Ch1 - Project Management Flashcards
Name the 5 stages in the System Development Cycle
- Understanding the problem
- Planning
- Designing Solutions
- Implementing
- Testing, Evaluating and Maintaining
What is a project plan?
A summary that clarifies what needs to be done, by who, how and when.
Wat is a project goal?
Something which will happen if the project is successful.
What is a deliverable?
A tangible item expected from a task. It could be a diagram, report, program, training manual etc.
What is Information Management Software?
Helps individuals on a project manage information and schedule tasks.
What is Project Management Software?
Similar to Information management software it is a tool to efficiently plan, manage and communicate information about a large project.
Define a Gantt Chart
A horizontal bar chart with each bar representing a task and the time frames along the X axis.
What are the 5 strategies for effective communication?
- Active listening
- Conflict resolution
- Negotiation skills
- Interview techniques
- Team building
Define active listening
Involves restating, reflecting and summarising the speakers major ideas and feelings
Define conflict resolution
Techniques for solving arguments and disputes. Look at the conflict as a problem to be solved.
Define Negotiation skills
Involves listening to different views and compromising to reach a solution.
Define Interview techniques
Strategies to ensure interviews get the best information out of the interviewee.
Define team building
Getting a group of people to work effectively together. Team members should have roles and responsibilities.
Who is a systems analyst?
Analyse the situation to decide how best to solve the problem.
Who is a programmer?
Create programs, based upon specifications created by the systems analyst, to solve a problem.
Who is a project leader?
Coordinates the work of people to ensure work is done effectively and efficiently. They schedule tasks, check work and resolve conflicts.
What is another name for a project leader?
Project Manager
What is a ‘Preliminary investigation’?
Determines whether a quick fix of the existing system will solve the problem or if a new system is necessary. The fundamental operations of and problems with the existing system are understood.
What is a ‘Requirements report’?
A statement about the need for a new system. It outlines the aims and objects of the new system and how it will help the organisation.
What are the three things which a Preliminary investigation determines?
- How it works
- What it does
- Who uses it
What are the four means of identifying problems with existing systems?
- Interviewing
- Surveying
- Observing
- Measuring
What is the difference between an aim and an objective in a requirements report?
An aim is the ‘what’ and is less tangible. An objective is the ‘how’ and is more tangible.
What are the three things that a requirements report states?
- Aims
- Objectives
- How it will help the organisation
What are three diagrams which help in analysing an existing system?
- Diagrammatic representation of the system
- Context diagram
- Data flow diagram
Name two contrasting design methodologies for systems.
Machine centered systems
Human centered systems
Define a machine centered system
Designed to simplify what the machine must do at the expense of participants. Are often tricky to use.
Define a human centered system
Designed to make the participants work as effective and satisfying as possible. They tend to be very intuitive to use.
Define user friendly
A tool which is very easy and efficient to use. It does not get in the way of what the user is trying to do.
Define ergonomics
The relationship between people and their work environment. Ergonomically designed workplaces are comfortable and safe for users.
Name the four areas in which new systems may have an impact on work
- Use of skills
- Meaningful work
- Nature of the workplace
- Social relationships
List health problems which may occur from incorrect use of technology
Eyestrain Headaches Backaches Fatigue Muscle pain RSI (Repetitive strain injury)
Define ethics
A set of beliefs we hold about what is right and wrong.
Define equity and also Gender Equity
Equity is to do with equal rights for all. Gender equity is to do with both men and women being treated equally in the workplace.
What do we do in the ‘Understanding the Problem’ stage?
The exact nature of the problem is determined and whether it can be solved by an information system.
What is a constraint?
A factor which affects the system and prevents if from achieving the desired objectives.
What is a prototype?
A working model of an information system or part of the system. It is used to help you answer a question to help you better understand something.
What are the three main advantages in using a prototype?
- The requirements of the system more accurately reflect the needs of the participants.
- Participants have the opportunity to be involved earlier and more directly in the development of the system.
- The new system is easier to create from a prototype.
List the 4 main constraints
- Economic feasibility
- Technical feasibility
- Schedule feasibility
- Organisational feasibility
What is Economic feasibility?
The costs of developing the system compared to the expected benefits.
What is Technical feasibility?
Is it actually possible to create the system?
What is schedule feasibility?
Is there enough time to create and implement the solution?
What is organisational feasibility?
Will the system fit into the organisation and meet the current goals and objectives? Will there be enough support from participants for the system to be a success. Can the participants operate the sytem?
What does the circle represent in a context diagram?
The system
Which diagram is used if you want to define the boundary of the system?
Context diagram
What are external entities?
People or systems outside our system which our system interacts with.
What do arrows represent in a context diagram?
Data flows, that is inputs and outputs from the system.
What does a rectangle with the side taken out represent in a data flow diagram?
A data store.
What does balancing mean with respect to context diagrams and data flow diagrams?
It means that the data flows between the external entities and the system are the same between the two diagrams.
Can data flow between two external entities?
No
What does a decision tree represent?
The logic (or business logic) of a system in a way that is easy for humans to read.
What does a decision table represent?
The logic of the system in a way that is easy for developers to implement.
What are the fields present in a Data Dictionary?
Field name Data type Data format Field size Description Example
What data types are utilised within a Data Dictionary?
Text Date Currency Real Integer Boolean
What is a data dictionary?
A table defining the data used within a system. It helps to keep the data referred to on all of our documents consistent.
What happens in the implementation stage of the System development cycle?
A new, working system is developed.
What are the four conversion methods?
Direct
Parallel
Phased
Pilot
Describe direct conversion
The old system is replaced by the new system in a single step.
Describe parallel conversion
The old system and the new system are both operational and used at the same time.
Describe Phased conversion
The new system is gradually switched over from the old system. Modules, or components, are switched off on the old system and turned on on the new system.
Describe Pilot conversion
A small group of participants uses the new system and tests it out. When they are happy with it then everyone else is switched over to the new system.
When doing system testing, what three things are tested?
Hardware
Software
Information processes
What is the difference between a participant and a user?
A participants actions are crucial to the operation of the system whilst a users actions are not.
Which groups of people may provide participant training?
Technical support staff
Suppliers of the hardware and software
Training specialists
Staff who have already been trained
What are factors which lead to an effective operation manual?
User friendly format and structure Clear and concise instructions Steps listed in point form Tasks completed in the simplest way Appropriate instructions for file management and security Screen shots included where possible
