Case Study, Stage 2: Business Process Analysis and Technology Solution Proposal

Before you begin this assignment, be sure you have read the “ Haircuts Case Study”, “ Haircuts Stage 1” Project and the “Walmart Example.” You will use the strategic business area and process that you selected in Stage 1;review the feedback you received for any recommended changes to your Stage 1 project prior to starting this assignment and be sure you have an appropriate “process” identified.

Purpose of this Assignment

This assignment gives you the opportunity to apply your analysis skills to model a business process. Modeling the process as it exists (and as it will exist) will aid in the analysis, design, development and implementation of the technology solution. This assignment also gives you the opportunity to apply your knowledge of technology solutions to improve a business process. This assignment specifically addresses the following course outcomes to enable you to:

  • analyze internal and external business processes to identify information systems requirements.
  • identify and plan IT solutions that meet business objectives.

Business Process Analysis for the UR Healthy Fitness Center

In order to apply technology to a process, the process must be thoroughly understood and models are used for this purpose. The model also supports business process analysis and redesign when the process is deemed to be inefficient or ineffective. In addition, models are used to design the “to-be” process that describes the desired end state after the technology solution is developed.

For your Stage 1 Project for the Case Study, you identified a strategic business area for improvement of the Haircuts business, and youidentified a process that could be improved with the use of technology. In this stage, you will create a model of that process that will define in detail the steps in the process as it is done today to aid in the analysis of the problem, and you will create a model of the proposed new, improved process, and explain your proposed IT solution to support that improved process.

The proposed information technology solution should address the revised business process and should be appropriate to Haircuts. The solution will be briefly described, and an explanation given for why and how this proposed solution will improve the business process. Be sure to read the instructions for the remaining projects in this Case Study (Stages 3-5) to get an understanding of the future projects that build on the proposed solution and to help you in deciding upon your solution. You want to propose a solution that can be used in the assignments that follow this one, so be selective and choose an appropriate solution.

Assignment

For this assignment you will use the process identified for improvement in your Stage 1 Project. There are 2 parts to this assignment.

Part 1:Business Process Analysis – Models of the AS IS Processandthe TO BE Process. The various course resources provided for Week 2 illustrate several different methods of modeling business processes. You may use any of the models shown(or follow the example provided in the Walmart Example), to analyze the process you identified for improvement,breaking it down into sequential steps and modeling it. You may use Microsoft Word, Excel or Power Point (or compatible software) orclearlyand professionally hand-draw your model and scan it into an electronic file format. Which model format you choose to use is not as important as making sure you have included all the major steps in the process and appropriately sequenced them. The process that you model must be the one you identified in your Stage 1 Project(or the one suggested by the instructor) and it needs to be appropriate to Haircuts. First, you will model the process as it is currently performed at the shop; this is the AS IS Process. Then you will model the way that you expect the new process to function after your proposed technology solution is implemented; this is the TO BE Process.Note:See Stage 1 for the definition of a process and examples of processes at Haircuts.

Tools for Creating the Models

The following website has a more detailed description of Flow Charting and its uses:http://web.archive.org/web/20130718234318/http://www.hci.com.au/Hcisite2/toolkit/flowchar.htm

To create a flow chart or process map in Excel:

§http://web.archive.org/web/20130619031235/http://www.breezetree.com/articles/how-to-flow-chart-in-excel.htm

§http://office.microsoft.com/en-us/templates/flowchart-simple-layout-TC001018440.aspx

§http://www.youtube.com/watch?v=exFFCCr66LI[cc is ok, demo is self-explanatory]

To create a flow chart in Word:

§http://www.youtube.com/watch?v=5hNGkxoM_ak

[closed captions and transcripts are not helpful, but demos are self-explanatory]

§http://www.youtube.com/watch?v=RkN0dekcsmw

[closed captions are in German, but demo is helpful]

To create a flow chart in PowerPoint:

§http://www.youtube.com/watch?v=XRplZxP6RFg

[closed caption, but demo is self-explanatory]

Business Process Example:If a grocery store had a need to reduce expenses and improve customer satisfaction, a process needing improvement might be improving the inventory process to ensure availability of products for customers as well as to reduce cost related to spoiled inventory. The model could include the steps necessary to record inventory information, update inventory when merchandise is sold, place orders for additional inventory from suppliers, etc.

Part 2: Technology Solution Proposal.Using at least oneexternal resource(a source other than those provided in this class), write a short paper 1-2 pages in length, not including References page and cover sheet, responding to the bulleted items below. Remember to correctly cite and reference your sources using APA format. Use the Grading Rubric to be sure you have covered everything.

