Information systems are constantly changing just as the environment in which they are. Referring to a busy organization changes ‘Riordan Manufacturing’, the competition forces the information system to change so as to maintain the competitive age. The need for information change is purely driven by the desire to attain efficiency and effectiveness.Information systems in an organization are entities that are integrated, connected, communicating, and networked within an environment in order to handle and manage important information and provide a context for gathering, storing and processing data.As a single integrated application, the information system comprise of input, processing and output subsystems with entities such as people ware, hardware and software.
However these subsystems interact with the environment such that they have input to the environment and output from the environment.IntroductionFirst of all a system ought to have a purpose of existence with goals, functions and objectives. Secondly it consists of elements, entities or objects integrated for dedicated contributory functions. Thirdly it is either static or dynamic in such a way that it can change features or state. It should either be open ended to communicate with other systems or closed to communicate within its own environment.
Lastly it must have boundary as an entity. This paper analyzes the Human Resource system of Rioran Manufacturers as part of a project plan to integrate communication and information technology into the organization.Analysis Of The HR SystemInformation gathering techniques and factors influencing the techniquesAccording to Continuous Improvement Unit (2004), Data gathering techniques can be used in combination or separately, whichever way proves to be effective in discovering the real requirements for planned development efforts. During analysis, data can be collected on the available files, decision points and transactions handled by the present system. Interviews, on-site observation and questionnaire are also tools used for system analysisInterviews. Interviews will be used in Riordan as an effective way to gather information.
Though people’s impressions, experiences, ideas, and attitudes one is able to know terms of references. These forms a definition of the scope of the system and its purpose is to guide the system analyst to delimit and put boundaries upon which to consider for computerization. (Myers, 1997).Analysis of the Organization chart gives a fair understanding of how the department functions and also shows formal reporting relationships. Interviews can be Face-to-face or telephone conversations and will be a good way to understanding complex topics. Interviews become a threat to information gathering because of inexperience, lack of understanding, and biasing.
Mainly they will involve interaction with managers and users for an understanding of the current Riordan Manufacturing system not as a problem, but for additional capability that the company would like to have. This helps employees to focus on desirable new features and enhancements rather than on current system limitations therefore questions to users focus on additional capability they would like to have in the system.Document Analysis. All effective requirements gathering involves some level of document analysis such an examination of business plans, core project elements, requests for proposals, statements of work, existing guidelines, analysis of existing systems, and procedures.
Gathering requirements includes identifying and consulting all likely sources. This analysis gives the feasibility study whose main purpose is to confirm or note that the concept of the project is viable. (Continuous Improvement Unit, 2004). Preliminary examinations will be done to investigate likely costs, benefits, timescale, and problem areas for the purpose of general decision to proceed or to hold.Brainstorming. Brainstorming involves both idea generation and reduction.
It is a powerful technique because the most creative or effective ideas often result from combining seemingly unrelated ideas. Also, this technique encourages original thinking and unusual ideas System specification. Brainstorming entails a higher-level decision about what will be implemented and which part will be manual or computerized. Though this technique, top and mid level managers will be able to specify to which extend the system will operate such as the parts to be online, mainframe or micro-system based. Relevant information can also be gathered from organization stakeholders including system requirements. (Myers, 1997)Information Workshops/Focus Groups.
Groups will be designed to encourage consensus concerning the requirements of a particular capability. They will be best facilitated by an outside expert and will be typically short. This technique enhances participant commitment to the projects success, teamwork, resolution of political issues, and reaching consensus on a host of topics. Other benefits of focus groups include low costs of information gathering, they give structure to the information gathering and analysis process, they are dynamic, interactive, and cooperative, involve users and cut across organizational boundaries, identify and prioritize needs and help resolve controversial issues within. They produce requirements specification that all stakeholders support and when facilitated correctly, they will help to manage user's expectations, increase a sense of ownership and attitude toward change. .
Prototyping. This will involve building a quick and rough version of a desired system or parts of that system that illustrates the capabilities of the system to users and designers. It serves as a communications mechanism to allow reviewers to understand interactions with the final system.Surveys.
