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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
Systems Analysis and Designfor the Small Enterprise
Chapter 2 5
Figure 2-2: Symptom, Problem, Solution Summary (2/3)
Basic Requirement
Symptom Problem Solution
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
Systems Analysis and Designfor the Small Enterprise
Chapter 2 6
Figure 2-2: Symptom, Problem, Solution Summary (3/3)
Basic Requirement
Symptom Problem Solution
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
Systems Analysis and Designfor the Small Enterprise
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
Systems Analysis and Designfor the Small Enterprise
Small-Enterprise Information System Problems
Chapter 2 8
Common information system deficiencies:• Source data input inefficiencies• Breakdowns in subsystem integration
Systems Analysis and Designfor the Small Enterprise
Software Piracy
Chapter 2 9
ThinkingCritically
Systems Analysis and Designfor the Small Enterprise
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
Systems Analysis and Designfor the Small Enterprise
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
Systems Analysis and Designfor the Small Enterprise
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
Systems Analysis and Designfor the Small Enterprise
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
Fact-Finding Interviews, Questionnaires, and Observations (2/3)
Chapter 2 14
TECHNOTE 2-1
Systems Analysis and Designfor the Small Enterprise
Questionnaire Techniques:•Tailor questionnaire to the audience•Limit the number of questions•Questions should require short answers•Conduct a trial test of the questionnaire
Fact-Finding Interviews, Questionnaires, and Observations (3/3)
Chapter 2 15
TECHNOTE 2-1
Systems Analysis and Designfor the Small Enterprise
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
Systems Analysis and Designfor the Small Enterprise
Feasibility Analysis
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
Systems Analysis and Designfor the Small Enterprise
Documentation and Deliverables
Chapter 2 19
TECHNOTE 2-2
Systems Analysis and Designfor the Small Enterprise
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.
Feasibility Analysis
Chapter 2 20
The project contract consists of:
1. Problem Summary
2. Scope
3. Constraints
4. Objectives
Systems Analysis and Designfor the Small Enterprise
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
Systems Analysis and Designfor the Small Enterprise
Reference Figure 2-8: Cornucopia Initial Problem Statement
Chapter 2 22
Figure 2-9: Cornucopia Feasibility Report
Systems Analysis and Designfor the Small Enterprise
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)
Systems Analysis and Designfor the Small Enterprise
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)
Systems Analysis and Designfor the Small Enterprise
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
Systems Analysis and Designfor the Small Enterprise
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
Systems Analysis and Designfor the Small Enterprise
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
Systems Analysis and Designfor the Small 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
Systems Analysis and Designfor the Small Enterprise