S556 SYSTEMS ANALYSIS & DESIGN Week 9

Team Process Presentation on April 4 SLSI S556 2  15 minutes  Present your teamwork process, not the findings about the project  Use artifacts  Everyone should be involved in the presentation

Idea for Design/Usability Testing Report SLIS S556 3  The report should include three components:  Idea for design (this can be a sketch, etc.)  Usability testing report  Feedback from users/clients  2-3 pages

Feedback Meeting (Block, 2011) SLIS S556 4 Be honest & authentic

Consolidated Models SLIS S556 5  Show where the breakdowns and bottlenecks are  Elevate what would otherwise be a bunch of anecdotes to reveal systemic problems  Give the IT dept a way to talk back to the business about prioritization decisions

Consolidating Sequence Models SLIS S556 6  Show the common structure of a task across a customer population  Use the flow model to identify the important tasks  Only consolidate tasks that the system will support, that you will redesign, or that you need to understand in detail

Example of Consolidated Sequence Model  Prepare study guide for class/make lecture notes available to students ActivityIntentAbstracted StepsBreakdowns Create study guide Create additional materials based on course lecture to help students prepare for assignments Finding digital versions of images that match the text book images List image #s (DIDO #s or textbook #s) to be reviewed List terms necessary Share lecture/ study guide Share lecture Upload lecture to Oncourse Schedule office hours to review lecture 20 MB per PPT lecture requirement in Oncourse which either suggest faculty to break up lectures or to meet size requirements Share study guide with students Upload study guide to Oncourse SLSI S556 7

Consolidating Flow Models SLIS S556 8  Step 1: generate complete list of responsibilities for each individual  Step 2: examine each responsibility  Step 3: recognize when different people play the same roles  Step 4: how roles map to individuals  Step 5: consolidate the artifacts and communications between people

Consolidated Flow Model: Consider Roles First SLIS S556 9 Head chef - Keep track of what’s in the kitchen - Provide oversight & instruct other cooks as necessary - Make sure cooks are working together - Communicate exact needs to shopper - Decide on desired meals for special event with event planner - Find out what’s needed to restock inventory Cook - Negotiate meals and who will make them with other cooks - Coordinate with head chef on use of kitchen - Make sure ingredients for planned meal are available - Coordinate with head chef on how to make meal Shopper -Find out from head chef what to buy and when to go - Make on-the-spot decisions about substitutions -Bring accounting of expense to fund manager Event planner Funds manager

Consolidated Flow Model: Add Artifacts & Interactions SLIS S Head chef - Keep track of what’s in the kitchen - Provide oversight & instruct other cooks as necessary - Make sure cooks are working together - Communicate exact needs to shopper - Decide on desired meals for special event with event planner - Find out what’s needed to restock inventory Cook - Negotiate meals and who will make them with other cooks - Coordinate with head chef on use of kitchen - Make sure ingredients for planned meal are available - Coordinate with head chef on how to make meal Shopper -Find out from head chef what to buy and when to go - Make on-the-spot decisions about substitutions -Bring accounting of expense to fund manager Event planner list of ingredients Manage cooks Funds manager

Consolidating Artifact Models SLIS S  Individual models show the structure and usage of the things people create and use  Consolidated artifact models shows common organizing themes and concepts that people use to pattern their work

Consolidating Artifact Models SLIS S  Step 1: group artifacts of a similar type  Step 2: identify the common parts of the artifacts  Step 3: identify structure, intent, and usage within similar parts  Step 4: identify differences & determine how to integrate them

Consolidated Artifact Model SLIS S  How it chunks  Use the structure of the artifact to guide the structure of the system  Maintain the distinctions that matter to users  What it looks like  Determine the intent of the presentation details  Mimic the intent of presentation details, not the details themselves

Consolidating Physical Models SLIS S  Individual physical models show the workplace and site for each user interviewed  Consolidated physical models show the common physical structure across the customer population & the key variants that a system will have to deal with

