Prestine Shine Detailing Service - Case Study Example

Table of Contents Table of Contents 1 Issue Report 2 Executive Summary 2 Executive Overview 3 Detailed Issue Description 3 Upstream Effects 3 Business Effects 4 Downstream effects 4 Discovery Process 
 5 Options Report 5 Executive Overview 6 Detailed description of options 7 Recommended solution 11 Change Request 11 Project Details 12 Request Details 12 Change Details 12 Change Justification 12 Impact change 13 Form Distribution list 13 References 14 Issue Report Issue: Data Loss and Insecurity Issue Number Title Description Impact Priority Owner Current State SB 007 Data integrity Inability of the system to retain customer data Medium 3 System Admin Action SB008 Data Backup Lack of a proper data backup system Medium 4 System Admin Action SB009 Security Breach Lack of an appropriate firewall & online protection High 1 Network Security Analyst Action SB010 Hacking Lack of proper security or intrusion detection systems High 2 Network Security Analyst & System Admin New Executive Summary Prestine Shine Detailing Service (PSDS) is a mobile car business formed in 2003 to serve Melbourne city. The company has had issues with dealing with its customers in the past hence the need for a project that would improve its service delivery. The project involved introduction and implementation of online services that would enhance the company’s online presence and boost its growth rate. Nevertheless, the project completion was hampered by a serious issue of data loss and insecurity. This requires an urgent intervention to realize the set goals and objectives. Executive Overview The report seeks highlight the issue relating to the company’s initial project of online services; identify and describe the available options (solutions); as well as prepare a change request form upon selection of a suitable option. Detailed Issue Description The project’s ability to achieve its goals and objectives as per the set timeline has been hindered by data loss and insecurity. The issue involves the website’s inability to retain customers and other stakeholders’ data in the database. This problem exists in the company probably because of poor data backup system. Besides, the project’s success is hampered by an issue relating to insecurity. This implies that the website’s is invaded by cyber criminals who tend to steal customers and company’s sensitive information. This issue has arisen despite the project’s assumption that there is an effective data backup, security and privacy system put in place. Upstream Effects The project’s aim is to enhance the company’s online presence and steady growth rate. Consequently, this will facilitate the company to gain and maintain a strong competitive advantage. Nevertheless, the data loss and insecurity issue inhibiting proper implementation of the project clearly has serious upstream effects on the company. This means that the issue will negatively affect the company’s strategic plan, which in turn will hinder effective and efficient realization of the business’s overall goals. Therefore, the existence of the aforementioned will significantly render the project useless as it will not solve the problems for which it was implemented. Business Effects Initially, the project was intended to aid business activities of the company by ensuring an improved growth rate and continued online presence. It was also aimed at enhancing a faster and reliable booking process in the company. Additionally, the project was intended to eliminate manual intervention or paper work, as well as improve the visiting customers’ experience. The implementation of the project was also meant to make the company services more attractive and easy to complete. However, upon implementation, the issue of data loss and insecurity has limited the achievement of the aforementioned business goals and objectives. Overall, the issue is detrimental in preventing the company from achieving its set business goals and objectives. Downstream effects The issue of data loss and insecurity is also significant to the project because of its downstream effects. In this case, downstream effects entail those relating to stakeholders in a business whose interests are not closely considered. These stakeholders include end-users, that is, people who intend to use the project’s product. Ideally, it is crucial for the project managers to consult and involve the project customers on project activities, as they need to authorize it, formally accept, or reject the project deliverables. This is important in ensuring that many problems relating to the project at hand are eliminated in advance. In this case, the issue of data insecurity and loss has negatively affected the downstream aspect of the company. This is because the system keeps losing sensitive and confidential information belonging to the customers. The company is also experiencing an increasing number of complaints regarding to cybercrime. This means that customers and the company itself lose vital to data to cyber criminals due to ineffective data security measures that are in place, as well as poor data backup systems. Discovery Process 
 Here, the project’s issue of data insecurity and loss has greatly affected the company’s overall activities and performance a noticeable extent. Discovery entails the process through which a business firm identifies and reviews all the available opportunities and choses specific projects to undertake at a given time. This is the process that ensures that the company pursues the best opportunities available. In this case, the discovery process involves identifying all the potential ideas on how to solve the issue at hand. It also involves portfolio planning in which possible projects are matched with the capabilities and resources of the company. As a result, the company gets a list of appropriate project priorities. Some of the ways in which the company can solve the present issue include upgrading the data backup system, use of uninterrupted power system, optical disks and fault-tolerant systems. Another possible entails putting in place information privacy and security to guide on data access. Options Report Name Position Email Jeremy Clarkson IT Manager Clarkson@pristine.co.au Rose May IT Security Analyst RMay@pristine.co.au Jeffery Jones Operations Manager jones@pristine.co.au Amber Rupert General Manager Rupert@pristine.co.au Version 1 