295 Project 3 PCS Consulting

Philip BurkeChandler SimsSean Campbell

Grader: Allison Farris

Table of Contents

2

Slide Title PageFast Phases Overview 14

Note to Grader 25

Overall Executive Summary 26

Overall WCA 27

Overall WCA Narrative 28

Overall Value Chain 29

Overall Value Chain Narrative 30

PCS Consulting Overall WCA 31

PCS Consulting WCA Narrative 32

PCS Consulting Value Chain 33

PCS Consulting Value Chain Narrative 34

Phase Sign-off Template 35

1.0 Survey Phase 36

Customized Fast Phases Overview 37

Survey Phase Executive Summary 38

Letter of Engagement 39

Negotiate Scope 40

Information Systems Framework Survey Phase View 41

Information Systems Framework Narrative 42

Table of Contents

3

Slide Title Page Background Information 43

Service Request 44

1.1 Survey Problems and Opportunities 45

1.1.1 Collected Documentation 46

1.1.2 Initial Meeting 47

1.1.3 Survey Phase Problem Statement 48

1.1.3 Survey Phase Problem Statement Narrative 49

1.1.3 Survey Phase Objectives Statement 50

1.1.3 Survey Phase Objectives Statement Narrative 51

1.1.3 Survey Phase Constraints Statement 52

1.1.3 Survey Phase Constraints Statement Narrative 53

1.1.3 Survey Phase Cause-Effect Analysis 54

1.1.3 Survey Phase Cause-Effect Analysis Narrative 55

1.1.3 Survey Phase Matrix 56

1.2 Negotiate Project Scope 57

1.2.1 Data Gathering Technique 58

1.2.1 Data Gathering Results 59

1.2.1 Data Dictionary for Survey Phase 60

1.2.1 Data Flow Diagram Color Key 61

Table of Contents

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Slide Title Page 1.2.1 To Be Context Level Data Flow Diagram 62

1.2.1 To Be Context Level Data Flow Narrative 63

1.2.1 To Be Level 0 Data Flow Diagram 64

1.2.1 To Be Level 0 Data Flow Diagram Narrative 65

1.2.1 Owner’s View of Data Model 67

1.2.1 Owner’s View of Data Model Narrative 68

1.2.1 Owner’s View of Process 69

1.2.1 Owner’s View of Process Narrative 70

1.2.1 Owners View of Interface 71

1.2.1 Owners View of Interface Narrative 72

1.2.1 Owners View of Geography 73

1.2.1 Owners View of Geography Narrative 74

1.2.2 Project Roles 75

1.2.3 Scope Statement 76

1.3 Plan the Project 77


1.3.1 Survey Phase Problem Statement Narrative 79

1.3.1 Negotiation of Scope 80

1.3.2 PCS Consulting Assigned Roles 81

Table of Contents

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Slide Title Page 1.3.3 Survey Phase Gantt Chart 82

1.3.3 Survey Phase Gantt Chart Narrative 83

1.3.3 Project Plan for Survey Phase 84

1.3.3 FAST Phase Diagram 85

1.3.3 FAST Phase Diagram Narrative 86

1.3.3 Project Feasibility Report 87

1.3.3 Project Feasibility Report Narrative 88

1.3.4 Summary of Expectations 89

Detailed Recommendations 90

Survey Phase Grader Sign-Off 91

2.0 Study Phase 92

FAST Phases Overview 93

Study Phase Executive Summary 95

Information Systems Framework Study Phase View 96

Information Systems Framework Study Phase View Narrative

97

Background Information 98

2.1 Model the Current System 99


2.1.1 Review the Scope Statement 101

Table of Contents

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Slide Title Page 2.1.2 Data Gathering Techniques 102

2.1.2 Results from Data Gathering 103

2.1.3 Owner’s View of Data 104

2.1.3 Owner’s View of Data Narrative 105

2.1.3 Owner’s View of Process 106

2.1.3 Owner’s View of Process Narrative 107

Owner’s View of Interface 108

Owner’s View of Interface Narrative 109

2.1.3 Owner’s View of Geography 110

2.1.3 Owner’s View of Geography Narrative 111

2.1.3 Data Dictionary for Study Phase 112

2.1.3 Data Flow Diagram Color Key 113

2.1.3 Current Context Level Data Flow Diagram 114

2.1.3 2.1.3 Current Context Level Data Flow Diagram Narrative

115

2.1.3 Current Level 0 Data Flow Diagram 116

2.1.3 Current Level 0 Data Flow Diagram Narrative 117

2.1.3 Current Level 0 Data Flow Diagram Narrative 118

2.2 Analyze Problems and Opportunities 119

2.2.1 Business Problem Statement 120

Table of Contents

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Slide Title Page Number


2.2.2 Study Phase Problems and Opportunities Statement 122

2.2.2 Study Phase Problems and Opportunities Statement Narrative

125

2.2.3 Explanation of PIECES 126

2.2.3 PIECES Framework 127

2.3 Establish Objectives and Constraints 128


2.3.1 Review Scope Statement 130

2.3.2 Study Phase Objectives Statement 131

2.3.2 Study Phase Objectives Statement Narrative 132

2.3.3 Study Phase Constraints Statement 133

2.3.3 Study Phase Constraints Statement Narrative 134

2.3.3 Study Phase Matrix 135

2.4 Modify Project Scope and Plan 136


2.4.3 Gantt Chart 140

2.4.3 Gantt Chart Narrative 141

Table of Contents

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Slide Title Page Study Phase Grader Sign-Off 142

3.0 Definition Phase 143

Customized FAST Phases Overview 144

Definition Phase Executive Summary 146

Information Systems Framework Definition Phase 147

Information Systems Framework Definition Phase Narrative

148

Strategic Impact 149

3.1 Outline Business Requirements 150

3.1.1 Review Objectives Statement 151

3.1.1 Objectives Statement Narrative 152

3.1.2 Overall Business Requirements 153

3.1.2 Overall Business Requirements Narrative 154

3.1.3 Definition Phase Objectives Statement 155

3.1.3 Definition Phase Objectives Statement Narrative 156

3.1.3 GAP Analysis 157

3.1.3 GAP Analysis Narrative 158

3.2 Model Business Requirements 159

3.2.1 Review Business Requirements 160

Table of Contents

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3.2.2 Data Dictionary for Study Phase 161

3.2.2 Detailed To-Be DFD Context Level 162

3.2.2 Detailed To-Be DFD Context Level Narrative 163

3.2.2 To-Be DFD Level 0 164

3.2.2 Detailed To-Be DFD Level 0 Narrative 165

3.2.2 Detailed To-Be DFD Level 1 167

3.2.2 Detailed To-Be DFD Level 1 Narrative 168

3.2.2 Detailed To-Be DFD Level 2: Process 1.2 170

3.2.2 Detailed To-Be DFD Level 2: Narrative 171

3.2.4 Owner’s View of Geography 173

3.2.4 Owner’s View of Geography Narrative 174

3.3 Fashion Discovery Prototypes 175


3.3.3 Sorted List of Inputted Student Data Mock-up 177

3.3.3 Sorted List of Inputted Student Data Mock-up Narrative

178

3.3.3 Point Allocation Mock-up 179

3.3.3 Point Allocation Mock-up Narrative 180

3.3.3 Formatted Student Involvement Mock-up 181

3.3.3 Formatted Student Involvement Mock-Up Narrative 182

Table of Contents

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3.3.4 Detail Recommendation for Definition Phase 183

3.4 Prioritize Business Requirements 184

3.4.1 Definition Phase Objectives Statement 185

3.4.4 Define System Versions 186

3.5 Modify Project Scope and Plan 187

3.5.1 Review of Scope Statement 189


3.5.2 Project Plan for Study Phase 191

3.5.2 Project Plan for Definition Phase 192

3.5.2 Project Plan for Configuration Phase 193

3.5.3 Gantt Chart for Definition Phase 194


Strategic Impact 196

Definition Phase Grader Sign-Off 197

4.0 Configuration Phase 198

Customized Configuration FAST Phase 199

Configuration Phase Executive Summary 200

Information Systems Framework Configuration Phase View

201

Table of Contents

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Information Systems Framework Configuration Phase View Narrative

202

Background Information 203

4.1 Define The Candidate Solutions 204


4.1.1 Review Business Requirements Narrative

206

Review Existing Technical Architecture 207

4.1.3 Identify Candidate Solutions 208

4.1.4 Technical Specifications 209

4.1.4 Solution Generated with Feasibility Analysis 210

4.1.5 Procurement Phase 211

4.1.5 Evaluate Vendors 212

4.1.5 Technology Proposal 213

4.2 Recommend a System Solution 214

4.2.1 System Proposal 215

4.2.1 Project Expense Breakdown 216

4.2.1 Project Expense Breakdown Narrative 217

4.3 Project Planning 218

4.3.1 Gantt Chart for Configuration Phase 219

Table of Contents

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4.3.1 Project Plan Design Phase 221

4.3.2 Project Proposal 223

4.3.2 Grader Sign-Off 224

4.4 Procurement Phase 225

4.41 Research of Technology in Marketplace 226

4.41 Research of Technology in MarketplaceNarrative

227

5.0 Design Phase 228

Customized FAST Phases 229

FAST Phases Overview 230

Information Systems Framework Design Phase View 231

Information Systems Framework Design Phase View Narrative

232

5.5 Design Outline User Interface 233

5.5.4 Site Navigation Map 234

5.5.4 Site Navigation Map Narrative 235

5.5.4.1 Student Login Mock-Up 236

5.5.4.1 Student Login Mock-Up Narrative 237

5.5.4.2 Student Home Page Mock-Up 238

Table of Contents

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5.5.4.2 Student Home Page Mock-Up Narrative 239

5.5.4.3 Student Input Mock-Up 240

5.5.4.3 Student Input Mock-Up Narrative 241

5.5.4.4 Confirmation Page Mock-Up 242

5.5.4.4 Confirmation Page Mock-Up Narrative 243

Gantt Chart 244

Gantt Chart Narrative 247

Project Repository 246

FAST Phases Overview

1. Survey Phase

1.1 Survey problems and opportunities.

1.1.1 Collect and review all documentation submitted to begin this project.

1.1.2 Schedule and conduct a meeting of the people tentatively assigned to the aforementioned roles for this activity. (Alternative: Interview the people tentatively assigned to those roles.)

1.1.3 Document problems, opportunities, and constraints.

1.2 Negotiate Project Scope.


1.2.2 Schedule and plan a meeting of the people tentatively assigned to the aforementioned roles for this activity. (Alternative: Interview the people tentatively assigned to those roles.) The meeting or interview should focus on negotiating the scope in terms of the four building blocks of information systems: DATA, PROCESSES, INTERFACES, and GEOGRAPHY.

1.2.3 Document scope.

1.3 Plan the project.

1.3.1 Review system problems, opportunities, and directives, as well as project scope.

1.3.2 Assign specific people to a role.

1.3.3 Estimate time required for each project activity, assign roles to activities, and construct a schedule.

1.3.4 Negotiate expectations.

1.3.5 Negotiate the schedule with the system owners, adjusting resources, scope, and expectations as necessary.

1.4 Present The Project.

1.4.1 Review the deliverables of all prior activities.

1.4.2 Reformat the project feasibility assessment report for presentation to the steering body.

1.4.3 Present the project feasibility assessment report (the charter) to the steering body.

1.4.3.1Be prepared to defend recommendations, address issues and controversies, and answer questions as posed by the steering body.

1.4.4 Plan an event to communicate the approved project to all affected staff.

1.4.4.1 Develop and execute communication plan for project development team.

1.4.4.2 Develop and execute communication plan for operational staff that will use and maintain the systems once finished.

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2. Study Phase2.1 Model the Current System

2.1.1 Review the scope statement completed in the survey phase.

2.1.2 Collect facts and gather information about the current system. The preferred technique is JAD, but JAD sessions may be preceded or followed by traditional fact-finding and information gathering activity.

2.1.3 Draw system models. The recommended sequence of models is (1) Interface, (2) Data, (3) Process, and (4) Geography. The interface model is first because it helps establish basic business vocabulary and rules. The process model identifies high-level business functions. The geography model identifies the potential operating locations to which data, processes, and interfaces might eventually be distributed. Together, the models provide a solid foundation for problem and opportunity analysis.

2.1.4 Verify the system models. The goal is to reach consensus on what the current system is all about. If JAD techniques are used, steps 2, 3, and 4 are consolidated into the group sessions.

2.2 Analyze Problems and Opportunities

2.2.1 Review the problem statement completed in the survey phase.

2.2.2 Collect facts and gather information about the perceived problems and opportunities in the current system. The preferred technique is JAD, but JAD sessions may be preceded or followed by traditional fact-finding and information gathering activity.

2.2.3 Analyze and document each problem and opportunity. The PIECES framework is most useful for cause-effect analysis. As you collect facts, note problems and limitations according to the PIECES categories. Remember, a single problem may be recorded into more than one category of PIECES. Also, don’t restrict yourself to only those problems and limitations noted by end-users. As the analyst, you may also identify potential problems! Next, for each problem, limitation, or opportunity, ask yourself the following questions and record answers to them.

2.2.3.1 What is causing the problem? What situation has led to this problem? Understanding why is not as important. Many current systems were never designed; they simply evolved. It is usually pointless to dwell on history. In fact, you should be careful not to insult system owners and users who may have played a role in how things evolved.

2.2.3.2 What are the negative effects of the problem or failure to exploit the opportunity? Learn to be specific. Don’t just say, “Excessive costs.” How excessive? You don’t want to spend $20,000 to solve a $1,000 problem.

2.2.3.3 The effect sometimes identifies another problem. If so, repeat steps 1 and 2.

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2.3 Establish System Improvement Objectives and Constraints

2.3.1 Review scope and problem analyses from the prior activities

2.3.2 Negotiate business-oriented objectives to solve each problem and exploit each opportunity. Ideally, each objective should establish the way you will measure the improvement over the current situation. Measures should be as tangible (measurable) as you can possibly make them.

2.3.3 Brainstorm any constraints that may limit your ability to fully achieve objectives. Use the four categories previously listed in this section (time, cost, technology, and policy) to organize your discussion.

2.4 Modify Project Scope and Plan

2.4.1 Review the original plan.

2.4.2 Review the system models, problems and opportunities, cause-effect analysis, system improvement objectives, and scope. Ask yourself two questions:

2.4.2.1 Has the scope of the project significantly expanded?

2.4.2.2 Are the problems, opportunities, or objectives more difficult to solve than originally anticipated?

2.4.3 Estimate time required for each project activity in the next phase-the definition phase.

2.4.4 If necessary, refine baseline estimates for the overall project plan.

2.4.5 If the answer is yes, renegotiate scope, schedule, and/or budget with the system owner group.

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3. Definition Phase

3.1 Outline Business Requirements

3.1.1 Review and refine the system improvement objectives

3.1.2 For each objective:

3.1.2.1 Identify and document any business events or inputs to which the system must respond. Briefly define each event or input, but do not define the specific data content of any input.

