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Z 556 Systems Analysis & Design

Enhance team collaboration by presenting the teamwork process using artifacts, focusing on systemic issues, consolidated models, and a cultural perspective to drive organizational change. Be honest, authentic, and encourage everyone's involvement.

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Z 556 Systems Analysis & Design

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  1. Z556 Systems Analysis & Design ILS Z556 Session 9

  2. Team Process Presentation on November 20 • 15 minutes • Present your teamwork process, not the findings about the project • Use artifacts • Everyone should be involved in the presentation ILS Z556

  3. Feedback Meeting (Block, 2011) Be honest & authentic ILS Z556

  4. Consolidated Models • 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 ILS Z556

  5. Consolidating Sequence Models • 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 ILS Z556

  6. Example of Consolidated Sequence Model • Prepare study guide for class/make lecture notes available to students ILS Z556

  7. Consolidating Flow Models • 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 ILS Z556

  8. Consolidated Flow Model: Consider Roles First 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 Shopper Cook ILS Z556 • 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 • 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 Event planner Funds manager

  9. Consolidated Flow Model: Add Artifacts & Interactions 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 list of ingredients Manage cooks Shopper Cook ILS Z556 • 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 • 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 Event planner Funds manager

  10. ILS Z556

  11. Consolidating Artifact Models • 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 ILS Z556

  12. Consolidated Artifact Model • 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 ILS Z556

  13. Consolidated Physical Model • The reality check • Don’t depend on what’s not there • Account for movement and multiple locations • Take advantage of what is there ILS Z556

  14. Consolidated Physical Model • 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 ILS Z556

  15. ILS Z556

  16. Consolidated Cultural Model • Indicates a direction for the design • Shows within that direction what constraints have to be accounted for • 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) ILS Z556

  17. Consolidation • The affinity diagram: • Data from individual users to groups • Consolidation helps us understand intent, strategy, structure, concepts, and mind-sets to support customers ILS Z556

  18. Comparing Various Consulting Models (Schwen, 1995) • Product consulting • Prescription consulting • Collaborative (Process) consulting • ~= Block’s Flawless consulting ILS Z556

  19. Dealing with Resistance (Block, Chapter 9) • Step 1: Pick up the cues • Step 2: Name the resistance • Step 3: Be quiet, let the client respond • Consulting with a stone (p. 157) • Don’t take it personally ILS Z556

  20. Feedback Session (Block Ch 14, p. 223) ILS Z556

  21. Feedback Session (Block Ch 14) • Consultant as witness • Consultant as judge • Consultant as jury • Consultant as prosecutor • Consultant as defendant ILS Z556

  22. A Structure of a Feedback Meeting (Block, p. 229, 2nd 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 ILS Z556

  23. Affinity Diagram ILS Z556

  24. The Affinity Diagram (see Chapter 8 in HWW) ILS Z556

  25. The Affinity Diagram Problem Label data data Sub-problem data Labels ILS Z556 Sub-problem Sub-problem

  26. Contextual Design for Invention • Get diverse perspectives • Inquiry into the consolidated work models • Brainstorms new work practice • Develop multiple solutions ILS Z556

  27. Using Models for Design • Synthesize across the models • Discuss the models and possible metaphors in the team, which leads to shared understanding and perspectives • Data  consolidated models  design ILS Z556

  28. Goals of Work Redesign • 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 ILS Z556

  29. Goals of Work Redesign ILS Z556

  30. Affinity Model Exercise • 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 e-mail that he sends to the teacher)” related to issues 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 ILS Z556

  31. Affinity Notes ILS Z556

  32. Affinity Diagram ILS Z556

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