Transcript Systems Analysis Project Deliverable 1 Project Statement of Work Outline

INFORMATION SYSTEMS @ X
Systems Analysis Project
Deliverable 1
Project Statement of Work
Outline
INFO415: Systems Analysis
INFORMATION SYSTEMS @ X
Term Project – Deliverable Overview
 This presentation outlines:


Term project deliverable 1, due October 11.
Process for getting started and for gathering input for the
deliverable
INFO415: Systems Analysis
INFORMATION SYSTEMS @ X
Overview
 Deliverable 1 will be a ‘Statement of Work’ (the first
major deliverable document on a project). The
document will contain the following elements:


Project Background
Project Scope
 In addition to the above, you will hand in the meeting
agendas you created and notes from meetings. These
will be included as Appendix A of your document.
INFO415: Systems Analysis
INFORMATION SYSTEMS @ X
Deliverable
 Statement of Work Document




A Word document
approximately 8 - 10 pages
11 point Arial font
Double spaced – 1.25 inch margin top and bottom. 1 inch left
and right.
 Meeting Agenda(s)
 Meeting notes
INFO415: Systems Analysis
INFORMATION SYSTEMS @ X
Good Document Layout
 Cover page
 TOC (Table of Contents) page
 Introduction to document (what you are going to
tell them)
 Section headings/subheadings
 Introduction should start on page 1!
INFO415: Systems Analysis
INFORMATION SYSTEMS @ X
Grading
 Document structure and grammar
(20%)
•
•
•
•
Cover page
Section headings
Is there an introduction to the document
Is there:
>
>
>
>
Active tense
Good sentence structure, grammar and punctuation
Clarity
Lack of repetition
 Content (80%)
•
•
•
Background (45%)
Scope (45%)
Agendas and notes (10%)
INFO415: Systems Analysis
INFORMATION SYSTEMS @ X
Project Background
 The project background section of the document will
describe:



The organization you will be working for
Your sponsor, and an overview of the sponsor’s organization (if
possible)
A high-level description of problem/opportunity area you will
address during the project.
INFO415: Systems Analysis
INFORMATION SYSTEMS @ X
Background: Organization
 Provide:

Brief history
Business they are in – what do they do
Revenue, number of employees, any other measure of size

Should be ½ page – 1 page


INFO415: Systems Analysis
INFORMATION SYSTEMS @ X
Background: Sponsor
 Provide an overview of the responsibilities of your
sponsor

Who does he/she work for
What area of the organization does he/she manage
Who works with/for the sponsor
Provide an organization chart, if available (optional, but useful)

½ - 1 page



INFO415: Systems Analysis
INFORMATION SYSTEMS @ X
Background: Problem/Opportunity Area
 Provide a high-level overview of the area to be studied.
Note that you should focus on the business problems,
not technical issues. For example:


Yes: we will examine difficulties the organization is facing in
responding to customer information requests in a timely manner
No: We will examine ways to improve website response time which
today exceeds 10 seconds per transaction
INFO415: Systems Analysis
INFORMATION SYSTEMS @ X
Background: Problem/Opportunity Area
 Your document should include:



Overview of problem/opportunity your sponsor would like you
to look at (again, business not technical)
Overview of business units and major processes you need to
analyze
High level overview of any relevant information system in
place. This need only be at a very high level and include:
>
>
>
>

