York College OneCard Proposal

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College students can be quite stressed, exhausted, and always rushing to get to their class or work. Some of them even run through the hallways because they do not want to be late for class, because of picking up a snack, or a drink. Sometimes picking up a snack is not the reason, but waiting in that long line in the library just to print out their school work can create a problem. Perhaps all these scenarios do happen at York College, either the library is packed because people are waiting just to print something or their accounts are messed up. Also, they might not have enough money which will force them to make another line to deposit money in their accounts. The same applies to the vending machines, rental books from the library, and the food court. The food courts do tend to get packed at times because the line to pay is too long. However, York College can make their students’ lives a bit simpler, by consolidating all these accounts into a OneCard system that can be used to buy, rent, print or pay anything within the York campus.

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Technology is part of everyone’s lives nowadays. It can be used to help people, cure people, and entertain people. It is very essential to have the latest technology on a college campus because students can complete their work faster and efficiently; which can help them save a lot of time. My classmates and I noticed that most of the CUNY colleges have the latest technology when it comes to computers, software, and networks. York College has a good faculty and staff but the technology can be improved. So my classmates and I decided that York needs to change its service system. So we would like to explain how this new system will work. As you may know, a system is a set of two or more interrelated components that interact to achieve a goal. Considering the fact that, York College has its own system for identification and security; the “OneCard” system will require that York College update its current security system. For this particular project new personnel, equipment, and facility (Division) will be installed within the campus. Being that, the OneCard will be used as a credit card for students on campus, it is very important to have security within the new system and also security within the network.

The OneCard can only be used within the York College campus; it can be used in the food court, printing, renting, and paying fees at the library and vending machines. It can also be used to purchase books from the college book store. The “OneCard” can also be used as college identification for security purposes. With the OneCard system, we can assure you it will save time and will be more efficient for students at York.

Proposal

Throughout our research in other colleges and universities like (CUNY) Hunter College, Carleton College, and Towson University we have noticed that York College is falling behind in the aspects of servicing their students. As current students at York College, we believe that the campus needs some improvements within its facilities that would better benefit the students. We believe that new technology will improve the students’ experience at York College. We have an idea that can improve the campus in the following areas like computer labs, security, access to facilities and library. We are sure that all these functions can be improved by implementing the use of the OneCard system.

The majority of the universities and colleges across the nations have started or using OneCard. The OneCard is a conjunction of a personal I.D. and a debit card conjoined as one. One of the main purposes of the OneCard is to easily access systems, buildings/rooms, and purchase items using a single card. With the OneCard, the campus can see which areas and activities are often used by students, which can help the campus when it comes to data analysis or surveys. That’s why we would like to introduce York College to the OneCard. Investing in the OneCard can be a beneficial move towards the improvements. This can give the campus an opportunity to make adjustments within its technology equipment and department.

The primary advantage of the OneCard is that students will not be charged tax on items such as food, books, materials, or clothing. This is a great benefit for the students because most students have to deal with personal, school, and transportation expenses throughout the school years. Such benefits like these can help them save extra money in the long run for any other expenses. Moreover, York College will issue OneCard free the first time, but you will pay five dollars for the replacement of the new card.

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A second benefit is easy access which students will be granted with the OneCard. Students and faculty members will have quick and easy access to the campus, equipment such as copiers and printers, computer labs and to the library. The OneCard online account will give the students and staff members the ability to set up any or all their accounts from their personal computers including mobile devices. They can check the balance on their accounts or review all transactions or transfer money from a checking or saving account. When accessing the copiers, printers, or computers all they have to do is swipe their card and enter a pin number and they will be granted access to use the equipment. This will help the security department monitor the campus better because they can track who entered the campus and who is using the equipment. For instance, the OneCard system could help the security department by analyzing the movements around the campus, which can give them an idea of how to position their security guard throughout the college for public safety.

Although the OneCard can be a costly and time-consuming process, for example, the purchasing and installation of all the equipment throughout the campus. The majority of the budget will be used for the labor of installation of network servers, websites, computers, and software. The installation can be done within one year but it will force the college to reduce the service of certain areas. The other part of the budget will be used to fund the OneCard department which will be in charge of advertising to currents and new students about the OneCard system and maintaining the everyday system functions.

Inclusion, every idea has its ups and downs but the OneCard’s benefits strongly stand. Our goal is to improve the college for the students and faculty members. To reach such a goal we must focus on the college’s future. Let’s not just provide a service to the students let’s aim at giving them benefits in their educational experience. Part of providing a positive experience for most York College students is to make their lives easier and better.

