2010. 12. 7

1. Team United Way Chang Ryu, Jin Baek, Andy Kim, David Yi 2010. 12. 7

2. Table of Contents • Executive Summary- Purpose & Vision • System Analysis- Overview & Users • Functional Requirements- Major Function Use Cases- Sub-functional Use Cases- Non-Functional Requirements • Vendor Research- Overview- Vendor Product Assessments- Comparison- Recommendation • Conclusion

3. Executive Summary Purpose & Vision • Increase the importance of afterschool education/activities • Rise in the importance of developing centralized data collection systems for afterschool programs • Enhances many stakeholders - Improves afterschool organizations - Improves Pittsburgh public schools and funding organizations • Investigate the feasibility of data collection systems and provide the clients with accurate and reliable information to help them make the right decision

4. System Analysis Overview & Vision • To find a system model that best meets United Way’s purposes - Benchmarked existing vendor products - Visited afterschool organizations - Conducted interviews with stakeholders - Captured data dictionaries provided by the Forbes Fund • Implementation of different functional requirements and user hierarchy - Differentiation in system requirements by different functionalities - A clear hierarchy system to facilitate the different user levels in the system

5. System Analysis Users of the system United Way • As overall administrator, this user has the highest view of the system • This user has the ability to create various user accounts with different access privileges Pittsburgh Public Schools • Pittsburgh Public Schools have the ability to see various organizations’ data • PPS’s privileges are set up by United Way • This user is the overall administrator of her own organization • This user has the ability to create user accounts, with different access privileges, associated to her own organization Director Staff • Staff access levels are differentiated by the director of their organizations • This user plays a major role in inputting participants’ data for her organization

6. Functional Requirements Major Function Use Cases • Basic Functionalities • Account Management • Organizational Level Management • Reporting • Program Management • Class Management • Participant Management United Way PPS Director Staff

7. Functional Requirements Sub-functional Use Cases – Basic Functionalities Basic Functionalities • Log in • Log out • View Homepage • Search for Organization • Reset ID • Reset Password United Way PPS Director Staff Funder Parent

8. Functional Requirements Account Management Sub-functional Use Cases – Account Management • Edit Account Information • View Detailed Account Info • Create PPS Account • Create & Delete Director Account • Create & Delete Staff Account • Create & Delete Parent Account • Create & Delete Funder Account United Way PPS Director Staff Funder Parent

9. Functional Requirements Sub-functional Use Cases – Organizational Level Management Organizational Level Management • Edit Organization • Delete Organization • Create Organization United Way PPS Director Staff Funder Parent

10. Functional Requirements Sub-functional Use Cases – Program Management Program Management • Edit Program • Delete Program • Create Program United Way PPS Director Staff Funder Parent

11. Functional Requirements Class Management Sub-functional Use Cases – Class Management • Assign and Withdraw Staff from Class • Create & Delete Class • Edit Class • View Detailed Class Info • View Class Member • Enroll and Withdraw Participant from Class • View List of Classes United Way PPS Director Staff Funder Parent

12. Functional Requirements Participant Management Sub-functional Use Cases – Participant Management • Create & Edit & Delete Participant • Enter & Edit & Delete Attendance Data • View Attendance Data • Enter Performance Data • View Performance Data • Delete Performance Data • Edit Performance Data United Way PPS Director Staff Funder Parent

13. Functional Requirements Sub-functional Use Cases – Reporting Reporting • View Report • Delete Report • Create Report • Edit Report United Way PPS Director Staff Funder Parent

14. Vendor Research Overview • Afterschool organizations site visits • Various types of afterschool organizations • Funding sources • Various reports • Staff’s poor technical skills • How information systems can help organizations effectively measure outputs • Reduce time spent collecting and tracking data • Easily produce analytical reports with added functions (i.e. graphs)

15. Vendor Research Social Solutions – Efforts to Outcomes 1 Project Overview • Name of Company : Social Solutions • Name of Product : Efforts to Outcomes Software • Founded in 2000 to meet the needs of performance management software and services for the human services sector 2 Cost • Standard Implementation : $10,000 ~ $20,000 / year • ETO Software user license fees : Pricing subject to project scope 3 Hosting • Supports web-hosted solutions, no standalone software installation required. • Hosted servers by Social Solutions are secured and monitored 24/7

