Report on the business problem faced by Boutique Build Australia

    Executive Summary of the business problem faced by Boutique Build Australia

The purpose of this document is to analyse the business problem faced by Boutique Build, as their ICT hardware and software management system has become outdated, and it is not able to meet its increasing requirements. The system is also not able to satisfy clients, because the system does not have the capability to do so. So, IT Biz Solutions has engaged their Senior Project Manager to talk with the CEO and all concerned persons in the company and gathered relevant information about the problems faced by the company. After identifying the problems, it was proposed that Boutique Build should replace its old IT hardware & software management system with a completely new one, which has advanced features

2.      Key stakeholders of the business problem faced by Boutique Build Australia

The two key internal stakeholders are operations manager and site manager. They are important ones for the business because the operations manager is responsible to handle all the issues related to operations, and the site manager has the responsibility to manage sites, where the company is working for its clients. They have the most important responsibility on their shoulders, and without their key role, the business cannot process its core operations.

2.1.            Stakeholder needs of the business problem faced by Boutique Build Australia

Both site manager and operations manager have sent an email to show their real concerned, and also talked about their needs, and they want these needs to be fulfilled as early as possible, because business is currently facing various issues, and it can face even more issues in the future. Ishtar Kahn is the operations manager and he mentioned some key requirements in his email. He told that we are having issues with customer services, because workstations are not good, and they are slow. The slow processing takes a lot of time, so these slow workstations should be replaced with new workstations with high speed. He also revealed that the accounting department needs cloud computing software to manage and preserve their accounts data. He added that site managers have no access to the information, or they cannot add any information for office purpose, when they are on sites, because we have no cloud service to do so. He also insisted that people from the office like Ben Nguyen should be used for IT-related tasks, and Ben should also be made part of the new project to assist with IT issues. On the other hand, Ingrid Kowalski is the site manager, who also talked about problems and needs. He told that “Site Managers are using a mixture of iPads and Android tablets that are painfully slow and at least several years old”, and “Site Managers cannot access client files and other required documentation when offsite”. He talked about the needs by saying that “a project management system is needed urgently, as we need to be able to input data as we receive it”, and “all information is currently saved in a database and spreadsheet. This cannot be accessed outside of the office”

3.      Meeting with CEO of the business problem faced by Boutique Build Australia

In that meeting there will be complete discussion on the root cause of the problem. Then after this take important suggestions from the CEO of the company. Then to complete these suggestion what are the future outcomes of these suggestions. There will be complete discussion about the required budget of the company for overcome the problem. The important facts about the CEO will be highlighted and analysed during the meeting. For better understanding about the facts related to the problem there will be use of non-verbal communication. Then according to these fact a complete report will be built that contain all important details about the meeting.

4.      Key stakeholders’ and ‘Stakeholder needs

·         The two key internal stakeholders are operations manager and site manager. They are important ones for the business because the operations manager is responsible to handle all the issues related to operations, and the site manager has the responsibility to manage sites, where the company is working for its clients.

·         Ishtar Kahn is the operations manager and he mentioned some key requirements in his email. He told that we are having issues with customer services, because workstations are not good, and they are slow

·         He also revealed that the accounting department needs cloud computing software to manage and preserve their accounts data.

·         He also insisted that people from the office like Ben Nguyen should be used for IT-related tasks, and Ben should also be made part of the new project to assist with IT issues.        

5.      Business problem and initial scope of the business problem faced by Boutique Build Australia

During my meeting with Judith Lee, I talked about the emailed from site manager and operations manager. We also discussed these emails in detail by looking at the problems mentioned by the concerned managers. Judith Lee also shared her feedback regarding the information, and she also gave his suggestion like what issues are major for us, and what should be done to make things better for better business operations. She said that I was not aware of such serious problems in our organization. I am quite amazed that we are still delivering to clients with so many issues and hurdles, and as now we are looking to expand business to other locations, the concerns mentioned in both emails are quite valid, because we will not be able to handle business operations effectively, if we don’t upgrade our whole ITC management system, both in hardware and software terms. She added that whatever budget is required, the new system should be installed as early as possible, and she asked for immediate action from IT Biz Solutions. After talking to her, I was quite aware of the problem faced by Boutique Build. Looking at all the issues, and after effectively communicating with Judith Lee, here is a problem statement:

“Boutique Build has an outdated and slower ITC management system, both in software and hardware terms, so it is needed to develop a complete system replacing old hardware and software system, which is not capable enough to meet the increasing requirements of expanding business of Boutique Build”

6.      Solutions approach of the business problem faced by Boutique Build Australia

6.1.             Options of the business problem faced by Boutique Build Australia

The first option is to look for repairs in the whole system like if new computers are slow and corrupted, those should be repaired, and if they cannot be repaired, then they should be replaced with new ones. If any system has issues in the hard drive or facing software issues, then it should be replaced with a new one. On the other hand, a cloud system should be installed to integrate with the existing system as a software solution.

