Small Scale Feasibility Study Report Computer Science Essay

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The purpose of this project is to investigate existing problems and constraints in our school environment and to explore ways (ICT options) in which this can be addressed. So as to enhance student interest in learning and spontaneous, reduce teaching staff administration workload, improve teaching efficiency and enrich our school teaching culture.

The feasibility study has been conducted to determine the best course of action on the project, so as to deliver cost effective solution which is fulfilled the requirement of the management and the purpose of the project.

It contains investigating and evaluating the technical, operational and economic factors involved. Include a cost/benefit analysis and risk assessment.

Audience

Identified stakeholders include:

The senior management of the school

User (Both teachers and students)

Supplier (Hardware/software/services vendors and contractors)

Project Manager

Assumptions

The purpose of project is specified above, as not all information is given. In order to complete the feasibility study, we have made the following assumptions.

I'm appointed to be the Project Manager and in charge of the whole project.

Maximum number of users during semester will be 64. This include 60 students, 3 teachers and 1 assistant

There are 2 classrooms, 1 computer room and 1 office in our school. (Please refer to Fig. 1.1 for details)

School administration tasks should be completed in the school office.

All teaching staffs and students are lack of ICT skills.

Lack of any computer related equipments in our school, teaching material in paper form.

Traditional fax machine and copier are located in school office.

Teaching staffs are now manually keeping student attendance records and marks for tests, exams and assignments in traditional paper form.

Electricity supply for our school is sufficient enough to support new ICT equipments.

Location of schools in the coverage of Internet Services Provider.

The estimated annual cost for teaching materials, such as papers, markers & other accessories, is up to $24,000.

2 part-time clerks are hired to support school administration jobs and the annual costs is up to $12,000

The budget for this project is up to HKD200,000

Task 1 Small-scale feasibility study report

Executive Summary

Background

Our school is a traditional village school, with pupils in the age range 5 to 11 years. The maximum number of students during semester will be 60, 3 teachers and 1 assistant will be in-charge of teaching and school administrative job. Both teaching staffs and students are lack of ICT skills.

We are also lack of ICT related equipments, teaching materials are in paper form. Teaching staffs are now manually keeping student attendance records and marks for tests, exams and assignments in traditional paper form. This generates heavy workload to our school teachers and really affects teaching efficiency and quality.

Our school has received $200K government funding specifically to buy a network of 8 desktop computers with Internet connection, two interactive whiteboards for classroom use, a networked laser printer and an "off-the-shelf" database.

Deliverable

The project must be completed within 6 months, the outcome of the project must meet the following requirement.

Hardware, software/services deliverable:

8 desktop computers with Internet connection

2 interactive whiteboards

1 networked laser printer

School administration software or SAAS (Software as a service)

At the school, it is envisaged students will:

Access the Internet for research purposes, and for learning materials.

Prepare written assignments and print them out.

Teaching staff will:

Keep records of student attendance at classes and marks for tests, exams and assignments.

Access the Internet for teaching materials that can be used on the interactive whiteboards.

Technical analysis

As mentioned above, all teaching staffs are lack of ICT skill. In order to reduce technical support issue, we are not considered using wireless network products in our school environment.

The network diagram and device allocation are shown in Fig. 1.1.

Fig. 1.1

As we can see, teacher and assistant required to use computer in both classroom and school office, so we proposed purchasing 2 laptop computers, it can help to allocate resources dynamically and more efficiency.

Options

We are going to proposed 2 ICT option, both options required the same Desktop computer, Interactive whiteboard, networked laser printer, desktop application, Internet access and network equipment.

The details of respective items will be described as follows

Desktop computer:

6 Desktop computers with re-born card installed for computer room. Under the protection of Reborn Card, all crashed system and valuable data will be restored instantly just simply by restart your computer.

2 Laptop computers for teacher used in classroom and school office.

Suggested Items:

Dell OptiPlex 380 Desktop

Dell Latitude E5410

Targus Serialized Desktop Lock.

Desktop computer and laptop computer will be locked by Desktop lock for better security.

