Hsc project management 2015

HSC Project Management

Planning, Design & Implementation of a System.

2015 HSC Prep

Introduction

The development of a new system to solve aProblem is similar for all types of users.

There are many reasons for the need for a new or modified system. These include

new management new technology new product.

Introduction

The development of a new system is theresponsibility of a systems analyst or a groupof people called a project team.

Project teams consist of: systems analyst programmers participants

Stages of the system development cycle

Understanding the problem

Making decisions

Designing solutions

Implementing

Testing,Evaluating

& maintaining

Statement of the problem

Type of new system

New system

Using new system

Problem with system

Change in purpose

Change type of system

Change system

Change use of system



Making decisions

Designing solutions

Implementing

Testing,Evaluating

& maintaining


Type of new system

New system

Using new system

Problem with system

Change in purpose


Change system


Understanding the problem-identifying the requirementsof a system that would solve

the problem.



Making decisions

Designing solutions

Implementing

Testing,Evaluating

& maintaining


Type of new system

New system

Using new system

Problem with system

Change in purpose


Change system


Making decisions-determining the feasibility of

a new system to solvethe problem.



Making decisions

Designing solutions

Implementing

Testing,Evaluating

& maintaining


Type of new system

New system

Using new system

Problem with system

Change in purpose


Change system


Designing solutions-creating the new system.



Making decisions

Designing solutions

Implementing

Testing,Evaluating

& maintaining


Type of new system

New system

Using new system

Problem with system

Change in purpose


Change system


Implementing-using the system to solvethe problem.



Making decisions

Designing solutions

Implementing

Testing,Evaluating

& maintaining


Type of new system

New system

Using new system

Problem with system

Change in purpose


Change system


Testing, evaluating & maintaining- the ongoing operation of the system

Introduction

The system development results in an efficient & error free as possible system.

It may require the revisit of previous steps to modify or fine tune the new system.


A problem may become evident in an organisation. Eg privacy, inaccuracy or cost.

To solve the issue a clear understanding ofthe problem needs to be formulated.• redefining the problem• identifying the important elements.

A CLEAR PROBLEM STATEMENT ISESSENTIAL AT THIS STAGE.


A preliminary investigation determines if a Quick fix will solve the problem or if a newSystem is required.

Steps are • Understand the current system• Each information process is examined and flaws in the system recorded• Needs & concerns of all participants are considered • Views need to be gathered in a variety of ways.


Data & information are collected throughout the system development cycle.

Data is used: -to understand the problem;-to develop an appropriate

solution;-to assess the feasibility of a

proposal;-to design a new system;-to evaluate the system


Data needs to be accurate.Data needs to be collected in an organised

Data may be collected in a number of ways:

• Interviews• Questionnaires/Surveys• Observation• Measurements

Face-to-face MailedFace-to-face

OnlineObservation

Electronic or Manual


The data being collected needs to be both: 1. Valid -in general the responses belong to all.2. Reliable –other surveys will draw the same result.

The data collected needs to be documentedfor it to be analysed. A diagrammatic methodis often used such as:

Context diagram Data flow diagram Story board.


The analysis of the existing system shoulddetermine:

How the system works? What it does? Who uses it?


The requirement report is a statement about the needs of a new system.• Outlines the aims & objectives of the

new system• How it will help the organisation is

based on the data collected from the participants

• Must match the goals of the organisation.


The requirement report is a statement about the needs of a new system.

The requirement report also provides an overview of the new system in terms of the:• data/information to be used• information processes• information technology

The requirement report is used to developpotential solutions to the problem.


If the preliminary investigation recommends further examination, a project plan is developedfor the system.

A project plan is a plan that organises a project by specifying who, what, how and when.It includes: • Gantt charts• Scheduling tasks• Journal & diary entries• Funding management plan• Communication management plan


Information management software helps individuals to manage information & schedule tasks:

• It allows emails to be exchanged & organised.• Appointments, events, & meetings are entered into electronic calendar.• Allows tasks to be assigned.


It provides a quick method of determining if a project is on schedule. The chart can be used to gauge progress and to identify any problems.

A Gantt chart is a popular way of managing a project


Making decisions

Designing solutions

Implementing

Testing, evaluating and maintaining

Time (weeks) 1 2 3 4 5 6 7

Making decision

Decisions are made on possible solutionsdeveloped using the requirement report and the scope of the problem.

A feasibility study is carried out with the constraintsand recommendations are made.(no change; new system; investigate another solution)

Constraints/feasibilty issues are considered(Economic; Technical; Schedule & Organisational/Operational.)