Security & Backup Discovery report .1Cisco Security Cisco.com Security document .2 Cisco Back-Up Ciscon.com Back-Up document .3 Cisco Fault Search Cisco.com Fault document Executive Summary The issue of data loss and insecurity can be solved by employing various options. One of the solutions to the data loss is setting up a strong and upgraded data backup system in the company. This will be achieved by identifying the best systems in the market and installing it in the company. The second option of solving the issue of data loss and insecurity is by use of uninterrupted power supply (UPS), which is achieved by buying and interfacing it with a power source to ensure a systematic shutdown in case of power outage. The third option involves the use of optical disks and drives to protect vital client and company information. This is achieved by storing data on a fixed disk using laser beam to alter the disk’s surface. The fourth choice to solve the issue of data loss and insecurity is the use of fault-tolerant systems. These systems safeguard data by putting it on various physical sources or duplicating it. The separate physical sources include different disks or partitions. Executive Overview This section of the report intends to identify the possible options of solving the issues of data loss and insecurity. The options include use of upgraded backup systems, uninterrupted power supply, optical disks and fault-tolerant systems. A detailed description for each choice includes benefits, issues, other requirements, project ramifications, downstream effects, future considerations, and budgetary changes. Lastly, the section recommends a solution to the issue at hand. Detailed description of options 1. Backup system Using a tape backup is an economical and simple way of making company information usable and safe. Data protection experts recommend this option as a first line defense mechanism against information loss. This will minimize the risk of data loss through maintenance of the present backup, that is, copies of the current files, in order to enhance data recovery in case of any loss. This will require proper equipment, a frequent plan for periodic backups, maintaining current backup files, as well as personnel to manage the backup plan. Backup methods include copy, full back up, daily copy, and differential copy (Nelson, 2011). Copy backup entails backing up all the designated files without indicating that they have been backed up. Full back up is about backing up and marking selected files regardless of their status since the previous backup. In case of daily copy, only those files changed that day are backed up without indicating that they have been backed up. Incremental backup ensures that data is backed up and selected files marked only if they have been modified since the previous backup. Lastly, differential backup ensures that selected files are backed up without indicating only if they have been modified since the last backup (Preston, 2007). This option will call for other requirements in terms of extra financial and human resources to implement and handle it. The staff responsible for the technology will also need more training to facilitate successful usage of the option. Consequently, the budget will inevitably be adjusted to cater for the costs of the aforementioned requirements. Future considerations in this case involve more funds for training, purchasing, and maintenance of new technologies due to constant changes. The option is beneficial to the company as it will ensure that its and clients’ information is safe. It will also enhance fast and reliable service delivery. Nevertheless, it is costly to implement and maintain in terms of technical and human resources. 2. Uninterrupted Power Supply (UPS) As Gutwirth, Poullet and Hert (2010) argue, data can also be protected in the company by ensuring that there is UPS. UPS refers to an automatic external source of power designed in order to maintain the devices or servers work in case of any power outage. The system uses uninterrupted power supplies, which can border with operating systems including Microsoft Windows NT. This can be achieved by ensuring that a standard UPS offers two critical components: a source of power that will enable the server to continue running for a short period and a secure shutdown management system. Power source can be a battery, while the UPS may be a gasoline engine that runs an Alternate Current power supply. This will be helpful since the UPS will warn users to complete their tasks in case of power failure. Additionally, the UPS waits for some preset time before performing an orderly and secure system shutdown. In terms of the benefits, the UPS option will greatly improve the company’s data protection since no data is lost through power interruptions, which are always unplanned. Nonetheless, this will call for more financial resources allocation to ensure that the company purchases enough devices to cater for its capacity. Maintenance costs will also need to be considered both in the budgetary allocations as well as in the future considerations of the company’s information security plan. Some of the downstream effects of this option on the company include high data security and storage. Customer and company’s vital information will be effectively protected from loss and damage. The end-users’ confidence on the company will also improve due to well-kept and updated records (Gutwirth, Poullet & Hert, 2010). However, implementing this choice will require additional costs for the company. 