Milestone 4 - Business Systems Analysis/Design
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IT 210 Business Systems Analysis and Design Final Project Comment by Author: You will submit your responses for Milestones One, Two, Three, and Four and your final submission using this template. For your final submission in Module Seven, please remove all comments from this template.
Business Report
INTRODUCTION
Information technology has played a significant role in business management today. It has helped ensure the success of business projects as well. To elaborate further on this point, we shall use the example of the Sharpe Style business to establish solutions that can be used to create an online presence for the business. We shall also establish the significance of the System Development Life Cycle (SDLC) approach when making IT related decisions.
Mary Sharpe, the owner of Sharpe Style, intends to improve the performance of her business’ retail sales by adding an online presence while time ensuring that her customers’ experiences are commendable. To do this, I have been accorded the task of suggesting a technology and information system that will satisfy her demands and expectations. This task is of great relevance since information technology plays a very important role in business management today. Information technology has helped many businesses in storing important data (inventories, receivables, and payables) in computers, reducing cases of data loss and unauthorized access to data. It has also boosted marketing, giving many organizations a platform for them to advertise their products, take orders and sell them. Information technology, through the internet, keeps business owners informed of the latest trends, prompting them to make changes or to upgrade where need be. It has also made communication easier.
The SDLC approach has proven to be successful in projects that are aimed towards the development of an information technology system. When applying this approach in the Sharpe Style scenario, the seven steps of the SDLC will be carried out:
1. Planning - used to define the business need for the project, determine its significance to Sharpe Style and determine the project’s feasibility. In planning, it is important to take into consideration the three factors that strengthen business: return on investment, competitive advantage, and risk management. The feasibility study is an important part of the planning process because it examines whether this project is viable from technical, financial and legal standpoints.
2. Analysis – analyzes and documents the system’s ability and what the system will do regarding the business perspective. The analysis will develop a clear understanding of the process the system will support, using process diagrams. These will show how each process operates from the beginning to the end in a way that is clear. A requirements definition document (RDD) will come from the analysis step that will detail what features the system should have. It will also contain assumptions and constraints of the system.
3. Design – converts the RDD into a technical design. The system’s architecture will be developed and plans that describe the technical details from the software development and the hardware that will be needed.
4. Development phase is converting the design into an operational information system.
5. Test – rigorous systems testing occurs here to ensure that the whole system works smoothly when it is completed. Testing will be performed during the development phase as the individual modules are completed.
6. Implementation – shifts the tasks over to the end users who will be using and managing the system. Documentation and training will be conducted to understand how the system works.
7. Maintenance – resolves technical bugs, trains end users, corrects documentation and ensures everyone has access to all the functionality they need. As things settle down, the system moves into the maintenance mode where a regular help team will provide support (Wallace, Introduction to Information Systems, 2015). From the information given, Mary Sharpe is looking for a solution that is not costly. Rather it is an easy to implement solution suitable for the size of her business (large) and allows room for further expansion. There are certain technology solutions that could work for her. Three of these solutions are:
1. Domain forwarding – involves creating a domain name that can be redirected to an online directory listing or social media page (business page). Branded email involves using a domain name as the company’s email address. This means of online presence has been highly appreciated by many consumers, hence making it a suitable solution for Mary. This solution is not costly and is very effective (Benes, 2015).
2. Social Media – billions of people use social media networks to communicate and to conduct business dealings. Two of the most commonly used social networks in business are LinkedIn and Facebook.
3. E-commerce sites – websites such as ebay.com, have proven to be quite resourceful as well.
These solutions will offer a wide platform for Mary’s customers to make orders for her merchandise, give suggestions, and air out their grievances (if any). They also make it easier for Sharpe Style to respond to all the complaints, suggestions, and compliments addressed to her. Mary Sharpe stands to benefit a lot from redirecting her domain name to Sharpe Style’s social media or e-commerce site since her business’ online presence will be of high quality and quite effective. This solution satisfies her requirements since it is very easy to implement, relatively inexpensive and will yield benefits after a short period (Benes, 2015).
