REQUIREMENTS_ANALYSIS_AZY

REQUIREMENTS ANALYSIS

Requirement Analysis

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Contents

A1. Rich Picture of the overall BKF environment from the perspective of Head Office ............................. 2

A2. Discussion of understanding of the overall BKF environment .............................................................. 4

The key actors and key issues in the environment .................................................................................... 4

Areas of conflict affecting the environment ............................................................................................. 5

The cultures and sub-cultures within the environment ............................................................................. 6

The current IT provision and issues within the BKF environment ........................................................... 6

A3. Rich Picture of the overall Walton Disabled Youth Training (WDYT) ................................................ 7

A4. Discussion of understanding of the overall WDYT project environment .............................................. 8

The key actors and key issues in the environment .................................................................................... 8

Areas of conflict affecting the environment ............................................................................................. 9

The cultures and sub-cultures within the environment ............................................................................. 9

The current IT provision and issues within the WDYT environment ..................................................... 10

B1. Use case diagrams for the current Walton Disabled Youth Training (WDYT) system ....................... 12

B1.1 Overview use case diagram for current WDYT ............................................................................. 12

B2. Document of use case diagram ............................................................................................................. 13

B2.1 Primary Scenario for each business use case ................................................................................. 13

Primary Scenario of Prepare Referral Spreadsheet use case diagram ................................................. 13

Primary Scenario of Assigned Class use case diagram ....................................................................... 13

Primary Scenario of Prepare Course Spreadsheet use case diagram .................................................. 14

Primary Scenario of Produce Reports Spreadsheet use case diagram ................................................ 14

Primary Scenario of Produce Certificate use case diagram ................................................................ 15

Primary Scenario of Inform Next Course use case diagram ............................................................... 15

Primary Scenario of Stored Client Process use case diagram ............................................................. 16

B2.2 Secondary Scenario from two primary scenario ............................................................................ 16

Secondary Scenario of Produce Reports Spreadsheet use case diagram ............................................ 16

Secondary Scenario of Assigned Class use case diagram ................................................................... 17

B3. Use case modeling process helped you develop your understanding of the current environment ....... 18

References ................................................................................................................................................... 20


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PART A Requirements

Analysis using Rich

Pictures


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A1. Rich Picture of the overall BKF environment from the perspective of

Head Office

A1.1 Rich Picture of the overall BKF Head Office

Legend

A3.2 Legend of BKF Rich Picture


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A2. Discussion of understanding of the overall BKF environment

The key actors and key issues in the environment

Information Quality Officer (Constance Williams)

He is the key actor for the BKF because he did the collection of the data for PKIs but he has the

issues. It is contract team have no clear record and various data format when he collecting data.

Administrative Services Director (Jane Wong)

She is the key actor for the BKF because she is managing the funding raising and contract team

but she has the issues. It is the management of BKF is mess and there is no consistent way in BKF.

IT Director

He also is the key actor because he undertook a review of the current use of information

systems within BKF and was greatly concerned with some of the facts but he has the issues. It is

Head Office staff has poor IT vision and Lead Worker do not have the KPIs concept.

Area Manager (Raj Amurugum)

She also is the key actor because she managing and overseeing the projects, manage area office

and creating the database for KPIs but she has the issue hard to find the data from database and its take a

very long time when data searching.

Finance Director (Selina Ali)

She also is the key actor because she runs an off-the-shelf payroll system and a small bespoke

funding system but she does not have the any issue.

Human Resources (Sally Smith)

She also is the key actor because she runs the HR System in BKF head office but she has the issues.

It is that HR system is out of date and that data hold full error.


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Areas of conflict affecting the environment

First of the areas of conflict is between the Information Quality Officer and Administrative

Services Director. Both of them have the different view in same case. Administrative Services Director

doesn’t want to introduce a case management system according the case study. Information Quality

Officer need a case management system according the case study.

Second of the areas of conflict is between the Administrative Services Director and Staff. Both of

them have the different view in same case according the case study. The Administrative Services Director

said the MIS new system is his idea. The Staff said IT as an unnecessary burden on their work according

the case study.

Third of the areas of the conflict is between the IT Director and Finance Director. Both of them

have the different view in same case. The Finance Director runs his department with off-the-shelf payroll

system and a small bespoke funding system. The IT Director said off-the-shelf payroll system is not fit-

for-purpose and bespoke funding system is old, slow and inflexible.