York College OneCard

We are sure that York College should invest in the “OneCard” system. The OneCard will be a great asset to the campus and to the students. The OneCard will help students to be more organized when it comes to spending money on campus. For example, students need to have coins to make copies. Most of the students don’t have any coins with them but if we have a OneCard, all they will have to do is to swipe their card and enter a pin number and the copier will deduct it from their OneCard account. The method can be used when purchasing books, foods or other school supplies. Students will not have to worry about carrying money on them because they can always use their OneCard.

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The OneCard can be used to enter the campus buildings. When entering the building students have to show their college I.D. cards to the security officer at the entrance. The security officer can’t determine who’s a current student or not from York College. For security and safety reasons we think that the school should install a swipe card reader at the college entrance. The card reader will give access to new or current students or staff only from York College. Anyone who is not affiliated with York College will not be granted access to the facility unless he or she gets a temporary permit from the security officer at the entrance. This will help keep the facility safe.

OneCard must be carried at all times while the student is on campus. The card identifies you as a current student but also entitles you to various privileges and convenient use such as at vending machines, cafeteria, library, computer labs and printing. Also, your student ID card can be used to purchase a variety of products and services on campus. Therefore, the student ID card will be known as York College OneCard.

The OneCard will work just like a debit or checking account where you make initial deposits and or transfer financial aid funds instead of using cash, checks or other credit cards. Students must simply swipe the card and enter a pin number and it will make their lives easier at York College. Every student can manage the OneCard account online, including checking its balance or transaction history or adding funds to the OneCard account.

If the OneCard is lost or stolen, students just have to call to report it and must-visit OneCard Division to request a new OneCard; it will be replaced immediately the same day as long as the student presents a valid New York State photo identification.

Students must agree to comply with all regulations and the use of the York College OneCard. If you attempt to use someone else’s York College One Card, you will be referred to Security Office. You may be expelled from school for a semester or one academic year.

Research shows…

Our study is based on an investigation on a similar system at Hunter College called “OneCard”. For example, Hunter College provides one card to all its students. Their OneCard is operated by the Account Management Center. The students can reload their OneCard in the Account Management Center or online. Every student, staff, and faculty are issued a OneCard. New students to the college campus can get their OneCard during their courses. All students, staff, and faculty are responsible for any transactions on their OneCard. In case the Card is lost due to any reason like theft or whatever, the concerned person has to disable his account from the OneCard website. For replacing the card five dollar fee is charged. The OneCard can not be used Falsify. Hunter College strictly does not allow anyone to use any other’s card. It also does not give any permission to make any changes to one’s own card by himself. If it is done it is considered a crime.

Hunter’s OneCard provides access to three accounts such as Dining, Flex, and Book Voucher. The Dining account is used to make purchases at the cafeteria and coffee stand at the campus. All food purchases are tax-free as long it’s within the campus. Students must sign up for the Dining account by visiting the Account Management Center or the website. Hunter College clearly states that the campus OneCard is not an ATM card. Students aren’t able to withdraw money from an ATM or cash machine, although they can move from funds between their Flex and dining accounts. If a student is going to complete his graduation or any employee has to leave his job due to many reasons from the College, they have to request the refunds in writing only. A testimony of separation is required from the College. All the dues of Hunter College must be cleared before they issue any check for the refund. The checks for refund are sent to the last-mentioned address recorded in the college. The whole procedure can take a few weeks to be settled. If refunds are not requested within a year, Hunter College is the user of those refunds.

Budget Proposal

This proposed budget is prepared for the OneCard project which may be implemented by York College. The most important motive of introducing OneCard at York College is to make all the services like entrance, printing, purchasing, and access to the library easier as they are offered to students. These services will help students to accomplish their assignments and projects on time.

The OneCard Division (Department) will consist of seven trained staff members. Six of them will be well trained in matters of management, maintenance, and technology. OneCard Division needs technicians and maintenance employees to set up run the wires around the facility and the technicians will set up servers, computers and card readers. The office assistant will assist students at the OneCard division in case of any problem with the card. Liaison employees will deal with students’ personal information such as social security numbers and their money and financial aid funds. Also, liaison employee who will coordinate communication between its Division and the financial aid office, library, computer labs and other departments needed to establish the OneCard system. Therefore, a liaison employee will be in charge of the OneCard Division.