In conclusion, we learn that the SDLC approach has proven to be effective in assisting businesses experience success in their projects and make informed decisions when initiating projects. We also learn more about three possible IT solutions that could be used by Mary Sharpe to help her establish an online presence for her business. These solutions are the use of a branded email, creation of a company website and domain forwarding to social networks and e-commerce sites.
Use the Milestone One section of the template and submit the template to your instructor for feedback and grading. Remember to incorporate instructor feedback before your final submission in Module Seven.] Comment by Author: Delete prompts after you craft your paragraphs. Comment by Author: Note: Milestone One incorporates some, but not all, of the critical elements required for the introduction to your business report. During Modules Six and Seven, you must revisit your Milestone One submission and answer the following question and incorporate it into your response: How did you go about identifying solutions that address the business owner’s concerns?
NEEDS AND OPTIONS: DATABASE
Sharpe Style’s desire to expand beyond the brick and mortar stores into an online presence presents some challenges. One of the challenges is to combine the inventories of the physical and online stores into a common database. The online sales market presents a tempting market that once tapped can bring in a lot of revenues, but to tap this market one requires the right amount of skill and infrastructure. This presents a very big headache for most companies, Sharpe Style included (Wallace, Introduction to Information Systems, 2015).
The objective is to create a database that will handle the inventory in both types of stores. Each store (multiple storefronts and online) will utilize a database that is linked to a central database so that the inventories are unique, yet can be combined for total inventory awareness and management. This will allow the customer various shopping choices.
Choosing a database system can be overwhelming as there are many vendors to choose from. To help narrow the focus, I have selected two database management systems to present here, Oracle database and Microsoft MySQL server. Both database management systems are available commercially and are considered to be highly reputable. They are also very affordable and offer a world of business solutions that would be beneficial to Sharpe Style.
Oracle database, of the Oracle Corporation, has been around for the longest time. Oracle systems are found in practically every platform in the computing world making their databases reputable. Oracle databases can handle large files of data while also being able to process small portions of data. The process of scaling up to online sales would be fluid and seamless with the Oracle database thanks to the online solutions catered for by Oracle (Oracle Corporation, 2015). This database would provide a perfect solution for Sharpe Style.
The one major disadvantage with Oracle is its complexity. Technical ability and skilled knowledge are required to use the Oracle database. Ultimately, this is a case of human capital. Human capital is the employee competency and knowledge (Wallace, Introduction to Information Systems, 2015). Training of employees or recruiting those that have knowledge will be required to implement and use this database.
The other database is the Microsoft SQL Server from Microsoft. It is another highly reputable database management system that offers a wide array of data solution ranging from small-scale to large-scale data. Microsoft SQL Server runs on most Microsoft platforms which are widely and commonly used on computers around the world. Microsoft SQL Server offers both on site and cloud database solutions (Microsoft).
Microsoft SQL Server also boasts of mission-critical applications with high performance. Microsoft also prides itself in business intelligence and analytics which is perfect for Sharpe Style as it offers a way of scaling up to online sales without the fear of losing track of inventory. Using Microsoft would also solve the concern of security as Microsoft SQL servers provide proper security.
Microsoft has a few downsides though such as hardware needs. Most new applications use new technology and cannot be installed on older technology. The other problem that Microsoft SQL server faces is the problem of usability. SQL server uses a core language that is different from other technologies and presents a problem to companies that require programming or analysis services (Microsoft). The issue of human capital needs to be addressed here as well.
Ultimately, the need for a database system needs to be considered carefully. In an effort to obtain an online presence, both Oracle and Microsoft database managements systems are ideal contenders for this need.
NEEDS AND OPTIONS: WEBSITE
Sharpe’s website for online sales needs to be appealing for it to sell. Proper arrangement of items and special features can be a nice coax to those who regularly surf the web to purchase. The main goal of a good website for online sales is to tap the market and show web surfer on what they are missing. This paper discusses various features, mobile computing and security issues that can affect the online sales for Mary Sharpe’s organization.
Website features
A remarkable and clear logo is a basic feature that serves the purpose of a business card for online customers. For both branded stores and startups, a remarkable logo is a reassuring symbol and an ingredient of trust of the organization or retail store. More popular brands can create a fashionable homepage for their website that displays minimal amount of features.
