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Intuit payroll is a completely new web-based payroll service for NGAP. This includes the collection of data, calculation of wages, payments and pay slips. E-conomic is responsible for the functionality of the accounting software.
Intuit payroll is a completely new web-based payroll service for NGAP. This includes the collection of data, calculation of wages, payments and pay slips. E-conomic is responsible for the functionality of the accounting software.
Intuit payroll is a completely new web-based payroll service for NGAP. This includes the collection of data, calculation of wages, payments and pay slips. E-conomic is responsible for the functionality of the accounting software.
Team Members: Venkata Sai Archana Ogirala Jaafar Bilal Aruna Gotety Vongphouthone Sichanthalath IT7833 IT Strategy and Policy Professor Lei Li Southern Polytechnic State University
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Phase II: NGAP Operational Plan Software development (especially payroll) We are developing the software by upgrading to Intuit payroll. Intuit Salary is a completely new web-based payroll service for NGAP that can be used in collaboration with the e-conomic accounting software. There are a lot of benefits for e-conomic users that we as a customer of e-conomic can also have access to a complete web-based solution for managing our employees' wages. This includes the collection of data, calculation of wages, payments and pay slips all in one and fully integrated with Internet banking. Salary management is automated and is designed for us to avoid unnecessary paperwork or keeping up to date with current laws and agreements. Intuit Salary is a payroll service from Intuit, Scandinavia's leading provider of solutions for salary and human resources with 30 years of industry experience. Intuit manages the order and delivery of the payroll service and also handles service and support. Intuit Salary is a complete payroll software developed especially for Swedish small businesses with 1-20 employees, and it requires no licenses with need for periodic updating since all updates and backups are managed by Intuit. Intuit is responsible for the functionality, operation, installation instructions and support of Intuit Salary, while e-conomic is responsible for the functionality of the e-conomic accounting software. This software can do Multiple Pay Frequencies that include different types of pay periods including weekly payroll, biweekly payroll, semimonthly payroll and monthly payroll. DEVELOP AN OPERATIONAL PLAN FOR A SMALL BUSINESS 3
Although Payroll Mate gives users the ability to use any pay frequency they want, we recommend extending the duration of payroll cycles to reduce payroll staff's payroll processing activities and thus save time and money. This payroll tax software supports regular salary; hourly pay, overtime pay, double overtime, bonus pay and commissions. Our payroll software comes with a built-in payroll and paycheck calculator for federal withholding and state withholding for all 50 states and District of Columbia. Once a report is generated inside Payroll Mate 2014, the user has a full list of options to export the report data; some of these options include PDF, Text, CSV (Comma Separated Value), MHT, Excel, Rich Text, JPEG, BMP, GIF, TIFF and EMF. One of the most powerful features of this payroll management software is the ability to define an unlimited number of custom payroll items to fit the employer's needs. With other payroll solutions you are locked in with the built-in payroll items that ship with the product and even if you have the ability to define custom payroll types, you are limited in the number of items you can define. This feature is very useful for users with advanced payroll processing requirements or payroll service bureau. Website and Software Development Costs The Company capitalizes certain costs associated with website and software developed for internal use when both the preliminary project design and testing stage are completed and management has authorized further funding for the project, which it deems probable of completion and to be used for the function intended. Capitalized costs include amounts directly related to website and software development such as payroll and payroll-related costs for employees who are directly associated with, and who devote time to, the internal-use software project. Capitalization of such costs ceases when the project is substantially complete and ready for its intended use. DEVELOP AN OPERATIONAL PLAN FOR A SMALL BUSINESS 4
Network systems Business Strategy Goal #1: High Availability: The network should be fault tolerant and be available 99.5% of the time. Objective Secure strong and durable/available network Tasks to complete objective Security measures will be taken into consideration and must abide and meet by set procedures. Ensure the system and network servers must withstand network traffic at peak times. Routers and servers, computers, and other technological equipment will constantly be tested and free of errors. The network should be tested in environment before going live. Persons Responsible: IT/E-commerce division Timeline: Continuously. Deliverables: Network will be of service and available 99.5% of the time. Business Strategy Goal #2: High Bandwidth and low latency: The network devices need to have enough bandwidth to support all of the applications and network component which the company supports. Objective Allocate bandwidth to network and computers Tasks to complete objective DEVELOP AN OPERATIONAL PLAN FOR A SMALL BUSINESS 5
