A to Purchase a More Efficient Software System for the University - Research Proposal Example

A Proposal to Purchase a More Efficient Software System for the Introduction The has been utilizingan interconnected computer system that is outdated and thus inefficient in discharging its role. Essentially, the system is outdated and vulnerable to constant hacking thus failing to guarantee the security of critical data. In the recent past, the system has been hacked at least three times causing major disturbances and inconveniences to the accounts departments. In view of these developments, it is undoubtedly evident that the cost of maintaining the current system is exceedingly high and unnecessary as frequent repairs and maintenance is required. A part from direct cost implications, the current system forces the University personnel to work overtime in an effort to clear up work baggage. This unfolding is not only inconveniencing to the staff but also results to additional costs of labor for the overtime work. In line with the above challenges facing the current computer system use in the University, I have opted to present a proposal of that, if implemented, will see the entire system replaced with a more efficient software system. The new system targets to improve efficiency in all University departments by minimizing on the cost of maintenance, enhance the rate and quality of service delivery, and minimize the instances that University staff is forced to work overtime (Miner, J. T., and Miner, L. E., 2008). The Problems Related to the Previous System The University has in the recent years seen unprecedented raise in the number of students enrolled for various programs. According to the records from the admissions department, the total number of in-session students at any moment is estimated to stand at 10,000. In relation to the system used to serve these students, it is undeniable that its capacity is by far being outstretched. The current system was installed when the university was starting implying it was meant to serve just but a few number of the students in the University at the time. As such, the current system has become exceedingly slow t hanks to the high number of records it has to keep. This has resulted in unnecessary and frequent delays in most of the departments. The consequence is that both the students and staff end up wasting their precious time which could otherwise been utilized in some constructive businesses. Secondly, it is not unusual for a student to visit the finance department only to be informed that the system has either crushed or developed delays and, therefore, they should come sometime later. The cumulative impact of these cases results to excessive commotion when the exam period approaches as students scramble to get clearance from the accounts department. It is also at such moments when errors are magnified and the system could end up breaking completely. Suggested Solutions To resolve the almost perennial challenges experienced in most of the University departments, it is imperative for the University to totally overhaul the entire computer and software system and replace it with a more efficient system. Therefore, I propose that the University considers replacing the current computer system with new hardware as well as software. I further propose that the new computerized system be purchased from Systomic Company. Systomic Company is one of the renowned and dealers in computer hardware and software. If the system is installed, the University would be guaranteed of better returns with minimum cases of hiccups. To facilitate a stable operational activities and processes in the University Finance department, an efficient and trust worth computer system needs to be implemented. Such a system could be in form of application software that permits the management, tracking, and reporting of all processes that takes places in the department. Systomic Software is designed to achieve this purpose. Systomic is a type of software used in business management that allows the users to create a harmonized database which includes activities, to-do lists, and various scheduled events of the staff of the accounts department. The finance manager can then monitor the financial activities and processes that take place. In addition, Systomic shareware is a feature that allows the manager to share and monitors data capabilities within the database. The University can further apply the Systomic system in tracking the financial analytics by Accounts Receivable and Accounts Payable. Benefits of the Systomic System The proposed system would be made up of new computer hardware systems with very high processing speeds. The high processing speed is beneficial to an institution of higher learning that treasures the idea of time saving. Furthermore, the Systomic software is a light program which implies that it requires less space to be loaded to the Random Access Memory of the computer. As such, availability of extra space would facilitate multi-processing and multi-tasking thus saving on time. The efficiency of the proposed system is guaranteed unlike the former current one that is prone to bugs. Systomic System is incorporated with special security features and debugging tools that detect a problem well and in advance and notify the user immediately. This saves the user from propagating massive errors that could otherwise been avoided. Furthermore, cases of hacking are almost zero as the system guarantees advanced security features. Thirdly, the proposed computerized computer system is by far much more user friendly as compared to the current system. The staff can easily learn to use the software based on the user manual as well as the guidelines that appear when the program is running. This benefit implies that no specialized training would be required for the University Staff to learn how to use the new system. In addition, the proposed computer system and the software work efficiently in a Local Area Network. This implies that, unlike the current system, various departments within the University will be interlinked thus minimizing the cases of students visiting the finance department to verify their balances. Instead, students belonging to various faculties can simply confirm their balances by vising the offices of their faculties. This will facilitate faster clearance of students to attend classes as well exams. Cost For the complete and successful roll out of the proposed system, an average of cumulative 100, 000 dollars is required. As already stated previously, the new system comprises of both the hardware and software computer components. The University requires an average of 100 duo-cores and 320 GB hard-disk space computers. Averagely, the cost per computer that includes the installation of all prerequisite software stands at $1000. The installation process if absolutely free is it will be carried out technical experts from Systomic Company. In addition to this, the system will include a two month subscription free training package. Conclusion The benefits derived from the proposed system are immense in transforming the various University offices into vibrant departments that guarantee faster, safe and efficient service delivery. Implementation of the new system would eliminate the unnecessary queues and waiting time in different departments especially finance departments. In addition, the proposed system is less vulnerable to virus attacks and hackers. This security feature guarantees the security and confidentiality of the data that is maintained in different university faculties and departments. Essentially, the University would be guaranteed that cases of students’ dissatisfaction as they seek clearance in the finance department are a matter of the past. In addition, the University would tremendously cut down on the unwarranted expenses used to meet the cost of maintenance and repairing the current system used by the University. Recommendation The university should expeditiously consider replacing the old and outdated computer system with the proposed Systomic computer system. The long term benefits that would be derived from utilizing the suggested system by far much exceed any bid to retain the current system. This is because the current computer system requires constantly repairs and maintenance. Secondly, I would recommend that if my proposal is accepted, then the new system should be ordered from Systomic Company. This company is credited for its efficient system that is free from bugs and user friendly. Furthermore, the company has a policy of assisting their clients with maintain services at a subsidized rate for a period not exceeding one year. Reference Miner, J. T., Miner, L. E., & Miner, L. E. Proposal planning & writing. Westport, Conn: Greenwood Press, 2008. Print. Read More