Consolidating Physical Models SLIS S  Step 1: separate the models into types of spaces  Step 2: catalog the common large structures & organization, e.g., buildings, rooms, walls, sitting area, etc.  Identify types of hardware, software, and network connections

Consolidating Physical Models SLIS S  Step 3: identify constraints a system must live with & problems it might overcome  Step 4: identify movement on the physical models

Consolidated Physical Model SLIS S  The reality check  Don’t depend on what’s not there  Account for movement and multiple locations  Take advantage of what is there

Consolidated Physical Model SLIS S  Pitfalls  Not taking the physical environment seriously E.g., if people don’t have printers by their desks, don’t build a system that requires frequent trips to the printer E.g., If your users walk around all the time, don’t try to tie them to a desk by giving them a product that only runs on a desktop

SLIS S556 20

Consolidating Cultural Models SLIS S  Indicates a direction for the design  Shows within that direction what constraints have to be accounted for

Consolidating Cultural Models SLIS S  Step 1: walk through each individual model, cataloging and grouping influences (bubbles)  Step 2: consolidate influences. Reduce redundancies  Step 3: focus on influences, not on communication flow (See B&H Figure 9.24, p. 196)

Consolidated Cultural Model SLIS S  Managers need to monitor and manage the values of an organization  Make sure the changes you introduce will cause someone in the customer population to take notice (get buy-in)

Consolidation SLIS S  The affinity diagram:  Data from individual users to groups  Consolidation helps us understand intent, strategy, structure, concepts, and mind-sets to support customers

Comparing Various Consulting Models (Schwen, 1995)  Product consulting  Prescription consulting  Collaborative (Process) consulting  ~= Block’s Flawless consulting SLIS S556 25

Dealing with Resistance (Block, Chapter 9)  Step 1: Pick up the cues  Name the resistance  Be quiet, let the client respond  Consulting with a stone (p. 157)  Don’t take it personally SLSI S556 26

Feedback Session (Block Ch 14, p. 223) SLIS S User Language That IsAvoid Language That Is DescriptiveJudgmental FocusedGlobal SpecificStereotyped BriefLengthy SimpleComplicated

Feedback Session (Block Ch 14)  Consultant as witness  Consultant as judge  Consultant as jury  Consultant as prosecutor  Consultant as defendant 28 SLIS S556

A Structure of a Feedback Meeting (Block, p. 229, 2 nd ed.)  Problem statement  Why the problem exists  What happens if the problem is not fixed  In the short term  In the long term  Recommended solutions  Expected benefits SLIS S556 29

AFFINITY DIAGRAM

The Affinity Diagram (see Chapter 8 in HWW) SLSI S  Shows the scope of the customer problem  Defines the key quality requirements on the system, e.g., reliability, performance, hardware support, etc.  The hierarchical structure groups similar issues  A designer can learn the key issues and the data  It is recommended to build the affinity in a day

The Affinity Diagram SLSI S Problem Label Labels Sub-problem data

Contextual Design for Invention SLSI S  Get diverse perspectives  Inquiry into the consolidated work models  Brainstorms new work practice  Develop multiple solutions

Using Models for Design SLSI S  Synthesize across the models  Discuss the models and possible metaphors in the team, which leads to shared understanding and perspectives  Data  consolidated models  design

Goals of Work Redesign SLSI S  To look across the different models and see a unified picture of work practice  To use multiple perspectives to reveal the issues  To use multiple possibilities to drive the invention of a creative design solution

Affinity Model Exercise SLSI S  Goal: Build affinity model based on these cards  Each team will fill out 20 index cards (interpretation notes) + 5 color index cards (category notes)  Write down “data (e.g., The principle includes a personal note on each printed that he sends to the teacher)” from either interviews or observations on the 20 index cards  Chunk these 20 cards into some categories  Use the color index cards to label these categories

Affinity Notes SLIS S556 37