Client Info:

Mehdi Alinejad, Sales Engineer at Total Parking Solutions Inc. (totalparking.ca) Field of business:Automated and semi-automated parking systems for buildings.Organizational chart: Permanent full-time employees: 2 persons, outsourced /part-time/ internship: 7 persons

Sales Engineer (me)

Engineering

Sales

Technical Affairs

Shipment

Accounting (outsourced)

Marketing

Projects (Execution and service)

Layouts (Outsourced)

Custom Affairs (outsourced)

Digital Marketing (outsourced)

Marketing Plans (outsourced)

3D Modeling (outsourced)

Principal

Current Problem (briefly):All of our data are saved in different locations (PC, Google drive, or even hard- copy), which is hard to save or find the required data. Also, it cannot be accessed easily from everywhere.Solution:A digital data management system (Digital transformation) may be a suitable solution. Some detail about the Problem:

- Data is saved in different locations: paper, pc, Google Drive, WhatsApp, and Telegram. So we always have problem with where to save new data or where to find old data.

- We ran out of data storage in our computers and Google drive (high amount of data as well as duplicated data)

- Some of our data are related to different subjects (e.g., a data sheet could be related to a product and a project at the same time). So they are duplicated in different folders or subfolders and even within

the same folder. These duplicated saved data occupy data storage space and make us confused during

data access. A data cleaning app/software is helpful.

- We need to give access to different users: different users, different access levels, un/limited access

time. The above organizational chart depicts users of the data.

- We do not have a search option for our stored date. Even if we search on PC of Drive, due to different

locations of storage, and poor tagging/labeling, the suitable result is not achievable. Moreover, the

available search options will not find different contents that may be related to our search.

- We need to classify our data as raw data (useful/junction), information, and knowledge.

- Our data should be appropriately classified and saved in the new data management system; somehow,

a new employee can find and understand everything with minimum/zero support from the old

employees (knowledge management).

Content (data to be managed in the new system):

- Video files (mostly from our projects) - Image files (mostly from our projects) - Chat texts or email texts (internal or external correspondence) -Product's data sheets -Clients'information - Projects information (potential projects, current projects, finished projects, maintenance/after-sales

service projects,) - Marketing data

- Notes and schedules of our daily tasks/ projects, and deadlines reminder Managing these different content as well as the users who access these contents is essential for us.

For further information or question, you can contact me through your instructor.

Clients questions

1. From an analysis of the Organizational Chart, I do not see a Human Resource Department. How is the Human Resources Process being handled and who takes care of hiring, for example? How is Orientation handled for the interns and other new employees?

There is no distinct HR department now. The hiring decisions are made by the CEO.

2. The client indicated that there are interns. How is file access facilitated/ granted to the interns and how is access deactivated when they leave?

There is no defined/documented process for that. The supervisor follows an ad-hoc manner. The supervisor checks the permission periodically.

3. How is access granted to the outsourced company representatives? Have they signed a Non- Disclosure Agreement?

Yes. There is an NDA.

4. Is Technical Affairs the same thing as the Information Technology Department? Is there a dedicated information technology team/personnel?

Sale engineer is also responsible for the tech and the IT operation and management.

5. Please describe the technology infrastructure. Is this a stand-alone environment or is it networked? Is there a network diagram? (Trying to understand why there is no central data repository so that file permissions can be established)

They use some tools like Gmail, Google Drive, Excel and Word. There is no network diagram. There is no central repository.

6. Is there a list of hardware and software? What Operating System is being used?

Generally, they use Microsoft Windows. They use and prefer to use the software as a service model.

7. What is the complement of the information technology team? Is there a separate organization chart for the Information Technology Team?

No. There is no separate IT team

8. Is the data being backed up?

Yes. It is. Using Google Drive synchronization.

9. For WhatsApp and Telegram, are there users who left the company who still have access to Telegram or WhatsApp Data?

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Their access will be removed.

10. Is there a list of all the vendors with whom they engage? Do they have service level agreements for each of these vendors? Do any of these vendors have access to the company's data?

They have a list of vendors. There is no service level agreement. The employees share the content based on the vendor's needs.

