Ch.18 Full powerpoint, Systems development and Project management for AIS Flashcards
Why do organizations continue to change their information system?
There are many reasons why organizations continue to change their information systems whether it’s a full systems replacement or an upgrade to an existing system. This can be due to technology changes, to become more effective and efficient in the organization (productivity gains), or for competitive advantage reasons.
What is systems development life cycle(SDLC)?
The systems development life cycle (SDLC) is the process of creating or modifying information systems to meet the needs of its users.
The SDLC is generally viewed as the foundation for all systems development that people use to develop such systems.
What is systems system in relation to the systems development life cycle?
Systems Study
- Systems development work
- Formal investigation of an existing information system
What is performance of study in relation to the systems development life cycle
Performance of Study
- In-house professionals (large organizations)
- Hire outside consultants (smaller companies)
What is the information systems steering committee in SDLC?
Executive level, plans and oversees IS function; facilitates coordination with integration of systems activities
What is project development team in relation to SDLC?
Project Development Team
-Plan and monitor project progress
What is programmers in relation to SDLC
Programmers
-Write and test programs according to analysts’ specifications
What is systems analysts in relation to SDLC?
Determine information needs, prepare specifications for programmers
What is management in relation to SDLC?
Get users involved in the process, provide support for development projects, align projects to meet organizations strategic needs
What is users in relation to SDLC?
Communicate needs to system developers, help design and test to ensure complete and accurate processing of data
What are the phases of the systems development life cycle?
Planning Phase. Analysis Phase. Design Phase. Implementation Phase. Maintenance Phase.
What is planning and analysis phases in SDLC?
Planning and Investigation
- Organize a systems study team
- Preliminary investigation of current system
- Develop strategic plans
Analysis of Current System
- Identify information needs
- Strengths and weaknesses
What is design, implementation, and maintenance in SDLC?
Design and Acquisition -Changes that eliminate/minimize weak points -Preserve the strengths Implementation & Follow-up -Resource acquisition -Training employees -Follow-up studies Maintenance -Identify new problems and correct
What is the recursive nature of the SDLC?
In a circular design that each one moves the next one
ANALYSIS–>DESIGN–>Implementation–>Mainteance–>Planning
What is the systems development life cycle in detail?
System operation on a daily basis
Preliminary investigation
Analysis of the system to determine the cause(or causes) of the problem
Design of systems revisions to eliminate the problem
Implementation and initial operation of the revised system
Follow-up studies to determine if the newly designed system is operating efficiently
Describe the planning phase in SDLC?
The planning phase of the S D L C begins with a business need for a new or better information system. This phase involves summarizing the business needs with a high-level view of the intended project.
A feasibility study is often used to evaluate economic, operational and technical practicability.
Ex of study: Starbucks marketing department may want to analyze what type of pastries sell best with its various hot and cold drinks
How to plan for success in system planning?
Planning for Success
- Broad viewpoint in a systems study
- Use an interdisciplinary study team for evaluation of systems
- Study team works closely with steering committee
- Align study with mission and strategic goals and objectives
What does the study team and the steering committee do?
- Interdisciplinary study team
- Communicate closely with management
- Appoint a steering committee
What does an investigating currents systems mean?
- Preliminary investigation to identify issues
- Consider alternatives
- Make recommendations
What does general systems goal mean in understanding organization goals?
- Benefits should exceed the costs
- Create output that helps make better decisions
- Allows for optimal access to information
- Accommodates changing information needs
What does top management systems goals and operating management systems goal do to understanding organizational goals?
Top Management Systems Goals -Long-range budget planning data -Periodic performance reports -Short-range operating performance Operating Management Systems Goals -Well-defined narrow organization areas -Current year decisions
What is the analysis phases in SDLC?
The analysis phase of the S D L C involves a complete, detailed analysis of the systems needs of the end user.
The analysis phase further refines the goals of the project into carefully specified functions and operations of the intended system.
EX:Starbucks systems analysis team meets with all of the desired users to ensure that considerable flexibility is built into the system in order to address both current and potential data analysis needs.
What is the purpose of System Analysis?
Become familiar with current system
Identify inputs and outputs
Identify strengths and weaknesses
Make recommendations
What is study team activities in systems analysis?
Identify and understand system goals
Perform a systems survey
Report findings
What are the steps in a systems analysis procedures?
- Initial Investigation: Investigate each development activity to define the problem to be solved
- Systems Survey: Study the present system to gain a through understanding of how it workers
- Feasibility study: Develop a more thorough feasibility analysis, especially with respect to economic costs and benefits
- Information needs and systems requirements: Identity information needs of users, determine objectives and requirements of the new system
- Systems analysis report: Provide management with the finding of the analysis phase
How does the systems survey work?