Capital Investment

The OneCard project requires an investment of $ 273,865 for the first year, $ 244,460 for the second year and $ 257,064 for the third year. Eighty-six percent of the investment will cover salaries; eleven percent will cover the server and its equipment and components; two percent will be for office supplies and one percent will be used for communication.

The bulk or approximately eighty-six percent, which is $236,000 is earmarked for personnel salaries for the first year. Every employee will receive his or her salary based on education and experience. Therefore, the salaries for the second year are increased by three percent and five percent for the third year.

The table below shows the breakdown of the salaries budget and its increase.

2011 2012 2013
PERSONNEL ANNUAL SALARY PER
EMPLOYEE
0.03 0.05
Technicians 2 45,000 90,000 92,700 97,335
Office Assistant 2 23,000 46,000 47,380 49,749
Liaison Employee 1 40,000 40,000 41,200 43,260
Maintenance 2 30,000 60,000 60,900 63,900
SUB-TOTAL $ 236,000 $ 242,180 $ 254,244

The capital expenditure of server, computers, software, printers, tools and magnet card readers is estimated in $30,085 to startup OneCard project. The students will be using their current student ID card with the OneCard benefit, which will be added at no cost. This allows York College to conserve its original ID card and there is no necessity to create a new OneCard. Moreover, it is one time expense within the first year only.

The table below shows the breakdown of the server equipment budget.

ONE TIME EXPENSE
Qty SERVER EQUIPMENT COST
1 Master Computer 1,500 7,400
3 Computers 650 1,950
4 Laptops 950 3,800
225 Swipe Card Readers 45 10,125
3 Set of Tools 650 1,950
36 Boxes of Cables and plugs 135 4,860
SUB-TOTAL $ 30,085

The estimate for office supplies for OneCard Division is $ 1,830. The supplies will be used to maintain students’ records and the consent forms (contract) among students and York College. The supplies are needed to provide the best OneCard services, information to the students.

The table below shows the breakdown of the budget.

OFFICE SUPPLIES UNIT EXP.
1 Copy Machine 2,600 2,600
3 Printers 380 1,140
3 Desks 120 360
5 Paper 36 180 180 180
6 Ink 75 450 495 569
Others 1,200 1,200 1,200
SUB-TOTAL $ 5,930 $ 1,830 $ 1,830

Postage expense is needed to send information, fliers, consent forms about OneCard system and its benefits. The telephones will be used to communicate with students and inside-outside callers.

The table below shows the breakdown of the budget.

COMMUNICATIONON COST/SERVICE
3 Telephones 150 450 450 450
Phone Services 45 540 540 540
Postage 860 860
SUB-TOTAL $ 2,660 $ 1,800 $ 1,800

Budget Explanation

Personnel

The staff members (employees) will be recruited based on their experience and education. Also, the staff will be evaluated on their ability to work under pressure, work in a fast-paced environment and confidentiality. The OneCard employees will be under the supervision of the Liaison person. If no request is made within one academic year, any remaining balance will be forfeited to York College.

Sever Equipment

It is only a one-time capital expenditure. This budget includes the labor and materials for wiring around the building for swipe card readers. Computers will be used to check students’ OneCard accounts in case of any problem or a dispute made by any student. Also, this Division will process a refund requested by graduate students, if any balance remains in their OneCard account.

Office Supply and Communication

Cost associated with office duties will help to maintain and perform its mission, OneCard system. The office is needed to solve possible issues that may arise with the implementation of the OneCard system. Moreover, this Division will replace lost or stolen OneCard same day requested by the student.

Expenses for postage are estimated based on the current USPS first-class rate to send the consent form to students, which allows York College to add OneCard benefit to the current student ID card. No future mail will be sent to current students. However, new students will receive the OneCard benefit automatically.

The table below is the full budget.

