management information system chapter 12 gtu mba

7/31/2019 Management Information System Chapter 12 GTU MBA

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Suppose the chief executive ofthe company where you work

asks you to find a Web-enabledway to get information to andfrom the salespeople in yourcompany. How would you start?

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Developing Business/IT Solutions


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Learning ObjectivesUse the systems development process

outlinedin this chapter and the model of IScomponents from Chapter 1 as problem-solving frameworks to help you proposeinformation systems solutions to simplebusiness problems

Describe and give examples to illustratehow you might use each of the steps of theinformation systems development cycle to

develop and implement a businessinformation s stem 12-3


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Learning ObjectivesExplain how prototyping can be used as an

effective technique to improve the processof systems development for end users andIS specialists

Understand the basics of project managementand their importance to a successful system

development effortIdentify the activities involved in the

implementation of new information systems

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Learning ObjectivesCompare and contrast the four basic system

conversation strategies

Describe several evaluation factors thatshould be considered in evaluating theacquisition of hardware, software, and ISservices

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IS DevelopmentWhen the systems approach is applied to

the development of an information systemssolution to business problems, it is calledinformation systems development orapplication development

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The Systems ApproachA problem solving technique that uses a systemsorientation to define problems and opportunitiesand develop appropriate and feasible solutions

Analyzing a problem and formulating a solutioninvolves these interrelated activities:Recognize and define a problem or opportunity

using systems thinking

Develop and evaluate alternative system

solutionsSelect the solution that best meets your

requirements

Design the selected system solution

Implement and evaluate the success of thesystem 12-7


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What is Systems

Thinking?Seeing the forest and the trees in any

situation

Seeing interrelationships among systemsrather than linear cause-and-effect chains

Seeingprocesses of change among systemsrather than discrete snapshots of change

See the system in any situation

Find the input, processing, output, feedbackand control components

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Systems Thinking

Example

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Systems Analysis and

DesignSA&D is the overall process by which

information systems are designed andimplemented

Includes identification of business problems

Two most common approaches

Object-oriented analysis and design

Life cycle

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Systems Development

Lifecycle (SDLC)

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Systems Development

ProcessSystems Investigation

The first step in the systems development

processMay involve consideration of proposals

generated by a business/IT planning process

Also includes the preliminary feasibility study

of proposed information system solutions

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Systems Development

ProcessFeasibility Studies: a preliminary study to

determine the

Information needs of prospective usersResource requirements

Costs

Benefits

Feasibility

In some cases, a feasibility study isunnecessary

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Operational FeasibilityHow well the proposed system will

Support the business priorities of the

organizationSolve the identified problem

Fit with the existing organizational structure

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Economic FeasibilityAn assessment of

Cost savings

Increased revenueDecreased investment requirements

Increased profits

Cost/benefit analysis

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Technical FeasibilityDetermine the following can meet the needs

of a proposed system and can be acquired ordeveloped in the required time

Hardware

Software

Network

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Human Factors FeasibilityAssess the acceptance level of

Employees

CustomersSuppliers

Management support

Determine the right people for the variousnew or revised roles

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Legal/Political FeasibilityAssess

Possible patent or copyright violations

Software licensing for developer side onlyGovernmental restrictions

Changes to existing reporting structure

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Systems AnalysisAn in-depth study of end user information

needs

It produces the functional requirements used asthe basis for the design of an information system

It typically involves a detailed study of the

Information needs of a company and end users

Activities, resources, and products of one ormore of the information systems currently beingused

Information system capabilities required to meetthe information needs of business stakeholders 12-19


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Organizational AnalysisStudy of the organization, including

Management structure

PeopleBusiness activities

Environmental systems

Current information systems Input, processing, output, storage, and control

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Analysis of the Present

SystemBefore designing a new system, it is

importantto study the system to be improved orreplaced

Hardware and software

Network

People resources used to convert dataresources into information products

System activities of input, processing,output, storage, and control

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Logical AnalysisA logical model is a blueprint of the current

system

It displays what the current system does,without regard to how it does it

It allows an analyst to understand the processes,functions, and data associated with a system

without getting bogged down with hardwareand software

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Functional RequirementsThis step of systems analysis is one of the

most difficult

Determine what type of information eachbusiness activity requires

Try to determine the information processingcapabilities required for each system activity

