Integrated
Application Summary
for
North West Business
Development Centre
Bespoke Application Integration -2- North West Business Development www.bespokeai.com.au Centre - IA Summary
Contents
Client Details ... 2
Implemented System Description... 2
Resources Utilized ... 3
Scope of Work... 4
System Conclusions... 8
System Delivery Confirmation. ... 9
Client Details
North West Business Development Centre (NWBDC) 6 Todd Street
Port Adelaide SA 5015 Ph: (08) 8440 2440 Fax: (08) 8440 2401
Email: [email protected]
Job Coordinator: Nathan Clarke (NWBDC Co-ordinator) Job Authoriser: Lyn Hay (NWBDC Manager)
Implemented System Description
Bespoke Application Integration (Bespoke) has integrated NWBDC’s existing
Microsoft Outlook, Microsoft Word, Microsoft Excel and MYOB applications to effect an automated resource (rooms & equipment) booking system which replaces the existing paper booking system and adds to the efficiency of the office by scheduling reminders for tasks associated with resource bookings and creating the relevant MYOB entries.
Resources Utilized
• Windows 2003 Exchange Server operating on dedicated Server:
o Resources setup as new email users the Active Directory being;
Booking Manager Board Room Training Room Meeting Room TV / DVD / VCR Projector Laptop 1 Projector Laptop 2
Projector Laptop 3 (For future use)
o Created Organizational Forms Library
• 4 Administration PC’s
o Manager
No Changes – Has Viewing Capability of Booking Manager Calendar
o Administrator
No Changes – Has Viewing Capability of Booking Manager Calendar
o Co-ordinator
Created Mail Profiles to access ALL Resources Accounts
Added Booking Manager Command Button to Outlook
Has Full Delegate rights to Booking Manager
Has Form rights to create MYOB account entries
Has shortcut to MYOB Account Consolidation EXCEL Workbook on Desktop
o Reception
MYOB Customer Details sync to Outlook Contact Details
Coordinator looks at MYOB Customer Details on Reception Computer
Created Mail Profile to access Booking Manager
Added Booking Manager Command Button to Outlook
Has Full Delegate rights to Booking Manager
• 4 Business Advisers PC’s
Bespoke Application Integration -4- North West Business Development www.bespokeai.com.au Centre - IA Summary
Scope of Work
Booking function: Previously:
Completion of Booking Form by Reception after checking booking book. Update of booking book. Currently no confirmation procedure for hire details or terms and conditions. Bookings managed by daily checking of booking book and retrieval of relevant booking form. No register for ancillary equipment is kept therefore some equipment may be double booked which can only be determined by checking the booking forms for all other bookings made for the same time or discovering it at the time.
Replaced by:
Custom Outlook Meeting Form (Booking Manager Form) incorporating Outlook Scheduling and Resource booking and coordination features. Booking Manger form automatically makes calendar entry or notifies any booking conflicts for all resources booked. The Booking Manager Calendar is now immediately visible on every NWBDC computer so that all staff can check the bookings of any rooms, resources and any associated requests without disturbing reception staff and without the need to physically come out to reception.
Upkeep function: Previously:
Co-ordinator (sometimes delegated to Reception or Administrator) checks and sets up room 1 hour prior to scheduled booking by checking relevant booking form. Checks consumables are at adequate level. Notifies Reception if consumables stocks have been depleted so they can be ordered.
Replaced by:
On making of booking, and depending on resources and services
requested, tasks are posted to the relevant recipient to prompt the carrying out of the booking support functions as they are required and in the manner requested. Booking Manager automatically alerts the required person what needs to be done and when so service provision is no longer reliant on staff remembering to check.
Billing Function: Previously:
Booking form is provided to hirer after hire for confirmation of delivery of service. Where provided and not returned a new booking form is normally completed and forwarded to Administration for addition to MYOB & generation of Invoice. Where hire is paid for immediately, invoiced is issued at a later date after MYOB has been
updated.
Replaced by:
On the creation of a booking the hirer is sent an email summarizing the booking and costs with a confirmation button. A quotation (PDF) is also created and sent separately as a permanent record of what was agreed
when the booking was made. Once the hire has occurred the Booking Manger Form is modified (if any changes to the original booking occurs) and then the booking data is transferred to MYOB without the re-entry of any detail. Booking Manager allows NWBDC to gain confirmation of the booking details from the hirer, create and distribute a record of the booking (quote) so no ambiguity exits with the hirer, and then transfer all relevant details of the hire to the accounting system as an
automatic consequence of completing the original booking form.
Statistical / Reporting Functions: Previously:
No statistical analysis or reporting of bookings are currently undertaken.
Replaced by:
No specialist statistical analysis system has been created, however the data captured as part of the booking remains captured in the Outlook system and, if need be, can be accessed with a suitable tool to provide statistical information of the booking system. If the usage of rooms, resources or services needs to be analysed at a later date, the data is available as it is a costless side product of the system.
