Proposal for the Implementation of the Womatrix 3000 Fully Automated Directory Kiosk


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Proposal for the Implementation of the Womatrix 3000 Fully Automated Directory Kiosk (graphics not included)


TABLE OF CONTENTS

Introduction ……………………………………………………………………………….3
Summary…..........................................................................................................................3
Background...…………………………………………………………...……..…………..3
Discussion……………………………………………………………...………………….3
Problem with current System ……………………………………………………..4
Appearance……………………………………………………………...………...4
Proposed Solution……………………………………………………………...………….4
Womatrix 3000……………………………………………………………...…………….4
Implementation of Womatrix 3000……………………………………………………….5
Cost……………………………………………………………...………………………...5
Time……………………………………………………………...………………………..6
Inconveniences……………………………………………………………...……………..6
Rationale / Benefits……………………………………………………………...………...6
Customer Service……………………………………………………………...…………..6
Remote Management……………………………………………………………...………7
Expandability……………………………………………………………...………………7
Conclusion……………………………………………………………...…………………7

LIST OF ILLUSTRATIONS
Chart 1. Man Hours Used (Current System vs. Womatrix 3000)…………………………5
Chart 2. Customer Service Hours Utilizing Facility vs. Womatrix 3000…………………6
Introduction
The purpose of this report is to inform the Chancellor of Compton Community College on the decline in student enrollment and the rewards of installing new state of the art kiosk directories. I will promptly summarize the proposal in this report. Immediately following my summary, I will supply the essential background information needed to support my proposal. I will then explain in full detail the problem with the current directory system, the proposed solution to correct the problem, the execution of the new system, the justification for the decision, followed by the conclusion.

Summary of Proposal
The decline in student enrollment over the course of two (2) years was discovered when student enrollment hit a school history low of 15,289 students this past January 2007. During our annual student recruiting and enrollment report submission to the state of California, we noticed the decline in student enrollment was directly related to the current directory system. Upon our investigation we found the following problems with our current directory systems:
1. Current directories contained inadequate information.
2. Current directories could not be read.
3. Current directories clashed with school colors and overall beauty of the school.
The mixture of these problems creates an unprofessional environment and displays a lack of interest on Compton Community College behalf concerning the efficient dissemination of information to its students. Luckily, there is a simple solution to this problem that will fit with the current budget. To correct this problem, the current school directory system must be removed and replaced with a new Womatrix 3000 fully automated directory kiosks. This new system will go above and beyond fixing the problems that the current directory system creates and also generate the following benefits:
1. Remote management
2. Expandability
3. Ease of Installation
4. Attractive features

Background
Compton Community College has six (6) entrances that allow students to access the campus but there are only two (2) directories located at the north and south sections of the campus. The directories are of the billboard type that utilizes the push pin lettering to display campus information. This method is very primitive, if you were to ask me, because it takes the average time of about 1 and ½ hours to complete a full message for displaying.

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Sometimes Compton Community College staff has to search for missing numbers or letters and if that specific number or letter isn’t found, words are abbreviated which sometimes make it harder for students or prospective students to understand the message.

Discussion
This discussion portion addresses the problems with the current directory system, a proposed solution, implementation or execution of the new system, rationale and benefits of the new system.

Problems with the Current System
The main problem with the current directory system is that the information on the board is incomplete and hard to understand. I recently directed a survey which solely asked prospective students and students that attend Compton Community College what they thought of the directory system here on campus. The survey revealed that 70 % of the prospective students chose not to attend Compton Community College because they didn’t know where to go to get the information needed. The survey also revealed that 40% of the current students are frustrated because of the lack of announcements. The students also told me that different announcements for events and meetings never reach them because of the poor directory system in place at Compton Community College. If this situation continues, Compton Community College student enrollment can jeopardize the schools funding which might ultimately close the school.

Campus Appearance
During the survey, the students also expressed that the current directories are an eye sore and that they bring down the overall beauty of the school. Some of the prospective students that we surveyed expressed that one of the factors that caused them to choose a different school was that of the Compton Community College campus appearance. With this survey I comfortably say that the current directory system is causing the down shift in student enrollment at Compton Community College. With this down swing in student enrollment, Compton Community College is loosing an average of $517,000.00 each semester with its’ current student enrollment.

Proposed Solution
After careful analysis of all information, I have come to the following conclusion: replace the current directory system with the new Womatrix 3000 fully automated kiosk. This new automated kiosk will not only improve the overall beauty of the campus but also be very efficient in disseminating information that is helpful to all personnel and students that attend or work at Compton Community College.

