Ch.18 Full powerpoint, Systems development and Project management for AIS

Question 1

Why do organizations continue to change their information system?

Answer 1

There are many reasons why organizations continue to change their information systems whether it’s a full systems replacement or an upgrade to an existing system. This can be due to technology changes, to become more effective and efficient in the organization (productivity gains), or for competitive advantage reasons.

Question 2

What is systems development life cycle(SDLC)?

Answer 2

The systems development life cycle (SDLC) is the process of creating or modifying information systems to meet the needs of its users.
The SDLC is generally viewed as the foundation for all systems development that people use to develop such systems.

Question 3

What is systems system in relation to the systems development life cycle?

Answer 3

Systems Study

• Systems development work
• Formal investigation of an existing information system

Question 4

What is performance of study in relation to the systems development life cycle

Answer 4

Performance of Study

• In-house professionals (large organizations)
• Hire outside consultants (smaller companies)

Question 5

What is the information systems steering committee in SDLC?

Answer 5

Executive level, plans and oversees IS function; facilitates coordination with integration of systems activities

Question 6

What is project development team in relation to SDLC?

Answer 6

Project Development Team

-Plan and monitor project progress

Question 7

What is programmers in relation to SDLC

Answer 7

Programmers

-Write and test programs according to analysts’ specifications

Question 8

What is systems analysts in relation to SDLC?

Answer 8

Determine information needs, prepare specifications for programmers

Question 9

What is management in relation to SDLC?

Answer 9

Get users involved in the process, provide support for development projects, align projects to meet organizations strategic needs

Question 10

What is users in relation to SDLC?

Answer 10

Communicate needs to system developers, help design and test to ensure complete and accurate processing of data

Question 11

What are the phases of the systems development life cycle?

Answer 11

Planning Phase.
Analysis Phase.
Design Phase.
Implementation Phase.
Maintenance Phase.

Question 12

What is planning and analysis phases in SDLC?

Answer 12

Planning and Investigation

• Organize a systems study team
• Preliminary investigation of current system
• Develop strategic plans

Analysis of Current System

• Identify information needs
• Strengths and weaknesses

Question 13

What is design, implementation, and maintenance in SDLC?

Answer 13

Design and Acquisition
-Changes that eliminate/minimize weak points
-Preserve the strengths
Implementation & Follow-up
-Resource acquisition
-Training employees
-Follow-up studies
Maintenance
-Identify new problems and correct

Question 14

What is the recursive nature of the SDLC?

Answer 14

In a circular design that each one moves the next one

ANALYSIS–>DESIGN–>Implementation–>Mainteance–>Planning

Question 15

What is the systems development life cycle in detail?

Answer 15

System operation on a daily basis
Preliminary investigation
Analysis of the system to determine the cause(or causes) of the problem
Design of systems revisions to eliminate the problem
Implementation and initial operation of the revised system
Follow-up studies to determine if the newly designed system is operating efficiently

Question 16

Describe the planning phase in SDLC?

Answer 16

The planning phase of the S D L C begins with a business need for a new or better information system. This phase involves summarizing the business needs with a high-level view of the intended project.
A feasibility study is often used to evaluate economic, operational and technical practicability.
Ex of study: Starbucks marketing department may want to analyze what type of pastries sell best with its various hot and cold drinks

Question 17

How to plan for success in system planning?

Answer 17

Planning for Success

• Broad viewpoint in a systems study
• Use an interdisciplinary study team for evaluation of systems
• Study team works closely with steering committee
• Align study with mission and strategic goals and objectives

Question 18

What does the study team and the steering committee do?

Answer 18

• Interdisciplinary study team
• Communicate closely with management
• Appoint a steering committee

Question 19

What does an investigating currents systems mean?

Answer 19

• Preliminary investigation to identify issues
• Consider alternatives
• Make recommendations

Question 20

What does general systems goal mean in understanding organization goals?

Answer 20

• Benefits should exceed the costs
• Create output that helps make better decisions
• Allows for optimal access to information
• Accommodates changing information needs

Question 21

What does top management systems goals and operating management systems goal do to understanding organizational goals?

