INFORMATION X INFO415: Systems Analysis Systems Analysis Project Deliverable 1 Project Statement of Work Outline

INFO415: Systems Analysis INFORMATION X Term Project – Deliverable Overview  This presentation outlines:  Term project deliverable 1, due October 11.  Process for getting started and for gathering input for the deliverable

INFO415: Systems Analysis INFORMATION X Overview  Deliverable 1 will be a ‘Statement of Work’ (the first major deliverable document on a project). The document will contain the following elements:  Project Background  Project Scope  In addition to the above, you will hand in the meeting agendas you created and notes from meetings. These will be included as Appendix A of your document.

INFO415: Systems Analysis INFORMATION X Deliverable  Statement of Work Document  A Word document  approximately pages  11 point Arial font  Double spaced – 1.25 inch margin top and bottom. 1 inch left and right.  Meeting Agenda(s)  Meeting notes

INFO415: Systems Analysis INFORMATION X Good Document Layout  Cover page  TOC (Table of Contents) page  Introduction to document (what you are going to tell them)  Section headings/subheadings  Introduction should start on page 1!

INFO415: Systems Analysis INFORMATION X Grading  Document structure and grammar (20%) Cover pageCover page Section headingsSection headings Is there an introduction to the documentIs there an introduction to the document Is there:Is there: >Active tense >Good sentence structure, grammar and punctuation >Clarity >Lack of repetition  Content (80%) Background (45%)Background (45%) Scope (45%)Scope (45%) Agendas and notes (10%)Agendas and notes (10%)

INFO415: Systems Analysis INFORMATION X Project Background  The project background section of the document will describe:  The organization you will be working for  Your sponsor, and an overview of the sponsor’s organization (if possible)  A high-level description of problem/opportunity area you will address during the project.

INFO415: Systems Analysis INFORMATION X Background: Organization  Provide:  Brief history  Business they are in – what do they do  Revenue, number of employees, any other measure of size  Should be ½ page – 1 page

INFO415: Systems Analysis INFORMATION X Background: Sponsor  Provide an overview of the responsibilities of your sponsor  Who does he/she work for  What area of the organization does he/she manage  Who works with/for the sponsor  Provide an organization chart, if available (optional, but useful)  ½ - 1 page

INFO415: Systems Analysis INFORMATION X Background: Problem/Opportunity Area  Provide a high-level overview of the area to be studied. Note that you should focus on the business problems, not technical issues. For example:  Yes: we will examine difficulties the organization is facing in responding to customer information requests in a timely manner  No: We will examine ways to improve website response time which today exceeds 10 seconds per transaction

INFO415: Systems Analysis INFORMATION X Background: Problem/Opportunity Area  Your document should include:  Overview of problem/opportunity your sponsor would like you to look at (again, business not technical)  Overview of business units and major processes you need to analyze  High level overview of any relevant information system in place. This need only be at a very high level and include: >Hardware platform >Operating System >Database Management System (DBMS) >Software package name(s) or if developed in house. If developed in-house, development tools used (Java, etc.)  1 – 2 pages

INFO415: Systems Analysis INFORMATION X Scope: Problem/Opportunity Drill Down  Based on the high-level problem opportunity area, drill down to identify specific problems and opportunities  Use the following matrix to do drill down  List a minimum of three problems/opportunities (more would be good) Brief Statement of Problem or Opportunity Brief statement of impact Priority Benefits in the problem were solved (costs avoided, revenues enhanced, customer satisfaction increased)

INFO415: Systems Analysis INFORMATION X Scope: Problem/Opportunity Drill Down Brief statement of problem, opportunity, directive Brief statement of impact PriorityAnticipated Benefits (costs avoided, revenues enhanced, customer satisfaction increased) Staff is unaware of what books they have in terms of (author, titles and quantity) Time consuming process to determine if they have a particular book. Cannot respond to customer inquiries in a timely manner. 1Increase In customer satisfaction leading to increased revenues. More efficient use of employee’s work hours. More knowledgeable purchases by organization. (i.e. don’t purchase a book if you already have multiple copies), this leads to cost savings. Cannot keep track of daily sales and purchases Staff coming in on the next shift has to walk around the store and look for any new books or notice any books that have been sold. (Nearly impossible). 2Less frustration for staff and customers. Staff could determine what the best sellers are and place those books strategically within the store for marketing purposes. Having books in strategic location may increase sales thereby increasing revenues.

INFO415: Systems Analysis INFORMATION X Scope: Problem/Opportunity Drill Down Store owner has to do manual accounting Could be error in calculation, missed and redundant data 3Store owner could focus less on accounting and more on other aspects of the organization (e.g. marketing the books). Customers tend to move books around the store rather than placing them back in the proper location Staff cannot find books because they are not where they are supposed to be Not within scope If books were not moved around, staff could find certain books more easily, resulting in better customer service. Too many books in inventory. Books are piled on the floor. Difficult for a customer to make a selection because the number of books is overwhelming. Difficult for employees to find a book. 4Reducing the number of books could make locating and selecting books easier. Books not sold after a certain time could be removed and replaced by better selling books. Books that are not selling represent an opportunity cost for Bookends.

INFO415: Systems Analysis INFORMATION X Project Scope: System Capabilities  This section puts the boundaries around your project. Provide:  Specify, at a high level, what the system will need to do to address the problem area.  Specify what the system WILL NOT DO, if appropriate (in order to ensure that the ‘boundaries’ of the proposed system are clear.  Draw a context diagram for your proposed system >Major data inputs >Major information outputs  1 – 1 ½ pages

INFO415: Systems Analysis INFORMATION X Context Diagram for Customer Support

INFO415: Systems Analysis INFORMATION X Recommended Process  Contact organizations, find a sponsor – have initial conversation (in person is best, phone if necessary).  Explain who you are  Looking to determine if organization currently has any business problems that might be solved by modifying existing information systems or implementing new systems  Discuss project with instructor

INFO415: Systems Analysis INFORMATION X Recommended Process  Set up a face to face meeting with the sponsor – suggest 1 hour to start.  Prepare an agenda and a set of questions (this guide should help you)  Send the questions to the sponsor well in advance of the meeting  Use the agenda and questions to guide the meeting  One team member should run the meeting, the others should document (scribe).  Once first meeting is completed and you have analyzed the results, determine if you need another meeting to gather required information  If so, follow the meeting process steps outlined above

INFO415: Systems Analysis INFORMATION X To Do  Someone from each group – me to tell me who group members are and your sponsor’s contact information (name, organization and phone number).  Contact your sponsor regularly (every couple of weeks at least) to give them a status update.  Even if you don’t feel you need input from sponsor to complete your statement of work, make sure you walk them through it.