Unit 308: Monitor information systems ...€¦ · 1910s, that illustrates a project schedule. Gantt...

Level 3 Diploma in Business and Administration

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PowerPoint presentationUnderstand how information systems are used

Unit 308: Monitor information systems



Lesson objectives

• Be able to develop a plan to monitor information systems that

specifies:

o objective

o scope

o timescale

o resource implications

o techniques to be used

o reporting requirements

• Be able to carry out monitoring activities in accordance with the

plan.

• Be able to provide training and support to system users that is

appropriate to their needs.



Developing a plan

Why is it important to

monitor information

systems?



Developing a plan

In order to monitor the information system accurately, you will need to

develop a plan to ensure it is completed effectively.

There are a number of things your plan will have to incorporate,

including:

• Objectives

• Scope

• Timescales

• Resource implications

• The techniques to be used

• Reporting requirements



Developing a plan

Objectives

Organisational objectives are short-term and medium-term goals that

an organisation seeks to accomplish. An organisation’s objectives will

play a large part in developing organisational polices and determining

the allocation of organisational resources. The achievement of

objectives helps an organisation to reach its overall strategic goals.

For example, we want to ensure that all customer orders are listed on

the CRM system to monitor customer purchasing habits.



Developing a plan

Scope

This is the size of the project and it sets the limits and boundaries that

you work towards.

For example, we will monitor user login activity between 8am and 9pm

Monday to Friday.



Developing a plan

Timescale

Timelines are important when defining goals. When developing project

goals you must determine the dates for specific milestones, as well as

the final deadline.

Make sure these dates are achievable and realistic while at the same

time are time-sensitive enough to the goals of the organisation.



Developing a plan

Resource implications

You will need to consider the amount of resource that you will need to

allocate to monitor the information system. You will need to consider

other objectives when allocating resources, such as the budget.



Developing a plan

The techniques to be used

You will need to consider what techniques you will use to monitor the

information system.

You should look at each objective carefully and then select the most

efficient method of monitoring the objective.



Developing a plan

Reporting requirements

You will need to consider how you will feedback the monitoring

activities completed. Things to consider will be the purpose, format,

frequency and audience.



Developing a plan

Activity:

Give an example

for each heading



Monitoring techniques

The monitoring of projects is very important to ensure that the project is

delivered on time and within scope and budget. In order for this to be

successful, the monitoring techniques should be incorporated in the

early planning stages.

There are a wide variety of project management monitoring techniques

available for use and the technique chosen will depend on the nature

and size of the project.

Examples include:

• Gantt Charts

• Critical path analysis

• Milestone slip charts

• Progress reports



Gantt Charts

A Gantt Chart is a type of bar chart, developed by Henry Gantt in the

1910s, that illustrates a project schedule.

Gantt Charts illustrate the start and finish dates of the terminal

elements and summary elements of a project. Terminal elements and

summary elements comprise the work breakdown structure of the

project.



Gantt Charts

Task Jan Feb Mar Apr

Task 1

Task 2

Task 3

Task 4

Completed Not completed



Gantt Charts

Activity:

Design a Gantt chart



Critical path analysis

Critical path analysis (CPA) is a project management tool that sets out

all the individual activities that make up a larger project.

It shows the order in which activities have to be undertaken. It also

shows which activities can only take place when other activities have

been completed.



Critical path analysis

Crack

eggs

Slice

bread

Fill

Kettle

Wait for eggs to poach

Wait for bread

to toast

Wait for kettle

to boil

Butter

toast

Make

tea

Make

meal

Eat

meal

Time



Milestone slip charts

For each project, you have to first define milestones and their

corresponding target date.

With this graphical view, it is easy to identify quickly:

• Milestones near from their target date: milestones that will soon

cross the diagonal.

• Lag: milestone trend not straight.




Activity:

Design a milestone

slip chart



Provide training and support

For any information system you will need to ensure that users receive

training and support in order for them to use the system effectively.

When providing training and support you will need to ensure that it is

appropriate to users’ needs.

Why do you think this

is important?




To ensure that you deliver the right support, there are a number of

ways that you can identify this, for example:

• Completing skills scans

• Looking at support records

• Completing assessments




Skill scans

A skill scan will ask learners to rate their current skill level against a set

of competencies. Analysing the responses will enable you to deliver

training and support that is focused on the users self-declared lower

skill levels.




Support Records

By looking at support requests taken by support teams, you will be able

to look at support requests that are similar in nature and re-occurring,

for example, on how to do something.

This then can help you design training and support that will reduce

these re-occurring issues.




Completing assessments

Assessing a user’s current skill level at using the system will enable

you to deliver support that is based on areas of weakness in

assessment. Methods of assessment include:

• Observations

• Testing

• Witnesses

• Question and answers




Activity:

Design a skill scan



Any questions?

Unit 308: Monitor information systems ...€¦ · 1910s, that illustrates a project schedule. Gantt...

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