Business & ITBusiness & IT

BIT - ModulesBIT - Modules

3661Y - Match IT Needs With Enterprise 3660B - Develop & Present a Feasibility Report 3664A - Develop System Infrastructure Design Plan 3660F - Guide Application of Project Integration

AssessmentsAssessments 2 Group Assessments

1st Project based on a case study – 60%

For which will be required to perform analysis and write various reports.

2nd – Group Presentation – 40%

Based on a business aspect of IT which you will present to the class.

First !First !

Who & What are Who & What are IT Professionals ? IT Professionals ?

Who & What are Who & What are IT Professionals ? IT Professionals ?

We are !!! We are Service / Support Agents • Change Agents, e.g. not always popular

We have General Skills of IT Applications General business knowledge Problem-Solving Interpersonal communication skills

We ALSO have an area We ALSO have an area Specialized Skills of ITSpecialized Skills of IT

Networking Computer programming Project Management General business knowledge Support Problem-Solving Interpersonal communication skills System Problem-Solving

We are Information System We are Information System Problem-Solvers Problem-Solvers

We study an IT problem environment in order to implement corrective IT solutions.

solutions that take the form of new or improved systems or procedures They ensure the : capture, flow, processing and storage of data Responsibilities and duties often loosely defined.

The size of organization usually dictates the actual responsibilities involved.

The management of organization may also dictate the level / types of responsibilities involved.

We have the responsibilities of We have the responsibilities of System Problem-SolvingSystem Problem-Solving

Evaluate Projects for Feasibility Analyze Current System for Problems and Opportunities Define Requirements for Improvement Evaluate Alternative Solutions Select Hardware and Software Design User Interfaces, File and Database Structures,

Prototypes

What is Analysis?What is Analysis?

The dissection of a system or problem broken down into its component pieces to study how those components interact and work together.

This information is passed to design.

What is Design?What is Design?

Design translates the Business Requirements into specific specifications, so it can actually be build and implemented. e.g. the physical design and needs

This information is passed to implementation

And so on …….

Why Bother Performing Analysis or Why Bother Performing Analysis or Doing a User Needs Studies?Doing a User Needs Studies?

Lets just do it!!

NOT a good idea!

Because In the Beginning …

– Management would specify their needs/problems and ask the computer people to implement THEIR technical solutions to solve the business problems.

IT verse User = Communication Gap:

– This caused many failed projects because they didn’t quite meet the needs of the client.

IT verse User Communication Gap:IT verse User Communication Gap: Lack of comunication And no planning first caused Failed Projects

– Projects which didn’t actually meet the users needs.– No regard for Human Aspects – Preoccupation with Technical Aspects – Complex Systems for the user – Inefficient Use of Computers– Ignore any aspects of the business environment.– No regard for the business objectives, functions etc.

The “ Lets just do it, because we know best “ attitude is often not very structured!

SDLC - Systems Development SDLC - Systems Development Life Cycle Life Cycle

A structured approach (methodology) which can be used to solve ANY development problems

It is a management technique. This greatly increases the probability of Successful Projects.

Basic Steps: – Planning - identify scope and boundaries – Analysis - study and survey – Design - specification, physical design – Implementation - construction – Support - refine, maintenance

IT versus ISIT versus ISIT = Information Technology IndustryInformation Technology = Contemporary Term; Means a combination of technology (hardware and software) with

telecommunications technology Refers to the generic IT industry and the people who work in this industry

IS = Information SystemAn Information System (IS) is an arrangement of (human and machine)

components that interact to support and improve: Provides the business information services Daily operations - data processing Day-to- Day procedural operations problem-solving and decision-making Assists a business to attain it’s goals and objectives

Relationship of the IT Section, IS Relationship of the IT Section, IS & the Business sub-systems & the Business sub-systems

IT Section

Information System

Business Sub-Systems

Accnts

Sales

Production

OK! … What exactly is a OK! … What exactly is a Business Information System? Business Information System?

Firstly , ALL businesses use data and so will require and use a database of some sort.

Today organizations regard information as one of their most valuable resources.

All businesses are reliant on an information system and use the information produced by one.

DATA → PROCESSING → INFORMATION

This information could be generated externally by another organization and be transmitted electronically via communication networks, (ie eftpos ) information then resides in software such as an internal computerized database.

Value of InformationValue of Information The 'value' of information to today’s organizations, especially as business are

becoming larger and more global, is inestimable and the benefits are both tangible and intangible.

e.g.: 'improved communication', 'greater accuracy' and 'speedier response' etc

The way the business is setup to use this information with it’s Hardware, Software, People and what they do with it ie: Procedures

This is their Information System.

All Information Systems are structured All Information Systems are structured around 5 specific components.around 5 specific components.

All of which are essential parts of the overall system and must be taken into account and overseen when designing a new Information System or upgrading an existing one.

These 5 components are ……– Hardware

– Software

– People

– Data

– Processes – Procedures

Definition of an Information System.Definition of an Information System. ‘An Information System is the use of technology, Hardware, Software, People,

Data & Processes integrated and managed together in a design used to solve organizational problems or help create new business opportunities.’

Within a business the IT Section Within a business the IT Section supportssupports the IS. the IS.

