Websites have been used for the over the past decades in helping organizations and companies achieve visibility of their business and improve their service delivery. The size and design of a website keep changing due to the evolution in the technology and improvement in the business processes and services. Initially, websites were mainly static for product portfolio but with time they have become more dynamic where now organizations use their websites to the level of a desktop application that is able to allow dynamic content update and user logins. This paper highlights a report on analysis and planning contacted on a company website during the process of migrating and improving the website to a new premise. The report contains detailed activities and tasks involved in the project with their duration and timelines. The paper also discusses the methods used in collecting the information for the company such as interviews, observations and questionnaires. At the end of the paper there is description of all the research procedures applied in conducting the analysis and planning.
Website migration is a process that involves moving of the website content from one premise to another while maintaining the structure and availability of the content. The migration might take the direction of cloud to on-premise, on-premise to cloud or migration between the options. A company may choose to resolve into migrating their website in order to achieve improvement in information sharing, provide advanced online business services, increase security, reduce costs, reduce system support costs and improve application and server performance.
Smartmind Enterprises is an e-commerce business company that deals with various services and products online ranging from books, electronics, telecommunication services and consultancy. The company has been operational for a period of 8 years having customers and clients across the region. The company is currently running their website on an on premise and shared it for customer access via a public IP. With the increased traffic and services and products, the company has a recommendation of migrating the website to the cloud based platform. This is in order to reduce the cost for the demand of more storage costs and infrastructure. Implementation of this plan has been analyzed and planned as a project with defined timelines and schedule.
Scope of the Project
Smartmind enterprise is in need of a cloud hosting solution to migrate their website with their content. The reason for this recommendation has followed the constant complains of customers due to downtime and delays. The company has no enough provision of bandwidth to suite their customers’ needs. Having the website hosted on a cloud service provider that guarantees 99.9% uptime will be a big improvement of the company in the business.
The analysis and planning process of this project was intended to come up with a strategy to implementing this project where there was need to define the main activities that were involved in the process and schedule the accordingly. The fact remains that if this is put in place, the company will improve the performance and accessibility of the contents online (NASCIMENTO, COSTA, GAMMARANO, & ARRUDA FILHO, 2013). The project was to reduce the meintance costs and infrastructure cost that included web servers and storage.
Time Management Plan
Planning and analysis of the migration process there was need to define tasks and allocate duration specified with the start and end times. This section demonstrates the activities that were involved in the process with their respective durations to come up with the work breakdown structure. The tasks were interlinked as will be illustrated in the Gantt chart constructed for this project.
|1||Website Migration for Smartmind Enterprise|
|1.1||Case organization Identification|
|1.3||Current system analysis|
|1.7||Time management structure|
|1.7.1||Work breakdown structure|
|1.8||Task sequencing structure|
|1.10||AS IS process|
Figure 1 Work Breakdown Structure
Figure 2 Ghantt Chart
Having a website for visibility in and well established brand is an opportunity for the enterprise. However, the problem of downtime during access to the portal by clients and customers is big challenge to the company which is denying them opportunities for business from new customers. The cost of infrastructure is also increasing with the increased consumption of web services and traffic on the website. The slow process of customers having to order their products online has also been a lose to the company.
The company seeks to improve the productivity and service delivery to their customers using a cloud based e-commerce website. This process will also involve the changes in the structure and content management of the company. The company will keep the information and content intact while making changes to the infrastructure and increasing accessibility to the services. The implementation will improve the security and enhance privacy based on the service level agreement with the hosting company. This will be an opportunity for the enterprise to explore new markets and increase profits.
While conducting a system analysis and planning process for any information system infrastructure, information about the current system is usually important to achieve the right business requirements. The process of data collection deploys different methodologies such as interviews, observations and use of questionnaires. Interviews are important in contacting the process of information gathering for system implementation. During this process a sample of individuals were selected from every department to help in giving feedbacks about the collection of information on the current system. The organizational structure was important in coming up with the list of interviewees. The structure of the enterprise starts from the top with the Founder and Chairman of board, president and CEO, Vice president, head of finance, head of information technology, head of operation, sales executive, procurement manager and sales agents.
During the interview I interviewed the head of finance Johnson Jack, the head of information technology Peter Alfonse, head of operations Chris Daniel, sales executive Andrew Gregory and one sales agent Lucy Jones.
The objective of the interview
- The head of finance Johnson Jack: To evaluate the profitability index and the loses made from customers who could not access the website due to downtime and the estimated value of the migration process.
- The head of information technology Peter Alfonse: To assess the weakness of the current infrastructure and the required improvement.
- Head of operations Chris Daniel: To determine the problems caused by the current website infrastructure on the stock control and management.
- Sales executive Andrew Gregory: To evaluate the problem with the current sales pipeline and opportunity management.
- Sales agent Lucy Jones.: To determine the value of the expected infrastructure compared to the current and the improvements the new system will result into.
Figure 3 Organization Structure
A sample questionnaire used to collect data about the current system is as bellow;
Does the current website problem with downtime affect the company’s productivity?
Will the new infrastructure and migration improve the performance of the website?
- Strongly Agree
- Strongly disagree
- Not Sure
Is the new migration strategy improve the quality of the service delivery in the enterprise?
In what percentage will the new system increase sales profitability?
- Below 20%
- Above 50%
Will the new system increase customer satisfaction and convenience of shopping?
Will the new infrastructure and migration reduce the operational costs in the enterprise?
- Strongly Agree
- Strongly disagree
- Not Sure
Will the new infrastructure contribute positively to the generation of new opportunities in the e-commerce market?
From the evaluation done during the analysis and planning of this process, it was observable that Smartmind needs to deploy a mechanism to improve the performance of the website and service delivery to their customers (Smith, 1992). The need to have enough storage as highlighted by the IT manager is primary in experiencing maximum production and capturing of the sales history in the enterprise. The new system is most likely to improve the overall income generation of the enterprise by a great percentage. It was clear that the loss in the company revenue is associated to the malfunctioning of the current website which require modification and change of infrastructure.
The approach undertakes in the analysis and planning of a project highly affects the success of the project. Proper planning is strategic in improving the return of a project. Proper planning of the tasks and resource allocation highly contributes to the overall completion of the project in the estimated time duration.
The implementation of the migration strategy is the only solution to the problem that the enterprise is experiencing in the e-commerce industry. The new platform will lead to return in investment, guarantee maximum performance and availability of enough storage space. Cost cutting is the primary requirement of any organization, enterprise or company that is set to improves their customer service. It is a recommendation for Smartmind executive to accept the project based of the planning and analysis done to boost their financial requirements and experience a competitive advantage in the e-commerce industry.
AS IS PROCESS
|Figure 4 AS IS PROCESS|
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