1

Prototype Presentation: CAR SystemREYNA INSURANCE AGENCY | TEXAS DRIVING SCHOOL

CARBON IT SOLUTIONS

2Carbon: Introduction

Sebastian Guerra

Patricia Ramos

Halston Harris

Dan Julio

Robert Medrano

Joshua Klentzman

Raul Gonzalez

Morgan Watson

3Outline

Client Information

Problems with Current System

Proposed Solution

Feasibility

Development & Testing

Improvements & Maintenance

Project Demo

Summary

Q&A

4

Client Information

Brief Refresh

Patricia Ramos

5Client Refresh

Founded in 1958

Initially Offered Insurance

Patricia Reyes-Owner/Sponsor

8 Employees

Focused on Driving School Portion

6Organization Chart

Patricia ReyesOwner

Yessica VazquezManager

Don WilkersonDriver

Gary FussellClassroom Instructor

Armando PerezClassroom Instructor

Steve Gordon

DriverJeneen PhilipsDWI Instructor

7Organization History

1958:• Company

Founded

1986:• Patricia

Reyes heads company.

1989:• Relocation

and Expansion

1996 :• Offers new

Income Tax Filing service

2001:• DWI, DUI,

Drug Offender, and Defensive Driving courses.

2005:• Addition of

Texas Driving School

2012:• Consults

with Carbon IT Solution

8

Problems Current System Process

Current System Problems

Costs of Current System

System Requirements

Robert Medrano

Halston Harris

9Current System Process

Brief walkthrough of how Texas Driving School handles customers and their information.

Do a compare and contrast with the current process and the “new” system in the demo.

10Current System Process

Assist walk in Customers

Answer phone calls

Contract Forms

Customer Payments

Scheduler

Bookkeeper

11Current System Problems

Reporting• Limited Reporting Capabilities• Inconsistent data• Decision making

Tracking Payments

• Not collecting fees effectively• Missing income

Inefficient Processing

• Data is not centralized• Duplicate data• Time consumption

12Costs of Current System

Employee Time

Monthly Cost

Yearly Cost

Reporting20 minutes per/Customer. Avg. 20 Customers/day

$2,948.16

$35,378per/year

Tracking Payments

15 minutes per/Customer. Avg. 10 Customers/day

$1,105.00

$13,260 per/year

Inefficient Processing

10 minper/Customer. Avg. 25 Customers/day

$1,843.17

$22,118per/year

Estimated Cost

Total$5,896.

33$70,756

13System Requirements

Create a way to notify you a Customer has a late fee or a balance due .

Create a system that enables the user to search for a specific Customer.

The new system needs to be able to produce reports.

Transactions, enrollment, fee’s, drives, etc.

The system needs to store all Customer information in one area.

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Proposed System Solution

Overview of Software & Hardware

Benefits of Proposed System

Cost Benefit Breakdown

Joshua Klentzman

15Overview of System Solution

Java Application Installed on existing hardware at Texas Driving School

Using Existing Windows Server 2008 R2 license

Application support of: Processing customer information

Organization finances – “Who owes what amount?”

Class scheduling – Enrollment of students

16Benefits of Proposed System

Estimated average time spent looking up customers will decrease

Return on late fees will be quicker Better notification of who owns what amount.

Increased availability of organization information. Centralized storage of information.

Estimated average time spent generating reports will decrease.

17Cost-Time of Proposed System

Employee Time Cost

Reporting20 minutes

per/student. Avg. 20Customers/day

$35,378per/year

Tracking Payments

15 minutes per/student. Avg. 10

Customers/day

$13,260 per/year

Inefficient Processing

10 minper/student. Avg. 25

Customers/day

$22,118per/year

Estimated Cost Total $70,756

Employee Time Cost

Reporting5 minutes

per/student. Avg. 20Customers/day

$8,857per/year

Tracking Payments

5 minutes per/student. Avg. 10

Customers/day

$4,402per/year

Inefficient Processing

1 minper/student. Avg. 25

Customers/day

$2,227per/year

Estimated Cost Total $15,486

Cost-Time of Current System Cost-Time of Proposed System

18Cost Benefit Breakdown

Year 5

Year 4

Year 3

Year 2

Year 1

Dev

$0 $10,000$20,000$30,000$40,000$50,000$60,000$70,000

CostBenefit

($3,035)

$54,269

$54,869

$54,869

$54,869

$54,869

($1,000)

($400)

($400)

($400)

($400)

Current System Employee Time

Spent:4,160 hours (per year)

Employee Cost-Time Lost: $70,755 (per year)

