Question

what are the requirements analysis and the Recommended solution for this case study ?

A few years ago, Ronald Montgomery founded Cultural Learning Experiences (CLE),
Inc., a small firm in Chicago that organizes and plans educational trips for faculty and
students seeking a unique learning experience abroad. At first, the company focused
mainly on organising these educational experiences in France and Switzerland, but as
the interest continued to grow, Ronald increased the scope of operations to include
many other countries, including Spain, New Zealand, Germany, and others.
Ronald has the help of Isabella Aubel (office manager) and two other employees that
help with the day-to-day office tasks. At the present time, the work processes are
entirely manual for this organization. With the recent growth in the business, it has
become quite challenging for the current workforce to manage all of this manually.
Everything is rather disorganized, with many mistakes being made with the recording
of important information regarding students and their scheduled classes and locations,
for example. Such errors are adding to the existing inefficiencies, thereby creating a
work. environment that is stressful and hectic. Even more importantly, customer needs
are not being met and customer satisfaction is at an all-time low. It is, therefore,
necessary to implement a database solution at the present time. It is important to note
that while Ronald intends to eventually automate all business processes, including
payroll and accounts payable, the more immediate concern is to make certain that
efficiencies in data storage are improved. The database solution should include a userfriendly
interface that allows for entry, modification, and deletion of data pertaining to
students, teachers, and classes, for example. Additionally, the database solution
should be designed to ensure consistency of data entry (formatting) and should
include enhanced reporting capabilities. Such functionalities should be considered in
order to resolve the problems the company is currently experiencing. The total amount
available to fund this project is $65,000. It may be possible to expand this budget, if
necessary, but the company is hoping that the project can be completed with the
specified amount. The company currently has only two computers, both with the
Windows 7 operating system and Microsoft Office Professional 2010 installed. The
machine is currently being used for electronic mail communications and simple word
processing and spreadsheet tasks. It will be necessary to purchase two additional
machines for this office, as Ronald would like all of his employees to have access to
the new database management system. Ronald is hoping that this database solution
will be instrumental in improving customer relations and employee morale, as both are
critical to the continued success and growth of his business. With an automated work
process, Ronald knows that efficiencies within the organization will be dramatically
improved.
Cultural Learning Experiences, Inc. is essentially the middleman between faculty and
students & international opportunities to teach and learn. CLE organises educational
trips/programmes for college students (to take) and college professors (to teach/lead)
in the USA and across the world.
You have been hired to provide them a mean to keep track of the classes offered in
destinations around the world, all of the students who sign up for a particular class,
the professors who are teaching specific courses, etc. You have several goals that
you want to accomplish with this database. First, you will need to keep track of all the

students –their studentID number, address, telephone number, e-mail address, etc.
You will need to keep track of faculty members and their contact information as well.
As students register for classes and pay their registration fees, the owners of CLE
want to be able to record this information directly in their database. An outside
accounting firm handles all of the billing processes. CLE simply provides this firm with
a physical copy of a report containing the information necessary for billing. (Your team
is responsible for designing this report.) All payments are made directly to CLE.
Beyond the recording of whether or not the registration fees have been paid, this
system should not be concerned with accounting practices. The recording of all billing
and payment details will be handled outside of the boundaries of this system. CLE
also outsources the marketing function and provides reports on a regular basis to an
outside marketing firm that seeks to inform potential faculty participants of the
educational trips that are available through CLE and to increase awareness in general.
You should design at least one report that would provide useful information to this
marketing firm. (You may make assumptions here.)
CLE would like the database to be password protected. Beyond the creation of these
reports, Ronald wants you to focus on making data-entry as easy and efficient as
possible for her staff while simultaneously ensuring accuracy of the entries. An
organised database, focusing on data-entry and reporting, is essential. (Your team will
need to explore various options within Access that will allow for this).

Answer 1

Requirements analysis for CLE Inc.

· There is need for a system which can shift the manual operations of the company to digital operations

· A dedicated database is required to maintain details about students and teachers

· Customer responsiveness of the system must be high

· Payroll and accounts automation is needed in future

· Data entry must be easy and flexible

· Data analysis and reporting must be facilitated by the system

· The system must be compatible with Windows 7 OS and Microsoft Office Professional 2010

Recommendations for the proposed system:

· A thorough stakeholder meeting must be conducted in which the specific requirements of each stakeholder can be discussed thoroughly

· Budget and time constraints must also be discussed in a transparent manner

· Accordingly a design plan can be developed and shared with the stakeholders for approval

· The database management system must be user friendly and interactive to facilitate usage

· The system must have a centralized database so that data storing and retrieval is easy

· Data of the system must get backed on Cloud

· Data analysis must also get facilitated by the system so that data can be processed and easy to understand reports can be generated

· The system must have layers of protection so as to facilitate data protection and privacy concerns

· Data can be encrypted and protected by passwords and firewalls