Sub 2 Assessment 1

1. Manage identified client IT requirements and scope of solution
This is the Computer systems blow:
Location
Hardware
Software
Used for
Head Office
15 PCs, on average about two years old. All networked together.
One Windows Server 2003 and all others running on Operating System Windows XP
Office suite,
Accounting software with inventory module.
Accounting and finance, letters and documentation, keeping track of materials in the factory.
Sydney Sales office
3 PCs used standalone
Windows XP and
Office suite
Letters and quotes.
Melbourne Sales office
2 PCs used standalone
Windows XP and
Office suite
Letters and quotes.
Brisbane Sales office
2 Mac computers used standalone
Windows XP and
Office suite
Letters and quotes.

From the above table we can see that in this company no one has really been responsible for the computers and each sales office has been allowed to do their own thing provided they had the budget to cover the cost. At head office, each department had acquired PCs and about two years ago they were networked using the services of a local Systems Integration firm called Wollocomp who has provided support as required since then.
In summary, the company is constantly developing early stage of development in the company of soldiers might not need a special department to manage and operate IT part of things, but as the company continues to develop, and now you need a professional to manage the department, you first need to head office as well as other segments of the computer unification, should be unified procurement and installation from the computer system to use only the hardware and software. The company requires its own server, the server can be connected to each computer company's head office and branches. The unity of all data processing and backup. The future direction of development which can facilitate future access and access to year-end, to better analyze companies.

2. Assess Proposed Solution
Each sales office has account managers who spend time on the telephone calling prospective customers, visiting customer sites and also working in the sales office. They have some basic brochures but most of the sales are made to order. Customers may also walk in 'off the street' to visit the showrooms, which contain examples of the furniture produced laid out in office displays. The offices have been strategically located in areas where there are many business offices such as North Sydney. Each customer will be allocated an account manager who will look after that customer.
Once a customer has expressed interest in the furniture the account manager will obtain the details, measurements, style, finish, etc., and produce a simple diagram of the requirements. The account manager should also be able to give the customer an estimate of the likely price at this stage. When this ballpark figure is agreed with the client the diagram and sales notes are passed to a designer, also in the local office, who will develop the detailed plan which will be used in manufacturing. The designer will then work out the final price for the customer. This may require the designer to contact head office to check prices, availability, etc.
Once this plan has been completed the account manager will usually visit the customer, or get the customer to come to the office, so that the customer can sign off the plan as representing their requirements. A 20% deposit is asked for and a handwritten receipt is given to the customer.

3. Allocate Requirements
The business is such that once a customer has purchased from Herriard they may go two or three years before they need any more major purchases and so each year the sales force has to find new customers. There would be around 1000 to 1200 invoices issued each year.
There does not appear to be any seasonal trend in the sales patterns and sales are fairly even throughout the year.
Purchases
To obtain the best prices Herriard has restricted the purchase of raw materials to a few suppliers. Each order is normally for the equipment to be made out of the same material and so would generate maybe four or five purchase orders. Herriard will keep in stock, items such as handles, hinges, locks, etc. and again only purchases these from a handful of suppliers.
Since each office is allowed to make use of local suppliers for items not manufactured by Herriard there are also several suppliers for each sales office. The details are shown below:
Location
Suppliers
Head Office Manufacturing
20
Head Office Administration
60
Sydney
30
Melbourne
20
Brisbane
15

4. Assess Organizational Readiness
It is rare that a sales office will purchase from the same supplier as used by another sales office since each will use a local supplier.
The sales office will place an order with the local supplier but all financial transactions are processed at Wollongong. When the goods are received a copy of the delivery document is posted to Wollongong and the supplier will send invoices directly to Wollongong.
Payment to suppliers is normally made within thirty days.
Sales processing
When the customer signs the contract a copy of the contract, the design and the deposit is sent to head office and the originals are filed in the sales office.
The cheque is banked and the transaction is recorded in a spreadsheet. It is not put into the accounting system at this time since cheques cannot be received unless there is a corresponding invoice already in the system.
When the designs are received in Head Office they are checked and an estimator works out the requirements for the design. This is coasted and compared to the quoted selling price. Herriard normally expects to make 40 to 50% gross profit on orders.
The order is passed to the manufacturing manager who looks at the factory schedule and estimates how long this will take to make and when it can be competed. A fax is sent back to the sales office so that the customer can be informed and the delivery and fit out scheduled.
The sales order will be entered into the accounting system.
Meanwhile, in the sales office a list of non-Herriard items is compiled and these are given to a clerk who will contact the appropriate supplier and confirm prices and times for delivery. Orders are placed on these suppliers.
In the factory the orders are scheduled basically as they are received and placed in a large in-tray. The foreman is responsible for ensuring that the carpenters are kept busy and will allocate the orders when required.
When the order is completed a fax is sent to the sales office detailing the date of delivery. The sales office will convey this information to the customer and organize final delivery details. At the same time the suppliers of other furniture will be contacted and their deliveries scheduled to coincide with that from Herriard.

5. Define Transition Requirements
Protect systems and information from intentional or accidental disclosure, modification or destruction;
• Ensure the integrity and audit ability of information created and maintained within the Systems department;
• Minimize the duplication of effort; and
• Prevent the introduction of Computer viruses on computer systems.

