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Stage 4 – Final System Reportby IFSM 461 (6380) Systems Analysis and DesignProfessor University of Maryland University College Due Date: October 9, 2016
I.INTRODUCTION Burton’s Business and IT Systems Analyst Company (BBISAC) has conducted a preliminary investigation of Precision Electronic Parts (PEP) current customer billing andpayment system, as well as any related daily business processes. This investigation request was made by PEP’s Information Technology Steering Committee (ITSC), which includes, Carolyn West (CEO), Tim Uduak, Jr. (COO), Karl Manley (CFO), Mark Temple(CIO), Susan Black (SVP), and Jason Udo (VP).A.System Request SummaryWithin the last year PEP has developed a low voltage motor that can reduce electricity costs and make older medical equipment eco-friendlier, PEP hasalso added a new line of more efficient low voltage motors that can be used outside of the field of medicine. This has resulted in a supply demand increase for the motors, one that the current operating system cannot handle. B.The Subject of the StudyThe main focus of the study lies with the Finance department. The department is in dire need of a systems upgrade to be able to handle the multitude of orders that are received either on an hourly, daily, weekly or monthly basis, not to mention having a better monitoring and cataloging system to control inventory. C.The Objective and Scope of the Proposed SystemThe scope of this project is to improve the efficiency and effectiveness of PEP’s daily business operations whether it is designed by BBISAC or provided commercial of the shelf (COTS). This IT system implementation will enable PEPto speed up and improve the quality of its daily business practices and ensure the company is in alignment with the Health Insurance Portability and Accountability Act (HIPAA) and Privacy Act (PA) industry standards, seeing as they conduct business in the medical industry. 2
D.A Statement of Recommendations and Justifications for the Proposed SystemAt the end of the systems analysis phase, the IT depart should be able to define, in full detail, the problems that exist in the inventory management system. BBISAC will propose solutions that will eliminate late invoicing and billing, and collections of payments, this new system will also reduce processing errors.If utilizing a web based service such as Intuit Quick Books, the annual cost will be $480 (Intuit, n.d.), this service will:Track income and expensesCreate estimates and invoicesSync bank accountsand appsManage and pay billsInstant sales and profit reportsTrack inventoryPrepare and print 1099sII.Current Process/System A.A Brief Description of the Current Process Currently there are multiple databases that are cataloging various information when it comes to fulfilling customer orders and tracking inventory. Customer billing is handled by the Invoicing department, payments are handled by the AR department, both is these systems are managed through the in-house MS Access software.