IT/E-commerce division will ensure that computers are allocated enough bandwidth given each member's role and task within the company. For example, e-commerce or web services division will be allocated more bandwidth and resources than administrative members. Persons Responsible: IT/E-commerce division Timeline: Continuously. Deliverables: Appropriate carriers of bandwidth will be applied, for example, T1, T2, T3, Ethernet, Voip. Business Strategy Goal #3: Separation of Internal and External Network with secured tunneling: As the company has plans to expand into online e-commerce the internal and external should be properly secured. Objective Ensure all networks are secure and in a solid state of performance in accordance to network protocol and procedure Tasks to complete objective Ensure employees all have access and capability in connecting with each other via NGAP's internal network. Only employees can have access through to this network, as password authentication will be established. Persons Responsible: IT/E-commerce division Timeline: Continuously. Deliverables: DEVELOP AN OPERATIONAL PLAN FOR A SMALL BUSINESS 6
Ensure that messages and all forms of communications within the network are to not be shared externally. Successful testing of internal and external networks. Business Strategy Goal #4: Wired and secured wireless LAN: The network hardware should provide the ease/flexibility of connectivity. Objective Obtain adequate servers and routers/other technology equipment to make work-flow process and communication easy for staff Tasks to complete objective Network team will acquire and install appropriate equipment. Equipment will be tested and updated as measures will be taken to ensure network traffic flow is clean and in working order. Persons Responsible: IT/E-commerce division Timeline: Continuously. Deliverables: Employees will have no issues with connectivity. Fastest internet will be delivered in order to increase work-flow efficiency and save time. Overall Strategy for Database Systems
The plan is to have a single consolidated database system for all applications which includes all the existing applications as well as the new payroll application and Ecommerce application. There will be two environments of database systems one for Production and one for test and development. DEVELOP AN OPERATIONAL PLAN FOR A SMALL BUSINESS 7
The database system needs to provide high availability, best in-class backup and recovery capabilities and very high performance standards. Operations plan for database systems is enclosed
Operational_plan_for _DatabaseSystems.xlsx
Security systems Action Plan or Implementation plan for Security Systems: Information security is a business issue. The objective is to identify, assess and take steps to avoid or mitigate risk to agency information assets. Governance is an essential component for the long-term strategy and direction of an organization with respect to the security policies and risk management program. Governance requires executive management involvement, approval, and ongoing support. It also requires an organizational structure that provides an appropriate venue to inform and advise executive, business and information technology management on security issues and acceptable risk levels. In order to implement and properly maintain a robust information security function, company has to develop action plan or operational plan into five phases: Action Plan: 1) Initiation Phase: During this first phase senior executives and IT security officials have to identify and assess threats, vulnerabilities, attacks, probabilities of occurrence, and outcomes. Key security activities for this phase include: DEVELOP AN OPERATIONAL PLAN FOR A SMALL BUSINESS 8
Develop Initial project outline for security milestones that is integrated into the development project schedule which allow proper planning as changes occur. Identify key security roles for the system development and gather data regarding the information and technology assets of the organization, threats to those assets, vulnerabilities, existing security controls and processes, and the current security standards and requirements; Information Security personnel should analyze the probability categorization and Business Impact Analysis (BIA) information in the performance of each task activity and impact associated with the known threats and vulnerabilities to their assets. Contingency and disaster recovery planning personnel should review information systems that have multiple data types of varying impact levels and consider grouping applications with similar system-impact levels with sufficiently protected infrastructures Also ensure to assess privacy impact. 2) Development/Acquisition: CIO and other management executives should develop a strategy or plan to mitigate risks while complying with legal, statutory, contractual and internally developed requirements. Selection of control with respect to any particular approach should consider. Key security activities for this phase include: Enforcing policy through security tools and sanctions Delineating the areas of responsibility for users, administrators, and managers Communicating in a clear, understandable manner to all concerned DEVELOP AN OPERATIONAL PLAN FOR A SMALL BUSINESS 9