Fourth of the areas of the conflict is between the Area Manager and Finance Director. Both of

them have the different view in same case. Finance Director said Area Manager provided financial data

isn’t correct. Area Manager provided the financial data.

Fifth of the areas of the conflict is between the Area Manager and Human Resources. Both of

them have the different view in same case. Area Manager recorded the information of the staff. Human

Resource said Area Manager hold their staff information record.

Last of the areas of the conflict is between the Human Resources and Chief Executive. Both of

them have the different view in same case. Human Resources need the new requirement system. The

Chief Executive get the funding for a new HR system in the next year.


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The cultures and sub-cultures within the environment

All of the departments are hard working in BKF. Finance Department can be use the IT system

easily (e.g. Payroll and Funding system). They are not strange for IT System. And also Area Manager can

be managed the Area Office. And the Human Resources used the HR system. And also he have the ability

for creating the database (e.g I’ve written it using Microsoft Excel as I went on a course).

Their IT Director pretty good for reviewing the current use of information systems and greatly

concerned about the IT (e.g. There is poor IT provision at Head Office – the off-the-shelf systems

currently being used are not fit-for-purpose and make it difficult for staff to do their jobs properly). And

their Administrative Services Director also managed the Fund Raising and Contract Team in their head

office. And also they used KPIs for measure the project. Their Information Quality Officer collected the

data for KPIs (e.g. attempts to collect project data every three months, from the local offices, that could be

applied to the Key Performance Indicators (KPIs)).

The current IT provision and issues within the BKF environment

The staff of the BKF Head Office isn’t strange with IT. They already used payroll and funding

system in Finance Department (e.g The Finance Department runs an off-the-shelf payroll system and a

small bespoke funding system that records information about funds received from outside sources and the

internal projects they are awarded to) but payroll isn’t fix for purpose and funding system is slow and old.

And also HR Department already used the HR system but that system is out of date and hold full error

(e.g. The HR software is years out of date, and the data that we hold is full of errors).

Their Area Manager also can be creating the database but that database is too slow when

searching the data and hard to find the data (e.g. I’ve written it using Microsoft Excel as I went on a

course. The only problem is that it takes a while to find individual pieces of data which is always

annoying when we are trying to fill in the returns for Julieanne’s KPIs. It can often take a couple of days

getting all that data together.). Moreover, they have IT Department. Finally The IT Director of IT

Department undertook a review of the current use of information systems within BKF and was greatly

concerned (e.g. There is poor IT provision at Head Office – the off-the-shelf systems currently being used

are not fit-for-purpose and make it difficult for staff to do their jobs properly).


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A3. Rich Picture of the overall Walton Disabled Youth Training (WDYT)

A3.1 Rich Picture of the overall WDYT

Legend

A3.2 Legend of WDYT Rich Picture


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A4. Discussion of understanding of the overall WDYT project environment

The key actors and key issues in the environment

Freddie

He is the key actor for the WDYT because he did the many process for WDYT according the case

study. His processes are deals the referrals, created the referral spreadsheet, recorded the clients detail in

the referral spreadsheet and referral spreadsheet to the Center Manager and so on but he don't have the

any issues according the case study.

Center Manager (Sue Slater)

She is the key actor for the WDYT because she did the many process for WDYT according the

case study. Her processes are contacts and arrange to visit the Client’s home, assessed the Client’s

disability, placed the course for each client and so on but she has the issue. It is she never good with

technology because she did the wrong entry to the Raj Database and she hasn’t enough the time for

administration.

Area Manager (Raj Amurugum)

She also is the key actor because she created the database for Center Manger enter the clients

detail for Julieanne’s KPIs according the case study. She also has the issue. It is hard to find the data

from database and data response time is take long time.

Senior Administrator (Alison Marshall)

She also is the key actor because she did the many main process for WDYT according the case

study. Her processes are received course end reports from the Course Leader, checking the proceed

clients for printing the certificate, printing the certificate, sends the course end reports to Freddie and so

on but she has the issue. It is she doesn’t know how to use IT so that she is hate the Technology.