The goal is to identify what should be done,not how to do it

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Examples of Functional

RequirementsUser Interface: automatic entry of product

data and easy-to-use data entry screens forWeb customers

Processing: fast, automatic calculation ofsales totals and shipping costs

Storage: fast retrieval and update of data

from product, pricing, and customerdatabases

Control: signals for data entry errors andquick e-mail confirmation for customers

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Systems DesignSystems design focuses on three areas

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PrototypingPrototyping is the rapid development and

testing of working models

An interactive, iterative process used duringthe design phase

Makes development faster and easier, especiallywhen end user requirements are hard to define

Has enlarged the role of business stakeholders

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Prototyping Life Cycle

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User Interface DesignFocuses on supporting the interactions

between end users and their computer-basedapplications

Designers concentrate on the design ofattractive and efficient forms of user input andoutput

Frequently a prototyping processProduces detailed design specifications for

information products, such as display screens

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Checklist for Corporate

WebsitesRemember the customer

Aesthetics

Broadband contentEasy to navigate

Searchability

Incompatibilities

Registration forms

Dead links

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System SpecificationsFormalizing the design of

User interface methods and products

Database structuresProcessing procedures

Control procedures

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xamp es o ys emSpecifications

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User interfacespecifications

Use personalized screens that welcome repeat Webcustomers and that make product recommendations

Databasespecifications

Develop databases that use object/relational databasemanagement software to organize access to all customerand inventory data and to multimedia product information

Softwarespecifications

Acquire an e-commerce software engine to process alle-commerce transactions with fast responses, i.e., retrievenecessary product data and compute all sales amounts inless than one second

Hardware

and networkspecifications

Install redundant networked Web servers and sufficient

high-bandwidth telecommunications lines to host thecompany e-commerce website

Personnelspecifications

Hire an e-commerce manager and specialists and awebmaster and Web designer to plan, develop, andmanage e-commerce operations


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End User DevelopmentIS professionals play a consulting role, while

uses do their own application development

A staff of user consultants may be availableto help with analysis, design, and installation

Other support

Application package training

Hardware and software advice

Help gaining access to organization databases

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Focus on IS ActivitiesEnd user development should focus on the

fundamental activities of an informationsystem

Input

Processing

Output

Storage

Control

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Focus of End User

Development

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Doing End User

Development

Application development capabilities built into

software packages make it easier for endusersto develop their own solutions

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Encouraging End User Web

DevelopmentLook for tools that make sense

Some are more powerful or costly than needed

Spur creativityConsider a competition among departments

Set some limits

Limit what parts of a web page or site canbe changed and who can do it

Give managers responsibility

Make them personally responsible for content

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Encouraging End User Web

DevelopmentMake users comfortable

Training will make users more confident

It can save the IT department the troubleof fixing problems later on

It can limit the need for continuous support

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Implementing New

SystemsThe systems implementation stage involves

Hardware and software acquisition

Software developmentTesting of programs and procedures

Conversion of data resources

Conversion alternativesEducation/training of end users and

specialists who will operate the new system

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Implementation Process

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Project ManagementThe skills and knowledge necessary to be

a good project manager will translate intovirtually any project environment

The people who have acquired themare sought after by most organizations

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What is a Project?Every project hasA set of activities with a clear beginning and endGoals

ObjectivesTasksLimitations or constraintsA series of steps or phases

Managing a project effectively requiresProcessToolsTechniques

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Sample Implementation

Process

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Phases of Project

ManagementThere are five phases in most projectsInitiating/Defining

PlanningExecuting

Controlling

Closing

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Initiating/Defining PhaseExample activitiesState the problem(s) and/or goal(s)

Identify the objectivesSecure resources

Explore the costs/benefits in the feasibility study

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Planning PhaseExample activitiesIdentify and sequence activities

Identify the critical pathEstimate the time and resources needed for

project completion

Write a detailed project plan

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Execution PhaseExample activitiesCommit resources to specific tasks

Add additional resources and/or personnelif necessary

Initiate work on the project

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Controlling PhaseExample activitiesEstablish reporting obligations

Create reporting toolsCompare actual progress with baseline

Initiate control interventions, if necessary

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Closing PhaseExample activitiesInstall all deliverables

