IPT T1 Assessment Task Part A and Part C PDF

Preview

Summary

Download IPT T1 Assessment Task Part A and Part C PDF

Description

IPT T1 Assessment Task Part A 1. Describe two advantages that the new database system created has over the existing system.

It will enable employee contact details and wage rates to be altered or removed if needed. Storage of information can be more compact and less costly in disasters and in general operation. 2. Define a Prototype.

A prototype is an early sample, model, or release of a product built to test a concept or process or to act as a thing to be replicated or learned from. 3. In developing information systems, why is a prototype used?

In Information System Development, a Prototype is built, tested, and then reworked as necessary until an acceptable prototype is finally achieved from which the complete system or product can now be developed. 4.

Investigate and briefly describe the types of prototypes that can be used? 1. Throwaway prototyping- This type of prototyping isn’t meant to last rather to test concepts. The most obvious reason for using throwaway prototyping is that it can be done quickly. If the users can get quick feedback on their requirements, they may be able to refine them early in the development of the software. Making changes early in the System development lifecycle is cost effective since there is nothing at that point to remake the prototype. The steps of Throwaway prototyping include: • Write preliminary requirements • Design the prototype • User experiences/uses the prototype, specifies new requirements • Repeat if necessary • Write the final requirements. 2. Evolutionary prototyping- The main goal when using evolutionary prototyping is to build a solid prototype in a structured manner and constantly refine it. The reason for this approach is that the evolutionary prototype, when built, forms the heart of the new system, and the improvements and further requirements will then be built as time goes on.

5. Write a short feasibility study for this situation. In the study, write the feasibility for implementing two

solutions. Feasibility Study Technical: The technology required for this solution (Data basing and Record keeping) is widely available. Simple database tools such as Microsoft Excel and Microsoft Access are recommended should be used to get used to digital data basing. Since there is no other digital technology in use in Newy’s Motel, there should no interference rather there should be training in place to use the new systems either by in-house or outsourced specialists. Economic: Obviously hardware and software need to be bought. The cost for Office Home and Business (Which includes Word, Excel, PowerPoint, OneNote, and Outlook) is $349.00 and, if needed, a desktop for an average business should cost around $700 to $1,000. There is ongoing cost as well, such as maintenance, wages for participants and ongoing training. Despite such costs there is long term benefits such as efficiency, increased profits, flexibility and reduced costs. There is one obvious disadvantage as this system development need funds from other business functions thereby making the business more vulnerable.

Schedule: See Excel document for Gantt chart. The entire project should take a minimum of 13 weeks (1/4 of year) assuming all tasks are done on time. The deadlines here are desirable and should have minimal consequence if the project goes overtime. Operational: After the project is completed there are issues such as gathering support from management and existing employees for the implementation of the new system, participants willingness to change, checking if the users have any existing technical skill and the availability of training and support. Solution 1: In-house software development means that the company designs and customise the new system to the desired parameters without assistance from other companies. This means that there is full control on system development, but this means that the business need to utilize their own workforce and available capital to make the new system. Outsourcing software development may be flexible and cheaper as another company designs and customises the new system whilst the business funds the project. However, this mean sacrificing control and potential quality. Solution 2: Hire IT specialists to develop, maintain and improve the current system. The purpose of the IT developers is to reduce bug and glitches so that down time is reduced and so the staff can have a userfriendly experience to increase productivity and reduce time wastage as well as training employees to prepare for any IT related situations. This would mean that there is potential for in-house training to give IT skills to other staff members this may require business capital and business time or employee’s money and their free time. This would enable the staff to develop firewalls or encryptions by using reputable antivirus software (e.g. Norton 360, MacAfee or Trend Micro Internet Security) to protect the systems from viruses and hackers. It would be wise to prepare contingencies (backup generators, password protected backups, surge protections, etc.) in case of blackout days or thunderstorms, in case of hackers, some antiviral software (McAfee and Trojan Remover are highly recommended for this purpose) can be utilised to close them off before major damage can be done. It would be wise to have restricted access to certain data and information, e.g. business managers can access very sensitive data like employee pay, rosters and private detail, whereas employees can change personal details and view payment and rosters. The business would have no further issue involving technology in the future but this maybe expensive shortterm and potential communication issues. 6. Construct the following design tools: 1. Context Diagram Altering wage grade/ payroll changes or send wage request.