Create a document that includes the following:

  1. At the end of your Stage 1 assignment, you listed the strategy, business area and process selected. These should be provided at the beginning of this paper to set the stage. Be sure to incorporate any recommended changes, and show:

GENERIC STRATEGY:

STRATEGIC BUSINESS AREA:

PROCESS TO BE IMPROVED:

  1. Briefly explain the business process identified in Stage 1 and why it could benefit from a technology solution.
  2. Propose a specific information technology solution, describing it in a few sentences.Note:It’s tempting to propose integrating lots of new technology but focus on a single solution that would improve the process you identified and modeled.
  3. Next, briefly describe (in one to three sentences each) the components of the IT infrastructure required for your proposed IT solution, as they would be implemented at Haircuts. The components of the IT infrastructure are described and explained in the Course Module 2, Solution Building. They are:

§services –the people or organizations that run, support, and manage the other infrastructure components; can be internal staff or external contractors or service providers. You should include who will run, support and manage the infrastructure components for your proposed solution.

§hardware –devices that perform the input, storage, processing, and output functions. Include the major, important hardware components needed to implement your proposed solution.

§software –identify the type of application software to be used; if you are proposing to use a software package, provide the name of it.

§telecommunications –identifywhat kind of telecommunications will be needed for the solution, including local connectivity and internet access, if appropriate, and whether it will be used for data, voice and/or video.

§facilities –what facilities will be needed to house the equipment and support staff; state whether the hardware be housed at Haircuts or at another facility.

5. Explain how the proposed technology solution will improve the process.

  1. Explain how the proposed technology solution will support the selected Generic Strategy and the selected Strategic Business Area.

Technology Solution Example:If a grocery store wanted to improve its inventory process, a proposed technology solution might be the implementation of hand-held scanners for customers. The hand-held scanners could update inventory real-time as customers make their purchases. This solution would require purchase of hand-held scanner devices, software that can collect the data, appropriate wireless network, etc.

Submityour Part 1 and Part 2 paper withyour last name included in the filename(s). If possible combine Part 1 and Part 2 into one file; otherwise be sure each file is clearly labeled identifying the Part of Stage 2 it represents.

Note:Your models will be evaluated on whether they are applicable to the process identified, all major steps in the AS-IS and TO-BE processes are included and correctly modeled, and they are appropriate to the Haircuts business.

Your paper will be evaluated on whether or not you correctly incorporated the course concepts and addressed all parts of the questions. You need to do someexternal researchon at least one aspect of the assignment – your choice – and incorporate it and cite (and reference) it in APA format in your response. What, exactly, you propose as a technology solution will be evaluated as to whether it is appropriate for Haircuts and could actually improve the process identified, and whether it is fully thought-out and supported with application of course concepts and research. Remember, this is an information systems management course, and your solution must be an information technology solution. Use the Rubric below to be sure you have covered all aspects.

Case Study, Stage 3: IT Considerations for Proposed Technology Solution

Before you begin this assignment, be sure you have read the “ Haircuts Case Study,” the Stage 1 and Stage 2 projects, the “Walmart Example”and the feedback from previous assignments.

Purpose of this Assignment

This assignment gives you the opportunity to apply your knowledge of the areas to be considered in planning and implementing a technology solution. This assignment specifically addresses the following course outcomes to enable you to:

  • analyze internal and external business processes to identify information systems requirements
  • identify and plan IT solutions that meet business objectives.

IT Considerations for Proposed Technology Solution

For your Stage 2 Project, you proposed a technology solution to improve a business process at the Haircuts business. In evaluating and implementing an IT proposal, there are several areas that need to be considered. These considerations are listed in the table provided below in this assignment. Depending on the specific technology solution you proposed, some of the considerations would be more important than others and some may not need specific consideration for the initial implementation of your proposed solution. (If a consideration is not relevant for the solution as described or for its implementation, but might be something for the future, mark it “N/A”. If for instance cloud computing is not in the solution being implemented, but may be considered in the future it would be N/A and not required for the solution. Please note that even N/A items require an explanation.) The responses that you enter into the table for each consideration must be aligned to the one specific solution you proposed and appropriate to the Haircuts business.

Assignment

Using the technology solution you proposed in Stage 2, you should briefly explain it and then copy the table below and complete the remaining two columns. For each area of consideration, you should rank it as high, medium, low, or N/A (Not Applicable) in importance or relevance at time of implementation (and not some time in the future) for the specific technology solution you proposed for Haircuts. Then, provide a brief explanation, aminimum of two sentencesfor each, to justify that ranking or the N/A. Do not try to create a reason if there is none, but carefully analyze each consideration and determine whether it applies and how. Explanations must provide enough information to convey the reasoning behind the ranking.DO NOTcopy definitions into the table; your own words should demonstrate your understanding of the concept as you provide your explanation for the ranking. Use the Grading Rubric to be sure you have covered everything. Submit your paper with answers to parts 1 and 2 below as a Microsoft Word document (or in a Word compatible document) with your last name included in the filename.

