Appendix A: Facilitated Workshop Data Facilitated Workshop Meeting for Management Information System

Agenda

Introduction and Terms of reference (10 minutes)

Requirements exercise (20 minutes)

Small group discussion exercise (30 minutes)

Feedback and outline requirements plan (30-40 minutes)

Minutes of Meeting held in Meeting Room A Present Flo Johnson (Head of IT) (Chair) Daisy Watson (Treasury Team)

Francis Smith (Fundraising Team) Rohan Singh (Scholarship Application and Management Team) Jan Dalton(Scholarship Application and Management Team) David Dahl(Executive) Maya Lou (Contracted E-sports Expert) Angel Wilmott (Secretary to Operations Director) Secretary Apologies None

Introduction and Terms of Reference

Flo Johnson (SM) welcomed all to the meeting and outlined the purpose of the meeting to identify the main requirements for the new system and set the priority and agenda for the future development.

SM reported that, following the recent meeting with the chief executive, it was decided that the e- sports prototype system must be developed as soon as possible, as this is an important avenue for the company to pursue in order to remain contemporary. They wanted to be confident that the system will not only allow for the registration and selection of e-sports scholarship candidates but will also provide a blueprint for integration with the current system. The executive has set a target of getting a prototype system up and running within 3 months of the start of the project, and plan on working with e-sports experts to enhance the system.

SM outlined the activities for the rest of the meeting.

Requirements List Exercise

Each person was asked to list their requirements for the new system on a form supplied by SM. The following is a summary of those requirement sheets:

1. Daisy Watson (Treasury Team)

- A login facility. - A facility to keep track of funds, how they are allocated and where they can be applied.

- We were hoping for the synchronisation between the system and the organisations banking system and were promised that this would be the next project to be taken on by the IT division. You should build this facility into the prototype.

2. Francis Smith (Fundraising Team)

- When the facility for fundraising activities is ported to the new system a category should be added for e-sports donors.

- The system should be fast and responsive.

- The system should allow for communication with businesses, individuals, and other sources of donations

- The system should support events planning.

- The system should facilitate the collation of contacts and mailing lists.

3. Rohan Singh (Scholarship Application and Management Team)

- Categorise different e-sports.

- Consult with the scholarship application and management team and experts to find suitable criteria for each category.

- Compile the criteria for each category into preliminary application forms.

- There should be tools available to help choose the best candidates. Some of the current tools may work, but many would need to be developed.

4. Jan Dalton (Scholarship Application and Management Team)

- Allow for real-time changes to be made to the application forms by the scholarship application and management team. This feature is not available on the current system and would be a great help to improve the turn-around time on requested changes.

- Applicants should be able to track the status of their applications throughout the selection process.

- We must be able to notify applicants whether they were successful.

- Applicants must be able to formally accept a scholarship offer.

- We should be able to manage active scholarships by tracking deadlines, setting up notifications and making notes on the system.

5. David Dahl (Executive)

- Remember that relevant parts of the old system need to be pulled, integrated into the prototype and tested. Dont forget about them, they should be part of the requirements. Im not going to list them you should know what they are.

6. Maya Lou (Contracted E-sports Expert)

- Applicants must be able to register on the system.

- Applicants must be able to view available scholarships.

- The system should automatically inform users of completed actions, such as registration or the successful submission of an application.

- When applying for a scholarship the system should allow for applicants to supply context sensitive information. For example, in a real-time strategy game the number of actions per minute a player can perform is imperative. In addition, they should be able to list their accomplishments, such as tournament wins and rankings.

- The system must be user-friendly, and it is important to convey knowledge of each genre and respect for the various electronic games, or the applicants will be reluctant to trust you.

Deliverables:

The case study tells us that the head of the IT division, Flo Johnson, has decided to recommend one of the approaches associated with Agile Methods to the executive of Brightstar

There are three sections to this coursework. Make sure that you complete all three sections.

Section A Introduction (10% of the marks)

This section should consider the following components:

Introduces the rationale and the business drivers of this project.

To be written in third person

Capture the reader's attention.

Your answer should be in the region of 500-750 words.