Any objectives or purpose of the IS Must Always be Compatible with the Objectives or Purpose of Business.

The IT section is there to support the business

An Business Information System An Business Information System is made-up of Sub-Systemsis made-up of Sub-Systems

Sub-systems are linked in an Information System

In themselves, each processes can be seen as complete separate cycles or sub-system.

Individual processes can be broken down to determine their specific steps (Dataflows ) of action which they contained. This breakdown of dataflow information is required, to fully understand every aspect of how a procedure is processing it’s data into information.

An ERD – Entity Relationship Diagram A DFD – Data Flow Diagram

Shows how all the processes Shows the specific flow of an individual of an entire System are linked. i.e. the entire system process.

Information System are made up of sub-systems .Information System are made up of sub-systems . Common business sub-systems Common business sub-systems Sales - Receiving a customers order Production - Manufacturing required items - Ordering of required raw goods Inventory- Maintaining & confirming stock supply for production / sales Dispatch - Shipping-out the customers order - Receiving delivery of raw goods required for production. Accounts - Receiving a customers payment for an order - Paying employees for hours worked - Paying for raw goods required for production

In an Information System, these different sub-systems and their procedures are completely inter-dependant on each other with the cycle of one process resulting in the OUTPUT which is then used to supply INPUT into another sub-system process.

All the sub-systems rely on each other for their smooth completion.

ERPERP

Handout

Types of Information SystemsTypes of Information Systems

Within a business environment information is used in many different ways – so different types of IS’s exist.

Office Information Systems (OIS) – Provide for day to day work flow and communications – Tools: Applications, email, Internet

Transaction-Processing Systems (TPS) - Capture and Process Data about Business Transactions, also called data processing Examples - Eftpos, Ticket Office, Invoice System

Types of Information SystemsTypes of Information Systems

Management Information Systems (MIS) Provides management reporting.

Usually in a predetermined fixed format e.g. daily, weekly , statistics, detailed, summaries, and exception.

– Usually use shared database from many sources within the company.

Decision Support Systems (DSS) Provides users/executives with decision making information.

Identification of problems, possible solutions, simulations

– “What If” situations, unstructured decisions Tools: Excel, LotusExamples: Analyze sales by market, product, region, version. Sometimes also called an Executive Information System.

When Developing Systems or Projects.When Developing Systems or Projects.

Considerations are always required. Such as ….

– The Stakeholders – Management approvals– The current & future Business Needs– The current system & current procedures

Why do you - Need to Evaluate Why do you - Need to Evaluate The Current System?The Current System?

You can’t work with something you don’t understand And expect it to fit the NEED properly. You need to become completely familiar with current procedures.

– Use of IGM’s - Information gathering techniques.– Observation, interviews, paperwork, JAD groups, questionnaires– Creation of Data flow diagrams.– Discussion with users & management.

Performing User Needs Analysis Allows you to understand and make recommendations. Analysis Determining Requirements Documenting in a Feasibility Report

The 3 Phases of Systems AnalysisThe 3 Phases of Systems Analysis

1st Preliminary Survey and recommendation Perform a Needs Analysis Identify & define the actual problem and it’s scope

2nd Indepth Analyze of existing system Perform another Needs Analysis Performance of a feasibility study Use IGM’s to build your understanding of existing situation Leading to the evaluation & suggestion of possible alternative

solutions based on the Business / Project Requirements,

3rd Final recommendation of most suitable solution. Use these recommendation to create reports. Feasibility study / Requirements Document

Actions of a Needs AnalysisActions of a Needs Analysis

Document the Request / Problem Investigate the Request / Problem Plan the Needs Analysis Select the Analysis Techniques Conduct the Analysis Analyse the Data Report the Findings

– Write and present the feasibility study.

– Recommend a course of action

Actions of a Feasibility StudyActions of a Feasibility Study

Clarify their scope and objectives Study the existing system Develop a concept model of the solution Redefine the true scope and objectives Develop alternative solutions Recommend a course of action Write and present the feasibility study.

Recommendations are made and Recommendations are made and these are written into reports.these are written into reports.

S/W - Off the Shelf Packages Advantages:

inexpensive, demonstrated performance, demonstrated compatibility,

saves development time, fewer technical staff needed,

limited testing required

Disadvantages may not meet users’ needs,

may be hard to interface with can modifications be made,

is there vendor support

S/W - Custom Developed Applications Outsourcing

Advantages: more likely to meet users’ needs, will have source code easier to interface with

Disadvantages: expensive often poor quality quality = cost $$$ often lack of system integration usually no documentation timeconsuming, Still requires tremendous user and

management involvement. Is post support available?

Is the technical staff available?

This is what BIT is about.This is what BIT is about.

To be able to make these type of decisions you need to be completely aware of the clients true needs.

– this requires ….

IT to perform a USER NEEDS ANALYSIS.

Then to be able to understand the actual problem and the affects it has on the business

– this requires …..

IT to perform a FEASIBILITY STUDY.

AssessmentsAssessments 2 Group Assessments

1st Project based on a case study – 60%

For which will be required to perform analysis and write various reports.

2nd – Group Presentation – 40%

Based on a business aspect of IT which you will present to the class.