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From the case study analysis and assignment 1, it is evident that other is a need for Dragon boating club to have a commercial software packaging for financial information supply. The club is making consistent and huge cashflows creating an urge to have a system that will make the financial accountability within the organization traceable/ accountable. The club should also have a system that will be helpful in the storage of data for the club members and customers as much as their financial transactions are concerned. The appropriate system for the Dragon club is Visual Basic for Applications (VBA) software. VBA is part of Microsoft built to help users in programing their transactions through codding. In conjunction with the MS Office applications, Dragon club will be in a position to multitask and complete transactions and back up the official documents.
VBA makes the financial tasks simple by providing an effective option for data storage in the cloud, having alternatives for shortcuts when computing financial data. The system allows the financial professionals, that is, accountants and traders, to analyze and adjust large amounts of data within the short time possible. Dragon is a busy club involving huge financial transactions from day-to-day customers (Maestro et al., 2020). The VBA will help analyze data relating to the income and expenses of the club. With the use of the software, one can easily trace the financial standings of the firm. The financial information which is much required is the financial statements such as balance sheets and income statements, ratio computation, and interest computed. Dragon gaming club, therefore, use the system to manage their transaction and track their financials. Through this, the club will be better positioned to maintain steady cashflows hence meeting the financial goals. Furthermore, the system allows an organization to create different portfolios that effectively allow the club to separate its transactions for easy tracing.
When recording sales made by the club, the club will use the VBA system to create sales invoices and receive payments. Such processes allow an organization to track their payments and receipts hence easy reconciliation. Therefore, despite the initial cost of installing VBA software being high/ expensive, Dragon club will minimize the time consumed and losses incurred when transacting with other companies (Maestro et al., 2020). Some of the fact-findings concerning VBA software are that it is effective in data storage, helps in the restoration of data and backup, and enhances accuracy when computing data in an organization.
Use Cases
The New information system for the North Coast Dragon Boating Association can be used in a variety of ways, such as presented in figure1. This can be used to standardize financial transactions. The usage chart helps in providing a clear image which then facilitates the understanding of the relationship existing between the Dragon club and the club members. The statistical functions may be defined through the generation of the maps using the information retrieved and the procedures taking advantage of the account of the effects of the management layer. Not only does the new information system affect the Club members but also the executive association. Therefore, the new system at Dragon club has an opportunity to practice a wide decision process which is aided by.
VBA will be used by the club in the analysis of the financial statements, interpretation of the key accounting statements, and storage of the clubs data. Every stakeholder in the company will be in a position to enjoy the impact of the new system through proper documentation of the data. This information system consists of multiple applications that provide a 360-degree view of business operations. This benefits both the members of the clubs and their executive members, suggesting that the information needs of senior and middle managers are malleable and systems designed to support managers decision-making need to be flexible to adapt to changing information needs (Maestro et al., 2020). VBA in Excel to create and maintain complex trading, pricing, and risk-management models, forecast sales and earnings, and generate financial ratios.
The VBA system can also be used in the processing, storage, and transfer of legal data in the sense that in the processing of personal data necessary for the performance of a contract, such as in the collection of tax information from club members and executives. With the administration of the law, the VBA can be allowed to collect the clients personal information, which is key in the system and stored for future reference. The stakeholders dealing with the confidential information should apply ethics and professionalism so as to keep the data of the company and customers effectively.
The VBA system also helps in communication purposes. It will also provide members with a convenient and feature-rich chat system and a friendly and understandable interface for all categories present in affiliated clubs. Moreover, it will give club executives, managers, and IT specialists the modern and multipurpose digital tools they need to collect and manipulate critical data. Another aspect of the use case of the new system is communication. The software provides a room for the accountant to make a comprehensive communication with the management, customers, club members, and employees. It is also through the aspect of effective communication that the dragon company can easily trace the needs of each customer. Clients can also receive their bills on time hence making the Transunion of the company smooth.
