Business Requirement

Overview

This case relates to Al-Kalili University, an emerging University in Oman, specializing in medical education. The case gives information on the business challenge and the business benefits of the ERP system.

Scenario

The Business Challenge:

Al-Kalili University contracts the services of IT consultants and Amtal Integrated Solutions to automate its enrollment process by incorporating the grades per subject and the billing of each student. The university has left the entire planning and design job to Amtal Integrated Solutions and IT consultants of Al-Kalili University. The specific mandate is that the system should be operational before the September 2019 enrollments begin.

The Dean of Al-Khalili explains the current manual enrollment process to Al-Kalili IT consultants and project managers of Amtal. The process involves the following:
- Enlistment of subjects.
- Payment to the Finance Office.
- Viewing of grades online after the semester.

Payments may be made in 2 equal installments first payment should be upon enrollment and the second payment is before the end semester examination. The grades will only get published once the student finally settles their dues to the Accounts and Finance Office.

Business Benefits of ERP System:

The expected business benefits will improve process efficiency, as noted below:
- The enrollment procedure will be streamlined by automating the manual processes.
- The Billing computation will be automatically computed, based on the number of subjects enrolled and other applicable university fees.
- The physical dispatch of the Class Card (Grade) will be eliminated, and the students' grade can be accessed online using the student/roll ID number.
- The manual reconciliation from Finance Office will be eliminated, since all subjects enrolled are now stored in a database for easy retrieval and reference.

Question 1: Assume that you are the Implementation Officer working with Amtal Integrated Solutions. As a first step, you need to search and recommend a suitable ERP system for Al-Kalili University and provide a proposed Project Plan with the following details:

1.1A detailed proposal from two different ERP vendors. Each proposal must contain the following information:

• Name of ERP Vendor.

• Modules included in the ERP System.

• Functional and Technical Requirements of the ERP System.

• Pricing Based on the Following: oNumber of users oNumber of companies oNumber of business units oLanguages oNumber of Currencies

• Package/Project Inclusion

oInstallation & Configuration
o Training & Consultancy as per the Project Plan

1.2Proposed Milestones/Timeline:

Note: Due to the large scope of the project, implementation officer should provide a milestone/timeline/deliverable/event as per the date of implementation date mentioned by the Dean of Al-Kalili University.

Release 1.0 (Automating the Enrollment Process and incorporating the billing from Finance)

Release 1.1 (Incorporating the Grades per Subject)

Question 2: As IT Consultant of Al-KhaliliUniversity, the Dean asked you to select the best proposal submitted by AmtalIntegrated Solutions. Thus, you need to provide a comparison between the two proposals/vendors, and a proper justification of your choice.

Question 3: Assume that you are the Project Manager of Amtal Integrated Solutions. Critically analyze and explain to the Dean of Al-Kalili University the risk factors associated with implementing ERP system and how it should be managed and minimized in their University.