| Unit/s assessed | BSBSMB412 Introduce cloud computing into business operations |
| Assessment name | BSBSMB412 Assignment |
This summative assessment will enable your assessor to make a judgement of competency based on the submission of your completed assessments against the requirements of the unit/s of competency in this module.
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S = Satisfactory NS = Not Satisfactory
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Re-assessment
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Declaration of Understanding and Authenticity
I acknowledge the assessment process has been explained and agree that I am ready to undertake assessment. I am aware of where to find the assessor’s feedback for the assessment. I am aware of the appeals process, should the need arise. I also understand I must be assessed as ‘satisfactory’ in all parts of the assessment/s to gain an overall competent result for the unit/s of competency. If I am found to be NS after a second attempt, it is at the assessor’s discretion whether I may be permitted one final attempt. I am aware that a ‘not competent’ final outcome means I may incur fees for re-enrolment in the unit/s.
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Student Name*: |
Submission Date^: |
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Submission instructions:
Complete the Declaration of Understanding and Authenticity (above).
Once you have completed all parts of this Assessment, login to the Monarch Learning Management System (LMS) to submit your assessment.
In the LMS, click on the link to ‘Submit [assessment name]’ in your course and upload your assessment files. Click save and then click submit assignment.
Please be sure to click ‘continue’ after clicking ‘submit assignment’.
Activity instructions to candidates
This is an open book assessment activity.
You should use a hand held calculator and/or software to perform calculations.
You are required to read this assessment and answer all questions that follow.
Please type your answers in the spaces provided.
Estimated time for completion of this assessment activity: 4 hours
The following questions are based on the material in the textbook Introduce Cloud Computing into Business Operations by Leigh Thomas.
The following questions are based on the material Module 1 of the textbook:
Question 1
Briefly define the following terms:
1.1 Wi-Fi Audit
1.2 Web Presence Audit
The following questions are based on the material in Module 2:
Question 2
Demonstrate your understanding of the fundamentals of ‘cloud computing’ by explaining each of the following key terms and concepts:
2.1 What is ‘cloud computing’?
2.2 What is the appeal of cloud computing?
2.3 What is a ‘pure cloud offering’?
2.4 What is ‘virtualisation’?
2.5 What is ‘Software as a Service’ (SaaS)?
2.6 What is ‘Desk Top as a Service’ (DTaaS)?
Question 3
Demonstrate your understanding of the fundamentals of ‘Cost-Benefit Analysis’ (CBA) by explaining each of the following key terms and concepts:
3.1 What is a ‘Cost-Benefit Analysis’?
3.2 When undertaking a CBA, what are the three (3) layers of cost to be considered?
3.3 Within the CBA spreadsheet, list:
the two (2) Quantitative Cost sub-totals categories
the four (4) Quantitative Benefits sub-totals categories
| Quantitative Cost sub-totals (list below) |
| Quantitative Benefits sub-totals (list below) |
Question 4
4.1 Reflect and research. List four (4) sources for information about cloud computing for small businesses:
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4.2 List five (5) questions you would ask or issues you would consider, when seeking assistance from specialist advisors to help plan and introduce cloud computing into an organisation.
Tip: Do some research and create a list of business protocols for using services of specialist advisors. Here’s one website you may like to look at… https://www.business.qld.gov.au/starting-business/planning/advisers/choosing
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Question 5
5.1 When installing Cloud Computing into an organisation you will need to prepare a budget
Using the link below please list the 5 steps to preparing a budget. Please answer in your own words:
https://www.freshbooks.com/blog/the-5-step-plan-to-creating-a-balanced-business-budget
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The following questions are based on all material in the textbook:
Question 6
Case Study – The Antique Boutique
Consider the following case study scenario.
