The presentation for Business Analysis Modeling and Design class. The whole project with proposed solution, methodology of schedule and budget, conversion and change management strategies.

1. MS Volunteer Management:
TO-BE Process
Sexy Cats
ISYS90049 Business Analysis Modeling and Design

2. 02
03
04
01
Introduction
Organisation; Focal process
Proposed Solution
COTS & In-house; Specific Solution;
Waterfall Timeline & Budget;
Problem Statement
Current issues; Impact; Objectives
Change Strategy
Strategy for Conversion & Change
management; Impact
Points to Present
MS Volunteer Management System 2

3. “Be someone who makes
someone else look forward to
tomorrow.”
MS Australia –
• Non-government Organisation (NGO)
• Sixty years history in support of people
with multiple sclerosis diseases
• 10,000 volunteers have donated their
hours for MS
• Organising diverse events
Event volunteer management
process
MS Volunteer Management System 3

4. Problem Statement & Objectives
MS Volunteer Management System 4
1. Manual
Email sending
2. Lack of volunteer
assessment system
3. No centralised
database
4. Unqualified
system
• Some emails are sent
automatically; some are not.
• Heavy workload; time
consuming
• Easy to make mistakes
• Hard to evaluate volunteer
performance
• Hard for further business
value realisation
• Historic accounts
• Data are stored separately
• Hard for business analysis in
the future
• Increasingly more data vs
low DB capacity
• Reduce working efficiency
Semi-auto email
sending system
Add new function
for better
management
Cloud database with new
management system
Larger capacity and Less
response time
Urgency vs
Importance
Matrix

5. Chosen Options
MS Volunteer Management System 5
COTS – purchasing
ready-made products
In-house – developing
by own IT staff
Cost-effective, time-saving, requirement fulfilment
Centralised Cloud
database & CRM system
A webpage for
volunteer role settle
Less
developing
time
Cheaper
than
outsourcing
Reliable &
User-
friendly
IT skills
and
knowledge
Better
requirement
understanding
Own
controlled &
Flexible
vs

6. Specific Solution
MS Volunteer Management System 6
To develop a higher efficient and effective system
Data Storage
Data
Local
Desktop files
Data in the old
DB system
Cloud
Data migration
to the Cloud
CRM system
Internal user
management
workspace
Operations & Management
Volunteer Role Settle
Webpage
Webpage –
on MS official website
for volunteers to login,
select or change roles
Data exchange at real time
Business Scope
Results & Interaction
Devices
Dashboard

7. Applying
Waterfall
Methodology
MS Volunteer Management System 7
Reason for
applying Waterfall –
• Small and simple
project
• Less changes when
requirements are
clearly defined
• Avoidance of
postponement
Key Milestones

8. Gantt Chart for the project
MS Volunteer Management System 8
Analysis
Design
Execution
Testing
Maintenance

9. Budget for the Project
MS Volunteer Management System 9
Development costs on COTS & In-housing
Fees for Operating &
Maintenance
Cloud
Database
CRM system
Volunteer
Role
Settlement
Webpage
Note: With an expected ten-year lifespan of the system,
estimated total expenditure is 75,600 + 28,790 = 104,390 AUD
630 AUD per month
(suppose there will be 3 user accounts)
AU$ 1,500
AU$ 3,650
AU$ 1,000
AU$ 4,640
AU$ 18,000
Training expenditure
Utility expenditure
Install, testing & maintenance
expenditure
Procure supportive equipment
IT employee Salary
28,790 AUD

10. Conversion Strategy
MS Volunteer Management System 10
Three
phase
s
Establish a qualified system
As the 1st
phase
Pre-
requirement
Cloud
Server
Build a centralised volunteer database
Data is
stored
separately
Parallel
deployment
strategy
Run the old
and new
systems
simultaneously
Until users
get used to
the new
system
Form a volunteer performance assessment system
New
webpage,
new function
Developed
in-house
Login from
MS official
website
Functionality
system
Logical
ordered
functional
components

11. Change Management Strategy &
Impact
MS Volunteer Management System 11
Rational – Empirical Strategy
• Introduce the new system to related
MS staff
• Collect opinions and willingness
• Convince and train the staff
Power – Coercive Strategy
• Adopt this strategy when users not
willing to change
• The executives need the force to
push
 Scalability of MS volunteer
system increased
 Integrated data and standard
rules are formed
 Strengthen volunteer
management
Cloud
Computing
Larger-capacity
Database
Semi-auto
Email sending