information technology ia
DESCRIPTION
an information technology ia sample.TRANSCRIPT
Name : Alex Ellis
School : Oberlin High
Territory : Jamaica
Registration # : 100086
Teacher : Mr. Stanbury
Centre # : 100086
Date : April 2011
CONTENT PAGE
Acknowledgement 3
Problem Definition 4 - 5
Schedule of Activities 6
Ghant Chart 7
Analysis of the problem 8 - 10
Identification of solutions 11
Evaluation of Solution 12 - 14
Selection of Solution 15
Justification of Solution 16 - 18
Appendices 19 - 22
The researcher would like to thank God almighty for giving him the health and strength
he need to complete this Information Technology School Based Assessment, so as to meet the
requirements of the Caribbean Advanced Proficiency Examination syllabus. Also the researcher
would like to extend his gratitude to Mr. Stanbury for giving him this assignment and guiding
him along the correct path.
The researcher would like to say big thanks to his mother who encouraged him along the
ways as well his classmates who assisted him.
The researcher would also like to thank his fellow classmate for their assistant they gave
to him during the course of this assessment.
Richwal Trading Company located in the Buff Bay community in Portland has been in
operation since 1984. The company buys and sells lubricants, vehicle accessories and other
items. The company has an issue over the years of operation with its warehouse. The warehouse
of the company is holding area for inventories that are not displayed to the public. The issue the
company faces with its warehouse is the continuous lost of inventories, without anyone able to
give an account for the missing inventory or inventories. This has resulted in the company
loosing thousands of dollars each year.
This problem was started in 1990 when the company started purchasing a large amount of
stock so as to obtain discounts on purchases from its suppliers. The problem has grown over the
years since its inauguration in 1990 to a large scale because the company sales has increase due
to an increase in population and the lack of a good competitor to take a share of the market. This
issue as grown although there have been several changes in staff members because it is evident
that there is a loop hole to the company operations.
The problem with the warehouse affects both owners at workers of the company and also
the government of the country. The owners of the company is more affected by this problem
because the company would have to borne a higher cost of goods sold which will reduces the
company gross profit. A reduction in gross profit will see owners receiving a smaller amount of
net profit which is added to their capital. Workers of the company are affected emotional on a
diminutive scale because it’s not all the time they are called in and question about a missing
inventory. When they are called they can be interrogated in an ill mannered way, which makes
them feel disparage at times. The government an external body is affected without their
knowledge. The government which collects taxes on a percentage of profit could have received
higher revenue from collection of taxes if the company profits where higher.
The problem which is being investigated can be solved with the use of information
technology.
DURATION PREDECESSOR
TASK A Identification of Problem 4 NONE
TASK B Construct of Interview Questions 3 A
TASK C Construct of Questionnaire Questions 4 A
TASK D Carry out Observation 7 A
TASK E Report On Interview 2 B
TASK F Report on Questionnaire 5 C
TASK G Carry Out Background Research 4 A
TASK H Report on Background Research 1 G
TASK I Analyze Observation 3 D
TASK J Identification of Possible Solutions 3 I
TASK K Evaluation of Possible Solutions 5 J
TASK L Selection of most Feasible Solution 4 K
TASK M Justification of most Feasible Solution 10 L
TASK N Organization of Project 9 M
Indentification of Problem
Construct of Interview Questions
Construct of Questionnaire Questions
Carry out Observation
Report On Interview
Report on Questionnaire
Carry Out Background Research
Report on Background Research
Analyse Observation
Indentification of Possible Solutions
Evaluation of Possible Solutions
Selection of most Feasible Solution
Justification of most Feasible Solution
Organization of Project
Wednesday, January 5, 2011
Thursday, February 24, 2011
In order for the researcher to analyze the problem that Richwal Trading Company faces
several facts finding techniques would have to be used to gather data on the problem to find out
the possible cause or causes of the problem. The fact finding techniques that will be used consist
of an interview with the company’s manager, an observation at the company for one week, a
questionnaire that will issued to seven workers and a background research. These techniques are
expected to give causes of the problem that exist at the company.