Making decision

The management will then select the mostappropriate option & the project plan may need further modification.

The details of the new system are presented,along with recommendations for design, implementation and maintenance.

Making decision

Data dictionaries contain a comprehensivedescription of each field in the database.

They commonly include •a field name, •data type, (text, OLE,)•number of characters (field size) ,•description for the purpose of the field•example. (postcode 2045)

Making decision

A schema shows the organisational structure of a database

Schema or ERD

Making decision

Context diagrams are used to represent the entire information systems. The system is shown as a single process along with the inputs & outputs (external entities ) to the system.

Making decision

Context diagrams

Making decision

Data flow diagrams represent the informationsystem as a number of processes that together formthe single process of a context diagram.

The source of the data, its flow between processes& its destination along with data generated by the system is represented.

A data flow diagram shows:• The input for the system (source)• Processes performed by the system• Output form the system (destination)• Storage

Making decision

Data flow diagrams

Making decision

A Decision tree is a diagrammatic way of Representing all possible combinations of decisions & there resulting actions. Example page 71

It represents the decisions made within a system as the branches of a tree. Each branch finishes in a particular action.

Making decision

A Decision tree

Making decision

A decision table represents all possible conditions & the actions that will result.

The table is divided vertically into conditions & actions & horizontally into the rules that are based on combinationsof the conditions.

Making decision

A decision table

Making decision

Story boards are a diagrammatic way of representing the elements of the informationsystem.

There are two types linear (ordered) and non-linear (no order).

Designing Solutions

Designing a solution is the transformation of the specifications into appropriate hardware, software & information systems.

It involves purchasing hardware, writing orbuying software and specifying information processes to make the system operational.

Designing Solutions

The new system is developed from the prototype.

Screen designs for input & output are created. The format & layout of each screen, report & menu must be created using good design principles.

Designing Solutions

The technical specifications of hardware need to be identified before the hardware is bought & installed.

The new system must be tested before implementation. Test data is prepared to test any potential problem.

Designing Solutions

Design tools are used to better understand the system & document the new system.

The tools are used to assist in explaining the operation of the new system.

Designing Solutions

The design tools used in the designing solution stageof the systems development cycle include:

• Context diagrams• Data flow Diagrams• Decision trees• Decision tables• Data dictionaries• Storyboards

Implementation

During the implementation stage the hardware & software is installed & tested.

Participants are trained so that they understand the benefits of the new system & how to use it.

Implementation

Participants need to be instructed about & assisted with the major features & functions of the system over a period of time.

Information processes are continually tested during the implementation of the system over a period of time.

Implementation

Minor changes to procedures are immediatelyimplemented.

Data is converted to the new system using one of the conversion methods.

The method of conversion chosen must be justified, as there are advantages & disadvantages in each of the methods.

Implementation

Direct conversion involves the immediate change to the new system on a chosen date. (probably best for small systems)

Phased conversion is the replacement of one system by another in a series of stages. Eg department by Department (each module is tested individually & staff develops confidence in the new system.)

Implementation

Pilot conversion involves building & testing the new system before replacing the old system. Eg operators maybe working along another operator on the new System, or with access to the old system (the old system is still available if the new system fails or experiences problems)

Implementation

Parallel conversion involves the old & new system both working together at the same time. ( this allows the participants & users to get used to the new system & to check the new system’s output.)

Testing

Testing is a way to verify the quality of the project.Testing a system is a very important part of the implementation of a system.Without rigorous testing, the system cannot guarantee to work as expected.Tests must be designed to examine the systems operation under all possible events.

Testing

Testing of hardware involves use of Diagnostic software.Backup systems should be tested by selecting files to be stored.Software is tested using data that has been Structured to test all decisions made within the system.Test data must cover all possible combinations of data that may be encountered.

Testing

The System should be tested in a variety of ways.

Volume Data: many systems handle large amounts of data and should be tested as Such.-Data can be used or created for this purpose- Insufficient data may give false test results

.

Testing


Simulated Data: This will place a system under realistic situations. Operating as manyof the operations and users as possible.

.

Testing


Live Data: occurs after installation and uses real situations as a test.

This ensures that all parts of the system areworking as expected.

.

Evaluating & maintaining

Evaluation determines whether the system is working as expected or whether changes are required.

Maintenance is the modification of the system by making minor improvements.

The format evaluation will check to see if:• The system has met its benefits & cost objectives

• Make recommendations for future changes.


The operations manual details the procedures thatparticipants should follow when using a new system.

