Hope Gospel Mission Developed and Presented By: Paul Chen Matt LeClair

Introduction Feasibility Analysis of the existing system Analysis of the new system Documentation Cost-Benefit Analysis Implementation

What is Hope Gospel Mission? Rescue mission designed to help deal with homelessness in Chippewa Valley Christian organization Provide a home until individual can get back on their feet – Support basic needs (food, clothing, etc.) Life Skills Program

Provide training for skills such as literacy, time management, financial management 3 strikes policy Men must seek outside employment, or else must daily work (2 – 4 hours) around mission $10 daily program fee

Residency Status Initial 3 day stay is free Residency Phases – Phase One, Two, Three, and Four As phases evolve, residents learn to be more and more independent Average length of stay is about 5 months

Boundary Project Scope – What’s in? Resident Database – What’s out? Staff Information Pantry Information Donor Database

Project Purpose/Benefits To make the current database more functional and user friendly Create a more secure environment – User login, password, permissions, etc. Provide external/internal reports Database mobility

Input Primary Users – Staff Brent, Bob, Carol, Dave Secondary Users – Residents – Parole officers, city officials – Private Donors

Assignments/Team Members Initial system analysis – Brent, Bob, Matt, Paul, Carol, Dave System design – Matt, Paul Coding – Matt, Paul Testing – Alpha Testing Matt, Paul – Beta Testing Brent, Bob Implementation – Matt, Paul Maintenance

Budget Annual budget of $5000, of which 0% is allocated for this type of project Labor – Volunteer work Equipment – Limited upgrading as a result of zero budget – Ram upgrade is considered – Existing software will have to do Facilities – Computer access on 3 levels – Won’t require additional CPUs

Budget Continued… Consumables – Elimination of some paper forms – Reduce time spent on: Filing Manual searching for resident records Creating reports

Important Dates 11/14 Initial Meeting with Brent 11/23 Complete Design Phase 11/24 Follow-up meeting/proposal 12/4 System walkthrough 12/12 Complete Coding 12/15 Complete Alpha/Beta Testing 12/17 Implementation/Request Feedback Maintenance is ongoing

Timeline

Output of the existing system Intended Output – Accurate data about resident Personal information, employment history, education, medical history, etc. – Resident reporting Unintended Output – Excess paperwork – Inaccurate data – Increased search time – File misplacement

Existing ERD Resident Data Reason for Homelessness Phase of discharge Education (0,M) (0,5) (1,M)(1,1)(0,M) Entry Type Geographic Home Night Managers Progress Notes

Current System Snap-Shots

Old/New System Context Diagram Resident System Resident Report User Resident Info. Stay Approval/Rejection Report Request Report Generated

New System (Level 1)

New System (Level 2)

New System (Level 3)

New System (Level 1)

New System (Level 2)

New System (Level 1)

New System (Level 2)

New System ERD

Detailed Design Documentation Existing 70 Gb network drive accessible on all 3 levels Secure logon to database with user id and password Deliverables – Resident intake form – Resident exit report

Detail Design Documentation continued… Hardware – No hardware changes – Ram upgrade possible Software – No software changes – Windows 98, Microsoft Access Wetware – Resident data manually entered by staff – Training for new system functionality – Passwords and security controlled by Bob – System access by staff only

Cost Benefit Analysis Tangible Benefits – Reduce.. Time saved searching for resident files File misplacement Repeating resident data Calculations 2 hours/week * 52 weeks = 104 hours 104 hours * $5.15/hour = $536 $536 * 4 members = $2144/year – Total tangible benefits $2144

Cost Benefit Analysis Intangible benefits – Improved staff attitude towards system $200 – Increased convenience for staff use 50 – Better relationship with secondary users 5000 and residents – Total Intangible benefits $5250

Cost Benefit Analysis Tangible Costs – Ram upgrade $240 3 computers * $80 – Labor 600 $600 Donated – Maintenance 0 All maintenance is voluntary – Consumables (paper) 30 Total Tangible Costs $ 870

Cost Benefit Analysis Intangible Costs – Training for new system (opportunity cost) 2 hours * $5.15/hour = $ staff members * = $41.20 Total Intangible Costs $41.20

Cost Benefit Ratio Total Benefits – Tangible $2144 – Intangible 5250 $7394 Total Costs – Tangible $870 – Intangible $ Costs/Benefits /7394 = Cost benefit ratio of.12

Implementation Coding – Existing Access resident database – Language Access Testing – Alpha Testing Matt and Paul – Beta Testing Brent and Bob

Implementation continued… Deployment – Download new database to network drive – Data migration from existing database to new database Training – 1 or 2 hours for training with new database functionality and report generation Maintenance – 30 day contact period using or phone support

Summary Feasibility Analysis of the existing system Analysis of the new system Documentation Cost-Benefit Analysis Implementation