System Planning Introduction to System Planning System Planning

System Planning

Introduction to System Planning � System Planning is the examination and evaluation of an operation or task in order to identify and implement more efficient methods, usually through the use of computers. �A master plan is created prior to initial investigation. � The master plan details: ◦ the steps to be taken, ◦ people to be questioned and ◦ outcome expected. � Main objective of is to first identify the need for the system and then initial investigation identify the problem.

Why is planning important? � Planning of the information system has become important because of the following reasons: 1. Information has been recognized as a vital resource and has to be managed properly. 2. Computer systems are now integral part of business operations. 3. Planning is important for complex information systems that requires months or years to be build.

� Systems planning can be broken down into three main areas: ◦ The production of a statement of objectives; ◦ Determination of the methods of best achieving these objectives in a cost-effective and efficient way; ◦ The preparation of a feasibility study.

Dimensions of System Planning � Comprehensiveness: the extent as to which an organization attempts to exhaust all necessary measures in integrating strategic decisions. � Formalization: the existence of techniques, policies and written procedures that guide the planning stage. � Focus: the balance between control orientations and creativity. � Top-down flow: should be initiated by the management heads with the help of support staff. � Broad participation: it must involve all functional areas and levels of the organization. � High consistency: should be characterized by constant assessments of the overall strategy.

Corporate Strategic Planning or Strategic MIS Planning � Identification of need for a new information system and launching the investigation and feasibility study should be based on the MIS master plan. � Ongoing process that defines mission, objectives, and strategies of an organization � Corporate strategy (strategic planning) involves: ◦ Mission statement ◦ Objective statements ◦ Description of competitive strategy

Mission Statement: Concise statement about the main business of the organization

Statement of Objectives: A series of statements that express quantitative and qualitative goals for the future position of an organization

Competitive Strategy � The method by which the organization will attempt to satisfy its mission and objectives � Main types: ◦ Low-cost producer : A company that can provide goods or services at a low cost. ◦ Product differentiation: Differentiation looks to make a product more attractive by contrasting its unique qualities with other competing products. (e. g. packing the goods in a creative way) ◦ Product focus or niche: identify the target market and identify their needs with your product.

Information Systems Planning (ISP) � An orderly means of assessing the information needs of an organization and defining systems, databases, and technologies that will best meet those needs � ISP must be done in accordance with the organization's mission, objectives, and competitive strategy.

Strategies for determining the information requirements � Complete and accurate information requirements are essential in building computer-based information systems. � The following are the strategies for determining the information requirements: 1. Asking: ask the user about the requirements a) Questions: open ended or closed(requesting one answer from set of options) b) Brainstorming: asking the participants for ideal solutions. c) Group consensus-questionnaires, feedbacks

2. Getting information from existing information system: � Data analysis- what data is currently received and what more is required ◦ Accomplished by interviewing the user. 3. Prototyping: user cannot tell the needs accurately before the information system is built.

System Analysis: Data & Fact Gathering Techniques or Information gathering tools � Review of documentation � Observation of the current system � Using questionnaires to determine user and perhaps customer satisfaction � Review of internal control procedures � Conducting interviews with individual system participants � Presentations � Group Discussions

Information gathering tools contd. . Review literature and forms Information Gathering tools Onsite Observation Interviews Questionnaires Data Organization

1. Review of literature, procedures and forms � Review the literature ◦ Review the literature of existing system related to the system that need to be build. ◦ The review can be done from procedure manuals, textbooks, company studies etc. ◦ Main disadvantage: �Takes large amount of time. � Procedure manual and forms ◦ Describe the format and function of present system. ◦ Main disadvantage: �At times the manuals don’t exist �Or they are not up to date.

2. Onsite Observation/site visits � Process of ◦ Noting people ◦ Objects ◦ Occurrences to obtain information. � Analyst role is that of an information seeker. � Analyst has to be unbiased. � Major objective: close observation of real system being studied. � 4 observation methods are considered: ◦ Natural(at employees workstation)/Contrived(in a lab) ◦ Obtrusive(user is aware of observance)/unobtrusive ◦ Direct(analyst observes the system at

3. Interviews and Questionnaires � Interview is a face to face interpersonal role situation in which person called the interviewer, asks a person being interviewed, questions, designed to gather information about a problem area. � It is the oldest and most often used � Advantage over questionnaire: ◦ Questionnaire only gives information limited to the subjects specified in the questionnaire (predefined questions). � Disadvantage: ◦ Long preparation time.

Guidelines to a successful interview: � Stage setting ◦ Informal phase explaining �Purpose of the interview �Why subject was selected �Confidential nature of the interview. � Establishing rapport ◦ Gain rapport with the staff � Asking questions � Obtaining the response � Data recording

Types of interview and questionnaires Structured alternative Unstructured alternative The questions are presented exactly in the same wording and same order Standardized questions , improve reliability Respondents are allowed to answer the questions freely in their own words The role of the analyst is encourage the respondent to talk freely

Reliability-Validity issue � Information ◦ Reliability ◦ Validity gathering tools faces 2 major tests:

Reliability � Its synonymous with ◦ Dependability: information gathered is dependable enough to be used for decision making. ◦ Consistency ◦ Accuracy Validity � Does the tool measure what we think it is measuring? � Are the questions worded properly to produce the information sought? � Emphasis what is being measured.

Example: �A questionnaire need to be prepared to measure the understanding of billing procedure. � The questions are based on to identify the parts of billing system. � So its not valid as it will measure the factual knowledge but not the understanding of the employees.