COIT11226 Systems Analysis

Term 3, 2015

Assessment 2 - Systems Development

Lecturer: Sanjay Jha

Tutor: Sanjay Jha

Prepared by:

Duncan Firth S0278893

Due Date: 04/02/2016

Table of Contents

1.0 Introduction...............................................................................................................................1

Assumptions..................................................................................................................................2

Task 1.....................................................................................................................................................3

1.0 Survey and Interview.............................................................................................................3

Task 2.....................................................................................................................................................4

2.0 Use Cases...............................................................................................................................4

All Sports Computer Information System (ASCIS)..........................................................................4

3.0 Use Case Descriptions............................................................................................................5

a. Create New Member.............................................................................................................5

b. Edit Member Information......................................................................................................6

c. Publish Newsletter.................................................................................................................7

4.0 Use Case Diagrams ‘Task 2A’.................................................................................................8

5.0 Domain Model Class ‘ Task 2B’..............................................................................................9

6.0 Activity Diagram ‘ Task 2C’...................................................................................................10

a. Current Business Process.....................................................................................................10

b. Current Business Process – Advertiser Sub System.............................................................11

c. Proposed Business Process..................................................................................................12

d. Proposed Business Process – Advertising Sub System.........................................................13

e. Activity Diagram – Publish Newsletter.................................................................................14

7.0 System Sequence Diagram ‘ Task 2D’..................................................................................15

Conclusions......................................................................................................................................16

References...........................................................................................................................................17

Appendix.............................................................................................................................................18

Synonyms Dictionary Definitions.................................................................................................19

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1.0 IntroductionThe purpose of this report is to document the information gathering techniques and with the gathered data model the design for the new Allsports Sports Club Information System (ASCIS). The Information System has been approved for development by the Executive and further analysis and design has been approved.

In the previous assessment, it was decided that an adaptive methodology called unified process (UP) should be utilised, for each phase (iteration) of System Development Life Cycle (SDLC)

The aim being to create a model of the information system, utilise information gathering techniques to develop interviews, surveys, questionnaires and observation techniques to investigate the requirements for the new information system (ASCIS), and use the gathered information to develop models using UML modelling techniques.

The gathering techniques will involve:

1. Interviews with key stakeholders.2. Surveys and Questionaries with the key stakeholders and users.3. Use Case , and Use Case Descriptions.4. Observations, i.e. observing the inputs, outputs and documentation.5. Observing and documenting business procedures.6. Researching vendor solutions.7. Using survey and questionaries to collected active user comments and suggestions.

Unified Modelling Language (UML) will be used to graphically represent the information system requirements, and create models such as

Use Case Diagrams. Domain Model Class Diagram. Activity Diagram. System Sequence Diagram.

The questionaries and the interview, will help us to build a model of the, System as it stands now, and demonstrate how the system might look once implemented.

The use cases, use case diagram domain model and SSD will allow us to accurately see the users or ‘actors’ of the information system, what operations can be performed, and which actors have access to which functions of the Information System.

An example of the survey questionnaire and interview with the key stakeholders has taken place and is available in the appendix.

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AssumptionsThere are a number of assumptions, for the purpose of this information system and this document.

For a newsletter of this size it can be assumed that the role of publisher is taken on by the Administration Officer or AO which is a synonym for Administration Officer AO for short.

With an information system of such a small scale, it is common for multiple user roles to be assigned to other users, as a business grows and changes these can change, and be updated.

The president has the highest access assigned, and as such it is assumed that the president has the highest user role throughout this document. The president is also the main user, in each of the Activity Diagrams.

Roles and Disciplines are different entities. The roles are the related level of access I.e. permissions.

The discipline is a descriptor and separates the user into different classes. For instance, you may have:

Discipline RolePresident AdministratorEditor Editor_UserAdvertiser Advertiser_UserAdministration Officer Advanced_User

ASSUMPTIONS

1. Administration Officer AO takes on the role of Publisher – (Authorisation to publish is given to the AO with a failsafe that can de authorise, and or configuration item - authorisations need to be authorised additionally by the president)

2. President has highest user permissions – (I.e. can add, edit delete any item, edit items and objects Authorise and De authorise and turn configuration items on or off – such as Multi Authorisation mode capability on or off)

3. Roles and disciplines are different entities. A role is related to the user permissions and a discipline is a descriptor and separates the user into different classes.

There is more detail on assumptions available in the appendix.

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Task 11.0 Survey and InterviewA Survey questionnaire and Interview will need to be developed for the key stakeholders and users of the current system and prospective system, to understand the business functions and business rules.

