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Club It

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Club IT Part 3
Deborah Waters
XBIS219
November 11, 2012
Hann So

Club IT Part 3 Although Lisa and Ruben the owners of Club IT know they have a profitable business, they would like to improve on the business and open a second club in the near future. In order to accomplish this, they are going to need to improve on the system that they already have in place. After reviewing their current system, Lisa and Ruben are going to need to put in a lot of work and effort to get the information they need to get the current business in order. This review that I have made details a seven part plan to get the business organized and an information system in place so that the management can get the details they need to further their investment.
The Business Club IT is a 6000 sq. foot club that offers it patrons a wide variety of music hosted by various local disc jockeys, a 600 sq. foot dance floor with a bar and seating for customers throughout the building. The owners Lisa Tejada and Ruben Keys both have degrees in business admiration and have had experience as musicians in the nightclub setting. The current staff consists of one assistant manager, four bartenders that tend the four pour stations, a wait staff of six, two stewards, two short order cooks, and four security guards to handle the door and inner security. The customers who frequent the club are of the younger generation and well versed in the usage of the internet. Like a majority of the rest of America, they own some kind of personal data device, or smart phone and avid users of social networking sites and programs. The current staff either has experience in the nightclub setting and or some kind of musical experience. The club mostly plays live and recorded music that features hip-hop, techno, and electronica with featured acts on a monthly basis.
Goals Short and Long Term The current Goal by the owners is to get some type of current informational system in place to process transactions and feed the information into a management information system. With the new system in place they plan on hopefully opening a second Club IT with the extra profits from the current nightclub. Before they can open a second club, they would also like to implement some kind of training program in the current nightclub, so they can teach the staff on how to cut down wasteful operations and become more profitable as a whole. The owners also expect to become a more socially networked business through the internet, and social networking. Their current set of operations does not allow them to do with the limited bandwidth from their dial-up connection, and lack of having joined the multiple social networking sites available to them. When it comes to the music end of the business, they would like to have some sort of online ticket sales that would allow the customers to buy them online instead of coming in person of phoning in the purchase. In the end the owners would like to expand on their current business venture by expanding their profit margin and opening up another nightclub with the same talented staff.
Development
To develop the new system the current staff has to be prepared to add whatever positive or negative feedback they may have with the current way things are working. Since the current staff is mostly young web oriented users who already have some type of personal data device, the training can be done using a form of informational training video that they have to access through the new Club IT site. Adding two additional dedicated computers to the break area of the business would aid in the training process for staff that did not have access to a computer or wireless personal data device of their own. The staff would need to do the training on their own time which would be watching short informational videos and then pass the certification test when they are done with the videos. The test will not only be on what they learn from the videos, but also check their ethics and moral competency as they will be working with and around money, and directly with customers in some or most cases. As the owners of the company both have degrees in business administration, they will be the ones who have the final say so if the test were completed in an orderly manner. This will allow them to also be acquainted with the testing process and learn what it will take cut cost and become more profitable. As the staff is already experienced with modern technology, and experienced in their position the two dedicated touch screen computers in the break area will be second nature in most cases. For the new non-experienced staff, a short informational tutorial will be available teaching them how to use the new system and use it properly. The new system will also be in multiple languages in case English is a second language for the new hire.
Needs of New System As the current system in non-existent with a single desktop computer located in the office on a shared dial-up connection, adding a fast access dedicated high speed cable connection with the two touch screen business computers is of the upmost importance. The new system utilizing the touch screen computers will need to be tied into a dedicated server that provides the access to the web and the informational videos the staff will need to watch before taking the certification tests. The break room will need to be wired for the new addition of the computers, along with the office for the dedicated server. As the new system will be in two parts, one for transactions, and the other for training, the time to add in the new system should not take longer than two weeks at most. The time adding the new system should not interfere with the current schedule of the night club as the owners already have a paper system in place. The majority of the time taken will be testing the new system as the actual hardwiring will not take more than a full day at most. As the owners learn the new system they will have to make a decision on if they want to use their own point of sale system through the new system for the sale of concert tickets, or use a third party service like Ticketmaster or Fandango to handle the sales and tracking of the tickets sold.
The Budget As I have no idea what the current budget is for the current system, buying a dedicated business server, two touch screen computers for the training, a dedicated high speed cable connection, and updating the current registers to allow of tickets sales should not be no more than eight to ten thousand dollars respectfully. As the owners decide if they want to use a third party service, or in house service for the ticket sales, this will cut down on the long term overhead. A majority of the money will be spent on the new hardware needed to implement the system, as it will already be loaded with the software needed to run it smoothly. A thousand dollars from the budget will be set aside to pay for any technical assistance needed in case any unforeseen problems may arise. The computers will be bought from a business information system company that specializes in dealing with small businesses like the night club. Buying the computers from a company like this will give us low overhead as they will provide the technical support on the software end of the spectrum. The company the hardware is purchased from will also be in charge of updating the systems, as they will be connected through the dedicated server in the office. As the nightclub is not doing any special sales, there will be no need for a specialist to come in a do any extra programming which will keep the overhead even lower.
Evaluation
The evaluation of the new system will be done as a whole by the staff and owners of the nightclub. This way the owners can see how the changes in the system affect the sales and business aspect of the club. Also the staff will get first-hand knowledge and training on how the new system works and what needs to be done in case the system fails and who to contact. From the technical side, a system analyst will be hired to come in and run the system through a mock day of sales and transactions, which will include manual and automatic transactions from the bar to the short order food sales. The evaluation will occur during the installation and completion of the new system to work out any problems as they arise. The owners will also conduct their own evaluation of the system to see if it meets their needs and provides the data they are looking for so they can open their next business with the profits from this one. The staff will also be allowed to evaluate the system to learn how to properly use it to its full extent. This will be done with the help of the system analyst as we look for any problems or bugs in the system.
Inventory
The inventory will be as follows for the hardware, software, personnel, and services. Three computers, one being the computers already in the office and the addition of two touch screen computers for the break area; these will have user and management access. The dedicated server will not have any access from any users as it will hold the information from the certification videos, testing information, sales data, and other information about the business. The software will be provided for the current registers and consist of the Microsoft Windows XP POS software if the owners choose to have the complete in house package. The software can handle everything from ticket sales to food orders through a bar coded system. The only other addition to personnel will be the on call system analyst to handle any technical problems that may arise that the provider of the business systems computers cannot handle from the phone. Lastly the addition to telecommunications will be the high speed cable data line with speeds of up to 50 mbits, in the case the staff decides to stream the training videos to their personal media devices through the server.
Conclusion
With the new system in place, and everything organized, the owners should be able to see how to cut costs and increase profits from the data coming from the system. With their current system, this had to all be done by hand which was a very time consuming process and took away from the actual running of the night club. As time is money, the more time the owners have to run the business will ultimately give them more profits as they can watch what is going on. The small investment into the new system considering they already put the money out for a complete remodel to a 6000 sq. foot area makes perfect sense as it brings the night club into the digital area like the customers who already frequent the club. The new system will also allow the staff to be more on point and detailed as the information is being processed through a machine and not by hand. By implementing the new system, even if the Lisa and Ruben do not open another night club, the current business will become more profitable as a whole, and the staff more educated on what the owners are looking for with the introduction of the touch screen training system.
Reference
Rainer, R. K., Jr., & Turban, E. (2009). Introduction to information systems: Supporting and transforming business (2nd ed.). Hoboken, NJ: Wiley.…...

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