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Deploying IT resources ( MIS 533 )

Deploying IT resources ( MIS 533 ). MBS in Management Information System s and Managerial Accounting Systems (2006 / 2007). Fergal Carton Bu siness Information Systems. Last week. More system desi gn examples Bad system design Think about who is u sing the system (& context)

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Deploying IT resources ( MIS 533 )

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  1. Deploying IT resources(MIS 533) MBS in Management Information Systems and Managerial Accounting Systems (2006 / 2007) Fergal Carton Business Information Systems

  2. Last week • More system design examples • Bad system design • Think about who is using the system (& context) • Gap between physical and virtual • User interface design rules: KISS • Homework: categorise information related to Boole 6 and its contents MBS (MIMAS) / MIS533 / Deploying IT Resources

  3. This week • More system design examples • Tutorials narratives • Homework: categorise information related to Boole 6 and its contents • Last system design examples • Requirements discovery • Techniques • Requirements report • Functional vs. non-functional system requirements • Criteria for defining requirements • Impact if requirements are wrong • Building a model: RyanAir example • DFD’s: introduction • Budget monitoring case MBS (MIMAS) / MIS533 / Deploying IT Resources

  4. More systems design examples • Golf club membership system • GUI # not always asked for (eg. renewal request refers to name) • Reductions for husband & wife members • Alphabetic listing of members for renewal • Prescriptions management for Pharmacy • DPS # and PPS # same, no link to GMS #? • GMS entitlement has expiry date • Anything > €85 per family per month per pharmacy is re-imbursed • No centralised database for all pharmacies • Doctor must have signed prescription • How to recognise fraudulent prescriptions • MPS for pharmacies • Irish s/w vendors are McLernon’s and Systems Solutions • Most implementation issues to do with user willingness to change • Doctor’s address should be entered • Ethical vs. control issues for pharmacist • Electronic prescription uncompetitive MBS (MIMAS) / MIS533 / Deploying IT Resources

  5. Homework: Boole 6 • Room (#m2, capacity, code, …) • Furniture (tables, chairs, …) • Equipment (a/c, audio visual, lighting, …) • Students (student #, name, address, …) • Course (lecturer, module #, programme, …) • Condition (cleanliness, working order, …) • … MBS (MIMAS) / MIS533 / Deploying IT Resources

  6. Homework: uses of LL6 info? • Attendance tracking • Capacity utilisation • Cost and yield • … Real time? MBS (MIMAS) / MIS533 / Deploying IT Resources

  7. Homework: LL6 overview MBS (MIMAS) / MIS533 / Deploying IT Resources

  8. Visio narratives • Grocery Store • ATM • Budget monitoring • RyanAir ticket purchase • Purchase request and payment • UCC travel requisition • Film festival MBS (MIMAS) / MIS533 / Deploying IT Resources

  9. Drugs payment, welfare & health care • One PPS number (=DPS) • Prescriptions recorded in detail • Link to welfare payments or entitlements? • Link to treatment in hospital • National coverage required MBS (MIMAS) / MIS533 / Deploying IT Resources

  10. Visio & database manuals • Katie Dineen • Room 3818 ORB • By end of week MBS (MIMAS) / MIS533 / Deploying IT Resources

  11. Requirements discovery • Meetings with users (who, when, what outcome, …) • Checklist of questions that clarify user requirements • Describe existing processes • Document how things are currently done • Review inputs and outputs of current process (screens, forms, reports) • Outline problems with current way of doing things (speed, risk of error, …) • What improvements are expected from system (single point of data entry, faster reports, less manual work, …) • How to design and communicate the proposed solution • Review requirements documentation • Walk-through solution • Get sign-off from users MBS (MIMAS) / MIS533 / Deploying IT Resources

  12. Fact finding techniques • Sampling of existing forms and files • Site visits • Observation of work environment • Research of similar systems • Surveys of users and management • Interviews of users and management • Prototyping • Joint Requirements Planning (JRP) MBS (MIMAS) / MIS533 / Deploying IT Resources

  13. Requirements Definition Report • Introduction • Purpose • Background • Scope • General Project Description • System Objectives • Requirements and constraints • Functional requirements • Non-functional requirements • Conclusion • Outstanding issues Appendix (eg. Questionnnaires & responses) MBS (MIMAS) / MIS533 / Deploying IT Resources

  14. System requirements • System requirements describe the needs and desires of an information system • Must-have • Nice-to-have • Requirements can be categorised as • Functional (an action) • Eg. the system should process a spending request • Non-functional (a feature or constraint) • Eg. budgets are confidential to the department concerned MBS (MIMAS) / MIS533 / Deploying IT Resources

  15. Why is identifying requirements important? • Budget Monitoring : 3 different views Management interpretation IT interpretation User interpretation MBS (MIMAS) / MIS533 / Deploying IT Resources

