Delivery of an Integrated Information System - Coursework Example

Response to Request for proposal for Delivery of an Integrated Information System An unsolicited proposal Submitted to “The elegant Thai” restaurant By XYZ Technologies Corp. Name: Institution: Date: SECTION I - TRANSMITTAL LETTER XYZ Technologies Corp. 83 Main Street, Suite 250 White Plains, New York 10901-1819 Date: 12/06/2011 TO: Logistics Officer Department of IT XXX Street, New York, NY 11004 FROM: XXX, CEO XXX Inc. SUBJECT: Letter of Transmittal – Integrated Information System Dear Sir, In complying with the completion and guideline requirements presented in your earlier released request for proposals, we hereby submit an accompanying proposal in expression of interest for the aforementioned. The attached document basically aims to propose an integrated information system that will not only ease the workers duties but will also contribute positively to the company’s productivity. It will bring together the whole operations within your establishment into a central location accessible as necessary. By submitting this, accept and commit to adhere to the terms and conditions as stipulated in your Request for Proposal released on Nov 10, 2011. I also certify that XYZ Technologies Corp. meets the Basic Proposal Requirements outlined in the RFP. We hope that this proposal will meet your approval. Sincerely, XXX Chief Executive Officer, XYZ Technologies SECTION II: COMPANY BACKGROUND XYZ Technologies Corp. is amongst the leading global companies that provide IT outsourcing services to various companies. Our staff ensures that we provide clients with high end technological solutions and embed the same within their existing systems. Other than construction of new IT systems from scratch, we also offer maintenance services to various companies with regard to their Information systems. We understand that modern day organizations can no longer do without smart information technology systems and respond to this need by availing customized systems specially designed to meet the needs of respective organizations. Having been in the industry for over 20 years, we have a team of experienced experts as well as an elaborate technical system that has evolved over the years to eliminate most of the challenges facing the system. Our strong team of system analysts, endeavor to ensure that the system we develop are not only suitable for the respective organization’s functions but that the system are also secure and free from unwarranted external or internal intrusions. Generally, our system poses minimal security risks to the organization. Our stringent development procedures as well as constant monitoring by the system analysts ensure that the delivered products are up to client specifications, and are able to meet the needs of the organization. We also have a team of consultants who review organization functions and make appropriate recommendations to the respective organizations on issues if information technology. We understand the need to have satisfied clients and as such we endeavor to always give quality products. To ensure successfully completion of products, we emphasize an all-inclusive approach to development. SECTION III: TECHNICAL PROPOSAL A- EXPERTISE AND ORGANIZATIONAL CAPABILITY As already mentioned in the earlier section, XYZ is built on long years of industry experience. In areas where we have to partner with other organizations, a careful review and selection process is done based on expertise and past projects in order to determine the best partners for any given work. Hover, of utmost importance is the fact that most of our work is done by in-house staff who have been subject to rigorous training procedures other than having credible academic qualifications. The management is comprised of credible personalities who have in the past work in various related companies and as such fully understand the challenges associated with such work. In essence, all our management staff enjoy over 10 years’ experience in the IT industry. XYZ also has a team committed to ensuring that resources are constructively used to the benefit of the contracting organization. The team of experts understand resource limitations and focus on ensuring that as minimal resources as possible are used within the project without compromising the overall quality. Our project team is basically structured as follows: Designation Function % Commitment time Project manager Oversees the who project through careful management of scope, schedule, budget, as well as the resources assigned to the project 70 Solution Manager This is a technical expert specializing in The Solution Manager is the product expert on specializing on the product and works closely with analysts to ensure quality. 15 Technical consultant The Technical Consultant has the responsibility of review project tasks and offer advice where appropriate and engages in routine review of the project. 