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Week Two: Systems Planning

Week Two: Systems Planning. Dr Manolya Kavakli Department of Computing Macquarie University Sydney Read: Chapter 2 (Shelly). Systems planning: the first of five phases in the systems development life cycle (SDLC) In this phase, you will learn how IT projects get started and

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Week Two: Systems Planning

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  1. Week Two: Systems Planning Dr Manolya Kavakli Department of Computing Macquarie University Sydney Read: Chapter 2 (Shelly)

  2. Systems planning: the first of five phases in the systems development life cycle (SDLC) In this phase, you will learn how IT projects get started and how a systems analyst evaluates a proposed project and determines its feasibility Phase Description

  3. Chapter Objectives Explain the concept of a business case and how a business case affects an IT project Describe the strategic planning process and why it is important to the IT team Explain the purpose of a mission statement

  4. Chapter Objectives Describe the SDLC, and explain how it serves as a framework for systems development and business modeling Describe risks and risk management features List the reasons for information systems projects and the factors that affect such projects

  5. Chapter Objectives Explain the initial review of systems requests and the role of the systems review committee Define operational feasibility, technical feasibility, economic feasibility, and schedule feasibility Describe the steps in a preliminary investigation and the end product of an investigation

  6. Cost of Information Overload • 38% of managers waste a substantial amount of time trying to locate the right information. • 43% of managers think decisions are delayed as a result of having too much information. • 47% say the collection of information for decision making distracts them from their main job responsibilities.

  7. Business Case During Systems Planning phase, IT team reviews a proposal to determine if it presents a strong business case. Business Case refers to the reasons, or justification, for a proposal. Systems development starts with a systems request, followed by a preliminary investigation, which includes a feasibility study

  8. Strategic Planning – A Framework for IT Systems Development Strategic planning: the process of identifying long-term organizational goals, strategies, and resources What do we evaluate in Strategic Planning? Strategic Planning Overview SWOT analysis

  9. Strategic Planning – A Framework for IT Systems Development From Strategic Plans to Business Results Mission statement Describes a company for its stakeholders States the company’s overall purpose, products, services, and values Stakeholders Anyone affected by the company’s operations Goals 1 year, 3 year, 5 year goals to accomplish the mission Objectives Shorter term objectives to achieve goals

  10. Strategic Planning – A Framework for IT Systems Development To be able to present a Case for Action, we need to inspect the Business Enterprise Direction Model: The mission statement Critical success factors A few key circumstances (less than 10) that must occur for the enterprise to fulfill its mission Critical business issues Opportunities, problems, trends, threads causing the enterprise to take action at the current time Case for action Summary of primary business issues raising the sense of urgency for change

  11. Strategic Planning – A Framework for IT Systems Development The Role of the IT Department in Project Evaluation Management leadership and information technology are linked closely, and remarkable changes have occurred in both areas Today, systems development is much more team oriented Although team-oriented development is the norm, some companies see the role of the IT department as a gatekeeper

  12. Strategic Planning – A Framework for IT Systems Development The Future New industries, products, and services emerging from amazing advances in information technology, customers who expect world-class IT support, a surge in Internet-based commerce, and a global business environment that is dynamic and incredibly challenging.

  13. What Is a Business Case? Should be comprehensive, yet easy to understand describe the project clearly, provide the justification to proceed, and estimate the project’s financial impact

  14. Information Systems Projects Main Reasons for Systems Projects 15

  15. The PIECESProblem-Solving Framework P the need to improve performance I the need to improve information (and data) E the need to improve economics, control costs, or increase profits C the need to improve control or security E the need to improve efficiency of people and processes S the need to improve service to customers, suppliers, partners, employees, etc.

  16. Information Systems Projects Factors that Affect Systems Projects 17

  17. Information Systems Projects External Factors Technology Bar Code Technology replaced with RFID tags to monitor the movement of product: Electronic product code (EPC) Suppliers Expansion of EDI to include Just-in-time (JIT): right product at the right place at the right time.

