Chapter 4 : Planning

Question 1

2 major steps for Planning Phase

Answer 1

1. Project Initiation ( Project Identifications )
2. Preliminary Investigation ( Feasibility Study

Question 2

What is System Planning?

Answer 2

1. Fundamental process of understanding why an information system should be build and determine how the project team will go about building it

Question 3

When is Project Initiation occurs?

Answer 3

1. Someone in an organization identifies that there is a need to improve an existing system or a new system is needed to improve business operations

Question 4

Where does idea mostly come from?

Answer 4

1. Outside IT department
   
   • Marketing
   • Accounting

Question 5

List out the sub steps for Project Initiation ( 3 )

Answer 5

1. System Request
2. Reasons for System Request ( New / Enhancement )
3. Sources of System Request

Question 6

What is the technique used by most organization when initiating a project?

Answer 6

1. Systems Request

• Documents the business reasons for building the system and the value that the system is expected to provide

Question 7

Why most organization use System Request?

Answer 7

1. A formal way of asking for assistance from the information systems department

Question 8

List out things that Systems Request might propose ( 3 )

Answer 8

1. Enhancements for an Existing System
2. The correction of problems
3. The development of an entire new information system

• Commonly submit a System Request Form

Question 9

List out the advantages of System Request ( 6 )

Answer 9

1. Streamlines the request process
2. Ensures consistency
3. Easy to understand
4. Includes clear instructions
5. Indicates what supporting documents are needed
6. Most companies use online system request forms that users submitted electrinically

Question 10

Which organizations have System Review Committee?

Answer 10

1. Most Large Organizations

• To evaluate systems request

Question 11

What is the advantages provided by Systems Review Committee? ( 2 )

Answer 11

1. Broader Viewpoint which priorities more effectively than an individual
2. One person’s bias is less likely to affect the decisions

Question 12

What is the disadvantages with system requests? ( 3 )

Answer 12

1. Action on requests must wait until the committee meets
2. Members might favor projects requested by their own departments
3. Internal political differences could delay important decisions

Question 13

List out 5 reasons for system requests ( 5 )

Answer 13

1. Improved Service
2. Better Performance
3. More Information
4. Stronger Controls
5. Reduced Cost

Question 14

What is the aim for Improved Service?

Answer 14

1. Improving service to customers, suppliers, or users within the company

• Examples
  
  • Can check balance
  • Can register online

Question 15

Why organizations need to improve performance?

Answer 15

1. Current system might not meet performance requirements
   
   • Slow to respond to data inquiries
   • Unable to support company growth
   • System becomes obsolete when new h/w is introduced

Question 16

Why organizations need to provide more information for the system

Answer 16

1. The system might produce information that is insufficient, incomplete, or unable to provide company’s changing information need
   
   • May not be able to analyze market trends

Question 17

Why organization need to improve stronger controls

Answer 17

1. System might need better security and support functionalities
   
   • Passwords / Encryption

Question 18

Why organization need to reduce costs of a system?

Answer 18

1. To provide a more cost effective and better support for long term objectives

• Expensive to operate & maintain old systems

Question 19

List out the External Factor affecting System Request ( 7 )

Answer 19

1. Software & Hardware Vendors
2. Technology
3. Suppliers
4. Customers
5. Competitors
6. Economy
7. Government

Question 20

List out the Internal Factor affecting System Request ( 7 )

Answer 20

1. Top Management Executives
2. User Requests
3. Information Technology Department
4. Existing Systems

Question 21

What does the System Analyst have to define after understanding Project Initiation?

Answer 21

1. Problems and objectives of the system

• Form the fundation of determining what needs to be accomplished by the system

Question 22

What does a problem definition usually contains?

Answer 22

1. Some sort of Problem Statement, summarized in a paragraph or 2

• Followed by a series of issues, major, independent pieces of the problem
• Issues are current situation

Question 23

What is Project Objectives?

Answer 23

1. Problem Statement / Issues are followed by a series of objective, or goals that match the issues point by point

Question 24

What is the difference of issues and objectives?

Answer 24

1. Issues are the current situation
2. Objectives are the desired situation

• Objectives may be very specific or worded using a general statement

Question 25

What must system analyst do to obtain more precise information about the objectives?

Answer 25

1. Follow-up Interview

Question 26

What must be determined after the objectives are stated?