Womatrix 3000
As I mentioned before, the Womatrix 3000 is a fully automated directory kiosk. If these machines are purchased and installed at every entrance onto the Compton Community College campus, it will greatly improve the overall appearance and beautification of the school. While raising the level of campus attractiveness with the kiosks, the level of attention and community pride also rises and also brings in prospective students. The new student level would rise by at least 70% of 10,000 that were surveyed. With this small, but yet smart investment, Compton Community College would stop loosing the $517,000 per semester and gain and extra $426,000 per semester.
The Womatrix 3000 has many features. One feature that I think Compton Community College will utilize well is the remote real-time synchronous feature. This feature allows for the displaying of messages, alerts, news and emergency warnings on all systems instantly in real-time from a dedicated P.C. which will be located in the student records office. This feature is clearly better than the current system in place which can save Compton Community College an average of 28 man hours a week.

Chart 1

As you can see from this chart the Womatrix 3000 requires much less man hours to execute a variety of functions. The reason the Womatrix 3000 is more efficient than Compton Community College’s current system is that the Womatrix 3000 instantly updates and displays message on each and every station from a remote location. This does not require the traveling to each and every station and manually updating by a faculty member.
Another feature of the Womatrix 3000 is the touch screen activated directory. With this a student can go to any one of the kiosks and look for a specific staff member or specific location on campus and the Womatrix 3000 will display a map with directions from that particular location to the destination. You can also print the map and the printed map will give you staff member’s hours and phone numbers or phone numbers to locations on campus. Along with the features just mentioned, the Womatrix 3000 will be able to display individual students’ class schedule for that semester by inputting the correct students I.D. reference number and password.

Implementation of Womatrix 3000
The installation of the Womatrix 3000 should not create a problem or disrupt the school functions or activities. In this section, I will concentrate on the main aspects of installation: cost, time, and inconvenience.

Cost
The overall cost of removing the old system and installing the Womatrix 3000 should not be more than $75,000.00. The Womatrix 3000 are $10,000 per unit in which there will be six (6) units installed equaling $60,000. The wiring and installation of each unit will be done by qualified technicians employed by the makers of the Womatrix 3000 and the labor cost will not exceed $7,800. The concrete, cables, brackets and equipment takes up the remaining $7,200. The Womatrix 3000 will be installed at every entrance onto the campus which shouldn’t create a problem for the qualified technicians.

Time
The installation time from start to finish should be no more than two weeks. It will take a total of one (1) day to remove the old system. Clearing each area and pouring the concrete will take approximately four (4) days. Allowing the concrete to dry and prepare the wiring will not take more than four (4) days. Positioning and anchoring the machine will take three (3) days. Wiring, programming and testing will take the remaining two (2) days. I received all of these time cost figures from a representative of the Womatrix 3000.

Inconveniences
Without causing any inconveniences, the Womatrix representatives suggest that the install take place during the three (3) week school break between spring semester and the summer session. This way the shutting down of power, flying debris, dust and walkway blockage will not disrupt students and faculty day to day schedule. The labor cost I have stated earlier reflects the qualified technician’s double time rate forced by working on the weekend. There is also small inconvenience of having a couple of staff members available during the course of installation for allowing the technicians access to certain spaces during the week and on the weekend.

Rationale/Benefits
The Womatrix 3000 fully automated directory kiosks will provide three main benefits: decreased customer service hours, remote management and expandability.

Customer Service
If the Womatrix 3000 were installed onto the campus of Compton Community College, it would decrease the numbers of hours spent on customer service. This point is made clear in Chart 2.


Chart 2
Customer Service Hours Utilizing Faculty vs. a Womatrix 3000

As you will notice from Chart 2, the Womatrix 3000 will save an average of one (1) hour and fifteen (15) minutes as opposed to using faculty for simple customer service issues. The reason for this is because the Womatrix 3000 allows for students and staff to access an array of tools and information in an efficient manner.

Remote Management
Remote management is one of the premier features on the Womatrix 3000. This feature takes away the hassle of walking around to each and every station to update information. With remote management, you have the power to update each unit in real time with as much information as you want to have with out space or equipment restrictions. This feature will dramatically cut down on the man hours being spent to update the old system.

Expandability
Another advantage of the Womatrix 3000 automated directory kiosks is the expandability we would receive in our quest to be on the fore front of information dissemination. With the remote management and real time function we could look in expanding with units from other campuses utilizing the same system.

Conclusion
We cannot afford to let this problem continue. The Womatrix automated directory kiosks will best suit our needs both now and in the future.


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