We need to acquire information about

1. What are the business operations and processes? The process, and steps used to arrive at those outcomes

2. How should those operations be performed?3. What information is needed to perform those operations?

We must also keep in mind desirable quality and desirable time frames.

We as Systems Analysts will need to:

Prepare detailed questions. Meet with users of the system. Obtain and discuss answers to the questions. Document the answers Follow up as needed in future meetings or interviews

This can be achieved with a mixture of closed ended I.e. Yes, or No answer questions and open ended questions which allows the user to explain answers and also offer suggestions.

The questions that are asked are based upon the current System, the questions must be designed to ascertain which input functions are primary functions and which are secondary functions.

Those functions that are secondary may not be required and eliminated entirely or there may be a more efficient or automated processes utilised.

documenting these functions will also help to ascertain, which system components can become sub system components, and also help to ascertain user roles and use cases, as well as develop activities, processes which we can model in an Activity Diagram – such as the Activity Diagram for current processes for ASCIS., and from these activity’s and processes predict the outcomes (outputs).

For an example of survey or interviews please see Appendix

Satzinger, JW, Jackson RB, & Burd SD 2012, Systems analysis and design in a changing world, 6th edn, Boston USA, Course Technology Cengage Learning.Information Gathering Techniques Interview Users Pg. 50

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Task 22.0 Use Cases

For the use cases and the use case diagram, we will be using the event decomposition technique. Which is a technique used to recognise all the business events the information system acts in response to.

Each process leading to a use case. These use cases have been extracted based on the business requirements obtained from the survey questionnaire and interview process and is summarised in the following table:

All Sports Computer Information System (ASCIS)Use Case Users/ActorsAdd / Edit members contact information Admin officer, PresidentDelete member PresidentLook up member information Admin officer, PresidentAdd/Edit article information President, EditorView article information Editor, Admin Officer, PresidentDelete article information PresidentAdd/edit advertiser contact information Admin officer, PresidentDelete advertiser Presidentview advertiser information Admin officer, PresidentAdd/edit advertisement AdvertiserDelete advertisement PresidentView advertisement Advertiser, editor, President, Admin OfficerView Newsletter Admin Officer, Editor, President, AdvertiserAdd/Edit Newsletter Admin Officer, PresidentDelete Newsletter President

The use cases were developed as a result of the survey questionaries and interview, with the President of All Sports. It is assumed that this table encapsulates, the functions that are required for the (ASCIS), The president has also made it clear that user permission are likely to change, and there will need to be a way to change permissions, in the future. We have assumed president requires the highest permission. For a full list of assumptions please refer to Assumptions

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3.0 Use Case DescriptionsThe use case descriptions that I have decided to look at more carefully are ‘create new member’, ‘edit member information’, and ‘printing newsletter’, in actuality each use case will need to be detailed in the use case descriptions however for this document I will focus on these three.

Within each use case description, I look at:

Scenario is the process itself. The triggering event, is the reason for the process. A brief description, which gives a little bit more explanation on the process, steps, reasons. The actors also known as users. Related use cases - documents the related use cases can be classed classified, as being

similar in type. Preconditions these conditions must be met for the process to take place. flow of activities documents the steps. Exceptions any exceptions to this scenario.

a. Create New MemberUse Case name: Create New MemberScenario: A new member has joined All Sports Mailing List. Create new Member

account.Triggering event: New member registers for Allsports Sports ClubBrief description Admin officer receives mail, email or telephone call requesting member

registration for Allsports Sports Club (NOTE email may be automatically generated as part of automation of system). AO performs search in system for member based on first name, last name, and email and telephone number.

Actors: Admin Officer(AO) , President or Member themselvesRelated use cases:

Edit member

Preconditions: Member database must be availableAccess to the network – internet or intranetAccess to the web server specifically online forms

Flow of activities President / AO System

1. Prospective member clicks register on Allsports Sports Club website.

2. Prospective member fills in mandatory information and clicks send.

3. AO receives notification of new registration, and checks the information is entered correctly (no typos or mistakes) Approved.

1. System sends request to webserver to send registration form to user

2. System stores information in table tblMember_inactive and forwards online form link to AO.

3. System stores information in tblMember.

4. System sends new member automatic email notifying them of registration.

Exception conditions

1. First name, last name fields email fields are mandatory2. Address information is not in correct format, or incomplete3. Contact telephone number in incorrect format.

