Botanic Garden Project Business Case A small non-profit botanic garden in Central

Botanic Garden Project
Business Case
A small non-profit botanic garden in Central Massachusetts that serves members who are interested in visiting different beautiful gardens throughout the year. The Gardens have many flowers in the Spring, Summer and Fall Harvest and a Glass Garden house for plants in the winter. The facility is on a 400 acre site on a mountain in Boylston with garden views overlooking Central Massachusetts.
The Botanic Garden is a small non-profit that funds it programs and gardens through the following:
Membership fees & fundraising campaigns
Selling gifts in a small store
Serving lunch to customers in a café
Running events & gardening training programs
Current Mission Statement:
The Botanic Gardens provides a peaceful place where visitors and members can visit in all seasons to see and learn about all things plants. Through events and programing the garden brings botanical knowledge to teach anyone how to create the best garden.
Currently each of these ventures using separate systems that feed data nightly into their centralized accounting system. The current solution for has many different problems and limitations, which makes for difficult or inefficient management of the gardens mission. Some of the problems are:
Members are offered a discount in the café and gift store, but the gift store nor café have access to the membership system. The only way to provide a discount is to ask the member to show their membership card.
The Point of Sale (POS) systems in the café and store and membership systems are not integrated and because of that, each has different credit card processing accounts with the Credit Card processing vendor. Each night at close, all systems are independently balanced for sales and credit card processing. Also, since these are different accounts, higher volume discounts are difficult to obtain. The Credit Card processing vendor will decrease the charge and debit fees if sales are greater than $50,000 per month from 2.3% to 2.0% and decrease even more at each $10,000 increment by .25% with the lowest at 1.2%. Typically each has the following credit card sales per month on average: (In the summer they amounts are double. These numbers do not account for cash sales.)
Gate and member fees – $40,000
Café $29,000
Store $38,000
Events – $22,000
The management of the garden would like to know how much each member spends each year, but are not currently able to since the store and café cannot track member information for sales
The close of the accounting at the end of each month must balance all 4 systems into the account system and balance each one separately. This takes 4 days to complete by 3 full time accounting staff.
The Membership system (BlackBaud) is a top of the line system that has capabilities for a POS and event management, but is not currently being used. The existing POS systems have been used for the last 10 years and there is a fear of migration to the new system because the need to train the 27 staff members, fear that data will be lost and unknown limitations to the single system.
The BlackBaud event management system is not compatible with the current website, which would need to be replaced if integration were to be required to register for events and classes on line. The Operations Manager would like to have events registered on line, since this would free up office staff for about 40 hrs. per week of manually registering customers over the phone.
The Executive director of the gardens would like to refresh the web site with better graphics of the gardens and include a blog. The website has not been significantly updated in 5 years and is looking stale.
Members would like to be able to make a single payment for the purchases in the store and the café, but are not currently able to.
New membership cards are only able to be printed by the central information desk since this team only has access to member information.
Some other information
Accountant staff are paid $65,000 per year. This amount includes benefits.
The current vendor hosting provider is a free account on GoDaddy with limitation of 500 user views per month. Since this is currently a static site, this is not an issue.
The Rackspace hosting small business account is $250 per month with unlimited user throughput.
The Botanic Garden is a non-profit and its revenue is thin to its operating expenses. They are currently doing well enough financially though that the board of directors is not too concerned.
The current credit card vendor is compatible with all POS systems and cannot change. The business has a 5 year contract with the vendor which cannot be cancelled without a significant penalty.
Web development of a business sites costs $5000, with yearly maintenance fee of $1,500 to fix any issues.
Costs for a consultant from the BlackBaud company is $50,000 to help integrate the systems with a guarantee and no charges for correcting future issues
An independent consultant with no guarantee is $35,000 and $200 per hour once the system is live to correct issues.
Typically, system integrations have issues after go live an require about 50hrs to correct. This is just an average.
The system integration must occur over a weekend. The system will be taken offline for about 30 hours to complete the integration and testing.
Each POS system can have the items extracted into a CSV or XML file for loading into the new POS system.
The Credit Card company would like to have their representative available for testing of any major changes to the POS systems used. There is a fee of $1000 for their time.
On line registration for member fees and event registration requires the POS system to be integrated into the website.
Business Problem
The management of the garden is hiring you as a business systems analyst consultant to develop a complete analysis and create a presentation to the board of directors for approval to consolidate the IT processing for the business. This solution must provide for a single system that integrates the 4 major business areas, allows for on line processing, and solves for the issues discussed above. To do this, create a business case that can demonstrate to the board the information they need to make an informed decision on whether to proceed.
Assignment
Write a Business case with the following items (25 Points)
A new and revised Mission Statement for the Botanic Garden
Complete the business case template below including a Cost Benefit Analysis for at least 2 scenarios.