16. Vendor Research FileMaker 1 Project Overview • Name of Company : FileMaker Inc. • Name of Product : FileMaker Pro • FileMaker Pro is a generic relational database application software. • FileMaker makes it very simple to accommodate different sized organization’s and the data they collect. 2 Cost • FileMaker Server 11 Advanced : $2,999 • Standard Implementation : $2,999 + Based on project scope 3 Hosting • FileMaker’s products require a hosted server • Multiple users can simultaneously publish and share databases with ease

17. Vendor Research Nfocus - TraxSolutions 1 Project Overview • Name of Company : Nfocus Software • Name of Product : TraxSolutions • nFocus software has a centralized product line called ‘TraxSolutions’, which provides a range of web-based services targeted towards specific reporting levels within an organization.. 2 Cost • Trax Community total : $155,000 • TraxSolutions total : $5,299 • Total cost estimated : $290,147 3 Hosting • Services are web-hosted and maintained on secure servers located within NFocus software facilities. • Servers are operated under redundant platforms to increase reliability in system stability and minimize network and hardware downtime.

18. Vendor Research CitySpan 1 Project Overview • Name of Company : CitySpan • Name of Product : CitySpan software • Founded in 1998. CitySpan is a membership-tracking software company that provides web-based client tracking and related functionalities to public agencies, non-profit organizations and foundations 2 Cost • Software licensing: $500/ site • Total cost : Pricing subject to project scope 3 Hosting • CitySpan products are web-hosted, and access to the system can be done remotely. • CitySpan’s “YouthServices” systems are reachable via HTTPS URLs (https://www.youthservices.net/ {xxxxx}.

19. Vendor Research Comparison Social Solutions Nfocus Customizability Customizability Customizability Customizability 5 4 3 2 1 0 5 4 3 2 1 0 5 4 3 2 1 0 5 4 3 2 1 0 Cost Cost Cost Cost Security Security Security Security Learning Curve Learning Curve Learning Curve Learning Curve Functionalities Functionalities Functionalities Functionalities FileMaker CitySpan

20. Vendor Research Recommendation Nfocus FileMaker CitySpan Social Solutions • Many customizable features • Good for small scale Pros • Various user-friendly and customizable features • Easier-to-use than Social Solutions • Flexibility • Easy user-interface • Experienced with school districts • Large-scale projects • Difficult to learn • Requires a full-time manager • Only compatible with IE • Many features, but not all are highly useful Cons • Requires a full-time manager • Too costly to implement on a large-scale • Lacks proper industry experience and client profiles in afterschool data management • Requires a programmer to code custom functionality • System lifespan in future iterations, compared to other vendors, is limited by the lack of in depth features and functionality Implication • It has great features with reasonable pricing; however, it is more complicated to use than the other vendor products researched. The steep learning curve will cause problems for beginner users of the system. • It has a very good reputation among high-profile afterschool organizations in terms of delivery and performance, but it is very costly when implementing for large-scale projects. • It would be a good system for extremely large-scale projects; however, it does not have too much experience in afterschool data management. Additional work is required to implement the system. • It is an intuitive and simple system, with a low system learning curve for beginner users. It has reputable experience working with data management systems for afterschool organizations

21. Conclusion Conclusion To support the enhancement of afterschool organizations, CMU IS students • Contributed to the planning and developing phase of a central data collection system for afterschool organizations in Allegheny County System Analysis Vendor Product Assessment • Conducted benchmarking research • Afterschool site visits • Divided functionalities into various groups • Non-functional requirements • Initially, the team came up with a list of more than 10 vendor products. These vendors were then narrowed and sorted down by usefulness and feasibility to four final vendor products • Research general facts about vendor products • Compared each vendor product’s functionalities to the team’s functional requirements, provided earlier in the project • The team hopes that its research and analysis can contribute to United Way’s selection and development process of a centralized data collection system. • The team also has high hopes that the proposed system can greatly benefit all afterschool organizations in Allegheny County

22. Q&A Q&A Please feel free to ask questions at this time