Task 2 Case Study Brief

Context

The Kingford Community Learning Hub provides after-school tutoring, printer access, and digital literacy sessions for 180 students each week.

The hub currently uses mixed systems:

• paper sign-in sheets
• an old desktop computer for bookings
• manual spreadsheet tracking by one staff member

Current Issues

1. Booking conflicts happen most days because updates are delayed.
2. Printer job records are inconsistent and hard to audit.
3. The booking workstation is slow at startup and often freezes.
4. Staff cannot quickly generate weekly usage summaries.
5. Student personal data is stored in multiple files without clear controls.

Existing System Inputs and Outputs

• Inputs: student booking requests, staff edits, print job records.
• Outputs: daily booking list, printer usage totals, weekly summaries.

Constraints

• Upgrade budget target: between $2,500 and $4,000.
• Minimal service disruption during upgrade.
• Existing internet and network printer must be retained.
• Staff need a simple workflow with minimal retraining.

Project Requirements

You must:

1. Analyse the current system and identify key weaknesses.
2. Produce a context diagram using Yourdon/DeMarco notation.
3. Recommend hardware and software upgrades aligned to constraints.
4. Create a spreadsheet budget and justify your cost decisions.

Suggested Deliverable Structure

Use the Task 2 Report Template for your report sections.