Shopping deals, free shipping and freebie are likely features that can attract many customers to the Sharpe’s site. Millions of people are recorded losing up their minds during online sales and buy anything at discounted periods just because of slashed prices (Lin, H. F., 2007). Other customers can be attracted by freebies and free shipping. Alluring promises can stimulate potential customers to spend. Therefore, it is recommendable to make eye-catching banners and position them on the upper part of the website homepage with discount offers on it.
Online sales for Sharpe means a global market and free shipping is the favorite spot for a crowd. Shipping services saves the customers from expenditures of unwarranted shipping. To provide these services effectively, Sharpe need to adjust its minimum prices for orders to include the costs for shipping.
Popular products, latest news and product reviews feature should be places at the homepage. When there are upcoming events or news, the buyers should be alerted through the site in a mechanism to house them. Readily available products and offers should be provided in the brand product feature. This feature will help Sharpe when the product catalogue is huge.
Feature for shopping cart, search box and login box; these features should be placed together. The most common icon for shopping cart is a basket and therefore it will be of sense if Sharpe chooses something similar to that (Lin, H. F., 2007). This feature for shopping cart provided the customers with personal accounts that allow them to check current orders.
Other features to make Sharpe to achieve its goals through online sales site are;
· Feature for payment system; this feature provides customers with a secure and efficient mean to make online payment for the purchases through the e-Commerce.
· Links for social media; research shows that 20% of online sales are achieved through social media. Social media links like Twitter and Facebook will boost the sales for Sharpe.
· Feature for online chats and phone numbers
· Store finder feature
· Trustmark
Mobile computing needs
Mobile computing is technology that strengthens the offline and online operations. Mobile devices like smartphones can be used by various consumers to collect information online, place orders compare prices and purchase goods and services. Offline environment can be important when mobile devices are used to connect to the Sharpe business platform.
Mobile interfaces gives potential buyers an access to the all the products on the web through various applications. There are more dimensions of mobile computing that include products like Pebble smart watches, Google glass and even mobile computing that is automobile-based. These new forms if applied to the Sharpe’s online sales interface will translate surfers into potential customers and introduce new purchase patterns. For example, if a person happens to be walking along the street happen to spot a fashionable product, they will just use mobile computing and have the ability to search and purchase the product instantly.
Cryptocurrencies such as Bitcoin is a major concern to the customers. Inclusion of electronic cash may be volatile. Most online retailers find it a secure means and alternative to credit cards because of their reduced risk and lower transaction processing fee.
Security concerns and solutions
Customers may have a higher risk of various security issues because of inadequate ability to inspect the merchandise before they purchase. Online retailer will also have a risk of fraudulent repudiation and fraudulent sales/purchase using fake and stole credit cards (Siau, K., 2001).Nonetheless, Mary Sharpe is likely to face less risk from the physical frauds and theft by the use of a warehouse which replaces the current retail storefront.
Secure Socket Layer or SSL encryption is a better solution to fraudulent purchases through stolen credit card numbers or intercepts of the numbers between the customers and Mary Sharpe. However, the customer must trust the retail with their credit card information for the sake of online purchases.
Phishing is also a security concern where the customers fall into online attackers and are fooled to think that they are dealing with a reputable online retailer. The attackers manipulate the user interface to appear like the one for the reputable retail store and use it to gather credit card information (Wu, M., 2006). Denial of services (DoS) is a security issue that can also arise due to network and server outages.
Quality seals can be a solution to most security risks and will help increase the confidence of the customers on the online sales for Sharpe. These seals can be acquired after undergoing independent assessment and proved to meet the required patterns before placing them on the webpage.
Poor process for online sales can also lead to lead to accumulation of spyware, identity theft and faulty products (Siau, K., 2001). For the case of users required to put their billing/shipping details, credit card information and other details on the website, these information may be accessed by attackers hence causing a security risk.