Herriard Pty LTD retains the exclusive right of ownership of all computer systems and information assets. Each Department’s staff is the custodians of these assets and are responsible for the integrity of processing and safeguarding of these assets. Any developments produced with the aid of departmental systems remain the property of Herriard Pty LTD unless specific agreement to the contrary has been made and documented. Work products are defined as including, but not limited to, departmental related computer programs and documentation, any related data, plans, images, reports and procedures.
All data files on Herriard Pty LTD information systems will be protected against unauthorized changes by the best efforts of the concerned staff. Sensitive data files (as determined by the owner of the data) will be protected against unauthorized reading and copying. Herriard Pty LTD information systems shall be programmed to control which User ld. can read and which ones can write to any given file. These permission levels will be determined by the Department Manager and Data Owners.

6. Validate Solution
All corporate data will be centrally stored on appropriate storage systems. This data will be adequately protected and retrievable to any day within the current calendar month and then to the last day of each calendar month. Unless otherwise stated by system / application requirements, data will have an availability of 99.99% to users. All users will have access to a personal storage area (home directory), shared departmental storage and shared corporate storage. The shared corporate storage is to be a temporary storage area available to the entire organization and will not be the permanent location for any data. Data older than one month will be automatically deleted from this storage. Additional data storage will be provided by the IT department as required in line with business requirements.
Information assets are to be classified according to their sensitivity and criticality. Where possible every data file (with the exception of those designated "unclassified") shall be associated with an owner or an application. Unless otherwise specified, the owner of a data file is the Herriard Pty LTD department which requested or paid for the systems or programs that created it. The classification categories to be used are described below:
Confidential - Distribution is to be limited to employees who have an explicit business need to know. Access to or copying of confidential information is at the discretion of the owning department manager. Confidential information must be stored under security. Included in this category, but not restricted to, are object locations, name and address details of donors wishing to remain anonymous, building security data, technical documentation, passwords and source code.
Restricted - Distribution is limited to employees who in performing their duties have a need to know this information. Restricted information should be stored under security. Access to or copying of restricted information should be permitted only with officers with a business need to know. Included in this category, but not limited to, are payroll information, some accounting information, name and address listings, building plans.
Internal Use Only - Distribution is restricted to use within Herriard Pty LTD for business related purposes. Locking is optional. No controls over disclosure or copying within Herriard Pty LTD are required.
Unclassified - All information which does not fall into the above categories and therefore does not require control over disclosure.
Access to On-line Systems Access to any on-line system is allowed only to UserlDs that have been authorized and approved to have access to that system. A number of techniques will be used to control access to on-line systems and terminals. (Physical barriers, access control software, dial-back system, automatic shutdown of idle terminals.)

7. Maintain Requirements for Re-use
Personal Computers (Workstations) Microcomputers are high value, easily transportable items. Care must be given to environmental protection, including electrical power, management, anti-static measures, good housekeeping procedures and sound magnetic media protection practices. Information processed by microcomputers must be protected to assure availability, accuracy, integrity and privacy. Media should be handled, stored and disposed of in a manner consistent with its importance and sensitivity. Access to data files and software must be restricted to authorised personnel. Monitoring of all microcomputer hardware and software will be an ongoing program, to ensure that:
• There is optimum system performance; • Efficient configurations;
• Software copyright is adhered; and
• No software viruses.
The IT department is responsible for the implementation and maintenance of user workstations. The department will develop a standard operating environment for all users to access within the organization. This will include operating systems, access methods, applications and appearance. Appropriate training will be provided by the IT department. The IT department is responsible for developing guidelines and procedures for protection of standalone computers and the data processed on them. When standalone computers are connected to telephone lines, they are considered to be networked and therefore subject to the same threats as networked workstations. Therefore, they are to be controlled and protected in the same way as those on Herriard Pty LTD networks. The IT department will maintain an appropriate asset register for these devices and ensure hardware specifications match organizational requirements.

8. Prepare Requirements Package
When the customer signs the contract a copy of the contract, the design and the deposit is sent to head office and the originals are filed in the sales office.
The cheque is banked and the transaction is recorded in a spreadsheet. It is not put into the accounting system at this time since cheques cannot be received unless there is a corresponding invoice already in the system.
When the designs are received in Head Office they are checked and an estimator works out the requirements for the design. This is costed and compared to the quoted selling price. Herriard normally expects to make 40 to 50% gross profit on orders.
The order is passed to the manufacturing manager who looks at the factory schedule and estimates how long this will take to make and when it can be competed. A fax is sent back to the sales office so that the customer can be informed and the delivery and fit out scheduled.
The sales order will be entered into the accounting system.
Meanwhile, in the sales office a list of non-Herriard items is compiled and these are given to a clerk who will contact the appropriate supplier and confirm prices and times for delivery. Orders are placed on these suppliers.
In the factory the orders are scheduled basically as they are received and placed in a large in-tray. The foreman is responsible for ensuring that the carpenters are kept busy and will allocate the orders when required.
When the order is completed a fax is sent to the sales office detailing the date of delivery. The sales office will convey this information to the customer and organise final delivery details. At the same time the suppliers of other furniture will be contacted and their deliveries scheduled to coincide with that from Herriard.
When the furniture is delivered a dispatch document is created and a copy of this is sent to the accounts department. When this is entered into the system an invoice will be generated and this is mailed to the customer.

9. Communicate Requirements
Terms are payment within 30 days and debtors are tracked in the accounting system.
Herriard Pty Ltd Report Guidelines
Herriard Pty Ltd has been conducting business at a lower than ideal profit margin due to inadequate Network and systems security policies and procedures. Head office has provided an overview audit of current problems affecting the business that need to be addressed.