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4. It provides very little management information beyond the <br />basic accounting information. <br />5. The machine does not perform its work as efficiently as <br />would a system based on newer technology. It requires <br />frequent manual intervention and utilizes excessive staff <br />time. <br />You realize that many improvements have been made in technology <br />for city government office management since Little Canada <br />purchased the Philips machine. Your staff has suggested that we <br />submit this proposal to you to assist Little Canada in <br />determining the feasibility of replacing the old technology with <br />a newer, more effective system which will last at least as long <br />as the Philips has lasted. <br />The remainder of this letter addresses the proposed approach to <br />assisting you in determining the feasibility of installing an <br />in -house computer. <br />OBJECTIVE <br />The major objective of the project will be to identify the best <br />way to meet your long term information requirements. To satisfy <br />that objective, the project will be divided into four secondary <br />objectives as follows: <br />1. Define your information requirements, <br />2. Identify and evaluate the various alternatives to <br />satisfying those requirements, <br />3. Select the supplier best suited to meet your needs, <br />4. Convert from your existing system to the new system <br />APPROACH AND SCOPE <br />The project will be divided into phases, each with its own <br />objective and end product. The reason for this structure is to <br />build client review sessions into the project at key decision <br />points. This ensures that you are aware of the status of the <br />project and that you have enough information to make the <br />appropriate decisions relative to the remainder of the project. <br />This also means that you are not committed to a predetermined <br />course of action or solution. <br />The approach also stresses your involvement and all your key <br />people's involvement. This helps increase their commitment to the <br />resulting system, reduces the time required to benefit from the <br />new system, reduces the problems that occur during conversion to <br />the new system, and reduces the cost of outside assistance. <br />37 <br />