EXECUTIVE MEMO

Name of Student

Instructor

MEMORANDUM

TO:

FROM:

DATE:

SUBJECT:

Executive summary

This project seeks to solve the client’s employees having inadequate skills in utilizing the current system. However, a pre-analysis of the situation discovered that the problem lies in the system. The system is rigid, complicated and not user friendly. The employees further found it to be inflexible. The consultant collected data from the employees by use of questionnaires and direct use of the system. The data collected was analyzed by use of a mathematical model. From the resulting methodology of analysis, the consultant came up with the following recommendations:

The client should adopt the new system proposed by the consultant.

The client should ensure that its employees are adequately trained to be conversant with the new system.

The client should ensure that they get in contact with the consultant regarding regular checks of the new system.

Statement problem

Based on the client definition, its members of staff and employees have trouble in making use of the existing system. There exists a computer literacy gap among the client’s employees. Some of the employees exhibit a high level of incompetence in handling the current system. However, an in-depth initial analysis of the client, the client’s employees and the existing system, shows that that the system that the client uses is the major challenge. The existing system is rigid, complicated, and technical. Due to the outlined negative qualities, the employees are not able to navigate and use the system to the desired level. To pinpoint the exact problem, an exhaustive systematic analysis is explored.

Entry and contracting

The consultant agreed to study and review the client’s existing system in relation to why its employees had difficulties in using it. The consultant will gather the required information concerning the current system. To mitigate on the inefficiencies of the current system, the consultant performs risk assessment, information security implementation, and system analysis on a new system (Webb, Ahmad, Maynard, & Shanks, 2014). These set boundaries result in a proposed system, which is better than the existing. The overall objective of the project was to identify the areas in the current system that made it difficult for employees to navigate and use it. After identifying the problems, the consultant will provide recommendations based on the data and findings. The client role was to provide the existing data, files, and folders.

The data provided the information on the kind of system the clients wants while the files and folders helped to identify who the proposed system will help the client’s business processes. The consultant’s role was to conduct an analysis of the efficiencies and the inefficiencies of the existing system. The analysis will help the consultant in developing a new system for the client. The system analysis of the project is sensitive. The consultant and the client were bound by a contract that prohibited the sharing of the information about the product with third parties. The consultant will monitor the new system from time to time. From the feedback, the consultant will conduct the necessary system upgrades if required (Webb et al., 2014). During the contracting phase, the contractor’s limited experience in the project was a challenge, as the past performance could not be verified. To overcome this challenge, the contractor provided an efficient project design.

Discovery and dialogue

The real problem was the rigidity of the existing system. The system was technical, complicated, and lacked the essential quality of user friendliness. This was opposed to the presented problem, which suggested that employees were incompetent in handling the current system. The data collection was achieved through scrutinizing the system and the employees of the client. The methodology employed a study of five key areas of the client. It involved the efficiencies and deficiencies of the current system, the client’s data, files and folders, and the employee’s attitude towards the system. To collect the data required, the consultant took a multi-faceted approach: through the use of questionnaires given to the employees and the direct use of the system. The data collected was analyzed through the mathematical model (Satzinger, Jackson & Burd, 2009). The data showed that the current system would require to be upgraded so that the client can get improved benefits and success (Krutchen, 2003).

Feedback and the decision to act 

The consultant prepared the feedback to the client by proper planning of the presentation and pointing out the inefficiencies of the current system. The client wanted to be shown how the proposed stem would improve the efficiency in the workplace. A demonstration of the developed system was necessary. The consultant recommendation was for the client to adopt and buy-in the new system.

Engagement and implementation

The client should adopt the new system, which has been simplified, is flexible and user friendly. The client should engage their employees in the process of adopting the new system. The employees can be taken for further training on the use of the system. The employees can also be solicited for their feedback (Satzinger et al., 2009).

Final recommendations

The consultant believes that the existing system is the problem. Therefore, it should be replaced with the proposed new system. The process of replacement should also involve training the employees. The training will ensure that the employees are well versed with the new system. Being a new system, it will require constant debugging to take care of any arising difficulties.

References

Krutchen, P. (3rd Ed). (2003). the Rational Unified Process-An Introduction. New Jersey: Addison-Wesley.

Satzinger, J., Jackson, B., & Burd, D. (5thed). (2009). Systems analysis and design in a changing world. Boston, Massachusetts: Course Technology.

Webb, J., Ahmad, A., Maynard, S. B., & Shanks, G. (2014). A situation awareness model for information security risk management. Computers & Security.