3.1.2.2 Identify and document any special business policies, processing, or decisions that must be made to adequately respond to each event or input.

3.1.2.3 Identify and document the normal business outputs or responses to the aforementioned business events or inputs.

3.1.2.4 Identify and document any information that must be produced or made available.

3.1.3 Compare the system improvement objectives and requirements against the original problem statements from the study phase. Are you still solving the original problems or is the scope of the project growing? Increased scope is not necessarily wrong; however, an appropriate adjustment of expectations (particularly schedule and budget) may eventually become necessary.

3.2 Model Business System Requirements

3.2.1 Review the system improvement objectives and requirements statement outline.

3.2.2 Collect or retrieve any system models that may have been developed in prior projects. High-level system models may have been created as part of an information strategy planning project or business process redesign project. Detail models may have been created as part of prior application development projects. In either case, existing models are typically stored in the corporate repository. Many organizations have formal checkout/check-in procedures for using and updating existing system models.

3.2.3 If the appropriate CASE technology is available, consider reverse engineering existing databases or applications into physical system models. Then translate those physical models into more business-friendly logical system models. The value of this step depends on the quality and value of the databases and applications to be reverse engineered. Many systems are so old or poorly designed that the value of reverse engineering is questionable.

3.2.4 Draw the interface model. The interface model establishes the scope and boundary for the entire project.

3.2.5 Depending on your modeling strategy of choice:

3.2.5.1.1 If you practice structured analysis

3.2.5.1.1 Construct and verify the process models.

3.2.5.1.2 Construct and verify data models.

3.2.5.1.3 Synchronize process and data models. This synchronization ensures that the models are consistent and compatible with one another.

3.3 Build Discovery Prototypes

3.3.1 Review the system improvement objectives and requirements statements outline.

3.3.2 Study any system models that may have been developed.

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3.3.3 Working directly with the system users, construct a simple, single-user prototype for each business event. Do not worry about input editing, system security, etc.; the focus is completely on business requirements. Do not spend too much time on any one input since this stage does not develop the final system.

3.3.4 Working directly with system users, construct output prototypes for each business output. Do not worry about whether the data are real or whether or not they make sense. Focus on identifying the columns, totals, and graphs the users are seeking. If you built a sample database in step 3 and used step 4 to collect data for that database, you can probably use that database prototype to quickly generate sample reports.

3.3.5 Return to the system modeling activity to formalize the requirements that have been discovered through the above prototyping steps.

3.4 Prioritize Business Requirements

3.4.1 For each system input and output, categorize it as mandatory, optional, or desirable.

3.4.2 For each desirable requirement above, rank it with respect to the other desirable requirements. Make note of any dependencies that exist between requirements.

3.4.3 For each optional requirement, rank it with respect to the other optional requirements. Make note of any dependencies that exist between requirements.

3.4.4 Define system versions. A recommended scheme follows:

3.4.4.1 Version one consists of all mandatory requirements

3.4.4.2 Versions two through x consist of logical groupings of desirable requirements

3.4.4.3 Optional requirements are usually added to versions as time permits or deferred to maintenance releases of the system. Many such requirements are for new reports. Today, users can be given relatively simple technology to fulfill such requirements on their own.

3.5 Modify the Project Plan and Scope

3.5.1 Review the original plan

3.5.2 Review the up-to-date business requirements outline, system models, discovery prototypes, and business requirements’ priorities. Ask yourself two questions:


3.5.2.2 Are the requirements more substantial than originally anticipated?

3.5.3 Estimate the time required for each project activity in the next phase - the design phase.


3.5.5 If the answer is yes, then negotiate scope, schedule, and/or budget with the system owner group.

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4. Configuration Phase

4.1 Define Candidate Solutions

4.1.1 Review the business requirements outlined in the definition phase of systems.

4.1.2 Review the technology architecture to determine any hardware or software standards required for any candidate solution.

4.1.3 Brainstorm alternative solutions that fulfill the business requirements. Identify solutions that were suggested before the design phase.

4.1.4 Research technical specifications detailing the characteristics of each candidate solution.

4.2 Recommend a System Solution

4.2.1 Prepare a formal written system proposal containing your analysis and recommendations.

4.2.2 Prepare and present an oral recommendation to management (Project Proposal).

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5. Design Phase

5.1 Analyze and Distribute Data

5.1.1 Collect existing data and process models constructed during systems analysis.

5.1.2 Perform data analysis and normalize on the data models. Involving the users.

5.1.3 Determine how the data will be distributed across locations if necessary.

5.1.4 Perform event analysis on each data item on the data model.

5.1.5 Revise any previously completed process models to reflect new business events and conditions.

5.2 Analyze and Distribute Processes

5.2.1 Collect and review existing data and process models

5.2.2 Determine which essential processes will be implemented as computer processes and which as manual.

5.2.3 Based on response time requirements, establish batch versus on-line computer processes.

5.2.4 Factor the new system into separate design units. Group processes that are related because they are involved in the processing of a particular business transaction or because they are triggered by common business process cycles, or events (daily, weekly, monthly, etc.).

5.2.5 Develop network topology diagram to document the locations or geography of the system.

5.2.6 Distribute data and processes to these locations. Document these decisions in design unit data flow diagrams.

5.2.7 Assign technology to design units. Using the technology approved on the earlier design phase, assign appropriate technology to the different design units.

5.3 Design Database

5.3.1 Collect and review requirements for database design units.

5.3.2 Design the logical schema for the database.

5.3.3 Prototype the database. Prototype databases should be quickly created, loaded with test data, and tested.

5.4 Design Computer Outputs and Inputs

5.4.1 Collect and review input and output design requirements

5.4.2 Determine methods and medium for each input and output.

5.4.3 Prototype inputs and outputs.

5.5 Design On-line User Interface

5.5.1 Collect and review input and output design specifications.

5.5.2 Study the users’ behavior characteristics.

5.5.3 Review interface design standards.

5.5.4 Prototype the user interface. This is an iterative process of building the model, getting user feedback, and making revisions.

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5.6 Present and Review Design

5.6.1 Prepare an implementation plan that presents a proposal schedule for the construction and delivery phases.

5.6.2 Prepare a final cost-benefit analysis that determines if the design is still feasible.

5.6.3 Prepare a written technical design statement. The final technical design statement specifications are typically organized into a workbook or technical report. Technical design specifications that were prepared during systems analysis will eventually become the design specifications document.

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FAST Phase Overview

*Due to Time Constraints we did not progress beyond the Design Phase*

6. Construction Phase

6.1 Build & Test Networks

6.1.1 Review the network design requirements outlined in the technical design statement developed during systems design.

6.1.2 Make any appropriate modifications to existing networks and/or construct and test new networks.

6.1.3 Revise network specifications for future reference.

6.2 Build & Test Databases

6.2.1 Review the technical design statement for database design requirements.

6.2.2 Locate production databases that contain representative data for testing database tables or generate test data for database tables.

6.2.3 Build/modify databases per design specifications.

6.2.4 Load tables with sample data.

Revise database schema and store as necessary for future reference.

6.3 Install & Test New Software Packages

6.3.1 Obtain the software package and review this activity.

6.3.2 Install the software package.

6.3.3 Conduct tests on the software package to ensure that it works properly, making the necessary revisions.

6.3.4 Revise software specifications to reflect modifications.

6.3.5 Add the software to the information systems shop’s software library.

6.4 Write & Test the New Programs

6.4.1 Review the design specifications

6.4.1.1 Concerning changes - If changes are proposed tentatively freeze the document and answer the question: Is this change critical, meaning is it going to make or break the system or is it an enhancement that could be added later?

6.4.1.1.1 Critical changes require modifying the specifications document, otherwise then log the change as a future enhancement.

6.4.2 Develop a detailed programming plan. Construct event-processing programs first, implementing these programs in the same sequence that they would be run. Then implement management reporting decision support programs according to their relative importance. General file maintenance and backup and recovery programs are written last.

6.4.2.1 Formulate the project team and assign responsibilities.

6.4.2.2 Write and document programs and perform unit testing.

6.4.2.3 Review program documentation for quality standards.

6.4.2.4 Conduct system testing to ensure all program work properly together.

6.4.2.5 Update the project repository with revised program documentation for future referencing.

6.4.2.6 Place new programs and reusable components in the software library. 22

FAST Phase Overview

7. Delivery Phase

7.1 Conduct System Test

7.1.1 Obtain system data.

7.1.2 Ensure that all software packages, custom built programs, and existing program have been installed and that unit testing has been completed.

7.1.3 Perform tests to check that all programs work properly together, making appropriate revisions as needed and testing again.

7.1.4 Record any required modifications to programs in the project repository.

7.2 Prepare Conversion Plan

7.2.1 Collect and review design specifications for the new system to identify databases to be installed and user training needs.

7.2.2 Establish a schedule for installation of databases.

7.2.3 Identify a training program and schedule for the system users.

7.2.4 Develop a detailed installation strategy to follow for converting from the existing to the new production information system.

7.2.4.1 Abrupt cut-over.

7.2.4.2 Parallel conversion.

7.2.4.3 Location conversion.

7.2.4.4 Staged conversion.

7.2.5 Develop a systems acceptance test plan (using real end-users for an extended time).

7.2.5.1 Verification testing.

7.2.5.2 Validation testing.

7.2.5.3 Audit testing.

7.3 Install Databases

7.3.1 Review the database structures for new databases.

7.3.2 Identify existing data currently in production databases and other sources to be used to populate the databases for the new system.

7.3.3 Obtain additional manual resources to do on-time keying of data not obtained from existing production databases.

7.3.4 Write programs to extract data from production databases.

7.3.5 Write programs to load new databases.

7.3.6 Conduct another system test to ensure that new system is unaffected. This ensures that no task accomplished in this activity adversely affects the new system.

7.3.7 If necessary, revise the database schema and update the project repository.

7.4 Train the System User

7.4.1 Collect documentation that may prove useful in developing user documentation and training guides.

7.4.2 Write user documentation manuals.

7.4.3 Referring to the conversion plan, review the training needs of the system users.23

FAST Phase Overview

7.4.4 Schedule training sessions.

7.4.5 Conduct training session and distribute user documentation.

7.5 Convert to the New System

7.5.1 Review the conversion plan.

7.5.2 Complete the detailed steps outlined in the conversion plan.

7.5.3 Schedule meeting with project team to evaluate the development project and the production system.

7.5.4 Conduct review meeting.

7.5.5 Record enhancements/fix requirements that are identified in the review meeting.

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Note to Grader

We have included the following phases in our project:● Survey● Study● Definition● Configuration/ Procurement● Design

PCS Consulting confirmed with graders Danielle and Allison that the agreed upon scope for the Design Phase involved deleting all of design and only including the user interface mock-ups from 5.5.4 in the FAST Methodology.

Initially, PCS Consulting considered including a process for validation of student inputs by the MIS faculty, but was encouraged by our grader, Allison, to keep the focus on the student input of data process.

Throughout this project we have denoted all added information to the project with BLUE and RED to denote deleted information.

The project expenses breakdown was calculated based on average salary for business analysts from glassdoor.com. All calculations for cost are focused on the time budgeted for PCS to complete the project.

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Overall Executive Summary

The University of Alabama MIS Department Student Involvement Tracking system is currently comprised of a multitude of different processes for acquiring student involvement information. The current system contains good qualities. However, these qualities need to be standardized across all MIS and other organizations and events. Also, the student information needs to be easily viewable by the MIS student body and the faculty. Our team recommends that the MIS Department complete a renovation of the student involvement tracking system to better serve the MIS faculty, staff, and student body.

PCS Consulting recommends that the MIS Department standardize the method for acquiring student participation by having students swipe in at every meeting/event. This will store their CWID into an excel document. Our team then suggests that this stored information be sent to an online interface - like the Auxiliary Applications webpage used for tracking AIMS attendance. This webpage will be viewable to each student, which will help boost incentive for each student to be more involved. Involvement in outside organizations can be entered manually by the student on his/her account and the faculty will need to confirm.

PCS Consulting believes these changes to the current student involvement tracking system would greatly improve usability and convenience for system users. Because of this, we recommend that the MIS Department contract the completion of these renovations to PCS Consulting.