Privacy is the customer’s personal information is a major concern to all customers. Most of the online shoppers will wish to avoid telemarketing and spam that could lead to supplying personal information to the online retailer (Duh, R. 2002). Some feature that could be included in Sharpe’s website to keep track of shopping patterns of consumers may breach the security policies on privacy.
Checklist for security concerns
· Encryption
· Physical protection of hardware
· Antivirus applications
· Firewalls
· Strong authentication
· Bach up and recovery strategy
· Network system management
· Digital certificates
· Tracing and audit software
· Access control
· Biometric software
HARDWARE AND SOFTWARE (Milestone Four) Comment by Author: Milestone Four is due in Module Five. Please use this template to complete your milestone. Remember to incorporate any instructor feedback for your final submission.
[So far throughout this course, you have been looking at different facets of the company from database needs and options to website needs and options. For your Milestone Four assignment, you will be looking at hardware and software needs and hardware and software options. Refer to the Sharpe Style scenario for details on the current state of the company and the business owner’s goals.
Begin your response by explaining why it is important to consider the current IT infrastructure when integrating new e-commerce features to a website (the specifics of which you looked at in Module Four). Discuss how the business’s current IT affects the costs of data storage and processing. You should also discuss how the current business’s current IT affects customer satisfaction with the purchasing experience. Comment by Author: Hints: Start to think about this from a high level. How will the costs of storage now vs. 5 or 10 years ago affect what kind of options are available to your business owner who is looking for a cost effective solution? How does this affect how she reaches her goal? How will reaching her goal affect her customer experience?
Next, explain the hardware and software infrastructure currently in place at Sharpe Style. Refer to Appendix B for an IT flowchart depicting the hardware and software in place. Use the flowchart to describe what the company has and state what it is the company lacks. Draw conclusions for how the current state is negatively impacting business processes.
Now that you have systematically gone through and identified needs and options to present Mary Sharpe to help her migrate into online sales, complete the Matrix of Options in Appendix C of the Final Project Template to help organize the research you have done to persuasively communicate your ideas. See prompt in the appendix. Comment by Author: Part of your Milestone Four assignment is completing Appendix C of this template, the Matrix of Options. You will be assessed on Appendix C as well as this section of the template for your Milestone Four assignment.
After completing your matrix of options, you can now address some additional considerations. For example, what compatibility issues exist with the different options? Explain your response in terms of how these issues affect the business process.
In proposing solutions to these conclusions, what factors should the business owner consider when deciding whether to use in-house or external IT resources and services such as cloud computing or companies that specialize in hosting online stores? What are the short-term and long-term trade-offs?
Use the Milestone Four section of the template as well as Appendix C, and submit the template to your instructor for feedback. Remember to incorporate instructor feedback before your final submission in Module Seven.]
CONCLUSION (Due for Final Submission in Module Seven) Comment by Author: Start to craft in Module Six.Note: Module Six would be the time to revisit Milestone One to answer the one outstanding question, “How did you go about identifying solutions that address the business owner’s concerns?”
[Conclusion: Craft a one-paragraph response suggesting potential next steps for the business in light of your findings. Remember you audience (the business owner) and make sure you justify your response.] Comment by Author: Delete prompt as you craft your paragraphs.
IT 210 Business Systems Analysis and Design Final Project Template
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Appendix A Comment by Author: This section of the template is covered in Milestone Three in Module Four.Prompt: Online and mobile computing has requirements and limitations that must be understood to avoid creating a security risk to the business and customers. In a retail store, the information collected is maintained within the store, and sales transactions are processed locally. With online and mobile computing sales, transactions start from the user’s mobile device or computer using a browser or mobile application. When considering the challenges and needs owners face in terms of supporting mobile computing, one must understand the requirements and limitations of mobile computing.Make sure to cite your sources appropriately.
Requirements Document
Fill in the sections in red with your information from the research you have completed on the requirements and limitations of online and mobile computing. Once you have replaced the red text with your own, make sure all the text in your document has been changed to black.
Online and Mobile Computing: Requirements Document (Version 1.0)
Project: Expanding Business to Online and Mobile Computing
Date(s): 18 October 2015
Prepared by: Marvin A. Forcum
1. Introduction
This document contains the system requirements and limitations for expanding the business to online and mobile computing. These requirements have been derived from several sources, noted in the reference section of the requirements document.
