ACCT6001- Accounting Information Systems & Business Analysis - Eljay Case Study - Accounting Assignment Help

Assignment Task -                 
 

Learning Outcomes

(a) Analyse and articulate business processes and  recognise the role of accounting information systems in enhancing business process design.  

(e) Communicate with IT professionals, stakeholders and user groups of information systems.

Context:  

This assessment is designed to develop student’s understanding of business processes;  analyse existing organisation’s processes; and suggest ways to improve the organisation’s  current business process inefficiencies.

Case Study  

Eljay is a large online education provider (school) consisting of administration, teaching and corporate  services teams. Students of often email the school with questions about learning and teaching materials,  assessments, and IT-related problems that require the school to process and solve the problem. These  student queries are managed based on their type (teaching, assessment, IT), priority and status.

The three  levels of priority identified by the school include: “important”, “normal” and “less important”. The status  of a student query (e.g. job) includes: “Open”, “In Process”, “Re Process”, “Solved”, “Closed”. Queries are  logged in a job management system (excel spreadsheet saved on a SharePoint site), which enables the  school to manage the details of the life cycle of the query from start to finish. In addition to recording  student details, this system records the job code, description, type, priority, and status of the job as it  progresses through each team.  

The current business process begins when a student emails the school with a query. Employees within the  administration team, who have less content-related knowledge, manually load each student query into the  job management system. When this job is created, it is assigned an “Open” status by the administration  team. Every query that employees from this team enter into the job management system is given a job  code which is used to uniquely identify the student query. Once this code has been created in the system,  an email is sent to the student with the job code (e.g. the reference number for the query).

The student  must mention this job code every time an inquiry about the status of the query is made. Any queries that  are easily resolved (e.g. those that involve common problems) are assigned to employees within the  administration team who work directly with the student to resolve the query. If an employee from this  team is unable to resolve a student’s query, the job status is changed to “In Process” and the query is  forwarded to the teaching team who have extensive content-related knowledge.  

When a manager from the teaching team has the time to review the queries assigned to the team, they  update the priority level of the job. The manager will then assign each job to an employee depending on  the priority and existing workload of employees in the team. Once a teacher has been assigned to a job,  

the query is investigated, and a solution is developed and emailed to the administration team. An  employee from the administration team changes the status of the job to “Solved” and emails the solution  to the student. A request to verify that the query has been correctly resolved is included in the email. If  the student’s reply to this request informs the administration team that the query has been successfully  resolved, the job status is changed to “Closed” and the job is complete. If the student emails to notify the  administration team that the query has not been resolved, the status of the job is changed to “Re Process”  and the query is emailed back to the teaching team. The teaching team then goes through the process all  over again.  

If employees from either the administration or teaching team are unable to provide the student with a  solution (e.g. for an IT-related query), the corporate services team is called upon to finish the job. The  corporate services team work directly with the student to resolve the query. When the student’s query is  resolved, the corporate services team notify the teaching team, who update the status of the job to  “Solved”. An employee from the administration team, emails the student to inform them that a solution  has been reached and the job is set to “Closed”.  

The school would like to reduce costs by removing inefficient and ineffective processes while at the same  time improving student response times. 

Required  

a. Draw a business process map outlining existing processes for managing student  queries Identify (include swimlanes in your diagram).  

b. Identify strengths and weaknesses in the existing system for managing student  queries.  

c. Research and report on ways to improve the business processes. As you  address the weakness, consider how IT can transform the processes of the  organization (include references to support your suggestions).  

d. Draw a new business process model that outlines your suggested improvements.  e. Include in the Appendix of your report, minutes of meetings held between group  members (Include a list of actionable tasks, team members responsible for those  tasks, deadlines, and progress towards completing tasks).

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