The second option is to completely replace the whole existing ITC management system with a new advanced ITC management system, both in hardware & software terms. In this option, all hardware systems will be replaced with the latest laptops with the latest Microsoft Windows. To manage issues with the software, a completely new package will be installed, and DROPBOX will be used as a cloud computing service to access, record and retrieve information from anywhere.

6.2.             Comparisons of the business problem faced by Boutique Build Australia

If both options, it is important to look for the one, which is better in a long term perspective. If we go for the first option, then it means that we will make so many repairs, and new software will be installed with older systems, and it is expected that the system will face new problems in the future, and these repairing will continue. On the other hand, a completely new system will be better. It may look costly than the first option, but it is the most suitable and long term solutions for the Boutique Build.

6.3.             Recommended option of the business problem faced by Boutique Build Australia

After analysing both options, it is recommended that the second option should be used by Boutique Build.

7.      Business Case of the business problem faced by Boutique Build Australia

7.1.             Project description of the business problem faced by Boutique Build Australia

A complete new ITC management system will be installed. All old computer systems will be replaced with new advanced and latest laptops manufactured by Dell Company. All new laptops will be installed with the latest version of Microsoft Windows. Moreover, to keep the systems protected, Avast Antivirus will be installed on all laptops. For cloud computing services, DROPBOX will be purchased for all the systems, and everyone would be able to use the information, access the information, but the information, as well as retrieve information through this cloud platform.

7.2.             Project commencement date of the business problem faced by Boutique Build Australia

The project is going to be started in 1 week time.

7.3.             Goals and objectives of the business problem faced by Boutique Build Australia

The primary goal and objective of the project are to upgrade the overall ITC management system for Boutique Build so that they can effectively manage their business operations, and serve their clients in a better way. To achieve these goals and objectives, a completely new IT system will be implemented.

7.4.             Impact on organisation of the business problem faced by Boutique Build Australia

This project will be crucial for the organization in so many ways. It will replace their old communication system as well as business processes, which were outdated. Now they will have an integrated IT system, and it will remain in access from any remote location. If they will expand the business to other locations, those new locations will be connected to the head office.

7.5.             Project budget of the business problem faced by Boutique Build Australia

The total budget for the project is $10000

7.6.             Project performance of the business problem faced by Boutique Build Australia

Key performance indicators will be identified during the plan stage and project performance will be monitored and evaluated on the basis of those KPIs. Each stage will have its own KPIs to deliver.

7.7.             Project assumptions of the business problem faced by Boutique Build Australia

It is assumed that the project will not face any problem, because it is the installation of a complete ITC management system, and IT Biz Solutions is an expert in this kind of project. The other assumption is that the project may take more time other than estimates, because any unforeseen problems can occur.

7.8.             Project constraints of the business problem faced by Boutique Build Australia

The first constraint could be employees, who always resist such change. The second possible constraint could be a shortage of budget, and the third constraint could be the existing business processes of the company.

7.9.             Major milestones of the business problem faced by Boutique Build Australia

Installing a new ITC management system in one-month time is the major milestone for this project, and other milestones would be to complete this project in a given limit of budget.

7.10. Technology and data migration of the business problem faced by Boutique Build Australia

The existing data will be migrated to the new cloud platform, DROPBOX, and if any additional back-up will be needed, that will also be done by using the latest technology.

8.   Cost–benefit analysis of the business problem faced by Boutique Build Australia

If both options are analysed with the help of cost-benefit analysis, it can be said that the second option is better in a long term perspective, because this cost will be for one time. But the first option will have so many costs and problems will still persist, and repair costs will continue.

Input Data & Assumptions
	Analysis
Average income of a client	100000.00
Customer service staff cost	360.00
Management staff cost	520
Usage Details:
Cost per unit	25.00
Inflation	1%
Usage in hrs	8
Total Cost of ownership
Month	Cum. Hrs.	Analysis
1	240	103120.00
2	480	206242.60
3	720	309367.80
4	960	312495.61
5	1,200	415626.02
6	1,440	518759.04
7	1,680	521894.68
8	1,920	625032.92
9	2,160	728173.78

Outcomes of the business problem faced by Boutique Build Australia

Boutique Build is now capable to manage its operations from its head office location, so now if you expand the business to Queensland or any other locations, the data and information are syncronized, and it can be used, accessed, recorded from anywhere. Skype Video calling services can be purchased for any remote conferences or meetings between different locations.

10.  Finalise business case of the business problem faced by Boutique Build Australia

In that part, there will be little bit adjustment in the business case according to the complete requirement. The information will be reviewed in a proper way. Then checked the document completely by proofreading and spelling check. Find the necessary mistakes in the document and remove it according to the demand and then save it.

11.  Email and Sign off

The signature/s below indicate that this Business Case has been reviewed by the relevant personnel and approval has been given to proceed to develop the project.