1. Information Systems in Organizations 2
Information Systems in Organizations 2.1 Analyzing Organizations as Systems and Processes Modeling Processes with Swimlane Diagrams

2. Roadmap Week 1: Intro to MIS Week 2: Systems Analysis
What is MIS?
Week 2: Systems Analysis
Swimlanes
Week 3: Systems Analysis
ERDs
Week 4: Systems Analysis
ERP
Week 5
Exam #1
Learn IT! #1
Week 6: Organizational Systems
Decision Support
Knowledge Mgmt
Week 7: Organizational Systems
SCM
Week 8: Organizational Systems
CRM Systems
Week 9
Exam #2
Learn IT! #2
Week 10: JavaScript Basics
Hello World, Variables, Input and Output
Week 11: JavaScript Basics
Assignment, Mathematical and Sting Operators
Week 12: JavaScript Basics
Logical Operators and Conditional Logic
Week 13: JavaScript Basics
Loops
Week 14: JavaScript Basics
HTML & CSS
Exam #3
Learn IT! #3

3. Tools for Discussing: Processes, Information, Business Rules, & Systems
2.1 Analyzing Organizations as Systems Processes Systems Analysis Systems Architecture Modeling Processes with Swimlane Diagrams Data Modeling with ERDs Modeling Business Rules with Decision Trees Conceptual Architecture Diagrams

4. Required Reading Wikipedia, Systems Analysis
Wikipedia, Systems Architecture
Systems Architecture Fundamentals – Conceptual, Logical, Physical Designs
A Guide to Process Mapping
An Introduction to Swimlane Diagrams

5. MIS People View the World as a Collection of “Systems”
All “Systems” are a mix of people, process and technology
All “Systems” manipulate information to create value
MIS professionals create and manage these “Systems”
Some are simple…some are complex!
Before we get into systems analysis and systems architecture, let’s get students thinking about systems in general and that all systems, regardless of how simple or complex they are, regardless of how much or how little technology they utilize all have a number of important things in common. They are all a mix of people, process and technology although the mix can vary radically from one system to the next and they all manipulate information as part of creating value.
MIS people view the world as a collection of systems. This is what we do.

6. Some “Systems” are simple and don’t use much technology
All “Systems” are a mix of people, process and technology
All “Systems” manipulate information to create value
MIS professionals create and manage these “Systems”
Temple has more than its share of food trucks. Every student has purchased food from a food truck. Each food truck has their own system. I’m thinking of one food truck down by the Engineering building. It is run by a man and a woman (I am assuming they are husband and wife). The process is very simple, the woman takes the order and passes the order to the man who prepares the items that are made to order (individual sandwiches both hot and cold). The woman picks the items that are not made to order (bottles of soda, chips, etc.). As soon as the man finishes the sandwiches, the woman packs the order, collects the money and hands the order to the customer. The only technology is the little order pad and pencil the woman uses to write down the order. Information includes things like the order and the price list for calculating the total of the order.
Could they increase sales if they had a website where people could place orders/process payments where the orders would just come printing out five minutes before the customer would like to pick their order up?
Can you describe the people, process and technology? What information is required?

7. Some “Systems” are complex and use lots of technology
All “Systems” are a mix of people, process and technology
All “Systems” manipulate information to create value
MIS professionals create and manage these “Systems”
Some systems are complex and use lots of technology. Every student has ordered items from Amazon. Things get much more complex and much more interesting when you consider that many of the items sold on Amazon are actually sold by other companies and that Amazon.Com serves as a storefront for these other companies. What technology is involved in maintaining the catalog of products for Amazon and all of these other companies? What is involves in keeping information about inventory levels current and accurate? Other than the UPS man, how many people are involved? Don’t just think about information but information flows, including financial flows. This all flows through Amazon.Com. How much “effort” does Amazon put out for Max Stores to sell a toaster through Amazon.Com? None, but they make money on every deal!
Can you describe the people, process and technology? What information is required?

