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Personal Trainer Inc Case Study

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A CASE STUDY

Personal Trainer Inc. Organizational Chart

SUMMARY

Personal Trainer Incorporation, a fitness center with twelve operating and existing branches in different locations, wanted to expend internationally by opening a new supercenter in Toronto. The company, despite its large operation, is only managed by four managers: Janet McDonald, who at the same time handles finance; Tai Tranh, who also handles sales and marketing in all twelve centers; Reed Cotter, who handles the operations as well; and Cassia Umi, the president and the head of the management team. The management wanted a new supercenter that would emphasize a variety of personal services and special programs to its members. Their current operation uses BumbleBee, a popular accounting package, to manage its receivable, payables, and general ledger. Their membership lists and word processing are handled by Microsoft Office products. Cassia, the president of the management team, believes that the new supercenter would require additional data management, so she decided to hire an IT consulting firm, Patterson and Wilder, to help develop an information system for the new operation. Patterson and Wilder assigned Susan Park to work with Personal trainer Inc.

PROBLEM STATEMENT

Personal Trainer Inc. wants to be able to offer on line services for the members of their fitness clubs. A new online web access is needed to fill the new demands of the company. Also they want offer membership sales and upgrades to new and existing customers. Personal Trainer Inc. wants to be able to offer two memberships as well as allowing paying for special programs such as child fitness.

ANALYSIS

Personal Trainer Inc. need to have a web page that would allow them an easy access with customers, staff and new members. Members should be allowed to access all clubs from one location. A database of member records should be given access by different departments simultaneously. Workstations will have to be established in every department, desktops and laptops need to be connected to a network. Training and support should also be provided by the IT consulting firm. The implementation of an efficient management information system of course, doesn’t come in handy. There are constraints and barriers that will exist along the implementation process. It is essential that the web designers be capable of meeting the customer requirements. And if, say the web design is achieved and implemented well, training will have to be done, especially for employees who are in need of learning basic computer skills to proficiently use the software. There is a high level description of the capabilities required of the new system. The system must be able to make future dated member appointments, special services and personal program tracking. The system must produce daily schedules, reporting, monthly billing statements and personal program performance. The system must be easily maintained by employees after implementation and it must have system backup capability.

Personal Trainer Inc. is also proposing to interface current accounting system with a new web base system for employees and customer to be able to access 24/7. By storing the information in a database, the Company will reduce manual processes and associated costs which will improve profitability. With a new system that can reduce cost and increase revenue, then there is an improved customer service. Not just that, even members and the operating team will benefit from the system’s efficiency, they will benefit from schedules/reports produced accurately and in a timely manner.

ALTERNATE COURSE OF ACTION

In developing a new information system and a new accounting system, Personal Trainer Inc. could choose either of the two following options.
Option 1 would be to build a software, an in house development. The consultant will have to analyze current processes to determine user requirements then develop prototypes for working version of the system and the new database. After completing the software comes the installment process and of course training the employees based on tasks performed. Hic could take quite some time to fully setup the new system, and it could be costly.
Option 2 would be to buy a software and cut short to the installation process. Hands-on training is still essential of course for those employees who will be performing the task. This option will require less time to implement and setup the system, but either way, it will be costly. RECOMMENDATION Personal Trainer, Inc. currently manages all member records at each location. This process creates bottlenecks of data and redundant work for several employees. Due to the amount of manual work, critical aspects of the business such as payment processing and training program records. Patterson and Wilder is proposing to assist Personal Trainer, Inc. in updating the current accounting software to allow interface of customers for web access to accounts payments, purchases and access to customer training records . This will be accomplished in a three step plan of data base design, user interface design and application architecture. The member data will be managed more efficiently and increase productivity in the office. Increased productivity usually means increase in revenue usually at the same time lowering overhead costs. By automating tasks, the business may see a reduction in costs, employee boredom, manual errors and increased productivity. It is also recommended that Personal Trainer Inc. use an in-house team to develop and design a prototype along with outsourcing for web development. This package allows users to perform all daily tasks through their desktop computer with ease. General and customized reports can be created by a user without needing to have advanced knowledge of the software. The use of the in-house developed software will allow users to break away from handling hard copy files and manually creating reports and summaries, and will grant the ability to accomplish all tasks in a timely manner.

CONCLUSION

Based on analysis of the current functions, it appears that In-House development and design along with Outsourcing Web Design and Enhancements would be the most cost effective solution for Personal Trainer Inc.
The implementation of the hardware and software will help Personal Trainer Inc. achieve its business goal of increasing employee efficient, reduce billing errors, and increasing profitability. Employees will be able to accept additional responsibilities due to reduced manual processes integrating all facilities and corporate headquarters. The critical aspects of the business such as billing, personal training programs, special services and structured training programs will meet the needs of Personal Training Inc. The improvements will allow all users and members a simple access increasing overall customer satisfaction.

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