11. Does this company allow people to use USB drives in the office?

There is no limitation to using USB drives. But they usually use email for communication.

12. What accounting application is being used? From the Org Chart, this is being outsourced. Does this outsourced company have access to banking information?

Yes, the outsourced company has access to banking information.

13. How is Payroll handled? Does the outsourced company handle this as well? How does the company pay its creditors?

It's outsourced.

14. Some of the data is in the form of paper. How is this being stored? Are there fireproof filing cabinets with locks?

Yes, for the contracts, brochures, and manuals. But most of the documents are digitally generated and maintained.

15. Are you familiar with project management software like asana or monday.com?

No, they like to receive suggestions for an integrated project management software based on their needs.

16. Does the company need to manage and file contracts?

Yes, they do.

17. Does the company have a budget for its services or investment in document management systems?

They have a limited budget. They prefer to use the subscription-based model

18. Is there a listing of the hardware and software?

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No, there is no organized list of software or hardware.

19. Does the company have an intranet? How does it communicate internally with employees?

They communicate using the Internet.

20. Do you have an estimation of how much the data storage (files, videos, etc) demand exists from the company? (Ex: 80 Terabytes)

Around 500 Megabyte / Week

21. Is the Company using wireless technology? If so, are there any security controls that are applied?

Yes, they do. They follow the general best practices for IT security.

22. Does the Company offer hours' of support in the event that a customer needs assistance?

Yes, they usually do it by phone.

23. Can you describe your selling process a little bit further?

When someone contacts them for a project, they usually present a demo based on their last

projects. After passing the demo phase, If the candidate customer is interested, they can provide a proposal. If the candidate customer signs the proposal, it's converted to a contract. Based on the details in the contract, the customer pay based on the completion of each phase.

24. Do you know what digital technology uses outsourcing teams (Marketing, Accounting, and Engineer)? Do Total Parking Solutions interact with any of those technologies?

The Total parking solution contacts all outsourcing teams using Email and WhatsApp.

25. Do they have any kind of ERP Software or any other Adm Software to run the day-to-day

operations integrated with the accounting of the organization? For example, where do they raise the order of the customers, control installation and maintenance service, billing, account receivables and account payables?

There is no ERP system. For day-to-day operations, they use Google Drive, Excel, Word documents. Accounting service is outsourced.

26. How do they manage communications within and outside the company? Do they have Office 365 for example?

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They use email as the main communication mechanism.

27. While proposing a solution, do we need to consider any approximate budget limit?

Yes. The budget is limited.

28. The organizational structure was provided. Can we ask for their operational standard process flow from customer inquiry until project delivery?

There is no planned or documented process for their operations.

29. He mentioned their manual Schedule Board at the back of his desk. Can we ask for their usual or ideal format on the Task and Daily Reminder they posted?

They are looking for an efficient and easy-to-use tool for the task and daily reminders

30. What are the network components, embedded security measures, hardware, network resiliency, and redundancy?

Specification of a network's physical components and their functional organization There is no intranet in the company. All communication is done using the Internet. They use Internet-based services like Google Drive and Google Docs.

31. Could you please provide information about the People involved, the processes carried out, the technology used, and finally, are these dimensions part of the company's scope or out of the scope?

For marketing, they do the general practices of digital marketing. For the planning and customer service, they usually follow the following process: They receive a request for the project from a candidate customer. They show the candidate the demo of their last projects. If the candidate customer is interested, they make a proposal. If the candidate customer accepts the proposal, they make a contract. If the contract is signed by the candidate customer, they start planning, implementing and maintaining the project for the customer.

32. How does the company carry out the team planning of the different projects in the planning dimension?

The planning process is based on the customer's physical location (parking space) for the implementation of the project. There are many construction details for planning parts.

33. Could you please provide information about the different projects that the company manages and an idea of its development in the project dimension?

The company can implement parking solutions for single-family, mid-rise and high-rise buildings. Please check the company's website.

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34. What does the Technical Affairs department in charge of and what kind of content or documentation manage?

Handling product procurement for the projects, Handling all Digital technology details like web site, social media marketing

35. What kind of marketing data need to be organized?

It's a general structure like other marketing data like customer segments, social media posts, etc.

