NayLinnKo Information Requirements Analysis BIT

REQUIREMENT ANALYSIS

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Student Name : Nay Linn Ko

UOG Student Register ID : 000898709

Coursework Title : Requirement Analysis

COMP 1645 : Requirement Analysis

Due Date : 24th April 2015

Centre : KMD (Yangon, Myanmar)


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Acknowledgement

First of all, I like to acknowledge the responsible persons from University of Greenwich who provide this coursework for students. I would like to thanks to all the authors and researchers who researched about requirement analysis tools. Moreover, I would like to present my appreciation for our lecturer, Mr. Francis Murphy, for his great and expert lectures and guidelines. Last but not least, I would like to thanks to responsible teachers and staffs from our centre, KMD for providing such a good learning environment.


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Table of Contents Introduction............................................................................................................................... 5

Part A – Requirements Analysis Using Rich Picture

A 1. Rich Picture Diagram for Complete London Help Forum Environment ............. 6

A 1.1 Legend and Signs Used .......................................................................................... 7

A 1.2 CATWOE Analysis ............................................................................................... 8

A 2. Discussion for Complete London Help Forum Environment

A 2.1 People or Stakeholders in the LHF Environment .................................................... 9

A 2.2 Organisational Structure ....................................................................................... 11

A 2.2.1 Organisational Structure of LHF Environment ....................................... 12

A 2.3 Systems that Need to Be Built .............................................................................. 13

A 2.3.1 Main Focus of the Systems .................................................................... 13

A 2.4 Key Issues and Areas of Conflict Affecting the Environment ............................... 13

A 2.5 Issues that Individual People Discussed................................................................ 14

A 2.6 What is Organisational Culture? ........................................................................... 14

A 2.6.1 Different Cultures and Sub-cultures in the Environment ........................ 14

A 2.7 High Level Processes in the Environment ............................................................ 15

A 2.8 Sources of Scrutiny in the Environment ............................................................... 15

Part B – Requirements Analysis Using Use Case Modelling

B 1. Use Case Diagram

B 1.1 Use Case Diagram for Proposed eLegal MIS System............................................ 16

B 2. Documenting Use Case Diagram

B 2.1 Primary Scenarios for Each Business Use Case .................................................... 17

B 2.2 Associated Secondary Scenario for Two Primary Scenarios ................................. 19

B 3. Justifying Processes to arrive final documented use case diagram

B 3.1 Choosing Key Actors for Use Case Diagram and Their Key Roles ....................... 23

B 3.2 Identifying Key Activities to Include in Chosen Primary Scenario........................ 24

B 3.3 Identifying Secondary Scenarios .......................................................................... 25


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B 3.4 Assumptions for the System ................................................................................. 26

B 3.4.1 Questions that need to be asked for the system ....................................... 26

Part C – Critique of Use Cases and Rich Pictures

C 1. Differences between Use Case and Rich Picture

C 1.1 Rich picture .......................................................................................................... 27

C 1.2Use Case Diagram ................................................................................................. 27

C 2. Helpfulness of Rich Picture and Use Case in Requirement Analysis

C 2.1 Rich Picture.......................................................................................................... 28

C 2.2Use Case Diagram ................................................................................................. 29

C 3. Connection between Rich Picture and Use Case

C 3.1 Stakeholders to Actors .......................................................................................... 30

C 3.2Processes to Use Cases .......................................................................................... 30

C 3.3Problem Scope to System Boundary ...................................................................... 31

Conclusion ............................................................................................................................... 32

References................................................................................................................................ 33


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Introduction

London Help Forum (LHF) currently wants to develop a number of legal advice centres throughout London area. As the first step, the CEO of LHF would collaborate with Leyton Community Legal Centre (LCLC). In order to collaborate with LCLC, there would be required to develop new information systems.

Throughout this report, we are going to describe the requirement analysis for the new system. Rich Picture and Use Case modelling would be used in requirement analysis. After that, we would critique the rich picture and the use case.