Hardware platform
Operating System
Database Management System (DBMS)
Software package name(s) or if developed in house. If developed in-house, development tools used (Java,
etc.)
1 – 2 pages
INFO415: Systems Analysis
INFORMATION SYSTEMS @ X
Scope: Problem/Opportunity Drill Down
 Based on the high-level problem opportunity area, drill
down to identify specific problems and opportunities
 Use the following matrix to do drill down
 List a minimum of three problems/opportunities (more
would be good)
Brief Statement of Problem or
Opportunity
INFO415: Systems Analysis
Brief statement of impact
Priority
Benefits in the problem were solved (costs
avoided, revenues enhanced, customer
satisfaction increased)
INFORMATION SYSTEMS @ X
Scope: Problem/Opportunity Drill Down
Brief statement of
problem,
opportunity,
directive
Brief statement
of impact
Priority
Anticipated Benefits (costs
avoided, revenues enhanced,
customer satisfaction
increased)
Staff is unaware of
what books they have
in terms of (author,
titles and quantity)
Time consuming
process to
determine if they
have a particular
book. Cannot
respond to
customer inquiries
in a timely
manner.
1
Increase In customer satisfaction
leading to increased revenues.
More efficient use of employee’s
work hours.
More knowledgeable purchases by
organization. (i.e. don’t purchase a
book if you already have multiple
copies), this leads to cost savings.
Cannot keep track of
daily sales and
purchases
Staff coming in on
the next shift has
to walk around the
store and look for
any new books or
notice any books
that have been
sold. (Nearly
impossible).
2
Less frustration for staff and
customers.
Staff could determine what the best
sellers are and place those books
strategically within the store for
marketing purposes.
Having books in strategic location
may increase sales thereby
increasing revenues.
INFO415: Systems Analysis
INFORMATION SYSTEMS @ X
Scope: Problem/Opportunity Drill Down
Store owner has to
do manual
accounting
Could be error in
calculation,
missed and
redundant data
3
Store owner could focus less on
accounting and more on other
aspects of the organization (e.g.
marketing the books).
Customers tend to
move books around
the store rather than
placing them back in
the proper location
Staff cannot find
books because
they are not
where they are
supposed to be
Not
within
scope
If books were not moved around,
staff could find certain books
more easily, resulting in better
customer service.
Too many books in
inventory. Books are
piled on the floor.
Difficult for a
customer to
make a selection
because the
number of books
is overwhelming.
Difficult for
employees to
find a book.
4
Reducing the number of books
could make locating and
selecting books easier. Books
not sold after a certain time
could be removed and replaced
by better selling books. Books
that are not selling represent an
opportunity cost for Bookends.
INFO415: Systems Analysis
INFORMATION SYSTEMS @ X
Project Scope: System Capabilities
 This section puts the boundaries around your project.
Provide:



Specify, at a high level, what the system will need to do to address the
problem area.
Specify what the system WILL NOT DO, if appropriate (in order to ensure
that the ‘boundaries’ of the proposed system are clear.
Draw a context diagram for your proposed system
> Major data inputs
> Major information outputs

1 – 1 ½ pages
INFO415: Systems Analysis
INFORMATION SYSTEMS @ X
Context Diagram for Customer Support
INFO415: Systems Analysis
INFORMATION SYSTEMS @ X
Recommended Process
 Contact organizations, find a sponsor – have initial
conversation (in person is best, phone if necessary).


Explain who you are
Looking to determine if organization currently has any business
problems that might be solved by modifying existing information
systems or implementing new systems
 Discuss project with instructor
INFO415: Systems Analysis
INFORMATION SYSTEMS @ X
Recommended Process
 Set up a face to face meeting with the sponsor – suggest 1
hour to start.
 Prepare an agenda and a set of questions (this guide should
help you)
 Send the questions to the sponsor well in advance of the
meeting
 Use the agenda and questions to guide the meeting
 One team member should run the meeting, the others should
document (scribe).
 Once first meeting is completed and you have analyzed the
results, determine if you need another meeting to gather
required information
 If so, follow the meeting process steps outlined above
INFO415: Systems Analysis
INFORMATION SYSTEMS @ X
To Do
 Someone from each group – email me to tell me
who group members are and your sponsor’s
contact information (name, organization and phone
number).
 Contact your sponsor regularly (every couple of
weeks at least) to give them a status update.
 Even if you don’t feel you need input from sponsor
to complete your statement of work, make sure you
walk them through it.
INFO415: Systems Analysis