Make a case on if this should be a cloud system or a locally hosted system. Why do you think the garden should choose either one? What would the negatives be for your option selected? (With limited information in the business case, feel free to be creative on your answer.)
Research some Cyber Security concerns that need to be considered in implementing this solution and the impacts if this were cloud based vs local hosted. How may this impact our implementation decisions?
Create a Context Diagram for the integrated solution (5 Points)
Based on the information listed create a Functional Decomposition Diagram based on the information you have and adding some creativity to what you think would be required for an integrated POS and Membership System. (5 Points)
Write 20 business requirements for this system, based on the information in the business case and things you think the system would need to run securely and scale as the business grows. (20 Points)
Write a user story for each of these requirements system. These stories should be tied to each requirement. (20 Points)
Create an Entity Relationship Diagram for the following entities, showing correct cardinality between each entity. (15 Points)
Member
Shopper
Sales Associate
Accountant
Gate Sales
Create a UI design for Entering in a sales or new member order. (Feel free to be creative) (10 Points)
Extra Credit (5 Points)
Create class diagrams for the following:
Member
Shopper
Sales Associate
Timeline
Week 8: Meet your group and set up a Team in Microsoft Teams (be sure to include me!)
Week 10: Submit a draft Mission Statement
Week 11: Submit 10 business requirements
Week 13: Full Submission
Group Work
Group work is an integral part of the purpose of this course. The expectation is that each group collaborate professionally to fairly distribute the workload and produce a quality project. Should disagreements occur, it is the group’s responsibility to mediate them to the best of your ability. Should you need help doing so, I will request to see evidence of your attempts to do so.
In most cases, all group members will receive the same grade although I reserve the right to increase or decrease an individual’s grades based on my observations.
Business Case Template
Your business case should include all of these elements
Introduction
Mission Statement
[A clear and concise statement about the business and the goals that the business would like to achieve]
Purpose of Business Case
[A Business Case assists organizational stakeholders in making decisions regarding the viability of a proposed project effort. Use of a Business Case is considered standard practice throughout private and public industry. In government there are also specific laws and regulations that mandate the use of Business Cases for certain project types. For example, The Office of Management and Budget (OMB), Part 7, Section 300, Capital Asset Plan and Business Case, is required by the Office of Management and Budget (OMB) for all Major projects for all operating division at the Department of Health and Human Services (HHS). For additional information regarding Business Case requirements contact the appropriate Capital Planning and Investment Control Office(r).]
The intended audience of the EPLC Business Case is project stakeholders such as the Business Owner and senior leadership.
General Project Information
Submission Date
Requested By
Business Owner
Contact Info.
Project Name
Desired Start Date
Project Description
Business Need
Goals/Scope
Risks/Issues
High-level Business Impact
[Outline, at a high-level, what business functions/processes may be impacted, and how, by the project for it to be successfully implemented. Describe plans for addressing ongoing operations, future growth, and how this will be addressed and managed. Consider not only the requirements for additional hardware, software, building materials, and space but also where financial funding for these things will come from, additional resource requirements, staffing, training, other expenditures, etc. Also describe how investment performance will be measured. Identify specific performance indicators that may be used to measure investment outcomes and its progress in addressing the particular business need.]
Alternatives and Analysis
[The Alternative Analysis section should identify options and alternatives to the proposed project and the strategy used to identify and define them. Further analysis of these potential options should be performed to identify a preferred solution. Include a description of the approaches for the identification of alternatives and an outline/description of each alternative considered. Include at least three viable alternatives: keeping things “as-is” or reuse existing people, equipment, or processes; and at least two additional alternatives. Identify one as the preferred solution.
Some examples of alternatives to consider may include:
Buy vs. build vs. lease vs. reuse of existing system
Outsource vs. in-house development
Commercial off the shelf (COTS) vs. Government off the shelf (GOTS)
Mainframe vs. server-based vs. clustering
Unix vs. Linux vs. Windows]
One approach to presenting the alternatives analysis is illustrated in the section below. The content of such a section may vary between projects based on the type of alternatives being analyzed and the approach taken.]
Alternative A
[Include a detailed alternative analysis that contains information such as:
Cost/benefit analysis (Should be part of the appendix.) Use Template in Moodle.
Initial and ongoing costs
Payback period
Return on investment (ROI)
Other financial consideration
Security considerations
Etc]
Alternative B
[Include a detailed alternative analysis that contains information such as that outlined in Alternative A]
Alternative C
[Include a detailed alternative analysis that contains information such as that outlined in Alternative A]
Alternative D
[Include a detailed alternative analysis that contains information such as that outlined in Alternative A]
Preferred Solution
Financial Considerations
[Identify funding sources for all project component costs for the preferred solution. This should include consideration of items such as capital costs, operating costs, total cost of ownership, impact on other projects, funding requirements, etc.]
Assumptions and Constraints
[Include a detailed explanation of any assumptions and/or constraints applied to the information documented within this business case.]