Changeover to Computerized System

Student’s Name

Institutional Affiliation

Date

Introduction

The department of everything else (DoEE) requires changing some aspects of how they handle their systems so that they can be more efficient in their distribution of services as a department. The Department of Everything Else (DoEE) needs to switch from the manual and legacy system of working. Their legacy system involves manual entry of data into physical files and storing them in big cabinets. The Department of Everything Else (DoEE) wants to get a more efficient way of using modern technology to be able to have tools to enter data effectively. The new system should also provide access to the required data by the Human Resource department. The information will be accessed promptly if the system is implemented. There can be the digitization of hard copy documents so that they can be stored in the servers or digital storage (such as cloud storage, hard disks or flash disks) so that they can be accessed via the new IRIS solution by the relevant parties.

Organization Background

The United States Department of Everything Else (DoEE) assumes a basic part in the country’s capacity to react to normal and human-made catastrophes that occur at home or in foreign countries. The Department of Everything Else is given the responsibility of direct assistance to the countries facing the natural disasters. Besides, the department of everything else (DoEE) bolsters the U.S. Branch of Defense in its revamping endeavors by giving oversight and direction in all framework reproduction and recovery endeavors. The DoEE is the focal power for reacting to all characteristic and artificial calamities in the type of direct money related, medicinal, and reproduction associate/administrations. The DoEE was in charge of remaking New Orleans after the 2005 Hurricane Katrina. The Department of Everything Else was also involved in Indonesia after the 2004 Indian Ocean Tsunami.

Technical Approach

The Department of Everything Else (DoEE) requires changing from manual content management system to a computerized system in a seamless change ensuring that their services continue to run effectively while increasing the efficiency of the Department of Everything Else (DoEE). The Department should look into doing a feasibility study to determine the factors that would affect the changeover of the systems. The changeover will be determined by the feasibility study which looks at all the aspects that may affect changing from a manual system to a computerized system (Roebuck, 2012). The feasibility study is necessary for planning if the department would require new computers or change of the IT equipment. The feasibility study also is used to assess the benefits of the new system.

 The next stage involves looking at the possible problems the new system can encounter when and if it is implemented. The existing system is scrutinized to ensure that all the processes that are needed for the new system are taken into account. Design for the new system is drawn using various unified modified language diagrams such as class diagrams and data flow diagrams (DFDs) which show the general design of the new system (Lewis, 2008). The system or software required by the Department of Everything Else can then be acquired using two ways after determining the design and the objectives they want. The system can be either bespoke or generic. The software can be bought, or the Department of Everything Else can decide to hire programmers to code the software. Bespoke software can be modified specifically for the specific needs of the Department of Everything Else.

The software should have an ‘easy to learn’ users interact that is direct and easily understandable by the users of the system. It is critical that the users of the system (workers at the Department of Everything Else) are constantly involved in the development of the system because they will be the users. The system is then tested to ensure that bugs are dealt with before giving the system to the user (Boyde, 2014). There should be both black box and white box testing to ensure that the code written on the software of the system works well. The testing is also for validation of the system ensuring that the user can use the system to perform the specified tasks as required by the Department of Everything Else. The Department of Everything Else should look into training their employees on using the new system so that when it comes into effect, there is a seamless changeover from the previous system to the new system.

The training would provide the workers a chance to familiarize themselves with the system (Gary Shelly, 2009). The training sessions also give a chance for the Department of Everything Else to test the efficiency and effectiveness of the new system further and whether it has achieved its goals. The manual information can be digitized by scanning or entry into the system databases where the new software will be able to access the information they require when it is needed. The databases are stored on servers, and backup is set up to cloud storage in case the servers on site breakdown, the information of the Department of Everything Else can still be accessed. The central location of information or data ensures that there can be multiple accesses from two different users who are in two different physical locations or are using two different devices.

Objectives

Security

The security of data or information of the Department of Everything Else can be protected from access by unauthorized persons. The system implements passwords and other verification procedures to ensure that the information is not accessed and altered by unauthorized persons.

Faster Access and work rate

The users of the system can be able to access information needed by the HR department very quickly ensuring that all information is accessed quickly for faster services instead of going through many physical files. The system allows for the employees to work faster and efficiently.

Reports

The system is aimed at giving out information or data to the users in an organized manner ensuring that the resource is used effectively and efficiently especially space and time. The managers or supervisors can access information from the software in a systematic manner without wasting resources such as paper.

Workflow

There is improved the flow of the working environment of the offices of The Department of Everything Else (DoEE). There is a central location for all information that could be accessed by the workers in the offices of the Department of Everything Else. There is no redundant storage of files since the information can be accessed from any office in the country using the network that the Department of Everything Else is using.

Accuracy in data capturing

The use of the computerized system instead of the manual system allows for the workers to use validation tools embedded in the software to ensure that the data entered by HRM administrators. The interface forms a simple way for the HRM administrators to enter data and confirm whether the data is correct thus improving the accuracy.

References

Boyde, J. (2014). A Down-To-Earth Guide To SDLC Project Management (2nd Edition). Technology And Engineering.

Gary Shelly, H. J. (2009). Systems Analysis and Design. Cengage Learning.

Lewis, J. (2008). SDLC 100 Success Secrets – Software Development Life Cycle (SDLC) 100 Most Asked Questions, SDLC Methodologies, Tools, Process, and Business Models. Emereo Pty Limited.

Roebuck, K. (2012). Software Development Life Cycle (SDLC): High-impact Strategies – What You Need to Know: Definitions, Adoptions, Impact, Benefits, Maturity, Vendors. Emereo Publishing.