10 Risk analyst The risk analyst explores and explores the possible risks that can affect n affect successfully and effective completion of the project throughout its life span. 5 % Other human resources to be committed to the project include 4 software developers, 2 web designers, and 2 IT experts. B. FIRMS EXPERIENCE Our past speaks for itself. The sophisticated and more advanced projects we have previously completed bear evidence to the level of expertise and precision employed by our corporation. Other than completing all our projects over the last five years within budget, 98% of all the projects were completed within the scheduled time. Some of the past projects are highlighted below: a) REGIONAL COUNCIL OFFICE Having operated with an effective integrated information system for a long term, we were contracted to develop the same. This was one of the most sophisticated and extensive IT projects to have worked on. Other than the large pool of parameters to be incorporated, the project involved construction of an integrated system that would accommodate millions of council data dating back to over 5 decades ago. Additionally, the system was meant to integrate all the council’s offices within the single system and also limit communication to within the system. We are however glad that we did not only complete the project within time, but also within the scheduled budget. b) CANALY RESTRAURANT Canaly is no doubt one of the leading restaurants in the region, thanks to the strong and well maintained information system they operate. Well, it is our pleasure to inform you that we did not only construct the information system but also maintain it on behalf of Canaly’s restaurant. Through the system, the organization enjoys easy and secure access to data. Additionally, the system is used in financial management activities within the organization. c). TINAPA RESTAURANT Like Canaly, this is also a leading restaurant. We have purposely included it in this response given that the fact that the system we worked on for them bore closely similar requirements to the one you have requested. Save for the fact that they already had an ongoing system that needed to be integrated to the new one. The project was also completed on schedule and to the client budget. It is important to mention that we have since helped in maintaining the system and monitoring its security. Thanks to the system, the restaurant reported an increase in profits by 20%, mostly attributed to increased efficiency as well as elimination of unnecessary expenditures and procedures. Areas that were unnecessarily overstaffed eased and the staff redeployed to other areas and hence increasing production. C. PROPOSED APPROACH At XYZ, we understand the importance of aligning the integrated information system to the functions and processes within the organization. Based on the provisions outlined in the Request for Proposal, XYZ will undertake a systematic approach to handling the project. This will include the following processes: 1. Review of the business processes involved in the restaurant and the scope to which the system is to serve. 2. Gather existing data within the restaurant and create a central repository system for the same. 3. Develop a summary documentation of the systems functionality and an implementation plan. 4. Develop the required software and web application for the system. 5. Run tests on the software and prepare training manuals and materials. 6. Conduct training exercise 7. Hand over the project D. PROJECT DELIVERABLES The key components that will constitute the projects deliverables include Ordering (POS) application, the back office/finance subsystem and the website application. This will also include: Delivery of the Information system, with all system and application components fully operational System Documentation and User and Administrator’s guides Training material, and training services for training all the involved restaurant personnel (Manager, waiters, kitchen personnel, accountants, and waiters) to the operations of their responsibility. SECTION IV: SCHEDULE and PROPOSED BUDGET Provided below is a simple breakdown of the tasks, estimated budgets and possible timeline. The budget provides below includes the expertise services that will be employed in the project as well as the hardware requirements. Deliverable Name Days Actual Amount Responsible Party Analysis of the project’s requirements 15 $ 8,000 Project Manager, support staff, IT consultants and technical analysts. Development & Customization of Software and web application 40 $ 20,000 XYZ team Synchronizing software to web application 5 $ 5000 XYZ team Testing 10 $ 3,000 XYZ and designated restaurant’s team Training & Procedures 15 $ 10,000 XYZ team TOTAL 90 days $ 46,000 CONCLUSION In conclusion, please note that the details provided are estimates and may vary slightly either ±5% in actual scheduling. However, we guarantee that quality service as well timely deliverable will be met. Our string team of experts as well as the experience we enjoy in the industry will play to advantage in ensuring that the work is completed within the appropriate time and within a limited budget. Basically, other than streamline processes and functions, the system we propose will ensure that staffs are economically used. Read More