Allows for a more complete understanding
Strengths and weakness of current system
What is the human element and potential behavioral problems in systems survey?
Employee resistance to change
Gain full cooperation and support
How do you data gather in system survey?
Review existing documentation or create new materials Observe the current system in operation Use questionnaires and surveys Review internal control procedures Interview systems participants
What are the things within the data analysis?
Components - Create summary analysis. -Systems documentation Time Period -Longer than preliminary investigation -May provide interim reports Conclusions -Final systems analysis report -Submit to steering committee
How to evaluate feasibility?
Technical
-Can we use existing technology?
Operational
-Do we have the people to design and implement the system? Will people use the new system?
Scheduling
-Can the system be developed in the time allotted?
Legal
-Does new system comply with regulations, laws, and contractual obligations?
Economic
-Do benefits of new system justify the costs (time and resources) to implement?
How to evaluate feasibility(Part 2)?
Technical Feasibility -Required technical resources -Hardware and software -Technical skills of current employees Operational Feasibility -Compatibility with current environment -Capabilities of current employees Schedule Feasibility -Estimate time needed for implementation Legal Feasibility -Conflicts between system and legal obligations Economic Feasibility -Cost-benefit analysis -Difficulties estimating implementation costs
What is payback period?
Calculate the number of years required for the net savings to equal the initial cost of investment
-For the payback period approach, the project with the shortest payback period is usually selected.
What is Net Present Value(NPV)?
Estimate future cash flows with discounted rate for (time value of money)
-For the NPV approach, the project with the highest positive NPV is usually selected.
What is Internal Rate of Return(IRR)?
Calculates the interest rate that makes the present value of total costs equal to the present value of total earnings
For the IRR approach, the project with the highest percent of IRR usually selected.
What is the design phase in SDLC?
The design phase of the S D L C involves describing in detail the desired features of the system that it uncovered in the analysis phase.
These features may be described using screen layouts, process and event diagrams (such as we learned earlier in this book), and other documentation.
Ex:The Starbucks systems designers take the requested business requirements from the analysis stage and begin to design how the new what-if Starbucks analysis system would look on a screen and the business rules needed to make such a change in the system.
What is the detailed system design?
- Designing System Outputs, Processes and Inputs
- Prototyping
- The Systems Specifications Report
- Choosing an Accounting Information System
- Outsourcing
Diagram for steps in the systems design phase?
Along with with other key definitions.
What is systems outputs in design systems?
Determine necessary outputs and format
Create better outputs
Hard-copy versus Soft-copy
What is the process design in designing systems?
Identify necessary processing procedures
Utilize tools to model computer processes
What is designing systems input in design system?
Identify and describe data elements
Specify how data items must be coded
Determine source of each data element
Streamline data entry tasks
What is concepts and usefulness and challenges in protyping
Concepts
-Develop a simplified model of proposed system
-Scaled-down, experimental version
Usefulness and Challenges
-Helps address issues of challenging projects
-Can create distrust and perception concerns
-Not recommended for traditional AIS applications
What are the steps in prototyping?
Graph on powerpoint
What is the systems specifications report?
Summary of findings
Submitted to steering committee for review, comment, and approval
What is the make-or-buy decision in systems specifications report?
Develop system within the organization
Outsource development of system
Canned software or Turnkey system
What is the selection criteria in choosing an AIS?
The functionality and performance capability of each proposed system
Compatibility of each proposed system with existing systems
Vendor stability and support
Costs and benefits of each proposed system
Maintainability of each proposed system
How to choose an AIS?
Point-Scoring Analysis -Used to evaluate possible solutions -Identifies point value for each criteria Hands-On Testing Selecting a Finalist Making a Final Decision
What is outsourcing?
Business Process Outsourcing -Wide range of possible activities -Routine function to entire operation Knowledge Process Outsourcing -Contract to perform research or other knowledge-related work
What are the advantages of outsourcing?
Company can focus on core competencies
More efficient use of time and resources
Cost savings
What are the disadvantages of outsourcing?
Inflexibility of contractual relationships
Loss of control
Loss of competitive advantages
What are key steps in implementation, follow-up and maintenance?
Implementation Activities
Managing IT Implementation Projects
Post-implementation Review
System Maintenance
What is the implementation phase of the SDLC?
The implementation phase of the S D L C involves development, testing and implementation of the new proposed system. Development is the process of transforming the plan from the design phase into an actual, functioning system.
Ex: The Starbucks systems developers write the computer code and test it. Once testing is complete and the business requirements are met, the users are trained and the new software begins to be used.
What are the steps in implementation activities?
Prepare the physical site Determine functional changes Select and assign personnel Train personnel Complete documentation a. Development documentation b. Operations documentation c. User documentation
What are additional steps in implementation activities?