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Overall WCA

27

Research:

Discover the problems,

opportunities, and

constraints of the MIS student

involvement tracking system

Produce:

Develop a feasible plan for creating a MIS student involvement

tracker

Sell:

Discuss the proposed plan with system owners

Service:

Update plan based on obtained

owner feedback

Deliver:

Present finalized

system to system

owners for validation & approval to

begin designing and implementing

solution

Goal:To delineate a

functioning and sustainable system that gathers and tracks MIS

student involvement

Value:By defining a functioning

system to gather and track student involvement, MIS faculty will be able to make educated

decisions regarding

scholarship recipients

Product:

MIS Student Involvement

Tracker (MISSIT)

Customer:

The University of Alabama MIS Faculty

People:

PCS Consulting, 295 grader, UAMIS faculty,

MIS students

Technology:

Internet, Microsoft Office, Google Drive

Data:

Past projects, grader meetings, FAST

methodology, research, 295 class notes

Overall WCA Narrative

Goal: To delineate a functioning and sustainable system that gathers and tracks MIS student involvement

Value:By defining a functioning system to gather and track student involvement, MIS faculty will be able to make educated decisions regarding scholarship recipients

Customer:The University of Alabama MIS Faculty

Product:MIS Student Involvement Tracker (MISSIT)

Work Practices:● Research: Discover the problems, opportunities, and constraints of the

MIS student involvement tracking system● Produce: Develop a feasible plan for creating a MIS student involvement

tracker● Sell: Discuss the proposed plan with system owners● Service: Update plan based on obtained owner feedback● Deliver: Present finalized system to system owners for validation &

approval to begin designing and implementing solution

People: PCS Consulting, 295 grader, UAMIS faculty, MIS students

Data: Past projects, grader meetings, FAST methodology, research, 295 class notes

Technology: Internet, Microsoft Office, Google Drive

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Overall Value Chain

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Research

Produce

Sell

Service

Deliver

List of problems and opportunities

Plan for student involvement tracking

Project plan proposal

Applied owner feedback

By defining a functioning

system to gather and track student involvement, MIS faculty will be able to make educated

decisions regarding

scholarship recipients

VALUE ADDED:

MIS Student Involvement Tracker (MISSIT)

Overall Value Chain Narrative

Research: List of problems and opportunities

Produce: Plan for developing a system for tracking student involvement

Sell: Project plan proposal

Service: Proposal incorporating applied owner feedback

Deliver: MIS Student Involvement Tracker (MISSIT)

Value Added:By defining a functioning system to gather and track student involvement, MIS faculty will be able to make educated decisions regarding scholarship recipients

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PCS Consulting Overall WCA

31

Research:

Develop project idea to

provide a means of

tracking MIS student

involvement for faculty use

Produce:

Create project plan to fulfill

MIS Department

representative requirements

Sell:

Obtain grader approval for progress on project and suggestions for revisions

Service:

Update plan based on obtained grader

feedback

Deliver:

Conclude project and

turn into graders

Goal:To exceed the

project expectations of the grader by

producing a well-organized document

developing our system

Value:

By producing a professional, well-

organized document, the MIS

representative/ grader will be able to

interpret our project easily & MIS faculty

will be presented with a sustainable

involvement tracker

Product:

Sustainable Student

Involvement Tracker

Customer:

MIS Department Representative

People:

Project group (Philip Burke, Chandler Sims, Sean Campbell), MIS

Representative/Grader

Technology:

Internet, Microsoft Office, Google Drive,

Trello

Data:

Past projects, grader meetings, FAST

methodology, project requirements

PCS Consulting WCA Narrative

Goal: To exceed the project expectations of the grader by producing a well-organized document developing our system

Value:By producing a professional, well-organized document, the MIS representative/ grader will be able to interpret our project easily & MIS faculty will be presented with a sustainable involvement tracker

Customer:MIS Department Representative

Product:Sustainable Student Involvement Tracker

Work Practices:● Research: Develop project idea to provide a means of tracking MIS

student involvement for faculty use● Produce: Create project plan to fulfill MIS Department representative

requirements● Sell: Obtain grader approval for progress on project and suggestions for

revisions● Service: Update plan based on obtained grader feedback● Deliver: Conclude project and turn into graders

People: Project group (Philip Burke, Chandler Sims, Sean Campbell), MIS Representative/Grader

Data: Past projects, grader meetings, FAST methodology, project requirements

Technology: Internet, Microsoft Office, Google Drive, Trello

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PCS Consulting Value Chain

33

Research

Produce

Sell

Service

Deliver

Project Idea

Project Content

Grader/ Representative Approval

Project Revisions

By producing a professional, well-

organized document, the MIS

representative/ grader will be able to interpret our project easily & MIS faculty

will be presented with a sustainable

involvement tracker

VALUE ADDED:

Final Project

PCS Consulting Value Chain Narrative

Research: project idea to provide a means of tracking MIS student involvement for faculty use

Produce:Project plan to fulfill MIS Department representative requirements

Sell: Grader approval for progress on project and suggestions for revisions

Service: Revised plan based on obtained grader feedback

Deliver: Finished project

Value Added:By producing a professional, well-organized document, the MIS representative/ grader will be able to interpret our project easily & MIS faculty will be presented with a sustainable involvement tracker

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Phase Sign-Off Template

By signing this document, PCS Consulting and ___________(MIS Representative) certify that the reviewed and approved content in this binder pertaining to the___________ Phase of the FAST methodology is sufficient, and distinctly meets criteria for the project. Allowing PCS Consulting to progress to the ___________Phase is hereby acknowledged.

________________________________________Sean Campbell

________________________________________Philip Burke

________________________________________Chandler Sims

________________________________________MIS Representative (Grader)

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1.0 Survey Phase

Customized FAST Phases Overview

1. Survey Phase

1.1 Survey problems and opportunities.


1.1.2 Schedule and conduct a meeting of the people tentatively assigned to the aforementioned roles for this activity. (Alternative: Interview the people tentatively assigned to those roles.)

1.1.3 Document problems, opportunities, and constraints.

1.2 Negotiate Project Scope.


1.2.2 Schedule and plan a meeting of the people tentatively assigned to the aforementioned roles for this activity. (Alternative: Interview the people tentatively assigned to those roles.) The meeting or interview should focus on negotiating the scope in terms of the four building blocks of information systems: DATA, PROCESSES, INTERFACES, and GEOGRAPHY.

1.2.3 Document scope.

1.3 Plan the project.

1.3.1 Review system problems, opportunities, and directives, as well as project scope.

1.3.2 Assign specific people to a role.

1.3.3 Estimate time required for each project activity, assign roles to activities, and construct a schedule.

1.3.4 Negotiate expectations.

*The schedule cannot be adjusted. It is a hard deadline.*

1.3.5 Negotiate the schedule with the system owners, adjusting resources, scope, and expectations as necessary.

*We have no client for this project. So, we will not present*

1.4 Present The Project.

1.4.1 Review the deliverables of all prior activities.

1.4.2 Reformat the project feasibility assessment report for presentation to the steering body.

1.4.3 Present the project feasibility assessment report (the charter) to the steering body.

1.4.3.1Be prepared to defend recommendations, address issues and controversies, and answer questions as posed by the steering body.

1.4.4 Plan an event to communicate the approved project to all affected staff.

1.4.4.1 Develop and execute communication plan for project development team.

1.4.4.2 Develop and execute communication plan for operational staff that will use and maintain the systems once finished.

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Survey Phase Executive Summary

PCS Consulting recommends that the MIS Department Representative, Allison Farris, sign off on the Survey phase, allowing our team to progress to the Study Phase of the project. This will enable our team to research and observe - in more detail - the current methods used for tracking and compiling student involvement information. With more information, our team will be able to better assess the problems and opportunities associated with modifying the current system.

PCS Consulting believes the Survey phase was carried out to gain a better understanding of the underlying problem that the MIS Department has identified. Our team has examined - on a general scale - the methods and practices currently used for acquiring and compiling student involvement information through interviews and meetings with our system owners, MIS Representative Allison Farris and Dr. David Hale, and current system users, other MIS students. PCS Consulting has defined the system owners’ view of Data, Process, Interface, and Geography which were used to comprehend the scope as well as develop the plan for this project.

PCS Consulting obtained necessary information and reached a consensus with the MIS Department on the terms for this project through the creation of a letter of engagement. Then our team began developing a problem and opportunity statement and, finally, a feasibility assessment.

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Letter of Engagement

The following stipulations, conditions, and provisions apply to the relationship between the University of Alabama MIS Department and PCS Consulting:

PCS Consulting will complete all requests from the UA MIS Department regarding this project that are reasonable and financially viable. PCS Consulting has agreed to complete the project within the predetermined deadline, April 24, 2015. Delays will not be tolerated unless due to an unforeseen circumstance that has been approved by the MIS Department Representative.

PCS Consulting will continuously present all findings and ideas to the MIS Department Representative. The MIS Department expects to be kept informed throughout the development and implementation processes.

Should PCS Consulting fail to complete all directives designated by the MIS Department and those necessary for the definition of an improved Student Involvement Tracking System, the MIS Department will have no further obligation to PCS Consulting for their services.

PCS Consulting is not responsible for any evaluation data security breaches that could possibly occur upon the implementation of the proposed system. It is PCS Consulting’s hope that all data remains confidential, but we can not ensure this unless the MIS Department employs PCS to complete the Configuration Phase through the Delivery Phase of this project, which will require an extension of the agreed scope of the project. This increase in scope will require renegotiation between the MIS Department Representative and PCS Consulting on the schedule and budget of this project.

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Negotiate Scope

To negotiate the project scope, PCS Consulting will meet with Allison Farris, representative of the MIS Program and the system owner. Based upon the information gathered at this meeting, PCS Consulting will produce an Overall WCA, WCA Narrative, Value Chain, and Value Chain Narrative to aid in the projection of our project scope. Before completing our final scope statement, PCS Consulting will examine all survey phase problems, opportunities, constraints, and directives to form a feasibility assessment.

PCS Consulting will limit its scope to focus on the process for inputting and displaying student involvement information. This will not include the process for validating user input into the application.

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Information Systems Framework-Survey Phase View

41

Information Systems Framework Narrative

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A system contains many components and, when broken down, can be viewed in terms of processes, data, interface, and geography. The Information Systems Framework Diagram visually shows the breakdown of these components and their concepts. Every phase addresses the question of how each position, owner, user, designer, and builder relates to the system.

As previously mentioned, PCS Consulting will only be focused on surveying, studying, defining, configuring, and designing the system. We will therefore be concerned with the owner’s view in the first phase and the users’ perspective in the following two phases.

The areas outlined in red illustrate the concentration focuses within the current phase.

Background Information

The MIS Department places a large emphasis on being successful in the classroom. However, they place an even greater emphasis on being active on campus in both MIS and outside organizations. They even use student involvement as criteria for selecting the students that receive scholarships.

Currently, there is a problem with documenting student involvement in MIS organizations. There is no standardized method for recording involvement and there is no objective system for determining the value one receives for participating in certain events/organizations. The most effective method at this time is the use of swiping people’s ACT cards when they enter into AIMS meetings or at ToastMasters. Currently, information recorded regarding student involvement is stored in Excel files - if they swipe their ACT cards - and word documents and on the MIS Sharepoint site, the MIS webpage, and the Auxiliary Applications site.

Additionally, there is no system/process in place for tracking MIS student involvement in organizations outside the MIS program - something that is highly valued by the MIS Department.

Along with the faculty, students are aware of the problems with the current process, which can cause a lack of motivation and incentive for accepting new roles in both MIS and outside organizations. Students feel as though their efforts may not be recognized.

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Service Request

44

Date of Request: April Service Requested For Departments: University of Alabama MIS Department

Submitted by: Executive Sponsor:

Name: Dr. Hale Name: Allison Farris

Title: Project Initiator Title: MIS Department Representative

Email: [email protected] Email: [email protected]

Type of Service Requested:

☐Information Strategy Planning Existing Application Enhancement

☐Business Process Analysis and Redesign Existing Application Maint.☐

☐New Application Development Not Sure Other (please specify)☐ ☐

Brief Statement of Problem, Opportunity, or Directive:College tuition costs are rising every year. It is difficult to find external scholarships due to limited options that are not student nor university specific. The MIS Dept. requests that PCS Consulting analyzes the current method and develop an efficient system to provide students an easier way to log and compile involvement on campus.

Brief Statement of Expected Solution:The solution is to create an application accessible by current UA students through their smart phone, to compile their on and off campus involvement. This solution should be able to be completed within the time and monetary constraints of this project.

1.1 Survey Problems and Opportunities

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1.1.1 Collected Documentation

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1.1.2 Initial Meeting

Before initiating the project, PCS Consulting held a preliminary team meeting where team member strengths and weaknesses were discussed along with what we did and did not like about our past two projects.

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Team Member Strength Weakness Assigned Role

Sean Campbell Organization, Planning

Delegation of Tasks

Philip Burke Versatile Availability

Chandler Sims Computer Technology

Never held non-leader position

1.1.3 Survey Phase Problem Statement

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Brief Statement of Problem:

Urgency Visibility Benefits Priority/ Rank

Proposed Solution

Problem/ Opportunity

MIS Faculty cannot gauge student involvement in order to fairly deliver scholarships

High Low Standardize the measure of student involvement

1 Create a system to track student involvement

Problem

Students are not being recognized for their involvement outside of the MIS program

High High Faculty have a clearer picture of how involved the students are at the University of Alabama

2 Consolidated system that incorporates both MIS and outside organization participation

Problem

MIS Faculty struggle to encourage MIS Student Involvement in MIS and other organizations

High High By creating a system for tracking Student Involvement

1 Provide Incentive for Student Involvement through a systematic tracking application

Opportunity

PROJECT: MIS Project 3 PROJECT MANAGER: Sean Campbell

CREATED BY: PCS Consulting LAST UPDATED BY: Philip Burke

DATE CREATED: April 10, 2015 DATE LAST UPDATED: April 23, 2015

1.1.3 Survey Phase Problem Statement Narrative

The current method of tracking Student Involvement by MIS Faculty is inefficient and disorganized and can be improved in the implementation of the new proposed MIS Student Involvement Tracker system.

The MIS program stresses that their students be involved on campus in both MIS and other organizations. However, there is no standardized method for collecting student attendance at these meetings. PCS Consulting has determined that the top priority for the new Student Involvement Tracking system is to provide MIS faculty a more standardized view of each student in order to more fairly deliver scholarships.

In addition to the problems previously discussed, there are several opportunities for the new Student Involvement Tracking system to increase student involvement by ensuring that their involvement is being tracked and rewarded through scholarships.

Currently, there is not a standard method for recording involvement and there is certainly no centralized interface for current UAMIS students and faculty to track student involvement. By creating a centralized system, which would compile the different organizations and events that student’s are involved in, students would have an added incentive to actively participate in MIS and outside organizations.

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1.1.3 Survey Phase Objectives Statement

50

Objective Urgency Visibility Priority/ Rank

Deliver a centralized system that compiles all student involvement

High High 1

Develop a point system to help standardize and objectify involvement

High High 2




1.1.3 Survey Phase Objectives Statement Narrative

The objectives of the new Student Involvement Tracking system are to compile all student involvement into one centralized interface and to incorporate a standardized point system that will be applied to all ranges and categories of organizations and events. The Student Involvement Tracking system will display all the organizations - both MIS and outside organizations. The system will attribute points to participation in specific events and organizations, as well as being an officer in an organization. These points as well as a breakdown of each organization will be displayed on the student’s home page.

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1.1.3 Survey Phase Constraints Statement

52

Constraint Urgency Visibility Priority/ Rank

The system must accurately keep track of student involvement

High High 1

The point system must be fair and easy to understand by users

High High 2


CREATED BY: PCS Consulting LAST UPDATED BY: Chandler Sims


1.1.3 Survey Phase Constraints Statement Narrative

PCS Consulting has identified several constraints to be handled throughout the duration of the project. There is a time constraint that requires the configuration phase of the project to be completed by April 24, 2015. A technology constraint has been imposed due to the necessity requiring the system to accurately track each student’s involvement in organizations. Also, when applying the point system, it must be an understandable and fair depiction of what each activity should be worth for each student. It will have to follow a strict guideline of point allocations and be able to be further edited by MIS faculty to keep it up to date and applicable. The system must allow user input to track participation in organizations outside the MIS program, which means that faculty will appropriate points for those organizations based on their own discretion.