Questions to be answered

1. Enterprise Architecture (To Be)

Guideline: Your team needs to do the following steps.

1. Update the current enterprise architecture (EA as is) to draw (EA To be) for our client.
   1. Add the suggested Information Systems to the current EA.
2. Draw the new EA using a free diagram tool (likehttps://app.diagrams.net/)
   1. Plan for Content, Document and Knowledge Structure

Guideline:Your teamneeds to do the following steps.

1. Complete the following table

1. Department: find the different departments in our client environment. For example, Marketing. And you can see yourself (consultant) as an external consultant department in the client environment.
2. Document | Data: Based on our client information, please find of type of data that our client has for each department. For example, for the marketing department, our client has marketing data.
3. Suggested structure: propose a nested structure (folders and subfolders) for storing client documents | Data). For example, Month / Person / Platform means that the client's documents | Data can be categorized by Month and stored in the main folder named based on each month, the nested subfolder can be the person and the next nested subfolder can be the type of platform. For the external Consultant department, propose a nested structure (folders and subfolders) for storing your assignment 1 and assignment 2 contents. For example, Digital Technology 1 / The strength of Digital Technology 1 means the main folder can be used to store all information related to your digital technology 1, and the next nested subfolder can be used to store the strength of digital technology 1.

Department	Document | Data	Suggested structure
Marketing	Marketing data	1- Month 1-1- Person 1-1-1 Platform
...	...	...
Sales	...	...
External Consultant	Transformation Projects	1- Digital Technology 1 1-1- The strength of Digital Technology 1

1. Please explain your reasons for suggesting the structures.
   1. Plan for Content, Document and Knowledge Management System Structure

Guideline:Your teamneeds to do the following steps based on your design idea and our client information.

1. Complete the following table.

1. Web page: Your suggested name for the web page. For example, the Home page.
2. Link to: The name of another web page that this web page link to. For example, from the Home page, there is a link to the Marketing department web page
3. Suggested content: The content that you suggest for this web page. The content can be some images or video and should cover document | data in section 5 For example, the Client logo, Client vision, and sales data.
4. Suggested functionalities: Which functionalities among the following list of functionalities do you suggest for this web page. The list of functionalities (Insert, delete, update, share and search functionalities using SharePoint web parts, collaborative functionality using Teams, collaborative functionality using Yammer, Q&A or FAQ functionalities using Forms, summarization functionality using the dashboard, and Task Tracking functionality using Planner

Web Page	Link to	Suggested content	Suggested functionalities
Home Page	Marketing department web page ...	Client logo Client vison ...	Search functionality ...
	Sales department web page	Sales data	Search functionality Collaboration functionality using Yammer ...
Marketing department web page	...	...	Collaboration functionality using Teams
Sales department web page	...	...	...
External Consultant	...	...	...
...	...	...	...
About the company	...	...	...
Contact	...	...	...

1. Please explain your reasons for suggesting the content and functionalities for each web page.
   1. Training Plan

Guideline:Your team needs to do the following steps.

1. Complete the following table based on your search.
   1. Your suggested training should cover all digital technologies and tools that you suggested.

Technology / Information System	Audience	Learning link	Cost	Duration	Objective
Introduction to Cloud Computing	Sale Engineer	www.youtube.com/	100$	10 hours	What are the opportunities and benefit of Cloud Computing
How to use SharePoint	Sale Engineer	www. Youtube.com	Free	1 hour	How to use SharePoint for Document Management
How to use Teams in SharePoint to provide collaboration environment	Sale Engineer CEO	...	...	...	...
...		...	...	...	...

1. Agile Plan

Guideline: Your team needs to follow the following steps.

1. Provide an agile project plan to cover the following details
   1. The tasks should be done (Highest order task first)
      1. Training employees
      2. Purchasing/subscribing to information systems.
      3. Forming a change management team.
      4. Installing information systems
   2. Who is responsible for a task?
   3. What are the deliverables for a task?
   4. The estimated duration for a task.

Note: We have suggested cloud computing, answer need to based on cloud computing. Please explain step by step

and provide references. Thanks in advance!