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4. Email address in incorrect format.

b. Edit Member InformationUse case name: Edit member InformationScenario: A current existing member needs details to be updatedTriggering event: Existing Member registers or clicks forgot / update details on Allsports

Sports Club website.Brief description Admin officer receives mail, email or telephone call requesting member

contact information to be updated.AO performs search in system for member based on previous first name, last name, email and telephone number. If results are returned Admin officer sends online form to email address provided or contacts member and fills in and submits form into (ASCIS).

Alternatively, if member clicks update details on website System will send online form and update automatically. Note: this will require the user to logon to the system.

Actors: Admin Officer(AO), President or Member themselvesRelated use cases:

Create new member, Clicking forgotten details on Newsletter website.

Preconditions: Member database must be availableAccess to the network – internet or intranetAccess to the web server specifically online forms

Post conditions: Member is created in the databaseFlow of activities President / AO System

1. Prospective member clicks update details on Allsports Sports Club website.

2. Prospective member fills in mandatory information and clicks send.

3. AO receives notification of change, of member information and is able to check (no typos or mistakes have been made)

1. System sends request to webserver to send update member details form to user

2. System stores information in table tblMember

Exception conditions

1. First name, last name fields email fields are mandatory2. Address information is not in correct format, or incomplete3. Contact telephone number in incorrect format.

Email address in incorrect format.

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c. Publish NewsletterUse Case name: Publish NewsletterScenario: The President has approved this week’s newsletter and it is ready for

publishing on website, and forwarded to Members.Triggering event: ApprovalBrief Description President has received a draft, of the newsletter and the Editor has made

the necessary amendments and the newsletter is now ready for final review and followed by publishing on Allsports Sports Club website.

Actors: PresidentRelated use cases:

Add/Edit ArticlesAdd AdvertisementRetrieve ArticleRetrieve Advertisement

Preconditions: Articles have been added to the system.Advertisements have been added to the system.Final Edit has taken place.Articles Database is active.Advertisements Database is active.Newsletter Database is active.

Post conditions: Newsletter is published on website and forwarded to all active membersFlow of Activities President System

President reviews final review of articles, and advertisements.

President reviews the newsletter formats. President approves selected newsletter for publication.

System will compile a number of different newsletter formats.

Publish newsletter onto Allsports Sport Club website, and email is forwarded out to member’s email. Email to AO is sent with those members that do not have email for postal delivery.

Exception conditions

1. Old version or past newsletters, are not accepted.

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4.0 Use Case Diagrams ‘Task 2A’

The use case diagram shows each actor and the access to they have to the system. It is a graphical representation of the use case descriptions, and use cases.

The user roles President, Advertiser, AO and Editor – each has access only to parts of the system that is required for them to do their jobs.

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5.0 Domain Model Class ‘ Task 2B’

The domain model class diagram depicts the concepts of object orientated design. The UML displays classes in rectangles, each of the classes is described by the attributes which are listed, and is further explained by the connections or ‘associations’, which are connections with the other classes. The notation depicts the amounts of objects expected, this is known as ‘multiplicity notation’.

6.0 Activity Diagram ‘ Task 2C’

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The interviews and Questionnaire have given the development team enough information to step out the Current Business Process, and also some of the preliminary requirements, for an automated information system code named (ASCIS) in the following diagrams it will document the current business process and the proposed business process utilising (ASCIS).

It is assumed in the following diagram that the president is the user of the system. In this activity sequence diagram he is shortlisting a candidate for editor for this week.

a. Current Business Process

b. Current Business Process – Advertiser Sub System

It is assumed that the President is the user of the system in this Activity Sequence Diagram and is shortlisting a candidate for editor for this week. This Sequence diagram is a continuation of the

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proceeding Diagram, and documents a parallel process that takes place with regards to Advertisements in the current system as it stands today.

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c. Proposed Business Process

It is assumed that the President is the user of the system in this Activity Sequence Diagram and is shortlisting a candidate for editor for this week. The All Sports Computer Information System (ASCIS)Has been developed and deployed in this example.

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d. Proposed Business Process – Advertising Sub System

It is assumed that the President is the user of the system in this Activity Sequence Diagram and is shortlisting a candidate for editor for this week. This Sequence diagram is a continuation of the proceeding Diagram, and documents a parallel process that takes place with regards to Advertisements utilising the newly deployed All sports Computer Information System(ASCIS)

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e. Activity Diagram – Publish Newsletter

The president is an actor using ASCIS and he is attempting to publish the newsletter for a given week. The system helps the President check what format of newsletter to send to all the members.

