3.3.5: Implementing computer-based information systems

1. 3.3.5: Implementing computer-based information systems Bespoke vs. Generic

2. Aim of this presentation • To allow you to discuss the implications of: • Selecting • implementing and • Supporting • the installation of: • bespoke (custom-made) and • generic (off-the-shelf) solutions

3. Introduction • There are lots of types of software. • Each software has been designed for different kinds of needs. • However, as computers have become more powerful, so have the applications that run on them.

4. Introduction • When working in any type of business you will come across two types of software: • Generic applications • Expert or custom built applications

5. Generic Applications • Simply means that a piece a software can be used to perform different tasks and in many different situations. • You will have used many generic applications and chances are you are using one now to look at this file.

6. Generic Applications • Generic applications take the form of: • Word processors • Spreadsheets • Databases • Desktop Publishing (DTP) • Presentations • Drawing software

7. Word Processors • The idea behind word processors was to allow typists to create professional looking documents. • Typewriters used to smudge and when people typed something wrong they would either start again or use correction fluid (which didn’t make documents look brilliant!).

8. Word Processors • Also, when images were needed to help emphasis a point, people would leave a space, cut out an image, and then stick it on the paper with glue! • Modern day word processors are a lot more powerful! • They allow us to edit written documents and include images (and even sounds!).

9. Word Processors • Not only do they allow us to write professional documents they also allow us to: • Produce mail merged letters • Produce promotional material • Flyers • Posters • Certificates • Produce basic flat file databases • Simple spread sheets • Simple diagrams • DFD diagrams • Websites • …

10. Spreadsheets • Designed to modernise book-keeping systems. • Mainly used for the processing of numbers for example, payroll and account systems.

11. Spreadsheets • Many successful databases have been created using spreadsheet applications. • This is because you can manipulate data in both rows and columns using features such as sort and some functions as simple as SUM() and AVERAGE(). • You can search for data in any row or column and organise them in any order that you want.

12. Spreadsheets • Spreadsheets are also used for modelling events and situations. • Life is based on “What If” questions which spreadsheets have helped solve. • Businesses have relied on these models to help them predict future events.

13. Databases • Aimed towards data processing, usually involving records. • Databases have revolutionised the way businesses work and are largely accepted as being the backbone of modern society. • They are incredible powerful allowing reorganisation of data to take place in a mater of micro-seconds. • Imagine what life used to be like when all records where stored on paper based systems. Sorting records took hours, days and sometimes even years (depending on the number of records kept of course!)

14. Databases • They allow us to perform some of the following: • Store similar records in tables. • Create user friendly user input forms. • Provision of validation rules to prevent bad data being entered into a system. • Ability to recognise records quickly. • Ability to search for records which meet any complex criteria. • Ability to produce professional looking reports. • Ability to merge with other software applications including word processors, spreadsheets and web applications.

15. DTP • Many word processors have features of DTP. • DTP applications, however, have a much more specialised array of tools at it’s disposal. • These allow users to manipulate text, images and layouts more easily and freely. • They are typically used for posters, certificates, newspapers and magazines.

16. DTP • They have potentially given anyone with DTP software the ability to produce high quality documents. • This has saved small companies large amounts of money as they can develop promotional material in-house rather than calling out expert advertising companies.

17. DTP • They have also become so powerful that they have allowed novice website designers to dabble in the field! • Simple documents and WYSIWYG have allowed people of all ages, and all experiences, to create websites either for a hobby or for their own gain.

18. Presentation software • These were designed to modernise the old way of presenting. • Simple OHPs and Blackboards are no longer required…(or are they?) • They brought about a new way of presenting information to people.

19. Presentation software • You can combine text, images, sound, animations, movie clips, special effects and scanned images into one powerful multimedia presentation. • Templates increase production times. • Presentations can be interactive. • Variations can be produced quickly. • Can be sent all over the world electronically. • Can import text from another application.

20. Presentation software • Problems that may be faced: • Initial training in using the new software. • Software and hardware can be costly to begin with. • Hardware/software problems before or during the presentation. • Are there any back ups in place? • Is there a technician on hand? • Perhaps the use of OHP can be useful if needed?

21. Drawing software • Used to produce drawings and diagrams. • Files can be saved to be used in various situations: • Websites • DTP • Presentations • Games

22. Drawing software • Allows ideas to be quickly viewed and modified. • Allows archiving for later use. • Engineers used to have to produce really large drawings which used to take up whole rooms. • Computers have meant that this is no longer the case.

23. Questions • For each of the following scenarios, suggest appropriate generic software, justifying your selection in detail. • A secretary for a company where there are 3 employees. • An accountant for a small firm. • A student who is taking their laptop off to university with them later in the year. • An engineer responsible for designing new products. • A double-glazing salesman who visits customers in their home to quote them for double-glazing.

24. Questions • “Generic computer applications have provided the masses with new opportunities”. • Write a couple of paragraphs in support of this statement, using examples to justify your points.

25. When is generic software not appropriate? • When new technologies are developed some generic applications are not compatible with them. • For example, mobile phones could not have used MS Word to store address books and make calls. • Specialist software had to be created for this new technology.

26. When is generic software not appropriate? • Some software is written as a one off. • Software that controls how a specialist satellite works will be created for that one satellite. • Generic software would not be suitable.

27. When is generic software not appropriate? • When new technologies are developed some generic applications are not compatible with them. • For example, mobile phones could not have used MS Word to store address books and make calls. • Specialist software had to be created for this new technology.

28. When is generic software not appropriate? • Sometimes we need to adapt generic software to meet our needs. • For example, if we were to transfer data from one database to another then specialist software may be needed to format the data so that it will be accepted into the new database.

29. Generic vs Specialist • When a Systems Analyst and customer need to decide on a system they will need to consider: • Does the system require any additional features than can not be met by a generic application? • For example, if a company needs a database, will a new database need to be commissioned using Pascal, VB or Java or will a generic application, such as MS Access, suffice?

30. Comparing the types • A developer can sell your custom-software to other companies once they have written it, unless you pay a large amount for sole access. • Custom-built software will be developed to do exactly the jobs that a company need from it. It will be designed for the company’s workers in mind. • Custom-built software can be designed to integrate with current technologies within the company. • Simply put, a generic application may not exist that can perform all the tasks that a company requires.

31. Comparing the types • Generic software can be bought immediately. There is no need to wait for the product to be built. • Writing new software can take many man hours which will add to the total cost of the system implementation. • Generic applications tend to be used by lots of people, thus it has developed over time and is well supported. • You can easily seek advice on generic applications from sources such as the internet or other users of the software. • If a company writes some software you could expect them to support it. However, this could also mean additional costs as the developers can charge a lot of money for this service.

32. Questions • What is meant by: • A generic piece of software? • An application? • A custom-built (or bespoke) piece of software? • Draw a table that summaries the advantages and disadvantages of generic applications over bespoke applications. • Explain what is meant by software maintenance. • Draw a table that summarises the advantages and disadvantages of bespoke applications over generic applications.