8. Required Viewing 1/2 Objectives:
What Systems Analysis is and accomplishes
Method for understanding all business processes that need to be supported by a given system
Approaches to Systems Analysis
Systems Development Life Cycle
Importance of Policy and Education in Roll-Out
Need training and tools to empower users
4. Concept of Systems Architecture
Formal representation of system

9. ? What is “systems analysis”? What is “systems architecture”?
Problem Solving Technique
Business Process
What is the problem?
What is “systems analysis”?
What is “systems architecture”?
What is the solution?
Modeling
Decomposition

10. Systems Analysis
“the process of studying a procedure or business in order to identify its goals and purposes and create systems and procedures that will achieve them in an efficient way”
– Merriam-Webster Dictionary

11. Wikipedia, Systems Analysis
Other ways to think of Systems Analysis…
Problem solving technique
Break system down into component pieces to study how well those parts work and interact to accomplish purpose

12. Systems Architecture
Systems Architecture is a generic discipline to handle objects (existing or to be created) called "systems", in a way that supports reasoning about the structural properties of these objects. Systems Architecture is a response to the conceptual and practical difficulties of the description and the design of complex systems – Boris Golden
Once a systems analyst understands the business problem, they architect a solution

13. Wikipedia, Systems Architecture
Other ways to think of Systems Architecture…
Conceptual model that defines structure, behavior, views of a system
Composed of system components and systems developed that work together
Plan from which solutions to business problems can be procured or developed

14. Systems Architecture Fundamentals – Conceptual, Logical, Physical Designs
Conceptual Design • High level, provides picture of overall purpose of solution Logical Design • More detailed for typical audience of developers or other systems architects • Does not include physical server names, but does include business services, application names and details Physical Design • Has everything, including specific server names and locations • Includes all known details such as operating systems and version numbers, constraints

15. Example of system architecture: Learning environment for automatic ratings notions
An item is a question that is defined by a teacher by means of the Authoring Tool.
Once defined, the items may be included in a remote test by means of the Remote Test Module.
The students introduce the responses to the items of a remote test by means of the Remote Test Module. These responses are sent to the corresponding scorer to be executed and evaluated.

16. Tools for Discussing: Processes, Information, Business Rules, & Systems
2.1 Analyzing Organizations as Systems Processes Systems Analysis Systems Architecture Modeling Processes with Swimlane Diagrams Data Modeling with ERDs Modeling Business Rules with Decision Trees Conceptual Architecture Diagrams

17. A Guide to Process Mapping
What?
Visual representation of process
Exercise to identify all steps and decisions in process
Why?
Identify problem areas
Measure how efficiently process is working
Basis for developing solutions
How?
Assemble small team of all working around process
Draw as is, not what you prefer it to be

18. Required Viewing 2/2 Swim Lane Diagram
Visual representation of business process
Process flow diagram with divisions or “lanes”
Each lane is assigned an “actor” who is responsible for the work described in the lane
Actors can be: individuals, departments, groups, machines, entities, etc.

19. An Introduction to Swimlane Diagrams
Advantages
Identify who does what and in what order
Order of events is logical and chronological
Training tool
Versatile: can be applied to other diagrams
Identifies hand-offs and turn-arounds
Swimlane diagrams are very simple yet effective tools for documenting how a business process is performed.
Almost everything you do at work is part of a business process. By modeling these business processes you can study how they are performed and improve these business processes, creating value for our organizations.

20. ? What is a “swim lane diagram”? How is a process performed?
What happens after?
When do they do it?
What is a “swim lane diagram”?
What happens before?
Who does what?

21. How to map a swim lane diagram
A circle signifies the starting and ending of an event in the process A rectangle represents an activity in the process. A diamond represents a decision that must be made. Arrows indicate the flow of the process. A cylinder represents stored data.

