It cape IA unit 1

Name: Stefan Mohammed

Subject: Information Technology

Candidate number:

Teacher:

stefan [email protected]

Information Technology

Table of ContentsAcknowledgements

Problem definition

Schedule of events

Gantt cart

Analysis of the problem

Identification of the problem

Evaluation of the solution

Selection of solution

Justification of solution

Acknowledgements Firstly I would like to thank God for giving me health and strength to finish this project. I would also like to thank my friends, my teacher and family for moral support throughout the entire duration of completing this, without them it would not have been possible.

Problem Definition The Trinidad and Tobago licensing office over the years had very little change in order to increase efficiency with the large volume requests or renewals, applications, transfers, low sanitation standards and dilapidated infrastructure. These various problems are the roots of all the complaints of workers and patrons alike.

A man whom I know wanted to renew his taxi badge which only requires a new picture and to change the date on a piece of plastic, he dropped it off and returned a week later and he was told to come back a week later, a week later he returned it still wasn’t ready. These trips which were made by the man should not have happened, applications for driver’s permit or learner’s permit process takes the same amount of time it did ten years ago, with the increase in technology it should be done off-site and be notified if they are legible or not for the permit before they get they. This also applies for renewals, if your permit is expired, there should be some automated system to help with a timely receipt of the person’s documents.

The workers recently have gone on strike due to unsafe, unhealthy work conditions which shows how overdue the system is for an upgrade. This has been the catalyst for the strike and the high inefficiency in the system. The true roots of the problem will be investigated and a technological solution will be found.

Analysis of ProblemIn order to find the problem that is slowing the system, computerised elements would be added to the existing system that would increase efficiency, consumer satisfaction, to make happy and productive workers

In order to get to the bottom of the problem, the use of fact finding techniques will be used. Firstly, an interview with the head officer in the licence office accompanied by a week of observation of different departments of the same office, questionnaires for workers as well a patrons of the office and my own background research.

1. An interview with Office manager of the Arima branch of the Licensing office 2. 35 questionnaires would be given to a Random set of patrons of the office3. 2 weeks of observation of different processes but in the same office

Questionnaire 1. Age

17-24 25-30 31-35 36-40 41+

2. What is your ethnic backgroundEast Indian African Chinese Other

3. Where is your place of residence?

4. What have you come to this office to do today?

5. Have you ever done this at this office before?

Yes No

6. If yes, how long did it take last time to complete the process?

7. How long do you think it should take?

8. Is it an inconvenience to you to come here today?

9. If you were able to do this away from the office, would you have done it?

10. If no, Specify why not

11. Do you think the infrastructure is adequate for the volume of people here?

12. Do you think the system being used is in need for an upgrade?

13. If no, specify why not

14. Do you have any suggestions for the improvement of the system here?

Interview1. When did you get your license

2. How long have you had this position? 3. Do you think that your staff is competent enough to handle the volume people coming and

going daily?4. Is your department well-funded by the government?5. Based on the size of Trinidad and the level of output in recent years, is it relatively good in

terms of productivity6. Is the level of productivity in the department under your control is adequate?7. Is there room for improvement among your ranks and the system as a whole?8. In foreign countries there are driver’s education courses being taught in schools, why hasn’t

it been done here?9. Do you think it is a good idea to carry out such a program10. Why11. How long do you intend to stay in this field? 12. What is the major problem that is faced daily by the office13. Is there anything that is holding back the system that is out of your power to change?14. Do you have any suggestions to improve the system

Identification of SolutionAfter analysing the problems using the three fact finding techniques I came up with 2 possible solutions to the office’s problem

1 Create a website dedicated for license application and schedule dates for practice and tests online, along with the use of current existing databases from government sources with the persons consent to create a new database of their information to speed up the process, these persons who take part in this system would be able to check the progress of the document

2 Establish a driver’s education class in high schools for those who are willing to take it. This will take some strain off the system to make it more efficient.

Vehicle registration process

Schedule of Activity

Task Start date Duration Date end

Identification of problem

Friday, 12 December

2014

2 days December 5th 2014

Construction of interview Questions

Sunday, 14 December

2014


Construction of Questionnaires

Tuesday, 16 December

2014

1 day December 10th 2014

Carry out observation Wednesday, 17 December

2014


Report on interview Saturday, 27 December

2014

2 days December 23rd 2014

Report on Questionnaires

Monday, 29 December

2014

1 day December 25th 2014

Do background research Friday, 02

January 2015


Report on research Tuesday, 06 January 2015

1 day January 4th 2015

Analyse observations Wednesday, 07 January

2015

2 days January 8th 2015

Identify possible solutions Friday, 09

January 2015


Evaluation of possible solutions Sunday, 11

January 2015

1 day January 13th 2015

Selection of most feasible solution Monday, 12

January 2015


Organization of project Thursday, 15 January 2015


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10111213

Date start

Duration

Date

Task

Evaluation of possible solutions Solution 1

The creation of the website would be an easy but expensive technological solution to carry out, the simple hiring on the web designer and a programmer to make the website would cost about $5,000. There would be a need for data entry clerks to enter the hard copy files on earlier persons who used the system would cost $2000-$4000 according to the volume of data needed to be transferred to create a new database . Change in the infrastructure of the entire building would be required to accommodate the new system, the contractor should come and make an estimate of the job but roughly would cost about $ 30,000-$50,000 according to the contactor’s going rate. New computers would be needed to process the new system at roughly $12,000 per unit. The training for the employees would cost roughly $14,000.