Fig. 1.2

(Please refer to task 3 for detailed specification)

Interactive whiteboard:

2 Interactive whiteboard for classroom

Suggested Items:

Numonics Intelliboard (Electromagnetic pen-based Interactive whiteboard)

This Interactive Whiteboard is more accurate at emulating a mouse, offers a natural pen action that will not malfunction if a user leans on the board while writing and has the in-built ability to offer multiple input using multiple pens.

Fig. 1.3

(Please refer to task 3 for detailed specification)

Network laser printer:

1 Networked Laser Printer

Suggest Items:

Aficio SP C232SF multi-function colour laser printer

This is an All-In-One multi-function product, it's not only support networked printing, but also support networked scanning. We believed that it can replace traditional copier & fax machine and help us reduce power consumption, paper consumption and running cost for multiple devices.

Fig. 1.4

(Please refer to task 3 for detailed specification)

Network Devices

Broadband Router with firewall function

16 port network switch

Suggested Items:

Linksys EtherFast Cable/DSL VPN Router BEFVP41 - router

Linksys EtherFast 10/100 16-port Workgroup Switch

As we are not planning to provide Internet services, the network devices should be implemented as simple as possible. So, broadband router with basic firewall function is capable enough for our case and 16 port network switch is a good choice for future expansion.

Fig. 1.5

(Please refer to task 3 for detailed specification)

Desktop software

8x Windows 7 Professional

8x Anti-virus software

8x Office application

Suggested Items:

Microsoft Windows 7 Professional 32bit OEM version (OEM standard for Original Equipment Manufacture and Software compatibility for 32bit OS is better than 64bit OS)

Norton (TM) Internet Security OEM version

Microsoft Office Home and Student 2010 (including Word, PowerPoint, Excel, and OneNote )

Internet Service Plan

Suggested Items:

10Mbps symmetric bandwidth plan with 1 fixed IP address

Fig. 1.6

The major difference between 2 options is "off-the shelf" database - the school administration software.

Option 1 proposed using WEBSAMS, common school admin software in HKSAR, it required high end servers, secured network infrastructure and advance Internet services installed.

Option 2 proposed using Blackbaud for small school, web-base SAAS (Software as a service) school administration software, both hardware and software are maintenance by services provider. User can access the service via common Internet connection.

The details of the option will be described as follows

Option 1

"Off-the-shelf" database

Suggest Items:

WEBSAMS

The network infrastructure & server requirement for WEBSAMS are shown in Fig. 1.6

Fig.1.7

Additional requirement for WEBSAMS

1x high end server with tape drive installed as WEBSAMS server and file server.

1x low end server as web server, Server Rack cabinet and UPS (Uninterrupted Power Supply)

Additional internet setting for web server and advance network device to support DMZ

Windows Server, Client Access License, anti-virus software and data backup software for WEBSAMS.

Option 2

"Off-the-shelf" database

Suggested Items

Blackbaud for small schools - school administration software (SAAS - Software as a service)

The overview of information access using SAAS are shown in Figure 1.7

Fig. 1.8

SAAS don't need additional server or network device.

But we need network storage and data backup solution in school office.

Suggested Items:

Buffalo LinkStation Duo NAS server (It's used to be file server)

Seagate FreeAgent Desk - hard drive - 1 TB - USB 2.0 (It's used to be backup media)

Fig. 1.9

(Please refer to task 3 for detailed specification)

Economic Analysis

We are going to analyse and compare each of the above options based on the following criteria and comprise an overall rating on a scale of 1-10

Financial costs

Non-financial costs

Financial benefits

Non-financial benefits

Financial costs

Non-Financial costs

Financial benefits

Non-Financial benefits

Operational Analysis

As mentioned above, one of our requirements is provide an option for non-technical teaching staff. In order not to generate extra technical issue or workload, we've proposed the following options:

Desktop PC installed with re-born card, crash system and data can be recovered easily.

Network infrastructure support wired network and not support wireless network, the operation of network connectivity is just plug-and-play, no extra network settings and troubleshooting.

Option 2 proposed using Blackbaud for small school, web-base SAAS (Software as a service) school admin software, both hardware and software are maintenance by services provider. Users just access the services from anywhere, anytime via Internet access.