22. Order to Cash (O2C)
The process starts when the customer contacts Sales to place an order. The person in Sales creates the sales order. As part of doing this the person in sales first checks to see if the customer has enough available credit to cover the order. They do this by looking up the customer’s credit on a report that is generated by Accounting and sent to Sales every Monday morning. If the customer doesn’t have enough available credit then the person in sales notifies the customer who can then either update or cancel their order. Next the person in sales checks to see if the items being ordered are in stock. They do this by checking a report on inventory that the Warehouse created at the end of each day. If the items being ordered are not in stock then the person in Sales notifies the customer who can then update or cancel their order. If the report indicates the items are in stock then the order goes to the Warehouse where the workers there will pick the order. Since Sales is looking at a report that is only updated at the end of each day, there is a chance that they accepted an order for an item that is not really in stock. If that is the case the Warehouse notifies Sales who then notifies the customer who can update or cancel their order…
Have the student read this long, wordy narrative that describes the O2C process. This is long and boring and it is difficult to remember all of the steps, especially when you need to flip to the next slide for the second half of the process. After the students fall asleep reading this narrative then work through the swimlane diagrams and discuss which one is easier to understand and remember.

23. Order to Cash (O2C)
…Once the people in the warehouse pick the order, the people in Accounting have to make sure that the customer actually has enough credit to cover the order. Since the people in Sales use a credit report that is generated on Monday morning, there is a chance that the information on the credit report is old. If the customer doesn’t have enough available credit then Accounting notifies Sales who then notifies the customer who can then choose to update or cancel their order. If the customer has enough available credit then their available credit is reduced by the total cost of the order and the warehouse is notified and they pack and ship the order. As soon as the order is shipped the people in the warehouse notify accounting and accounting generates and sends the invoice to the customer. When the customer pays the invoice the people in Accounting increase the customer’s available credit by the amount of the payment, they post the payment and we’re done.

24. Swim Lane Diagram Who does what and when?
This high-level diagram basically shows who does what and when as part of the order to cash process. On the next slide we will have a much more detailed diagram.

25. This more complex swim lane diagram will be used again when we cover ERP systems. This represents the O2C process when they still used separate legacy systems for order processing, order fulfillment and accounting. While each of these separate systems made each team more efficient, they don’t optimize the process for the organization as a whole. There is lots of non-value added work in here which are a result of these legacy systems.
The biggest issues have to do with maintaining credit limits in the accounting information system and sending a report to Sales about credit limits every Monday morning. The credit information gets stale and Sales is possibly accepting orders and picking orders (only to be stopped before the order is packed and shipped) from customers who have over-extended their credit or denying sales to customers who have paid their bills.
The other issue is that inventory is maintained by the Warehouse in the inventory management system and sending reports to Sales at the end of every day. Sales may be selling inventory that was already sold earlier in the day.
The purposed of this slide is to show the students a more complex swim lane diagram and to show that it can clearly document a more complex process. We can introduce the story of this dysfunctional O2C process here and then come back to it during the ERP section of the course.

26. ? Give me a process and let’s make a swim lane diagram…
Class exercise. Have someone from the class describe a process where they work and you create a swim lane diagram on the fly using either OneNote with your drawing projected up on the big screen or Visio, again, with your diagram projected up on the big screen.

27. Roadmap Week 1: Intro to MIS Week 2: Systems Analysis
What is MIS?
Week 2: Systems Analysis
Swimlanes
Week 3: Systems Analysis
ERDs
Week 4: Systems Analysis
ERP
Week 5
Exam #1
Learn IT! #1
Week 6: Organizational Systems
Decision Support
Knowledge Mgmt
Week 7: Organizational Systems
SCM
Week 8: Organizational Systems
CRM Systems
Week 9
Exam #2
Learn IT! #2
Week 10: JavaScript Basics
Hello World, Variables, Input and Output
Week 11: JavaScript Basics
Assignment, Mathematical and Sting Operators
Week 12: JavaScript Basics
Logical Operators and Conditional Logic
Week 13: JavaScript Basics
Loops
Week 14: JavaScript Basics
HTML & CSS
Exam #3
Learn IT! #3