hsc project management

HSC Project management

Planning, Design & Implementation

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

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 is important asit results in an efficient & error free as possible system.

It may be important or necessary to revisitprevious steps to modify or fine tune the newsystem.


A problem may become evident in an organisation. It may be evident inprivacy, 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 fundamental operations & problems of the current system• Each information process is examined and flaws in the system recorded• Needs & concerns of all participants are considered &

there 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 as if it is not then the new system may not meet the required needs.It therefore needs to be collected in an organised way to ensure no omissions.

Data may be collected in a number of ways:

• Interviews• Questionnaires/Surveys• Observation• Measurements

Face-to-face MailedFace-to-face

Online

Observation

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 aboutthe needs of a new system.

The requirement report :• 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 aboutthe 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 If the preliminary investigation recommends Further examination, a project plan is developedFurther examination, a project plan is developedFor the system.For the system.

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


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

A Gantt chart is a popular way of managing a project

Understanding the Understanding the problemproblem

Making decisionsMaking decisions

Designing solutionsDesigning solutions

ImplementingImplementing

Testing, evaluating Testing, evaluating and maintainingand maintaining

Time (weeks)Time (weeks) 1 2 3 4 5 6 7

Try this

Our school intends to install digital video cameras Within each of its rooms. The video is to be broadcastover the internet so parents are able to monitor theirchildren throughout the day.

1) Identify the information technology required forsuch a system.2) Identify & briefly describe the main informationprocesses occurring within this system.3) Some parents object as do students, What may thenature of the concerns be.

Making decision

Decisions are made on possible solutions thathave been developed using the requirement report and the scope of the problem.

Constraints are taken into consideration(Economic; Technical; Schedule & Organisational.)

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

Making decision

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

The details of the new system are presented, alongwith recommendations for design, implementationand maintenance.

Making decision

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

They commonly include a field name, data type,number of characters (field width) & descriptionfor the purpose of the field.

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

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 only show movement of data &not the movement of other things such as products.

They do not explain how the processes works.

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

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

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 basedon combinations of the conditions.

Story boards are a diagrammatic way of representing the elements of the information system.There are two types linear (ordered) and non-linear (no order).

Making decision

Designing Solutions

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

It involves purchasing hardware, writing or buyingsoftware and specifying information processes to make the system operational

The new system is developed from the prototype.

Screen designs for input & output are created. The format & layout of each screen, report & menu mustbe 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.

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

The tools are used to assist in explaining the operationof 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• System flow charts

Implementation

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

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

Participants need to be instructed about & assistedwith the major features & functions of the systemover a period of time.

Information processes are continually tested duringthe 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 tothe new system on a chosen date.(probably best for small systems)

Phased conversion is the replacement of one systemby another in a series of stages.(each module is tested individually & staff developsconfidence in the new system.)

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

Implementation

Pilot conversion involves building & testing the newsystem before replacing the old system. (the oldsystem is still available if the new system fails or experiences problems)

Implementation

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 guaranteeto work as expected.

Tests must be designed to examine the systems operation under all possible events.

Testing

Testing of hardware involves use of diagnosticsoftware.

Backup systems should be tested by selecting files to be stored.

Software is tested using data that has been structuredto test all decisions made within the system.

Test data must cover all possible combinations ofdata that may be encountered.

Evaluating & maintaining

Evaluation determines whether the system is workingas 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.

Evaluating & maintaining

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.

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 Workplace 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.

hsc project management

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