3. Optical disks Thirdly, Hill (2009) says that the use of optical disks and drives is also essential in protecting vital business data. This technology enables data storage on a fixed disk by using a laser beam to alter the disk’s surface. This option is increasingly becoming popular in the business world. With the evolving technology from read-write and read-only CD-ROMs to the latest DVD technologies, the devices are widely used to keep large volumes of retrievable information. Optical drive dealers offer a wide range of storage configurations, which are either network ready or may require a network server. This option is an exceptional alternative for a long-term backup and the technology has many variations. CD-ROM technology is a common type of optical information storage. Mostly, the device allows data to be read. Some of the benefits involved in using the technology include high storage capacity, thus enabling large amount of data to be stored safely. The device is also advantageous in that they are replaceable and portable. Files are also kept safe from deletion because of the ‘read-only’ nature of the data. Other types of the optical disks and drives are DVD, WORM and rewritable optical technology (Hill, 2009). The implementation of this option will also alter the project in terms of its data security system. Since more funds will be required to set up the new system, the project management team will find it imperative to adjust the initial budget to cater for the new possible changes. Other requirements will involve ensuring the presence of appropriate personnel to use the new systems and further training of the staff and other stakeholders on how to effectively use the technology. Future considerations in this case will entail more financial allocations to the implementation of technology to ensure it runs consistently. Its downstream effects on the company will be manifested by total elimination of cases of data loss and data damage. Further, customers will be satisfied with assurance that their sensitive information is well kept. The company image will also improve; hence a wider customer base than before. Nonetheless, the company will incur extra technical and human resource costs. 4. Fault-tolerant systems Fault-tolerant systems are also highly indispensable in reinforcing data protection efforts in the company. These systems safeguard data by putting it on various physical sources or duplicating it. The separate physical sources include different disks or partitions. Information redundancy enables data access even if some of the information system fails. Besides, redundancy is a common feature to many fault-tolerant systems. Fault-tolerant systems must not be used to replace regular backup of local hard disks and servers. In fact, a well-planned backup strategy is the most appropriate insurance policy for data recovery from loss or damage. Some of the alternatives that fault-tolerant systems provide include disk mirroring, disk stripping, clustering, sector sparing, and mirrored drive arrays (Boehm, 2011). This choice is beneficial to a company because it ensures that data is recovered in case of any loss. As a result, the company will avoid costs relating to data loss, handling customer complaints, loss of customers, as well as poor image and reputation. Nevertheless, the choice is not without issues, as it is capital intensive. This implies that the implementation of the technology requires a lot of money. Upon implementation, the project will bring about a lot of advantages including cost reduction, data protection, data recovery, and customer retention. The project’s downstream effects will include data protection, enhanced privacy, customer satisfaction, cost reduction, timely customer response, as well enhanced customer confidence in the company. In terms of future considerations of the project, the company should invest more on fault-tolerant systems in order to protect its information from possible losses. It is worth noting that the choice will have serious impact on the project’s budget. This is because the initial amount of money allocated to information security in the company will be insufficient to implement the necessary changes, hence the need for adjustment. Further, the company will incur additional costs regarding installation, maintenance, and training of the technical team. Recommended solution The aforementioned solutions are all appropriate for solving the issue of data loss and security. The most suitable and recommended solution to this issue is the use of a backup system. This is because of its efficiency and effectiveness in safeguarding information from loss and theft. Change Request 1.) SUBMITTER - GENERAL INFORMATION CR# CR 001 Type of CR  Enhancement  Defect Project/Program/Initiative Submitter Name James Black – Project Manager Brief Description of Request Commissioning of a Back Up System for the organization with Fault tolerance & Security Features Date Submitted 1, September, 2014 Date Required 30, April, 2015 Priority  Low  Medium  High  Mandatory Reason for Change Other Artifacts Impacted System security Assumptions and Notes Users of the system will adopt the new system and changes easily Comments Close monitoring of the system should be conducted Attachments or References  Yes  No Link: Approval Signature DONE Date Signed 1, September, 2014 Project Details Name of Project File references Pristine Shine IT Security Upgrade Marval P/Tracker Central Request Details Date of Request Request No. Name of Requestor Project Position May 2013 ITS004 Pristine Shine In progress Change Details Project Category Proposed Change Reason for Variance Scope IT Security None Time 2 years Change of Requirements Cost $ 350,000 Inflation Quality Excellent None Risk Management Upgrading data backup system To avoid data loss and insecurity Communications Other (add cat. name) Change Justification Priority Immediate Essential Urgent High Medium Low Intended outcome(s) The option will enhance data security Expected benefit(s) The solution will prevent further data loss and security. It will also enhance customer satisfaction, service delivery. Cost reduction, improved reliability and speed Impact change List any important impact of the change(s) on the Project deliverables It will facilitate secure, reliable, speedy, effective and efficient delivery of project deliverables Form Distribution list Name Position/Department Distribution method Date distributed James Black Project Manager Mail Jeremy Clarkson IT Manager Mail Rose May IT Security Analyst Mail Supporting Documentation NONE References Boehm, F. (2011). Information Sharing and Data Protection in the Area of Freedom, Security and Justice: Towards Harmonized Data Protection Principles for Information Exchange at EU-level. Verlag, Berlin: Springer Science & Business Media. Pp. 1-30. Gutwirth, S. & Poullet, Y., Hert, P. (2010). Data Protection in a Profiled World. Verlag, Berlin: Springer. Pp. 10-40. Hill, D.G. (2009). Data Protection: Governance, Risk Management, and Compliance. New York: CRS Press. Pp. 15-35. Nelson, S. (2011). Pro Data Backup and Recovery. New York. Apress. Pp. 1-25 Preston, C.W. (2007). Backup & Recovery: Inexpensive Backup Solutions for Open Systems. New York, NY: Routledge. Pp. 10-30 Read More