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Part A – Requirements Analysis Using Rich Picture

A1. Rich Picture Diagram for Complete London Help Forum Environment


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A 1.1 Legend and Signs Used


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A 1.2 CATWOE Analysis

CATWOE Analysis was defined by Peter Checkland as part of Soft Systems Methodology (SSM).CATWOE analysis is about what the business is trying to achieve and helps all the people, processes and external factors involved in the information system that is being analysed. CATWOE analysis can be used to produce Root Definitions. (Ref: http://bpmgeek.com/blog/what-catwoe-analysis )

In this part, we are going to elaborate some CATWOE analysis for the proposed e-legal system.

C- Customers/Clients

Customers or clients are stakeholders who are on the receiving end of whatever the system does. In the system, Leyton area residents who need legally help or information from LCLC are customers orclients. We would call them “Legal aid needers”. They are on the receiving end of the system and will get the benefit or suffer from the system.

Due to the present manual system of LCLC, some of legal aid needers do not get fair share of appointments sometimes. There are a lot of extra paper work and no effectiveness. A number of action forms of the legal aid needers are missing. By developing new eLegal system, these problems might be solved easily though some of the staffs in LCLC (for example – Hao Lee) do not want to use the computer system.

A- Actors/ Agents

These are people involved for the main activities in the new system. Actors in the system would be admin staffs (for example- Hao Lee) and other operational staffs (for example- Lan Wei, KPI Support Officer). They are responsible to operate the system.

Present manual system has no data security and some data are losing. It is very difficult to collect information for report. The new eLegal system might surpass some difficulties. However, people who are not familiar with computer systems might resist the new system.

T- Transformation Transformation is the changes that the system will bring about.

How the systems convert inputs into the outputs? According to the case study, the inputs might be “legal issues” of the legal aid

needers. The e-legal system has to transform these inputs into outputs. The outputs might be “KPI reports” and “satisfaction of legal aid needers”.


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W- Weltanschaung

The world view is that analyzing on other impacts that could be affected to the system. The world view is generally the view of stakeholders who do not directly involved in the system, but can affect the system. Funders of LHF are stakeholders of this kind.

Owner These are people who own the company. They are interested in developing new

system and its impacts. They are also worry about other stakeholders who could make a claim for ownership or part of ownership. In the proposed eLegal system, the owners might be Matthew Lord, CEO of LHF and Jasmine Le Blanc, Director of LCLC.

Environment These are external impacts which are needed to be aware. The demands of political, legal, technological and others are needed to analyze by the LHF every day.

For example deals with LHF, the government could change the country's rules and laws. There would be emerged new competitor charity in the region.

(Ref: http://karvediat.blogspot.com/2010/10/root-definition-catwoe-model-ethics.html)

A2. Discussion for Complete London Help Forum Environment

A 2.1 People or Stakeholders in the LHF Environment

Stakeholders are something that takes part in the organization process. A stakeholder might be a person or process. A lot of stakeholders could involve within London Help Forum (LHF) processes directly or indirectly. In this part, we will find out the stakeholders according to the rich picture.

Each stakeholders, their tasks, roles and responsibilities are displayed. All stakeholders are taken out based on the above rich picture.

(1) Chief Executive Officer (Matthew Lord)

CEO of LHF, Matthew Lord is working along with admin team, finance services, admin services, member charity services, human resources, marketing and IT development. He is the highest responsible role within LHF.


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(2) IT Director (Julieanne Black)

Julieanne Black is the IT director of LHF. She is responsible to develop and maintain the computer systems of LHF such as eLHF system. In developing eLegal system, she would involve in key role.

(3) Head of Member Charity Services (Linda Wong)

Linda Wong is the in charge of all member charities. She is responsible to work with them all the time. She is responsible to make a monthly meeting with directors of member charities.

(4) Finance Director (Patience Mbewe)

He is a responsible person to report to main funders. He has some conflict with IT director at the moment.

(5) KPI Support Officer (Lan Wei)

He is responsible to collect data deal with key performance indicators (KPI). He needs data from all the advice centres daily. He transforms the data into reports on time to present funders. He would be one of the key stakeholders in new eLegal system.

(6) Member Charities

Member charities are responsible to deliver the actual advice and support services to the community advice centres. On the other hand, they need to send report to LHF head office. The member charities must agree the LHF framework otherwise they would not be funded.

(7) Community Advice Centres

Twenty community advice centres across London are providing actual advice and support services to London residents. The centres are working along with the advices of member charities.