Course Leader (Selina Ali)

She also is the key actor because she did the important process for WDYT according the case

study. Her processes are Use case starts when Course Leader received course spreadsheet from the

Freddie, runs the course with two volunteer supporting and a lot of clients, updated the course

spreadsheet, sends monthly course report to Senior Administrator and sends course end report to Senior

Administrator but she have the issue. It is she hasn’t enough time and busy with monthly course report.


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Areas of conflict affecting the environment

First of the areas of conflict is between the Area Manager and Center Manager. Both of them

have the different view in same case. The Area Manager ask the about the changing of data or add the

data to the database to the Center Manager. The Center Manager hasn’t enough the time for data

changing and additional data adding to the database because she already busy with other administration.

Second of the areas of conflict is between the Administrative Services Director from head office

and the Senior Administrator according the case study. Both of them have the different view in same case.

The Administrative Services Director said the MIS new system is his idea. The Senior Administrator is

hate the new system because she don’t know the how to use IT.

Last of the areas of the conflict is between the Senior Administrator and Course Leader according

the case study. Both of them have the different view in same case. The Senior Administrator asked the

monthly report when course leader monthly course report is late. The Course Leader is trying to send the

monthly course report when 5th of the month but sometime she already busy with her regular job.

The cultures and sub-cultures within the environment

All of the staffs are hard working in WDYT. They can be deals the referral clients from the social

services, school, and job center. They can be contact each other without issue. They can be work together

to achieve. They support the learning disability and physical disability for each client. Moreover they try

to find support with other resources when they don’t have the particular disability for each client. And

also they are recommended the detail of the course by phoning to the proceed clients. And also they

have the volunteer for helping the client’s exercise. And also they produce the certificate for clients.

Moreover, they can produce the monthly course report and course end report for their funder. All of

the staff can be use the spreadsheet for saving their relevant job information.


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The current IT provision and issues within the WDYT environment

The WDYT center is not using the any system because top level of the person are don’t know

about the how to use IT according the case study. Each of the person used the own spreadsheet for

recording their information. The Senior Administrator provide the Course Spreadsheet for recording a lot

of course information and then Freddie used that spreadsheet for updating the information and also the

course leader update that spreadsheet when the client arrived to the center lately. Freddie also use her own

referral spreadsheet for recording the deals referral client from the social services, school and job center

and then she sent that spreadsheet to The Center Manager. And also The Center Manager use own data

entry form for recording the client disability, course for the client and assign the course leader.

The Center Manager found the problem when she received the referral spreadsheet from the

Freddie because Freddie sent the referral spreadsheet and then she need to change the client information

and add additional data (client disability and etc.) to her own referral visit form. And she resend to the

referral visit form to the Freddie. Then Freddie occur the problem because he need to change the referral

visit form data to his own referral spreadsheet. The Course Leader used the own spreadsheet as a register

the client name recorded. The Course Leader occur the problem when the client arrived to the center

lately because she need to update the existing spreadsheet and send new copy to the tutor .The Senior

Administrator used the template of the word for printing the certificate for each client. So that they don’t

has the experience for using the system. They only used the spreadsheet and word. It caused the afraid to

use the new system.


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PART B Use Case Modeling


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B1. Use case diagrams for the current Walton Disabled Youth Training

(WDYT) system

B1.1 Overview use case diagram for current WDYT

B1.1 WDYT Overview Use Case Diagram


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B2. Document of use case diagram

B2.1 Primary Scenario for each business use case

Primary Scenario of Prepare Referral Spreadsheet use case diagram

Use Case Name: Prepare Referral Spreadsheet

Actor: Freddie, Center Manager

Flow of events:

Use case starts when Freddie deals the referrals.

1. Freddie created the referral spreadsheet.

2. Freddie recorded the clients detail in the referral spreadsheet.

The end of the use case Freddie sent the referral spreadsheet to the Center Manager

Primary Scenario of Assigned Class use case diagram

Use Case Name: Assigned Class

Actor: Center Manager, Freddie, Clients

Flow of events:

Use case starts when Center Manager received referral spreadsheet from the Freddie.

1. Center Manager contact and arranges to visit the Client’s home.

2. Center Manager assessed the Client’s disability.

3. Center Manager placed the course for each client.

4. Center Manger assigned course leader for each client.

5. Center Manager filled the referral visit form.

End of the use case Center Manager sent the referral visit form to the Freddie


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Primary Scenario of Prepare Course Spreadsheet use case diagram

Use Case Name: Prepare Course Spreadsheet

Actor: Freddie, Course Leader, Center Manager, clients

Flow of events:

Use case starts when Freddie received referral visit form from the Center Manager.