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The Antique Boutique You have recently joined an establishment and successful family antiques business. It has grown from a business that originally offered second hand goods (sources mainly from deceased estates) through to one store, to one that offers genuine antiques through five shopfronts. Alvin Anderson is your boss. He has been the general manager since 2000. He is a third-generation owner of the business, having taken over from his father. The business was founded by his grandfather, in a Victorian country town in the 1960’s. Over the years, as the scale of the business grew, the business model evolved to sourcing and reselling better quality, true antiques. The business also outgrew its original small-town location. In the 1990’s Alvin’s father opened another store in a nearby, larger town. In 2005, with bank loans backed by a buoyant and growing cash flow, Alvin opened two main stores. One was in a large Victorian city and another in the outer suburbs of Melbourne. In 2015, he again expanded the business, opening his latest and fifth store in Canberra, and it too is doing quite well. As the business has grown, the essential business processes have remained remarkably similar, however, they are now far more numerous, complex and varied. And, despite his business acumen, Alvin is not very savvy with computer technology. He even struggles a bit with email and Word, but is getting the hang of both. Alvin sees technological advances all around him. He senses that, in failing to understand and apply relevant technologies, he is missing a lot of economies and efficiencies as well as additional opportunities for the business. He is also hearing a lot about the advantages and promise of the cloud, yet he is not sure what it really means and what it applies to. But he feels it may form part of an approach to overhauling his information and computer technology (ICT). When it was a two-shopfront operation, the business had modest information and computing needs. Each store has a cash register and EFTPOS terminal to facilitate sales. Thinking themselves quite advanced, they also had a brochure-style website with some nice photos, basic contact and location information. And that was about all. Financial records continue to be maintained manually by a part-time bookkeeper and a young sales assistant handles email enquiries that come via the business’s free Hotmail account. Phones also continue to be the main way that the stores communicate with each other. Alvin needs your help! Alvin recognises there is more he needs to know, and this is where you come in. Presently, there is no-one in the business he can refer to, even though he regards two of his five store managers as tech savvy. These managers have installed their own computer systems and internet connections and seem to be operating quite well on their own. So, with no overall ICT strategy for his business, and not knowing where to start, he is hoping you can help. He sees from your CV that you have recently undertaken this unit of study, and he is asking for your advice on processes and strategy for the business to adopt regarding ICT. Working with Alvin, your role, as an ICT Adviser, is to advise on how the business can adopt relevant ICT to consolidate it into a single, cohesive entity from its current five successful, yet virtually independently operated shopfronts. Additional Information: Each store’s cash registers have manual override for accessing the money in the event of a failure. Each store’s EFTPOS machines are run on electrical power and phone line. Last time they were updated was 2012. All terminals are through ANZ bank. Each store has Manual Transaction Processing vouchers and any such manual transactions are authorised via an 1800 number, as a backup for the terminal failing. Merchant support is also via an 1800 number Fees involved: Establishment Fee $90 Annual Fee $30 Monthly Fee $40 Merchant Fee (minimum) $20 Despite the contingency options, the cash register and EFTPOS machines are considered absolutely essential due to the failure to be able exchange currency if these systems are down. Each store currently only has one Windows computer in the manager’s office. Alvin replaced all existing computers at the same time as acquiring a computer for latest shop in Canberra, he spent $1600 per computer. All core desktop applications are from the Microsoft Office Suite. Each store uses Office 2010 (purchased and fully installed on existing computers in 2011 for $296. Can be install on up to 5 computers). There are no more allocations left under the current license. Each store utilises Outlook, Word, Excel and Publisher. Employees assist each other with learning these programs. The bookkeeper uses MYOB AccountRight Plus version 19.7 (purchased by the business for an initial cost $1195.00). There are no ongoing fees. There is one file per store. The bookkeeper backs-up the company files onto an external portable hard drive before closing the program each time. The bookkeeper takes the portable drive with them. The main copy is left on the shop computer. Payroll is completed in a manual ledger by Alvin and he enters the amounts into MYOB. Sales and Purchases functions in MYOB are not utilised for the normal daily business processes. The bookkeeper produces quarterly reports for each store and exports them to excel where the data can be used to create charts displaying information requested by Alvin. Alvin advised the bookkeeper what information he needed (Tax Liabilities, Sales Statistics, Performance, Position, etc.) to evaluate the store and the bookkeeper designed the reports. At the end of the financial year, the bookkeeper produces an additional copy of these reports displaying the full year information. Each store has a multifunction printer connected by LAN. Internet is connected to an ADSL router by LAN. There have been no issues with LAN connectivity. There is room within the LAN setup to expand to another 9 devices in each store. The LAN wires are unseen within the office partitions and therefore do not pose any issue with being accidently disconnected. The LAN hub is housed neatly in a wall cupboard in the manager’s office. Internet (ADSL) and phone are provided by Telstra. Alvin recently changed the plan for each of the shops to that below. He has already spoken with Telstra and mentioned he is looking at cloud computing. They have advised that he can upgrade his plan at any time. The next plan up also offers unlimited data and mobile calls included for $25 extra per month. Alvin does not see the need for mobiles or mobile data for himself or for his shop staff. Telstra Business Bundle Plan (M) $100 per month per store Data: 1000GB excess charged $1 per GB (charged per MB) or part thereof capped at a maximum of $300 per month. Local Calls: Included National Calls: Included Mobiles: 55c call + 36c per minute There are currently no back-up processes in place except for the MYOB back-up as mentioned previously. Website was setup and is maintained by manager in Canberra. The manager would like to eventually have a database of products online and allow customers to purchase online. It is still in its infancy due to limited time. The website host is Hosting Australia and was chosen due to the price and because the host servers are located in Australia (Melbourne). The average visitors per day is currently 10. Hosting Australia Plan – Small Business $9 per month: Bandwidth: Unlimited Email: Unlimited Databases: Unlimited Uptime: 100% CPU Core: 1.5 RAM: 2GB SSD Storage: 30GB |
6.1 Prepare a Business Case
After reading the case study, use the following template to prepare a short business case for the implementation of cloud computing for the Antique Boutique.
