PRELIMINARY INVESTIGATION REPORT

Subject:QualityAutoMechanicCenter

Date: 6-13-2006

INTRODUCTION

The project size is moderate. The new system involves installing 6 new computers which are networked together where one acts as a web server. The new system is also equipped with broadband internet connection. The system also involves several databases which can be used to manage inventory, appointments, customer histories, and feedback data. These databases can be used very efficiently to improve overall management for instance, improving inventory replenishment by having the QualityAutoMechanicCenterinventory database linked with databases of its major vendors and database of the near auto part stores. The system will also keep detailed records of all customers including their addresses, phone numbers, email addresses for proper communication/appointments and feedback from the customer. For instance, the customer will be automatically emailed by the system to remind him/her of the approaching oil change date. Additionally, the system will be linked to US Department of Transportation’s databaseenabling customer to find/be aware of vehicle recalls by their manufactures through the car year/make/model.

The system will reduce cost as fewer personnel are needed to carry out daily operations such as maintaining inventory, communicating with customers etc.

The owner him self, Mr. John Doe and a system analyst, Michael Scott performed the investigation. The investigation was initiated by both QualityAutoMechanicCenter and Houston Consultant Company.

SYSTEM REQUEST SUMMARY

Problems: Over/under stocking merchandise, inability to quickly locate items (from both vendors/near stores), inability to communicate with customers in timely fashion, lack of on-line services, and lack of documented feedback from customers.

Opportunity: Having a dependable system that is capable of supporting business needs as it boosts sales, cut costs, maintain inventory, and enhance business processes effectively and efficiently. The current system in place is too old and doesn’t seem to match the business demands in terms of speed, accuracy, flexibility and variety.

PRELIMINARY INVESTIGATION FINDINGS

The investigation has found that QualityAutoMechanicCenter is technically, economically, operationally capable of carrying out the project (new system) within the desired time. The scope of QAMC project is marked by the minimum budget of $45,000 and the maximum of $65,000, the time frame of six months from planning to implementation and the product/system that will satisfy the business needs at expected cost and benefit. According to the results of a recent survey/interview conducted by Quality Auto Mechanic Center in coordination with an independent group most people like the idea of having monthly reminder of their up-coming car service appointment/online access of the shop.

RECOMMENDATION

The current system in place is too old and doesn’t seem to match the business demands in terms of speed, accuracy, flexibility and variety. The new system should involve installing 6 new computers networked together where one acts as a web server. The system to be equipped with broadband internet connection also as it involves several databases which can be used to manage inventory, appointments, customer histories, and feedback data.

TIME ANDCOST SCHEDULE

QualityAutoMechanicCenter has two computer technicians. In the course of the project planning to implementation the technicians will work closely with system analyst and system developers to ensure smooth transition from old to the new system. The two employees will spend about 30 of their 40 hours per week to work closely with the consultants. This accounts about $ 12,000 of the total expenses of the project

EXPECTED BENEFITS

Tangible benefits include

  • A 15% percent jump in total monthly sales [in dollars]
  • Reduction in the number of employees needed to carry out daily operations [in dollars]
  • Reduction in customer waiting[in dollars]
  • Increased market share

Intangible benefits include

  • Improved customer service
  • Leveling the competition
  • Lowering risks (example over stocking/under stocking merchandise)
  • Time saved
  • Study customer trends and behaviors based on customer information.