Transcript Course Outline

Deploying IT resources
(MIS 533)
MBS in Management Information Systems and
Managerial Accounting Systems
(2006 / 2007)
Fergal Carton
Business Information Systems
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
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This week
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More system design examples
Tutorials narratives
Homework: categorise information related to Boole 6 and its contents
Last system design examples
Requirements discovery
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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
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More systems design examples
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Golf club membership system
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Prescriptions management for Pharmacy
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GUI # not always asked for (eg. renewal request refers to name)
Reductions for husband & wife members
Alphabetic listing of members for renewal
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
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Doctor’s address should be entered
Ethical vs. control issues for pharmacist
Electronic prescription uncompetitive
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Homework: Boole 6
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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, …)
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Homework: uses of LL6 info?
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Attendance tracking
Capacity utilisation
Cost and yield
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Real time?
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Homework: LL6 overview
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Visio narratives
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Grocery Store
ATM
Budget monitoring
RyanAir ticket purchase
Purchase request and payment
UCC travel requisition
Film festival
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Drugs payment, welfare & health care
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One PPS number (=DPS)
Prescriptions recorded in detail
Link to welfare payments or entitlements?
Link to treatment in hospital
National coverage required
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Visio & database manuals
• Katie Dineen
– Room 3818 ORB
– By end of week
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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
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Fact finding techniques
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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)
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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)
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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
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Why is identifying requirements
important?
• Budget Monitoring : 3 different views
Management
interpretation
IT
interpretation
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User
interpretation
Criteria for defining system
requirements
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Consistent
Complete
Feasible
Required
Accurate
Traceable
Verifiable
not conflicting or ambiguous
all possible system inputs and repsonses
can be met with available resources & constraints
truly needed and fulfill purpose
stated correctly
directly map to system functions
can be demonstrated during testing
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Impact if requirements are
wrong?
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Cost
Delay
Dissatisfaction leading to mis-use or dis-use
High maintenance / enhancement costs
Unreliability / down-time
Reputation of IT suffers
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Building a model
• Process Flow
• Data Flow Diagram
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Processes
Data Flow
Data store
Entities
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Example : www.RyanAir.com
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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)
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Process flow
Passenger
Flight information enquiry
Reservation
Payment
Ticket issued
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Context diagram
Flight reservation
Passengers
Seat availability
Flight Operations
Payment
Reservations
Reservation #
Flight Schedule
On-line
reservation
system
€
Accounts
Seat prices
Timetable
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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
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All data flows begin and/or end at a process
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A process is needed to exchange
data flows between external entities
A process is needed to update (or
use) a data store
A process is needed to present data
from a data store
A process is needed to move data
from a data store to another
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DFD’s: logical data flows
• Although data flows can be implemented in many ways :
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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
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Data flow names should be :
• Singular (eg. order instead of orders)
Not to imply
physical batches
• Unique
– use adjectives / adverbs to describe how processing has
changed a data flow
Order
Process
Order
Order
X
Order
Process
Order
New
Order
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Data flow names : example
Customer
Order
Process
Order
Order
Order
Process
Order
New
Order
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Example : Budget monitoring case
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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
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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?
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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
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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
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Example : Budget monitoring case
• What sort of output would you provide?
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Requirements report
Questionannaires
Functional Decomposition
Data Flow Diagrams
ERD
Etc.
• How would you validate requirements?
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JRP
Prototype
Approving Requirements report
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Make spending request
Budget is checked
[Request > Budget]
Request rejected
[Request < Budget]
Create Purchase Order
GRN matched with PO
3 way match GRN / PO / Invoice
Invoice payment
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Make spending request
Budget is checked
[Request > Budget]
Request rejected
[Request < Budget]
Create Purchase Order
GRN matched with PO
Invoice received
3 way match GRN / PO / Invoice
[No discrepancy]
[Invoice on hold]
Invoice payment
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Budget monitoring case
Make Spending Request
Department
Send Managements Response
Send Delivery Advice
Check Budget
Budget
Monitoring
System
Special Request Made
Respond To Special Request
Provide Spending Summaries
Supply
Delivery
Advice
Suppliers
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Management