1.1 System Organizations Flashcards
1.1.1- Identify the context for which a new system is planned
Before a new system is designed. The analyst reviews previous systems using primary and secondary research to figure out the advantages and disadvantages of the old system. This is done to improve efficiency with a new system
1.1.2 - Describe the need for change management
–> If there is a change in employees might need training on how to use it.
–> Will the current system have to shut down while the new system is being implemented? Or will it be parallel running?
1.1.3 Outline compatibility issues resulting from situations including legacy systems or business mergers
It is rare the 2 companies use the same system. So, there will be a surprise for one of the companies. There could be language barriers.
Unit Barriers (ft. and cm)
1.1.4 Compare the implementation of systems using a client’s hardware with hosting remotely (SaaS)
Software as a System (SaaS)
–> delivery methods that allows software and data to be hosted and managed centrally on a remote datacenter
–> users pay on a subscription basis
Advantages
–> cheaper in the short term
–> SaaS applications are designed to integrate easily with other software and applications
Disadvantages
–> users entrust their sensitive data to a third-party provider, which can raise security concerns.
–> SaaS applications are designed to be used by a large number of users, which can limit customization options.
1.1.5 Evaluate alternative installation processes
- Parallel Running
- Pilot Running
- Phased Implementation
- Direct Changeover
Parallel Running
When the new system operates simultaneously during the implementation process
Benefits –> No data loss, if the new system fails
Limitations –> Cost inefficient as two systems are running
Pilot Running
running a system in only one part of the business
Benefit –> If the system fails only one part of the business is affected
Limitations –> Data loss when implementing the new system
Phased Implementation
the old system is being replaced part by part of the new system
Benefit –> Each component can be tested individually. Staff training can be done step by step
Limitations –> sometimes if the system is too complex it might be hard to do it step by step
Direct Changeover
When the old system is unplugged and the new system is plugged in at the same time.
Benefits –> Cheap, doesn’t require parallel running
Limitations –> There is no back if the new system fails
- 1.1.6 Discuss problems that may arise as a part of data migration
- incompatible file formats
- incompatible data structures
- errors while transferring
1.1.7 Suggest various types of testing
- Alpha Testing
- Beta Testing
- White Box testing
- Debugging
Alpha Testing
Testing before the system has been implemented
‘A’ comes before ‘B’
Beta Testing
Testing after the system has been implemented
‘B’ comes after ‘A’
Dry- Running Testing
Testing that occurs when someone traces data on paper with a pen while the algorithms run
Debugging
Finding and correcting the number of bugs in a program. Other programs do this automatically
Faster and Cheaper in the LONG TERM
1.1.8 Importance of user documentation
A clear explanation of the system. Explaining the processes of the system.
–> Increases Productivity
1.1.9 Evaluate different methods of user documentation
- Help Files
- Online Files
- Printed Manual
- Frequently Asked Questions (FAQs)
- Live Chat Sessions
Help Files
Files that are included within the system
Benefits:
–> Live support options
–> Search capabilities
Limitations:
–> Useless if there is no internet connection
Online Support
Special web service to provide user documentation
Benefits:
–> Live Support option
–> Search capabilities
Limitations:
–> Useless if there is no internet connection
Printed Mannual
Limitations: Can be lost easily
Benefits: Can be easily accessible and understandable for users.
1.1.10 Evaluate different methods of delivering user training
- Self-instruction –> Learn it themselves (videos, etc.)
- Formal Class –> Users in a class from an expert
- Remote/ Online Training –> Skype, Zoom, etc.
1.1.11 Identify a range of causes of data loss
–> Power Outs
–> Defect hard drive
–> System Crash
1.1.12 Outline the consequence of data loss in a specified situation
Hospitals –> If data on patients are lost then it could endanger their life (eg. blood group, allergies, etc.)
1.1.13 Describe a range of methods that can be used to prevent data loss
–> Regular Back ups
–> Making hard copies
–> Firewall installation
1.1.14 Describe strategies for managing releases and updates
Automatic Updates –> Install and download updates automatically
Benefits –> Inexperienced users don’t have to bother
Limitations –> Users might miss updates if they aren’t connected to the internet
Manual Updates –> Users must authorize the installation of the update
Benefits –> Users have more control over what they update
Limitations –> Users might miss an update and won’t know how to install it