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(8)Director of Leyton Community Legal Centre (Jasmine Le Blanc)

Jasmine Le Blanc is the director of LCLC. She recruits new solicitors. This may include interviewing new solicitors, asking for references and proof of qualifications. And, she checks reports from Hao Lee and works out how many legal aid needers they have been working.

(9) Administrative Officers (Hao Lee)

Administrative officers of LCLC would be one of the key stakeholders in new eLegal system. They are responsible to recruit volunteer staffs and add new legal aid needers. If the legal aid needers have problems that pro bono solicitors can assist, they make appointments at appropriate time. They make report for Jasmine to check.

(10) Pro bono Solicitors

Pro bono solicitors are a kind of volunteers in LCLC. Their responsibility is to consult legal aid needers. They have to create action forms after consulting with legal aid needers. After a legal aid needer had been consulted, they have to produce the result of consultation.

(11) Admin Volunteers

LCLC is a non-profit organisation. It cannot hire a lot of employees. Therefore, admin volunteers are important for the charity.

A 2.2 Organisational Structure

Organisational Structure is about how an organisation is physically or logically structured. We can understand the conflicts and different culture based on the organisational structure. In this part, we will critically discuss about how many different organisational structures does the LHF environment has, how they organise and how they are working.


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A 2.2.1 Organisational Structure of LHF Environment

The LHF environment is generally organised in four different structures. They are chosen based on the rich picture shown above. They are-

(1) LHF Head Office



(4) LCLC Office

(1) LHF Head Office

LHF head office is currently controlled by CEO, Matthew Lord. The Senior Executive Group which composed of CEO and his admin team makes the strategic decisions. The office has a number of full-time and part-time employees. The LHF head office gives advice services to London residents via twenty community advice centres.


There are five different charities which are known as members under LHF head office. Each charity has a director and employees. The director of the charity is required to attend monthly meeting held at the LHF head office.


There are twenty community advice centres across London which takes financial support from the LHF head office. But the actual advice and support services are taken from member charities. Each advice centre is composed of a centre manager, employees and volunteers.


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(4) LCLC Office

The LCLC Office was founded by its CEO, Jasmine. There are currently two full-time administrators, three volunteer administrators and four pro bono solicitors are working. LCLC is going to become a member charity of LHF.

A2.3 Systems that Need to Be Built

Current eLHF system did not reach the user requirements. Some of member charities stopped using eLHF system and developed their own in-house systems to collect data. Many of other member charities are also willing to build their own in-house computer systems otherwise they would leave from LHF. Therefore, LHF head office is in trouble and might have to allow the member charities to use their own systems. If this so, LHF might need to create a computer system that collaborates with different systems from member charities.

According to the above conflicts, interviews and the rich picture, a kind of system called Management Information System (MIS) might be required to be built. This is because the MIS system can produce reports for LHF head office based on data extracted from the in-house system of member charity.Executive Information Systems (EIS), which is a kind of MIS systems, is a reporting tool that can provide quick access to summarized reports from all member charities. These regularly scheduled reports can be sent to eLHF database immediately.

(Ref: http://wikipedia.org/wiki/Management_information_system)

A2.4 Key Issues and Areas of Conflict Affecting the Environment

Some of the stakeholders in LHF environment are against to the eLegal system.

Head of member charities thinks that there are not enough staffs to handle the new member charity. And she believes that eLegal will not be effective and difficult to use.

Finance Director mentions that there is not enough finance for the new member charity. KPI support officer (Lan Wei) needs data from member charities in time. And some data

are difficult to collect because of different formats.

Some of the staffs and volunteers in LCLC do not welcome the new computerised system.

Administrative staffs (for example- Hao Lee) are not familiar with computer systems and would quit if they were forced to learn the new eLegal system.


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Volunteers are not willing to take part in the new eLegal system. For example, David Mwambu, the pro bono solicitor, said that if the working procedure or culture changed too much then he would think about leaving.

The IT director does not know about requirement gathering from user.

Julieanne Black, the IT director, said that she thought interviewing the staff at the Leyton Community Legal Centre is a waste of time. She knew what information we need to collect and what processes they need to follow.

According to her, she does not know how user requirements are important. She is focusing only on hard approaches.

