Systems Proposal Presentation Information System Analysis Team May 27, 2004 Laila Almounaier – Irene Chin – Graham Ford – Tina Norman Ryan Prins – Aaron Smith – DT Tran Overview Client Description Interview Process Analysis Problem Statement Alternatives Recommendation Q&A Client Description Council on American-Islamic Relations (Seattle Chapter) Nonprofit organization Mission Statement To promote an accurate image of Muslims and defend their rights in the United States. Recently formed chapter Currently have one paid employee Five board members Many community volunteers Why CAIR-Seattle? Member of ISAT is a member and volunteer The need to solve undefined problems Branch was recently established Small systems infrastructure in place Flexible scheduling with client Project was feasible Analysis of Current System Data Collection Information Problems Problem Statement Data Flow Organizational Chart Data Collection Interviews Types of questions and responses Duration Locations Survey and Questionnaire Secondary Data Annual Report Website Information Problems Data collection Data redundancy Information access Information storage and archiving Information dissemination Information accuracy Lack of human resources Lack of standards in data gathering Inadequate training Process inefficiencies Lack of a data recovery system Information Problems Information accuracy Inadequate training Lack of a data recovery system Data redundancy Information access Problem Statement Our Focus: How CAIR-Seattle’s existing software applications interact and how the information stored in those applications relate. Why this is important Inability to track members Inefficient use of time Incomplete tasks Difficult data analysis Analysis Data flow Organizational chart Membership Inf orm ati on Washi ngton S tat e I slam ic Comm unit y P aym ent directl y or t hrough P aypal Receipt of P aym ent Donate to CA IR-S eatt le Call er I nformat ion Reasons f or cal li ng Remi nders Fol low-ups 2 1 2 T ransact ion Record D1 K eep Records of Regist ered Members Donati on T ransacti ons(Quickbooks ) CA IR Nati onal Membership I nformat ion For Washi ngton T ransact ion Record Membership I nformat ion Correspondence Records D 0 CA IR-S eatt le Member Data (A ccess) CA IRS eatt le Contact CA IRS eatt le T hrough P hone or E -m ail Membership I nformat ion A nnual Report of open and cl osed cases Membership Data 3 Membership Data Regist er Local ly wit h t he S eatt le Chapter Call er I nformat ion Reasons f or cal li ng Membership Data D1 CA IR-S eatt le Local Member Data (E xcel) Contact and Case I nformat ion Contact and Case I nformat ion D2 Call Log (not epad) 3 Contact and Case i nformat ion Correspondence (MS Outl ook ) Civil Right s Dat abase(A ccess) Record Cases Call er I nformat ion Reasons f or cal li ng D3 D4 Information Sy stems Analys is Team (ISAT) 4 /27 /2004 Data Flow Diagram for CAIR-Seattle Seattle CAIR members People Muslim Community Calls: complaints, donations, questions Calls: reminders, return-calls, request CAIR members Vice Chair Media Requests Manager Michaela Croning Samia ElMoslimany (Media/Vice Chair) $10 per month CAIR NATIONAL Chair Info Ibrahim Mohamed (Chairman) Cases closed, opened or pending Donation Info Treasurer Financial Transaction Data Rami Al-Kabra (Treasurer) Raw Data Bank of America Donations Secretary Info Other Volunteers Maryam Numbers and tasks vary Volunteer Assistant Data Mubarek Elamin (Secretary/Civil Rights Chair) Volunteer Secretary Mohammed Khan Organizations ACLU EEOC Members Donations Database Spreadsheet of names, e-mail, also in Outlook Spreadsheets, Quickbooks Civil Rights Database Access CAIR-Seattle Islamic Civil Rights Data 25 Chapters in US/CANADA Current members, Publications Solution Alternatives Status-quo QuickBooks Salesforce.com CRM NonprofitBooks Office Alternative #1: Status-quo Keep current system in place Main Cost No improvement on problems Main Benefit System is familiar to users Alternative #2: QuickBooks Implement a new version of QuickBooks Implement phone logging/tracking system Main Benefits Better data sharing between members Centralized information repository Main Costs New procedures to learn New hardware and software purchases needed Alternative #3: Salesforce.com Online Customer Relationship Management (CRM) package Main Benefits Free for nonprofit organizations Online hosted service Main Costs Drastically different from current system Switching cost Alternative #4: NonprofitBooks Office Online Customer Relationship Management (CRM) package Main Benefits Similar interface to current QuickBooks software Can be accessed through the internet Rich feature set Main Costs New hardware/software costs Switching cost Our Recommendation Alternative #2: QuickBooks Pros Cons Implementation Costs Phases of Implementation Pros of Recommendation Improved data management Improved communication Improved task management Central repository of data Reduced data redundancy Simple data backup Cons of Recommendation New Software Needed Hardware Must be Purchased Training Will Need to be Provided Costs of Implementation Software Purchases Hardware Purchases Total: $1,439.16 Total: $1834.85 Training Total: $199.95 One Time Purchases Total: $3,473.86 Backup Media Total: $30.88 (Annually) Implementation Phases Phase 1 (2 – 3 weeks) 1. Phase 2 (1 week) 1. 2. 3. 4. Application / Procedural training Phase 4 (2 – 4 weeks) 1. 2. Network setup Computer installation Software installation Backup of old system data Phase 3 (1 – 2 months) 1. Hardware / Software purchases Data migration Audit data Transition complete Thanks To Council on American-Islamic Relations (Seattle Chapter) Michaela Corning Mohammad Bilal Khan Rami Al-Kabra Q&A Questions?