Case Study 8
Request
for Information for
1.
Introduction.
1.1
Document Structure
1.2
Confidentiality
1.3
Project Background
1.4
Scope of RFI
1.5
References
1.6
Definitions
2.0
General Requirements
2.1
Purchasing Intent
2.2
Development Timeframe
2.3
Response Due
2.4
Response Format
2.5
Vendor Information
3.0
Business and Technical Overview
3.1
Business Objective
3.2
Products Supported
3.3
Services Supported
3.4
Technical Overview
3.5
Context Diagram
3.6
Operating Environment
3.7
System Architecture
3.8
Future Growth
4.0
Requirement 1: PC Configuration
4.1
Overview
4.2
Scope
4.3
Functionality
5.0
Requirement 2: Network Configuration
5.1
Overview
5.2
Scope
5.3
Functionality
6.0
Requirement 3: Accounting System Requirements
6.1
Overview
6.2
Scope
6.3
Functionality
It has been recently decided that Shift-IT Pty Ltd is to undergo upgrading in respect to its general ledger system for the company accounts department. The system is seen to be of great importance to the company's principal activity, which is to sell plastic hose fittings to the European markets, on behalf of its associated manufacturing businesses.
The current general ledger has been in place for many years but no longer provides the flexibility to support the export market. The current general ledger system has been reviewed for compliancy with the year 2000 (Y2K). Shift-It Pty Ltd has very little program development staff or knowledge so some initial searching on types of computer packages have been reviewed as well as some make or buy package analysis.
This document has been divided into 5 main categories:
1. Introduction General Requirements
2. Business & Technical Overview
3. PC Configuration Requirements
4. Network Requirements
5. Accounting Software Requirements
This document is confidential and is it is expected that it will be only be used in the appropriate manner and by the appropriate personals.
The current general ledger has been in place for many years but no longer provides the flexibility to support the export market. Their current general ledger was reviewed for compliancy with the year 2000 (Y2K) and was found to be non compliant. The company uses Microsoft office (includes word97 and excel97). The company has recently implemented an application in access97 (CUS-SHIFT) used to manage its customers. The company has an old DOS based payroll system that is used to process its company payroll, it doesn�t not contain modules necessary for functionality and will be upgraded in the near future. The company has a management information system in place (MIS-SHIFT) with provides management with daily and adhoc reports. This application provides management with essential information to remain competitive. The company has recently begun its entrance into Electronic Commerce and has developed an application (INTER-SHIFT) to allow it to provide sales through the Internet and the World Wide Web.
Overall our
request for information covers three main categories:
1. PC Configuration Requirements
2. Network
2. Network Requirements
3. Accounting Software Requirements
Preliminary investigation has been carried out through the use of independent personnel�s. These personnel�s have requested to remain confidential.
None considered necessary.
As stated in the
introduction, Shift-IT Pty Ltd requires an upgrade to the current general ledger
system that has been in place for many years and no longer provides the
flexibility to support the export market. The company has aimed to upgrade three
main areas of their information system:
1. PC Configuration
2. Network Configuration
3. Accounting Software
Shift-IT intends to purchase everything that is needed to upgrade their system. The details are listed in the relevant sections (i.e. Parts 4.0, 5.0 6.0).
Obviously we would like to implement the new system as soon as possible, however it is understood the time and care should be the number one priority when undergoing radical changes as in this situation.
As stated above we would require the information as soon as possible.
We would appreciate if the information provided by you is in a simple point form format, which breaks down every single component request therefore each containing their own price, and any other information that you feel is worth stating.
Computers R Us
8 St. Georges Terrace
PERTH WA 6000
Shift-IT Pty Ltd principal activity is selling plastic hose fittings to the European markets, on behalf of its associated manufacturing businesses.
Shift-IT is one of the most recognised and most successful operations in today�s markets. Obviously it aims to continue in the future at this top level. We understand how important technology is in today�s society and therefore choose to upgrade our information system with the aim to boost our already efficient and effective business manners.
The current general ledger has been in place for many years but no longer provides the flexibility to support the export market. Their current general ledger was reviewed for compliancy with the year 2000 (Y2K) and was found to be non compliant. The company uses Microsoft office (includes word97 and excel97). The company has recently implemented an application in access97 (CUS-SHIFT) used to manage its customers. The company has an old DOS based payroll system that is used to process its company payroll; it doesn�t not contain modules necessary for functionality and will be upgraded in the near future. The company has a management information system in place (MIS-SHIFT) with provides management with daily and adhoc reports. This application provides management with essential information to remain competitive. The company has recently begun its entrance into Electronic Commerce and has developed an application (INTER-SHIFT) to allow it to provide sales through the Internet and the World Wide Web.
Currently the only service support for Shift-IT is its own IS staff. We are currently increasing the IS department and wish to include staff training in the near future.
Office Structure: 7 employees.
Hardware: 7 desktop computers, one HP laser printer.
Proximity: All offices are adjacent to each other
. Accounting Software Requirements
Not considered necessary.
It has been decided that the operating system used throughout the office will be:
� Operating System -- Windows NT 4.0 or later
Refer to relevant sections (i.e. Parts 4.0, 5.0 6.0).
We believe that
Shift-IT will continue to expand and we understand the important of
technological advances and how they can be and must be used to further our
growth.
The PC configuration refers to each individual system used by each employee within Shift-IT.
Office Structure: 7 Employees.
Hardware: 7 desktop computers, one HP laser printer.
Proximity: All offices are adjacent to each other.
Each employee will require his or her own desktop computer. Each desktop computer will have the same configurations, i.e. the same software and hardware configurations.
PC Configuration:
� Mini Tower Micro ATX case
� Intel Celeron 400MHz cpu with 128K cache
� 64MB PC-100 SDRAM Memory
� 10.0GB Ultra DMA Hard Disk Drive
� 3.5" 1.44 MB Floppy Drive
� 8MB Video card
� 3D Sound Card
� 56.6Kbps Voice/Data/Fax Modem
� Multi-Media Speakers
� 32xSpeed CD-ROM Drive
� Keyboard
� Mouse
� Windows NT
The network configuration refers to the components used within the network of Shift-IT as well as the network structure.
Firstly, with a network, staff would be able to have access to the one printer located in the office from any desktop connected to the network. This reduces the need for file and disk swapping. This would allow people access to a high quality printer without purchasing a new one. Secondly, all files (word processor, spreadsheets, and others) would be swappable. In other words, if an employee and a co-worker were working on a document together, they would be able to send a copy of their document and allow him to make corrections. Once the corrections were made, he could send it back to for further review. The LAN would reduce the unnecessary expense and burden of producing hard copy memos. With the click of a button, the boss (Jeff Stevens) could send a copy of the memo to each person�s virtual mailbox, which can be read and responded to. Scheduling is reduced to a science with a group-scheduling program such as MS Outlook or Schedule +. Sales people would be able to see and view their customer reports and allow them to enter P.O. and view billing statements without having to bother the secretary.
Each employee will be connected to the network. Each computer will contain the same network components
Network Configuration:
The accounting system requirements refer to the software that will be used in Shift-IT.
We have completed a preliminary investigation of available software and have decided that MYOB is a likely solution for his company. We would like a network version that allows Multi-users so has decided that MYOB Premiere Accounting Version2 should be implemented.
MYOB Premiere Accounting Version 2 will be required for each computer.
Mandatory
Functional Requirements