Answer 21

Top Management Systems Goals
-Long-range budget planning data
-Periodic performance reports
-Short-range operating performance
Operating Management Systems Goals
-Well-defined narrow organization areas
-Current year decisions

Question 22

What is the analysis phases in SDLC?

Answer 22

The analysis phase of the S D L C involves a complete, detailed analysis of the systems needs of the end user.
The analysis phase further refines the goals of the project into carefully specified functions and operations of the intended system.
EX:Starbucks systems analysis team meets with all of the desired users to ensure that considerable flexibility is built into the system in order to address both current and potential data analysis needs.

Question 23

What is the purpose of System Analysis?

Answer 23

Become familiar with current system
Identify inputs and outputs
Identify strengths and weaknesses
Make recommendations

Question 24

What is study team activities in systems analysis?

Answer 24

Identify and understand system goals
Perform a systems survey
Report findings

Question 25

What are the steps in a systems analysis procedures?

Answer 25

1. Initial Investigation: Investigate each development activity to define the problem to be solved 2. Systems Survey: Study the present system to gain a through understanding of how it workers 3. Feasibility study: Develop a more thorough feasibility analysis, especially with respect to economic costs and benefits 4. Information needs and systems requirements: Identity information needs of users, determine objectives and requirements of the new system 5. Systems analysis report: Provide management with the finding of the analysis phase

Question 26

How does the systems survey work?

Answer 26

Allows for a more complete understanding | Strengths and weakness of current system

Question 27

What is the human element and potential behavioral problems in systems survey?

Answer 27

Employee resistance to change | Gain full cooperation and support

Question 28

How do you data gather in system survey?

Answer 28

``` Review existing documentation or create new materials Observe the current system in operation Use questionnaires and surveys Review internal control procedures Interview systems participants ```

Question 29

What are the things within the data analysis?

Answer 29

``` Components - Create summary analysis. -Systems documentation Time Period -Longer than preliminary investigation -May provide interim reports Conclusions -Final systems analysis report -Submit to steering committee ```

Question 30

How to evaluate feasibility?

Answer 30

Technical -Can we use existing technology? Operational -Do we have the people to design and implement the system? Will people use the new system? Scheduling -Can the system be developed in the time allotted? Legal -Does new system comply with regulations, laws, and contractual obligations? Economic -Do benefits of new system justify the costs (time and resources) to implement?

Question 31

How to evaluate feasibility(Part 2)?

Answer 31

``` Technical Feasibility -Required technical resources -Hardware and software -Technical skills of current employees Operational Feasibility -Compatibility with current environment -Capabilities of current employees Schedule Feasibility -Estimate time needed for implementation Legal Feasibility -Conflicts between system and legal obligations Economic Feasibility -Cost-benefit analysis -Difficulties estimating implementation costs ```

Question 32

What is payback period?

Answer 32

Calculate the number of years required for the net savings to equal the initial cost of investment -For the payback period approach, the project with the shortest payback period is usually selected.

Question 33

What is Net Present Value(NPV)?

Answer 33

Estimate future cash flows with discounted rate for (time value of money) -For the NPV approach, the project with the highest positive NPV is usually selected.

Question 34

What is Internal Rate of Return(IRR)?

Answer 34

Calculates the interest rate that makes the present value of total costs equal to the present value of total earnings For the IRR approach, the project with the highest percent of IRR usually selected.

Question 35

What is the design phase in SDLC?

Answer 35

The design phase of the S D L C involves describing in detail the desired features of the system that it uncovered in the analysis phase. These features may be described using screen layouts, process and event diagrams (such as we learned earlier in this book), and other documentation. Ex:The Starbucks systems designers take the requested business requirements from the analysis stage and begin to design how the new what-if Starbucks analysis system would look on a screen and the business rules needed to make such a change in the system.

Question 36

What is the detailed system design?

Answer 36

- Designing System Outputs, Processes and Inputs - Prototyping - The Systems Specifications Report - Choosing an Accounting Information System - Outsourcing

Question 37

Diagram for steps in the systems design phase? | Along with with other key definitions.

Question 38

What is systems outputs in design systems?

Answer 38

Determine necessary outputs and format Create better outputs Hard-copy versus Soft-copy

Question 39

What is the process design in designing systems?

Answer 39

Identify necessary processing procedures | Utilize tools to model computer processes

Question 40

What is designing systems input in design system?

Answer 40

Identify and describe data elements Specify how data items must be coded Determine source of each data element Streamline data entry tasks

Question 41

What is concepts and usefulness and challenges in protyping

Answer 41

Concepts -Develop a simplified model of proposed system -Scaled-down, experimental version Usefulness and Challenges -Helps address issues of challenging projects -Can create distrust and perception concerns -Not recommended for traditional AIS applications

Question 42

What are the steps in prototyping?

Answer 42

Graph on powerpoint

Question 43

What is the systems specifications report?

Answer 43

Summary of findings | Submitted to steering committee for review, comment, and approval

Question 44

What is the make-or-buy decision in systems specifications report?

Answer 44

Develop system within the organization Outsource development of system Canned software or Turnkey system

Question 45

What is the selection criteria in choosing an AIS?

Answer 45

The functionality and performance capability of each proposed system Compatibility of each proposed system with existing systems Vendor stability and support Costs and benefits of each proposed system Maintainability of each proposed system

Question 46

How to choose an AIS?

Answer 46