We are going to analyse and compare each of the above options based on the following criteria and comprise an overall rating on a scale of 1-10:

Duration

Risks

Issues

Other

Duration

As we can see, additional hardware and software items generate more project tasks, which affect the project duration. So, the rating of option 2 is higher than option 1

Risks

More tasks may generate more risk to the project. Furthermore, more hardware & software items may cause potential risk to daily operation. So, the rating of option 2 is higher than option 1

Other

Complex network infrastructure and system generate additional technical task and also extra workload. So, the rating of option 2 is higher than option 1

Options Selection

Recommendations

Based on the selected option above, we are strongly recommended using the following options.

Option 2 - "Off-the-shelf" database

Blackbaud for small schools (School administration software SAAS - Software as a service)

Buffalo LinkStation Duo NAS server

2x Seagate USB 1TB hard-drive

Desktop computer:

6x Dell OptiPlex 380 Desktop PCs

2x Dell Latitude E5410

8x Targus Serialized Desktop Lock.

6x LANTEN re-born card

Interactive whiteboard:

2x Numonics Intelliboard (Electromagnetic pen-based Interactive whiteboard)

Network laser printer:

Aficio SP C232SF multi-function colour laser printer

Network Devices

Linksys EtherFast Cable/DSL VPN Router BEFVP41 - router

Linksys EtherFast 10/100 16-port Workgroup Switch

Desktop application

Microsoft Windows 7 Professional 32bit OEM version (OEM standard for Original Equipment Manufacture and Software compatibility for 32bit OS is better than 64bit OS)

Norton (TM) Internet Security OEM version

Microsoft Office Home and Student 2010 (including Word, PowerPoint, Excel, and OneNote )

Internet Service Plan

10Mbps symmetric bandwidth plan with 1 fixed IP address

We believed that above proposed options meet the requirement of the project. It delivers the most cost effective solution with uncomplicated technical issue & effortless operation. It also reduces the project tasks & duration, we are confident that this project can be completed on time with high quality deliverables.

Cost / Benefit Analysis

Cost Analysis

Tangible Cost

Tangible cost including the development cost, running operation cost and the additional power consumption caused by new system. (The estimated annual cost for the additional power consumption is $4000)

Intangible Cost

Intangible cost including the heavy administration workload from teaching staffs and traditional teaching media cannot attract student's interest in learning, which affected teaching efficiency.

Benefit Analysis

Tangible Benefit

Save the cost of the teaching material and save the cost of part-time clerk salary.

Intangible Benefit

Enhance student interest in learning and spontaneous, reduce teaching staff administration workload, improve teaching efficiency and enrich our school teaching culture.

Fig. 1.10

Fig. 1.11

As we can see in the above diagram, the break-even point will take place in the 5th year.

Risk Assessment

Risk 1: Project cannot complete on time

Effect: The completion date of project will be postponed and the cost will be increased.

Recommended action: Simplify the task of project, periodically review task status with related parties.

Related party: Hardware, software and service vendor/contractor.

Affected period: Before the project is completed.

Risk 2: Theft

Effect: The completion date of project will be postponed and the cost will be increased.

Recommended action: HW & SW must be locked in the storeroom. These equipments can only be accessed by in-charged person.

Related party: In-charged person of the storeroom.

Affected period: When equipments deliver to the school.

Risk 3: ICT equipment improper usage

Effect: System failure and lost data

Recommended action: Provide proper training to end user and perform data backup for valuable data.

Related party: End users and services vendor

Affected period: Before production system launch.

Risk 4: Attack from the Internet

Effect: affect network performance, cause virus infection and information theft

Recommended action: Configure firewall with policy applied, deployment antivirus and antispyware to desktop computers with updated definition and policy

Related party: End users and services vendor

Affected period: Before production system launch.

Risk 5: Data lost caused by water leakage or fire

Effect: Valuable data lost

Recommended action: Periodically perform data backup and arrange off-site data backup.

Related party: Services vendor

Affected period: Before production system launch.

