Basic information-processing requirements small-enterprise information system problems fact finding...

basic information-processing requirementssmall-enterprise information system problemsfact finding and diagnosisfeasibility analysisthe cornucopia caseportfolio project

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section IIntroduction

Chapter Objectives

When you complete this chapter you will be able to:• Describe the basic information processing requirements• Identify the common problems associated with the

information systems of small enterprises• Understand how to become familiar with the existing

information system• Prepare a feasibility report• Use various resources for fact-finding and diagnosis to

develop the project contract

Chapter 2Systems Analysis and Design

for the Small Enterprise2

Basic Information-Processing Requirements

Information must be:• Relevant• Accurate• Timely• Usable• Affordable• Adaptable• Accessible

3Chapter 2

Reference Figure 2-1: Basic Information Processing Requirements

Systems Analysis and Designfor the Small Enterprise

Chapter 2 4

Figure 2-2: Symptom, Problem, Solution Summary (1/3)

Basic Requirement

Symptom Problem Solution

Relevancy The system is not used

User needs have changed

Involve the user in the redesign process

Accuracy Reports are incomplete or erroneous

The data input procedures are confusing or too demanding

Simplify data capture through source document redesign or the use of input automation

Timeliness Response time to user requests for information is increasing

Input and/or output demands exceed the capabilities of the system

Automate input, upgrade the output and disk storage devices and/or processor speed


Chapter 2 5


Basic Requirement


Usability Users are confused about how to use the system

Outputs are inappropriately designed or they are poorly documented

Redesign the outputs and/or improve the documentation, then retrain the users

Affordability System costs are increasing more than user productivity

One or more of the system elements are mismatched

Evaluate the system mismatches to see if they can be minimized or commence a new SDLC


Chapter 2 6


Basic Requirement


Adaptability Users have abandoned some parts of the system

The system is approaching functional obsolescence

Upgrade to a more powerful computer platform to allow for software upgrades

Accessibility Users must alter work patterns to retrieve information

The information delivery system does not match work patterns

Redesign the distribution and retrieval system to include online and on-demand access


Small-Enterprise Information System Problems

Chapter 2 7

Typically, the small enterprise has problems keeping up with the cyclical nature of information processing. The analyst may observe the following symptoms :

• Product processing controls are ineffective• Client files are inaccurate and incomplete• Customer correspondence is haphazard• Business tracking and forecasting is spotty• Customer billing systems are not timely• Inventory control procedures are unreliable

Reference Figure 2-3: Small-Enterprise Information System Problem Symptoms


Small-Enterprise Information System Problems

Chapter 2 8

Common information system deficiencies:• Source data input inefficiencies• Breakdowns in subsystem integration


Software Piracy

Chapter 2 9

ThinkingCritically


How would you, as an analyst, respond to a client who you discovered using illegally copied software?

Fact-Finding and Diagnosis

Chapter 2 10

Activities that help the analyst pinpoint problems, clarify user expectations, and foster agreement on a contract:

• Industry research• Online research• Personal contacts• Documentation review• Looking at the six system components


For Example – The CIS Lab

Chapter 2 11

The CIS Lab is:• Nonprofit• Interacts with other

existing computer-based information systems

• Experiences high user turnover

Reference Figure 2-4: For Example … Memos for Help


For Example – Silhouette Sea Charter

Chapter 2 12

Silhouette Sea Charter is:• For profit• Has no existing

computer-based information systems

• Has only two employees

Reference Figure 2-4: For Example … Memos for Help


Fact-Finding Interviews, Questionnaires, and Observations (1/3)

Chapter 2 13Systems Analysis and Design

for the Small Enterprise

Interview Techniques:•Schedule your interview meetings•Provide advance information on interview content•Prepare questions in advance•Document the results

TECHNOTE 2-1


Chapter 2 14

TECHNOTE 2-1


Questionnaire Techniques:•Tailor questionnaire to the audience•Limit the number of questions•Questions should require short answers•Conduct a trial test of the questionnaire


Chapter 2 15

TECHNOTE 2-1


On-Site Observation Techniques•Plan your visit•Coordinate your visit with on-site personnel•Take brief notes during your visit•Review your findings with the user

Figure 2-5: Request for System Services

Chapter 2 16Systems Analysis and Design

for the Small Enterprise

Reference Figure 2-5: Request for System Services

Date: February 1, 2004From: T. Foster – CIS Lab ManagerTo: M.L. Barnes – Systems Analyst

Description:

At present, students record their time-in and time-out on a time card. Lab assistants compute and record the elapsed time on the card and enter this amount into a spreadsheet. Summary reports are printed monthly. There are two big problems with this procedure: (1) students and lab assistants make a lot of clerical errors and (2) lab assistants spend too much time on this task.

