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..outlines deliverables of task given, write a well written report?for 30 marks

Answer 1

Business Analysis Report for Cirrus Document Storage Pty. Ltd. (CDS)

Executive Summary

This report presents a comprehensive analysis of Cirrus Document Storage Pty. Ltd. (CDS), focusing on the current operational structure, challenges, and strategic goals to implement IT solutions that align with the company's vision of becoming a market leader in online document storage. The emphasis will be on cost-effective solutions to improve operational efficiency and scalability while addressing the limitations in the current infrastructure.

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1. Company Overview

1.1. Mission and Vision

• Mission: To provide secure document storage to individuals and businesses.
• Vision: To become a market leader in document storage.

1.2. Current Infrastructure

CDS currently utilizes a combination of online and offline document storage services, with the following facilities:

• A large, nearly full server.
• An office network supporting 20 workstations.
• An open office layout with shared and dedicated spaces.
• A secure server room for data infrastructure.

1.3. Employee Structure

CDS comprises 10 employees covering various roles:

• Director
• Director's Secretary
• Financial Manager
• Accountant/Administrator
• Salespersons (2)
• Help Desk and Support Team (3)
• Cloud Computing Specialist

1.4. Product Offerings

CDS offers tiered online document storage packages with competitive pricing:

• 5 GB for R99.00/month
• 10 GB for R180.00/month
• 15 GB for R260.00/month

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2. Current Challenges

2.1. Manual Operations

Currently, CDS operates all administrative tasks such as payroll, banking, and client management through manual processes using spreadsheets and word documents. This approach is inefficient and prone to human error.

2.2. Infrastructure Limitations

The existing server is nearing its capacity, constraining growth potential. Acquiring additional servers represents a significant cash flow challenge and is not feasible at this time.

2.3. Help Desk Operations

Calls and sales logs are managed manually, resulting in delays and inconsistencies in customer service and sales reporting.

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3. Strategic Goals (Next Five Years)

1. Transition from a small to medium-sized company.
2. Establish CDS as a recognized name in online document storage.
3. Achieve a 30% growth in ROI.
4. Develop a comprehensive online solution for business needs.

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4. Requirements Analysis

4.1. Business Needs

To meet the strategic goals, CDS requires an integrated IT system that automates administrative tasks, enhances customer service, and improves data management. Key needs include:

• Automated Administrative Management: Implement a comprehensive Enterprise Resource Planning (ERP) system to streamline accounting, payroll, and client management.

• Improved Help Desk Functionality: Adoption of a Customer Relationship Management (CRM) tool to consolidate customer interactions, sales, and support ticketing.

• Scalable Data Storage Solutions: Explore cloud services for additional storage capacity while minimizing upfront investment and ongoing operational costs.

4.2. Stakeholder Engagement

Engaging all stakeholders (management, employees, and clients) will be crucial for effective system implementation. Regular meetings and feedback loops should be established to ensure the new solutions align with user requirements and expectations.

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5. Proposed IT Solutions

5.1. Cloud-Based ERP System

Implementing a cloud-based ERP system would allow CDS to:

• Centralize operations
• Reduce manual processing
• Improve accuracy in financial reporting

5.2. CRM Solution

A CRM platform can streamline client interactions and assist in sales tracking, follow-ups, and help desk operations, providing a holistic view of customer relationships.

5.3. Enhanced Storage Solutions

Outsource excess document storage to a cloud provider with scalable services, eliminating the need for immediate hardware investment and reducing overhead.

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6. Conclusion

By implementing the recommended IT solutions, Cirrus Document Storage Pty. Ltd. can position itself for sustainable growth while significantly enhancing operational efficiency and customer service. With careful planning and stakeholder engagement, CDS can leverage technology to achieve its strategic objectives without overextending its cash flow.

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Appendices

Appendix A: Project Timeline

Appendix B: Budget Estimation for Proposed IT Solutions

Appendix C: Stakeholder Engagement Plan

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This report serves as a foundational document to guide the strategic IT initiatives for Cirrus Document Storage Pty. Ltd. as it transitions into a more efficient and scalable organization.