My opinion is that former systems such as eHomeless and eDebt systems did not meet the user needs because she did not try to understand what user really needs.

A2.5 Issues that Individual People Discussed

Each stakeholder has worries deal with implementing eLegal system. Here, we will critically describe the issues that are discussed by the key actor who will use eLegal system directly.

Administrative staff (Hao Lee) discussed that he is technophobe. And he does not want to learn how to use new eLegal system. But at the same time, the manual process makes him extra paper work with no effectiveness.

Director of LCLC (Jasmine)has a problem that she has no time to devote to the legal

centre. And she does not want her staff to go through the LHF induction course. This is because LCLC has their owned induction course.

Pro bono Solicitors don’t want to involve with a lot of new processes. If the working culture changes too much, some of the solicitors would leave LCLC.

A2.6 what is Organisational Culture?

Organisational Culture is that a specific working style or behaviour of an organisation. It is mostly depend on environmental factors. Because of the different working styles and background of the organisations, each culture of organisation cannot be the same.


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A2.6.1 Different Cultures and Sub-Cultures in the Environment

London Help Forum has five member charities. Each member charity has different working culture.

Different funders of LHF would have different perspectives in funding. LHF might want LCLC to use new eLegal system. But admin staff (Hao Lee) do not

want to use new computer system. Director of LCLC (Jasmine) do not want her staffs and volunteers to take LHF induction

course. But LHF head office thinks the induction course of LCLC is not enough.In fact, each induction course of the charities will be different.

LHF head office wants LCLC to use a computer system but LCLC prefers to use manual system.

A2.7 High Level Processes in the Environment

Produce result of consultation is a high level process of LCLC. To produce consultation result, a pro bono solicitor must make appointment with a legal aid needer and then discuss about legal issue. Once the meeting with the legal aid needer is finished, the solicitor writes an action form. If the legal aid needer request, another appointment with the solicitor will be scheduled. After all, the solicitor has to combine all the action forms together and finally produce the result of consultation to solve legal issue of the legal aid needer.

Produce KPI reportmight also be a high level process. To produce a KPI report, a number of data have to be collected. And responsible staff needs to compare the actual result with the expected results.

In fact, developing new eLegal system itself is the high level process of LHF head office.

A2.8 Sources of Scrutiny in the Environment

The followings are the main scrutiny of LHF environment.

Funders of LHF might be scrutiny because the funders will check the KPI results, the performance of LHF and its member charities.

Local Government Authorities are also need to be concerned as they might change the rules and regulations and watch LHF follow or not the regulations.

Competitor Charities might also find the weaknesses and threats of LHF. And they compete with LHF in order to get funds from funders and government organisations.


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Part B – Requirements Analysis Using Use Case Modelling

B1. Use Case Diagram for eLegal Management Information System


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B2. Documenting Use Case Diagram

B 2.1 Primary Scenarios for Each Business Use Case

Use Case Name: Record New Solicitor

Actor : Administrative Staff (Hao Lee)

Pre-condition : Administrative staff must be authorized to add a new solicitor who passed DBS check.

Flow of events : Primary Scenario

Use Case starts when the administrative staff takes solicitor registration form and fills the information.

1. The administrative staff fills the solicitor name and checks the name is already existed or not.

2. If the name is not existed, the administrative staff fills the personal information (age, gender, qualifications, address, phone number, email and others) of the solicitor.

3. After step 2, the administrative staff will discuss about which hours in the week the solicitor will be able to attend the legal centre. And then, fills this information in the form and on the share calendar for pro bono solicitors.

4. After all, the administrative staff keeps the registration form.

This ends the use case.

Post-condition : The information of new pro bono solicitor will be stored.

______________________________________________________________________________

Use Case Name: Record New Volunteer Staff


Pre-condition : Administrative staff must be authorized to add a new volunteer employee who passed DBS check.


Use Case starts when the administrative staff takes volunteer staff registration form and fills the information.

1. The administrative staff fills the volunteer name and checks the name is already existed or not.


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2. If the name is not existed, the administrativestaff fills the personal information (age, gender, qualifications, address, phone number, email and others) of the volunteer staff.