Obtaining employee certification that they have read and understood the policy Providing flexibility to address changes in the environment and Conducting annually a review and approval by the board of directors Analyze security requirements Perform functional and security testing Prepare initial documents for system certification and accreditation Design security architecture. 3) Security Control Implementation: The goal of access control is to allow access by authorized individuals and devices and to disallow access to all others. During this phase, the system will be installed and evaluated in the organizations operational environment. Key security activities for this phase include: Integrate the information system into its environment Plan and conduct system certification activities in synchronization with testing of security controls. Complete system accreditation activities. Integrate security into established environments or systems Assess the System security Authorize Information system 4) Operational and Maintenance: IT Security Officer and other administrators should constantly monitor on the activities and condition of network traffic and network hosts. Because Activity monitoring is primarily performed to assess policy compliance, identify non-compliance with the company policies, and have to identify intrusions and support an effective intrusion DEVELOP AN OPERATIONAL PLAN FOR A SMALL BUSINESS 10
response. These activity monitoring is typically an operational procedure performed over time; it is capable of providing continual assurance. Key security activities for this phase include: Review Operational Readiness Perform Configuration Management and Control Conduct continuous monitoring network and host activity to identify policy violations and anomalous behavior; Monitor host and network condition to identify unauthorized configuration and other conditions which increase the risk of intrusion or other security events; Analyzing the results of monitoring to accurately and quickly identify, classify, escalate, report, and guide responses to security events; and Responding to intrusions and other security events and weaknesses to appropriately mitigate the risk to the institution and its customers, and to restore the institution's systems 5) Security Disposal: Information security issues associated with information and system disposal should be addressed explicitly. When information systems are transferred, become obsolete, or are no longer usable, it is important to ensure that company resources and assets are protected. The disposal activities ensure the orderly termination of the system and preserve the vital information about the system so that some or all of the information may be reactivated in the future, if necessary. Key security activities for this phase include: DEVELOP AN OPERATIONAL PLAN FOR A SMALL BUSINESS 11
Build and Execute a Disposal/Transition Plan; Archive of critical information; Sanitization of media; Disposal of hardware and software. E-commerce systems
Business Strategy Goal #1: Provide a strategic marketing tool while gaining competitive
advantage and leadership in the industry.
Objective 1. Utilize marketing analytics by analyzing database information such as customer demographics, products, prices, time periods, sales, quantity of product sold/not sold. This will allow for business intelligence to determine potential future goals and needs. Tasks to complete objective Hold kick-off meetings with all divisions (Marketing, Sales/Purchasing, Human Resources, IT, Customer Service, Database, E-commerce (front-end website division), Accounting) within NGAP. Kick-off meeting will allow all divisions to assess current trends and assemble appropriate data together. Ensure external and internal information within each division is accurate according to database information which has accumulated over time. Past, current, and potential future trends will be noted. Persons Responsible: All divisions in NGAP. Timeline: Meetings will occur every quarter during the year. DEVELOP AN OPERATIONAL PLAN FOR A SMALL BUSINESS 12
Deliverables: Trends will be documented in order for NGAP to pursue new leads in the industry. Future goals will be added and appropriate measures will be taken accordingly. Objective 2. Must integrate and merge new and current customer accounts database into E- commerce service. Tasks to complete objective The DBA (back-end driven) and E-commerce division will discuss timelines on when new customers were added to company database. Integration of accounts will take place during non- peak hours, when server traffic is at minimal. DBA queries must be executed and run in a test environment before going live. Persons Responsible: Database Administrator (DBA), E-commerce division Timeline: 1 - 3 weeks; accounts will be merged in different phases and not all at one time. Deliverables: Accounts will be updated and merge, so NGAP will have accurate readings on updated customer information. Objective 3. Establish our back-office systems will record the sales transactions and purchases, as well as keep the inventory records updated and generate customer invoices. Tasks to complete objective DEVELOP AN OPERATIONAL PLAN FOR A SMALL BUSINESS 13