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1.1.3 Survey Phase Cause-Effect Analysis

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Problem or Opportunity Cause or Effect

MIS Faculty can not gauge student involvement in order to fairly deliver scholarships

Students are not properly compared when judging for the most deserving scholarship recipients

MIS faculty have no way to encourage MIS student involvement in MIS and other organizations

MIS students participate less in activities outside of MIS and limit their opportunities for furthering themselves and learning beyond the scope of the MIS curriculum


Faculty are not fully aware of student involvement in organizations outside of the MIS Program




1.1.3 Survey Phase Cause-Effect Analysis Narrative

After determining the underlying problems and opportunities associated with the current system for tracking student involvement, PCS Consulting has detailed the causes and effects correlated with each major problem or opportunity.

Currently, the MIS Faculty can not gauge student involvement in order to fairly deliver scholarships. This results in MIS Students not being systematically compared and ranked with one another, ultimately resulting in an unreliable distribution of scholarships. In addition, MIS faculty struggle to encourage MIS student involvement in MIS and other organizations. This causes MIS students to participate less in activities outside of MIS and limit their opportunities for furthering themselves and learning beyond the scope of the MIS curriculum. Finally, MIS Students are not being recognized for their involvement outside of the MIS program. This is caused by Faculty are not fully aware of student involvement in organizations outside of the MIS Program.

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1.1.3 Survey Phase Matrix

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CREATED BY: PCS Consulting LAST UPDATED BY: Sean Campbell


Cause-and-Effect Analysis System Improvement Objectives

Problem or Opportunity

Cause/Effect Objective Constraint







Develop a method for consolidating involvement in MIS and non-MIS Organizations

Tracking of involvement is not standardized and must be confirmed by the MIS Faculty


Faculty are not sufficiently tracking student involvement in organizations outside of the MIS Program


The point system must be consistent and easy to understand

1.2 Negotiate Project Scope

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1.2.1 Data Gathering Techniques

PCS Consulting gathered information regarding the criteria of the assignment from MIS classes with Dr. Hale. During those classes, we also ensured that we were following the FAST methodology from Whitten and Bentley’s Systems Analysis and Design Methods. In addition, our group met with our grader, Allison Farris, multiple times throughout the duration of the project to ensure our understanding of the requirements of the project and to receive adequate feedback on our progress.

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1.2.1 Data Gathering Results

PCS gathered the following data:

● Basic Information about FAST Methodology

● Problems and Opportunities in the current method

● Answers given by the MIS Representative

● Project Requirements

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1.2.1 Data Dictionary for Survey Phase

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Attribute: Data: Example:

Student Involvement Info StructNameOrganization NameDate JoinedDate LeftCWIDRole Held

StringStringStringString

IntString

John Q. SampleToastmasters/ WIT/ ITS/ LGBT++

August 2014May 2015/ Current

12345678President/ VP/ Treasurer

UsernamePassword

StringString

jqsample2password1

1.2.1 Data Flow Diagram Color Key

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1.2.1 To Be Context Level Data Flow Diagrams

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1.2.1 To Be Context Level Data Flow Diagram Narrative

63

PCS Consulting proposes the implementation of the MIS Student Involvement Tracking System that will take input from MIS Students. Students will log into the MISSIT system to access their account. Then, they will input their involvement in MIS and Non-MIS Organizations. The inputted information has a pre-determined point system applied to it. The information is then time-stamped with the date that it was entered. After the information is time-stamped, it is formatted and then displayed to the student’s account main page, where it is viewable by both the MIS Student and MIS Faculty.

1.2.1 To Be Level 0 Data Flow Diagram

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1.2.1 To Be Level 0 Data Flow Diagram Narrative

65

PCS Consulting proposes the implementation of the MIS Student Involvement Tracking System that will take input from MIS Students. Students will log into the MISSIT system to access their account. Then, they will input their Involvement in MIS and Non-MIS Organizations. This information is stored in the MISSIT Student Involvement Log. The inputted information has a pre-determined point system applied to it and is then time-stamped with the date that it was entered. After the information is time-stamped, it is stored back in the MISSIT Student Involvement Log. The information is then formatted and displayed to the student’s account main page, where it is viewable by both the MIS Student and MIS Faculty.

1.2.1 To Be Level 0 Data Flow Diagram Narrative

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Event Trigger Response

1.0 Input Student Involvement

MIS Organization Involvement,Non-MIS Organization Involvement, Roles, Time Active &Username/Password

Raw student Involvement Data

2.0 Apply Points to Raw Data

Raw Student Involvement Info Data &Point Values for Activity

Student Involvement Info

3.0 Validate Time Active with Current data

Student Involvement Info&Current Date

Time-Stamped Student Involvement Info

4.0 Display Consolidated Student Involvement Report


Student Involvement Report

1.2.1 Owner’s View of Data Model

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MIS Faculty

MIS Leadership Roles

MIS Event Participation

MIS Students

Non-MIS Event Participation

Non-MIS Leadership Roles

Involvement Tracker

1.2.1 Owner’s View of Data Narrative

The MIS students use the system by inputting their activities involved and not involved with MIS, which are then processed by the system. This information can be accessed by the faculty and students at any moment.

This project intends to analyze and improve the overall system and at least one of the processes involved with the MIS students as data participants.

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69

Student

3.0Updated Student

Involvement Available for

Viewing

1.0Input Activities

2.0Activities

Translated with point system

Faculty

1.2.1 Owner’s View of Process

1.2.1 Owner’s View of Processes Narrative

The system exists to provide the students and MIS faculty with a source for student involvement. This seeks to incorporate all activities and organizations by allowing the student to input their own involvement. This data is then able to be stored and translated into a more digestible form for the MIS faculty to retrieve.

The focus of this project serves to improve and detail out the process of entering in data by the MIS students, indicated by the shaded circle behind this process on the diagram.

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1.2.1 Owner’s View of Interface

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System Owner

MIS Student Involvement

Tracker (MISSIT)

Student User

1.2.1 Owner’s View of Interface Narrative

In the system, the system owners, the MIS faculty, will be able to access all student activity information in one centralized location. This data is entered solely by the students, the system users. The only interaction the MIS faculty will encounter is extracting information from the MIS Student Involvement Tracker.

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1.2.1 Owner’s View of Geography

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State of Alabama Tuscaloosa County

University of Alabama Campus

1.2.1 Owner’s View of Geography Narrative

The owner’s view of Geography encompasses the campus of The University of Alabama. Here, the system is used by the faculty and staff of the MIS Department as well as Students in the MIS Program. The UA campus is located in the city of Tuscaloosa, inside Tuscaloosa County. Tuscaloosa County is located in the state of Alabama.

Although the new system implementation alters the process by which student involvement information is gathered, the geography is consistent throughout both systems.

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1.2.2 Project Roles

Before initiating the project, PCS Consulting held a preliminary team meeting where team member strengths and weaknesses were discussed and roles were assigned accordingly.

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Delegation of Tasks

Project Manager

Philip Burke Versatile Availability Team Member/ Task Organizer



Team Member/ Meeting Scribe

1.2.3 Scope Statement

The scope of a project defines which aspects of a system will be examined and potentially redefined during the course of the project. We have determined the scope by examining the problems and opportunities associated with the preliminary research performed. The overall scope is broken down into four aspects: data, processes, interfaces, and geography.

Data:● Interviews with MIS 295 Grader/Representative● Whitten & Bentley textbook● MIS 295 PowerPoints● MIS 295 Class Notes● Interviews with Organizational Leaders and MIS TAs● FAST Methodology

Processes:● Research the current system for recording attendance at AIMS Meetings,

MIS Organizations, and other organizations● Produce an outline of the overall problems, opportunities, and constraints

of the implementation of the proposed MIS Student Involvement Tracking System

● Sell the enhanced Student Tracking System Proof of Concept to MIS Representatives

● Service plan for MIS Student Involvement Tracking System based on feedback

● Deliver an updated plan including prototypes for the MIS Student Involvement Tracking System

Interface:● The MIS Student Involvement Tracking (MISSIT) System will interact with

currently enrolled UA students and MIS Faculty.Geography:

● University of Alabama in Tuscaloosa, AL● Users can access the system through the website or mobile application

anywhere

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1.3 Plan the Project

77


78



Proposed Solution










1.3.1 Survey Phase Problem Narrative

The current method of tracking Student Involvement by MIS Faculty is inefficient and disorganized and can be improved in the implementation of the new proposed MIS Student Involvement Tracker system. The MIS program stresses that their students be involved on campus in both MIS and other organizations. However, there is no standardized method for collecting student attendance at these meetings. PCS Consulting has determined that the top priority for the new Student Involvement Tracking system is to provide MIS faculty a more standardized view of each student in order to more fairly deliver scholarships.

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1.3.1 Negotiation of Scope

To negotiate the project scope, PCS Consulting will meet with our MIS 295 grader and MIS Department representative, Allison Farris. PCS Consulting will research all current ways the MIS Department tracks and records student involvement, as well as the different organizations that students can be involved in.

Based upon the information gathered at these meetings, PCS Consulting will produce an Overall WCA,WCA Narrative, Value Chain, and Value Chain Narrative to aid in the projection of our project scope. Before completing our final scope statement, PCS Consulting will examine all survey phase problems, opportunities, and constraints to form a feasibility assessment. Furthermore, PCS Consulting will use data, processes, interfaces, and geography models to further define the scope. PCS Consulting has decided to implement a centralized system to organize and track student involvement in MIS and outside organizations.

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1.3.2 PCS Consulting Assigned Roles

Before initiating the project, PCS Consulting held a preliminary team meeting where team member strengths and weaknesses were discussed and roles were assigned accordingly.

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Delegation of tasks

Project Manager

Philip Burke Versatility Availability Team Member/ Task Organizer



Team Member/ Meeting Scribe

1.3.3 Survey Phase Gantt Chart

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1.3.3 Survey Phase Gantt Chart Narrative

PCS Consulting was given the time frame of March 30th to April 24th to complete this project.

PCS plans to split the work evenly throughout the time frame given so that the workload does not become too overwhelming. However, we realize that we must continue to work independently in between group meetings. PCS was able to complete the survey phase before our first meeting with an MIS representative on the 14th. We plan to complete the study phase by April 17th in order to leave ourselves with ample time for the Definitions phase.

Using the FAST phases with respect to the core processes, we plan to complete the project according to its deadline.

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1.3.3 Project Plan for Survey Phase

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1.3.3 FAST Phase Diagram

85

1.3.3 FAST Phase Diagram Narrative

The diagram shows a visual representation of the complete FAST phase methodology. The phases included in this methodology are survey, study,

definition, configuration, design, construction, and delivery.

Abiding by our scope and projections, PCS Consulting has decided that it will only continue through the first six phases: survey, study, definition, configuration, procurement, and design. We believe that through the completion of only these four phases we can maximize our time and the quality of our work while still abiding by our time frame.

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1.3.3 Project Feasibility Report

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Aspect of Feasibility

Decision Description

Economic Yes The time required by PCS Consulting to complete a project of the determined scope is deemed to be reasonable and achievable.

Schedule Yes PCS Consulting deems it possible to complete this project by April 24th.

Technical Yes The MISSIT Application concept created by PCS Consulting will be built by a third-party of system builders provided by the MIS Department. MISSIT Application will incorporate aspects of existing technology like SL Pro and Aux Apps.

Operational Yes MIS Students will be able to access their account on the application to enter their own Student Involvement, which can be viewed by the MIS Faculty.

1.3.3 Project Feasibility Report Narrative

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Throughout the Survey Phase, PCS Consulting has performed research on the project required to solve the problem of improving the current University of Alabama MIS Department system for tracking student involvement. PCS Consulting assessed the feasibility of each facet of the project to determine what can be accomplished with the given budget, technology, operations, and schedule provided.

In terms of budget, there is no exchange of money for any services provided. Instead, PCS Consulting deemed that the time required by the PCS project team to complete a project of the determined scope is deemed to be reasonable and achievable. This is the time required of each member of the team on a personal level. This has nothing to do with the project schedule.

In terms of the schedule for this project, PCS Consulting deemed it possible--using the FAST Methodology--to complete into the Design Phase of this project by April 24th.

Regarding the technical requirements of this project, PCS Consulting will be responsible for designing a system called the MISSIT application. This application will be built by a third-party of system builders provided by the MIS Department. MISSIT Application will incorporate aspects of existing technology like SL Pro and Aux Apps.

Regarding the operations for this project, PCS Consulting determined that MIS Students will be able to access their account on the application to enter their own Student Involvement, which can be viewed by the MIS Faculty on each student’s MISSIT account page.

1.3.4 Summary of Expectations

The following stipulations, conditions, and provisions apply to the relationship between the University of Alabama MIS Department and PCS Consulting.

PCS will complete the project to fulfill all requirements of the MIS Department Representative that fall within the project scope, to be described in a future document. The deadline for the completion of this project will be April 24th, 2015.

PCS Consulting will regularly and continuously present all findings, ideas, and progress reports to the MIS Department Representative. The MIS Department expects to be kept informed throughout the development and implementation processes. This means that each phase must receive the signature of a MIS Representative before progression to the next phase.

Should PCS Consulting fail to complete all directives designated by the MIS Department Representative that have been approved in the project plan, the MIS Department will have no further obligation to PCS Consulting for their services.

PCS Consulting is not responsible for any evaluation data security breaches that could possibly occur upon the implementation of the proposed system. It is the hope of PCS Consulting that all data remains confidential, but we cannot ensure this unless the MIS Department employs PCS to complete the Configuration Phase through the Delivery Phase of this project, which will require an extension of the agreed scope of the project. This increase in scope will require renegotiation between the MIS Department Representative and PCS Consulting on the schedule and budget of this project.

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Detailed Recommendation

In conclusion of the Survey phase, PCS Consulting recommends that The University of Alabama MIS program continue to use the FAST methodology for application development and begin completing the Study phase.

This project is to remedy the fact that the current system for gathering information from students is disorganized and spread out.

Having student information among various databases is less efficient than the MISSIT application that PCS Consulting wishes to implement for the MIS Program. Students must either access Auxillary Applications, the MIS webpage, the Excel Spreadsheet, or the Universities Gmail account in order to receive different student information. PCS Consulting would like to create an application that will give Students access to all of their information via a Student Profile.

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Survey Phase Grader Sign-Off

By signing this document, PCS Consulting and the MIS 295Grader certify that the reviewed and approved content inthis binder pertaining to the Survey Phase of the FASTmethodology is sufficient, and distinctly meets criteria forthe project. Allowing PCS Consulting to progress to theStudy Phase is hereby acknowledged.

