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?.

Answer 1

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

Prepared by: [Your Company Name]

Date: [Insert Date]

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Table of Contents

1. Executive Summary
2. Company Profile
   • 2.1 Mission & Vision
   • 2.2 Current Infrastructure
3. Business Analysis Objectives
4. Methodology
5. Requirements Analysis
   • 5.1 Functional Requirements
   • 5.2 Non-Functional Requirements
6. Proposed Solutions
   • 6.1 IT Systems Integration
   • 6.2 Cloud Solutions
   • 6.3 Data Management
7. Implementation Plan
8. Budget Considerations
9. Expected Outcomes
10. Conclusion & Recommendations

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1. Executive Summary

Cirrus Document Storage Pty. Ltd. (CDS) is currently facing challenges due to inadequate IT infrastructure to support their operations. This report outlines the steps necessary to analyze and implement appropriate IT solutions that will enable CDS to achieve its strategic goals.

2. Company Profile

2.1 Mission & Vision

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

2.2 Current Infrastructure

• Physical server nearing capacity.
• Manual processes for administrative tasks managed by staff.
• Existing network infrastructure supporting basic operations.

3. Business Analysis Objectives

• Identify and document requirements for IT system enhancements.
• Provide cost-effective solutions to support business scalability and operational efficiency.
• Facilitate communication among stakeholders to ensure transparency and clarity in implementation.

4. Methodology

The analysis will be conducted through interviews with stakeholders, observation of current processes, and reviewing existing documentation. A SWOT analysis will also be performed to identify strengths, weaknesses, opportunities, and threats related to current operations.

5. Requirements Analysis

5.1 Functional Requirements

• Client Management System: For tracking client information, contracts, and service packages.
• Sales and Billing System: Automate invoicing, payments, and upgrades.
• Document Management System: Streamline document scanning, uploading, and retrieval processes.
• Help Desk System: Efficient ticketing and support management system.

5.2 Non-Functional Requirements

• Scalability: Solution should accommodate future growth in data volume and client base.
• Performance: Quick response times for online storage and retrieval.
• Usability: User-friendly interfaces for staff and clients.

6. Proposed Solutions

6.1 IT Systems Integration

Implement a comprehensive IT solution including:

• Cloud-based document storage services.
• Integration with existing accounting and payroll systems.
• A Customer Relationship Management (CRM) system for sales.

6.2 Cloud Solutions

Outsource document storage to a reputable cloud provider specializing in data security for sensitive documents. Consider a hybrid solution that allows for both online and offline storage.

6.3 Data Management

Develop a structured process for document scanning and storing, establishing a clear workflow for employees to follow.

7. Implementation Plan

1. Phase 1: Requirement Gathering and Analysis (2 months)
2. Phase 2: System Selection and Vendor Procurement (1 month)
3. Phase 3: System Implementation (3 months)
4. Phase 4: Staff Training (1 month)
5. Phase 5: Go Live and Support (1 month)

8. Budget Considerations

• Initial investment for IT systems and cloud solutions.
• Ongoing monthly operational costs for cloud services.
• Training costs for employees to adapt to new systems.

9. Expected Outcomes

• Increased efficiency in document management and storage.
• Enhanced customer service through improved support systems.
• Better tracking of business operations leading to increased ROI.

10. Conclusion & Recommendations

In conclusion, CDS has the potential to significantly improve their business operations by implementing suitable IT solutions that align with their mission and vision. This report emphasizes the need for a strategic approach in selecting and integrating new technology while remaining mindful of cost constraints. Regular reviews of the implementation's impact will ensure CDS remains on track to achieve its strategic goals.

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Appendices

• A: Stakeholder Interview Summaries
• B: SWOT Analysis
• C: Potential Vendors List
• D: Detailed Budget Breakdown

End of Report

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This structured report provides a comprehensive overview of the analysis performed, demonstrating the direction CDS should take to strengthen their business operations through technology enhancements.