals were all installed when the latest store was opened (Albany Creek) in 2011. All EFTPOS terminals are provided by Commonwealth Bank (CBA). As the EFTPOS terminals operate on power and phone line, if either of these fails, the staff can complete a manual voucher which can be authorised by ringing the CBA. All stores maintain monthly sales around $15000, of which, 33% is received in cash, and 67% is paid via EFTPOS. Gaming Galore has paid the same monthly fees per terminal since they were installed in 2011: · Monthly rental fee of $100 · Merchant fees of 1.5% (paid monthly in arrears) Store Computers and Printers: All store computers were updated when the latest store was opened (Albany Creek) in 2011. Each computer uses Microsoft Office 2010 (one-off payment at time of installation). Support for Microsoft Office 2010 ceases in 2020. The Store Manager at each store uses QuickBooks, Outlook, Word and Excel. Brenda Robson also uses Publisher when organising advertising materials. Gaming Galore does not have any training materials for these programs. New staff members are taught how to use the programs by existing staff members. Each of the 4 stores had new printers installed in 2014. Each printer is connected by LAN and is able to print, scan and photocopy. Internet (provided by Telstra) is connected to an ADSL router by LAN. There have been no issues with LAN connectivity. Each store is on an independent LAN, and files cannot be shared between stores, unless they are emailed. Bookkeeping In 2012, Brenda and the Bookkeeper installed QuickBooks Premier 2012 to record the transactions of Gaming Galore. Gaming Galore continues to use this accounting software, although support for this software discontinued in May 2015. There are no ongoing fees. Each Store Manager records their sales into QuickBooks daily. Weekly, the bookkeeper backs up