1. basic information-processing requirements small-enterprise information system problems fact finding and diagnosis feasibility analysis the cornucopia case portfolio project chapter2 Systems Analysis and Design for the Small Enterprise section I Introduction

2. 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 2 Systems Analysis and Design for the Small Enterprise 2

3. Basic Information-Processing Requirements Information must be: Relevant Accurate Timely Usable Affordable Adaptable Accessible 3 Chapter 2 Reference Figure 2-1: Basic Information Processing Requirements Systems Analysis and Design for the Small Enterprise

4. Chapter 2 4 Figure 2-2: Symptom, Problem, Solution Summary (1/3) Basic Requirement SymptomProblemSolution 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 Design for the Small Enterprise

5. Chapter 2 5 Figure 2-2: Symptom, Problem, Solution Summary (2/3) Basic Requirement SymptomProblemSolution 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 Design for the Small Enterprise

6. Chapter 2 6 Figure 2-2: Symptom, Problem, Solution Summary (3/3) Basic Requirement SymptomProblemSolution 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 Design for the Small Enterprise

7. 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 Design for the Small Enterprise

8. Small-Enterprise Information System Problems Chapter 2 8 Common information system deficiencies: Source data input inefficiencies Breakdowns in subsystem integration Systems Analysis and Design for the Small Enterprise

9. Software Piracy Chapter 2 9 ThinkingCritically Systems Analysis and Design for the Small Enterprise How would you, as an analyst, respond to a client who you discovered using illegally copied software?

10. 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 Design for the Small Enterprise

11. 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 Design for the Small Enterprise

12. 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 Design for the Small Enterprise

13. Fact-Finding Interviews, Questionnaires, and Observations (1/3) Chapter 2 13 Systems 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

14. Fact-Finding Interviews, Questionnaires, and Observations (2/3) Chapter 2 14 TECHNOTE 2-1 Systems Analysis and Design for 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

15. Fact-Finding Interviews, Questionnaires, and Observations (3/3) Chapter 2 15 TECHNOTE 2-1 Systems Analysis and Design for 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

16. Figure 2-5: Request for System Services Chapter 2 16 Systems Analysis and Design for the Small Enterprise Reference Figure 2-5: Request for System Services Date: February 1, 2004 From: T. Foster – CIS Lab Manager To: 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

17. 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 Design for the Small Enterprise

18. Feasibility Analysis Chapter 2 18 Vertical Software Advantages: Available immediately Verifiable track record Generally tailored to the enterprise Fixed price Disadvantages: 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 Design for the Small Enterprise

19. Documentation and Deliverables Chapter 2 19 TECHNOTE 2-2 Systems Analysis and Design for 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.

20. Feasibility Analysis Chapter 2 20 The project contract consists of: 1.Problem Summary 2.Scope 3.Constraints 4.Objectives Systems Analysis and Design for the Small Enterprise Reference Figure 2-7: The Initial Project Contract

21. 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 Design for the Small Enterprise Reference Figure 2-8: Cornucopia Initial Problem Statement

22. Chapter 2 22 Figure 2-9: Cornucopia Feasibility Report Systems Analysis and Design for the Small Enterprise We found nothing that alters the four specific problem areas identified in your initial request. We can complete this project within the constraints … and that … sufficient benefits will accrue … to justify the costs of the system. Upon your approval, we will prepare a contract …

23. Chapter 2 23 Figure 2-10: Cornucopia Project Contract (1/2) Systems Analysis and Design for 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

24. Chapter 2 24 Figure 2-10: Cornucopia Project Contract (2/2) Systems Analysis and Design for 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%

25. Chapter 2 25 Enlarge Figure 2-11: Cornucopia as a New Visible Analyst Project Systems Analysis and Design for the Small Enterprise

26. 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 Design for the Small Enterprise

27. 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 Design for the Small Enterprise

28. 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 Design for the Small Enterprise

29. Figure 2-11 Enlargement Chapter 2 Systems Analysis and Design For the Small Enterprise 29 Return