An interview is a conversation between two people – the interviewer and the interviewee,
where questions are asked by the interviewer to obtain information from the interviewee.
Interviews allow for more interaction with the persons involve in the problem which will result
in better a feedback been given and more clear answers. However interviews are time
consuming. An interview with the managing director of the company about the problem the
company warehouse faces reveals that all workers at the company are granted access to the
company warehouse. The managing director also states that currently there is no worker assigned
to the warehouse to monitor the inflows and outflows from the warehouse, and that there are not
any documentation of the items kept in the warehouse.
A background research was done on problems relating to the one currently being
investigated. A background research refers to accessing the collection of previously published
and unpublished information about a site, region, or a particular topic of interest. It allows for
understanding of a problem or issue, but also can be out dated at times. The background research
showed that the cause of such problems is due to the lack of control systems which would
include; adequate documentation, segregation of duties, safeguarding and proper authorization.
A control system with the features listed above is likely to be efficient enough to give account
for inventory in a company. The research also indicates that security cameras are excellent
means of monitor inventory, since they are able to record all the activity that the camera covers.
An observation at the company warehouse was carried out for one week to gather more
data on the problem at hand. An observation as defined by the oxford dictionary is the act of
observing or watching of people, animals or things. The company presently employs a total of
seventeen (17) workers. During the week of observation all seventeen members of staff entered
the warehouse for various reasons without any authorization. Figure 2 in the appendices shows
the amount of workers that enters the warehouse during the week of observation. On day six of
the observation all workers entered the warehouse this was due to the amount of business activity
proceeding, on a day like this at the company it is unable to say who remove what from the
warehouse. The observation also highlighted that there is no individual that is assigned to the
warehouse to manage the daily operation of the warehouse. The observation also disclosed that
there were no alarm system or security cameras installed inside or outside of the warehouse, in
case of a burglary so as to give evidence or summoned the police. The observation also divulged
that the keys to the company warehouse were not monitored as well.
A questionnaire consisting of six open and close ending questions were issued to seven
workers at the company, they were fully completed and returned days after issue. A
questionnaire is a written set of questions answered by a number of people to provide
information for a survey. A sample of the questionnaire that is not completed can be seen in
figure 3 in the appendices. The questionnaire showed that eighty six percent of the workers
access the warehouse on a daily basis while the remaining fourteen access the warehouse but not
on a daily basis. All the workers indicated that they don’t need any permission or reason to gain
access to the warehouse, all is required of them is to fetch the key and help source whatever they
want for the daily operation of the business. Workers of the organization are of the view that
senior management and owners doesn’t want to invest in the company’s security but are more
interested in increase of their fringe benefits and allowances. Workers went on further to say that
the company can resolve this issue in no time because it has being growing over the years in size
and capital employed. Workers at the company would like for the problem to be resolve as quick
as possible because it can have a negative impact on them; where they are being accused at times
by other workers.
From the fact finding techniques used by the researcher to analyze the problem, it can be
concluded that the cause of the problem that the company faces is due to improper
documentation, no authoritative control over the warehouse and the lack of safeguarding. It can
also be concluded that company does not spend on security.
The researcher after reviewing and analyzing the problem by the use of four fact finding
techniques came up with two possible solutions for the company’s problem. These solutions are
namely:
Installation of security cameras and
Creation of a database management system to manage inventory.
In addition to the two possible solutions an alarm system would be installed no matter what
solution is chosen. It is said installation of both solution would make a very efficient internal
control system but would be too expense presently so an evaluation of the solutions would be
done before choosing the most feasible solution.
INSTALLATION OF SECURIY CAMERAS
The installation of security cameras would an excellent be a solution for solving the
problem the company faces because it posses the necessary criteria to get the problem solved.
Reason been security cameras will have a record of all activities that takes place in the
warehouse. Security cameras will also reduce theft since it will be drive fear into individuals who
indulge in these activities.