1. Updated the referral spreadsheet with referral visit form.

2. Freddie used Senior Administrator’s course spreadsheet.

3. Freddie enters the course spreadsheet data from referral spreadsheet.

4. Freddie sends the course detail information and confirmation letter to the clients.

End of the use case Freddie send the course spreadsheet to the Course Leader.

Primary Scenario of Produce Reports Spreadsheet use case diagram

Use Case Name: Produce Reports

Actor: Course Leader, Clients, Senior Administrator

Flow of events:

Use case starts when Center Manger received course spreadsheet from the Freddie.

1. Course Leader runs the course with two volunteer supporting and a lot of clients.

2. Course Leader updated the course spreadsheet.

3. Course Leader sends monthly course report to Senior Administrator.

4. Course Leader sends course end report to Senior Administrator.

End of the use case Course Leader produce the monthly course reports and course end reports.


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Primary Scenario of Produce Certificate use case diagram

Use Case Name: Produce Certificate

Actor: Senior Administrator, Clients, Freddie

Flow of events:

Use case starts when Senior Administrator received course end reports from the Course Leader.

1. Senior Administrator checking the proceed clients for printing the certificate.

2. Senior Administrator printing the certificate.

3. Senior Administrator sends the course end reports to Freddie.

End of the use case Senior Administrator send the certificate to the proceed clients.

Primary Scenario of Inform Next Course use case diagram

Use Case Name: Inform Next Course

Actor: Freddie, Clients

Flow of events:

Use case starts when Freddie received course end reports from the Senior Administrator.

1. Freddie checking the proceed clients.

End of the use case Freddie recommend the detail of the next course to the clients.


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Primary Scenario of Stored Client Process use case diagram

Use Case Name: Stored Client Process

Actor: Center Manager

Flow of events:

Use case starts when Center Manger received course spreadsheet from the Senior Administrator updated

course spreadsheet.

1. Check the updated course spreadsheet

End of the use case Center Manager enter clients data to Area Manager created database

B2.2 Secondary Scenario from two primary scenario

Secondary Scenario of Produce Reports Spreadsheet use case diagram

2. (A) The clients join before the start or even in the first or second week of the course.

Use Case Name: Produce Reports

Actor: Course Leader, Clients, Senior Administrator

Flow of events:

Use case starts when Course Leader received course spreadsheet from the Freddie.

1. Course Leader runs the course with two volunteer supporting and a lot of clients.

2. Course Leader updated the course spreadsheet.

A. The clients join before the start or even in the first or second week of the course.

3. Course Leader sends monthly course report to Senior Administrator.

4. Course Leader sends course end report to Senior Administrator.

End of the use case Course Leader produce the monthly course reports and course end reports.


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Secondary Scenario of Assigned Class use case diagram

2. (A) Assessed client’s disability with learning disability and physical disability.

2. (B) If the client referral is refused Center Manager send the client’s details to the Regional

Manager

Use Case Name: Assigned Class

Actor: Center Manager, Freddie, Clients

Flow of events:

Use case starts when Center Manager received referral spreadsheet from the Freddie.

1. Center Manager contact and arranges to visit the Client’s home.

2. Center Manager assessed the Client’s disability.

A. Assessed client’s disability with learning disability and physical disability.

B. If the client referral is refused Center Manager send the client’s details to the Regional

Manager.

3. Center Manager placed the course for each client.

4. Center Manger assigned course leader for each client.

5. Center Manager filled the referral visit form.

End of the use case Center Manager sent the referral visit form to the Freddie


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B3. Use case modeling process helped you develop your understanding of the

current environment

First of the main process of the WDYT is deals the referral clients from social services, school,

job center by doing Freddie at BKF Head Office. Because of the referral client’s isn’t come from there

they don’t need to do anything in WDYT according case study. So this process is the essential for the use

case. I created the prepare referral spreadsheet for this process.

Second of the main process is assessed the clients by doing Center Manager at WDYT Center

Office. The process is start the referral visit with identify clients disability, placed the course and assign

the course leader for each client. So this process also is the essential for the use case. I created the Assign

Class use case for this process.

