Deploying IT resources ( MIS 533 )

Deploying IT resources(MIS 533)

MBS in Management Information Systems and Managerial Accounting Systems

(2006 / 2007)Fergal Carton

Business Information Systems

MBS (MIMAS) / MIS533 / Deploying IT Resources

Last week

• More system design examples• Bad system design

– Think about who is using the system (& context)– Gap between physical and virtual

• User interface design rules: KISS• Homework: categorise information related to

Boole 6 and its contents


This week

• More system design examples• Tutorials narratives• Homework: categorise information related to Boole 6 and its contents• Last system design examples• Requirements discovery

– Techniques– Requirements report– Functional vs. non-functional system requirements– Criteria for defining requirements– Impact if requirements are wrong

• Building a model: RyanAir example• DFD’s: introduction• Budget monitoring case


More systems design examples• Golf club membership system

– GUI # not always asked for (eg. renewal request refers to name)– Reductions for husband & wife members– Alphabetic listing of members for renewal

• Prescriptions management for Pharmacy– DPS # and PPS # same, no link to GMS #?– GMS entitlement has expiry date– Anything > €85 per family per month per pharmacy is re-imbursed– No centralised database for all pharmacies– Doctor must have signed prescription– How to recognise fraudulent prescriptions

• MPS for pharmacies– Irish s/w vendors are McLernon’s and Systems Solutions – Most implementation issues to do with user willingness to change – Doctor’s address should be entered– Ethical vs. control issues for pharmacist– Electronic prescription uncompetitive


Homework: Boole 6

• Room (#m2, capacity, code, …)

• Furniture (tables, chairs, …)

• Equipment (a/c, audio visual, lighting, …)

• Students (student #, name, address, …)

• Course (lecturer, module #, programme, …)

• Condition (cleanliness, working order, …)

• …


Homework: uses of LL6 info?

• Attendance tracking

• Capacity utilisation

• Cost and yield

• …

Real time?


Homework: LL6 overview


Visio narratives• Grocery Store

• ATM

• Budget monitoring

• RyanAir ticket purchase

• Purchase request and payment

• UCC travel requisition

• Film festival


Drugs payment, welfare & health care• One PPS number (=DPS)

• Prescriptions recorded in detail

• Link to welfare payments or entitlements?

• Link to treatment in hospital

• National coverage required


Visio & database manuals• Katie Dineen

– Room 3818 ORB

– By end of week


Requirements discovery• Meetings with users (who, when, what outcome, …)• Checklist of questions that clarify user requirements• Describe existing processes

– Document how things are currently done – Review inputs and outputs of current process (screens, forms, reports)– Outline problems with current way of doing things (speed, risk of error, …)– What improvements are expected from system (single point of data entry,

faster reports, less manual work, …)

• How to design and communicate the proposed solution– Review requirements documentation– Walk-through solution– Get sign-off from users


Fact finding techniques

• Sampling of existing forms and files• Site visits• Observation of work environment• Research of similar systems• Surveys of users and management• Interviews of users and management• Prototyping• Joint Requirements Planning (JRP)


Requirements Definition Report

• Introduction– Purpose– Background– Scope

• General Project Description– System Objectives

• Requirements and constraints– Functional requirements– Non-functional requirements

• Conclusion– Outstanding issues

Appendix (eg. Questionnnaires & responses)


System requirements

• System requirements describe the needs and desires of an information system– Must-have– Nice-to-have

• Requirements can be categorised as– Functional (an action)

• Eg. the system should process a spending request

– Non-functional (a feature or constraint)• Eg. budgets are confidential to the department

concerned


Why is identifying requirements important?

• Budget Monitoring : 3 different views

Management interpretation

IT interpretation

User interpretation


Criteria for defining system requirements

• Consistent not conflicting or ambiguous

• Complete all possible system inputs and repsonses

• Feasible can be met with available resources & constraints

• Required truly needed and fulfill purpose

• Accurate stated correctly

• Traceable directly map to system functions

• Verifiable can be demonstrated during testing


Impact if requirements are wrong?