There are various establishment and integration options that NGAP may examine. These options include: a) Off the shelf software b) Off the Shelf-E-commerce software with integration capabilities Consideration must be made for the following options. For the first option, option a), the following considerations must be taken into account: Such an option is appropriate when an e-commerce website is already established. This solution is the most affordable and least difficult to manage. Back-office systems must be analysed and decisions must be made to see if software is compatible with RDBMS, accounting packages, etc. Also, one or two way integration has to be examined, as a look into if two systems need to communication with each other. For option b), the following considerations must be taken into account: Will such software be compatible with already establish back office systems? An examination of integration features must be taken into consideration and an in-depth review of processes linked to back-office systems must be taken into account as well. There needs to be a hardware delivery and implementation, as well as software implementation . Persons Responsible: All divisions within NGAP, especially DBA, IT/ E-commerce division Timeline: Over the next 2 years. Deliverables: DEVELOP AN OPERATIONAL PLAN FOR A SMALL BUSINESS 14
Back-office systems will lead to reduced duplication and improved customer service, as this will reduce delays in providing information to the customer. Product, pricing, stock availability information will be available to the customer. With integration, less work will be available for administration, as information will be entered once; this means that information does not need to be checked in between systems. More efficient processes and less duplication will lead to less overhead for the company. There will be automation of product and customer invoices made and emailed to client. Systems will be updated with relevant account and input sales, sales taxes, etc. (Integrating Back Office Systems with E-commerce, n.d.). Business Strategy Goal #2: Provide accurate information concerning operation and services, products, directions, and hours; there will be a guarantee of information available to the public. Objective The web service will be intuitive for the user, as well as simple to navigate. Service and site information will be ordered and grouped, as well as presented in a logical manner. This will allow the user to navigate through a minimal number of tiers to access information. Tasks to complete objective E-commerce division will create website that is user friendly. The marketing team will work together with E-commerce as to decide best presentation and layout of information within the web site. Information within website will reflect NGAP's provided services and Web application will be run on a test environment before launch. Information within the website will consider the following: a) Customer base DEVELOP AN OPERATIONAL PLAN FOR A SMALL BUSINESS 15
b) Competitors within the market c) Sales and demand within industry Persons Responsible: Marketing, IT/E-commerce division, DBA, Accounts, Sales Timeline: 1 - 3 weeks; accounts will be merged in different phases and not all at one time. Deliverables: Website functionality and layout will work efficiently. Layout will be user friendly and site will be easy to navigate. Business Strategy Goal #3: Provide accurate information on prices, as well as any changes in daily store operations. Objective Pricing and market trends will be posted on a regular basis at the appropriate timings. Customers will be aware of product and price changes, as our mission is to sell the highest quality products at the most reasonable prices. Prices will adjust accordingly in relation to business and product demands. Tasks to complete objective E-commerce division will work hand in hand with sales/purchasing and marketing team in order to determine pricing trends and changes according to market supply and demand. The DBA will update databases when prices need changing. Persons Responsible: Marketing, IT/E-commerce division, DBA, Sales/Purchasing Timeline: Continuously. DEVELOP AN OPERATIONAL PLAN FOR A SMALL BUSINESS 16
Deliverables: Customers will be updated through our website on any price or product updates or changes. Business Strategy Goal #4: Provide and promote awareness of auto parts, transportation and vehicle safety, as to bring unity and education to the community/ NGAP will seek-out the appropriate means of positively contributing to and aimed to embrace transportation awareness and safety. Objective NGAP will target the public information sector and educational institutions, as well as community groups. Tasks to complete objective Marketing and E-commerce will meet with community leaders in local schools, churches, and other institutions to meet and discuss ways in which NGAP can outreach to members of the community. Persons Responsible: Marketing, IT/E-commerce division Timeline: Twice a year. Deliverables: Gain local community trust and support in our services and products. Also, encourage awareness or motor vehicle safety in order to save lives. Remain a positive impact in our world, both online and in local community.