Finalize all obligations and commitmentsMeet with stakeholders

Release project resources

Document the projectIssue a final report

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Evaluating Hardware,

Software, ServicesEstablish minimum physical and performancecharacteristics for all hardware and software

Formalize these requirements in an RFP/RFP

Send RFQ to appropriate vendors

Evaluate bids when received

All claims must be demonstrated

Obtain recommendations from other usersSearch independent sources for evaluations

Benchmark test programs and test data

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Hardware Evaluation

FactorsMajor evaluation factorsPerformance

Cost

ReliabilityCompatibility

Technology

Ergonomics

ConnectivityScalability

Software

Support

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Software Evaluation

FactorsHardware evaluation factors apply tosoftware, as do theseQuality

EfficiencyFlexibility

Security

Connectivity

Maintenance

Documentation

Hardware

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Software that is slow,hard to use, bug-filled,

or poorly documented

is not a good choice

at any price


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Evaluating IS ServicesExamples of IS servicesDeveloping a company website

Installation or conversion of hardware/softwareEmployee training

Hardware maintenance

System design and/or integrationContract programming

Consulting services

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IS Service Evaluation

FactorsIS evaluation factors includePerformance

Systems development

MaintenanceConversion

Training

Backup facilities and services

Accessibility to sales and supportBusiness position and financial strength

Hardware selection and compatibility

Software packages offered

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Other Implementation

ActivitiesThe keys to successful implementation of

a new business system

Testing

Data conversion

Documentation

Training

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System TestingSystem testing may involveTesting and debugging software

Testing website performanceTesting new hardware

Review of prototypes

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Data ConversionData conversion includesConverting data elements from the old database

to the new database

Correcting data errors

Filtering out unwanted data

Consolidating data from several databases

Organizing data into new data subsets

Improperly organized and formatted data is amajor cause of implementation failures

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DocumentationUser DocumentationSample data entry screens, forms, reports

System operating instructions

Systems Documentation

Method of communication among thosedeveloping, implementing, and maintaininga computer-based system

Detailed record of the system design

Extremely important when diagnosingproblems and making system changes

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TrainingEnd users must be trained to operate a newbusiness system or its implementation will fail

May involve only activities, such as data entry,

or all aspects of system useManagers and end users must understand how

the new technology impacts business operations

System training should be supplemented with

training related toHardware devices

Software packages

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Major System Conversion

Strategies

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Direct ConversionDirect conversionThe simplest conversion strategy

The most disruptive to the organization

Sometimes referred to as the slam dunk orcold-turkey strategy

May be the only viable solution in cases ofemergency implementation or if the old and

new system cannot coexistHas the highest risk of failure

Involves turning off the old system and turningon the new one

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Parallel ConversionOld and new systems are run simultaneouslyuntil everyone is satisfied thatThe new system functions correctly

The old system is no longer neededConversion to new system can be single

cutover or phased cutover

Has the lowest risk, but the highest costCan cost 4 times more than using the old system

Best choice where an automated system isreplacing a manual one

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Pilot ConversionScenarios best suited to a pilot conversionMultiple business locations

Geographically diverse locations

Advantages of single location conversion

Can select a location that best representsthe conditions across the organization

Less risky in terms of loss of time or delaysin processing

Can be evaluated and changed before furtherinstallations

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Phased ConversionA phased or gradual conversionTakes advantage of both the direct and parallel

approaches

Minimizes the risks involvedAllows the new system to be brought online

as logically ordered functional components

Disadvantages

Takes the most time

Created the most disruption to the organizationover time

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Post-Implementation

ActivitiesThe single most costly activityCorrecting errors or faults in the system

Improving system performanceAdapting the system to changes in the operating

or business environment

Requires more programmers than does

application development

May exist for years

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Systems MaintenanceThere are four basic categories of systemmaintenance

Corrective: fix bugs and logical errors

Adaptive: add new functionality

Perfective: improve performance

Preventive: reduce chances of failure

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Post-Implementation

ReviewEnsures that the newly implemented systemmeets the established business objectives

Errors must be corrected by the maintenanceprocess

Includes a periodic review/audit of the systemas well as continuous monitoring

management information system chapter 12 gtu mba

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