________________________________________Sean Campbell

________________________________________Philip Burke

________________________________________Chandler Sims

________________________________________Allison Farris (Grader)

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2.0 Study Phase


2. Study Phase2.1 Model the Current System

2.1.1 Review the scope statement completed in the survey phase.

*PCS will not be using JAD*

2.1.2 Collect facts and gather information about the current system. The preferred technique is JAD, but JAD sessions may be preceded or followed by traditional fact-finding and information gathering activity.

2.1.3 Draw system models. The recommended sequence of models is (1) Interface, (2) Data, (3) Process, and (4) Geography. The interface model is first because it helps establish basic business vocabulary and rules. The process model identifies high-level business functions. The geography model identifies the potential operating locations to which data, processes, and interfaces might eventually be distributed. Together, the models provide a solid foundation for problem and opportunity analysis.

2.1.4 Verify the system models. The goal is to reach consensus on what the current system is all about. If JAD techniques are used, steps 2, 3, and 4 are consolidated into the group sessions.


2.2.1 Review the problem statement completed in the survey phase.

*PCS will not be using JAD*

2.2.2 Collect facts and gather information about the perceived problems and opportunities in the current system. The preferred technique is JAD, but JAD sessions may be preceded or followed by traditional fact-finding and information gathering activity.

2.2.3 Analyze and document each problem and opportunity. The PIECES framework is most useful for cause-effect analysis. As you collect facts, note problems and limitations according to the PIECES categories. Remember, a single problem may be recorded into more than one category of PIECES. Also, don’t restrict yourself to only those problems and limitations noted by end-users. As the analyst, you may also identify potential problems! Next, for each problem, limitation, or opportunity, ask yourself the following questions and record answers to them.

2.2.3.1 What is causing the problem? What situation has led to this problem? Understanding why is not as important. Many current systems were never designed; they simply evolved. It is usually pointless to dwell on history. In fact, you should be careful not to insult system owners and users who may have played a role in how things evolved.

2.2.3.2 What are the negative effects of the problem or failure to exploit the opportunity? Learn to be specific. Don’t just say, “Excessive costs.” How excessive? You don’t want to spend $20,000 to solve a $1,000 problem.

2.2.3.3 The effect sometimes identifies another problem. If so, repeat steps 1 and 2.93


2.3 Establish System Improvement Objectives and Constraints

2.3.1 Review scope and problem analyses from the prior activities

2.3.2 Negotiate business-oriented objectives to solve each problem and exploit each opportunity. Ideally, each objective should establish the way you will measure the improvement over the current situation. Measures should be as tangible (measurable) as you can possibly make them.

2.3.3 Brainstorm any constraints that may limit your ability to fully achieve objectives. Use the four categories previously listed in this section (time, cost, technology, and policy) to organize your discussion.


2.4.1 Review the original plan.

2.4.2 Review the system models, problems and opportunities, cause-effect analysis, system improvement objectives, and scope. Ask yourself two questions:


2.4.2.2 Are the problems, opportunities, or objectives more difficult to solve than originally anticipated?

2.4.3 Estimate time required for each project activity in the next phase-the definition phase.


2.4.5 If the answer is yes, renegotiate scope, schedule, and/or budget with the system owner group.

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Study Phase Executive Summary

Upon completion of the Study Phase, PCS Consulting recommends proceeding on to the Definitions Phase. In the Definitions Phase, PCS Consulting will define the business requirements needed to remedy the identified problems and opportunities as well as accomplish the objectives defined in throughout the Survey and Study Phases.

PCS Consulting believes the Study Phase was carried out to gain a better understanding of the process in practice by the MIS Department to track student involvement. Our team has analyzed the methods and practices currently used for acquiring and compiling student involvement information through interviews and meetings with our system owners, MIS Representative Allison Farris and Dr. David Hale, as well as current system users, MIS Representative Allison Farris and Stetson Dubberly. PCS Consulting has defined the system users’ view of Data, Process, and Geography which were used to further identify problems and opportunities in the current system model.

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Information Systems Framework- Study Phase View

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UA MIS Department Tracking ProcessThe current system for tracking student involvement in the MIS Program is

scattered and inefficient. Students’ organizational involvement comes mainly from their resume’s that are in the MIS Resume Book.

The process currently in place for recording student attendance in MIS Organizations is as follows:

1. ACT card swipinga. This is collected into an Excel document that is then translated

through SQL Server and is viewable by Students and Faculty through the Aux Apps Interface

2. Paper Documentsa. Officers in different organizations inconsistently record attendance on

loose sheets of paper that may or may not be dated3. Flash Drives

a. Attendance may be recorded on an individual officer’s or Organizational group member’s word/ excel document in a non-standardized format

4. Word-of-mouth/ Informal Messaginga. Attendance and officer participation in organizations may not be

recorded and may rely solely on discussion between Office Staff and known organizational members

There is currently no process for recording/ validating student involvement in non-MIS Organizations. There is also no standardized process for recording and tracking student leadership/ officer roles in MIS/non-MIS Organizations.

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2.1 Model the Current System

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anywhere

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2.1.1 Review of Scope Statement

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The scope of the study phase is to determine and diagram the current system for tracking student involvement by the MIS Department in order to find the problems and opportunities associated with the current system. This study provides current system users a chance to give feedback regarding how the new system should function.

*The current scope statement adequately addresses the expectations and requirements of this project.

2.1.2 Data Gathering Techniques

PCS Consulting conducted meetings with MIS Representative Allison Farris to gain an understanding of the objective of this student involvement tracking system using the William and Bentley FAST Methodology. PCS Consulting also gathered information regarding expectations for the FAST Methodology from previously graded projects.

PCS Consulting used interviews with MIS Representatives Allison Farris and Stetson Dubberly to gain a better understanding of the processes currently in place for tracking student involvement. These interviews as well as class discussion with Dr. Hale identified requirements and expectations from the MIS Department. These steps enabled PCS Solutions to create a complete Project Feasibility Assessment Report.

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2.1.2 Results from Data Gathering

MIS Representative Results:● PCS Consulting collected notes from Chandler Sims from

our bi-weekly meetings● PCS Consulting gathered an overall concept of the

processes involved in the current student tracking system

MIS Class Results:● PCS Consulting gathered that it is necessary to complete

the Survey, Study, Definition, and Configuration Phases as well as beginning the Design Phase by completing Mockups and Prototypes of our MISSIT Interface

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2.1.3 Owner’s View of Data

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MIS Faculty

MIS Students

MIS Leadership Roles

Non-MIS Event Attendance

MIS Event Attendance AIMS Attendance

Auxiliary Applications

Non-MIS Leadership Roles

Excel Spreadsheet

2.1.3 Owner’s View of Data Narrative

The MIS students use the system by inputting their activities involved and not involved with MIS, which are then processed by the system. This information can be accessed by the faculty and students at any moment.

The current system relies on both input from the MIS faculty and MIS students. Not all of the data is accessible from both entities and there is no system in place to hold all of the information (attendance, leadership roles, etc.) in one location.

This project intends to analyze and improve the overall system and at least one of the processes involved with the MIS students as data participants.

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106

Faculty

2.0Save

Attendance on Paper/Excel

3.0Upload .CSV

file to Aux Apps

1.0Swipe Student

Act Card

2.0Upload Swipe Data to Excel

Sheet

1.0Sign In for

Event

1.0Take

Attendance

StudentFaculty

1.0Provide Act

Card for Swiping

Student

2.1.3 Owner’s View of Process

2.1.3 Owner’s View of Processes Narrative

The system exists to provide the students and MIS faculty with a source for student involvement. This seeks to incorporate all activities and organizations by allowing the student to input their own involvement. This data is then able to be stored and translated into a more digestible form for the MIS faculty to retrieve.

Currently, the processes for gathering student involvement only exist for MIS events. Students either provide their act card for swiping or sign in to gain credit for their attendance. If the card swiping method is used, the MIS faculty uploads these swipes directly to an Excel sheet and later uploads it to the Auxiliary Apps website. If they do not use the swiping method, the records for attendance/roles are in various forms and in various locations, from sheets of paper to email correspondence to text messaging.

The focus of this project serves to improve and detail out the process of entering in data by the MIS students, indicated by the shaded circle behind this process on the diagram.

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Owner’s View of Interface

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System Owner

Excel Spreadsheets

Emails, Text, etc. CorrespondenceCard Swiper

Paper Documents

Resume Book

Owner’s View of Interface Narrative

In the system, the system owners, the MIS faculty, will be able to access all student activity information in one centralized location. This data is entered solely by the students, the system users. The only interaction the MIS faculty will encounter is extracting information from the MIS Student Involvement Tracker.

Currently, the System Owner’s view of the system interface is spread out between the ability to interact with Excel spreadsheets, paper documents, card swiping, the MIS resume book, and email, text, and other correspondence. These are not linked together in any way.

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The current owner’s view of Geography currently encompasses the campus of The University of Alabama. Here, the system is used by the faculty and staff of the MIS Department as well as Students in the MIS Program. The UA campus is located in the city of Tuscaloosa, inside Tuscaloosa County. Tuscaloosa County is located in the state of Alabama.


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2.1.3 Data Dictionary for Study Phase

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COLOR KEY:

New System Terms

Current System Terms

Attribute: Data: Example:

CWID Int 12345678

Misc. Attendance RecordOfficers/ RolesMisc. Event Attendance (name on sheet)

StringString

PresidentJohn Q. Sample

Aux Apps AttendanceEvent NameEvent Date/Time

StringString

AIMS: Slalom2/13/15 6:30:00 PM

Organization Name String Toastmasters/ WIT/ ITS/ LGBT++

Student Involvement Info StructNameOrganization NameDate JoinedDate LeftCWIDRole Held


IntString




2.1.3 Data Flow Diagram Color Key

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2.1.3 Current Context Level Data Flow Diagram

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2.1.3 Current Context Level Data Flow Diagram Narrative

115

Currently, the MIS Department uses several different methods for collecting and tracking student involvement information. They are:● Swiping action cards at AIMS Meetings and Toastmasters● Writing down on paper the people attending each meeting● Typing student attendance into a Word Document● Viewing the organizations listed on Student’s resumes in

the Resume BookAll of these methods comprise the current system for tracking student involvement.

2.1.3 Current Level 0 Data Flow Diagram

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2.1.3 Current Level 0 Data Flow Diagram Narrative

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The current system for tracking has very little student input. Students only swipe their action cards at AIMS Meetings. That information is collected on Excel spreadsheets by the Office Staff, who also are responsible for writing down attendance for other meetings on word documents or loose sheets of paper. The Excel spreadsheets, word documents, and loose sheets of paper are stored in a Document Repository. Then the Excel spreadsheets are uploaded to a SQL Server and then displayed on the Auxiliary Applications Interface. The word documents and loose sheets of paper are collected and interpreted and given to the MIS Faculty. Additionally, the Resume Book is used by MIS Faculty for any extra involvement information needed.

2.1.3 Current Level 0 Data Flow Diagram Narrative

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1.0 Collect Attendance Information

CWID Collected CWID

2.0 Upload CSV file to SQL Server

List of CWID Uploaded List of CWIDs

3.0 Display SQL Server Information on Aux Apps Interface

Uploaded List of CWIDs

Aux Apps Attendance

4.0 Read Student Resumes

Listed Organizations

Viewed List of Organizations

5.0 Collect and Interpret Miscellaneous Documents

Officers/ Roles&AIMS Attendance&Misc. Event Attendance

Collected Officers/ Roles&Attendance


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2.2.1 Business Problem Statement

The PCS Consulting Group made use of the PIECES framework when determining and organizing problems of The University of Alabama’s MIS Department. The problems with the current order processing identified by the team are listed below.

● The MIS Faculty can not accurately gauge student involvement because there is currently no way to track student involvement in events outside of the MIS Department

● There is no accountability with information being transported, leading to data death and extended wait times for current data

● Current number of card swipers is insufficient, often leading to long wait times for students and unrecorded data

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121



Proposed Solution





Problem




Problem




Opportunity



DATE CREATED: April 10, 2015 DATE LAST UPDATED: April 23. 2015

2.2.2 Study Phase Problems and Opportunities Statement

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Proposed Solution





Problem




Problem




Opportunity





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Proposed Solution


No standardized method for time-stamping organization meetings

Medium Low More detailed picture of Student time commitment and dedication to Organization

5 Provide a system that records the date when the information was entered and reports that as well as the Time Active entered by Student

Problem

No accountability for maintaining a current record of involvement

High High More accurate and current record of Student Involvement

3 Allow Student to enter their involvement through a web interface

Problem

Insufficient number of card swipers for all MIS Organizations and Events

High High Standardize the system in place by not relying on an insufficient resource

6 Force Students to enter their own attendance in meetings through the MISSIT Interface

Problem


CREATED BY: PCS Consulting LAST UPDATED BY: Chandler Sims. Philip Burke



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Proposed Solution


Event Attendance and Officer Roles are only available to the person who recorded the Event information until they are uploaded

High Low Process becomes easier on the MIS Faculty; Elimination of Data Death due to lack of uploading information

2 Automate the process of translating student entered involvement to the MISSIT web interface

Problem

No Interface for displaying Organization Officers

High High More complete report of Student Involvement is displayed

4 Allow the student to enter in their official organizational roles

Problem


CREATED BY: PCS Consulting LAST UPDATED BY: Chandler Sims. Philip Burke


2.2.2 Study Phase Problem and Opportunity Statement Narrative

PCS Consulting made use of the PIECES framework when determining and organizing problems and opportunities of the MIS Department current systems model. While moving forward in this process, PCS Consulting will strive to acquire the proper balance between achieving the objectives and incurring the constraints.

Throughout the research of the current system in the Study Phase, PCS Consulting found additional problems needing to be addressed by the implementation of a new system. These problems are:● No standardized method for time-stamping Organizational

Meetings● Event Attendance and Officer Roles are only available to

the person who recorded the Event information until they are uploaded

● No Interface for displaying Organization Officers● Insufficient number of card swipers for all MIS

Organizations and EventsThe existence of these additional problems along with the initial problems listed in the survey phase make evident the need of a system that will shift responsibility from the current system owners and users, the MIS Department, to the MIS Students, the new system users.