Human Resource Manager

Wage request & amount requested. Payroll System

Bank Wage confirmation & sent funds.

Wage Grade Data / Report

Withholdings & Deductions

Receiving Wage report

Employees

2. Data Flow Diagram Tax rates & Superannuation

HRM

Update tax rates

Payroll changes

Update Pay grade levels

Prepare payroll

Tax Rates

Government agencies/ insurance companies & etc.

Employees

Payroll

Distribute payroll

Payroll Master

Deductions

Pay checks

Payroll check

Bank 3. Data Dictionary • Database 1:

Data Name Staff ID

Surname Given Name Address Suburb Postcode

Media/data type Integer

Text Text Text and Numeric Text Integer

Description The ID given to employee by the system, functions of Staff ID include building access, security identification and time tracking. Example include 100101, 100102… 100109, etc. The employee’s family name (prone to changes by law or marriage). The employee’s first name (prone to changes by law). The current housing the employee occupies. Example includes 123 Fake Street. The city district where the employee lives in. Official code used by post offices to denote areas.

• Database 2:

Data Name

Media/data type

Description

Surname, Given name

Text

Department

Text

The employee’s full name (Given name can only be changed by law whilst the Surname can be changed by law or by marriage). The business division the employee is assigned to.

Wage grade level

Integer

The amount of pay an employee may receive. The grade is related to the level of responsibility and authority.

7. Identify the steps of implementing the new system into “Newy’s Motel”.

The implementation plan should include the following steps: 1. Participant training. How, when and where will they be trained. 2. The method of conversion. Can the old system be operational until the new system is fully ready to be operated? 3. How the system will be tested. Is sample data available? Hardware, software and the overall running of the system should be tested. 4. Conversion of data to the new system. Is there data currently available that the new system needs to run? How long will data conversion take? How accurately can the data be converted? Will the existing system remain operational? When implementing a new system, users and participants feel unsecure about the new system and the sustainability of their jobs thereby making them resilient against change. So, reassignments and training should keep them happy as they keep their work life in order. 8. Draw a Gantt Chart to show the minimum number of weeks it will take to complete the tasks.

January 14th – March 10th

March 11th – May 5th

Part C - Methods of implementation and Recommendation Direct Conversion: This method involves the old system being dropped out in favour of the new system being implemented for the first time. This has two obvious disadvantages, the new system must, under ANY circumstances, be able to operate flawlessly and% meet all requirements and the participants must be trained in the operation of the new system before the conversion happens. Parallel Conversion: This method involves operating both the new and old systems together for a period of time. If there are any major or catastrophic issues with the new system, then they can be corrected without loss of data. Parallel conversion allows users to familiarise themselves with the new system and how to operate it. A major disadvantage of this method is that the workload is doubled as tasks must be completed for both systems. Phased Conversion: The phased method of converting from an old system to a new system gradually in stages. This method is commonly used when the new system is still under development. The advantage of this is that the rate of change in a given organization can be minimized and the data processing resources can be acquired gradually over an extended period. The disadvantage is that the costs are incurred to develop temporary interfaces with old systems. Pilot Conversion: This method involves a small team or group of users being trained in the operation of the new system, they will also evaluate the new system. Once the new system is deemed satisfactory then, just like the direct conversion, the old system will be dropped out in favour of the new system. The same group trained in the operation of the new system will then train everyone else in the operation of the new system. Recommendation: It is recommended that Newy’s Motel implement Parallel conversion method. Thought there is extra workload for the users and extra cost to maintain two systems and the users of both systems, there won’t be a disaster if the new system malfunctions as the data is preserved by the old system....