Running Head: MILESTONE 3
4-2 Milestone 3
Christopher T. Gouchenouer
Instructor Mike Irick
IT-204 Intro to Data and Info management
Southern New Hampshire University
9/30/2018
MILESTONE 3
Introduction
The current system that Birchwood Lane School is using is to capture all data relating to
the business of the school on paper which is maintained in filing cabinets. The school has seen
that this system is severely inadequate and results in extended searches for data concerning
students which at times can be missing or misplaced. Birchwood has implemented a project in
which they are tasked with designing/updating the data storage systems that will house all
information electronically. This update will benefit the school, staff, parents and most of all
students by giving them instant access to grades, attendance and credits to name a few. Before
this project can be started there will be a gap analysis to determine what Birchwood is doing that
works and what they wish to accomplish at the time of completion. Once this is determined, a
database management system (DBMS) will be designed, built and implemented within the
school's system that will satisfy the government and other parties' requirements.
Business Case and Gap Analysis
The current setup that Birchwood is using is to capture all student data on paper and
stores them in filing cabinets which can be accessed by anyone that enters. The information that
is gathered and stored in this filing system contains the student's personal information (name,
address, contact number, email, birthdate, graduation date, prior/current course schedule), the
instructors personal information (name, address, birthdate, date hired, education, prior/current
courses taught), course data (name, start/end date, instructor, student enrollment). This system
introduces a risk of the data being lost or accessed by an individual that should not have the
information due to a lack of security. A paper filing system is not capable of having a
MILESTONE 3
backup/recovery file so if there are missing or misplaced files they are gone without a chance of
recovering them from any source.
The benefits of moving Birchwood to a database will be many and implementing a
DBMS will show an increased financial impact for the school. The use of a relational database
will allow Birchwood to purchase cost efficient servers that will handle the required amount of
data that will be stored on site providing the school with the capabilities of searching the stored
data in a fraction of the time at which they are currently performing. The result of implementing
a DBMS will be the reduction of expenses for searching through the current filing system as well
as the heightened security that will be gained.
Additional Information
There can be information added to the database should Birchwood find a need for it. This
will allow the school to remain current with all information that may be needed for contacting
students, parents or school officials as well as creating a more in-depth relationship within the
school community. Additional information that may be captured could concern a person's