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2.2.3 Explanation of PIECES

In addition to the FAST methodology, PCS Consulting also makes use of the PIECES framework to individually examine and solve issues with the current operating system. PIECES breaks down these problems to create a clearer perspective, helping to uncover possible opportunities and define future objectives along with their associated constraints. The acronym is defined as follows:

P – The need to improve performance.➢ Throughput

➢ Response Time

I – The need to improve information.➢ Outputs

➢ Inputs

➢ Stored Data

E - The need to improve economics.➢ Costs

➢ Profits

C – The need to improve control/security.➢ Too little security/ control

➢ Too much security/ control

E – The need to improve efficiency.➢ People, machines, or computers waste time

➢ People, machines, or computers waste materials and supplies

➢ Effort required for tasks is excessive

➢ Materials required for tasks are excessive

S – The need to improve service.➢ The system produces inaccurate results

➢ The system produces inconsistent results

➢ The system produces unreliable results

➢ The system is not easy to learn

➢ The system is not easy to use

➢ The system is awkward to use

➢ The system is inflexible to new or exceptional situations

➢ The system is incompatible with other systems

➢ The system is not coordinated with other systems

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2.2.3 PIECES Framework

Performance - Problems, Opportunities, and Directives➢ Throughput:

○ The current student involvement data is entered in by various MIS faculty members➢ Response Time:

○ Student Involvement data may have a delay in being uploaded○ Some Student Involvement may experience Data Death and be lost or never input

Information - Problems, Opportunities, and Directives➢ Inputs:

○ Student Attendance is input by MIS Faculty only➢ Outputs:

○ Auxiliary Applications is the only interface that displays stored attendance information➢ Stored Data:

○ Student Attendance Information is stored on word/excel documents and on scrap sheets of paper

Economics - Problems, Opportunities, and Directives➢ Costs:

○ Opportunity cost of requiring Office Staff and Faculty to locate and upload Student Attendance Information

➢ Profits:○ Showing high student involvement leads to more Scholarship Donations

Control - Problems, Opportunities, and Directives➢ Too Little Security or Control

○ Lack of control in ensuring that the most current Student Attendance Information is uploaded consistently and correctly

➢ Too Much Security or Control○ Students have almost no input (swipe of ACT card) into the current tracking system

Efficiency - Problems, Opportunities, and Directives➢ Effort required for tasks is excessive

○ Office Staff must search and locate non-standardized documents used for recording Student Attendance that may not be named or dated with the correct information

Service - Problems, Opportunities, and Directives➢ The system produces inaccurate results

○ Student Attendance Information may be recorded on documents that are not dated/ dated correctly or titled with the correct Organization name

➢ The system produces inconsistent results○ There is no standardized method for recording Student Attendance Information

➢ The system produces unreliable results○ There is no focus on holding MIS Faculty accountable for uploading Student Attendance

Information

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2.3 Establish Objectives and Constraints

128













anywhere

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2.3.1 Review Scope Statement

The scope of the study phase is to determine and diagram the current system for tracking student involvement by the MIS Department in order to find the problems and opportunities associated with the current system. This study provides current system users a chance to give feedback regarding how the new system should function.


130

2.3.2 Study Phase Objectives Statement

131


Constraints


High High 1 The system must accurately keep track of student involvement


High High 2 The point system must be fair and easy to understand by users

Develop a system that displays Student Involvement and Student Roles taken in Organizations

High High 3 There is validation required to keep Students from lying about the positions they hold


CREATED BY: PCS Consulting LAST UPDATED BY: Philip Burke, Sean Campbell


2.3.2 Study Phase Objectives Statement Narrative

Through the defining of additional problems in the Study Phase, PCS Consulting has determined an additional objective. PCS Consulting needs to develop a system where student organization involvement is shown along with the student role in that organization, if they have one. The addition of student role information will provide a clearer picture of the extent of that student’s involvement in the organization. The only constraint for this objective is that there may be a need to add a verification process for roles/ officer information to preserve the credibility of the system in the future.

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2.3.3 Study Phase Constraints Statement

133

Constraint Urgency Visibility Priority/ Rank


High High 1

The point system must be fair and easy to understand by users

High High 2

There is validation required to keep Students from lying about the positions they hold

High High 3




2.3.3 Study Phase Constraints Statement Narrative

PCS Consulting used the PIECES framework to organize problems, opportunities, and directives of the MIS Department’s current model for tracking student involvement. PCS investigated the current system in regards to performance, data, financial constraints, efficiency, and service.

When defining the previously identified objectives for the upcoming phases of development, PCS Consulting detailed the relevant constraints to each objective. These constraints were then given a value for Urgency, Visibility, and Priority.

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2.3.3 Study Phase Matrix

135




Cause-and-Effect Analysis System Improvement Objectives

Problem or Opportunity

Cause/Effect Objective Constraint







Develop a method for consolidating involvement in MIS and non-MIS Organizations

Tracking of involvement is not standardized and must be confirmed by the MIS Faculty


Faculty are not sufficiently tracking student involvement in organizations outside of the MIS Program


The point system must be consistent and easy to understand

No Interface for displaying Organization Officers

Documentation of Meeting Involvement and Attendance is so inconsistent that it would include some officers and not others


There is validation required to keep Students from lying about the positions they hold


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137

2.4.1 Project Plan for Study Phase

138

2.4.1 Project Plan for Definitions Phase

139

2.4.3 Gantt Chart

140

2.4.3 Gantt Chart Narrative


PCS plans to split the work evenly throughout the time frame given so that the workload does not become too overwhelming. However, we realize that we must continue to work independently in between group meetings. PCS was able to complete the study phase on the 16th. We plan to complete the Definitions phase by April 20th in order to leave ourselves with ample time for the Configuration and Design phases.


141

Study Phase Grader Sign-Off

By signing this document, PCS Consulting and the MIS 295Grader certify that the reviewed and approved content inthis binder pertaining to the Study Phase of the FASTmethodology is sufficient, and distinctly meets criteria forthe project. Allowing PCS Consulting to progress to theDefinitions Phase is hereby acknowledged.

________________________________________Sean Campbell

________________________________________Philip Burke

________________________________________Chandler Sims


142

3.0 Definition Phase


3. Definition Phase


3.1.1 Review and refine the system improvement objectives

3.1.2 For each objective:

3.1.2.1 Identify and document any business events or inputs to which the system must respond. Briefly define each event or input, but do not define the specific data content of any input.

3.1.2.2 Identify and document any special business policies, processing, or decisions that must be made to adequately respond to each event or input.

3.1.2.3 Identify and document the normal business outputs or responses to the aforementioned business events or inputs.

3.1.2.4 Identify and document any information that must be produced or made available.

3.1.3 Compare the system improvement objectives and requirements against the original problem statements from the study phase. Are you still solving the original problems or is the scope of the project growing? Increased scope is not necessarily wrong; however, an appropriate adjustment of expectations (particularly schedule and budget) may eventually become necessary.

3.2 Model Business System Requirements

3.2.1 Review the system improvement objectives and requirements statement outline.

3.2.2 Collect or retrieve any system models that may have been developed in prior projects. High-level system models may have been created as part of an information strategy planning project or business process redesign project. Detail models may have been created as part of prior application development projects. In either case, existing models are typically stored in the corporate repository. Many organizations have formal checkout/check-in procedures for using and updating existing system models.

*PCS Consulting will not be using CASE technology in the scope of this project*

3.2.3 If the appropriate CASE technology is available, consider reverse engineering existing databases or applications into physical system models. Then translate those physical models into more business-friendly logical system models. The value of this step depends on the quality and value of the databases and applications to be reverse engineered. Many systems are so old or poorly designed that the value of reverse engineering is questionable.

3.2.4 Draw the interface model. The interface model establishes the scope and boundary for the entire project.

3.2.5 Depending on your modeling strategy of choice:

3.2.5.1.1 If you practice structured analysis

3.2.5.1.1 Construct and verify the process models.

3.2.5.1.2 Construct and verify data models.

3.2.5.1.3 Synchronize process and data models. This synchronization ensures that the models are consistent and compatible with one another.

3.3 Build Discovery Prototypes

3.3.1 Review the system improvement objectives and requirements statements outline.

3.3.2 Study any system models that may have been developed.

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3.3.3 Working directly with the system users, construct a simple, single-user prototype for each business event. Do not worry about input editing, system security, etc.; the focus is completely on business requirements. Do not spend too much time on any one input since this stage does not develop the final system.

*Working with system users to create iterative prototypes is not applicable to the scope of this project*

3.3.4 Working directly with system users, construct output prototypes for each business output. Do not worry about whether the data are real or whether or not they make sense. Focus on identifying the columns, totals, and graphs the users are seeking. If you built a sample database in step 3 and used step 4 to collect data for that database, you can probably use that database prototype to quickly generate sample reports.

3.3.5 Return to the system modeling activity to formalize the requirements that have been discovered through the above prototyping steps.


3.4.1 For each system input and output, categorize it as mandatory, optional, or desirable.

3.4.2 For each desirable requirement above, rank it with respect to the other desirable requirements. Make note of any dependencies that exist between requirements.

3.4.3 For each optional requirement, rank it with respect to the other optional requirements. Make note of any dependencies that exist between requirements.

3.4.4 Define system versions. A recommended scheme follows:

3.4.4.1 Version one consists of all mandatory requirements

3.4.4.2 Versions two through x consist of logical groupings of desirable requirements

3.4.4.3 Optional requirements are usually added to versions as time permits or deferred to maintenance releases of the system. Many such requirements are for new reports. Today, users can be given relatively simple technology to fulfill such requirements on their own.

3.5 Modify the Project Plan and Scope

3.5.1 Review the original plan

3.5.2 Review the up-to-date business requirements outline, system models, discovery prototypes, and business requirements’ priorities. Ask yourself two questions:


3.5.2.2 Are the requirements more substantial than originally anticipated?

3.5.3 Estimate the time required for each project activity in the next phase - the design phase.


3.5.5 If the answer is yes, then negotiate scope, schedule, and/or budget with the system owner group.

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Definition Phase Executive Summary

Upon completion of the Definition Phase, PCS Consulting recommends the MIS Department permits progression to the Configuration Phase. During the Definitions Phase, business requirements for the identified solutions were specified. These requirements will be translated into technical requirements in the Configuration Phase.

During the Definitions Phase, PCS Consulting reviewed the intended objectives for improving the current Student Involvement Tracking System. PCS Consulting compared the current system with what the owner expects of the new system and created a gap analysis to determine what is required to create the MISSIT application to fulfill all owner requirements. Additionally, Study and Survey Phase DFDs were reviewed in order to better understand and locate the gaps for analysis. Also, PCS Consulting created basic mockups to demonstrate the areas that need improvement in the current system.

After the fulfillment of the requirements and data collection, PCS Consulting has completed the Definitions Phase. Completion of the Definitions Phase permits PCS Consulting to progress to the Configuration Phase. PCS Consulting requests permission to move on to the Configuration Phase.

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Information Systems Framework-Definitions Phase

147


When broken down into smaller components, a system can be viewed in terms of Data, Processes, Interface, and Geography. The Information System Framework Diagram is an invaluable tool for visually representing this concept. Each phase of FAST concentrates on uncovering how either the owner, user, designer, and or builder of the system views and relates to these terms.

As previously mentioned, PCS Consulting will only be focusing on surveying, studying, defining, and configuring the student input system. We will therefore be concerned with the owner’s view in the first phase and the users’ perspective in the following two phases.


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Strategic Impact

The existing student involvement input system for the MIS Department is not capable of compiling and structuring the data in an accurate and efficient manner. Through meticulous examination of the existing system, PCS consulting has arrived to the conclusion that the current system is not adding value. The existing system is intended to efficiently compile student involvement on and off-campus, however it is incapable of accomplishing its goal.

The scope of this project remains the same as identified in the survey phase. PCS Consulting is presently defining the problems discovered when researching the existing system.

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150

3.1.1 Review Objectives Statement

151


Constraints


High High 1 The system must accurately keep track of student involvement


High High 2 The point system must be fair and easy to understand by users


High High 3 There is validation required to keep Students from lying about the positions they hold




3.1.1 Objectives Statement Narrative

Through the defining of additional problems in the Study Phase, PCS Consulting has determined an additional objective. PCS Consulting needs to develop a system where student organization involvement is shown along with the student role in that organization--if they have one. The addition of student role information will provide a clearer picture of the extent of that student’s involvement in the Organization. The only constraint for this objective is that there needs to be a verification process for roles/ officer information to preserve the credibility of the system.

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3.1.2 Overall Business Requirements

153

System Improvement

Objectives

Inputs Processes Outputs

Deliver a centralized system that compiles all student involvement data

Student Event/ Organization Involvement

Sort, Compile, and Time Stamp involvement

Sorted List of Inputted Student Involvement


Event/ Organization Category

Time Active

Roles Held

Apply predetermined points for time active in specific Event/ Organization

Add points for Roles Held

Point Total for each student, gauging their involvement on campus



Display Sorted, Compiled, Time Stamped involvement, and applied points

Formatted Display of Student Involvement on their account page which includes Recent Activities as well as their point total


CREATED BY: PCS Consulting LAST UPDATED BY: Chandler Sims, Sean Campbell


3.1.2 Overall Business Requirements Narrative

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The requirements statement outline serves to outline the business requirements in a simple and easy to follow manner. PCS Consulting used the systems improvement objectives from the study phase. For each objective, PCS Consulting detailed the inputs, processes, and outputs. This outline serves to detail the overall deliverables for this system. Requirements for each of these objectives will be detailed further into the definition phase.

3.1.3 Definition Phase Objectives Statement

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Objective Desirability Dependencies


Mandatory -Student users must input personal data into system-Data store to hold all information


Desirable (1) -Student users must input personal data into system-A scale of importance for different events and leadership roles


Mandatory -Student users must input personal data into system-Up to date student profile




3.1.3 Definition Phase Objectives Statement Narrative

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The business requirements priorities table demonstrates the business requirements outline being taken to the next level. Each requirement is ranked according to its necessity using three categories. The three categories define whether the requirement is mandatory, desirable, or optional. These rankings enable timeboxing. Using this technique, the new Student Involvement Tracking system can be released in versions that subsequently include more of the requirements.

If the requirement is mandatory, it cannot be ranked because it must be included in the first version of the system in order to serve its purpose and provide immediate value to the system owners and users. If the requirement is desirable, it is not essential to include in the early versions of the system, which will still provide value with only the mandatory requirements. These desirable requirements should be ranked so they can be implemented in an appropriate order. If the business requirement is determined to be optional, the system can essentially be fine indefinitely without these requirements having been met. These features would be great additions to the system but are not really requirements at all. They must also be ranked.

Additionally, the business requirements priorities table lists what each requirement is dependent upon. This clearly shows that the requirement cannot be met if the dependency is not completed. If the time constraint becomes an issue, the first version of the system will include only those requirements marked mandatory. The next version will include those ranked as desirable. The next version will be implemented as time permits and will include the optional requirement.

