New information systems are being introduced and existing information systems are being updated because managers/employees need those

Fantastic news! We've Found the answer you've been seeking!

Question:

New information systems are being introduced and existing information systems are being updated because managers/employees need those systems to help them better perform their jobs. For example, a human resource manager might request the acquisition for an information system used to track employee vacation and sick days. Often times, new system introductions are results of someone from the top management championing for radical business process restructuring.

Almost any position you hold within an organization will require you (an end-user) to work with some form of computer-based information system. You as information systems end-user will certainly be affected by how those information systems are designed. A professional information system development team will always want to involve you, especially if you are familiar with the business processes within the organization, in a development project. Your narratives of how information systems must function (including how the user-interface should look) and understanding of your company’s business processes will be carefully documented by the development team in order to design and build information systems that meet your needs and support business processes that are specific to your company. Therefore, it is crucial that you help your organization develop the “best” systems possible in an information acquisition or development effort.

Question 1:

End-users of information systems are to clearly convey information system requirements to I.T. professionals building the system. List and describe what are some of the consequences of not having clearly communicated all system requirements over to I.T. professionals who are building your systems (one example is financial repercussions).

(Enter your response here)

An information system development life cycle describes a step-by-step approach to information systems development. In general, it consists of four major phases.

[1] The Planning phase focuses on determining if there is justification to build and information system and developing a plan to accomplish the development project.

The project sponsor works with the I.T. department to develop a preliminary assessment of the project’s economic, technical and organizational feasibilities. Questions addressed include: is it worth doing, is it technically possible for the organization, will it be used?

Upon review of these feasibilities if committee approves the project, a project plan will be developed. Components of a project plan include project staffing requirements, work schedule and timelines, and project management procedures and policies.

[2] The Analysis phase is focused on understanding the existing situation and determining needs and requirements expected from new information system.

Analyze the current information system (even if it’s a manual system). List its strengths and weaknesses and used the problems identified to formulate objectives for the new information system by defining the functions and capabilities it should have.

Next, express ideas for new information system’s processing and data requirements with models business process models (such as the data flow diagram that documents the business processes and data that passes among them, in other words, the transformation process in converting inputs into outputs) and data models (such as the entity relationship diagram).

Then, prepare and present a formal information system proposal by assembling the analyses results. The approval committee will determine if the new information system has enough merit to continue development. If there is, move on to the next phase.

[3] The Design phase refines the information system requirements (from Analysis) and develops specifications for how the new information system will fulfill those requirements.

In this phase, the appropriate means of developing the information system (in-house development, purchase of pre-written software, or outsourcing development to a third party) will be decided.

Next, basic hardware, software and networking (data communications) required are determined. In addition, the overall user interface structure of the information system, including screen displays, inputs and outputs views of the system, and users’ navigation through the information system are designed.

Then, design the database and tables (files) from which data will be drawn from, and, develop plans and outline for each application program that will be written to implement the functions and capabilities of the new information system.

Arising from all the above is the Information System Specification which forms the primary basis of construction work.

[4] The Implementation phase involves constructing or installing the new information system, testing, converting, training, and providing support for the new information system.

In this phase, programs are developed and tested to verify performance, various data communication infrastructure components are installed.

Transition to the new information system is aided by development and conducting training programs in order to enable end users to get thoroughly familiarized with the new information system. User manuals, procedure manuals, training manuals and materials are developed.

In this phase, the project team not only should evaluate the development process for lessons learned from the project, but also establish methods for identifying and implementing change to the information system as needed and plans for information system support.

Question 2:

Not all information system development efforts are successful. Apart from issues related to failure in communicating a clear set of end-users information system requirements to I.T. professionals building the system, what other factors, in your opinion, might contribute to the failure of an information system development effort?

(Enter your response here)

“Gradual refinement” in the context of information systems development life cycle?

In general, clarity and understanding of proposed new information system are gradually refined as project team progresses from one phase to another. The depth of details is increased as a result, in contrast to requirements being only vaguely understood at the initial phase. Documents in previous phases are also often examined in the course of developing further details.

Brief descriptions of the major roles of a project team:

[1] Business Analyst:

Addresses business process issues and ensures proposed systems support the process. Evaluates value of the new system

Identifies problems and opportunities

Revises business process and policies

[2] Systems Analyst:

Works with end users and business analyst to obtain a clarified view of user requirements

Determines how information technology and information systems can be used to support business processes

Designs information systems

Enforces information systems standards

Business analyst represents sponsor/user interests, while system analyst knows how to apply IT/IS to support business needs. They work together to develop information systems that conform to appropriate Information Systems standards while adding value to the business.

[3] Infrastructure Analyst:

Addresses technical issues, including hardware & software components, constraints and required changes, related to integrating new information systems to technical / data communications infrastructures

[4] Change Management Analyst:

Identifies and manages organization’s resistance to change and assures adequate training

Facilitates organization’s adaptation to new information systems in any way appropriate

[5] Project Manager:

Monitors time and monetary resources

Supervises project team

Manages expectations and relationships among different groups of people directly and indirectly involved in the project

Dimensions of feasibility, what does each assess?

Technical feasibility evaluates whether the organization possess or can obtain technical expertise required to develop the proposed information system.

Economic feasibility concerns whether estimated benefits, both tangible and intangible, of the information system will outweigh estimated cost of the project (total cost of ownership).

Organizational feasibility assesses whether the organization and its people will be able to successfully adapt to the new information system effectively.

What is meant by “system conversion”? Name and briefly describe three major approaches that may be used during this process.

System conversion is the process of moving from the old system to the new system. The organization stops doing things the old way and start doing things the new way.

Approach #1: Direct Cutover – use of old system is stopped and replaced immediately with use of new system.

Approach #2: Parallel Conversion – old and new systems are used simultaneously for a time until the new system’s performance is satisfactory.

Approach #3: Phased Conversion Approach – system is initially installed in one part of the business, used and refined there until bug-free, and then is gradually installed in other organizational units over time.

Question 3:

Top level managers are often also managers of change. According to published Information Systems research, one of the greatest difficulties in introducing new or vastly revised Information Systems to a company is in managing company employees’ resistance to change. In order to help reduce employees’ resistance to change brought about by introducing new or vastly revised information systems, what could you, as a manager of change, propose or do in general, to alleviate employees’ resistance-to-change? Organize your answers around the following two different degrees of change (Business Process Reengineering versus Continuous Improvement):

Information systems proposed/acquired/developed for Business Process Reengineering

[1] Business Process Reengineering: A radical redesign of business processes that the company has been used to. Changes would be cutting across all major departments and making changes are necessary in organization structure, culture, etc. Information Systems that accompany or accommodate such degree of change is often initiated or championed by tactical or top-level management. Top-level managers are involved in making decisions that have long-term impacts on the company. Decisions they make have wide scopes and are not focused only on one or a few minor areas.

(Enter your response here)

Information systems proposed/acquired/developed for Continuous Improvement

[2] Continuous Improvement: This degree of change is usually only focused on a single area or department and the change is gradual. It is often initiated by middle to lower level managers or employees working in an area or department. Hence, change does not usually cut into other areas or departments.

(Enter your response here)