IN THIS EXAMPLE WOULD YOU USE

Would use custome software or OFF SHELF software?

cost comparison OF EACH?

benefits of using custom or known software?

Davenport University is a not for profit university that was founded in 1866 (Building Upon A Legacy, n.d.). The initial class had 16 students who studied bookkeeping, penmanship, business law and arithmetic. These were the office skills in demand in 1866. Davenport has come a long way and is now a university with 50 different programs through a variety of subject areas. There are now more than 20,000 students making an investment in their futures through furthering their education at Davenport.

The university is using separate software solutions for their financial and academic recording needs. With the ever increasing amount of students the double entry that is required in order to have both systems function is taking a toll. For example, each students information needs to be entered into each of the systems. The same information is entered into the financial system to generate a bill for the student. Adding staff to accomplish the increased documentation requirements has been a temporary solution that is creating an increased cost that cannot be sustained. Davenport has chosen to bring in a consulting firm to assist in designing a system that will include both financial and academic functions.

After completing interviews and observing different staff members from all parts of the organization the following issues were found:

Issues

1. The data entry into both systems was becoming too time consuming and if a single entry was achieved it would cut the hours needed by 40%.
2. Common data elements are being entered incorrectly too often.
3. The current accounts payable and accounts receivable is a paper based system that is often experiencing errors and having late payments.
4. The current website for scheduling classes is working great, keeping this entry is important.
5. Reporting for effective control and supervision over different financial programs that assist with costs for students.

Objectives

1. Create a single system that will include both the financial and academic records of the university.
2. Create common data records that can be used throughout the system.
3. Improve the financial system including invoice tracking.
4. Develop reporting to ensure that students are getting the funding, federal or otherwise, is being disbursed appropriately.
5. Develop a website for class sign-up that is easy to use and similar to what is in place.

Requirements

1. Security for both financial and student records is paramount.
2. Nontechnical employees need to be able to accomplish their responsibilities with the system.
3. Students must be able to schedule their own classes.

Constraints

1. The development budget cannot exceed $200,000.
2. The website for class sign up must be complete by opening of class scheduling for Fall semester of 2021 school year.