3.1.3 GAP Analysis

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Objective Gap in the Current System

Requirements Needed to Fix


Student involvement data is collected and stored in a variety of ways

Develop a centralized location for inputting and storing student involvement information


The current system has no standard method for evaluating student involvement

Develop a point system applying a set number of points to the different categories of student involvement and roles that can be held in organizations

Develop a system that displays student involvement and student roles taken in organizations

MIS students currently can only access and view the Auxiliary Apps webpage, containing their AIMS and a few other organizations’ attendance, and the resume book posted online.

Develop a system that has user accounts that display individual’s student involvement grouped into categories, including roles held in different organizations and allocated point totals


CREATED BY: PCS Consulting LAST UPDATED BY: Sean Campbell


3.1.3 GAP Analysis Narrative

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PCS Consulting analyzed the current system to compare how it functions in relation to the objectives for implementing the new MISSIT system. PCS Consulting then detailed the current process in order to see how well--if at all-- the objective was being accomplished by the current system. Finally, PCS Consulting listed the requirements needed to be built or put in place in order to complete each objective.

Upon examining the current system, PCS Consulting found that three things need to be developed. In order to accomplish the agreed project objectives, PCS Consulting must develop:1. A centralized location for inputting and storing student

involvement information2. A point system applying a set number of points to the

different categories of student involvement and roles that can be held in organizations

3. A system comprised of user accounts that display individual student involvement grouped into categories with roles held and allocated points

These are the requirements necessary for closing the gap between what the system currently delivers and what the MIS Department Representative wants the system to deliver.

3.2 Model Business Requirements

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3.2.1 Review Business Requirements

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System Improvement

Objectives








Time Active

Roles Held











3.2.2 Data Dictionary for Study Phase

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COLOR KEY:

New System Terms

Current System Terms

Attribute: Data: Example:CWID Int 12345678

Misc. Attendance RecordOfficers/ RolesMisc. Event Attendance (name on sheet)

StringString

PresidentJohn Q. Sample

Aux Apps AttendanceEvent NameEvent Date/Time

StringString

AIMS: Slalom2/13/15 6:30:00 PM

Organization Name String Toastmasters/ WIT/ ITS/ LGBT++

Student Involvement Info StructNameOrganization NameDate JoinedDate LeftCWIDRole HeldPoints Earned


IntString

Int




100

3.2.2 Detailed To-Be DFD Context Level

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3.2.2 Detailed To-Be DFD Context Level Narrative

PCS Consulting will only limiting our scope to be focused on the system user, the MIS Students. The other processes will still be delivered. However, the depth of focus will be limited to the processes that directly affect the information that the student enters and how it is modified into what is seen on the user interface.

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3.2.2 To-Be DFD Level 0

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3.2.2 Detailed To-Be DFD Level 0 Narrative

PCS Consulting will only focus on detailing the processes for Inputting Student Involvement Information, Applying Points to that information, and Displaying that information into a consolidated report that will be viewable on the main user interface page.

In this system, Students will input their Information, which will be saved to the MISSIT Student Involvement Log. Then, that information will have a pre-determined point system applied to it. Once the student involvement data has points applied to it, the information moves through a calendar system to have the entries time-stamped. This is for validating student involvement and for keeping student data updated constantly. This time-stamped data returns to the Involvement Log, where it is saved. Finally the information is pulled from the MISSIT Student Involvement Log and is displayed to a page that the system user, MIS Student, can easily see.

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166


1.0 Input Student Involvement

MIS Organization Involvement,Non-MIS Organization Involvement, Roles, Time Active &Username/Password

Raw student Involvement Data

2.0 Apply Points to Raw Data

Raw Student Involvement Info Data &Point Values for Activity


3.0 Validate Time Active with Current data

Student Involvement Info&Current Date


4.0 Display Consolidated Student Involvement Report



3.2.2 Detailed To-Be DFD Level 1

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PCS Consulting will focus on further detailing the method for MIS Students Inputting their Involvement data into the system.

When students first access the interface, they will be asked for a username/ password combination. This is to ensure that the data entered in accurate and will be applied to the proper student. Once they have logged on they will be able to input their involvement.

Once that information is entered, points are applied to Non-MIS and MIS Events/ Activities. Once they are applied, the points are totaled and sent to be validated. The current date is stamped to the entry and if it falls within a time span set by the system owner then the information is saved and returned to the MISSIT Student Involvement Log.

Finally, the information is sorted by most current and formatted into a viewable report that is then displayed to the system user on their account.

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169


1.1 Access Student Account Via Log-in

UserName/Password Individual Student Account Access

1.2 Input Involvement Information

Individual Student Account Accs

Raw Student Involvement Data

2.1 Apply Corresponding Point Value to Non-MIS Activities

Raw Student Involvement Data& Point Values for Activity

Points for Non-MIS Activities

2.2 Apply Corresponding Point Value to MIS Activities

Points for Non-MIS Activities& Raw Student Involvement Data

Points for MIS Activities

2.3 Consolidate Points Into Student Involvement Data

Points for Non-MIS Activities& Points for MIS Activities


3.0 Validate Time Active with Current Date

Current Date& Student Involvement Info


4.1 Sort Activities by Most Recent Date of Attendance


Sorted Student Involvement Info

4.2 Format Info into Report Sorted Student Involvement Info


3.2.2 Detailed To-Be DFD Level 2: Process 1.2

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PCS Consulting is only detailing the process for students inputting information into the system.

Once the user has logged in to their personal account, they will be asked to first enter MIS Activity. Then they will enter Non-MIS Activity. Once they have entered their activities, they will input any roles they have held and the dates they were involved in the previously entered activities. All of this information is then sent and stored in the MISSIT Student Involvement Log.

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1.1 Access Student Account Via log-in

Username/Password Individual Student Account Access

1.2.1 Open correct Student Account

Individual Student Account Access

Account Info

1.2.2 Enter MIS Activity Account Info& MIS Activity Involvement

List of MIS Activity

1.2.3 Enter Non-MIS Activity Non-MIS Activity Involvement

List of Non-MIS Activity

1.2.4 Enter Roles and Time Active in ORganizations/Events

List of Non-MIS Activity

Raw Student Involvement Data


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The current owner’s view of Geography currently encompasses the campus of The University of Alabama. Here, the system is used by the faculty and staff of the MIS Department as well as Students in the MIS Program. The UA campus is located in the city of Tuscaloosa, inside Tuscaloosa County. Tuscaloosa County is located in the state of Alabama.


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3.3 Fashion Discovery Prototypes

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176

System Improvement

Objectives








Time Active

Roles Held








3.3.3 Sorted List of Inputted Student Data Mock-up

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Your Organizations:

Cardinal Key (4/21/16)10 pts

ToastMasters (3/20/16)10 pts

Veterans in Business (3/05/16)10 pts

Women in Technology (2/17/16)10 pts

Alpha Kappa Psi (2/10/16)10 pts

Honors College (2/04/16 5 ptsYour Events:

CMISS Meeting (4/25/16)5 pts

Philanthropy Event (3/27/16)1 pt

AIMS Meeting (3/04/16)5 pts

3.3.3 Sorted List of Inputted Student Data Mock-up Narrative

After the student enters his/her involvement data into the system, the item will be categorized as either an Organization or an Event. This is a preview of what the student will be able to see after inputting their data or when they log into the system home page. The organization or event name, the date entered, and the points allocated to the student for the activity are listed from most recent to oldest item.

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3.3.3 Point Allocation Mock-up

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3.3.3 Point Allocation Mock-up Narrative

PCS Consulting, along with the assistance of the MIS Faculty, will be able to detail out the guidelines for the point system by allocating a value for each event on and off campus that their students could input involvement for. The categories for the point system are MIS, Non-UA, UA, Community Service, and Honor Societies. Organizations that are the most demanding will call for higher point values than those that are less involved. This is to allow the students to have their involvement represented by an accurate number, depicting exactly how active they are in the university and the community.

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3.3.3 Formatted Student Involvement Mock-up

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Hi, (insert name)!

MISSIT

Enter Involvement

Point Sum

Your Organizations:

(list organizations, date entered, pt value)

Your Events:

(list events, date attended, pt value)

3.3.3 Formatted Student Involvement Mock-up Narrative

The system users, MIS students, will be able to access this information that details out their involvement in Organizations and Events that year. The students will be able to see their point total printed at the top and a breakdown of the recent organizations and events they have entered into the system.

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3.3.4 Detail Recommendation for Definition Phase

From the research collected in the Definition Phase, PCS Consulting recommends progressing to the Configuration Phase, in which emphasis will be placed on translating the requirements from the Definition Phase into concrete blueprints for deliberation.

The definitions detailed for each objective of the implementation of the MISSIT system will address the needs of both the system owners and users. MISSIT will allow MIS students to more accurately track their involvement on and off campus. MIS Faculty will then be able to use the MISSIT system to view the information entered by each student.

Upon completing Survey and Study Phases as well as the Definitions Phase, PCS Consulting recommends that the MIS Department Representative accept the proposal and progress to the Configuration Phase of the MISSIT System.

PCS Consulting determined the original project scope addressed the problems identified in the existing system. So, no scope adjustments need to be made.

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184

3.4.1 Definition Phase Objectives Statement

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Objective Desirability Dependencies


Mandatory -Student users must input personal data into system-Data store to hold all information


Desirable (1) -Student users must input personal data into system-A scale of importance for different events and leadership roles


Mandatory -Student users must input personal data into system-Up to date student profile




3.4.4 Define System Versions

Version 1: Initial Version for MIS Students and Faculty to provide feedback ● Centralized MISSIT Application that has a

standardized method of entering involvement information

● System that displays student involvement on a personalized student account page that can be viewed by both Students and Faculty

● Point System that can be applied to each activity

Version 2: Once the point system is fleshed out by MIS Faculty● Update to address Version 1 feedback● Use of Calendar system to validate user

entries

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187













anywhere

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3.5.1 Review of Scope Statement

The scope of the definition phase is to study the current problems and opportunities in the current Student Involvement Tracking System in order to identify business requirements of the new MISSIT System.


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3.5.2 Project Plan for Study Phase

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3.5.2 Project Plan for Definition Phase

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3.5.2 Project Plan for Configuration Phase

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3.5.3 Gantt Chart for Definitions Phase

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PCS plans to split the work evenly throughout the time frame given so that the workload does not become too overwhelming. However, we realize that we must continue to work independently in between group meetings. PCS was able to complete the Definitions phase on the 19th. We plan to complete the Configuration/ Procurement phase by April 20th in order to leave ourselves with ample time for the Design phase.


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Strategic Impact

The existing student involvement input system for the MIS Department is not capable of compiling and structuring the data in an accurate and efficient manner. Through meticulous examination of the existing system, PCS consulting has arrived to the conclusion that the current system is not adding value. The existing system is intended to efficiently compile student involvement on and off-campus, however it is incapable of accomplishing its goal.

The scope of this project remains the same as identified in the survey phase. PCS Consulting is presently defining the problems discovered when researching the existing system.

We have concluded that creating a new system will be more cost effective and efficient than re-working the system. As the system currently has minimal technological presence, there is huge opportunity for unparalleled efficiency improvements by completely revamping the system to include technology. While upfront these costs may be higher, the future plans for expansion as simply maintaining and gaining satisfied customers by means of this new system will lead to a greater value for the MIS Department than provided by the current system.

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Definitions Phase Grader Sign-Off

By signing this document, PCS Consulting and the MIS 295Grader certify that the reviewed and approved content inthis binder pertaining to the Definitions Phase of the FASTmethodology is sufficient, and distinctly meets criteria forthe project. Allowing PCS Consulting to progress to theConfiguring/ Procurement Phase is hereby acknowledged.

________________________________________Sean Campbell

________________________________________Philip Burke

________________________________________Chandler Sims


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4.0 Configuration Phase

Customized Configuration FAST Phase

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4. Configuration Phase

4.1 Define Candidate Solutions

4.1.1 Review the business requirements outlined in the definition phase of systems.

4.1.2 Review the technology architecture to determine any hardware or software standards required for any candidate solution.

4.1.3 Brainstorm alternative solutions that fulfill the business requirements. Identify solutions that were suggested before the design phase.

4.1.4 Research technical specifications detailing the characteristics of each candidate solution.

*Decided to Add in the Procurement Phase as a part of the Configuration Phase*

*Due to the size of the Procurement Phase, PCS Consulting suggests it be consolidated into the Configuration Phase*

4.1.5 Procurement Phase for solution


4.2.1 Prepare a formal written system proposal containing your analysis and recommendations.

*We will not be giving any formal presentations for this project*

4.2.2 Prepare and present an oral recommendation to management (Project Proposal).

*PCS Consulting believes that planning is necessary in every phase. Therefore, Planning for the Design Phase was included.*

4.3 Project Planning

4.3.1 Estimate time required for completion of future phases

4.3.2 Obtain permission to move to the next phase

Configuration Phase Executive Summary

200

After analyzing and completing the Configuration Phase, PCS Consulting recommends advancing to the Design Phase. In the Design Phase, our team will identify the technical and design requirements for the potential solutions as recognized in the configuration Phase. The Design Phase will emphasize translating business requirements classified in the Definition Phase into functional blueprints for implementation.

During the Study Phase, The PCS Consulting team gained a further ability to explain the updates needed in the new MIS student involvement tracking system. We better comprehended the system by investigating the system and interviewing current users and owners

After completing all requirements and acquiring all necessary information, PCS Consulting believes it has arrived at the end of the Configuration Phase. Conclusion of this Phase signifies completion of this project in a timely manner and therefore should be approved.

Information Systems Framework- Configuration Phase View

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202

At its core, a system can be viewed in terms of its processes, data, interfaces, and geography. The Information Framework Narrative breaks down these concepts and illustrates how they relate to system owners, users, designers and builders. This section focuses on the Configuration Phase which involve analyzing the Designer's view the system in terms of its processes, data, interfaces, and geography.



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MIS Student Involvement Tracking System:

Currently, no centralized system exists for tracking student’s information regarding their activities and attendance in and outside of the program. When determining scholarship recipients each year within the program, the MIS faculty struggles to put a value on each student’s individual involvement.

After studying the existing system, we discovered the system’s problems and opportunities. These problems and opportunities must be improved to yield an new efficient system. Our discoveries were that information is inconsistent and there is not one place for consolidated data. AIMS attendance and select activities are tracked in the Auxiliary Apps website, the resume book is published online, and other data such as club roles and other activities are scattered on various documents across the faculty and campus.

PCS Consulting intends to provide additional information regarding these issues by mean of a variety of techniques. Additionally, we seek to obtain approval preceding the start of these steps.

4.1 Define the Candidate Solutions

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205

Kade Strickland

I will 2nd that Chandler.

Chandler Sims

this is ugly

Chandler Sims

and are these the only requirements/objectives?

