Transcript Hope Gospel Mission Developed and Presented By: Paul Chen Matt LeClair Introduction       Feasibility Analysis of the existing system Analysis of the new system Documentation Cost-Benefit Analysis Implementation.

Hope Gospel Mission
Developed and
Presented By:
Paul Chen
Matt LeClair
Introduction
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Feasibility
Analysis of the existing system
Analysis of the new system
Documentation
Cost-Benefit Analysis
Implementation
What is Hope Gospel Mission?
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Rescue mission designed to help deal with
homelessness in Chippewa Valley
Christian organization
Provide a home until individual can get back
on their feet
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Support basic needs (food, clothing, etc.)
Life Skills Program
Life Skills Program
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Provide training for skills such as literacy,
time management, financial management
3 strikes policy
Men must seek outside employment, or else
must daily work (2 – 4 hours) around mission
$10 daily program fee
Residency Status
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Initial 3 day stay is free
Residency Phases
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Phase One, Two, Three, and Four
As phases evolve, residents learn to be more
and more independent
Average length of stay is about 5 months
Boundary
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Project Scope
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What’s in?
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Resident Database
What’s out?
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Staff Information
Pantry Information
Donor Database
Project Purpose/Benefits
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To make the current database more
functional and user friendly
Create a more secure environment
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User login, password, permissions, etc.
Provide external/internal reports
Database mobility
Input
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Primary Users
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Staff
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Brent, Bob, Carol, Dave
Secondary Users
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Residents
Parole officers, city officials
Private Donors
Assignments/Team Members
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Initial system analysis
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System design
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Matt, Paul
Coding
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Brent, Bob, Matt, Paul, Carol, Dave
Matt, Paul
Testing
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Alpha Testing
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Beta Testing
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Brent, Bob
Implementation
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Matt, Paul
Matt, Paul
Maintenance
Budget
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Annual budget of $5000, of which 0% is allocated for
this type of project
Labor
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Equipment
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Volunteer work
Limited upgrading as a result of zero budget
Ram upgrade is considered
Existing software will have to do
Facilities
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Computer access on 3 levels
Won’t require additional CPUs
Budget Continued…
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Consumables
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Elimination of some paper forms
Reduce time spent on:
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Filing
Manual searching for resident records
Creating reports
Important Dates
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11/14 Initial Meeting with Brent
11/23 Complete Design Phase
11/24 Follow-up meeting/proposal
12/4 System walkthrough
12/12 Complete Coding
12/15 Complete Alpha/Beta Testing
12/17 Implementation/Request Feedback
Maintenance is ongoing
Timeline
Output of the existing system
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Intended Output
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Accurate data about resident
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Personal information, employment history, education, medical
history, etc.
Resident reporting
Unintended Output
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Excess paperwork
Inaccurate data
Increased search time
File misplacement
Existing ERD
Resident Data
Reason for Homelessness
(0,M)
(1,M)
(1,1)
(0,5)
Progress Notes
Night Managers
(0,M)
Education
Geographic Home
Entry Type
Phase of discharge
(0,M)
Current System Snap-Shots
Old/New System Context Diagram
Resident Info.
Resident
Stay
Approval/Rejection
Resident
System
Report Request
Report Generated
Report
User
New System (Level 1)
New System (Level 2)
New System (Level 3)
New System (Level 3)
New System (Level 1)
New System (Level 2)
New System (Level 1)
New System (Level 2)
New System ERD
Detailed Design Documentation
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Existing 70 Gb network drive accessible on
all 3 levels
Secure logon to database with user id and
password
Deliverables
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Resident intake form
Resident exit report
Detail Design Documentation
continued…
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Hardware
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Software
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No hardware changes
Ram upgrade possible
No software changes
Windows 98, Microsoft Access
Wetware
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Resident data manually entered by staff
Training for new system functionality
Passwords and security controlled by Bob
System access by staff only
Cost Benefit Analysis
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Tangible Benefits
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Reduce..
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Time saved searching for resident files
File misplacement
Repeating resident data
Calculations
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2 hours/week * 52 weeks = 104 hours
104 hours * $5.15/hour = $536
$536 * 4 members = $2144/year
Total tangible benefits
$2144
Cost Benefit Analysis
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Intangible benefits
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Improved staff attitude towards system
Increased convenience for staff use
Better relationship with secondary users
and residents
Total Intangible benefits
$200
50
5000
$5250
Cost Benefit Analysis
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Tangible Costs
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Ram upgrade
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3 computers * $80
Labor
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$240
600
$600 Donated
Maintenance
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0
All maintenance is voluntary
Consumables (paper)
Total Tangible Costs
30
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$ 870
Cost Benefit Analysis
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Intangible Costs
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Training for new system (opportunity cost)
2 hours * $5.15/hour = $10.30
 4 staff members * 10.30 =
Total Intangible Costs
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$41.20
$41.20
Cost Benefit Ratio
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Total Benefits
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Tangible
Intangible
$2144
5250
$7394
Total Costs
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Tangible
Intangible
Costs/Benefits
911.20/7394 = Cost benefit ratio of .12
$870
41.20
$911.20
Implementation
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Coding
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Existing Access resident database
Language
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Access
Testing
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Alpha Testing
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Matt and Paul
Beta Testing
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Brent and Bob
Implementation continued…
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Deployment
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Training
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Download new database to network drive
Data migration from existing database to new database
1 or 2 hours for training with new database functionality and
report generation
Maintenance
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30 day contact period using email or phone support
Summary
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Feasibility
Analysis of the existing system
Analysis of the new system
Documentation
Cost-Benefit Analysis
Implementation