hope gospel mission developed and presented by: paul chen matt leclair
TRANSCRIPT
Hope Gospel Mission
Developed and Presented By:
Paul Chen
Matt LeClair
Introduction
Feasibility Analysis of the existing system Analysis of the new system Documentation Cost-Benefit Analysis Implementation
What is Hope Gospel Mission?
Rescue mission designed to help deal with homelessness in Chippewa Valley
Christian organization Provide a home until individual can get back
on their feet– Support basic needs (food, clothing, etc.)
Life Skills Program
Life Skills Program
Provide training for skills such as literacy, time management, financial management
3 strikes policy Men must seek outside employment, or else
must daily work (2 – 4 hours) around mission $10 daily program fee
Residency Status
Initial 3 day stay is free Residency Phases
– Phase One, Two, Three, and Four
As phases evolve, residents learn to be more and more independent
Average length of stay is about 5 months
Boundary
Project Scope– What’s in?
Resident Database
– What’s out? Staff Information Pantry Information Donor Database
Project Purpose/Benefits
To make the current database more functional and user friendly
Create a more secure environment– User login, password, permissions, etc.
Provide external/internal reports Database mobility
Input
Primary Users– Staff
Brent, Bob, Carol, Dave
Secondary Users– Residents– Parole officers, city officials– Private Donors
Assignments/Team Members
Initial system analysis– Brent, Bob, Matt, Paul, Carol, Dave
System design– Matt, Paul
Coding– Matt, Paul
Testing– Alpha Testing
Matt, Paul– Beta Testing
Brent, Bob Implementation
– Matt, Paul Maintenance
Budget
Annual budget of $5000, of which 0% is allocated for this type of project
Labor– Volunteer work
Equipment– Limited upgrading as a result of zero budget– Ram upgrade is considered– Existing software will have to do
Facilities– Computer access on 3 levels– Won’t require additional CPUs
Budget Continued…
Consumables– Elimination of some paper forms– Reduce time spent on:
Filing Manual searching for resident records Creating reports
Important Dates
11/14 Initial Meeting with Brent 11/23 Complete Design Phase 11/24 Follow-up meeting/proposal 12/4 System walkthrough 12/12 Complete Coding 12/15 Complete Alpha/Beta Testing 12/17 Implementation/Request Feedback Maintenance is ongoing
Timeline
Output of the existing system
Intended Output– Accurate data about resident
Personal information, employment history, education, medical history, etc.
– Resident reporting
Unintended Output– Excess paperwork– Inaccurate data– Increased search time– File misplacement
Existing ERD
Resident DataReason for Homelessness Phase of discharge
Education
(0,M)
(0,M)
(0,5)
(1,M) (1,1) (0,M)
Entry Type
Geographic Home
Night Managers
Progress Notes
Current System Snap-Shots
Old/New System Context Diagram
ResidentSystem
ResidentReportUser
Resident Info.
Stay Approval/Rejection
Report Request
Report Generated
New System (Level 1)
New System (Level 2)
New System (Level 3)
New System (Level 3)
New System (Level 1)
New System (Level 2)
New System (Level 1)
New System (Level 2)
New System ERD
Detailed Design Documentation
Existing 70 Gb network drive accessible on all 3 levels
Secure logon to database with user id and password
Deliverables– Resident intake form– Resident exit report
Detail Design Documentation continued…
Hardware– No hardware changes– Ram upgrade possible
Software– No software changes– Windows 98, Microsoft Access
Wetware– Resident data manually entered by staff– Training for new system functionality– Passwords and security controlled by Bob– System access by staff only
Cost Benefit Analysis
Tangible Benefits– Reduce..
Time saved searching for resident files File misplacement Repeating resident data Calculations
2 hours/week * 52 weeks = 104 hours 104 hours * $5.15/hour = $536 $536 * 4 members = $2144/year
– Total tangible benefits $2144
Cost Benefit Analysis
Intangible benefits– Improved staff attitude towards system $200– Increased convenience for staff use 50– Better relationship with secondary users 5000
and residents– Total Intangible benefits $5250
Cost Benefit Analysis
Tangible Costs– Ram upgrade $240
3 computers * $80
– Labor 600 $600 Donated
– Maintenance 0 All maintenance is voluntary
– Consumables (paper) 30
Total Tangible Costs $ 870
Cost Benefit Analysis
Intangible Costs– Training for new system (opportunity cost)
2 hours * $5.15/hour = $10.30 4 staff members * 10.30 = $41.20
Total Intangible Costs $41.20
Cost Benefit Ratio
Total Benefits– Tangible $2144– Intangible 5250 $7394
Total Costs– Tangible $870– Intangible 41.20 $911.20Costs/Benefits911.20/7394 = Cost benefit ratio of .12
Implementation
Coding– Existing Access resident database– Language
Access
Testing– Alpha Testing
Matt and Paul
– Beta Testing Brent and Bob
Implementation continued…
Deployment– Download new database to network drive– Data migration from existing database to new database
Training– 1 or 2 hours for training with new database functionality and
report generation
Maintenance– 30 day contact period using email or phone support
Summary
Feasibility Analysis of the existing system Analysis of the new system Documentation Cost-Benefit Analysis Implementation