PART A:
1. a) The current system used by Spice Hotel is a manual system. This current system does take a
vast amount of time to search, fill out and update employee details due to this manual pen and
paper method. Whilst the new employee database system for Spice Hotel will be easy to access
employee information as well as searching, changing and updating employee information will be
quicker and easier to maintain over the currently manual system.
b) As the payroll manager it will be quicker to calculate employee’s wages. Currently this
process would be done manually going through each employee file to calculate an employee’s
award wage rate level. The new employee database system will have employee information is
listed in a clear and easy to access manner.
2. “A prototype is a working model of an information system” Powers, G.K. (2000) pg 13.
Spice hotel would advantage from producing prototypes for the new employee database system
as this new electronic system can better reflect the participants needs where they can better
understand the new prototype with a ‘hands on’ approach and therefore participants have the
opportunity to be involved earlier and more directly in developing this new system. Another
advantage would be that the Spice Hotel employee files created and used for the prototypes can
be used to develop the new system making the new system easier to create.
3. Prototypes are used in developing information systems as they:
 are created in aid of defining the problem.
 determine how an information system might solve the problem.
 are created in order to understand the requirements of the system.
 test information system features (good and bad features).
 allow participants to be involved in the process of developing prototypes:
a) participants evaluate the model b) participants suggest improvements c) another
prototype is built.
The three steps are repetitive until a successful prototype successfully solves the problem.
Then from here when a prototype has clarified requirements for the problem it will be
adapted for more permanent use.
4. Types of prototypes that can be used:
 data entry screens
 small sample database
 formulas that provide approximate results
5. Feasibility Study
Feasibility Study
Two options have been identified as being suitable candidates for the Spice Hotel database
solution. The first solution option involves a Microsoft Access based database running on a
Windows 2003 server platform, while the second solution option involves a PostGre SQL based
database running on an Ubuntu Linux platform.
Both options have their advantages and disadvantages in the contexts of technical, economic,
schedule and operational feasibility. A summary of the feasibility study is shown in the table
below.
Technical Feasibility
Microsoft Access
PostGre SQL
(+) Software is ubiquitous, readily
available
(-) Readily available but smaller install
base
(+) Software is routinely upgraded
(-) Updates and upgrades are sporadic
(+) Widely available technical support
and consultancy
(-) Relatively difficult to obtain technical
support
(+) Works on common hardware
(+) Works on common hardware
(-) Difficult to customise being
proprietary software
(+) Easy to customise, source code
available
(+) Integrates with MS Office and
other popular software
(-) Stand alone, difficult to integrate
(+) Shallow learning curve
(-) Relatively unstable compared to
PostGre SQL
(-) Steep learning curve
(+) Superior system stability
Economic Feasibility
Microsoft Access
PostGre SQL
(-) High ongoing license fees
(+) No ongoing license fees
(-) Proprietary software, expensive to
purchase
(+) Open source software, legally free of
charge
(+) Cheaper technical support and
consultancy
(-) Expensive technical support and
consultancy
(+) Cheaper to train participants on
Windows systems
(-) Difficult to train participants on
Linux systems
(+) Low hardware maintenance costs,
runs on PC’s
(+) Low hardware maintenance costs,
runs on PC’s
(+) Increases staff efficiency =
increased profits
(+) Increases staff efficiency = increased
profits
(-) More prone to virus attack, higher
chance of downtime
(-) Virus attacks far less common
(-) Not as stable as PostGre SQL,
downtime costs
(+) Easier to install and commission =
cheaper
(+) Extremely stable when set up
correctly = less downtime
(-) Relatively difficult to install = more
costly
Schedule Feasibility
Microsoft Access
(+) Faster to implement compared
with Postgre SQL
(+)Hardware readily available
(+) Shorter training time for existing
or new staff
(+) Shorter wait times for technical
support
(+) Less likely to run over time during
PostGre SQL
(-) Slower to implement
(+)Hardware readily available
(-) Longer to train existing or new staff
(-) Longer wait time for technical
support
(-) More likely to run over time during
implementation
implementation
(-) Software and licenses may take
time to obtain
(+) Software instantly
available/downloadable
Operational Feasibility
Microsoft Access
PostGre SQL
(-) Possible staff resistance to the use
of computers
(-) Possible staff resistance to the use of
computers
(+)Greater likelihood of staff
acceptance vs. Linux/PostGre
(-) Less chance of being accepted by
staff
(+) Staff most likely have preexperience with Windows
(-) Most staff haven’t even heard of
Linux/PostGre
(-) Possible resistance of management
to ongoing license fees
(+) No software on-costs once
implemented = higher management
acceptance
(+) Management will value the
increase in efficiency
(+) Management will value the increase
in efficiency
Based on the results of the feasibility study, the Microsoft Access based solution was decided
upon as the most viable solution for Spice Hotel.
The decision to adopt a computer based solution to the current paper based system was based on
two main factors; the first factor is that the current paper-based system precludes any future
significant growth of the company, and the second factor is to improve operational efficiency in
line with modern standards. The adoption of computer based logistics is well and truly overdue
for Spice Hotel in this day and age.
The major advantages identified with the Microsoft Access solution is the ease of installation,
availability of technical support, speed at which the solution can be implemented and the higher
level of staff acceptance. The major disadvantage is the initial financial costs of the software and
on-going license fees. The decision was made however, that the financial investment in the cost
of the software and license fees would be compensated by the shorter training times, cheaper
consultancy fees and reduced time to implement the solution.
The major advantages identified with the Linux/PostGre SQL solution is the zero financial
outlay for the software product and no ongoing licensing fees and proven system stability.
However, these advantages would be negated by the relative difficulty in obtaining technical
support, higher costs for technical support, longer time required for design and implementation,
steeper learning curve for staff and ultimately just would not be a solution that staff would be
willing to accept.
6. Design tools:
i) Context diagram:
ii) Data flow diagram:
iii) Data dictionary:
Data employee details:
Data item
Staff id
Surname
Given name
Address
Suburb
Postcode
Department
Wage grade level
Description
Employee’s staff identification number
Employee’s surname
Employee’s first name
Employee’s address
Employee’s residing suburb
Employee’s residing suburb postcode
Employee’s area of work
Employee’s wage grade level
Employee award grade wage level:
Data item
Description
Surname, Given Name
Employee’s surname and given name
Department
Employee’s area of work
Wage grade level
Employee’s wage grade level
Example
100101
Cahill
Michael
65 Kerry Street
Newtown
2201
Food and beverage
5
Example
Cahill, Michael
Food and beverage
5
7. Network Designer Steps
A network designer can follow the following steps:
1. Understanding the problem:
This step involves identifying the problem and its elements. A requirement report will
need to be conducted and prototypes would need to be built. After that decisions would
need to be made by conducting a feasibility study.
2. Designing the solution:
After understanding the problem, design solutions would need to be constructed such as
Context diagrams and data flow diagrams with data dictionaries describing the data
within the system.
3. Implementation:
After designing the solution you need to decide on a conversion method from the
following:
- Direct Conversion
- Parallel Conversion
- Phased Conversion
- Pilot Conversion
4. Testing and Evaluation:
Finally testing and evaluation the system involves assessing it against technological changes
and upgrades in software. Regular maintenance and surveys to the client are part of the
evaluation process.
8. Gantt chart:
1. Development of the system
qualifications
TASK
2. Development, customisation and
testing
3. Ordering and installing the
equipment
4. Software installation and system
testing
5. Training of managers
1
2
3
4
5
TIME (WEEKS)
6
7
8