3. After step 2, the administrative staff will discuss about which hours in the week the volunteer staff will be able to attend the legal centre. And then, fills this information in the form and on the share calendar for volunteer staffs.

4. After all, the administrative staff keeps the registration form.


Post-condition : The information of new volunteer staff will be stored.

______________________________________________________________________________

Use Case Name: Record New Legal Aid Needer


Pre-condition : New Legal Aid Needer needs to complete an initial assessment form and be sure that Leyton resident.


Use Case starts when the administrative staff takes “Legal Aid Needer” registration form and fills the details of legal aid needer information.

1. The administrative staff asks the name and e-mail of legal aid needer. And, checks the legal aid needer is already existed or not.

2. If not, the administrative staff fills legal aid needer’s personal information (Name, Age, Gender, Address, Phone number, E-mail, legal issue and others).

3. The administrative staff asks the details of legal issue of Legal Aid Needer and write them down.

4. The administrative staff checks that the legal issue is relating to criminal law or not. 5. If not, the administrative staffcreates a “legal aid needer file” and keeps all the

information of the legal aid needer.


Post-condition :The information of new legal aid needer will be stored in the new “legal aid neederfile”.

______________________________________________________________________________


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Use Case Name: Make Appointment


Pre-condition : Legal aid needer must be registered and the legal issue must not be relating to any criminal laws.


Use Case starts when the legal aid needer requests for an appointment to the receptionists or the administrative staff.

1. The administrative staff asks the name and e-mail of legal aid needer. And, checks the legal aid needer have registered or not.

2. If the legal aid needer has registered, the administrative staffchecks the “legal aid needer file” whether it is first appointment or second appointment.

3. If the appointment is for first time appointment, the administrative staff checks the free time of solicitors.

4. If one of the solicitors’ rotas is free, the administrative staff assigns about the appointment in the “legal aid needer file”.

5. The administrative staff shares the appointment time on the share calendar.


Post-condition : An appointment with a solicitor is assigned.

B 2.2 Secondary Scenario

1. (a) If the legal aid needer have not registered yet, the administrative staff asks to fill “Legal Aid Needer” registration form.

3. (a) If the legal aid needer requests for second appointment, the administrative staff asks the reason to make second appointment.

4. (a) If there is no free solicitors’ rotas, the “legal aid needer file” is placed in “pending appointments” folder.

______________________________________________________________________________

Use Case Name: Produce “Action Form”

Actor : Pro bono Solicitor

Pre-condition : Legal aid needer must be registered and need to meet a pro bono solicitor.


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Use Case starts when a legal aid needer meets a pro bono solicitor and the pro bono solicitor consults the legal aid needer.

1. The pro bono solicitor asks the detail of legal issues and then consults. 2. If the appointment is first appointment, the pro bono solicitor will complete an “Action

Form”. Action Form shows what needs to be done for second appointment. 3. The legal aid needer brings back the “Action Form” to the reception after meeting with

pro bono solicitor. 4. The “Action form” of the legal aid needer is kept in the “legal aid needer file”.


Post-condition : An “Action Form” is produced at the end of the first appointment.

B 2.2 Secondary Scenario

1 (a) If the legal issues is related to criminal or the issues that cannot handle by LCLC, the pro bono solicitor offers some help and does not create an “Action Form”.

2 (a) If the appointment is second appointment, the pro bono solicitor will produce “result of consultation” after the appointment.

4 (a) If the action form indicates that the legal aid needer needs to be referred to a solicitor outside of LCLC, the administrative staff advices the legal aid needer called “option advice session”.

______________________________________________________________________________

Use Case Name: Produce “Consultation Result”

Actor : Pro bono Solicitor

Pre-condition : Pro bono solicitor must finish final appointment with the legal aid needer.


Use Case starts when all the appointments are finished.

1. The pro bono solicitor writes result of consultation that includes advices which were given at the appointments to the legal aid needer.

2. The result of consultation will be emailed to the administrative staff. 3. The administrative staff prints the result of consultation and send it to legal aid needer.


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4. Another copy of the result of consultation will be kept in “legal aid needer” file.


Post-condition : A “consultation result” is produced and sent to the legal aid needer.

