Your company has been appointed as Business Analysts to assist a small document storage facility (Cirrus Document Storage Pty. Ltd. (CDS)) in analysing, re-organising and strengthening their business.

Question

Neither the physical security nor the online security is your problem as an external company handles this. The only aspect of security you need to keep in mind is the cost to the company.
7.3.1 The Company Profile
The company offers secure online, in the Cloud, (and offline) document storage to small companies who need to secure their important documents off-site and in a location not associated with the client. Documents may need to be scanned before uploading online if they are not in an electronic format already..A typical client would be a lawyer, doctor, consulting agent, etc., that needs to reduce the risk of losing important original documents due to fire, theft, sabotage, etc. They would generally also require off-site physical storage of these documents (do not worry about the physical document storage scenario for this WIL project; only consider the provision of online document storage)..Currently, CDS does not have any IT systems to handle the day-to-day running of the business. All their payroll, banking, debtors, creditors, stock of office supplies and other administration is done manually by the accountant/administrator and stored in spread sheets and word processing documents, and the logging of calls and sales to the help desk is managed by the help desk.
CDS Mission: Our mission is to provide secure document storage to individuals and businesses.
CDS Vision: Our vision is to become a market leader in document storage.
The company has 10 employees. These employees are:
• The Director;
The Director's secretary;
A financial manager;
Accountant/Administrator;
Salespersons (×2);
A help desk and support team (×3);
A cloud computing specialist.
When required, the help desk and support team members double up as sales people/administrators.
Company strategy for the next five years:
To grow from a small company to at least a medium-sized company;
To be a household name and the recognised online document storage company;
To grow their return on investment (ROI) by at least 30%;
To become a complete online solution in terms of all business.
The infrastructure consists of the following:
A large server that has almost reached its capacity;
The office infrastructure consists of an internet and e-mail server, a small network to accommodate 20 workstations, only the necessary software on the workstations, for example, a help desk support application and MS Office and MS Outlook;.Wireless network connections as well as LAN;
• An open office floor plan with the boardroom and Director's office having lockable doors;
A server room;
• A large off-site warehouse at a secret location to store physical documents..The company sells online document storage packages as follows:
5 Gig storage for R99 00 a month;
• 10 Gig for R180 00 a month;
• 15 Gig for R260 00 a month;
Anything bigger needs to be discussed with a salesperson;
If a client wants to upgrade, they should contact the company's help desk to assist them with the change.
7.3.2 Limitations
Due to the size of the current server, ROl is not what it could be. Buying a bigger or second server would strain the company's cash flow of the company so it is not an immediate option..7.3.3 Your role as a Business Analyst
Help CDS implement IT solutions in a cost-effective way by determining the requirements of their organisation, and communicating these clearly to all stakeholders;
• Begin with defining, analysing and documenting their requirements...define the project scope?

Answer 1

Based on the information provided, the project scope for assisting Cirrus Document Storage Pty. Ltd. (CDS) in implementing IT solutions would involve several key components. Here’s a detailed outline of the project scope, including objectives, deliverables, limitations, and assumptions.

Project Scope for IT Solutions Implementation at CDS

1. Project Objectives

• Assessment of Current Operations: Evaluate the existing processes and systems (manual and digital) in place for business operations, including document storage, client interactions, and internal administration.
• Requirements Gathering: Identify and document the requirements from all stakeholders (employees from different roles, clients, etc.) for an effective IT system to enhance business operations.
• Solution Design: Propose a cost-effective IT solution tailored to the needs of the business, which enhances efficiency without straining cash flows.
• Implementation Plan: Create a roadmap for the implementation of the proposed solutions, including timelines and resource allocation.
• Training and Support: Develop a training program for staff to familiarize them with new systems and processes.

2. Deliverables

• Current State Analysis Report: A comprehensive document detailing the current operations, challenges, and inefficiencies in CDS's manual processes.
• Requirements Specification Document: A detailed specification outlining the functional and non-functional requirements for the IT system, derived from stakeholder inputs.
• Proposed IT Solution Design: A blueprint of the recommended IT infrastructure and systems, including potential software for managing document storage, CRM for client management, and reporting tools for financial management.
• Implementation Roadmap: A phased plan for moving from the current state to the proposed IT solution, including changes to hardware, software, processes, and necessary employee training.
• Training Materials: Manuals, videos, or other materials to assist employees in transitioning to the new systems.

3. Project Limitations

• Budget Constraints: Acknowledgment that investments in IT infrastructure, such as purchasing a new server, must be minimal and within existing financial limitations.
• Current Infrastructure Dependencies: The existing server may limit the scope of new software solutions due to space and processing capacity. Any proposed solution must consider the current hardware limitations.
• Timeframe for Implementation: A realistic timeframe must be set for implementation, considering the full workload of staff and availability of resources.
• Resistance to Change: Potential resistance from employees accustomed to manual processes may hinder adoption of new technologies.

4. Assumptions

• Stakeholder Engagement: It is assumed that all relevant stakeholders will be accessible and willing to participate in the requirements gathering process.
• Availability of Resources: The necessary resources, including staff and office infrastructure, will be available for training and implementation phases.
• Technological Compatibility: New solutions will be compatible with the existing systems and infrastructure to minimize additional costs.
• Cloud Computing Specialist Support: The support from the cloud computing specialist on staff is assumed to facilitate the transition to new solutions.

5. Key Activities

• Conduct stakeholder interviews and workshops to gather requirements.
• Analyze current workflows and identify areas for improvement.
• Research and recommend suitable IT solutions (software for document management, client interactions, etc.).
• Develop an implementation strategy and timeline.
• Design a training program for staff on new systems.

Conclusion

The project scope aims to build a strategy that aligns with CDS's objectives of becoming a market leader in document storage by enhancing operational efficiencies through the implementation of appropriate IT solutions. By documenting the requirements, carefully designing solutions, and planning for phased implementation, CDS can achieve its goal of growth while managing costs effectively.