Third of the main process is Freddie (Head Office) making the course spreadsheet for the Course

Leader. The process begin the received the referral visit form from the Center Manger and then she use

the Senior Administrator’s course spreadsheet for entering the information of clients with the course. So

this process also is the essential for the use case. I created the prepare course spreadsheet for this process.

Fourth of the main process is producing the reports by Course Leader at the WDYT Center

Office. This process started the running course with clients. She need to produce the monthly course

reports and course end reports in time. That’s two reports are very important for the Senior Administrator

and Funders. So this process also is the essential for the use case. I created the produce reports for this

process.

Fifth of the main process is Senior Administrator at WDYT Center Office post the certificate to

the proceed clients. This process start when received the course end reports from the Course Leader.

Course end reports contain the final grades and a recommendation for next steps. The Senior

Administrator check the client is completed course or not. And then sent the certificate to the proceed

clients. And also she sent this report to the Freddie because he contacts the clients to see if they

would like to start another course. So this process also is the essential for the use case. I created the

produce reports for this process.

Sixth of the main process is informing another course to proceed clients by phoning from the

Freddie (Head Office). This process is start when he received the course end reports from the Senior

Administrator. This is important process because this process can be show the WDYT isn’t neglect the

completed clients. So this process also is the essential for the use case. I created the produce reports for

this process.


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Last of the main process is record the clients process to the Area Manager’s database from the

Senior Administrator’s updated course spreadsheet by doing Center Manager from the WDYT Office.

This process is start when she received the updated course spreadsheet from the Senior Administrator

according the case study. And then she extracts certain information and enters it into the Area

Manager’s database. So this process also is the essential for the use case. I created the produce reports

for this process.

I got the many assumption when the end of the reading the BKF case study. And also I have the

one or more question for each staff.

Firstly Area Manager created the MS Excel database according the case study (I’ve written it

using Microsoft Excel as I went on a course). The question of the Area Manager is “why choose MS

Excel for database?”. And next is Area Manager manage the all of projects and area office from the head

office according the case study (Area Manager and the Contract and Funding Raising Department at Head

Office and Area Manager who is responsible for overseeing the management of all of the projects being

run in that area). The question is “Who produce the monthly reports and annual reports for Trusts and

Government Agency?”.

Secondly, Senior Administrator design or create the course spreadsheet with the help of my

granddaughter. The question of the Senior Administrator is “How to help your granddaughter to the

course spreadsheet”. And next is clients will be referred to us through only Social Services, their school

or through the Job Centre. The question is “Why the clients do not join directly to the BKF?”.

Thirdly, Center Manager using the referral visit form recording client placed on courses

information and assigned the center course leaders to the client information. The question of the Center

Manager “who created referral visit form and Why she used?”. And next one is the Center Manager

recorded clients process to the Area Manager's database according the case study. (Senior Administrator

said in Case Study: I think that she extracts certain information from them and enters it into the database

that Raj recently created).

Fourthly, Freddie used the Area Manager’s course spreadsheet according the case study (Freddie

will then use one of the course spreadsheets I mentioned earlier to book the client on to the next available

course.). The question of the Freddie “Is Area Manager’s course spreadsheet useful?”. Freddie working

for the WDYT from the head office according the case study (Course Leader said: one week before the

start of a course I receive a series of spreadsheets from Head Office. There is a spreadsheet for each

course that is running in my region during the next 12 week period. This spreadsheet lists the


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personal details of the clients who are have been booked on to it by Freddie.). The question of the

Freddie “What is Freddie job position?”.

Lastly, Course Leader updated the course spreadsheet when the clients join the course lately. The

question of the Course Leader is “Where the clients come from to join a course lately?”. Next one is

course leader new copy the updated the course spreadsheet to send to the tutor. The question of the

Course Leader is “who is tutor and why Course Leader send the new copy to the tutor?”.

References

Richard Larson, July 9, 2010, http://www.watermarklearning.com/blog/scenarios-and-use-cases/ (visited

time: 3:55 PM 4/24/2016)

Dave Burke, Mar 20, 2012, https://blogs.oracle.com/oum/entry/use_case_actors_primary_versus (visited

time: 3:55 PM 4/24/2016)

Documents

REQUIREMENTS_ANALYSIS_AZY