Analysis Phase

ANALYSIS PHASE

By

Meickle Oswald

Earl Sortor

BSA 375

11-20-2006

Meickle Oswald

Earl Sortor

BSA375

11-20-2006

ANALYSIS PHASE

When taking over the position of secretary for Calvary Baptist Church and Academy the new secretary was faced with a technological nightmare. Desiring to improve and upgrade the capabilities of the office was paramount. The requirements of the job included typing and designing programs for multiple functions of both school and church, typing presentations for the pastor and teachers, ordering and keeping inventory of supplies, keeping track of incoming and outgoing mail as well as video library and printing various bulletins, letters and other media. The previous secretary had been doing much of her typing on a basic Brothers typewriter and was not computer literate.

Information Gathering

The first action taken was to examine the present technology available in the office. This technology included a computer, which was a Pentium II, 64 gig Computer with Windows 89 operating system, lotus software applications such as AmiPro, and no internet capabilities. The system had no modem or Ethernet adapter although it had slots available for such technology. The system was 98% full and very slow to respond. The software word processor was slow and difficult to understand. There was no publishing software on the system forcing the user to cut out graphics by hand and copy them onto bulletins and other items. The entire process of producing a document of any quality was long and tedious.

Other technology that was available in the office was an inkjet printer that consumed ink like water. The typewriter available was an old Brothers electric typewriter with 3 types of ribbon and 15 font wheels and a user manual thicker than a Chicago phone book. The fax machine was the only newer piece of equipment and yet it was a basic fax only machine. The copy machine was top notch, a machine capable of making double sided copies, collated and stapled all in one move. The copier also doubled, as a scanner only was not connected to the computer so that scans could be downloaded. For the entire church and school there was one flatbed scanner located in the basement on the teachers computer. All in all the technology present was far from adequate to provide quality service for the church, school and pastor.

To determine the technology needed to fulfill the needs of the church, academy and pastor visits were made to other area church offices and the local school office. The technology used in these other facilities far surpassed the technology available at that point at Calvary Baptist. By interviewing secretaries of other pastors it was found that an up to date computer was required with good word processing and publishing software installed. The general requirement would be at least a Pentium IV or faster processor with Windows XP operating system and Microsoft office professional software. To provide for ease of ordering and tracking supplies Internet was a must. Information provided by secretary, El