The installation of the security cameras will require the following: six security cameras, a
television, thirteen yards of cable, a desk for the television, a DVD player and a canesta of DVDs
for start of the project. The Personnel would be hired to watch the cameras on a daily basis
during the opening hours of the company. The cameras would be installed by a current member
of staff who will be paid four thousand dollars ($4 000.00). The company is expected to borne an
additional six hundred and fifty three dollars four cents ($653.04) to its electricity bill if the
cameras where to be installed each month. The total start up cost that the company will disburse
would be three hundred and twelve thousand four hundred and twenty dollars ($312 420.00) and
two hundred and ninety eight thousand eight hundred and thirty six dollars ($298 836.00) each
year after.
How will this solution work? The solution would work basically by making sure there is
full productivity and efficiency in the process. The six cameras that would be installed would
cover the entire area of the warehouse at once. All the data that is gathered by the security
cameras would be recorded on a DVD. There wouldn’t be an issue of time being lost when a disc
change is in process, because the DVD player that would be used for recording is a three disc
player. Any time that is lost in recording while the personnel is at work, he or she would be fine
based on the amount of time that is lost. The personnel will be responsible for proper storage of
the DVDs in case they are needed for future reference. The personnel which will be hired will be
from another parish and will work in isolation from the other workers. This will allow for no
communication between the personnel and the other members of staff.
CREATION OF A DATABASE MANAGEMENT SYSTEM
The database management system which will administer the company inventory will
necessitate a desktop computer, database management software, an ethernet cable, a computer
desk, personnel with the ability to use the computer as well as the software, and other basic
software such as Microsoft Office Word. This solution will have a startup cost of two hundred
and sixty three thousand and thirty dollars ($263 030.00) and a yearly cost of three hundred and
sixteen thousand nine hundred and three dollars ($316 903.00).
The personnel would be responsible for inflows and outflows from the warehouse. The
database management software that would be used would be built specifically for the company
purposes. Hence the software would be customized. The software will allow the user to input
inventories and the outflow of inventories. The system would be able to give the value of closing
and opening inventories at any given point for the warehouse. The personnel will be responsible
for the maintenance of the warehouse and this will cut a yearly cost of twenty four thousand
dollars ($24 000) which paid for warehouse upkeep.
The inventories that will be received and stored in the warehouse the personnel is
responsible to have a copy of the invoices that goes to the purchasing department and a stock
requisition card for the inventories leaving the warehouse so has to have a hardcopy and
signature attached to it for verification. The personnel hired have to liaison with the purchasing
and sales department in the company. This can create an ambiguity in solving the current
problem since the parties over time can form an alliance and create the problem all over again.
A solution like this if implemented can be linked to the company point of sale system in
the future through a network, if the company size remains the same. However if the company is
to expand, the warehouse can operate like a supplier to the company where there would be
complete control operations and no loose ends for the creation of a previous problem.
The problem highlighted above the most feasible solution would be to implement security
cameras. Security cameras if installed will be easily operated after installation all is required is to
watch a television and to load DVDs when needed, therefore there is not much technicality in
operating the cameras and other equipments. In the long term security cameras would be more
economical since the cost of keeping it each year is cheaper than keeping a database
management system, however the implementation cost is more expensive than implementing a
database management system. The solution is not involved in data communication and
networking because the security cameras work in seclusion from the rest of the company
operations. In Jamaica where the company is domicile it is legal to install security cameras
without informing anyone about them. Therefore it would be legal if the company is to install
security cameras without facing any legal formalities. The cameras and television is expected to
have a life span of twenty five years in the company and is also expected to be service only six
times in their life span.
The operational, technical, economical and legal aspects surrounding the solution dictate
that this is the most feasible solution for the problem that is mention in this research.
The solution which was given in the above section can be justified by weighing up the
other possible solution that was indentified earlier on. To justify the solution the criterion that
was used to evaluate the solutions identified would be used, as well as other criterion that
weren’t used in evaluation the of solutions. These criterions consist of; cost, personnel required,
software required, the efficiency of the solution and the impact it has on the environment.