They allow fairly quick collection of data from many people in different locations by employing short, simple questions and generally offering a series of answers from which participants choose.Scanning. Scans help identify the issues and trends that have important implications for the project including emerging trends and issues that may have strategic importance for the initiative. It involves gathering information from a variety of sources: publications, conferences, personal and organizational networks, experts and scholars, market research, etc. The gathered information is then analyzed for planning decision-making purposes.
System design methodsFirst is the outline design, which is concerned with external decisions on the physical design. The exact nature of the user interface will also be designed which includes: the screen format, dialogue type and report layouts. Secondly is the detailed design, which defines all further items necessary to actually implement the system. In line with Kendall ; Kendall in 1988, design is concerned with the actual internal nature of the system therefore it must take into account the facilities and options available in the computing environment on which the system will be implemented.
The database requirements must be built into the system.Scope and project feasibilityDennis et al described analysis and design as a problem solving process where the original problem is broken down to sub problems, which are managed individually to get sub-functions and sub-goals (solutions). The solutions are then assembled or integrated to solve the original problem.This break down will be done from top-level which involves strategic planning of external environment of the system. The main aim here is accuracy not critic of information.
This gives summarized, periodic, long range and predicted type of information. Secondly is the middle level concern with management of controls of the system. Their information will involve internal records, which ought to be accurate, detailed, frequent, medium range, and with controlled usage. Lastly will be low-level concern with operation of controls that is daily operations such as data entry. Their type of information involves internal records, must be accurate, detailed, real-time, of short range and involves action usage.
(Dennis, Wixom and Roth, 2006)Transition from analysis to designThese phase leads to acquiring the specifications to be used by the programmers and the operating personnel. First the new Riordan Manufacturing HR system should be designed for User friendliness, data should be easily captured, methods/procedures should be easy to apply and report generated should be easy to use and understand. Secondly the IS should support the business mission. Thirdly designed system should be efficient and effective in processing, reporting and decision supporting. (Kendall ; Kendall, 1995).
The analyst will come up with a detailed specification for components including data, data storage methods, hardware and internal controlsDesigning outputs. The outputs will include hardcopy and softcopy reports, and all the support services. The analyst will specify in details the content, layout, size and timing of the designed outputs. Controls that ensure security and privacy ought to be incorporated during the form design.
Before the implementation a review on output design with users is necessary and particularly with the management.Designing Computer files and Databases. This will involve lying down of structured layouts and access strategies. Data recovery and disasters handling procedures will be also be determined.Designing inputs.
They include the forms for collecting data or input screens, which should be sensitive to the users efficient and cost effective. Controls will be incorporated to ensure accuracy of inputs such as validation.Designing Visual Dialogues. These will be online screens that provide help, guidance or assistance to the user; time is taken to anticipate all cases in which users may need help.Designing Methods and procedures. A processing method is a combination of on-line, batch, centralized, and distributed processing incorporated with internal controls to show the workflow of the new system.
This gives the whole view of the system indicating sequence of steps, documents processing methods, intermediate procedures and data hardware configuration. (Kendall ; Kendall, 1995)Designing program specifications. Programmers will be guided by specifications but it will be the responsibility if the analyst to construct an overall program structure indicating inputs, outputs, files, databases, dialogues procedures. Each service need program specifications.
Designing Appraisal. The final stage of the design phase include presentation to the users, management, audit staff for evaluation and consultation and their suggestions take into consideration following all the Software Quality Assurance (SQA) procedures such as maintainability and modularity.Design tools for system AnalysisTo assist in design the analyst will use design tools such as DFD’s (Data Flow Diagrams) that show where data storage is to be done such as the databases or visual files and the dataflow line to and from processes and external entities such as departments, users or customers. Secondly will be ERDs (Entity Relationship Diagrams) showing interlink of stored data.
Thirdly will be IPO (Input Processing Output) charts for the documentation of procedures. They will work in a similar way as HIPO (Hierarchical Input Processing Output) charts but not in a procedural manner like them. Fourthly flowcharts, Algorithms, Data dictionary, Structured English, Decision table, Decision tree, and Pschedocodes will be important for programmers so that they will be able to come up with a system as per specifications by analyst. Lastly the visual/ graphic screens such as entry forms or reports will be tools, which enable the designer to come up with a user-friendly interface.
(Dennis, Wixom and Roth, 2006).