  18. Information Systems Projects External Factors Customers Customer Relationship Management (CRM): integrate all customer-related events and transactions Electronic proof of delivery (EPOD) Competitors The economy Government

  19. Information Systems Projects Project Management Tools All IT projects, large and small, must be managed and controlled Project management begins with a systems request, and continues until the project is completed or terminated

  20. Evaluation of Systems Requests Systems review committee Systems Requests Forms

  21. Evaluation of Systems Requests Systems Review Committees Most large companies use a systems review committee to evaluate systems requests Many smaller companies rely on one person to evaluate system requests instead of a committee The goal is to evaluate the requests and set priorities

  22. A systems request must pass several tests, called a feasibility study, to see whether it is worthwhile to proceed further Overview of Feasibility

  23. Overview of Feasibility Candidate solutions evaluated in terms of: Operational Feasibility Means that a proposed system will be used effectively Technical Feasibility refers to technical resources needed to develop, purchase, install, or operate the system Economic Feasibility Means that the projected benefits of the system outweigh the estimated costs Total cost of ownership (TCO): ongoing support support and maintenance costs, as well as acquisition costs Tangible benefits: benefits that can be measured in dollars Intangible benefits: user friendliness, better information, etc. Schedule Feasibility Means that the project can be implemented in an acceptable time frame.

  24. Evaluating Feasibility The first step in evaluating feasibility: to identify and weed out systems requests that are not feasible Even if the request is feasible, it might not be necessary Setting priorities is important. Feasibility analysis: an ongoing task that must be performed throughout the systems development process

  25. Setting Priorities Factors that Affect Priority Will the proposed system reduce costs? Where? When? How? How much? Will the system increase revenue for the company? Where? When? How? How much? Will the systems project result in more information or produce better results? How? Are the results measurable? Will the system serve customers better? Will the system serve the organization better? Can the project be implemented in a reasonable time period? How long will the results last? Are the necessary financial, human, and technical resources available? Whenever possible, the analyst should evaluate a proposed project based on tangible costs and benefits that represent actual (or approximate) dollar values

  26. Setting Priorities Discretionary Projects Projects where management has a choice in implementing them Nondiscretionary Projects Projects where no choice exists E.g., Payroll, tax

  27. Preliminary Investigation Preliminary investigation is conducted to study the system request and recommend specific action Through Interaction with Managers and Users

  28. Preliminary Investigation Overview Planning the Preliminary Investigation During a preliminary investigation, a systems analyst typically follows a series of steps The exact procedure depends on the nature of the request, the size of the project, and the degree of urgency

  29. Preliminary Investigation Step 1: Understand the Problem or Opportunity popular techniques: A fishbone diagram, or Ishikawa diagram for investigating causes and effects Pareto chart For prioritizing issues

  30. Preliminary Investigation Step 2: Define the Project Scope and Constraints Project scope: defining the specific boundaries of the project Project creep: Is it clear? projects with very general scope definitions are at risk of expanding gradually, without specific authorization. Constraint: requirement or condition that a system must satisfy or an outcome that the system must achieve. Characteristics of constraints: Present versus future Internal versus external Mandatory versus desirable Regardless of the type, all constraints should be identified as early as possible to avoid future problems and surprises

  31. Preliminary Investigation Step 3: Perform Fact-Finding might consume several hours, days, or weeks Fact-finding involves various techniques: Analyze Organization Charts Conduct interviews Review documentation Observe operations Conduct a user survey

  32. Preliminary Investigation Step 3: Perform Fact-Finding Conduct interviews Determine the people to interview Establish objectives for the interview Develop interview questions Prepare for the interview Conduct the interview Document the interview Evaluate the interview

  33. Preliminary Investigation Step 4: Evaluate Feasibility Evaluate the project’s operational, technical, economic, and schedule feasibility

  34. Preliminary Investigation Step 5: Estimate Project Development Time and Cost What information must you obtain, and how will you gather and analyze the information? What sources of information will you use, and what difficulties will you encounter in obtaining information? Will you conduct interviews? How many people will you interview, and how much time will you need to meet with the people and summarize their responses? Will you conduct a survey? Who will be involved? How much time will it take people to complete it? How much time will it take to prepare it and tabulate the results? How much will it cost to analyze the information gathered and to prepare a report with findings and recommendations? You should provide an estimate for the overall project, so managers can understand the full cost impact and timetable.

