Hope Gospel Mission

1. Hope Gospel Mission Developed and Presented By: Paul Chen Matt LeClair

2. Introduction • Feasibility • Analysis of the existing system • Analysis of the new system • Documentation • Cost-Benefit Analysis • Implementation

3. What is Hope Gospel Mission? • Rescue mission designed to help deal with homelessness in Chippewa Valley • Christian organization • Provide a home until individual can get back on their feet • Support basic needs (food, clothing, etc.) • Life Skills Program

4. Life Skills Program • Provide training for skills such as literacy, time management, financial management • 3 strikes policy • Men must seek outside employment, or else must daily work (2 – 4 hours) around mission • $10 daily program fee

5. Residency Status • Initial 3 day stay is free • Residency Phases • Phase One, Two, Three, and Four • As phases evolve, residents learn to be more and more independent • Average length of stay is about 5 months

6. Boundary • Project Scope • What’s in? • Resident Database • What’s out? • Staff Information • Pantry Information • Donor Database

7. Project Purpose/Benefits • To make the current database more functional and user friendly • Create a more secure environment • User login, password, permissions, etc. • Provide external/internal reports • Database mobility

8. Input • Primary Users • Staff • Brent, Bob, Carol, Dave • Secondary Users • Residents • Parole officers, city officials • Private Donors

9. Assignments/Team Members • Initial system analysis • Brent, Bob, Matt, Paul, Carol, Dave • System design • Matt, Paul • Coding • Matt, Paul • Testing • Alpha Testing • Matt, Paul • Beta Testing • Brent, Bob • Implementation • Matt, Paul • Maintenance

10. Budget • Annual budget of $5000, of which 0% is allocated for this type of project • Labor • Volunteer work • Equipment • Limited upgrading as a result of zero budget • Ram upgrade is considered • Existing software will have to do • Facilities • Computer access on 3 levels • Won’t require additional CPUs

11. Budget Continued… • Consumables • Elimination of some paper forms • Reduce time spent on: • Filing • Manual searching for resident records • Creating reports

12. Important Dates • 11/14 Initial Meeting with Brent • 11/23 Complete Design Phase • 11/24 Follow-up meeting/proposal • 12/4 System walkthrough • 12/12 Complete Coding • 12/15 Complete Alpha/Beta Testing • 12/17 Implementation/Request Feedback • Maintenance is ongoing

13. Timeline

14. Output of the existing system • Intended Output • Accurate data about resident • Personal information, employment history, education, medical history, etc. • Resident reporting • Unintended Output • Excess paperwork • Inaccurate data • Increased search time • File misplacement

15. Existing ERD Reason for Homelessness Resident Data Phase of discharge (0,M) (1,M) (1,1) (0,M) (0,5) Progress Notes Night Managers (0,M) Education Geographic Home Entry Type

17. Current System Snap-Shots

18. Old/New System Context Diagram Resident System Report Request Resident Report User Resident Info. Report Generated Stay Approval/Rejection

19. New System (Level 1)

20. New System (Level 2)

21. New System (Level 3)

22. New System (Level 3)

23. New System (Level 1)

24. New System (Level 2)

25. New System (Level 1)

26. New System (Level 2)

27. New System ERD

28. Detailed Design Documentation • Existing 70 Gb network drive accessible on all 3 levels • Secure logon to database with user id and password • Deliverables • Resident intake form • Resident exit report

29. Detail Design Documentation continued… • Hardware • No hardware changes • Ram upgrade possible • Software • No software changes • Windows 98, Microsoft Access • Wetware • Resident data manually entered by staff • Training for new system functionality • Passwords and security controlled by Bob • System access by staff only

30. Cost Benefit Analysis • Tangible Benefits • Reduce.. • Time saved searching for resident files • File misplacement • Repeating resident data • Calculations • 2 hours/week * 52 weeks = 104 hours • 104 hours * $5.15/hour = $536 • $536 * 4 members = $2144/year • Total tangible benefits $2144

31. Cost Benefit Analysis • Intangible benefits • Improved staff attitude towards system $200 • Increased convenience for staff use 50 • Better relationship with secondary users 5000 and residents • Total Intangible benefits $5250

32. Cost Benefit Analysis • Tangible Costs • Ram upgrade $240 • 3 computers * $80 • Labor 600 • $600 Donated • Maintenance 0 • All maintenance is voluntary • Consumables (paper) 30 Total Tangible Costs $ 870

33. Cost Benefit Analysis • Intangible Costs • Training for new system (opportunity cost) • 2 hours * $5.15/hour = $10.30 • 4 staff members * 10.30 = $41.20 Total Intangible Costs $41.20

34. Cost Benefit Ratio • Total Benefits • Tangible $2144 • Intangible 5250 $7394 • Total Costs • Tangible $870 • Intangible 41.20 $911.20 Costs/Benefits 911.20/7394 = Cost benefit ratio of .12

35. Implementation • Coding • Existing Access resident database • Language • Access • Testing • Alpha Testing • Matt and Paul • Beta Testing • Brent and Bob

36. Implementation continued… • Deployment • Download new database to network drive • Data migration from existing database to new database • Training • 1 or 2 hours for training with new database functionality and report generation • Maintenance • 30 day contact period using email or phone support

37. Summary • Feasibility • Analysis of the existing system • Analysis of the new system • Documentation • Cost-Benefit Analysis • Implementation