After the cost/benefit analysis and risk assessment, we firmly believed that through this option, it can enhance student interest in learning and spontaneous, reduce teaching staff administration workload, improve teaching efficiency and enrich our school teaching culture.

Task 2 - Activity diagram and Project process model

Project process model

The waterfall model is chose to be the project process model. It shows the key stages of the project

Fig. 2.1

7 stages of project process model are shown in the above waterfall model project life cycle.

Feasibility Study

A brief description of the requirement

A number of options to provide a solution

A cost-benefit analysis that includes a payback schedule and a gross estimate of the project costs for each option

A tentative schedule for completion of key end products

A recommended option

Requirements Definition

An analysis of the current system

A set of new system user requirements

A summary of the proposed system

Estimates of the next stage and of the remainder of the project

An index to all related material

System Specification

Define IS system that will fully meet the user requirements

System Design

Produce a detailed, technical definition of the final system, so that the final set of programs can be produced directly from that definition

Program Design and Development

Produce the programs that compose the system based on the specifications contained in the System Design document.

System Test

It is designed to fully test the system against its original specification, both unit and integration testing should have been carried out during the previous stage

Implementation

When all of the previous stages have been completed to the satisfaction of everyone involved, the system is then ready for implementation

Activities Dependency List

The activities dependency list is constructed showing what activities are dependent and what activities may run in parallel.

Activities

Reference

Dependent

On

Duration (days)

Internet connection service, Internet router installation and configuration.

A

-

30

Indoor construction task for cabling.

B

-

60

NAS, network printer and desktop computers HW & SW preparation.

C

-

30

The notebook computers, projectors and Interactive Whiteboard preparation

D

-

30

Apply user SAAS school admin system account

E

-

30

Cable wiring and patch panel installation in the school office

F

B

7

Router, switching hubs and network printer installation in the school office.

G

A, F

2

NAS, workstation computers and network printer installation in the computer room and school office.

H

C, G

3

Notebook computers, projectors and the Interactive whiteboard installation in the classrooms.

I

D

2

SAAS school admin system configuration in desktop computers

J

E, H, I

1 

Training

K

J

10

User Acceptance Test

L

K

1

Network Activities Diagram

Fig. 2.2

The Activity Diagram (Fig.2.2) is constructed showing the main activities to be undertaken in the project and the critical path of the activities network => B-F-G-H-J-K-L

Task 3 - Suppliers specification & selection check-list

Supplier specification

The supplier specification for the hardware and software are shown as below:

Hardware

Model

Qty

Specification

Network Attached Storage

Buffalo LinkStation Duo NAS server

1

2x 1TB Hard-drive with RAID 1 (Mirror) support & hotswap

Network Services Compatibility: Apple Bonjour Protocol , Apple File Protocol (AFP) , FTP , HTTP , Server Message Block (SMB)

Network Transport Protocol: FTP , NTP , SMB , TCP/IP

Interface (Storage): Ethernet 10Base-T/100Base-TX/1000Base-T

Hi-Speed USB interface

1 year Limited warranty

External USB Hard-drive - backup media

Seagate FreeAgent Desk - hard drive - 1 TB - USB 2.0

2

Hard-drive capacity: 1 TB

Hard-drive buffer Size: 32 MB

Spindle Speed: 7200 rpm

Min Operating System: Microsoft Windows Vista Business SP1 , Microsoft Windows Vista Home Basic SP1 , Microsoft Windows Vista Home Premium SP1 , Microsoft Windows Vista Ultimate SP1 , Microsoft Windows XP Home Edition SP2 , Microsoft Windows XP Media Center Edition SP2 , Microsoft Windows XP Professional SP2

5 year Limited warranty

Desktop Computer + LCD Display

Dell OptiPlex 380 Desktop

6

Intel(R) Core(TM) 2 Duo Processor E7500(2.93GHz/1066FSB/3M L2 cache)

2GB (1x2GB) NECC DDR3 1333MHz SDRAM Memory

160GB 7.2k RPM SATA Hard Drive

Integrated Intel(R) Graphics Media Accelerator X4500

Dell E Series E1910H 18.5in Wide Monitor, VGA Only

16X Max DVD-ROM Drive with RAM Function for MT and DT

Genuine Windows(R) 7 Professional 32bit (Traditional Chinese)