______________________________________________________________________________

Use Case Name: Report Legal Aid Needer Files

Actor : Administrative Staff (Hao Lee), Director of LCLC (Jasmine)

Pre-condition : Legal Aid Needer Files which include results of consultation must be recorded.


Use Case starts when the administrative staff writes to report legal aid needer files.

1. The administrative staff selects the legal aid needers’ files which were finished consultation by the pro bono solicitor.

2. The administrative staff differentiates successful consultation and unsuccessful consultation.

3. The administrative staff reports the legal aid needer files which were consulted successfully to the director of LCLC (Jasmine).


Post-condition : The legal aid needer files are reported to the director of LCLC (Jasmine).

______________________________________________________________________________

Use Case Name: Produce KPI Report

Actor : KPI Support Officer (Lan Wei)

Pre-condition : Legal Aid Needer Files and expected results must be recorded.


Use Case starts when the KPI Support Officer selects LCLC centre to produce KPI report.

1. The KPI Support Officer counts the number of legal aid needers that LCLC have been working.


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2. The KPI Support Officer compares the actual number of legal aid needers with expected results.

3. The KPI Support Officer counts the number of successful consultations. 4. The KPI Support Officer compares the actual number of successful consultations with

expected results. 5. The KPI Support Officer produces KPI report.


Post-condition : The regular KPI report was recorded.

______________________________________________________________________________


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B3. Justifying processes to arrive final documented use case diagram

B3.1 Choosing Key Actors for Use Case Diagram and Their Key Roles

According to case study, the new system that is required to be built is for LCLC. Therefore, the stakeholders from LCLC are more focused to be actors than stakeholders from LHF. Generally, the stakeholders from LHF might not be the key actors in the new eLegal Management Information System.

Choosing Primary Actors

Administrative Staff (Hao Lee)

The person who is highest responsible in the system would be Administrative Staff. Administrative staff is responsible to work between director, pro bono solicitors and the legal aid needers. Without Administrative staff, the transactions between director, pro bono solicitors and the legal aid needers would be difficult. Therefore, they are chosen as one of the key actors in the use case diagram.

The role of administrative staff in the system is very critical. This is because all of data collecting transactions such as “Record New Volunteer Staff” and “Record New Legal Aid Needer” would be done by administrative staff. And the administrative staff is responsible for the other high level processes such as “Make Appointment” and “Report Legal Aid Needer Files”.

Pro Bono Solicitor The pro bono solicitors are one of the responsible actors from LCLC. According to the interviews, they should be actors because they create “action” forms and “result of consultation” for the legal aid needers. Without pro bono solicitors, the major services of LCLC would decline. They are key to the system because only the pro bono solicitors knowhow to solve the legal issues. The critical transactions such as “Produce Action Form” and “Produce Consultation Result” will be done only by the pro bono solicitors.

KPI Support Officer (Lan Wei)

Though KPI Support Officer is a stakeholder from LHF head office, he will be one of the key actors in the eLegal Management Information System. This is because the KPI Support Officer is responsible to produce KPI reports for LCLC.


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The main purpose of eLegal Management Information System is to produce accurate KPI reports, and therefore KPI Support Officer is very important since he is responsible to produce KPI reports.

Choosing Secondary Actors Director (Jasmine)

Jasmine Le Blanc, director of LCLC, was chosen as a secondary actor. This is because according to the scenario, she is the most responsible person to check the reports that administrative staffs send.

Legal Aid Needers’ files are required to report to director by administrative staffs. Director role in the system is very important since she is responsible to check how many legal aid needers they have been working with and how successful the service has been.

B 3.2 Identifying Key Activities to Include in Chosen Primary Scenario

The primary scenario for “Make Appointment” is chosen to explain how the key activities are identified to include in it. According to the scenario, there would be three key activities to complete this transaction. They are –

1. Checking legal aid needer information

2. Checking first or second appointment

3. Making appointment at an appropriate time

1. Checking Legal Aid Needer Information

When a legal aid needer comes to request for an appointment, administrative staff must check the information of that legal aid needer. Otherwise, the administrative staff would not know the legal aid needer has registered or not. Therefore, “Checking legal aid needer information” was included as a key activity in the primary scenario.

