IFN562-Advanced Business Analysis - Management Assignment Help

Assignment Task

Task 

Introduction    
Caboolture Community Care (CCC), like most community services organisations, is always facing the challenge of having the greatest number of clients to serve with the least number of resources available. They are currently relying on a Client Management System that is over 20 years old and is desperately in need of a modern system to meet their current and future needs.

Brief    

Caboolture Community Care runs two services: Emergency Relief and a Counselling service. These services would need to be separated in some way, while allowing contact information to be accessible by both services. The details of the Counselling Service sessions would need to remain separated from the Emergency Relief users due to privacy and confidentiality reasons.

Current system is comprised of two separate Microsoft Access databases. The Emergency Relief service “CMS” is a separate program that access the Access database, whereas the Counselling service database must be accessed from within Microsoft Access and is a very simplified front end.
The main objective is to get both services to use the same system that is preferably maintained on a local intranet network, with continuous online backup that can be easily restored in case of an emergency. This program would need to be concurrently accessible to at least five users, with the ability for administrator level users to manage user access and permissions to a granular level if possible, i.e. counselling vs emergency relief, editing capabilities etc.

There are also two Administrator users, the rest will be anywhere from 10-15 student/volunteer accounts at one time, some of which will need editing capability. We also have a large turnaround of students due to placement lengths.
Due to the age of the old CMS system that is currently used, it is not adjustable on its magnification to screen resolution and therefore as shown in the “Client Management System in Detail” document has two separate screens. These screens should be preferably joined into one screen with editing capabilities and o all information can be seen at once. (Currently to see someone’s date of birth along with the time they were last in you need to swap between screens).

Problems/Opportunities identified from the Case Scenario

Problem 1:
Productivity/efficiency/time management issues – the number of clients CCC are servicing continues to increase (3-month rule, not servicing dependants etc PLUS floods, pandemic etc), and their current system is too old/unstable/unreliable to keep up with the increase of information they are receiving. If their systems are more efficient, they will be able to service more clients;

• Reduce loss of information
• Increase accessibility

Problem 2:
Reporting – reports are extremely important to gain funding from sponsors. With a better system that does not lose information, reports to sponsors will be more detailed, impactful, accurate, etc.

Opportunity
• A more efficient system could help share information/services between organisations, allowing CCC (company) to service more people.

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