4.1.1 Review Business RequirementsNarrative

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Overall Objective● Provide the MIS Faculty with a more

accurate representation of student involvement

System Objectives● Develop a system that displays student

involvement and student roles● Deliver a centralized system that compiles

all student involvement data● Develop a point system to help standardize

and objectify involvement

4.1.2 Review Existing Technical Architecture

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Currently, the MIS Department takes advantage of very little technology. Attendance is not recorded in any standardized way. Instead, it is recorded using:● Excel Files● Word Documents● Sharepoint Documents● Loose Sheets of Paper

These methods are used Department-wide for recording attendance. A few events and organizations have begun to standardize attendance using card swipers. Both AIMS and Toastmasters meeting attendance is recorded using ACT card swipers. When swiped, the CWIDs from the ACT card are saved into an excel document that is then uploaded to a SQL server and fed into a previously created event on the Aux Apps webpage. The major problem with this method is that it requires a manual upload to the SQL server as well as the fact that there are only two of the card swipers necessary for recording the CWIDs from the student ACT cards.

For the other organizations, there is no standardized method for storing or recording the attendance. There is also no interface that the information is uploaded to for viewing by Faculty or Students. The information only exists on random documents that must be manually found and read to extract attendance information.

4.1.3 Identify Candidate Solutions

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Based on the accumulation of business requirements, candidate solutions to create the new student involvement system have been identified. The MISSIT application can exist in three ways:

1. Mobile Application

2. New Webpage Interface

3. Extension of the Existing Aux Apps Webpage

4.1.4 Technical Specifications

209

Characteristic Candidate 1 Candidate 2 Candidate 3

Application Architecture

Mobile Application

New Webpage interface

Extension of Aux Apps

Benefits Easily accessible and updatable if connected to the Internet

Accessible to all students regardless of cellular carrier

Already a well-known system in place; limited web development

Drawbacks Need cellular carrier and service/ wifi

Not mobile; must have an internet connection

Relies on the swiping of ACT cards at every meeting; only two swipers exist

Application Software

Custom Solution

Custom Solution Customized Current Software

Input Devices Smart Phone/ Tablet

Tablet/ Personal Computer

Tablet/ Personal Computer

Output Devices Smart Phone/Tablet

Tablet/Personal Computer

Tablet/Personal Computer

4.1.4 Solution Generated with Feasibility Analysis

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Feasibility Criteria Updated System

Operational Feasibility The new improvements to the Student Tracking system addresses all identified business requirements. It is easily used and updated, allowing for the most current student involvement information to be inputted.

Technical Feasibility The technology used is in the form of a custom made app to suite the software needs to be compatible with both iPhone and Android app store requirements.. The hardware used will take the form of smart phone .

Economic Feasibility The investment in this project will lead to future donations for MIS scholarship and department funding

Schedule Feasibility Under 1 year time frame

4.1.5 Procurement Phase

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Platforms Native iOS Native Android PhoneGap

Operating System

Mac OS X Android All platforms

Benefits Fast and reliable Open Source,Has multiple sales channels. Not locked into one particular app store

Open source, meaning it is free. Deploys on all platforms, requires no previous coding experience

Drawbacks Student must have smartphone

Less Secure, Good for some small work but for quality development native is the best option. Slower than native development

Input Devices iPhone or Tablet running on OS X

Smartphone or tablet based on Android OS

Any tablet/smartPhone on Android or Iphone OS

Pricing $99/yr $25 (one time fee) Open Source/Free

4.1.5 Evaluate Vendors

Apple● Runs on OS X, is fast and reliable, but requires a

student to have smartphone or tablet. It costs $99 dollars per year to develop apps with this interface.

Android● Runs on the Android platform, it is open sourced, it

has multiple sales channels. Developing through Android also does not lock the creator into one specific app store, however it is much less secure. It is a $25 one time fee

PhoneGap● Runs on all major platforms, is open source,

meaning it is free, it requires no previous coding experience. It is less secure butgood for some small work but for quality development native is the best option, however it is slower than native development. It will run on any smartPhone or Tablet

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4.1.5 Technology Proposal

Based on our extensive research on the market and various vendors of application development, PCS consulting has decided to use the service of PhoneGap. Selecting either Apple app development or Android app development would have narrowed our app to only be available in their respective app store. PhoneGap is cross compatible, and requires little to no coding experience to use. It is the cheapest option as well. Apple and Android both have fees, however PhoneGap is free.

PCS consulting will be completing all the development in-house. Our trained team of developers will use the assistance of the PhoneGap interface for developing the application that meets all of the business and technical requirements laid out in the previous phases.

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4.2.1 System Proposal

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PCS Consulting’s System’s Proposal

PCS Consulting’s Project Manager, _______________, agrees to seek to implement a new student involvement tracking system for University of Alabama MIS system. This new system will contain changes that will expand and improve the system’s holistic functionality. During our examination of the prior system, we arrived to the conclusion the new system requires accommodations for the following situations:

1. If the system has access to a cell carrier, a Smart phone, power and Internet, the system will run via a Smartphone with access to Wi-Fi.

2. If there is cell service but no Data/Wi-Fi, the system interface will pull up, but no activities will be able to entered. You will only be able to see your previously logged Data

3. If there is neither cell service or Wi-Fi, the system will not pull up.

After signification consideration regarding the potential alternatives of the configuration of the new system, PCS Consulting has effectively identified the alterative solutions in the specified situations. While neither electricity or Wi-Fi would be a significant hindrance, the operational aspects of the system has been improved enough that the overall new system would still run more smoothly than the prior system in that given situation.

Before signing the below document, please verify the aforementioned content is correct.

X______________________________ : ____________________________PCS Consulting Project Manager Date

X______________________________ ____________________________

MIS Representative Date

4.2.1 Project Expense Breakdown

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*Hours for Configuration and Design phases based off of estimates-Hourly rate based off of glassdoor.com business analyst salaries

4.2.1 Project Expense Breakdown Narrative

217

The expenses for this project are solely based off of the business analysts and their time spent on the project. The hours spent on each phase have already been spent besides the completion of Configuration and Design, which are still based on estimates. The rate at which the three business analysts at PCS Consulting should be paid is based off of glassdoor.com’s estimation of a standard hourly pay.

4.3 Project Planning

218

4.3.1 Gantt Chart for Configuration Phase

219



PCS plans to split the work evenly throughout the time frame given so that the workload does not become too overwhelming. However, we realize that we must continue to work independently in between group meetings. PCS Consulting was able to complete the Configuration Phase on the 20th. We plan to complete the Procurement and Design Phase by April 22nd in order to leave ourselves with ample time for overall finalization and printing.


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4.3.1 Project Plan Design Phase

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4.3.1 Project Plan Design Phase

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4.3.2 Project Proposal

PCS Consulting’s Project Proposal

At PCS Consulting, we agree to seek to implement a new application system for student input of activity for the MIS Department This new system will contain changes that will expand and improve the system’s holistic functionality. These changes will assist the system users and owners by removing current inefficient processes including but not limited to,the insufficient number of card swipers, the lack of accountability with information being given to staff, and the lack of an interface to display student involvement. During the course of our analysis of the initial student input of activity and proceeding continuation through the FAST phases, we identified the specifications and requirements of the new system. PCS Consulting recommends the current system owner finance this project by authorizing the project to progress into the design and construction phases.

Before signing the below document, please verify the aforementioned content is correct.

X______________________________ Date: ____________________________

PCS Consulting Project Manager

X______________________________ Date:_____________________________

MIS Representative

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4.3.2 Grader Sign-Off

224

4.4 Procurement Phase

225

4.4.1 Research of Technology in Marketplace

226

SmartPhone OS Market Share %

Android 52.1

Apple 41.0

Microsoft 3.4

Blackberry 2.9

Symbian 0.6

4.4.1 Research of Technology in Marketplace Narrative

227

The previous chart shows the market share for different Operating Systems for SmartPhones. They are as follows: Android controls a majority of the market with a 52.1% hold, Apple with 41.0%, Microsoft with 3.4%, and Blackberry with 2.9%, and Symbian with 0.6%.

PCS Consulting’s application will be accessible for 93.1% of the overall population, which is the best possible combination of any crossover app development. However, at the MIS Department of the University of Alabama, 100% of students will be able to access a device being either Android or iPhone to input their data.

5.0 Design Phase

Customized FAST Phases

5. Design Phase

*Due to the time constraints of this project, PCS Consulting will not focus on the Data aspect.*

5.1 Analyze and Distribute Data

5.1.1 Collect existing data and process models constructed during systems analysis.

5.1.2 Perform data analysis and normalize on the data models. Involving the users.

5.1.3 Determine how the data will be distributed across locations if necessary.

5.1.4 Perform event analysis on each data item on the data model.

5.1.5 Revise any previously completed process models to reflect new business events and conditions.

*Scope only includes conceptual design and mockups. No design units for actual construction of the application will be used*

5.2 Analyze and Distribute Processes

5.2.1 Collect and review existing data and process models

5.2.2 Determine which essential processes will be implemented as computer processes and which as manual.

5.2.3 Based on response time requirements, establish batch versus on-line computer processes.

5.2.4 Factor the new system into separate design units. Group processes that are related because they are involved in the processing of a particular business transaction or because they are triggered by common business process cycles, or events (daily, weekly, monthly, etc.).

5.2.5 Develop network topology diagram to document the locations or geography of the system.

5.2.6 Distribute data and processes to these locations. Document these decisions in design unit data flow diagrams.

5.2.7 Assign technology to design units. Using the technology approved on the earlier design phase, assign appropriate technology to the different design units.

*Database Design is not included in our project Scope.*

5.3 Design Database

5.3.1 Collect and review requirements for database design units.

5.3.2 Design the logical schema for the database.

5.3.3 Prototype the database. Prototype databases should be quickly created, loaded with test data, and tested.

*Design Computer Outputs and Inputs does not fall in our Project Scope

5.4 Design Computer Outputs and Inputs

5.4.1 Collect and review input and output design requirements

5.4.2 Determine methods and medium for each input and output.

5.4.3 Prototype inputs and outputs.

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*PCS Consulting’s only requirement for the agreed Project Scope are user Interface Mockups*

5.5 Design On-line User Interface

5.5.1 Collect and review input and output design specifications.

5.5.2 Study the users’ behavior characteristics.

5.5.3 Review interface design standards.

5.5.4 Prototype the user interface. This is an iterative process of building the model, getting user feedback, and making revisions.

*There will be no formal presentations in this project*

5.6 Present and Review Design

5.6.1 Prepare an implementation plan that presents a proposal schedule for the construction and delivery phases.

5.6.2 Prepare a final cost-benefit analysis that determines if the design is still feasible.

5.6.3 Prepare a written technical design statement. The final technical design statement specifications are typically organized into a workbook or technical report. Technical design specifications that were prepared during systems analysis will eventually become the design specifications document.

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Information Systems Framework-Design Phase View

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5.5 Design Online User Interface

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5.5.4 Site Navigation Map

234

Login Page

Student Home Page

Student Input Page

Submission Confirmation

Page

5.5.4 Site Navigation Map Narrative

1. Students will access the application on any android or apple smartphone

2. They will be directed to a login page that will take their myBama login information

3. Once logged in, Students will be directed to their account page where their total points and recent activities are displayed

4. Students then have two options: a. Continue looking through their account page with their

involvementb. Enter in new involvement information

5. Students enter in new involvement info by selecting from drop down boxes

6. Once the submission of the student involvement information is completed, the student will be directed to a confirmation page that will give the student two options:a. enter another submissionb. return to the main account page

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5.5.4.1 Student Login Mock-up

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5.5.4.1 Student Login Mock-up Narrative

The initial page of the application will be a login screen. The user will be prompted to enter their MyBama username and password that was given to them when they first were accepted to the university.

After they have entered the username and password, they are given the option to check a box for the application to remember their information for future log-ins and are then allowed to proceed to their personal student account home page.

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5.5.4.2 Student Home Page Mock-up

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Kade Strickland

THESE MOCKUPS ARE BADA$$

5.5.4.2 Student Home Page Mock-up Narrative

As soon as the student has logged in, they will be taken to an home page. On this page they will see their point total as well as a list of all involvement that has entered to date.

The involvement will be split into two categories, Organizations and Events. Organizations are a list of groups that the students has joined or been inducted into, and Events will be a list of singular events attended by the student (whether associated with an organization or not).

The points will be displayed in the upper right to keep track of the student’s progress. There will also be a button to “Enter Involvement” that will take them to the next screen.

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5.5.4.3 Student Input Mock-up

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5.5.4.3 Student Input Mock-up Narrative

Once the student has clicked the “Enter Involvement” button, they are taken to this screen. Here, they are able to choose their event/organization and input their information regarding it. The student first chooses the category of the event/organization (MIS, Community Service, Honor Society, etc.) which alters the data provided in the next drop box, Organization. The organizations provided as options are then able to be chosen from, along with providing the length involved in it and the position held (President, Secretary, Student Member, etc.).

This data is sent into MISSIT to translate it into a point value and save it for further viewing by the system user or the system owners, the MIS faculty.

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5.5.4.4 Confirmation Page Mock-up

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5.5.4.5 Confirmation Page Mock-up Narrative

After the student submits his/her data regarding their involvement in an organization or activity, they will be taken to the Confirmation Page. This page shows the user that their activity has been recorded and allows them the option to go back to the homepage and view their points or to enter in another activity.

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Gantt Chart

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Gantt Chart Narrative

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PCS plans to split the work evenly throughout the time frame given so that the workload does not become too overwhelming. However, we realize that we must continue to work independently in between group meetings. PCS Consulting was able to complete the Procurement and Design Phases on the 22nd. We have reserved the final two days for general proofreading and printing the project to be turned in by 5:00pm on Friday, April 24th.

Project Repository

Completed Phase Tasks

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Design Phase Grader Agreement

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Design Phase Grader Agreement

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Sources

● http://www.glassdoor.com/Salaries/business-analyst-salary-SRCH_KO0,16.htm

● Whitten, Jeffrey and Bentley, Lonni. Systems Analysis and Design Methods, 4th ed. McGraw-Hill, 1998.

● PowerPoint slides on SharePoint

● Lecture given by Instructor, Dr. D. Hale

● Projects done by former MIS 295 Students

● http://dazeinfo.com/2014/04/16/apple-inc-aapl-claims-41-3-of-smartphone-market-but-android-enjoys-the-largest-chunk-of-the-pie/

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http://www.glassdoor.com/Salaries/business-analyst-salary-SRCH_KO0,16.htm

http://www.glassdoor.com/Salaries/business-analyst-salary-SRCH_KO0,16.htm