Bespoke Application Integration -6- North West Business Development www.bespokeai.com.au Centre - IA Summary
Job Costing Methodology
The Room Hire service offered by NWBDC comprises two components being;
• Service Provision
o Provision of Room
o Provision of Ancillary Equipment
As part of Room Hire
In addition to Room Hire
o Provision of Consumables
As part of room hire
• Tea & Coffee
• Paper, Whiteboard Pens, Butchers Paper etc
In addition to Room Hire
• Food • Service Administration
o Booking of Room
o Booking of Ancillary Equipment o Management of service provided o Maintenance of consumable stock o Food order
o Invoicing for Hire
o Collection and Processing of payment. o Room Hire statistics and reports
The tasks that will be impacted by the Bespoke Application Integration are those in the Service Administration component.
Approximately 60 room bookings per month are currently recorded in the meeting room book. This equates to approximately 720 bookings per year assuming no increase occurs from present usage rates.
From advice from staff the time taken and frequency of each task is as follows;
TASKS % Bookings done
Actual Time taken
Total time taken per year (720
bookings)
Booking of Room 100 % 5 minutes 60 hours Booking of Ancillary Equipment 75 % 5 minutes –
average time if checking against existing bookings and outsourcing required 45 hours
Management of service provided 100 % 6.5 minutes – 3 staff for a 30 minute meeting
each week.
78 hours Maintenance of consumable stock 100 % 10 seconds –
Stock check done as part of
Room Setup
Task – ordering time averaged
over all bookings Food order 25 % 30 minutes
(incl. confirmation and follow up)
90 hours Invoicing for Hire 50 % 2 minutes 12 hours Collection and Processing of
payment.
50 % 5 minutes 30 hours Room Hire statistics and reports Not attempted
TOTAL TIME Approximately 317 Hours
Additional service activities which are now part of the systems function but were not previously undertaken also generate a notional cost for comparison:
TASKS % Bookings done
Actual Time taken
Total time taken per year (720
bookings)
Sending Confirmation with Response capacity
100 % 3 minutes 36 hours Sending a quotation to the Booker 25 % 10 minutes –
average time
30 hours Sending tasks with reminders to
staff responsible for task
100 % 5 minutes 60 Hours
TOTAL TIME Approximately 126 Hours
Savings by utilizing Bespoke Application Integration:
TASKS Total time taken per year (720 bookings) Estimated % time saved from Bespoke Application Integration Anticipated Actual Time saving
Booking of Room 60 hours 50 % 30 hours Booking of Ancillary Equipment 45 hours 100 % 45 hours Management of services provided 78 hours 100 % 78 hours Maintenance of consumable stock 2 hours 0 % 0 hours Food order 90 hours 50 % 45 hours Invoicing for Hire 12 hours 100 % 12 hours Collection and Processing of
payment.
30 hours 90 % 27 hours Room Hire statistics and reports System Bonus
Bespoke Application Integration -8- North West Business Development www.bespokeai.com.au Centre - IA Summary
Notional Cost of additional services now provided by Booking Manager but not previously provided:
TASKS Time taken per year (720 bookings) if actually done Estimated % time saved from Bespoke Application Integration Anticipated Actual Time saving
Sending Confirmation with Response
36 hours 100 % 36 hours Sending a quotation 30 hours 100 % 30 hours Sending reminder tasks 60 hours 100 % 60 hours
TOTAL TIME - Approximately 126 Hours 126 Hours
Assuming average staff Salary/Wages (incl on costs) of $45,000 per annum, 48 weeks per annum attendance at 40 hours per week equates to an hourly rate of $23.45 per hour. Savings generated are expected to be approximately $5,560 per annum. When the notional cost savings of some $2,950, for services now provided by the Booking Manager, are
included the liberation of some 360 hours (nearly 1 extra staff day per week) equates to a cost saving of approximately $8,500 per year.
System Conclusions
Booking Manager both replaces existing activities and increases the service level by adding new functions without increasing the workload. In some cases it replaces functions that are expected to be done but not being carried out because of time, experience and complexity issues.
The system has been based around the Microsoft Outlook Application as opposed to a Microsoft Access based system as was originally envisaged which required more “in house” development than was originally envisaged but apart from this one factor, the system has been delivered as per the original expectation.
System Delivery Confirmation.
NWBDC and Bespoke agree that the system proposed has been delivered and installed on the NWBDC network and, subject to ongoing maintenance and support of the system, is delivered in full.
NWBDC and Bespoke agree any upgrade or maintenance that occurs outside of the support provided to maintain the system as it is currently installed, whether caused by a change in NWBDC’s operating requirements or the upgrade or installation of third party software or hardware will be invoiced and paid for at Bespoke’s current rate at the time of the work (currently $115/hr).
NWBDC and Bespoke agree that all information, advice, data, systems and provided by either party in the process of developing and installing this integrated system is the property of the provider and may only be divulged to third parties by written agreement of the provider through this or any other documentation. Both parties acknowledge they are bound by the relevant privacy laws (both state and federal) as are in force from time to time.
/ /2009 / /2009 Authorised Officer for Authorised Officer for
North West Business Bespoke Application Integration Development Centre
