CIPRO Case Study Exam Questions and Answers Guide

Read through the case study (see Appendix) and quickly scan the CIPRO brochure (see separate .pdf). The CIPRO case study forms the basis of all questions. For this exam, assume that CIPRO is currently just a business idea/concept and that neither the CIPRO website, nor any CIPRO information system exists.

Answer the following questions based on the CIPRO case study.

No	Question	Mark
1.	You are employed as the BA to develop a system for the CIPRO project. A completely new system needs to be designed and implemented inhouse. Specify what business analysis approach you will choose for the project and justify your choice with good reasons.	10
2.	Your project manager informed you that you will be using the Waterfall Systems Development Life Cycle to develop the CIPRO system. Setup a matrix to: Show all the business analysis activities you will execute during each of the SDLC phases.Provide the estimated time you plan to spend on each activity.Show the business analysis deliverables per business analysis activity.Show the expected stakeholder(s) who will be involved per business analysis activity.	5   5 5 5
3.	a) Identify 5 major stakeholders that will be involved in the CIPRO project and create a stakeholder list to provide a better understanding of each of them. Use a column for each stakeholder aspect you consider important to manage.	15
	b) Use any stakeholder matrix or diagram to show the role and importance of each of these five major CIPRO stakeholders.	15
4.	Create a stakeholder communication plan for the project. Include at least all 5 the stakeholders identified in question 3.	25
5.	Use the complexity matrix which you’ve designed for your assignment to determine how complex the CIPRO project will be.	15

Case study – CIPRO

{Taken from the previous CIPRO website}

Who is CIPRO?

This company is a result of the merger of two former directorates of the DTI: SACRO – South African Companies Registration Office, and SAPTO – South African Patents & Trademarks Office, from 1 March 2002 into a single efficient and customer driven Business Agency called CIPRO.

Vision

To provide global leadership in the efficient registration of businesses and intellectual property rights.

Mission

To register businesses and intellectual property rights, maintain related registers and develop information for disclosure to stakeholders.

CIPRO’S Goals

Goal 1: The provision of value-added, effective, and efficient service delivery.

Goal 2: Implementation of new relevant legislative changes.

Goal 3: Establishment and entrenchment of enterprise governance.

Goal 4: Establishment and ensuring broad geographical access to CIPRO services.

A Beginners Guide to Our Services

Below is a story that highlights the products and services that CIPRO offers to the South African and International business community. It covers the entire registration process that a business may go through during their business life cycle.

Naledi, Kiran, Sizwe and Mpho previously worked for a giant IT company in Johannesburg. All 4 of them were from Mpumalanga and one December they decided to form their own company in Mpumalanga.

Once they made their decision, things happened very quickly. There was a fortune to do to set up the company – a lot more than any of the four expected. They split up the responsibilities. Mpho and Sizwe would try and elicit support from their old customers, as well as find appropriate office premises and facilities. Naledi and Kiran would focus on all the legal and administrative tasks required to set up a business.

A friend told Kiran that she should go to CIPRO to register her business. She was slightly anxious as she has never opened a business before. She thus went to the CIPRO website to find out more about what she needed to do.

The first thing that she needed to decide was the type of business entity that they wanted. Would it be a CC or a Private Company (Pty)?

After reading about the pros and cons of the different options on the CIPRO website, they decided that a CC would suit them best.

They then needed to decide on and register a name for their CC. CIPRO required that three alternative names are submitted. A great feature of the CIPRO website is a “name search” function. Kiran saved everybody a lot of time by using this online feature to check whether their selected names were available or not.

The team’s second choice, Creation Consulting, was available. Kiran then completed the CK7 name registration form and paid a fee to reserve Creation Consulting as their name. Once CIPRO confirmed that the name was reserved, Kiran began the CC registration process. This involved the completion of the CK1 form. They could now also begin with a design of their logo and other sales material.

After a few weeks, CIPRO came back to her, with the Enterprise registration number and the Certificate of Registration. Creation Consulting was now an official trading entity. A Business Plan was formulated whilst the registration of the company took place. This Business Plan identified the company’s services, its goals and objectives and the strategies that Creation Consulting will use to achieve their goals.

Kiran and Naledi then began the registration process with the SARS for the various taxes. They needed to obtain a VAT number, a UIF number, SDL number and an Income Tax number. At the same time Creation Consulting opened its first bank account.

While all of this was going on, Mpho and Sizwe were busy with sales and marketing. They rented space, furniture and computer services from an old colleague who had excess capacity and gave them a good deal to help them get going.

Within a year Creation Consulting was becoming a recognized force in their industry. Their methods were being noted and, in some cases, mimicked by competitors. It was time to protect their assets. In the case of Creation Consulting, their biggest asset was their name and their intellectual property.

Kiran registered their logo as a trademark as it represented the strength of their brand. She protected their software through a patent, registered their software packaging as a protected design and ensured that all her intellectual property had copyright.

Interested competitors approached Creation Consulting and to research their structures, Naledi and Kiran looked at the “Disclosure of Corporate Information” section on the CIPRO website. Creation Consulting was not at this stage interested in merging or becoming part of a bigger company.

The business was going so well, that liquidation or de-registration was never considered. In fact, expansion of the business was a real possibility. Creation Consulting did not have the cash required to fund the expansion, so a third-party financier was required. They spoke to several potential stakeholders such as the DTI, the IDC and Khula.

For a checklist on the processes to follow to register your business with CIPRO, please see below.

Please Note: The checklist is a general description of the steps that a start-up company may follow. Registering for copyright, patents, trademarks, and designs are not compulsory for every enterprise.

1. Decide on the type of business entity that you wish to form – a CC or a Company.
2. Think about your enterprise’s name and think about at least 2 other alternatives.
3. Undertake a name search on CIPRO’s website to ensure that your preferred name has not been reserved by another enterprise.
4. Reserve your name, by completing the relevant forms, available from CIPRO.
5. Draw up your business plan.
6. Await your enterprise registration number from CIPRO.
7. After receiving your enterprise number, apply for your VAT number, income tax number, PAYE, SDL and UIF number from SARS.
8. Register your logo as a trademark with CIPRO.
9. Ensure that all the enterprise’s intellectual property has copyright on them.
10. If you have a unique product that you would like to patent, register this as a patent with CIPRO.

Information Systems Answers: Experts Answer on Above Cipro Case

Business analysis approach:

The business analysis approach selected is plan driven which is characterized by waterfall with strong upfront requirements.
The reason for selecting this approach is the new system requires full documentation, regulatory compliance and clear deliverables for government stakeholders.

Waterfall SDLC Matrix

The phases and activities include planning phase which include collecting business needs, analysis phase including requirement elicitation, design phase involving translation of requirements into system model, implementation phase characterised by testing of system and verifying its requirement, and finally the maintenance phase which include handling request for changes and feedback.

Stakeholder list

The five major stakeholders include DTI management, CIPRO staff, business owners, IT development team and financial institutions.

Stakeholder matrix

DTI and CIPRO staff have high power high interest, whereas financial institutions have high power low interest, business owners have low power high interest and the general public has low power low interest.

Communication plan

The DTI management can be communicated through reports and monthly reviews whereas CIPRO staff can be communicated using training and weekly updates. Business owners through website updates and newsletters, IT team via progress reports and SARS/partners via scheduled coordinated meetings.

Complexity matrix

The high complexity factors include multiple stakeholders, legal requirements and integration with the existing system. On the basis of analysis, the project is classified as highly complex as it requires detailed planning, risk management and strong governance.

Disclaimer: This answer is a model for study and reference purposes only. Please do not submit it as your own work.

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