Answer 26

1. Relative importance of the issues or objecties

Question 27

Who is recommended for the identification of the most critical objectives?

Answer 27

1. Users ( Support of Analysis ) * They are domain experts in their business area and in how they work best with technologies in the organization

Question 28

List out 1 technique to define project objectives

Answer 28

1. Ask the users ( Support of Analysis ) to assign a weight for each issue or objective of the first draft of the problem definition

Question 29

What is the factor for order re-sequenced in problem definition issues and objectives?

Answer 29

1. Decreasing importance

Question 30

List out some of the examples of objectives

Answer 30

1. To provide Web access to their account and a means for them to update the number of guests. Notify management of changes. 2. To provide a means to determine overall quantities of supplies for events occurring within a concurrent time frame. 3. To provide a system for communicating changes to key personnel at event facilities. 4. To store all event data and make summary information available in a variety of formats * To provide, To create, To store

Question 31

What does Project Scope defines?

Answer 31

1. Define specific boundaries, or extent, of the project * Example Very general:- - Payroll is not being produced accurately. - The project scope is to modify the accounts receivable system. Very specific:- - Overtime pay is not being calculated correctly for production workers on the second shift at the Yorktown plant. - The project scope is to allow customers to inquire online about account balances and recent transactions.

Question 32

Some analysts find it helpful to define project scope by creating a list with sections, list out 4 of the sections

Answer 32

1. Must Do 2. Should Do 3. Could Do 4. Won't Do

Question 33

When the Project Scope is reviewed?

Answer 33

1. During the systems analysis phase, when the systems requirements document is developed

Question 34

What projects scope are at risk of expanding gradually?

Answer 34

1. Projects with very general scope

Question 35

What should we need to identify along with defining the scope of the project?

Answer 35

1. Constraints

Question 36

What domain that a constraint can involve? ( 6 )

Answer 36

1. Hardware 2. Software 3. Time 4. Policy 5. Law 6. Cost * Examples 1. The system must operate with existing hardware, that is a constraint that affects potential solutions. 2. The order entry system must accept input from 15 remote sites. 3. The human resources information system must produce statistics on hiring practices. 4. The new Web site must be operating by March 1

Question 37

What is the advantages using Gantt Chart?

Answer 37

1. Effective when seeking to communicate schedule

Question 38

What is Gantt Chart?

Answer 38

1. A horizontal bar chart that graphically display the time relationships between the different task in a project

Question 39

What is Work Breakdown Structure?

Answer 39

1. Process of dividing the project into manageable task and logically ordering them to ensure a smooth transition between tasks 2. Hierarchial decomposition of project into phases, activities & tasks

Question 40

List out the factor to determine successful systems

Answer 40

1. Satisfy business requirements 2. Meet users needs 3. Stay within budget 4. Be completed on time

Question 41

List out reasons for project failure ( 11 )

Answer 41

1. Unclear requirements, targets, or scope 2. Shortcuts or sloppy work 3. Poor design choices 4. Insufficient testing or test procedures 5. Lack of software change control 6. Changes in culture, funding or objectives 7. Unrealistic cost estimates 8. Poor monitoring and control of progress 9. Inadequate reaction to early signs of problems 10. Failure to recognize activity independencies 11. Personality conflicts and employee turnover

Question 42

What actions does Systems Analyst conducts?

Answer 42

1. Preliminary investigation to study the systems request and recommend specific action

Question 43

What is the end product of preliminary investigation

Answer 43

1. Report to Management

Question 44

What does Analyst gather facts for?

Answer 44

1. Problem 2. Opportunity 3. Project Scope 4. Constraints 5. Project Benefits 6. Estimated Development Time & Cost

Question 45

Who does Systems Analyst interact with to describe the project, explain responsibilities, answer questions, invite comments? ( 3 )

Answer 45

1. Key Managers 2. Users 3. IT Staff

Question 46

What is the purpose of Preliminary Investigation Overview?

Answer 46

1. Gather enough information to determine if the information or problems specified in the systems request warrant

Question 47

List out the table of content for the document ( 8 )

Answer 47

1. Introduction 2. Systems Request Summary 3. Findings 4. Case for Action 5. Project Roles 6. Time and Costs Estimates 7. Expected Benefits 8. Appendix