  35. Preliminary Investigation Step 6: Present Results and Recommendations to Management The final task is to prepare a report to management The format of the preliminary investigation report varies from one company to another A typical report consists of: Introduction Systems request summary Findings Recommendations Project Roles Time & cost estimates Expected benefits Appendix

  36. Chapter Summary Systems planning is the first phase of the systems development life cycle Effective information systems help an organization support its business process, carry out its mission, and serve its stakeholders

  37. Chapter Summary Strategic planning allows a company to examine its purpose, vision, and values and develops a mission statement, which leads to goals, objectives, day-to-day operations, and business results that affect company stakeholders Systems projects are initiated to improve performance, provide more information, reduce costs, strengthen controls, or provide better service

  38. Chapter Summary Various internal and external factors affect systems projects During the preliminary investigation, the analyst evaluates the systems request and determines whether the project is from an operation, technical, economic, and schedule standpoint Analysts evaluate systems requests on the basis of their expected costs and benefits, both tangible and intangible

  39. Chapter Summary The steps in the preliminary investigation are to understand the problem or opportunity; define the project scope and constraints; perform fact-finding; estimate the project’s benefits; estimate project development time and cost; and present results and recommendations to management The report must include an estimate of time, staffing requirements, costs, benefits, and expected results for the next phase of the SDLC Chapter 2 complete

  40. Week Two: Systems Analysis and Requirements Modeling Dr Manolya Kavakli Department of Computing Macquarie University Sydney Read: Chapter 3 (Shelly)

  41. Phase Description Systems Analysis: the second of five phases in the systems development life cycle (SDLC) Uses requirements modeling and data and process modeling to represent the new system

  42. Chapter Objectives Describe systems analysis phase activities and the end product of the systems analysis phase Explain joint application development (JAD) and rapid application development (RAD) Understand how systems analysts use a functional decomposition diagram (FDD) Describe the Unified Modeling Language (UML) and explain use case diagrams particularly

  43. Chapter Objectives List and describe system requirements, including outputs, inputs, processes, performance, and controls Explain the importance of scalability in system design Use fact-finding techniques, including interviews, documentation review, observation, questionnaires, sampling, and research

  44. Introduction This chapter describes requirements modeling techniques and team-based methods that systems analysts use to visualize and document new systems The chapter then discusses system requirements and fact-finding techniques, which include interviewing, documentation review, observation, surveys and questionnaires, sampling, and research

  45. Systems Analysis Phase Overview The overall objective: to understand the proposed project, ensure that it will support business requirements, and build a solid foundation for system development You use a models and other documentation tools to visualize and describe the proposed system

  46. Systems Analysis Activities

  47. Systems Analysis Activities Requirements modeling Involves fact-finding to describe Outputs (electronic or printed info produced by the system) Inputs (necessary data that enters the system) Processes (logical rules applied to transform data into info) Performance (systems characteristics such as speed, capacity, reliability, availability, etc.) Security (hardware, software and procedural controls that protect the system and its data)

  48. Systems Analysis Phase Systems Analysis Skills Analytical skills Interpersonal skills Team-Oriented Methods and Techniques Joint application development (JAD) Rapid application development (RAD)

  49. Joint Application Development User Involvement Users have a vital stake in an information system and they should participate fully Successful systems must be user-oriented and users need to be involved One popular strategy for user involvement is a JAD team approach

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