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28/10/2011 planning designing implementation and testing www.company.com remember the construction of a new information system follows five stages each of these stages are linked and form the development process of the new system the stages · · · · · understanding the problem planning designing implementing testing evaluating and maintaining www.company.com 1

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28/10/2011 understanding the problem whilst the design as you go approach may work on small or very simple projects it can be a disaster for more complicated projects in order to overcome this problem a methodical and structured process is needed www.company.com understanding the problem the first stage of the process understanding the purpose and identifying changes that may be made to an existing system · · identify and communicate with participants in the current system suggest the use of a requirements prototype to clarify participants understanding www.company.com 2

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28/10/2011 understanding the problem 1 describe the advantages of using gantt charts 2 make yourself a template for a gantt chart using a spreadsheet 3 use your template to draw up gantt charts for some simple tasks you individually do such as getting ready for school in doing this it is not much of a team task but it will get you used to doing gantt charts 4 imagine you are an event organiser for the entertainment centre a famous band is coming and it is your job to manage the event there are five people in your team you must try to ensure that no one is waiting for others as far as possible equitably divide up the tasks you have six weeks to prepare and need to create a gantt chart to cover the following posters and advertising design art work printing and distribution ticketing pricing printing sales lighting and sound shown on 17 oct 2011 www.company.com planning the second stage involves the conducting of feasibility studies economic technical and operational the nature of the problem is clearly described in a report and recommendations are made to management as to whether the proposed solution is practicable a project plan is developed www.company.com 3

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28/10/2011 planning a project plan is a summary of a project that specifies who what how and when it clarifies what needs to be done and helps people to understand how they fit into the project a project plan breaks the project into major tasks called subprojects the start of a project plan is the problem definition all the subsequent steps come from the problem definition www.company.com planning a project plan 1.is a summary of a project specifying who what how and when 2.clarifies what needs to be done helps people understand how they fit into the project 3.provides overall schedule details of subprojects and a schedule for each subproject 4.identifies people information technology and data/information required by the system 5.helps to deliver a system on time and minimise the effect of unanticipated problems www.company.com 4

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28/10/2011 planning a project plan is essential to equitably divide the work up to ensure that work is completed efficiently to ensure that everyone in the team understands what their role is and how it fits in and to ensure that there is not an undue delay while one section of the team waits for another section to complete their work · · a project plan organises the project by specifying who what how and when it includes gantt charts scheduling of tasks journal and diary entries a funding management plan and a communication management plan www.company.com planning · the project leader starts by breaking down the development of a new system into smaller tasks · they identify all the tasks an estimate for the cost of each task and a schedule for each task · project leaders use information management software and project management software to construct and manage a project plan www.company.com 5

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28/10/2011 planning scheduling refers to the timing of major tasks and who will do the work accurate time estimates for each task need to be made if the project is to be successful during the making decisions phase of a project a feasibility study is carried out · feasibility studies analyse potential solutions in terms of known constraints · technical feasibility determines if the required information technology available · economic feasibility compares the costs of development with expected benefits · organisational feasibility determines if the new system will be accepted and support the goals of the organisation · schedule feasibility determines if adequate time is available to implement the new system www.company.com planning a project plan must provide an overall schedule for the project and a schedule for each subproject the roles of participants information technology and data/information required by the system must be identified projects that do not run to schedule can incur significant increases in costs a useful tool for scheduling is a gantt chart www.company.com 6

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28/10/2011 planning gantt charts gantt charts are a visual aid in the management of a project it graphically shows the start and finish dates of all aspects of a project this means that it is easy to see where there are hold ups and how each team s work fits into the overall picture once a project plan is created it is a reasonably easy job to then create a gantt chart www.company.com planning ­ gantt chart www.company.com 7

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28/10/2011 designing this third stage involves the documentation of the development of a solution to the new system a prototype may be used to help clarify the solution to the participant system design tools can also be used to explain the solution for example context diagrams data flow diagrams decision trees decision tables data dictionaries storyboards www.company.com designing information systems should be designed to take into account the strengths and weaknesses of both people and machine www.company.com 8

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28/10/2011 designing machine-centred systems are designed to simplify what the computer must do at the expense of participants they assume people will follow confusing procedures and illogical user manuals human-centred systems are those that make participants work as effective and satisfying as possible the allow people to do their work without wasting time and effort struggling with the information technology describes a tool that people find easy to use userfriendly information systems are more productive as participants do not waste time and effort dealing with the system user-friendly www.company.com designing design tools · design tools assist in the development of a new system context diagrams · context diagrams are used to represent entire information systems the system is shown as a single process along with the inputs and outputs external entities to the system the external entities are connected to the single process by data flow arrows processes are represented by circles entities by boxes and data flow by arrows www.company.com 9

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28/10/2011 designing symbols for diagrams www.company.com designing context diagrams www.company.com 10

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28/10/2011 designing data flow diagrams a data flow diagram is an expansion of a context diagram dfds represent the information system as a number of processes that together form the single process in a context diagram the focus is on the flow of data between information processes in the system dfds show where data is collected organised analysed stored processed transmitted and displayed they provide a simple technique for visualising the movement of data and describing what participants do rather than what the computers do data flow diagrams share the same symbols as context diagrams but have an extra one an open ended box for data storage www.company.com designing data flow diagrams www.company.com 11

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28/10/2011 designing decision trees decision trees are a diagrammatic way of representing all possible combinations of decisions and their resulting actions it represents the decisions made within a system as the branches of a tree for every condition there is an action outcome www.company.com designing decision trees www.company.com 12

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28/10/2011 designing decision tables decision tables represent all possible conditions and the actions that will result it indicates the alternatives for different conditions and actions based on the rules www.company.com designing decision tables www.company.com 13

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28/10/2011 designing data dictionaries a data dictionary is a description of the fields and data stored within the system from the dictionary it is possible to determine the name used to reference the data the type of data stored the length of the field the application program and an example of data being stored in the system data dictionaries can also be used to calculate the storage required for each record this forms part of the documentation for the system www.company.com designing data dictionaries www.company.com 14

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28/10/2011 designing storyboards a storyboard may be generated from a media presentation or created prior to the development of the presentation as a plan storyboards consist of a series of frames each representing a different action or screen image a storyboard may be hand drawn or computer generated below is an example of a storyboard generated from a slide show presentation www.company.com designing storyboards www.company.com 15

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