The operations manual should:• Be in a user friendly format• Have clear concise instructions in point form• Contain screen dumps to clarify instructions• Have instructions for file management & security.


The system development cycle, in brief

• implementing: implementation plan, conversion method (direct, parallel, phased, pilot), participant training, data conversion, system testing, user documentation

• testing, evaluating, maintaining: acceptance testing on test and ‘live’ data, system audit, operation manual

Development Approaches There are six different approaches to Systems Development listed in the syllabus:

Traditional: involving Project Management with an attempt at strict adherence to time frames and a plan as developed in the planning stage. Traditional Project Management is used more for larger projects because of larger overheads with smaller projects often using other methodologies.


Outsourcing: This is where an external company is hired to do work that was previously carried out by employees of the company. This is very useful when skills and resources are required which the company has difficulty in supplying or in reducing management issues but cost are usually higher.


Prototyping: This is where a version of the system or software is developed and trialled. This is useful if expensive hardware or infrastructure is not required such as in software or web site design. It would not be useful for network development because of the cost and infrastructure required.


Customisation: Customisation of an "off the shelf" product is a common solution for many companies. This is particularly useful for HR, finance and database solutions with products such as Oracle (which now also includes People Soft) and SAP being two very successful examples.


Participant Development: Participant development happens when people within the information system develop their own solution. This usually will involve readily available technology and would be unlikely to work with complex systems.


Agile Methods: The biggest distinction between traditional and agile methodologies is the attitude to plans and planning. Traditional methodologies focus on producing detailed plans and treat deviations as errors that need to be corrected. Agile methodologies also produce plans, but see them only as approximations. Deviation from the plan are treated as feedback, and plans are adjusted accordingly.


Agile Methods (continued) As such while traditional methodologies resist change, agile methodologies see change and view it as a normal part of a project. Agile methodologies approach development in an iterative and incremental manner.

Each part of the plan is divided into small timeframes called interations at which point any changes will be added into the project.

STAGEPROCESSES source http://hsc.csu.edu.au/ipt/project_work/1-2/stages.htm


The first stage of the process, understanding the purpose and identifying changes that may be made to an existing system. Identify and communicate with participants in the current system. Suggest the use of a prototype to clarify participants understanding.


Planning The second stage involves the conducting of a feasibility study. The nature of the problem is clearly described in a report and recommendations are made to management as to whether the proposed solution is practicable. A project plan is developed.


Designing This third stage involves the documentation of the development of a solution to the new system. A prototype may be used to help clarify the solution to the participant. System design tools can also be used to explain the solution, for example; context diagrams, data flow diagrams, decision trees, decision tables, data dictionaries, storyboards.


Implementing At this stage decisions are made on how the new system will be implemented. An implementation plan is developed setting out clearly: -support for the participants of the new system through training?, -methods of testing the new system -the conversion from the old system to the new designed system. -steps in an operation manual/s.


Testing, evaluating and maintaining This stage is the most important; users begin to use the new system, the performance of which is tested against the design specifications. The maintenance of the new system is important through the training of participants and the reviewing of the operation manual/s.

Social & Ethical issues source http://hsc.csu.edu.au/ipt/project_work/1-2/stages.htm

Keywords

• Machine Centred Systems, • Human centred systems, • Work environment, • Ergonomics, • Telecommuting, • Social isolation, • Deskilling


These days information systems are affecting everyone's lives. People's privacy is being compromised. People find that have been put out of work by a computer. Some people just struggle with the technology. A new system should help process the work better and a positive change. But what about the negatives? How is the system affecting the participants? Is their work load less or has it increased? Is the new system infringing on their privacy?


Machine Centred Systems: are designed around the computer at the expense of people. The machine centred system will simplify and make the computer more efficient and the people need to work around the computer.

Human Centred Systems: are designed around the needs of people first and the computers are made to fit in with the needs of the participants.


The Work Environment A new system may mean drastic changes in the work environment.

This may cause stress for some workers. However some changes may also be detrimental to the physical health of the participants.

As such all ergonomic factors need to be taken into account when designing new systems.


The Changing Nature of the Work Unfortunately changes in technology are not always positive and may be impacting significantly upon the social structure of the work place.

Telecommuting: More workers now are able to work from home through the internet.


Social Isolation: People are gregarious animals. Gregarious means that we like meeting with other people. Unfortunately technology can isolate people as well as bring people together. This is particularly a problem in machine centred work places. Deskilling: As much as the technical skills of some workers are increasing at a fast pace other areas of the work force are particularly being deskilled as the computers take over more of their work.

Education

Hsc project management 2015