• Cost• Delay• Dissatisfaction leading to mis-use or dis-use• High maintenance / enhancement costs• Unreliability / down-time• Reputation of IT suffers


Building a model

• Process Flow

• Data Flow Diagram– Processes

– Data Flow

– Data store

– Entities


Example : www.RyanAir.com


Example : www.RyanAir.com

• Input :– Flight details (eg. SNN-BVA, 8 Oct, 10.35)– Credit card details (eg. VISA no, Expiry date)

• Process :– Confirms price (eg. EUR 79)– Makes reservation & processes payment

• Output :– Reservation reference (eg.CGHKCA)


Process flow

T icke t is su ed

P a ym e nt

R e se rva tion

F lig h t in fo rm a tio n e nq u iry

P a ssen g er


Context diagram

On-line reservation

system

Passengers Flight Operations

Flight Schedule

Flight reservation

Reservation #Accounts

Payment

€

Timetable

Seat availability

Reservations

Seat prices


DFD’s : 3 types of logical process

• Function– A set of related and ongoing activities of the business– A function has no start and no end – It continually performs work as needed

• Event– A logical unit of work that must be completed as a whole– Triggered by a discreet input and is completed when the

process responds with appropriate output– Sometimes calle d transactions

• Elementary process


All data flows begin and/or end at a process

A process is needed to exchange data flows between external entities

A process is needed to update (or use) a data store

XX

X

A process is needed to present data from a data storeX

A process is needed to move data from a data store to anotherX


DFD’s: logical data flows• Although data flows can be implemented in many ways :

– Telephone calls– Business forms– Bar codes– Emails – Reports– Computer screens– Computer to computer communications (EDI, interface, …)

• … in DFD’s, we are only interested that the flow is needed, not how the flow will be implemented


Data flow names should be :• Singular (eg. order instead of orders)

• Unique – use adjectives / adverbs to describe how processing has

changed a data flow

Not to imply physical batches

Order Order

Order NewOrder

X

Process Order

Process Order


Data flow names : example

Order Order

Order NewOrder

Process Order

Process Order

Customer


• Departments make spending requests• Budget is checked in the allocated budget file• If budget exceeded, request is rejected• Approved requests are stored and used to create

Purchase orders (PO’s) for suppliers• Goods received notes (GRN) are matched with

PO’s to identify any discrepancies• When supplier invoice is received, 3 way match is

made between PO, GRN and invoice prior to payment

Example : Budget monitoring case


Purchase request and payment• Draw a context level diagram for the

process

• Draw a Level 1 Data Flow Diagram

• What sort of analysis method would you use?

• What sort of output would you provide?

• Structure of User Requirements Report?


Example : Budget monitoring case• What analysis method would you use and why?

– Interviews• Management / Department interviews

– Describe the special approval process– What are the “tolerance levels” for overspending of budget– How many requests, how long to approve, backlog issues

– Documentation• Copies of current spending requests• List of departments and corresponding budgets• Print-out from allocated budget file• Copy of spending summary report• Process for order supply of parts (PO’s?)• Copy of delivery advice details

– Requirements report


Example : Budget monitoring case• What sort of output would you provide?

– Requirements report– Questionannaires– Functional Decomposition– Data Flow Diagrams– ERD– Etc.

• How would you validate requirements?– JRP– Prototype– Approving Requirements report– …


Make spending request

Budget is checked

[Request > Budget]Request rejected

Create Purchase Order

[Request < Budget]

GRN matched with PO

3 way match GRN / PO / Invoice

Invoice payment


Make spending request

Budget is checked

[Request > Budget]Request rejected

Create Purchase Order

[Request < Budget]

GRN matched with PO

3 way match GRN / PO / Invoice

Invoice payment

Invoice received

[No discrepancy]

[Invoice on hold]


Budget monitoring case

Budget Monitoring

System

Department Management

Suppliers

Make Spending Request Check Budget

Respond To Special RequestSend Managements Response

Special Request Made

Provide Spending Summaries

SupplyDeliveryAdvice

Send Delivery Advice

Deploying IT resources ( MIS 533 )

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