You are required to provide brief commentary and complete each of the 9 sections (as listed in the Table of Contents below).
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Business Case Proposal to Introduce Cloud Computing The Antique Boutique |
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Table of Contents: 1. Introduction 2. Current Situation 3. Risks involved if current situation remains 4. New ICT proposal 5. Advantages and Justifications 6. Coaching and Training 7. Cost Factor – Cost Benefit Analysis 8. Risks with the new system 9. Plan to introduce Cloud Computing |
| 1. Introduction
Provide a brief description of why the Business Case report has been prepared. Hint: prepare the introduction last, after you have filled in other sections of this business case and then summarise them here for your introduction. Please use the headings of each section and a brief outline of each section for the introduction. |
| 2. Current Situation
Limitations Provide an explanation of the current situation including 5 limitations currently affecting the business. Hint: An example of a limitation would be the lack of integrated bookkeeping with each store having its own file. This creates a limited overall picture of the company’s profitability. |
| 3. Risks involved if current situation remains
List 3 problems confronting the business if the situation is left as is. For each problem, outline the risks and possible consequences. 1. Problem:
1. Risks:
1. Consequences:
2. Problem:
2. Risks:
2. Consequences:
3. Problem:
3. Risks:
3. Consequences:
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| 4. New ICT proposal
In this section provide a brief description of a new ICT proposal to fix each of the 5 limitations in Section 2. This new ICT proposal including a list of its component systems. Please provide specific cloud-based solutions for Antique Boutique, not general terms about cloud computing. In this section please outline any new: * Cash registers, EFTPOS systems and their interfaces and their integration with the new software * Cloud computing software and other desktop software updates such as MS Office and CRM software * hardware upgrades such as PC’s, LAN, phone lines and other equipment needed * Internet upgrades that may need to occur * Updates to websites including online shopping integration with the existing website * integration needed between stores PRIORITISE THESE SOLUTIONS INTO TWO HEADINGS: SHORT TERM GOALS LONG TERM GOALS Also discuss whether you would seek specialist advice on the planning or implementation of this business case. Some areas of specialist advice include: Computer hardware – would you seek specialist advice before purchasing new PC’s? What advice would you seek and from where? (a website link would be useful in this response) Disaster planning – would you seek specialist advice with help for disaster planning? What advice would you seek and from where? (a website of who you might use would be useful in this response also)
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| 5. Advantages and Justifications
Outline the advantages and justification for adopting the new proposal and the fixes for each of the 5 limitations in Section 2. |
| 6. Coaching and Training
Outline the training and/or coaching that staff may need in order to use any new software and to maximise the optimal usage, arising out of the fixes to the 5 limitations in Section 2 Hint: Training/coaching may come with a cost, so be sure to include reasonable estimates in the relevant lines of your Cost Benefit Analysis – see below |
| 7. Cost Factor – Cost Benefit Analysis
Prepare a budget and provide a dollar-based Cost-Benefit Analysis for the fixes to the 5 limitations in Section 2 You may make your own assumptions about the costs and benefits dollar amounts arising from the project. Reasonable guesstimations are acceptable in this response. Provide a reasonable range of amounts for each of the key areas of your proposal. |
| 8. Risks with the new system
List the possible risks involved with the new system including the fixes to the 5 limitations in Section 2. Also specify what the worst-case scenario is if something goes wrong?
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| 9. Plan to introduce Cloud Computing
Outline the plan to introduce cloud computing into the business. |
6.2 Present your business case
(Please note, there is also Q6.3 following this roleplay)
This is a video assessment activity.
Roles:
This role play has three roles:
You
General Manager: Alvin
Store Manager: Alexandra Fisher
Scenario:
You’ll need to present a brief overview of some key aspects of your business case to your boss, the General Manager, Alvin Anderson, and one of store managers, Alexandra Fisher to get them to (enthusiastically!) agree to your plan.
Remember, Alvin considers two out of the five managers to be tech-savvy. That means three might be a bit scared of a major change like the one you’re proposing.
In your meeting, you’ll discuss:
– The general computing needs of the business
– Your business case (briefly; especially think about the basics from parts 2, 4, 5, 6, 8 & 9 of your business case)
– The managers’ different training needs (remember, you’ve outlined some options in your business case at part 6)
This task is designed to assess your ability to:
Greet managers appropriately and professionally
Engage with managers about the business’s computing needs including:
summarise the limitations and risks of the current system
outline the advantages and justifications of your proposal
address any concerns raised by the managers
Present your business case and seek approval
Communicate the highlights of your plan effectively
Engage with managers regarding training and summarise training options
Encourage managers to adopt a positive attitude re: learning
Use clear and appropriate language
Engage in dialogue (question and answer exchange) and use listening and questioning techniques to confirm requirements and respond to concerns
Outline the next steps in your process
NOTE: Name your roleplay file with your surname followed by mod 3.4. For example, Smith Mod3.4
Role Play Script
The Antique Boutique – Cloud computing meeting
Notes:
This role play has three different roles, including the student/ICT adviser.