Acquire and install computer equipment Establish internal controls Convert data files Acquire computer software Test computer software (walk-throughs, processing test data, UAT (User Acceptance Testing)) Convert to the new system
What are the different conversion approaches?
Direct conversion
-Terminates the old and begins with the new system
Parallel conversion
-Operate old and new systems for a period of time
Phase-in conversion
-Gradual replacement of old elements with new system elements
Pilot conversion
-Implement a system in a part of an organization (e.g., a branch)
What is the post-implementation review?
Reevaluate new system’s effectiveness
- Talk with personnel about satisfaction levels
- Talk with end users about satisfaction levels
- Evaluate control procedures and effectiveness
- Observe employee work performance
- Evaluate computer processing functions
- Determine output schedule timing and effectiveness
What is the maintenance phase in SDLC?
The maintenance phase of the S D L C is the final phase of the S D L C and includes making changes, corrections, additions, and upgrades (generally smaller in scope) to ensure the system continues to meet the business requirements that have been set out for it.
Ex: The Starbucks system has continuous and regular maintenance to ensure that it meets the underlying business requirements.
What is system maintenance and its responsibilities?
System Maintenance -Performed by IT function -Continues tasks created by initial follow-up study Responsibilities -Identify errors and anomalies -Estimate costs of fixing items -Perform necessary modifications
What is project management?
Project management is the planning, organizing, supervising and directing of an I T project.
What is project manager?
A project manager is the lead member of the project team that is responsible for the project.
What is project sponsor?
The project sponsor will often be a senior executive in the company who takes responsibility for the success of the project.
What are terms in constraints of IT projects?
15-15 Rule – is a rule suggesting that if a project is more than 15 percent over budget or 15 percent off the planned schedule, it will likely never recoup the time or cost necessary to be considered successful.
Dempster’s Triangle (Triple Constraints)
Scope
Time
Cost
Scope Creep – broadening of project scope after the project has started. The larger the scope expands, the further the project will move away from the original purpose, timeline, and budget.
100% Rule – is a rule requiring 100% planning of all tasks, including all of the internal, external and interim tasks.
What is a PERT chart(Project Management tool)?
PERT chart – works to identify all tasks of a project.
- Notes task sequencing and task dependence.
- Notes critical path – the path that represents the minimum amount of time needed for the completion of the project when sufficient resources are allocated.
What is project management software(managing IT implementation projects)?
- Operates on desktop or notebook computers
- Aids in the management of implementation projects
- Divides project into simpler activities
- Estimates time and cost of activities
What is program evaluation and review technique(PERT)(Managing IT implementation project)?
Diagram that depicts all project activities that require time and resources with completion estimates.
Helps identify critical paths - (The critical path in the PERT diagram means that if this is delayed, the entire project will be delayed.)
Recognize areas where slack time occurs
What is a Gantt Charts(Managing IT implementation projects)?
A Gantt chart is a graphical representation of the project schedule by mapping the tasks to a project calendar.
Useful for scheduling and tracking
Easy to understand
Best suited for projects lacking complexity
Bar chart that organizes activities on the left hand side and project time scheduled with a bar drawn to show the progress to date for that particular activity.
The Gantt chart is a good way to visualize how the activities break down and are scheduled for the entire IS project.
Why people resist change?
Change is hard, think about a time when you had to change your habits, how successful were you the first time?
Did it take practice and setting your mind to it?
Did you have to make it a priority until it became more automatic?
Did it require a lot more of your time and energy to focus on the change?
Terms to why people resist change? Part 1
Fear -Of failure, the unknown, losing status Lack of top-management support -If the top management is not supportive why should the employee change? Bad prior experiences -Bad experience with prior IS changes Poor communication -Employees need to understand why change is necessary
Terms to why people resists change part 2?
Disruption
-Additional requests for information and additional burdens of time is distracting and prompts negative feelings
Manner change is introduced
-Approaches are different for top level and lower level employees
Biases and emotions
Personal characteristics and background
-Age
-Open to technology and comfortable with it
People resist change and it usually comes in one of three forms?
Aggression: behaviors that are intended to produce errors with the new system, or weaken the effectiveness of the new system
Projection: blame the new system for everything that goes wrong
Avoidance: ignore the new system in hopes that it will eventually go away
How to prevent behavioral problems?
Management support -Provide resources and motivation Satisfy user needs Involve users -Participation improves communication and commitment Reduce fears, emphasize opportunities Avoid emotionalism Provide training
How to prevent behavioral problems part 2?
Performance evaluation -Reevaluate to ensure performance standards are consistent with the new system Keep open communications Test the system prior to implementation Keep system simple -Avoid radical changes Control user’s expectations -Be realistic