The security cameras installation will have an initial cost of three hundred and twelve
thousand four hundred and twenty dollars ($312 420.00) which is more expensive than installing
a database management system which has an initial value of two hundred and sixty three
thousand and thirty dollars ($263 030.00). Although the security cameras installation are
expensive in the short run of the business, however they will work out cheaper in the long run
that is any time after three years of installation. This is as a result of the cost that is associated
with maintaining the each system. As depicted in figure four in the appendices where it shows
the total cost for each year, after year one the total cost of the security cameras installation is six
hundred and six thousand two hundred and fifty six dollars ($606 256.00) and five hundred and
seventy nine thousand nine hundred and thirty three dollars ($579 933.00) for database
management systems, nine hundred thousand and ninety two dollars ($900 092.00) for cameras
and eight hundred and ninety six thousand eight hundred and thirty six dollars ($896 836.00) for
database management system in year two, but as year three is completed there is a switch in the
higher total cost from security cameras to database management systems, where the security
cameras total cost are one million one hundred and ninety three thousand nine hundred and
twenty eight dollars ($1 193 928.00) and database management system is one million two
hundred and thirteen thousand seven hundred and thirty nine dollars ($1 213 739.00). It can be
clearly shown that if the company installs the security cameras it would be more economical than
implementing a database management system in the long run.
The solutions that were identified a personnel is required to monitor it. The database
management system would require a personnel with a certain amount of information technology
skills, while for the solution selected all is required of the personnel is the ability to read and
write. Since the personnel for the database management system will require special skills the
salary package will have to be higher than regular personnel what is required to watch a
television. It can be stated that the personnel that is required for the security cameras solution
would be much easier to recruit and maintain than an information technology personnel.
A database management system require a database software to manage the files that
would be stored, and the software that will be used is a custom software and getting a specialized
software can take time and some level of difficulty in getting the software updated. If the
software is to be updated it would require access to the internet. Accessing the internet can allow
hackers to gain access to the system and opening the gateway form virus and malwares. However
security cameras do not require any software, therefore it does not have to go through all the
problems that were just being highlighted.
Efficiency is a factor to consider when making a decision. In solving the problem on hand
the most efficient solution is the security cameras because it does not allow for any ambiguity in
its process while the database management system allow for a small amount since workers are
able to communicate with the person that is in charge of the system.
Another criterion would be the impact the solution has on the environment. Both
solutions are tied equally on this issue because they both does not affect the external
environment no more than the other.
F
FIGURE 1
INTERVIEW QUESTIONS
1. What is the problem that the company faces with its warehouse?
2. How long has this problem being in existence?
3. What do you think are the causes of this problem?
4. Who are the persons who are granted access to the warehouse?
5. Is there any worker with the responsibility of monitor the
warehouse?
6. How this problem does affect the organization?
7. Can the company afford to put a system in place to resolve this
problem?
8. What kind of system would the company like to resolve this
problem?
DAY ONE DAY TWO DAY THREE DAY FOUR DAY FIVE DAY SIX DAY SEVEN0
2
4
6
8
10
12
14
16
18
ENTEREDDID NOT ENTERED
FIGURE 2
QUESTIONNAIRE1) Do you access the warehouse on a daily basis? Yes No
2) Do you need permission to access the warehouse? Yes No
3) What is your view on the problem that company faces with the warehouse?
_______________________________________________________________________
_______________________________________________________________________
4) How do you think the company can resolve this issue?
_______________________________________________________________________
_______________________________________________________________________
5) Does this problem affect you as a worker? Yes No
6) If yes, how does this problem affects you?
_______________________________________________________________________
_______________________________________________________________________
FIGURE 3
Daily Acces86%
Not Daily14%
Uses the Warehouse Daily
FIGURE 4
YEAR 0 YEAR 1 YEAR 2 YEAR 3 YEAR 4 YEAR 50
200000
400000
600000
800000
1000000
1200000
1400000
1600000
1800000
2000000
DATABASE MAN-AGEMENT SYSTEM
SECURITY CAMERAS
FIGURE 5