System Design and Development Project - Voice over Internet Protocol - Essay Example

System Design and Development Project s of Learning: s Overview VOIP (Voiceover Internet Protocol) System is to replace SONET (Synchronous Optical Networking Ring Topology). This document describes system requirements, the operating environment, and its architecture in the approach of project management. Problem Statement: What are the benefits of switching from PBX handsets to use of VoiceIP software? 1. INTRODUCTION 1.1 System Design System design is a systematic way of defining, designing, testing and implementing a new software application in a program. In an organization the purpose of a system design is to solve the functional requirements of the system. The VoIP systems were designed to counter the cost of telephone systems especially the long distance calls. The introduction of VoIP has made the communication be cost effective to enable technical account manager communicate with clients (Shelly 1995, p.21). Currently, the organization spends vast resources in phone calls t its client. The purpose of the case study is to analyze the viability of removing PBX handsets and use of VoiceIP software. 2. Project Executive Summary The organization should: Have a detailed discussion and understanding of the steps in the systems development cycle and what each step entails. Identify various development life cycle models. Identify the reasons for deciding on the system development life cycle. Evaluate the factors in approaches. Every stakeholder should understand the principles of the development method. Make suggestions of the system to be used to solve the arising challenges (Shelly 1995, p.33). 2.1 Project Objectives The main goal is to reduce costs of communication for the organization through the switch off. The system will conduct the following duties; Send notifications to the technical team six months to the clients six months before the client terminates the contract. The customer will be in a position to evaluate the Symantech gateway products Send a renewal notification for the contract two months before the contract ends. 3.0 VoIP Technology This form of technology works like the traditional data transmission mode whereby the voice is broken down into binary codes, distributed across data networks and reassembled at the location of the receiver. It differs with the traditional FBX in the PSTN since it needs a single dedicated logical connection between the beginning and end users depending on the duration of the call. 3.1 Factors driving the organization to adopt VoIP One of the driving factors about VoIP migration is that it provides quality services. Another driving factor is that it lacks regulatory oversight of VoIP service providers. The regulatory void has led to arbitrage opportunity to enable the service providers deliver similar products delivered by traditional communication methods. This propagates reduced costs and increase savings figured to the customers. Lack of regulatory costs also create low entry fee for startup VoIP providers. The fact that VoIP services provide provides multimedia and unified messaging capacities makes it overrun the traditional long distance services. The mode also provides operational efficiencies enjoyed by the organization. 3.2 The implications of VoIP VoIP has considerable economic advantages over the PBX which is a traditional telecommunications system. Through the use of VoIP, consumers realize low monthly bills due to government regulations on the system. Business entities also reap benefits from cost savings and functional abilities of the integrated system that offers integrated voice and email messages. This develops customer confidence on the services provided by the company. The notifications made to the clients before to renew their contracts prepare the clients for the services provided. 4.0 System Life Cycle The life cycle of the systems is an approach for enhancing information systems in the business project through the following; 1) Planning Know the system to be developed, describe the size of the project and the level of information system it requires and the adjustments that will be done whenever the project increases, then write a document describe the business in brief and describe the plan to be executed in the project and the management line-up. 2) Analysis Know what the business needs and how the user and the information technology experts would work as a team to discuss and write what the business needs for the system they would like to endorse. 3) Design The structure and the model of the system and the flow of how it would work are important. These will include the hardware, software and the network equipments that will be needed for the system to work efficiently. 4) Development Build the designed structure and the database programs to be used from the graphics of the design, the system can now be built putting in the details from the design. 5) Testing Know how the system will be tested and carry out the tests. All the units should be tested each to satisfy that they are working properly and the separate systems can work together and check if it meets the business wants. 