Proposed System Employee Time

Spent:910 hours (per year)

Employee Cost-Time Lost: $15,486 (per year)

19Projected Performance

357% Reduction in

employee time per year =

$54,869 gained from

reduction per year

x 5 Years

$274,345

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Feasibility Technical Feasibility

Operational Feasibility

Economic Feasibility

Dan Julio

21Technical Feasibility

I. Hardware/Software available: Three desktop computers

Desktop server

II. Hardware/Software needed: Network Interface Card

SQL Server Standard

22Operational Feasibility

I. Reporting/Tracking Business Decisions

Income Analysis

Reduce losses

II. Processing Centralized data

Reduces customer wait time

III. Ease of Use Clean Interface

23Economic Feasibility

I. Development 8-9 months, 516 hours total

CarbonIT time = $89,600(Discounted)

Instructor time = $7,200 (Discounted)

Will Rubit time = $500 (Discounted)

Patty’s (Sponsors) time = $500

Total Cost = $97,800

II. Installation and Testing 7 days – 80 hours total

50 hours Carbon IT time cost = $10,000(Discounted)

30 hours Patty’s time = $ 750

Total Cost = $10,750

I. Training 1 day, 3 hours total

Carbon IT time = $600 (Discounted)

Patty’s time = $75

Total Cost = $675

II. Maintenance Yearly, 16 hours

Total Cost per year = $400

Total Cost of Implementation = $3,035

- Carbon IT time = $100,600 (Discounted)

- Will + Detillier Time = $7,700

- Hardware/Software = $1,710

- Patty’s Time = $1,325

Recurring Cost = $400/year

24Cost Breakdown

Carbon IT$25/Hr rate

Patty$25/Hr rate

Professor Detillier(Instuctor)$150/Hr rate

Will Rubit

Development 14 hr (per meeting)2 meets/week16 weeks/semester

Total hours = 4488 members

$25(448)*8 = $89,600

Total hours = 20

$25(20) = $500

3 hr (Per class)16 weeks/semester

Total hours = 48

$150(48) = $7,200

Flat rate of $500

Installation & Testing

Total hours = 50 hr$25(50)*8= $10,000

Total Hours = 30$25(30) = $750

N/A N/A

Training 3 hours($25*3)8= $600

3 hours$25(3) = $75

N/A N/A

Maintenance 16 hr/year

1($25)*16 = $400

N/A N/A N/A Cost of Hardware/Software

SQL Server 2008 = $16001TB HD = $100NIC Card = $10= $1,710

Total Cost of Implementation = $3,035 (Patty Total + Hard/Software Cost)

Total = $100,600

Total = $1,325

Total = $7,200

Total = $500

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Development & Testing

Timeline of Project

Project Testing

Database Design Decisions

Raul Gonzalez

26Project Development Timeline

1 Sep 1 Oct 1 Nov 1 Dec 1 Jan 1 Feb 1 Mar 1 Apr

1 Sep

Initial Study

Analyzing the business Process

Propose Project to reyna Insurance

Database Planning and Research

15 Feb

15 Mar

1 Apr

2012 2013

27Development Tools

Microsoft Server 2008 R2

Microsoft SQL Server 2008

Microsoft Visio 2010

NetBeans IDE

VMware

28Data Dictionary

29Project Requirements

30Project Testing

Data Testing• Verify Bulk Inserts• Load Bulk Data• Create Stored Procedures and Queries

Full System Testing

• Customer, Course, Vehicles• GUI• Reports

Implementation • Replacing the current system

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Improvements & Maintenance

System Improvements

Preventative Database Maintenance

Sebastian Guerra

32System Improvements

Redefined how they interact with system.

Ease of use and robustness

Cost Effieiency

33Preventative Maintenance Backup & Cleanup

SQL Backups: Perform every Sunday at 4am

Backup to external drive connected to server

Data Cleansing Identifies incomplete or incorrect data

Standardizes and enriches customer data. “St.” to “Street”, enrich data by filling in missing elements by changing “4013

Broadway San Antonio TX 78009” to “4013 Broadway, San Antonio, TX 78009”.

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Project Demo Morgan Watson

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Summary

Future Improvements

Lessons Learned

Sebastian Guerra

36Future Improvements

Email Notifications

More Printable Reports

Dialog if attendance is tried on a date more than once

Edit notes

Automated Notifications for Outstanding balance customers

Automated Fee processing (adding fees to customer account)

37Lessons Learned

Project Management Division of work

Level of technical skill

Application Development Time devoted

Developer Documentation

Start Sooner!

Database Unified Scripting

Multiple Versions

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Questions?