2. Checking first or second appointment

After checking legal aid needer information, the administrative staff needs to check whether the appointment isfirst time or second time. This is because if the appointment is


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second time, the administrative staff requires to ask the reason for second appointment. Without this transaction, administrative staff would not know the appointment is first time appointment or second time appointment.

3. Making appointment at an appropriate time

The administrative staff needs to check the free time of a pro bono solicitor for the appointment. It is a key activity because the administrative staff could not negotiate the appointment time without checking the free time of a pro bono solicitor.

“Make Appointment” transaction could be done by doing the above three main key activities. The key activities were identified from actor point of view (i.e. administrative staff point of view) and assumed every transaction is going right. To process this use case, the information such as records of pro bono solicitors and records of legal aid needers would be needed.

B 3.3 Identifying Secondary Scenarios

The alternative ways or secondary scenarios were described for two use cases, “Make Appointment” and “Produce Action Form”. Generally, secondary scenarios were identified for all the possible different conditions. Secondary scenarios are similar with “If...Else If” condition in programming languages.

The followings are examples of how we identified the secondary scenarios.

Secondary scenarios for use case “Make Appointment”-

Checking the legal aid needer has registered or not becomes two different possible conditions. If the legal aid needer has not registered yet, he/she needs to register first. Otherwise, the legal aid needer could not make appointment with a pro bono solicitor.

Checking the legal aid needer files to know first or second appointment becomes to evolve secondary scenario. If the legal aid needer is requesting for the second appointment, the administrative staff needs to ask the reason for the appointment.


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B 3.4 Assumptions for the System

As the system is focused for LCLC, the perspectives and cultures of stakeholders from LCLC are very important. Some stakeholders from LHF head office, who are working together with LCLC, such as KPI support officer and CEO, also take part in the system. Therefore, we need to ask some questions to these actors to get necessary information.

B 3.4.1 Questions that need to be asked for the system

LHF head office

Chief Executive (Matthew Lord)

Do other stakeholders in the organisation advocate to collaborate with LCLC? What specific data are needed to produce KPI report? (for example: number of legal aid

needers per week, number of successful consultation per week)

KPI Support Officer (Lan Wei)

What specific time do you (Lan Wei) need data from LCLC to produce KPI report? In what way do you want to get data from LCLC? (i.e. via email or elegal system itself?)

LCLC

Administrative Staffs (Hao Lee)

Will you (Hao Lee) try to learn to use new e-legal management information system? What data do you (Hao Lee) need to report to director (Jasmine)?

Director (Jasmine)

If Administrative Staffs (Hao Lee) could not learn the new system, what will she (Jasmine) do?

What data are needed to report to funders?

Word count for Part B3 – 1106


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Part C – Critique of Use Cases and Rich Pictures

C1. Differences between Use Case and Rich Picture

C1.1 Rich Picture

Rich picture is a part of soft system methodology. In drawing rich picture diagram, there are no specific rules and restrictions. We can use

any graphical representations. The main purpose of drawing rich picture is to know about issues (for example- issues in

collecting data from member charities), conflicts (i.e. different opinions of stakeholders) and processes (which stakeholders do for what transactions? But does not include how they do these processes.).

Rich picture of LHF environment shows the social, moral, ethical and human aspects. Rich picture of LHF is about understanding the whole environment of LHF (i.e. LHF

head office, member charities and LCLC). All the stakeholders (for example- IT director of LHF, Finance director of LHF) are

included. Problem situation is expressed in the rich picture but unstructured.

C1.2 Use Case Diagram

Use case diagram is a part of hard approach. In drawing use case diagram, there are rules and formats such as system boundary, use

case, actors and relations. The main purpose of use case diagram is to know about key actors (for example-

administrative staff (Hao Lee), key processes (for example- produce KPI report) and relationship between them.

Use case diagram shows the functionality (for example – make appointment), data requirements (for example- lists of volunteer staff, lists of legal aid needers) and systems behaviour.

Unlike with rich picture diagram, use case diagram is focusing only on the elegal management information system for LCLC.

Only the key actors who process the e-legal management information system (for example- administrative staffs of LCLC, KPI support officer) are included.

Use case diagram shows the steps to solve the problems which were expressed in the rich picture diagram.