Constraints:

Cost/Budget – $800 Time Frame – Complete by April 1, 2004 Other – A spare desktop computer is available

Feasibility Analysis

Chapter 2 17

Given the project objectives, cost constraints, and delivery date, is there a practical solution to the problem?

• Build strategies

– Develop your own programs

– Customize horizontal software

• Buy strategies

– Purchase vertical software

– Purchase a turnkey system



Chapter 2 18

Vertical SoftwareAdvantages:• Available immediately• Verifiable track record• Generally tailored to the enterprise• Fixed priceDisadvantages:• Difficult to modify• Must rely on long-distance assistance• May not address all the user’s problems• May include features the user doesn’t need

Reference Figure 2-6: Advantages and Disadvantages of Vertical Software


Documentation and Deliverables

Chapter 2 19

TECHNOTE 2-2


Project documentation is an organized collection of papers and files that describe the project from beginning to end. Documentation examples are:•Request for services•Notes from interviews, observations, and questionnaires•Feasibility report

Project deliverables are products delivered to the user. The project contract is an example.


Chapter 2 20

The project contract consists of:

1. Problem Summary

2. Scope

3. Constraints

4. Objectives


Reference Figure 2-7: The Initial Project Contract

The Cornucopia Case

Cornucopia is a small music store in the “Old Town” section of the business district. The owner wants an information system that will:

•Improve customer record-keeping procedures

•Improve the reordering system

•Improve customer correspondence

•Provide sales trend analysis

Chapter 2 21

THE CORNUCOPIA CASE


Reference Figure 2-8: Cornucopia Initial Problem Statement

Chapter 2 22

Figure 2-9: Cornucopia Feasibility Report


We found nothing that altersthe four specific problem areasidentified in your initial request.

We can complete this projectwithin the constraints … and that … sufficient benefits will accrue …to justify the costs of the system.

Upon your approval, we willprepare a contract …

Chapter 2 23

Figure 2-10: Cornucopia Project Contract (1/2)


Summary:… improve in four areas: 1. Customer record keeping 2. Product reordering 3. Customer communications 4. Sales trend analysis

Scope:… Include a point-of-sale inventory system… Include a Web site

Chapter 2 24

Figure 2-10: Cornucopia Project Contract (2/2)


Constraints: Cost: not to exceed $10,000 Delivery Date: within four months Other: training, master file creation

Objectives:… not increase time to record a sale… add no more than five hours per week to maintain master files… reduce CD reorder time by 50%… increase repeat customer sales by 5%… reduce “out-of-stock” and “over-stock” by 50%

Chapter 2 25

Enlarge

Figure 2-11: Cornucopia as a New Visible Analyst Project


Portfolio Project

Team Assignment 2: Project Initiation•Prepare an initial response to your client’s request for services•Prepare an initial set of questions regarding the project

Project Deliverable: Project Contract

Prepare a project contract that includes:• Problem summary• Project scope• Project constraints• Project objectives

Chapter 2 26

Portfolioproject


Chapter Summary (1/2)

Chapter 2 27

• Several basic information processing requirements apply to all types of information systems

• Small-enterprise information systems are subject to some special types of problems

• The analyst must investigate the situation in order to develop a clear understanding of the information needs of the enterprise


Chapter Summary (2/2)

Chapter 2 28

• It is important to obtain a written statement or Request for System Services to help define the user’s needs

• A Feasibility Report documents analyst findings and presents an evaluation of the ability to satisfy the project requirements

• A Project Contract defines project requirements, scope, constraints, and objectives


Basic information-processing requirements small-enterprise information system problems fact finding...

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