Solution 2

A drivers’ education program that is a more complex and time consuming solution, where the old system would take a longer time to phased out. This would be a course in high schools to be done on weekends with the participants on specially designated courses, custom teaching cars, a new system would be required to store the information of the students. A new Key card system would be introduced which could be stored electronically via a barcode on a smart Phone of a physical card would be made available for use. This key card system would be able to keep through the entire lifetime of the individual on their device, physically on person and would be able to be notified when it is due to be renewed in advance so they can put things in place. The older drivers would be given a key card as well when they are about to renew which stores everything on the person on it as well as a picture.The creation of a database is necessary as well, the licensing office would need to also upgrade it’s computer system, database keeping capabilities and hire new staff to work the key card system. This may cost $50,000 -$120,000 to make happen.

Selection of solutionThe problem of inefficiency in the system would be solved permanently with solution 2. The solution would take a longer time to be fully functional and to phase out the old system. The majority of the respondents are keen towards a system where you can automatically update your information away from the office and make it very accessible from anywhere if u forgot the physical license at home or loss it, it will be stored electronically online. Another can be made very quickly or used on phone if necessary. This will be the better solution to implement for the long run, this will automatically make a database on all the drivers on the road available to the necessary authorities. This is a major security measure that will help the police cross reference on multi platforms, this is the secondary function of the system. Various authentication marks and devices would be needed to make ensure that fraud is prevented. Very fact that the system has no changed in the past 10 years, based on my research it should be welcomed without any gripes from the public

Justification of SolutionTo justify the selection of the solution above, a comparison between the practicality and the price was made with the first solution above and was proposed to the office for further scrutiny. The first solution is a simple quick fix which will not stand in the long run with the society becoming more electronic, the same physical license would not be needed. The other solution would make the physical license obsolete, in this day and age no one goes anywhere without their phone, a simple app would be kept on the phone with the verified information from the online database. This application, program and the hardware needed to carry this out is more expensive but the next generation of electronics would make it much more cost effective. The personal key card would cost $1500 for 5 year and $2000 for 10 year card. The program being used the source code is being used by policemen in the US, if possible we may be able to purchase and make some minor modifications for about $12,000 plus the programmer to changer the code. Police cruisers would need to be fitted with computers to check the key card data base to see their background would cost $8,000 per unit. The development of the application would cost $2000-$5000, and would cost $5 to download to your phone or mobile device

With every system there is going to be a way around it, various validation checks on the information in and on the key card would be put in place. The first option there was no validation check, only up to the discretion of the authority figure viewing it. Each key card would have a custom barcode along with a special holographic strip with metallic ink used on bank cheques that are scanned with MICR. Fraud at the managing of the database is a very real possibility, cameras at each clerk would be placed, keystroke recorders would be fitted into the computer keyboards and onscreen recording of their activity, these devices are relatively cheap or even free and cost will be negligible. The creation of the database would be a very complex and time consuming period but would be the best solution in the long run.

Entity Relationship Diagram

License office

Database

Driver

School

Id_card_no.

Student name

Class

Birth_paper_no

Student_database

Driver_infoClass of license

Data_entry_staff_no.

Flow chart

Immediate pick up

Driver

key card

Renewal of Old permits Student

driver permit

Application for permits

Database

Website

Payment for and activation of key card

Licensing Office

Appendix

upgrade facilities computerized solution a less time consumming process

same day processing0

2

4

6

8

10

12

14

16

7

2

1099

6

15

5

Public proposed solutions

Male Female

Drivers license rewnewal vehicle registration learners permit 0

2

4

6

8

10

12

14

What patrons have to do at the office based on the questionnaire

Male Female

Summary to interview The information gathered from the interview is that the system has been a very long process ever since the manager of the office entered and was like the when he got his license. The office is not properly funded by the government and because of that they are understaffed which hold back the processing of various items is slowed. There was very little flexibility of the system and could not be interpreted in more ways than 1 for different items. From the answers it could be deduced that the best solution that an online database that could be accessed from anywhere that has internet access.

Example of key card and electronic license

It cape IA unit 1

Technology

Transcript of It cape IA unit 1