System Change Request Memo - Case Study Example

The present system change being sought has to do with adding security features to the new billing system that was proposed earlier. As it is now, a new billing system has been introduced that embraces the characteristics of simplicity, modernity and advancement. The new billing system would work on the bases of online payment. This means that the new system would permit parents to make payments from the comfort of their homes and offices through bank check payment or credit card. Having said this, it is very important that the system be checked against abuses that may come in the form of software hacking or any form of interjection that would make it possible for unscrupulous people to have access to the billing system and break into its codes.

To this effect, the installation of security features in the new system is advocated. The new security system should guard against both payers and recipients of payments so that fairness can be ensured from both parties. Priority 1 Parental consent and awareness: Parents must be informed and educated about the new billing system. This consent and awareness creation is very important because the parents are going to be the end users of the new billing system. 2 Financial sourcing of project: The next priority would be to go on the look out for funds to run the new billing system.

Already, parents have experienced interest to support in the funding. This means that soliciting of funds shall be done along side the awareness creation. 3 Building of system: The next and perhaps the take-off priority would be to get the building of the system underway. This will be done by a group of experts with an oversight role played by myself. 4 System change implementation: After the system has been built, there would be the urgent need to finally migrate unto the new system. 5 Evaluation and review: The last area of priority would have to do with the evaluation and review of the system to ensure that it is working in perfection and for the purpose for which it was created.

This is an important prioprtiy as it would ensure the sustainability of the entire system. Justification The need for the new billing system is highly justified for four major reasons. In the first place, the new system will bring about an improved service in the billing and payment structure of the school. By improved service, the school will be in a position to service parents better by reducing the hassle that parents go through to get their fees paid. Secondly, there is going to be better performance in the billing system.

This is because all forms of errors that resulted from the manual calculations done by the vice principal will be eliminated. Even more is the fact that when the security features are introduced into the new billing system, there will be stronger control of the billing system to ensure that software risks and risks of security break-ins are avoided. Finally, the new system and accompanying new security features would go a long way to reduce cost. This is because apart from the cost of building and maintenance, there would hardly be extra expenditure in the form of buying of stationery and other office inputs to regulate the billing system.

Cost Funding has already being mentioned briefly. Going into the details, the cost of the new system shall be directed towards labor, materials and training. Labor shall involve the hiring of experts who would install the new system and software. Materials would involve the payment of all machinery and equipment that will be needed to get the software installed. Finally, after the installation of the new system, the consultants involved would need to train other personnel to man the running of the system.

On the estimate, acquisition of material would be the highest of the cost, going to the range of $92,000 for the total installation. Labor would follow with an estimate of $4,900 for the total project whiles training will cost an estimated $900. Benefit/Risks The benefits of the proposed system change are numerous and overwhelming. In the first place, the entire new billing system would ensure promptness of the billing system because delays in the journeying to and from the school before payment could be done will be eliminated.

Secondly, the new system would ensure accuracy with the collection of fees and keeping of records of the same. Unlike the manual system that is prone to mistakes and errors, the new system ensures accuracy. Thirdly, the new inclusion of a security component would ensure that the billing system is not abused by deceiving and cunning people. Finally, there is going to be much room for school staff to have enough time to undertake other duties and responsibilities in the school that would ensure the growth of the school.

Having said this, these risks are noticed. First, the initial capital funding may affect the budget and future projects of the school for a long time. This is because after undertaking this new billing system, the school may not be in a position to undertake other developmental projects. The security of the system against hackers cannot also be assured on a 100% basis as big corporations even continue to suffer software invasions. Type closing here (most common is “Sincerely,”) Enter your name.

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