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basic information-processing requirements small-enterprise information system problems fact finding and diagnosis feasib

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

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basic information-processing requirements small-enterprise information system problems fact finding and diagnosis feasib

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

  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 2

  3. Perspective is Everything Project Management Perspective

  4. Basic Information-Processing Requirements Information must be: • Relevant • Accurate • Timely • Usable • Affordable • Adaptable • Accessible Reference Figure 2-1: Basic Information Processing Requirements 4

  5. Figure 2-2: Symptom, Problem, Solution Summary (1/3) 5

  6. Figure 2-2: Symptom, Problem, Solution Summary (2/3) 6

  7. Figure 2-2: Symptom, Problem, Solution Summary (3/3) 7

  8. Small-Enterprise Information System Problems 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 8

  9. Small-Enterprise Information System Problems Common information system deficiencies: • Source data input inefficiencies • Breakdowns in subsystem integration 9

  10. Fact-Finding and Diagnosis 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 10

  11. TECHNOTE 2-1 Fact-Finding Interviews, Questionnaires, and Observations (1/3) Interview Techniques: Schedule your interview meetings Provide advance information on interview content Prepare questions in advance Document the results 11

  12. TECHNOTE 2-1 Fact-Finding Interviews, Questionnaires, and Observations (2/3) Questionnaire Techniques: Tailor questionnaire to the audience Limit the number of questions Questions should require short answers Conduct a trial test of the questionnaire 12

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

  14. 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 Reference Figure 2-5: Request for System Services 14

  15. Feasibility Analysis 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 15

  16. Feasibility Analysis 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 16

  17. TECHNOTE 2-2 Documentation and Deliverables 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. 17

  18. Feasibility Analysis The project contract consists of: • Problem Summary • Scope • Constraints • Objectives Reference Figure 2-7: The Initial Project Contract 18

  19. 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 Reference Figure 2-8: Cornucopia Initial Problem Statement 19

  20. We found nothing that alters the four specific problem areas identified in your initial request. Figure 2-9: Cornucopia Feasibility Report 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 … 20

  21. Summary: … improve in four areas: 1. Customer record keeping 2. Product reordering 3. Customer communications 4. Sales trend analysis Figure 2-10: Cornucopia Project Contract (1/2) Scope: … Include a point-of-sale inventory system … Include a Web site 21

  22. Constraints: Cost: not to exceed $10,000 Delivery Date: within four months Other: training, master file creation Figure 2-10: Cornucopia Project Contract (2/2) 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% 22

  23. Chapter Summary (1/2) • 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 23

  24. Chapter Summary (2/2) • 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 24

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