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C2. Helpfulness of Rich Picture and Use Case in Requirement Analysis

C2.1 Rich Picture

Rich picture diagram of LHF helps us to understand the current situations and problems of the whole organisation. As an analyst, we can perceive the organisation structure and cultures of LHF by using rich picture diagram. We could also identify which systems need to be built. Moreover, we can understand the different views or opinions of the stakeholders in LHF environment.

Issues could be identified by looking “crossed swords” in the rich picture. Conflicts and problems could be found by identifying “though bubbles” of stakeholders and the processes could be identified by looking at “relationship lines”.

Without rich picture, the new e-legal management information system would be inflexible for users to use. The new system might not meet the needs of the users. As a result, the users will not satisfy to use the system.

Crossed Swords (Issues)

Thought bubble (Conflicts)

Relation line (Processes)

Organisational structure


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C2.2 Use Case Diagram

Use case diagram for e-legal management information system helps us to know the key actors, key processes and the relationship between them. Business use case descriptions or primary scenarios for each business use case show us how the key actors do the key processes.Secondary scenarios show us to notify things that can go wrong in a process.

Without use case diagram conceptual model, we would not know how to develop the new e-legal management information system and what the current processes are. In conclusion, both of the conceptual models are very useful in the requirement analysis stage.

C3. Connection between Rich Picture and Use Case

There are a lot of connections between rich picture and use case. Generally, a rich picture shows the current situations and problems. Use case diagram shows the steps to solve the problems which were expressed in the rich picture diagram. For example, use case diagram for e-legal management information system shows the steps to solve the problems in LCLC which were expressed in the rich picture.

Key Actors Relationship Key Processes


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C3.1 Stakeholders to Actors

Some of the key stakeholders involved in the rich picture are transformed into actors in the use case diagram (for example- administrative staff (Hao Lee), Pro bono solicitor and KPI support officer (Lan Wei)). Actors in the use case diagram were chosen based on the problem scope which was described in the rich picture diagram. For example- administrative staff (Hao Lee) was described as a stakeholder in the rich picture diagram and also involved in the use case diagram as a key actor.

C3.2 Processes to Use Cases

The processes such as “Make Appointment” and “Produce Action Form” involved in the rich picture diagram are transformed into use cases in the use case diagram.Therefore, we can assume some key processes shown in the rich picture might be use cases in the use case diagram. It might depend on problem scope and what system will be built.

Stakeholder in rich picture to key actor in use case diagram

Processes in rich picture to use cases in use case diagram


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C3.3 Problem Scope to System Boundary

According to the case study, the new system is focused for LCLC rather than LHF. Therefore, the problem scope was assumed to be LCLC. The LCLC problem scope which was described in the rich picture was transformed into the system boundary of the new e-legal management information system in the use case diagram.

Word count for Part C- 877

E-legal MIS system Problem Scope transforms into system boundary


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Conclusion

In Part A, requirement analysis such as stakeholders, organisational structure, conflicts, issues and processes are identified using rich picture. We also analysed the problem scope, high level processes and the sources of scrutiny. Based on the problem scope, we discussed to develop a new information systems call e-legal management information system.

Throughout Part B, we identified the requirement analysis by using use case diagram. We discussed the key actors, the key processes and the relationship between them. We also analysed the business use case description or primary scenario for each use case.

As Part C, we described the differences between rich picture and use case diagram based on our experience in LHF environment. We also discuss how these approaches help us in requirement analysis stage. Finally, we provided the connection between rich picture and use case diagram.


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References

Management Information Systems

www.wikipedia.org/wiki/Management_information_system

(Accessed Date: 10th March 2015)

CATWOE Analysis

http://bpmgeek.com/blog/what-catwoe-analysis

(Accessed Date: 12th March 2015)

Semanco(28.03.2013), what is a rich picture? http://arc.housing.salle.url.edu/semanco/blogs/newcastle/2013/03/28/what-is-a-rich-picture

[Accessed Date: 16th March 2015]

KevlinHenney (24 Sep 2007), the pros and cons of use case diagrams

http://searchsoftwarequality.techtarget.com/news/1273406/The-pros-and-cons-of-use-case-diagrams

[Accessed Date: 10th March 2015]

Technology

NayLinnKo Information Requirements Analysis BIT