Article - Picture Approach Smits 2006 (Part 2)

Question 1

What is the picture process?

Answer 1

The process leading up to the ultimate decision on the system complexes.

-> Spans approximately 10 weeks, producing a pressure cooker project: An action plan is drafted in the consultative stage prior to the actual engagement.

Question 2

Who is involved in the project group?

Answer 2

1. Project group
   Supervises the entire project on instructions of the steering group
2. Steering group
   Executive board
3. Core Team
   Experts from various departments
4. Outside experts
   Can be involved -> can advise the steering group, the project group and the core team.

Question 3

How many pictures are normally taken to represent the As-Is situation of an enterprise?

Answer 3

one picture

Question 4

How many pictures are normally taken to represent the to-be situation of an enterprise?

Answer 4

2 - 4 architectures can be presented, each by 1 picture. The final to-be situation is 1 architecture with 1 picture.

Question 5

How many fact sheets per picture are required?

Answer 5

Up to 5 or 6

Question 6

What is step 1 in the picture process?

Answer 6

Outside experts have multiple meetings making photo’s. These meetings often result in the conclusion that a process functions differently than thought.

Normally 3 to 4 photos are required to create a picture of a business process.

This whole process creates a shared meaning and reduced complexity.

Question 7

What is step 2 in the picture process?

Answer 7

The draft picture is presented to the core team, usually resulting in changes and additions.

If they are widely supported by members of the core team, the system complex is made negotiable and tangible: subjective complexity has been reduced.

Question 8

What is step 3 in the picture process?

Answer 8

A reflection on the detailed picture in step 2: What additional information do we need, and how do we show it in the picture (increases the amount of colors in the picture and the amount of data collection)

Question 9

What is step 4 of the picture process?

Answer 9

The pictures of the system complex and its fact sheets are presented to the core team.

This is where all lines meet: individual pictures and processes are linked together and system
complexes are defined.

If information on the existing complexes and redesigned target complex is
sufficient, the system complexes are compared and a choice is made.

Question 10

What is functional wealth?

Answer 10

A term used to designate the functionality of each individual system or the whole system complex.

Question 11

Which two main stages are there in the picture approach?

Answer 11

1. Describing existing complexes

2. Defining and comparing target complexes.

Question 12

Which two stages are beyond the scope of the picture approach?

Answer 12

3. Impact analysis to choose the best alternative

4. Implementation of the target system

Question 13

What happens in step 2 - deciding on future state?

Answer 13

• Existing systems are considered as target system if they can be refurbished or rejuvenated.
• Outside options are considered. These need to be described just as well as the internal systems
• Comparing of systems can be done through Analytical Hierarchy Process
• After the core team formulated an opinion, the project group presents it to the steering group. If a target system is selected, an impact analysis will be executed

Question 14

When are enough facts available in step 2 to compare systems?

Answer 14

1. If all information considered necessary at the start is collected.
2. If the production of more information were to have led to repetition or detail overload rather than to better insight.

Question 15

What is the Analytical Hierarchy Process (AHP)?

Answer 15

A multi-criteria decision model for pair-wise comparison of facts. (makes a comparison matrix)

• You have knock-out criteria and preference criteria.
• Knock-out criteria need to be checked
• Preference criteria are put in a decision tree, containing main criteria and sub-criteria.
• Management applies weights to the criteria and the model calculates the best choice.
• Sensitivity analysis can be used in the end: does changing the weights lead to a different choice (Robustness of choice)

Question 16

What are two demands for preference criteria?

Answer 16

1. Should be related to the scope and objectives & the IT strategy
2. Must be discriminating.

Question 17

What happens if AHP indicates no, or multiple systems?

Answer 17

• No: alternatives developed, or models need to be heavily adjusted
• More: board may select one.

Question 18

What is the impact analysis?

Answer 18

Happens after an option is chosen: Is about the feasibility of migration.

1) Conversion issues: testing of cases from the discarded system in the new one
2) Cost/benefit analysis

Question 19

What does the picture approach facilitate using these processes?

Answer 19

• Communication between various business and IT managers
• Thereby reducing subjective complexity
• Consensus and shared understanding of the system complexes and a shared decision on actions to be taken.

Question 20

What is meant by ‘The Picture Approach is an activity-oriented process language’ ?

Answer 20

It describes activities in business processes and are often made up of a mix of automated and manual actions.

Question 21

How does the picture approach differ from system development and design methods?

Answer 21

• It focuses on the entire IS portfolio in 1 or more organization
• It aims to support managerial decision-making on system complexes, instead of (re-)designing (parts) of one IS.

Question 22

Why are picture projects subject to pressure?

Answer 22

There is not enough time and resources to investigate all aspects of business processes and IT applications. Therefore, it might propose a viable option that is widely supported by stakeholders in business and IT. That does not necessarily has to be the best possible solution.