Norton (TM) Internet Security (TM) 2010 MUI Language - 15 Months

3Yr ProSupport for IT: Next Business Day Onsite Service

Re-born card

Lenten Reborn Card TOP (PCI-Win7) Edition

6

Version: TOP

Expansion Slot : PCI 32 bit

Hard Drive Support: IDE / EIDE / ATA66,100,133 / SATA

Instant Recovery for the OS: WIN 2000/ XP/2003/ Vista 32/ Vista/Win7 x32, x64

1 year Limited warranty

Notebook Computer

Dell Latitude E5410

2

Intel(R) Core(TM) i3-350M Processor (3M Cache, 2.26 GHz)

1GB (1x1GB) 1333MHz DDR3 SDRAM

14.1" WXGA Anti-Glare LED Display (1280x800)

160GB (5400RPM) Hard Drive

8X DVD-ROM Drive

External DVD combo drive

3 Yrs Next Business Day Onsite Service

Genuine Windows(R) 7 Professional 32bit (Traditional Chinese)

Interactive WhiteBoard

Numonics I-Board 77" Advanced Digital Interactive Whiteboard

2

Active Viewing Area: 63.3 x 45.6 in (160.8 x 115.8 cm)

Diagonal: 77 in (195.6 cm)

Operationg System: Windows 2000, ME, XP, or Mac OSX

Memory: 128 MB RAM

Multimedia Pen with one (1) AA and one (1) AAA disposable battery

USB cable

The industry's only limited lifetime warranty.

16 ports Network Switch

Linksys EtherFast 10/100 16-port Workgroup Switch

1

16 ports 10/100M Fast Ethernet switch

IEEE 802.3x for full / half duplex

1 year Limited warranty

Boardband Router with firewall function

Linksys EtherFast Cable/DSL VPN Router BEFVP41 - router

1

Cable/DSL Router

Features: 168-bit encryption , 56-bit encryption , DES , Firewall protection , MAC encapsulation routing , Switching , Triple DES , VPN support

1 WAN link port & 4 ports 10/100M Fast Ethernet switch

1 year Limited warranty

Network Laser Printer

Aficio SP C232SF multi-function colour laser printer

1

Multifunction ( fax / copier / printer / scanner )

copying (up to): 21 ppm (mono) / 21 ppm (color)

printing (up to): 21 ppm (mono) / 21 ppm (color)

250 sheets (paper size support: A4/Letter)

33.6 Kbps fax modem speed

Max. Scan Color Depth:24 bit Gray Scale Depth: 8 bit Interpolated Resolution: 19200 x 19200 dpi Optical Resolution: 1200 x 1200 dpi

10/100 Base-TX network interface card

1 year Limited warranty

Software

License type

CAL

Blackbaud for small schools - school administration software - License + support (per user license)

Open License

64

MS Windows 7 Professional

OEM version

8

Microsoft Office Home and Student 2010

Open License

8

Norton (TM) Internet Security

OEM version

8

Suppliers selection check-list

The lists shown below are the supplier selection criteria and will be used to identify, rank, evaluate and select the potential suppliers.

Supplier assessment

The main criteria to consider when evaluating the suitability of the supplier organisation are as follows:

Financial: Financial strength, market presence, time in the market place, number of employees, R&D investment, future plans.

Culture: Values, openness, risk sharing, responsiveness, commitment, strategy, ethos.

Capability: Size, number of staff and skills, location, track record, size of customer base, availability of staff.

Management: Standards, processes for quality, change control, risk management, planning, control.

Reference: Previous experience, skills and knowledge, reference sites.

Contractual assessment

The main criteria to consider when evaluating the suitability of the contract being drawn up between yourself and a third party supplier for the provision of goods or services are as follows:

Finance: Pricing structures, payment terms, penalty clauses, disclaimers.

Materials: Ownership of materials, support and maintenance, service level agreements, change process.

Personnel: Assignment of responsibilities, lines of demarcation, use of sub-contractors.