ERD or Domain Model Class Diagrams
The ERP or domain class diagram involves the aspect of separating the users of the specific products in the system. An entity-relationship diagram, also known as an entity-relationship model, enables an individual to understand how the specific system will function in an organization. It is vital for the business and information technology team in an organization to present the proposed system in the model form in order to understand how it will function after implementation. For instance, in this case, an ERD on the VBA system will present an overview of how the new stem will be working in an organization. The ERD/ model class diagram provides the user with a brief overview of how to use the software to manage the clubs data. One of the major crucial data that the system will be dealing with is financial data. Therefore, the ERP model below shows how the system will work to ensure that enough data is collected from the user.
The VBA system will be majorly used by the accountant in the Dragon club organization to help in the management of the financial data. From the cases study, it is clear that the club is struggling with financial data management. Since the club involves many customers getting involved in sporting activities, there is a need to manage data effectively for the sake of going concerned. The professional using the VBA system will have to log in and key in the details of the company, type of the user, and categories of users based on their job orders. The home page of VBA will have details relating to the clubs background, customers, employees, and the directors. The system will also have an option for the storage of the companys data in order to protect the loos of any information concerning the progress of the club. Other key areas that the system will capture comprise the customer details, club executives, club members, and Employees.
Customers are the major objective of any organization. The companys growth depends on the number of customers transacting with the company. Therefore, the Dragon company must keep safe data concerning the company. A lot of financial data in the Dragon Club is generated from the transactions conducted between customers and the club. As a result of transacting with the customers, the accountant using VBA will be able to collect and restore data on the sales invoices made by the company within the specified time. From the customer statements, the companys financial statement can be drafted to show the progress of the business. Therefore, data collected by the system due to trading with the different customers will be stored by the system in the cloud for future reference. Employees, club members, and club executives also depend on the system for the effective running of the company.
The system will ensure that the club members data is well captured to calculate their dividends and contribution easily. It is effective for the organization to data relating to the club members as this effectively tracks the firms investments. From the ERD diagram, it is evident the system will help in the storage of the employees data. Information relating to employees is vital in an organization as it helps in tracking payroll and personal details such as conduct.
System Sequence Diagrams
A sequence diagram is designed to present how the transactions will be presented in an organization using the new system. The process is presented in a diagram form so as to equip the user with a clear picture of how the new software will be presenting its data. The sequencing system involves race registration, where every member involved in a racing sport will be registered. The club membership registration is also done where the club and members are registered into the system. Here balance lookup can be done through the account number details you have recorded. From the sequence, you can find the balance for every club member by using the account details you have entered into the system. The ID frame in the sequence has a Club name with its debit account details. From the sequence diagram below, users of the VBA system will have an effective sequence and plan for the registration of new members, race participants, and employees.
Conclusion and Recommendations
The North Coast Dragon Boating association is different from any other dynamic company that involves both financial and tourism. It is used as a multipurpose mass by connecting people from different parts of the world. Since the club is involved in multiple transactions of money, it is therefore important for the management to establish an effective platform that helps in the track of the records. It is therefore proposed that the best system to be adopted by the association is the VBA system. VBA system is accounting software that is used by an organization to track records of transactions in an organization. Therefore, the VBA system will help the organization keep records of the customers, members, employees, and details relating to club registration. This paper has focused on the analysis/ fact-finding of the company, the user cases, the ERP model, and sequence analysis.
The model used in the ERP and sequence analysis shows how the club can use the system to manage its sales, customers, and employees. Therefore, the management of the Dragon club must find professionals and experts who can help in the adoption of the new system. The organization also needs to have sufficient funds to install the new accounting system. Despite the high costs involved in installing the software, the company will make more returns in the future. It is projected that the use of the new system in the club will transform the financial operations of the company. When implementing the new system into the company, it is recommended for Dragon club to outsource the information technology experts and the accountants to help in the interpretation of the statement.
Reference
Maestro, A., Rodriguez-Alonso, M., & Pipa, I. (2020). Tips and tricks for sports clubs and sports associations. Injury and Health Risk Management in Sports, 779785.
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