``` Point-Scoring Analysis -Used to evaluate possible solutions -Identifies point value for each criteria Hands-On Testing Selecting a Finalist Making a Final Decision ```

Question 47

What is outsourcing?

Answer 47

``` Business Process Outsourcing -Wide range of possible activities -Routine function to entire operation Knowledge Process Outsourcing -Contract to perform research or other knowledge-related work ```

Question 48

What are the advantages of outsourcing?

Answer 48

Company can focus on core competencies More efficient use of time and resources Cost savings

Question 49

What are the disadvantages of outsourcing?

Answer 49

Inflexibility of contractual relationships Loss of control Loss of competitive advantages

Question 50

What are key steps in implementation, follow-up and maintenance?

Answer 50

Implementation Activities Managing IT Implementation Projects Post-implementation Review System Maintenance

Question 51

What is the implementation phase of the SDLC?

Answer 51

The implementation phase of the S D L C involves development, testing and implementation of the new proposed system. Development is the process of transforming the plan from the design phase into an actual, functioning system. Ex: The Starbucks systems developers write the computer code and test it. Once testing is complete and the business requirements are met, the users are trained and the new software begins to be used.

Question 52

What are the steps in implementation activities?

Answer 52

``` Prepare the physical site Determine functional changes Select and assign personnel Train personnel Complete documentation a. Development documentation b. Operations documentation c. User documentation ```

Question 53

What are additional steps in implementation activities?

Answer 53

``` Acquire and install computer equipment Establish internal controls Convert data files Acquire computer software Test computer software (walk-throughs, processing test data, UAT (User Acceptance Testing)) Convert to the new system ```

Question 54

What are the different conversion approaches?

Answer 54

Direct conversion -Terminates the old and begins with the new system Parallel conversion -Operate old and new systems for a period of time Phase-in conversion -Gradual replacement of old elements with new system elements Pilot conversion -Implement a system in a part of an organization (e.g., a branch)

Question 55

What is the post-implementation review?

Answer 55

Reevaluate new system’s effectiveness - Talk with personnel about satisfaction levels - Talk with end users about satisfaction levels - Evaluate control procedures and effectiveness - Observe employee work performance - Evaluate computer processing functions - Determine output schedule timing and effectiveness

Question 56

What is the maintenance phase in SDLC?

Answer 56

The maintenance phase of the S D L C is the final phase of the S D L C and includes making changes, corrections, additions, and upgrades (generally smaller in scope) to ensure the system continues to meet the business requirements that have been set out for it. Ex: The Starbucks system has continuous and regular maintenance to ensure that it meets the underlying business requirements.

Question 57

What is system maintenance and its responsibilities?

Answer 57

``` System Maintenance -Performed by IT function -Continues tasks created by initial follow-up study Responsibilities -Identify errors and anomalies -Estimate costs of fixing items -Perform necessary modifications ```

Question 58

What is project management?

