1 IPT CORE TOPICS 9.1 Project Work (20%) 9.2 Information System & Databases (20%) 9.3 Communications Systems (20%) OPTIONS 9.4.1Transaction Processing (20%) Decision Support Automated Manufacturing Multimedia Systems (20%)

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3 Project Work Project Management Social & Ethical Design Understanding the Problem Making Decisions Designing Solutions Implementing Testing, evaluating & maintaining

9.1.1 Project Management

5 Projects A PROJECT is a temporary endeavour undertaken to create a unique product or service. –Temporary means an END DATE –Unique means the end result (final deliverable) is different than the results of other endeavours of the organisation

6 Project Management The application of a range of activities to meet particular requirements: Range of activities – knowledge – skills – tools, and – techniques Carried out during all stage of a project

7 Advantages of PM Cost control Development within specified times Organised use of the available hardware and software An improved end product

8 Project Manager The person (or firm) responsible for planning, coordination, and controlling a project from inception to completion Expected to bring the project ‘in’ on time and on budget to a specific quality

9 Steps in Project Management 1.PLAN Understand the problem Making decisions 2.DESIGN Designing and building the solution 3.DEPLOY Implement solution Testing, Evaluation and Maintaining This equates to UM-DITEM (System Development Cycle)

10 System Development Cycle BENEFITS Efficient system Error free as possible Understand the problem Make decision Design solution Implement Test, evaluate, maintain Statement of problem Type of new system New system Using new system Change In purpose Change type Of system Change system Change use Of system Problems

11 System Development Cycle (2) UNDERSTAND THE PROBLEM (Capture user requirements & prototype system) MAKING DECISION (Review requirements, constraints & feasibility) IMPLEMENTING (Planning: conversion, participant training, testing) TESTING, EVALUATING & MAINTAINING (System test, evaluation form, modifications Design Report Built Solution Activities Deliverable Requirements Report Feasibility Study DESIGNING SOLUTIONS (Scope & build solution) Implementation Plans Evaluation Report

12 Project Plan A management document for the project in terms of its objectives, justification and how the objectives will be met. Used as a record of decisions and a means of communication among stakeholders

13 Project Plan Contents Project Title –Project Statement Overview –Background –Aims & Objectives –Direction –Planned Deliverables Resources –People –Timeframe –Money –Resources Gantt Chart

14 Project Statement Project statement: –Objective –Timeframe –Budget e.g Develop a new web site within six months for a total cost not exceeding $50,000

15 Project Schedule Gantt chart

16 Gantt Chart

17 Communication Skills Actively listening (hearing) Conflict resolution Negotiation Interview techniques People in the project must be kept informed Team Building is crucial

18 Active Listening The art of giving individual, undivided attention to a speaker in a genuine effort to understand their point of view Important when interviewing or surveying users as part of a project

19 Conflict Resolution Conflicts among people arise from time to time The process of resolving a dispute or disagreement Methods include: – negotiation, –Mediation, or –arbitration

20 Methods of Resolution Negotiation: discussion between people intended to produce agreement Mediation: negotiation conducted by an independent third-party. Arbitration: formal hearing and determination of a dispute by an impartial referee agreed to by all parties.

21 Interview Techniques An important analysis tool Opportunity to interact with people who have first-hand practical knowledge Consider similarities and differences: –Interview –Survey –Questionnaire

22 Team Building Process of getting people working well together Each team member usually has a specific role What would some of those roles be?

9.1.2 Social & Ethical Design

24 Social Issue A social issue may arise when a decision or action we make impacts other people in a negative way. For example: –loss of jobs due to new system –privacy of people’s personal data is jeopardised

25 Ethical Issue An ethical issue can arise when a decision or action we make is perceived by other people as being inappropriate or wrong. For example: –you might be legally able to publish personal information you have collected because the person clicked a box on a computer screen without thinking BUT it is clear that the publication of the data will cause the person embarrassment. What should you do?