Technical assessment

The main criteria to consider when evaluating the technical capabilities of the proposed solution put forward by the supplier organisation are as follows:

The product: Meets requirements, sufficient features, adequate documentation, robust, maintainable, capacity for growth.

Modification: Is it needed, how much, how easy, who will do it, time to achieve, cost, support, backup.

Standards/quality: Does it match your standards, adequate quality, testing, sign off.

Environment: Will it work in your environment, adequate resources, complies with standards and law, technical knowledge required.

Task 4 - Project Communications Table

Stakeholders

A stakeholder is a person, group or organization with an interest in a project or organization that has direct or indirect stake in an organization because it can affect or be affected by the organization's actions, objectives, and policies.

Identified stakeholders include:

The steering committee (The senior management of the school)

Users (Both teachers and students)

Supplier (Hardware/software/services vendors and contractors)

Project Manager

Project Communications Table

A project communication table is constructed below, that showing:

Responsibility (Who): the senior management, suppliers etc.

Delivery Methods (How): how we communicate with them. e.g. reports, task assignments, specifications etc.

Frequency /Timing (When): e.g. at what point in the project

Purpose (Why): e.g. for review purposes, needs analysis etc.

Project Communications Table

Stakeholder: Steering committee (Senior Management of school)

Content

Purpose (Why)

Delivery Methods (How)

Frequency/timing (When)

Responsibility (Who)

One Time Communications

Results of Readiness Assessment

Steering committee will understand the strength and weakness of our school to carry out this project and how it is being management.

Group presentation at a meeting of the Steering committee

After the feasibility study

Supplier (Project services consultant)

Email copy of the assessment report

After the feasibility study

Supplier (Project services consultant)

Overview understanding of Small School System and how it functionality

Steering committee will understand the capabilities of the software.

Presentation at council meetings from experts

After the feasibility study

Supplier (Project services consultant)

Demonstration of the Small School system at a council meeting

After the feasibility study

Supplier (Project services consultant)

Benefits to the school

Steering committee will understanding the benefits of the project to students, faculty, staff and school.

Email

After the feasibility study

Project manager

Steering committee meeting

After the feasibility study

Project manager

On-going Communications

Progress reports

Give Steering committee a one-page "high-level" picture progress on the project, including success/issues

Email + more details on web page

Monthly

Project manager and Supplier (Project services consultant)

Milestone Events

Give Steering committee a "heads up" regarding upcoming events.

Email

As needed, three weeks prior to major milestone events

Project manager

Stakeholder: Supplier (Hardware/software/services vendors and contractors)

Content

Purpose (Why)

Delivery Methods (How)

Frequency/timing (When)

Responsibility (Who)

One Time Communications

Project details, schedule and responsibility

Give supplier the project highlights and outline steps that are being taken as a result, review the project schedule and responsibility

Meeting

Kickoff meeting

Project manager and relate vendor

On-going Communications

Progress reports

Give suppliers a one-page "high-level" picture progress on the project, including success/issues

Email

Monthly

Project manager Supplier (Project services consultant)

Milestone Events

Give Steering committee a "heads up" regarding upcoming events.

Email

As needed, three weeks prior to major milestone events

Project manager Supplier (Project services consultant)

Implementation team minutes and progress review

Provide a list of decisions made and actions taken by the implementation team, gather information from related parties, review project progress.

Meeting

Twice a month

Project manager and relate vendor

Stakeholder: Users (Both teachers and students)

Content

Purpose (Why)

Delivery Methods (How)

Frequency/timing (When)

Responsibility (Who)

One Time Communications

Project background information

Faculty and student will understand what is being done, and goals of the project

Email

Before project start

Project manager and project service consultant

Benefits to the faculty and students

Faculty and student will understand the benefits of the project

Demonstrations

Before project start

Project manager and project service consultant

On-going Communications

Progress Reports

Give faculty and student a periodic one-page, "high-level" picture of progress on the project, including successes/issues.

Email advising that progress Reports/ Project newsletter

Quarterly

Project manager

Milestone Events

Give faculty and student a "heads up" on project milestones.

Email

As needed, 3 weeks prior to major milestone events

Project manager

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