The IT Steering Committee of UMUC provides an opportunity to replace the current customer billing and system for payment with new IT system and processes. This new IT system improves the processes to enhance the delivery and payment of the electronic equipment by taking the advantage of the improved project processing. The IT team effort “Change Control Team” provided the recommendations that move to that direction. The identified issues in the business processes of UMUC are that there is an increase in orders with expanded manufacturing as well as increased in demands for the related services. The existing voice, billing and payment system that is currently being used by the UMUC requires the in-house management and handling of various departmental officers in the company. Furthermore, the current process used is time consuming and requires the ordering and shipping department to manually manage the invoices and customer payments by 10th of every month. The company demands for a new advanced equipment for meeting the increasing customer demand. This changing request is at number 1 priority. Delivering the new proposed IT system on time for the combined cost is crucial in order to maintain the credibility of the company.
The company has started to develop low voltage motors that can be custom made and are used for reducing the cost of electricity. The green friendly low voltage custom made motor has assisted in increasing the sales of the company. The proposed new billing and payment system achieves the highest consumer engagement, controlling of cost as well as security within the organization. The implementation of the proposed system will eliminate the need for third party distributors for managing the orders and payment information. Furthermore, the online system will allow the customers to order online through the application that will in return reduce the ordering and processing time of customers’ order. The benefits of this new system are helped to raise in cash flow, such that the clients get bills quicker as well as pay for their order faster. It also reduces in an expense of customer service by facilitating a shift to the self-service client support. There is also a lessening in the cost of operating connected with generating as well as distributing bills. The new electronic billing and payment are efficient to reduce the operating cost as the customers recognize as viable options to the paper methods they are presently used for their business. The proposed system will work in real-time, and the payment of the customer can be made instantaneously. The system will eliminate the waiting time of the customer for processing and update the customer accounts in the company’s database. The system change request includes of improved services, better performance, and support of new services and reduces the cost. The estimated cost of development of IT system is $250,000, cost of hardware = $50,000, cost of new software = $100,000, training cost = $2500. The total cost is 402,500. The following actions are to be implemented immediately such as:
- Implement a billing and payment system for UMUC
- Implement an attached changes in the work breakdown structure
- Implement user guidelines and training manuals to use the proposed system within the company
Apart from that, after the implementation of the proposed system, the employees need to be trained for entering the product description and pricing details of the products in the IT system. This will be automatically updated in the IT system’s database.
For developing and implementing the proposed system will be conducted using waterfall model as the Software Development Life Cycle process. The linear process of the waterfall model adopted in the implementation will provide simplicity and with a particular sequence of processes. The application of the waterfall model will be conducted according to the SRS (Software Requirement Specification) of the billing system. The waterfall model is used as the system development lifecycle model that has distinct goals for each stage of the development. The advantage of this use of the model is that it permits for departmentalization as well as administrative control. The development moves throughout the design, execution, installation, testing as well as troubleshooting that ends up with proper protection. The billing and payment system should be developed with appropriate SDLC approach that is followed based on both internal as well as external factors. With the use of waterfall model, the requirements are well documented as well as fixed. The technology is to be understood, and there are no such vague needs within it. The resources with necessary expertise are accessible in order to keep the product. Then, the duration of the project becomes little.
These changes are to increase the efficiency of the project development organization. However, the change management engages with calculating the experience to the hazards such as entire risk to the business to handle in a well-organized manner. The development and implementation of the proposed system comprise of various risk. One of the major risks in the implementation is the flaw in work-breakdown structure and scheduling. The scheduling risk can be avoided by the efficient planning of the integrated task. Moreover, the task scheduling needs to be checked after every process or phase in the waterfall model is established. In addition to that, the lack of information produced during the initial phase of project designing will hamper the final developed billing system. For mitigating the risk, the software requirement specification needs to be developed in details and with communication with all the members of UMUC. The changes in the requirement in the middle of the software development can cause the delivery delay in product implementation.
The risks, which are identified due to an implementation of change control, are a risk of unauthorized assessed changes, unexpected outages, a threat of low success rate of change, a threat of emergency modification as well as the threats of project delays. There may also be the risk with the use of waterfall model for doing changes in the system. The waterfall development does not allow for any revision. At the testing stage, the application is difficult to go back for a change, as it is not well thought within the stage.
The operational disruptions are considered as one of the risk factors for the organizational change. The approach used to reduce the impact on the company is to establish the proper completion pace that will differ depends on the size of the company as well as the complication of the project. The budget risk arises when there is a delay in the project, missing in milestones, overrun of the budget, rework required on the design as well as loss of work by the development team. Then, the plan is not succeeded to deliver the proper results. The risks are that it gives big impacts on the customers as well as suppliers those are included with the change management process of the company.
The developed system will incorporate various real-time applications and features that were not present in the existing billing system. Therefore, the proposed system will include electronic invoices that are directly sent to the customer to their individual email addresses. The proposed system will also include the electronic payment for the ordered custom low voltage motors.
A presentation and training process is provided regarding the system change control within the organization. In a case of any query regarding the change control implementation guidelines, please contact me at +61-458690267.
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