Part 1:Briefly explain your proposed technology solution. Identify what the solution is, what it is expected to do for Haircuts, and what major hardware, software and communications components will be used, summarizing the information you provided for Stage 2. Also, please include the information that you provided at the end of Stage 1 (with any modifications recommended by the professor) at the top of your paper:

Generic Strategy:

Strategic Business Area:

Process to be improved:

Part 2:Table of IT Considerations. The Areas for consideration are defined in the section “Concepts” which follows the table of considerations below. An example for one entry is also provided. Click on the upper left corner of the table to copy it into your paper.

Case Study, Stage 4: Executive Briefing on Business Benefits and Considerations of Proposed Technology Solution

Before you begin this assignment, be sure you have read the “ Haircuts Case Study,” Case Study Staged Projects 1-3, the “Walmart Example,”and any feedback you have received on your assignments.

Purpose of this Assignment

This assignment gives you the opportunity to demonstrate your ability to communicate effectively with an important stakeholder. This assignment specifically addresses the following course outcomes to enable you to:

  • analyze business strategy to recognize how technology solutions enable strategic outcomes

· identify and plan IT solutions that meet business objectives

Executive Briefing on Business Benefits and Considerations

For your Stage 2 Project, you proposed a technology solution to improve a business process at Haircuts. In Stage 3 you evaluated a list of IT considerations. In this Stage 4 Project you are to prepare an Executive Briefing. You are to use Microsoft PowerPoint, or a format that can be read in PowerPoint, to address how the solution you proposed in Stage 2 could support and enhance the Haircuts business, explaining the business benefits of the solution, and covering the considerations you determined to be most important in Stage 3. You will present this briefing to Myra Morningstar, the owner of Haircuts to explain and provide the justification for her to implement your technology solution. For purposes of this exercise you do not need to focus on the cost of the proposed solution, but rather focus on convincing her that it will improve the operation of Haircuts and that you have addressed key issues.

Assignment

Using the technology solution you proposed in Stage 2 and the considerations you analyzed in Stage 3, along with any feedback on your assignments, you should prepare an Executive Briefing that:

  • Clearly identifies and describes the problem area or process that needs to be improved
  • Briefly describes the technology solution (listing or showing major components from Stage 2)
  • Addresses how the solution you propose could support and enhance Haircuts, explaining the benefits of the solution,
  • Identifies major risks associated with your proposed solution, and
  • Addresses the considerations you determined to be most important in Stage 3.

Remember that this presentation is to be designed as an oral presentation to the Haircuts owner and should not be designed to stand on its own, viewing just the slides, by a reader. Each slide should have a title and a limited number of short bullet points. A presentation should use key bullet points to highlight key factors,(or what you want the audience to remember) andnotinclude complete paragraphs and/or detailed text. The bullet points in your presentation will besupported by relevant details in the Notes section of the slides, which contain the actual words you would say to present each slide. Presentations with limited or no “Notes” will receive much lower grades, because the bullets should not tell the whole story.

While use of external resources (resources other than those provided in the classroom) is not required, your presentation may be strengthened by incorporating research. Remember to correctly cite and reference any sources. Any direct quotes should be indicated within the slide text with appropriate quotation marks and an in-text citation (however direct quotes should be short and used sparingly, if at all). Complete references for all sources should be included in the corresponding Notes section. Paraphrased material can just be referenced within the Notes section of the slides without an in-text citation on the slide. This deviates from APA style but keeps the slides more readable.

General Guidelines:Your presentation format should be professional and use frames, illustrations, color and/or style to make it interesting in appearance to keep your audience’s attention. Use bullet points – 6-8 words per line; 4-7 lines per slide; Font – preferably Arial, Verdana or Calibri (sans serif) size 24; use design templates such as those built into PowerPoint. Use graphics sparingly but to emphasize key points and add interest. Proofread and Spellcheck (including what you write in the Notes section)!

Use the Grading Rubric to be sure you have covered everything.Submityour presentation as a Microsoft PowerPoint (2003, 2007 or 2010) document (or a presentation format that can be read using PowerPoint) withyour last name included in the filename.

Your presentation should be at least 10 slides, to include:

· A cover slide with a title, your name and date as a minimum

· 1-2 slides that provide the purpose of the presentation and what you will cover

· 1 slide that describes the problem area or process that needs improvement, including, either on the slide or in the “Notes” (from the end of Stage 1):

· Generic Strategy:

· Strategic Business Area:

· Process to be improved:

· 1-2 slides that summarize the proposed solution and list or show the major components

· 1-3 slides that explain the benefits and risks of the proposed technology solution to Haircuts, telling how the solution supports the business strategy and what quantifiable (and perhaps non-quantifiable) benefits are expected and what risks there are in the solution and project.