6) Implementation Install and provide training to those who will be using the system. Make sure all the workers have the system and try using it in working. Each one of them can be provided with a manual of how to use the system. The management can decide on whether to use both the old and new system or use only the new one. 7) Maintenance Frequently check the software and hardware updates, build a customer care that will customize the changes to the system and change the requests and also to help users understand how the system is used. In the VoIP Systems the data and voice are put on the same network. The phones that rely on VoIP and computers are connected to local access network which is also connected routers. The routers are connected to the linear optical network. When the network will have been completely connected then services will be executed on the same network. A large profit is expected when the system will offer services (Shelly 1995, p.54). 4.0 Project Feasibility Feasibility refers to how easy the system can be done and how the proposed project can be evaluated and analyzed. Many organizations are making effort to switch from other corporate networks to VoIP system because it is cheaper and efficient way of communication. 5.0 Project Management This is the process of applying knowledge, skills, tools and expertise to the activities in the project so that the target can be met within the time scheduled, costs intended, quality production and the expected scope. In management of the systems the company will have to employ competitive personnel so as the goals of the project are met. 5.1 Management Issues Management issues are continuous system of determining and correcting arising problems. In the cycle of the project and the VoIP system the unexpected challenges come up. The system management had prepared for problems that may occur like hacking of the corporate network that would alter the services offered by VoIP. A resolution process was put before the project was put to the world market so that customers do not suffer whenever there is a fraud. Challenges may occur among suppliers who may fail to deliver goods and services on time, technical hitch when a part of the system fails, scarcity of materials, these bring a negative impact to the project. If the issue is not attended to on time, the organization will experience a big loss. 6.0 Change/Risk Management A risk unlike an issue is what the management expects but still goes ahead to use it. Like using unskilled staff, it is expected that there will be poor production. In the VoIP the risk taken is to spend a large amount of money implementing the network, expecting that people across the world will endorse it and later on earn them profit, they would have the challenge of convincing people to use it especially the big business companies. It is always advisable that the risks are comprehended before the project begins, this can be learnt from older projects with a similar idea and learn from the past experiences. 8.0 Project Configuration Management Configuration management is a process of noting the track and protecting the products from the project from being accessed by unauthorized personnel. They should be able to put specific versions and do not disclose information about them. Have a record about the information Monitor alters to the products and it should only be done by the people specified by the management. Make a follow up to the products to ensure that it is the right product being released to the market. In VoIP System, if the configuration management is not observed over a long period, the system may end up having different versions of software and no one will be able to identify the latest. 9.0 Contract Management In this type of management the client is supposed to know the types of contracts they are likely to come across when including a third party in their organizations. The system needs a lawyer to defend the interests of the client. Both parties are liable to have a scope of the kind of contract they are getting into to minimize future losses (O’Docherty 2005, p. 15). 10.0 Document Communication Management This is ensuring that there is effective communication in the project among staff. The manager should get the skills on how they will be communicating with their juniors to avoid crashes and miscommunications. Quality review/ control The project quality review is concerned with the following areas: The administration and authority of the project The architectural view of the project, the members of staff and the expertise when carrying out activities. The extremes the management is willing to go so as to have quality achievement of their objectives. The size and the adjustments in the management The cost and time the project is expected to take throughout its life cycle. The relationships among the suppliers, customers and the vendors. To obtain all these objectives, the leaders take interviews with the team members, survey on how the system is working, and go through databases to see the progress of the project from previous data. After carrying out the information, a report is written noting what they would have assessed and the recommendations they would like to make to improve the system performance. Their main interest is to make sure that all the risks are well managed and that the project is completed on time and the cost is within the estimated range (McLeod & Jordan, 2001, pp. 28). 11.0 Conclusion If all procedures are strictly observed whenever a system design is being developed, the end results are bound to be great. The VoIP system should be put on the world market so that infrastructure could be cheaper and more effective. Reference List McLeod, R. & Jordan, E. (2001). Systems Development: A Project Management Approach, John Wiley & Sons, Ltd, New York, NY; U.S.A. O’Docherty, M. (2005). Object-Oriented Analysis and Design: Understanding System Development with UML 2.0, John Wiley & Sons, Ltd. West Sussex, England. Shelly, G. B. (1995). Systems Analysis and Design, Boyd & Fraser Publishing Company. Read More