BUDGET PROPOSAL
2011 2012 2013
PERSONNEL ANNUAL
SALARY PER
EMPLOYEE
0.03 0.05
Technicians 2 45,000 90,000 92,700 97,335
Office Assistant 2 23,000 46,000 47,380 49,749
Liaison Employee 1 40,000 40,000 41,200 43,260
Maintenance 2 30,000 60,000 60,900 63,900
SUB-TOTAL $ 236,000 $ 242,180 $ 254,244
ONE TIME EXPENSE
SERVER EQUIPMENT COST
1 Master Computer 1,500 7,400
3 Computer 650 1,950
4 Laptops 950 3,800
255 Swipe Card Readers 45 10,125
3 Set of Tools 650 1,950
36 Cables and plugs 135 4,860
SUB-TOTAL $ 30,085
OFFICE SUPPLIES
1 Copy Machine 2,600 2,600
3 Printers 380 1,140
Desks 120 360
5 Paper 36 180 180 180
6 Ink 75 450 450 450
0 Other 1,200 1,200 1,200
SUB-TOTAL $ 5,930 $ 1,830 $ 1,830
COMMUNICATION
3 Telephones 150 450 450 450
12 Services 45 540 540 540
Postage 860 860
SUB-TOTAL $ 1,850 450 990
TOTAL EXPENSE $ 273,865 $ 244,460 $ 257,064

Having completed the research in different colleges, we have decided that York College needs some help in providing services to their students. With the creation of OneCard, students will be able to use different facilities in college freely and with fewer attempts. Furthermore, the college administration will be able to follow the educational process better. The main purpose of this report is to maintain a schedule for the implementation of the OneCard facility in the college. Having a budget for the program and a general proposal, we are going to identify the specific steps which should be made and their succession.

Schedule for Project Implementation

There are four main steps for the project implementation that should be completed.

Informing the college members

The college members should be informed about the nearest change. First of all, the authorities of the college should consider the budget and the proposal and decide whether it suits them or not. At the same time, authorities should be informed about the advantages of the OneCard program, namely, the use of information technologies, better security and monitoring, easier system access, faster money transactions. When the authorities are informed, students should be told about the nearest changes and the profit they will get. It should be mentioned that access to different systems and college facilities is going to be faster and more effective. Moreover, students will be given an opportunity to save extra money in the long run. The convenience of using OneCard should be underlined as it seems to be a personal I.D. and debit cart coming as one.

Preparation for the implementation

The next stage for the project implementation is the organization of the OneCard Division, hiring personnel and work schedules. As the project is directed at the specific college, York College, the OneCard Division office should be located on the territory of the campus. Then, it is important to hire trained people who will be able to organize the process and connect the OneCard Division to the departments where the system is going to be implemented. Furthermore, the budget should be reviewed with the purpose to make sure that everything goes smoothly. The employees should schedule their work by means organizing the time when they work with students and other members of the educational process, the time when they check the system and other regular operations which should be completed. Next, it is high time to buy the equipment which is identified as a one-time expense in the budget, namely master computer, computers, laptops, swipe card readers, set of tools, and cables and plugs. It is also important to buy office suppliers like a copy machine, printers, desks, paper, ink, and others.

The implementation itself

This is the most important stage in the project implementation. The OneCard Division is fulfilled with people who are ready to work, so the project system should be settled. It is important to organize the work in such a way that students are not pinched and the educational process is not bothered too much. The equipment should be installed throughout the campus as faster as it is possible. The employees should remember that the quality of the work they provide directly depends on the correct explanation to students of the rules for card usage. There are two ways of this process, either to send the explanation letters to all students and other campus members or to gather students and explain everything at the meeting. Thus, when students are informed and the system works, it may be said that the project is implemented. But, it is not the final stage as there may be some problems caused by different reasons. The next stage should be completed as well. We understand that it is impossible to organize the work in such a way that the whole system was based on the OneCard facility within one year. The system implementation should be provided in the following succession: buildings/rooms access, library services use, printers and computers access, and purchase of different items on the territory of the campus.

Implementation monitoring

This is the final stage of OneCard project implementation at York College. The OneCard Division should test the program and collect different complaints and wishes from students. It is easy to organize this process as, on the one hand, the Division is located on the territory of campus and, on the other hand, the Internet webpage may contain the feedback form. It is important to monitor the process of system work and identify any slightest problem which appears.

In conclusion, the OneCard system should be fully implemented within five years. This time period covers the opportunity to change the program and correct mistakes and failures if any. Furthermore, it is easy to follow the changes in campus life and consider the level of influence provided on different facilities by means of the OneCard facility. Thus, within five years it will be possible to talk about improving techniques which may be more innovative. It will be easier to implement those on the basis of the OneCard system.

References

“Grant Proposal Writing Tips”. 2010. Corporation for Public Broadcasting. Web.

Oliu Walter E., et al. Writing That Works: Communicating effectively on the job, 10 Edition. 2010. Bedford/St. Martin’s. p. 736

“Writing a Successful Grant Proposal”. 2006. Minnesota Council on Foundations. Web.

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