9.1.3 Understanding the Problem

27 Steps in Understanding Preliminary investigation –Determine the exact nature of the problem –Determine if a ‘quick-fix’ is possible or if new system required –Details of existing system and processes examined Collect data from participants and users Produce User Requirements Report and Project Plan (including Gantt Chart)

28 Prototypes Working model of an information system, built in order to understand the requirements of the system: – used when the problem is not easily understood –Repetitive process of prototype modifications and participants’ feedback until the problem is understood can be the basis for further development

29 Prototyping Cycle Create Prototype Implement Communicate with participants Feedback from participants Modify prototype Evolutionary prototyping

30 System Environment

31 System Environment (2)

9.1.4 Making Decisions

33 Making Decisions Conduct a Feasibility Study of proposed solutions and the judging criteria: – is it economically feasible? – is it technically feasible? – does it fit the objectives of the owners of the information system and are there participants who can operate it (organisational)? – can it be implemented in the available time- frame? Produce Feasibility Report –Benefits, costs and risks

9.1.5 Designing Solutions A Building Solution

35 Refine Prototype Initial prototype concentrates on inputs and outputs (sample data) Enhanced prototype involves making prototype more user friendly and developing underlying processes using real data Screen & report generators used

36 Participant Development Participant development, when people within the information system develop the solution Participant designed solutions Special Computer-Aided Systems Engineering software (CASE) often used

37 Design Tools Tools used in designing, including: –Context Diagrams –Data Flow Diagrams (DFD) –Decision trees & tables –Data Dictionaries –System flow charts

38 Context diagram Graphical method for representing a system using a single process Process External entity Single process: Circle represents the entire system Data flow: Flow of data between process and external entities External entity: Represents any person or organisation that sends data to or receives data from the system ID number

39 Video Store System Hire Videos Distributors Employees Customers Video details Hiring details Receipt

40 Video Store System VSS Distributors Employees Customers Product details Hire & sales g details Receipt Product details

41 Data flow diagram Graphical method for representing a system using a number of processes Process External entity Process: Circle represents the various processes involved Data flow: Flow of data between processes, external entities and data store External entity: Represents any person or organisation that sends data to or receives data from the system Data store Data store: location where data is stored ID number

42 Distributors Customers Purchase Videos Process Rentals Video Details Register Members Membership Card Employees Video & Member ID Customer Details Name Address Phone# Video Details Title ID# Process Enquiry Title ID # Date available Due date Video Card Member ID Due Date Customer Record Card Video ID Date Process Overdues Date Member ID Customer Details Overdue letter Jim’s Video Store Data Flow Diagram

43 Decision Trees Diagrammatic way of representing all possible decisions and their resulting actions e.g. determine a basic computer problem

44 Decision Tree Example

45 Decision Table Table that represents all possible conditions and actions

46 Decision Table Example

47 Decision Table Describe a process within a system

48 Four Quadrants

Determine Conditions

50 2- Determine Actions

Construct Condition Alternatives Usually two alternatives (Y/N) per condition 2* X where x = number of conditions

Simplify table Eliminate logical inconsistencies

53 4a - Simplified Table

Complete Actions

55 Data Dictionaries Table that describes the data in a system

56 Data Dictionary Example

57 System Flow Chart Graphical method of representing both the flow of data and the logic of the system Many of these symbols have become out of date as a result of changes in technology.

58 Flow Chart Symbols

59 System Flow Charts Graphical method of representing both the flow of data and the logic of the system

60 Receipting Flow Chart B B

9.1.6 Implementing

62 Implementation Plan Training Conversion Testing methods Develop an implementation plan for the project – convert from the old to the new system – determine the training needs arising from the creation of a new system

63 Participant Training Need to consider: –Requirements& complexity of new system –Previous skills of participants –When training can occur –Who will do the training (trainers and participants) Who needs training? –Operators, system managers (participants); users (managers) Methods of training

64 Training Methods

65 Conversion Methods DIRECT: immediate change with all data transferred on a specific date –Minimal transition costs BUT high risk PARALLEL: old and new at same time –Extra work load but LOWER risk (BUT can be confusing) PHASED: Gradual implementation of new system PILOT: Trial new system in a small part of the organisation –Longer lead time but lower risk

66 Conversion Methods (2) Methods are not necessarily mutually exclusive e.g. –Might run a pilot then implement fully using direct, phased or parallel

67 Deciding Testing Methods Stress test - loads to stretch capacity of system Participant testing - people familiar with requirements Bench testing - checks each component against specification System test - tests all components working together Acceptance test - check delivered product against specifications

9.1.7 Testing, Evaluating & Maintaining

69 Test & Evaluate Testing and evaluating the solution with live test data Checking to see if the original objectives of the project have been achieved (acceptance testing) Compare the new system to the old and evaluate whether objectives for the project have been met (Project Evaluation) Did we get what we wanted on time & on budget?

70 Maintaining Documenting the system Fixing ‘bugs’ Accommodating changes e.g. changed legislation, tax rates etc. Enhancements to the system

71 Documentation The operation manual detailing procedures participants follow when using the new system Document the new system

72 THE END