2. Purpose of This Document
We expect business executives to understand the requirements and limitations of online and mobile computing through the use of this document.
3. Requirements
Analyzing the major risk in relation to Sharpe retail, security becomes a key differentiator in the making major decisions. Therefore, the following are the top assumptions recommendations for the Sharpe retail;
· Assessment of the risk of migrating and adopting mobile cloud-based solution for its online retail sales has been done.
· Comparison for different vendors in the market
· Concrete assurance from the chosen vendor should be the initial step toward mobile computing.
· Mary Sharpe understands the forensics mechanism provided by the Cloud service provider.
In general, it is recommended for Sharpe Company that it should align IT risks with its overall risks of the business and then remediate security controls that are unacceptable. By doing so, Sharpe will be in a prepared setting to harness the full benefits that comes with mobile cloud based solution.
3.1. User Requirements
- Credit cart details (registered users)
- Submission of shipping details
3.2. System Requirements
- Security mechanisms (strong authentication, encryption, digital certificates, PKI)
- Information integrity, confidentiality and privacy features
3.3. Interface Requirements
- Clear business logo
- Shopping cart
- Online payment mechanism
- Social media integration
- Mobile payment options
- New updates and latest product caption.
4. Limitations
This section will give the reader information on known limitations for expanding a business to online and mobile computing.
Ten of the issues that can impact the online retail posture are listed below;
1. Data auditability and confidentiality
1. Availability of services
1. Data transfer issues
1. Data lock-in
1. Unpredictability in performance
1. Reputation sharing
1. Accessibility of data
1. Updates and patching.
1. Scalable storage
1. Software licensing
1. Backup abilities
Loss of governance in the proposed solution may cause adverse effects to the retail. Mary Sharpe may cede control unnecessarily to the provider of the cloud services on a number of times and this may compromise the security. SLAs may not provide a solution to security breaches and therefore a big gap is left between the needs of the Sharpe and security defenses.
Other scenarios that may cause negative effects to the company are; isolation failure, compliance risks and lock-in.
5. References
Benes, J. (2015, February 20). Options for Craeting an Online Presence. Retrieved October 01, 2015, from One of a Kind Solutions: http://oneofakind.solutions/options-for-creating-an-online-presence/?_e_pi_=7%2CPAGE_ID10%2C7511810009
Duh, R. R., Sunder, S., & Jamal, K. (2002). Control and assurance in e-commerce: Privacy, integrity, and security at eBay. Taiwan Accounting Review, 3, 1-27.
Lin, H. F. (2007). The impact of website quality dimensions on customer satisfaction in the
B2C e-commerce context. Total Quality Management and Business Excellence, 18(4), 363-378.
Microsoft. (n.d.). Retrieved October 10, 2015, from Microsoft: https://www.microsoft.com/en-us/server-cloud/products/sql-server/
Oracle Corporation. (2015, October 09). Retrieved from https://www.oracle.com/database/index.html
Siau, K., Ee-Peng, L., & Shen, Z. (2001). Mobile commerce: promises, challenges, and
research agenda. Journal of Database management, 12(3), 4.
Wu, M., Miller, R. C., & Garfinkel, S. L. (2006, April). Do security toolbars actually prevent phishing attacks?. In Proceedings of the SIGCHI conference on Human Factors in computing systems (pp. 601-610). ACM.
Wallace, P. (2015). Introduction to Information Systems. Pearson Education, Inc.
Appendix B
Flowchart Comment by Author: You will use this flowchart to inform your response to Milestone Four.
Appendix C
Options Matrix Comment by Author: You will create your options matrix in Module Five as you work on your Milestone Four submission.
IT 210 Matrix of Options Comment by Author: Set up as a table to present your thoughts clearly to Mary Sharpe.
[For this assignment, based on all of the research you have conducted for Mary Sharpe to help her reach her goals, create a table to organize all of your business recommendations. Your table should summarize your findings and be easy to read. It should clearly and professionally present the company’s needs and your recommendations to meet those needs.]