Transcript Systems Proposal Presentation

Systems Proposal
Presentation
Information System
Analysis Team
May 27, 2004
Laila Almounaier – Irene Chin – Graham Ford – Tina Norman
Ryan Prins – Aaron Smith – DT Tran
Overview
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Client Description
Interview Process
Analysis
Problem Statement
Alternatives
Recommendation
Q&A
Client Description
Council on American-Islamic Relations (Seattle Chapter)
Nonprofit organization
 Mission Statement
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To promote an accurate image of Muslims
and defend their rights in the United States.
Recently formed chapter
 Currently have one paid employee
 Five board members
 Many community volunteers
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Why CAIR-Seattle?
Member of ISAT is a member and
volunteer
 The need to solve undefined problems
 Branch was recently established
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Small systems infrastructure in place
Flexible scheduling with client
 Project was feasible
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Analysis of Current System
Data Collection
 Information Problems
 Problem Statement
 Data Flow
 Organizational Chart
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Data Collection
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Interviews
Types of questions and responses
 Duration
 Locations
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Survey and Questionnaire
 Secondary Data
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Annual Report
 Website
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Information Problems
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Data collection
Data redundancy
Information access
Information storage and
archiving
Information
dissemination
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Information accuracy
Lack of human resources
Lack of standards in data
gathering
Inadequate training
Process inefficiencies
Lack of a data recovery
system
Information Problems
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Information accuracy
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Inadequate training
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Lack of a data recovery
system
Data redundancy
Information access
Problem Statement
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Our Focus:
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How CAIR-Seattle’s existing software
applications interact and how the information
stored in those applications relate.
Why this is important
Inability to track members
 Inefficient use of time
 Incomplete tasks
 Difficult data analysis
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Analysis
Data flow
 Organizational chart
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Membership Informat ion
Washington
St ate
Isl amic
Community
Payment di rectl y or t hrough P aypal
Receipt of P ayment
Donate to
CA IR-Seattle
Caller
Inf ormation
Reasons for
calling
Reminders
Follow -ups
2
1
2
Transac tion Rec ord
D1
Donation Transactions
(Quickbooks
Membership
Inf ormation
Keep Records of
Registered
Members
)
CA IR
National
Membership
Inf ormation
For Washington
Transac tion
Record
Membership
Inf ormation
Correspondence Records
D 0 CA IR -Seattle Member Data
CA IR Seattle
Contac t CA IR Seattle Through
Phone or E -mail
(Ac cess )
Annual Report
of open and
closed cases
Membership Data
3
Membership Data
Membership Data
Register
Locally with the
Seattle Chapter
Caller
Inf ormation
Reasons for
calling
D1
CA IR-Seattle Loc al Member Data
(Ex cel )
Contac t and Case
Inf ormation
Contac t and Case
Inf ormation
D2
Call Log (notepad )
3
Contac t and
Case information
Correspondence
(MS Outlook
Ci vil Rights Databas e
(Ac cess )
Record Cas es
Caller
Inf ormation
Reasons for
calling
D3
D4
)
Information Sys tems
Analys is T eam(ISAT)
4 /27 /20 04
Data Flow Di agram for CAIR-Seattl e
Seattle CAIR
members
People
Muslim
Community
Calls: complaints,
donations,
questions
Calls: reminders,
return-calls,
request
CAIR members
Vice Chair
Media Requests
Manager
Michaela
Croning
Samia ElMoslimany
(Media/Vice
Chair)
$10 per month
CAIR
NATIONAL
Chair
Info
Ibrahim
Mohamed
(Chairman)
Cases closed,
opened or
pending
Donation Info
Treasurer
Financial Transaction Data
Rami Al-Kabra
(Treasurer)
Raw Data
Bank of
America
Donations
Secretary
Info
Other
Volunteers
Maryam
Numbers and
tasks vary
Volunteer
Assistant
Data
Mubarek
Elamin
(Secretary/Civil
Rights Chair)
Volunteer
Secretary
Mohammed
Khan
Organizations
ACLU
EEOC
Members
Donations
Database
Spreadsheet of
names, e-mail,
also in Outlook
Spreadsheets,
Quickbooks
Civil Rights
Database
Access
CAIR-Seattle
Islamic Civil Rights
Data
25 Chapters in
US/CANADA
Current
members,
Publications
Solution Alternatives
Status-quo
 QuickBooks
 Salesforce.com CRM
 NonprofitBooks Office
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Alternative #1: Status-quo
Keep current system in place
 Main Cost
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No improvement on problems
Main Benefit
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System is familiar to users
Alternative #2: QuickBooks
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Implement a new version of QuickBooks
Implement phone logging/tracking system
Main Benefits
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Better data sharing between members
Centralized information repository
Main Costs
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New procedures to learn
New hardware and software purchases needed
Alternative #3: Salesforce.com
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Online Customer Relationship Management
(CRM) package
Main Benefits
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Free for nonprofit organizations
Online hosted service
Main Costs
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Drastically different from current system
Switching cost
Alternative #4: NonprofitBooks
Office
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Online Customer Relationship Management
(CRM) package
Main Benefits
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Similar interface to current QuickBooks software
Can be accessed through the internet
Rich feature set
Main Costs
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New hardware/software costs
Switching cost
Our Recommendation
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Alternative #2: QuickBooks
Pros
 Cons
 Implementation Costs
 Phases of Implementation
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Pros of Recommendation
Improved data management
 Improved communication
 Improved task management
 Central repository of data
 Reduced data redundancy
 Simple data backup
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Cons of Recommendation
New Software Needed
 Hardware Must be Purchased
 Training Will Need to be Provided
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Costs of Implementation
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Software Purchases
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Hardware Purchases
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Total: $1,439.16
Total: $1834.85
Training
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Total: $199.95
One Time Purchases Total: $3,473.86
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Backup Media
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Total: $30.88 (Annually)
Implementation Phases
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Phase 1 (2 – 3 weeks)
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Phase 2 (1 week)
1.
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3.
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Application / Procedural training
Phase 4 (2 – 4 weeks)
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Network setup
Computer installation
Software installation
Backup of old system data
Phase 3 (1 – 2 months)
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Hardware / Software purchases
Data migration
Audit data
Transition complete
Thanks To
Council on American-Islamic Relations
(Seattle Chapter)
 Michaela Corning
 Mohammad Bilal Khan
 Rami Al-Kabra
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Q&A
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Questions?