The

President sends electronic newsletters to the members with email addresses. Those club members without email addresses have a paper copy posted to their mailing address. It is assumed in this model that the activities being performed by the advertiser and editor at “Start’, are preparing the advertisements and articles for final review, these are documented in the Proposed Business Activity Diagrams ‘C’ and Advertising Activity sub system Diagram ‘D’ .

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7.0 System Sequence Diagram ‘ Task 2D’The president is an actor using the (ASCIS) he queries the members using full name sport and experience and is given the option to update member information. The president by continuing to view more details then request the system to search a table that catalogues the articles that have been edited by members this is then displayed on the screen and is in the form of a report.

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Conclusions

For this case study for All Sports Computer Information System (ASCIS) we have utilised a number of Information Gathering Techniques. We have completed a survey and an interview, we have used them as an information gathering exercise, and with the information collected we have modelled utilising UML (Unified Modelling Language) and created a number of diagrams that represent input and output of the system and processes that are performed with the use of the current system and modelled what those processes might look like with(ASCIS)

The survey and interview involved, preparing questions for the key stakeholders, meeting with key users and key stakeholders, documenting answers to the questions, follow ups and queries if there were any ambiguities.

The computer system will provide a benefit to the users of the system; it is a huge improvement in terms of efficiency, with storing of data and access to information, in one IT system.

Processes can be streamlined, and efficiency maximised, easily.

If the timeline and budget can be kept within set timeframes and within budget I would recommend that the project proceed, to the initial development stage. Iteration 3 Construction, implementation as documented in the Software Development Plan

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References

Systems Analysis and Design Eighth editionAuthors: Gary B Shelly, Harry J Rosenblatt

Hoffer Ashrafi et al. 2012, COIT11226 Systems analysis and COIS20025 systems development overview, 1st edn, Sydney NSW Australia, Pearson Australia.Authors: John Satzinger, Robert Jackson, Stephen Burd

Satzinger, JW, Jackson RB, & Burd SD 2012, Systems analysis and design in a changing world, 6th edn, Boston USA, Course Technology Cengage Learning.

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Appendix1a Questionnaire example and Interview Questions

1b Software development Plan

1c Assumptions

Disciplines can be used to create permissions for particular discipline types For example, for an EHealth application you may have a class->Clinician->Nurse and Clinician->Doctor which are both of different disciplines but the same discipline type classed as Clinicians as such they will need access to clinical note type documents. Whereas other discipline types say Admin->Administration Officer will not have need access to clinical documents.You can add to this list as there is need. But for the purpose of this system the roles are Administrator, Advanced User and User and perhaps a Read Only role. The disciplines that will be included include: President, Editor_User, Advertiser_User, and Administration Officer.

The president has the highest ability being able to add, edit and delete any item as well as authorisation and also de authorisation capability. De authorisation capability means to set back to before authorisation, however if the system or indeed the manual process is completed (i.e. Posted the newsletters or emailed the Newsletters) there is no going back from this point, local business process should be utilised to try to error minimise in this instance.

We can add a configuration item to ensure all authorisations need to be authorised additionally by the president as an additional process.This will be useful if some mistakes are made and there is a need for quality control, this can be put in place until mistakes are minimised, and will be as simple as ticking a box, in the system configuration.The president as administrator currently is the only user assigned which has access to the delete permissions.The next user role down is Advanced User, which is currently assigned to the Administration Officer

The AO will need access to add edit and view member and advertiser Information, authorise articles, and advertisements as well as authorise newsletters.

The editor and advertiser have editor user access and Advertiser user access. The editor has access to view add and edit article information, and to view all

advertiser information. The advertiser has access to view add and edit advertisement information.The Advertiser_User and Editor_User have restricted access, and access only to relevant parts of the application.

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Synonyms Dictionary DefinitionsAO Administration Officer. The primary job of any administrative officer is to manage the

paperwork and personnel tasks needed to make sure that day-to-day business runs smoothly. These sorts of professionals are usually somewhat high-ranking and typically have leadership responsibilities in addition to their desk work. Most corporations and government entities employ these sorts of people to help make sure that internal operations and business functions are happening the way that they should. In nearly every context, the job involves four main functions: communication, coordination, daily administrative tasks, and long-term planning. *Sourced Google

KPI ‘KPI’ Key Performance Indicators, refers to the Key Performance Indicators for the business to help a business define and measure progress towards achieving its objectives or critical success factors. They are quantifiable measures that can be expressed in either financial or non-financial terms and reflect the nature of your business. *Sourced Google

UP Unified Process -The Unified Software Development Processor Unified Process is a popular iterative and incremental software development process framework. The best-known and extensively documented refinement of the Unified Process is the Rational Unified Process(RUP). *Sourced Google