Presentation on theme: "Business System Options"— Presentation transcript:
1 Business System Options Take a fresh creative view of the required systemBase options on the Requirements CatalogueSelect best options for presentation to the usertwo suggested for small projectssix suggested for large projectsExpress as narrativeSupported as required with DFDs and LDSusers pick one (or a combination) optionUser selection promotes their ownership of the system
2 Business System Options Project Initiation DocumentLogical DFMRequirements CatalogueStage 2BusinessSystemOptionsDefine BSOs2 - 6 BSOs each containing:description of functions &Usersscopecost benefit analysisimpact analysisSelect BSOschosen Business SystemOptionRequirementsSpecification
3 Range of Options Dramatic options sack the salesmen and install terminals in customer’s officesNo change optiondo nothing and carry on with existing systemOther possibilitieschange responsibilities of staffperform functions in different placesintroduce technology to automate functionseliminate duplicationincrease usage of existing informationimprove communications between staffimprove communications between company and customersPosition of system boundary
4 Minimal and Advanced Options Accommodate priorities defined in the Requirements CatalogueMinimal optionmeets the mandatories of Requirements Cataloguemay be an enhancement of current systemAdvanced optionmeets all requirements“bells & whistles” solutionhigh performance
5 BSOs must be easily understood by users BSO ContentsNarrative describingfunctionality of systembusiness priorities of system and constituent functionscosts and benefits (may include full analysis)impact on users (organisation, structure, training)timescales for implementationany technical considerations affecting businesssystem boundary and interfaces to other systems (use DFD if appropriate)BSOs must be easily understood by users
6 Example - Yorkies Option 1 Centralised System Centralise all the control activities of the companydepots only handle collection and return of vehicles.Head office handles all bookings and invoicing.Drivers administered centrallyeach driver only serves a group of nearby depots.Close local officesPost computer generated forms to customer/depot to confirm bookingsdepots informed by telephone of changesMileage covered by the customer written on the booking form returned by depot to head office.Depots inform head office of any vehicles out of service by telephone.System requires a mini computer and approximately 35 terminals.
7 Centralised System DFD BookingConfirmationMakeBookingDepotCompletedBookingsBookingDetailsMaintainVehicleRecordsRecordCompletedBooking
8 Example - Yorkies Option 2 Local Office Autonomy Local Office are responsible for their own bookings, drivers, and invoicingInformation is held centrally and shared by all officesAlmost all data is entered at the local officesCustomers deal with their local office for both bookings and invoicesOffices can make bookings at other offices if they cannot be satisfied locallySystem requirementsmini computer and 55 terminals or PCs (1 per office)communications hardware and softwareabout 52 printers (1 per office)
9 Autonomous Local Offices Partial DFD CustomersSalesCustomerCustomerBookingInformationNewCustomerHO/CompCustomerInformationLO/CompMaintainCustomer RecordsLO/CompMake Bookingfor Own OfficeNew creditReceivingratingOfficeArrangeOne-way HireVehicleAvailabilityFinanceBookingBookingsVehicleArrivingBookingVehicleAvailability atother officesOther LocalLO/CompOfficeBookingRequest Bookingat Nearby OfficeLocal OfficesRequestNearbyLocalOfficeLO/Comp = Local Office + ComputerHO/Comp = Head Office + Computer
10 Autonomous Local Office DFD Shows the distributed nature of the systemhead office responsible for the Customer Recordslocal offices responsible for the bookings.Could draw separate DFDs for head office and local offices.
11 Presentation of Business System Options Depends on the project:may need report and formal presentationsor just informal discussionsPrepare presentationslist relative advantages and disadvantages of each optionrefer to Requirements CatalogueMake presentationsProvide justifications for selectionRecord and document selection decisions
12 Selection of a Business System Option Users select one or a combination from the options presentedRecord selection and reasons for choicesFull specification will be developed for selected BSO
13 Yorkies Select Option 2 with Elements from other Options Structure of the company remains the sameNo offices will be closedInformation will be stored centrally on a mini computerEach Local Office will havea terminal or PC (to be decided at Stage 4)printing facilitiesHead Office will control customer records and invoicing
14 Selected Option (continued) No terminals will be installed in the DepotsDepots will use printed booking forms originated by adjacent officeLocal Offices willaccept bookings for any officemaintain customer records (except financial data)validate bookings against the customer records.Drivers will be organised into regional poolsEach driver will be available to any office in his region
15 Summary Take a fresh creative view of the required system Base options on the Requirements CatalogueConsider“brainstorming” approach to generate many possibilitiesdistributed nature of new systemlevels of autonomyposition of system boundarySelect two or three options for presentation to the userPresent options as narrative describing functionality, costs, benefits, and organisational impactsSupport presentation with LDS and DFDs if appropriateUsers pick preferred option or combination of options