You: ICT adviser
Alvin Anderson: General Manager
Alexandra Fisher: Store Manager 1
Instructions: Remember what you’re being assessed on: your cloud computing planning skills and your communication skills, as outlined in the instructions for 6.3
If you only have one partner, they read/play all the roles except yours.
You’ll need to have the answers to previous questions ready to guide you in this discussion.
The parts are indicated with names in brackets, like this: [YOU] [ALVIN]
When something is written in bold, it’s just a guide – not a line you have to read word-for-word.
There’s often no script for what you say; just guidelines. That’s part of the challenge! Don’t read these lines out. Instead, answer in a way that fulfils the guidelines. For example, if the guideline for you were:
[YOU]: Name and describe a fruit. Say something good and something bad about the fruit.
…you might say “Apples. They’re red, juicy, and crunchy. They’re high in fibre, but you can’t eat the core.”
Normal speech is written as follows. Read these parts out.
[MARY]: Let’s get this meeting started.
Instructions for actions or body language are written in italics as follows. Don’t read these parts out.
[FRED]: Look angry and raise your hand.
– – – – – – –
[YOU]: Greet the managers and start the meeting.
[ALVIN]: It’s good to be here.
Can’t wait to see what you’ve got worked out for us!
[YOU]: Thanks Alvin. I’m excited to get stuck into it.
But first, I just wanted to make sure all the managers are on the same page.
We’re going to quickly go over the general computing needs of The Antique Boutique.
[YOU]: Briefly summarise the limitations and risks of the current system (parts 2 and 3 of your Business Case).
[YOU]: So as an outsider, that’s what I think is lacking. What do you all think?
[ALVIN]: Well, it’s certainly more than I expected!
[ALEXANDRA]: I’m not sure. That sounds like a lot of problems to try and fix at once.
Plus, I don’t really want to learn anything new. I’m mostly focused on sourcing pieces for the store; I just don’t have time!
[YOU]: Briefly talk through your new ICT proposal (part 4 of your Business Case).
Talk about the advantages and justifications of your proposal (part 5 of your Business Case.).
As you discuss the advantages, make sure you address each of Alexandra’s concerns.
[ALEXANDRA]: Ohhh!
So you’ll actually be taking away a lot of the IT stuff we have to do locally in office PCs and so on, and making the rest a lot simpler!
That sounds a lot less scary.
But still, I mean, I’ve got to learn a whole new system…
[YOU]: Briefly talk Alexandra through the training options you are planning to offer (part 6 of your Business Case).
Explain how having a range of training options means she can learn on her terms.
[ALEXANDRA]: Hmmm, OK, I’m not confident but I’ll take your word for it.
[YOU]: Say something to gently encourage Alexandra to update her computing knowledge.
[ALEXANDRA]: Thanks. You’re right, I probably can do it.
Have we got a plan for all these changes?
[YOU]: Briefly talk the group through your plan to introduce cloud computing and seek acceptance of your proposal (part 9 of your Business Case).
[ALVIN]: Right. So now we’re all straight on what needs to be done and why, let’s confirm that we’re all in agreement.
I agree!
[ALEXANDRA]: Yes, I agree with the plan. What’s the next step?
[YOU]: Thank everyone for their time.
Confirm what you’ll do next.
Close the meeting.
6.3 Email your team
Create an email to all staff members of The Antique Boutique organising a training session/s to maximise the understanding and usage of the new Cloud Computing System. In this email encourage and support all staff on using the new system.
In this email make reference to the following:
Where/when and how you will organise the training session for all staff, dealing with the issues of training over multiple locations
If you will conduct follow up coaching sessions or one-on-one sessions with staff to reinforce the learning and how this will be conducted
Provide a few sentences encouraging and supporting all staff members to use the system
Provide a list of 3-5 tips to staff on how to be more efficient and effective in using the new system
THE ANTIQUE BOUTIQUE — EMAIL
DATE: [Insert today’s date]
TO: [Add relevant parties who should receive this email]
FROM: [Insert your name & title]
SUBJECT: [Insert email subject]
[Insert email content]
| Student Pre-Submission Checklist |
| Please check that you have completed the following before you upload your assessment: |
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Sign and date the Declaration at the beginning of the assessment |
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All activities have been completed |
| Please check that you have the correct number of documents ready to upload to the LMS: |
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This completed assessment |
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Role play video from Activity 6.2 |