· 4-6 slides on the most important considerations from the list in Stage 3 and the impact on Haircuts – why you are addressing them, what they mean to the Haircuts business, and what needs to be done about them.

· Summary/conclusion slide

Concepts:

How to Excel at Briefing Senior Executives:

http://webcache.googleusercontent.com/search?q=cache:bOsAyAFilmAJ:http://www.melissalewis.com/articles/A-Briefings.pdf%2Bhttp://www.melissalewis.com/articles/A-Briefings.pdf&rls=com.microsoft%3Aen-us%3AIE-SearchBox&oe=UTF-8&rlz=1I7GGLL_en&hl=en&ct=clnk

The Rule of Seven(scroll down to article):http://webcache.googleusercontent.com/search?q=cache:d1Ww-9teU0wJ:http://ezinearticles.com/%3FThe-Rule-of-Seven%26id%3D364277%2B%EF%82%A7+http://ezinearticles.com/%3FThe-Rule-of-Seven%26id%3D364277&rls=com.microsoft%3Aen-us%3AIE-SearchBox&oe=UTF-8&rlz=1I7GGLL_en&hl=en&ct=clnk

Stage5

Case Study, Stage 5: Outline of Next Steps

Before you begin this assignment, be sure you have read the “ Haircuts Case Study”, the Case Study Staged Projects 1-4, the “Walmart Example,” andfeedback on your graded work so far.

Purpose of this Assignment

This assignment gives you the opportunity to apply the concepts of this course to address the planning, development, implementation and on-going management of the technology solution you have proposed for the Haircuts business. This assignment specifically addresses the following course outcome to enable you to:

· identify and plan IT solutions that meet business objectives.

Outline of Next Steps for Haircuts

Following your presentation of your Stage 4 project, the owner of Haircuts has decided to move ahead and implement your proposed solution. Prior to beginning the project, the owner has asked you to prepare an outline explaining the next steps. For this assignment, you will develop an annotated outline that identifies the next steps to implement the solution described in Stages 2-4, addressing a number of areas such as project management, system development life cycle, change management, etc.

Assignment

Using at least oneexternal resource(a source other than those provided for the class) develop an annotated outline 2-3 pages in length, not including References and cover sheet, responding to the bulleted items below. Remember to correctly cite and reference your sources with APA format. Use the Grading Rubric to be sure you have covered everything. Your outline should be in Microsoft Word outline format.Submityour paper as a Word document (or a document that can be read in Word) withyour last name included in the filename.

An annotated outline provides the basic information infull sentences, but in outline form rather than in paragraph form. In this case, you will address each aspect of the next steps to be taken to implement your technology solution. You should provide all of the important facts, without the expanded discussions used in full papers.Each of the topics in the list below should be explained as they apply to your proposed technology solution and to Haircuts, using a few sentences for each topic and providing information specific to your solution.

Your annotated outline should address the next steps in each of the following areas that Haircuts will take to implement your technology solution:

  • VERY brief description of proposed technology solution, including such things as what process is being improved, major hardware employed, what major software will be used, what type of communications will be used, who will provide the services, and what facilities are needed. This should be done in just 3 or 4 sentences, to set the stage for the rest of the outline. Also, include the following from the end of Stage 1 (with any recommended changes):
    • Generic Strategy
    • Strategic Business Area
    • Process to be improved
  • Project Management (schedule, management of resources-both human and financial, deliverables)
  • System Development Life Cycle (all phases and how they apply to your solution)
  • Change Management (Note that there are two aspects: managing the change introduced with your technology solution and managing changes to the solution after it is implemented.)
  • Employee Training
  • Leadership Expectations (the owner’s expectations of how the project will be managed and what it will produce)
  • Defining Success (what will be “measured” to determine if the process has been improved, and if the business strategy and objectives are being met)
  • Reference(s)

Also, you need to do someexternal research(using resources other than those in the classroom) on at least one aspect of the assignment – your choice – and incorporate it and cite it in APA format in your response.

The “right” and “wrong” answers have to do with whether or not you correctly incorporated the concepts from the course and addressed all areas of the assignment. Your “next steps” must be defined specifically for Haircuts, addressing its operation and its environment and your technology solution.Use the Rubric below to be sure you have covered all aspects.

Concepts (from Weeks 6-7):

·Project Management:Solution Management Module (Week 6)

·SDLC:Solution Management Module (Week 6)

·Change Management:Leadership & Change Management Module (Week 7)

·Employee Training:Leadership & Change Management Module (Week 7)

·Leadership Expectations:Leadership & Change Management Module (Week 7)

·Defining Success:This is a good area for some external research

·Project Management Best Practices:Project Management Best Practices(Week 7)

Below is an outline example.(Please note that full sentences are required for this assignment):

http://web.archive.org/web/20121015174117/http://www.dummies.com/how-to/content/how-to-use-word-2010s-outline-view.html