  16. Criteria for defining system requirements • Consistent not conflicting or ambiguous • Complete all possible system inputs and repsonses • Feasible can be met with available resources & constraints • Required truly needed and fulfill purpose • Accurate stated correctly • Traceable directly map to system functions • Verifiable can be demonstrated during testing MBS (MIMAS) / MIS533 / Deploying IT Resources

  17. Impact if requirements are wrong? • Cost • Delay • Dissatisfaction leading to mis-use or dis-use • High maintenance / enhancement costs • Unreliability / down-time • Reputation of IT suffers MBS (MIMAS) / MIS533 / Deploying IT Resources

  18. Building a model • Process Flow • Data Flow Diagram • Processes • Data Flow • Data store • Entities MBS (MIMAS) / MIS533 / Deploying IT Resources

  19. Example : www.RyanAir.com MBS (MIMAS) / MIS533 / Deploying IT Resources

  20. Example : www.RyanAir.com • Input : • Flight details (eg. SNN-BVA, 8 Oct, 10.35) • Credit card details (eg. VISA no, Expiry date) • Process : • Confirms price (eg. EUR 79) • Makes reservation & processes payment • Output : • Reservation reference (eg.CGHKCA) MBS (MIMAS) / MIS533 / Deploying IT Resources

  21. Process flow MBS (MIMAS) / MIS533 / Deploying IT Resources

  22. Context diagram Flight reservation Seat availability Flight Operations Passengers Payment On-line reservation system Reservations Reservation # € Accounts Seat prices Flight Schedule Timetable MBS (MIMAS) / MIS533 / Deploying IT Resources

  23. DFD’s : 3 types of logical process • Function • A set of related and ongoing activities of the business • A function has no start and no end • It continually performs work as needed • Event • A logical unit of work that must be completed as a whole • Triggered by a discreet input and is completed when the process responds with appropriate output • Sometimes calle d transactions • Elementary process MBS (MIMAS) / MIS533 / Deploying IT Resources

  24. All data flows begin and/or end at a process A process is needed to exchange data flows between external entities X X A process is needed to update (or use) a data store X X A process is needed to present data from a data store A process is needed to move data from a data store to another X MBS (MIMAS) / MIS533 / Deploying IT Resources

  25. DFD’s: logical data flows • Although data flows can be implemented in many ways : • Telephone calls • Business forms • Bar codes • Emails • Reports • Computer screens • Computer to computer communications (EDI, interface, …) • … in DFD’s, we are only interested that the flow is needed, not how the flow will be implemented MBS (MIMAS) / MIS533 / Deploying IT Resources

  26. Data flow names should be : • Singular (eg. order instead of orders) • Unique • use adjectives / adverbs to describe how processing has changed a data flow Not to imply physical batches Process Order X Order Order Process Order New Order  Order MBS (MIMAS) / MIS533 / Deploying IT Resources

  27. Data flow names : example Customer Process Order Order Order Process Order New Order  Order MBS (MIMAS) / MIS533 / Deploying IT Resources

  28. Example : Budget monitoring case • Departments make spending requests • Budget is checked in the allocated budget file • If budget exceeded, request is rejected • Approved requests are stored and used to create Purchase orders (PO’s) for suppliers • Goods received notes (GRN) are matched with PO’s to identify any discrepancies • When supplier invoice is received, 3 way match is made between PO, GRN and invoice prior to payment MBS (MIMAS) / MIS533 / Deploying IT Resources

  29. Purchase request and payment • Draw a context level diagram for the process • Draw a Level 1 Data Flow Diagram • What sort of analysis method would you use? • What sort of output would you provide? • Structure of User Requirements Report? MBS (MIMAS) / MIS533 / Deploying IT Resources

  30. Example : Budget monitoring case • What analysis method would you use and why? • Interviews • Management / Department interviews • Describe the special approval process • What are the “tolerance levels” for overspending of budget • How many requests, how long to approve, backlog issues • Documentation • Copies of current spending requests • List of departments and corresponding budgets • Print-out from allocated budget file • Copy of spending summary report • Process for order supply of parts (PO’s?) • Copy of delivery advice details • Requirements report MBS (MIMAS) / MIS533 / Deploying IT Resources

  31. Example : Budget monitoring case • What sort of output would you provide? • Requirements report • Questionannaires • Functional Decomposition • Data Flow Diagrams • ERD • Etc. • How would you validate requirements? • JRP • Prototype • Approving Requirements report • … MBS (MIMAS) / MIS533 / Deploying IT Resources

  32. MBS (MIMAS) / MIS533 / Deploying IT Resources

  33. MBS (MIMAS) / MIS533 / Deploying IT Resources

  34. Budget monitoring case MBS (MIMAS) / MIS533 / Deploying IT Resources

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