Please enable JavaScript.
Coggle requires JavaScript to display documents.
CHAPTER 2: SYSTEM PLANNING - Coggle Diagram
CHAPTER 2: SYSTEM PLANNING
Slide 4-7
slide 6 (erika)
Planning the Preliminary Investigation
Step 1: Understand the problem or opportunity.
Step 2: Define the project scope and constraints
Step 3: Perform fact-finding.
Analyze Organization Charts
Conduct Interviews
Review Documentation
Observe Operations
Conduct a User Survey
Slide 7 (Gibson)
Step 4:
Analyze project usability,cost,benefit and schedule data
Step 5:
Evaluate feasibility
-Operational
-Technical
-Economic
-Schedule
Step 6
: Present result and recommendations to management
JAZRIN (SLIDE 4)
What is Preliminary Investigation?
A brief study of the problem to determine whether the project should be pursued.
It also called the feasibility study or system survey
involves working with the users.
The end produce of the preliminary investigation is a report to management.
ARIF (SLIDE 5)
Planning the Preliminary Investigation
understand the problem or opportunity
define the project scope and constraints
perform fact finding
analyse project usability, cost, benefit and schedule data
evaluate feasibility
present results and recommendations to managements
Slide 8-17
Slide 15 - Mauldorna
Constraint:
Requirement or condition where the system must satisfy
an outcome that the system must achieve
can involve:
hardware
software
time
policy
law
cost
Slide 16 - Abdullah
(Constraint) For example
The system must operate with existing hardware, that is a constraint that affects potential solutions.
The order entry system must accept
input from 15 remote sites
The human resources information system must produce statistics on hiring practices
The new Web site must be
operational by March 1
Slide 17(Syazwan)
Define the project scope and constraints
Notice that each constraint has three characteristics
indicated by its position in the figure and by the symbol that represents the constraint
slide 8 ( catherine)
Step 1: Understand the Problem or Opportunity
Systems analysts might need to develop a business profile that describes business processes and functions.
A popular technique for investigating causes and effects is called a fishbone diagram, or Ishikawa
diagram.
Slide 9 (Dominic)
Fishbone Diagram
is visualization tool for categorizing the potential causes of a problem in order to identify its root causes.
Fishbone diagram is useful in brainstorming session to focus conversation. After the group has brainstormed all the possible causes for a problem, facilitator helps the group to rate the potential causes according to their level of importance and diagram a hierarchy.
Slide 13 (Shahrul)
Define the Project Scope and Constraints
A constraint, in project management, is any restriction that defines a project's limitations; the scope, for example, is the limit of what the project is expected to accomplish.
Slide 14 (Wardina)
Helpful way to define project scope :
must do
should do
could do
won't do
Slide 10(Anding)
Fishbone diagram
A fishbone diagram, also called
– a cause and effect diagram or Ishikawa diagram, is a visualization tool for categorizing the potential causes of a problem in order to identify its root causes.
Slide 11 ( Wan)
Fishbone Diagram(create)
Create Head ( list the problem or issue to be studied.)
Create Backbone for fish
Create arrows to the spine (Indentify at least four "causes" that contribute to the problem.
Brainstorm around each "causes" to document those thing that contributed to the cause..
Continue breaking down each cause until the root causes have been indetified.
Slide 12 (Athirah)
Here is an example of the start of a fishbone diagram that shows sample categories to consider, along with some sample causes.
As this example illustrates, there can be more than one root cause.
Once we have identified root causes and contributing factors, it will then need to address each root cause
and contributing factor as appropriate
Slide 18-29
Slide 24 (Dominic)
Analyze The Data
System analysts use many technique to locate the source of a problem.
Pareto chart: used for visualizing issue that need attention. The bars, which represent carious causes problem, are arranged in descending order, so the team can focus on the most important causes.
slide 21(erika)
CONDUCT INTERVIEWS
obtaining information during the preliminary investigation is the interview.
process involves a series of steps
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.
Slide 22 (Gibson)
Review Documentation
Although interviews are an excellent way to get knowledge, you should also look at the current system documentation.
Since this documentation may be out of current, you should verify with users to ensure that you are obtaining correct and full information.
slide 23 (catherine)
OBSERVE OPERATIONS
You might choose
to trace or follow the actual paths
taken by input source documents
or output reports.
In addition to observe
operations, you might want to sample the inputs or outputs of the
system.
Slide 18 (Haziq)
The objective of fact-finding is to gather data about project usability, costs, benefits and schedules
Depending on the investigation, fact-finding may take from several hours to days or weeks.
For example, a simple change in format in terms of documentation may take a simple email or phone call. Though, in some cases like an internal audit may take several days to conduct interviews and observations.
SLIDE 19 (JAZRIN)
Fact-finding Techniques:
Analyze organization charts
Conduct interviews
Review current documentation
Observe operations
Carry out a user survey
ARIF (SLIDE 20)
Perform Fact-Finding
ANALYZE ORGANIZATION CHARTS
You should obtain organization charts to understand how the department functions and identify individuals you might want to interview.
Organization charts often can be obtained from thecompany’s human resources department.
When organization charts are available, you should verify their accuracy.
If such charts are unavailable, you should obtain the necessary information directly from department personnel, and then construct your own charts.
Slide 25(Anding)
Step 4:
Analyze Project Usability, Cost, Benefit, and Schedule Data
During fact-finding, you gathered data about the project’s predicted costs, anticipated benefits, and schedule issues that could affect implementation.
Slide 28(Shahrul)
Analyze the data
the process of systematically applying statistical and/or logical techniques to describe and illustrate, condense and recap, and evaluate data.
Slide 26 (Wan)
Type Of Analysis
(
Conducted interview or used Survey
) - Tabulate the data to make it easier to understand
(
Observed current operation
) - Review the result and Highlight key fact
(
Gathering the cost and benefit data
) - Prepare financial analysis and impact statement Using spreadsheets.
slide 27 (athirah)
ANALYZE THE DATA
uses many techniques to locate the problem.
might use the Pareto chart to learn more about the causes of the inventory system problems.
Example : the Pareto chart (vertical bar graph) is a widely used tool for visualizing issues.
Slide 30-31
Step 5 (Evaluate Feasibility)
Slide 30-Mauldorna
Four feasibilities
Operational
Review :
user needs
requirements
expectations
system :
be used effectively
Technical
hardware, software & network
resources required :
develop system
install system
operate system
Economic
Assess the economic feasibility
financial analysis tool could be used
Schedule
Stakeholder expectations:
acceptable timing
completion dates
Compromises between project’s
schedule and cost
Step 6
(Present Results and Recommendations to Management)
Slide 31- Abdullah
The final task in the preliminary investigation is to prepare a report to management, and possibly deliver a presentation.
The report includes:
An estimate of costs and benefits
An evaluation of the systems request
A case for action
Which is a
summary
of
the project request
and a
specific recommendation.
The format report
varies
from
one company to another