Answer 58

Project management is the planning, organizing, supervising and directing of an I T project.

Question 59

What is project manager?

Answer 59

A project manager is the lead member of the project team that is responsible for the project.

Question 60

What is project sponsor?

Answer 60

The project sponsor will often be a senior executive in the company who takes responsibility for the success of the project.

Question 61

What are terms in constraints of IT projects?

Answer 61

15-15 Rule – is a rule suggesting that if a project is more than 15 percent over budget or 15 percent off the planned schedule, it will likely never recoup the time or cost necessary to be considered successful. Dempster’s Triangle (Triple Constraints) Scope Time Cost Scope Creep – broadening of project scope after the project has started. The larger the scope expands, the further the project will move away from the original purpose, timeline, and budget. 100% Rule – is a rule requiring 100% planning of all tasks, including all of the internal, external and interim tasks.

Question 62

What is a PERT chart(Project Management tool)?

Answer 62

PERT chart – works to identify all tasks of a project. - Notes task sequencing and task dependence. - Notes critical path – the path that represents the minimum amount of time needed for the completion of the project when sufficient resources are allocated.

Question 63

What is project management software(managing IT implementation projects)?

Answer 63

- Operates on desktop or notebook computers - Aids in the management of implementation projects - Divides project into simpler activities - Estimates time and cost of activities

Question 64

What is program evaluation and review technique(PERT)(Managing IT implementation project)?

Answer 64

Diagram that depicts all project activities that require time and resources with completion estimates. Helps identify critical paths - (The critical path in the PERT diagram means that if this is delayed, the entire project will be delayed.) Recognize areas where slack time occurs

Question 65

What is a Gantt Charts(Managing IT implementation projects)?

Answer 65

A Gantt chart is a graphical representation of the project schedule by mapping the tasks to a project calendar. Useful for scheduling and tracking Easy to understand Best suited for projects lacking complexity Bar chart that organizes activities on the left hand side and project time scheduled with a bar drawn to show the progress to date for that particular activity. The Gantt chart is a good way to visualize how the activities break down and are scheduled for the entire IS project.

Question 66

Why people resist change?

Answer 66

Change is hard, think about a time when you had to change your habits, how successful were you the first time? Did it take practice and setting your mind to it? Did you have to make it a priority until it became more automatic? Did it require a lot more of your time and energy to focus on the change?

Question 67

Terms to why people resist change? Part 1

Answer 67

``` Fear -Of failure, the unknown, losing status Lack of top-management support -If the top management is not supportive why should the employee change? Bad prior experiences -Bad experience with prior IS changes Poor communication -Employees need to understand why change is necessary ```

Question 68

Terms to why people resists change part 2?

Answer 68

Disruption -Additional requests for information and additional burdens of time is distracting and prompts negative feelings Manner change is introduced -Approaches are different for top level and lower level employees Biases and emotions Personal characteristics and background -Age -Open to technology and comfortable with it

Question 69

People resist change and it usually comes in one of three forms?

Answer 69

Aggression: behaviors that are intended to produce errors with the new system, or weaken the effectiveness of the new system Projection: blame the new system for everything that goes wrong Avoidance: ignore the new system in hopes that it will eventually go away

Question 70

How to prevent behavioral problems?

Answer 70

``` Management support -Provide resources and motivation Satisfy user needs Involve users -Participation improves communication and commitment Reduce fears, emphasize opportunities Avoid emotionalism Provide training ```

Question 71

How to prevent behavioral problems part 2?

Answer 71

``` Performance evaluation -Reevaluate to ensure performance standards are consistent with the new system Keep open communications Test the system prior to implementation Keep system simple -Avoid radical changes Control user’s expectations -Be realistic ```