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Overall Strategy for Backup and Recovery
The plan is to have a backup and recovery system/policies which would have enough capacity, speed and support the needs of the entire IT systems. Operations plan for Backup and Recovery is enclosed
Operational_plan_for _BackupRecovery.xlsx
Help Desk System Services 1. Requirement Definition: During this phase all vital information is being gathered and activity plan is being drafted. Key Activities of Help Desk Service Includes: Establish a Steering Committee to establish membership levels, objectives, project plan and planning framework. 2. Selection of the Software: Selection of software for Help Desk can be tricky process; many options are available in the market from ready-made software to custom build open source softwares. When selecting the software, it should comply with the company requirements to manage all the Help Desk Auto Part Processes. Key Activities of Help Desk service includes: Consultation with Implementation experts and Consultants is necessary in this stage, who will play a role as Liaison between the organization and the application provider. 3. Preparation of Requirements for Software Configuration: After software had been selected specific information concerning its installation and initial configuration shall be figured DEVELOP AN OPERATIONAL PLAN FOR A SMALL BUSINESS 18
out. A understanding of SLA (Service Level Agreement) and OLA (Operational Level Agreement). During this stage project timelines should be drawn, with all the phases of installation, configuration and training. Key Activities of Help Desk Service Includes: Establish working sessions team, who will be responsible to draw a project planning for implementing the software and draw the requirements. 4. Implementation and Testing of the Software: After the Help Desk software is installed, its filled in with data for example end-users, responsible experts, support units, SLA times, configuration units, operator instructions. After all installation and configuration activities are finished system operational testing can be performed. The best way is to define special group of employees whose real incidents will registered in service desk support system so allowing for operational testing to use data an gathering additional knowledge that can be used in case system changes. Key Activities of Help Desk Service includes: The Project Management team is comprised of personal from technical and application functional areas. These include the Project Manager, Level 2 Support, Specialists, Network Operations Center, Level 3 Support Specialists, Database Management units. Security and Application support, who will detect, resolve and avoid failures that (potentially) affect the Implementation. 5. User Training: This stage includes trainings for service desk operators and for other involved parties. Of course main priority is given to service desk operator trainings since they are the first level of contact in Service Desk models. DEVELOP AN OPERATIONAL PLAN FOR A SMALL BUSINESS 19
Key Activities of Help Desk Service includes: Develop learning solutions to address the issues such as objectives and policies and ownership of calls. Specialized training should focus on Customer Service, Service Desk and Incident Resolution information. 6. Realization of Pilot Project: After all involved parties are trained and software is properly configured and tested, pilot project can be started with a purpose to make final assessment of company employees and the system itself. If at this stage no serious issues are discovered service desk can be considered fully operational. Key activities of Help Desk Service includes: Establish live sessions, real-time working models and an observation team with technical & management team members to monitor changes in the process or in the application. 7. Continuous Improvement of Service Desk Functions: Also after successful implementation, its obligatory to continue to improve its functions. Various metrics, service support functions should be improved and perfected. Continuous processes and services improvement is also part of ITIL best practices and in 3 rd version of ITIL framework is defined as separate set of processes.
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The following is showing Security and Operational Plan Layout.
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References: 1. Annual Plans for Information Systems, retrieved from http://www.ocio.usda.gov/sites/default/files/docs/2012/DM3565-001.htm 2. Automatic Data Processing http://www.encyclopedia.com/topic/Automatic_Data_Processing_Inc.aspx 3. Balaji Viswanathan, Understanding different levels of Help Desk Support, retrieved from http://project-management.com/understanding-the-different-levels-of-help-desk-support/ 4. Bob Anderson, Application Support, IT Service Management and ITIL Application Support, retrieved from http://www.itservicemanagement-itil.com/computer-aid/application-support-activities/ 5. Incident Management, Retrieved from http://wiki.en.it- processmaps.com/index.php/Incident_Management
6. Information System Security Lifecycle Management, TCS, retrieved from http://www.telecomsys.com/Libraries/Collateral_Documents/ISSLM_White_Paper.sflb.a shx 7.Integrating Back Office Systems with E-commerce. (n.d.) Retrieved from https://dr6j45jk9xcmk.cloudfront.net/documents/542/medi-booklet-back-office-systems- accessible-e.pdf 8. NAPA Auto Parts endorses Demandforce to its NAPA Auto Care Centers as an Online Marketing and Communications Software DEVELOP AN OPERATIONAL PLAN FOR A SMALL BUSINESS 22
http://www.demandforce.com/press/napa-auto-parts-endorses-demandforce-to-its-napa- autocare-centers-as-an-online-marketing-and-communications-software/ 9. Payroll Firms Ease the Strain on Small Businesses http://innovation.arkansasbusiness.com/articles/98018/payroll-firms-ease-the-strain-on- small-businesses 10. Richard Kissel, Security Considerations in System Development Life Cycle, National Institute Of Standards and Technology, retrieved from http://csrc.nist.gov/publications/nistpubs/800-64-Rev2/SP800-64-Revision2.pdf 11. Sandeep Kumar Sreeram, IT Service Management and Service Desk Implementation Best Practices, International Association of Computer Science and Information Technology, Institute of Electrical Electronics Engineering (IEEE), retrieved from http://smartenterpriseexchange.com/servlet/JiveServlet/previewBody/1932-102-1- 4982/IT%20Service%20Management%20(ITSM)%20and%20Service%20Desk%20Impl ementation%20Best%20Practices.docx.pdf 12. The Customer Flow Toolkit: A Framework for Designing High Quality Customer Services, New York State Department of Labor, retrieved from http://www.nyatep.org/files/public/CustomerFlowtk.pdf