Designing An Information System For Choice Appointments: Essay, Tasks 1-8.

Task 1: Work-Centred Analysis Framework

TASK 1: [10%] - Work-Centred Analysis Framework – submission date: 21/09/2018 Identify and define the six system elements in the Choice Appointments case study based on work-centred analysis framework. Also list missing information or system elements

TASK 2: [10%] - Performance Analysis - Business Value and Customer Value - submission Conduct a Performance Analysis of Business Process and Product/Output Components identified in Task 2 to determine business value and customer value gains which can be obtained through design and deployment of an information system as sub-system of the work system.
TASK 3 : [10%] – Design Thinking: Interviewing the Client/prospective customer at Choice Appointments - submission 
Adopt design thinking approach to interview prospective customers/shoppers at Choice Appointments to determine the requirements for information management system at Choice Appointments. Tutor is your customer Based on the missing information identified in assignment scenario design a set of interview questions to determine complete set of requirements from the client (Choice Appointments). Conduct interviews with the client.

Document the method used in the design thinking approach.Discuss weekly team meeting reports to your tutor providing details of the agenda, task allocation and minutes of meeting. Each member of the team will present and demonstrate the task or tasks they have completed in the assignment. The presentation and demonstration
will take place after the submission of the assignment.

TASK 4 : [10%] - Architecture of the Information Component –A. [5%] Develop an Entity Relationship Diagram (ERD) to represent the data identified in the information component of work-centred analysis framework for choice appointments information management system. The diagram of your ERD model must:
? Show all necessary entities, attributes and relationships
? show unique identifiers and nature of interaction between entities.

B. [5%] Map the ERD into a set of relations in at least Third Normal Form (3NF). You should demonstrate that each relation satisfies the rules for first normal form, second normal form, and third normal form. For example: PROPRIETOR (ProprietorID, FamilyName, GivenName, PhoneNbr) This relation is in 1NF because it does not contain any repeating groups. In your report you must also include a data dictionary. You should briefly describe all entities and attributes are
included, descriptions are clear, reasonable field formats, etc.

TASK 5: [10%] - Business Process Architecture – Data Flow Diagram (DFD) –Using DFD techniques draw the context diagram of Business Process Architecture of choice appointments System. Also draw level 0 data flow diagram showing the major sub-processes, data stores and flow of data between various sub-processes or steps in the business process
component.

TASKS 1 to 5
The submitted work will therefore comprise: A Microsoft Word document containing:

1) Application of Design thinking approach as an interview methodology for determining the requirements of your information management systems
2) Mapping of requirements identified through the design thinking approach on to the 6 system elements of work-centred analysis framework.
3) Performance Analysis of business process and product/output components of Choise Appointment information management system
4) A list of brief descriptions for each entity and attribute that you have identified in your case study.

? A copy of your entity-relationship model(s).
? A copy of relational tables in 3rd normal form
? A list of any assumptions that you made (include any clarifications from your tutor).
? Context and level 0 dataflow diagram.
? Declaration form (Section

Assignment 2
Phase 2: Relational Database Implementation
TASK 6: [5%] - Data Dictionary
In your report, you must include a data dictionary based on given model solution (i.e.,normalised ERD). You should briefly describe all entities and attributes are included, descriptions are clear, reasonable field formats, etc. See table above, example of data dictionary.

TASK 7: [25%] - Database Implementation
A. [2%] Implement your data dictionary to create a relational database in Microsoft Access.
B. [4%] Create relationships and enforce referential integrity for all appropriate relationships in the database as appropriate.
C. [4%] Populate the database with sample data. Sufficient sample data must be included to demonstrate that the queries, view(s), and report(s) work correctly.
D. [5%] Create view objects (“SQL queries” in MS Access) to obtain tables that demonstrate following reports. (Note: it is strongly recommended that you do not use the Access query builder (QBE) – you should type the SQL queries in manually.)
E. [10 %] Finally, write four reports, requiring a separate query to satisfy information needs of Choice appointments and their clients Save the database structure, test data and query/report designs to the USB and submit during your group presentation. However, printout the result of your forms and reports and include these in the online submission.

TASK 8: User Manual
Create a user manual for your Choice appointments Information System. This manual should explain all the features of your database and how to do each task. The manual should also include screen shots of what you are explaining. Screen shots can be taken by pressing Alt+PrintScreen, and then pasting it into your document.

TASKS 6, 7
Submission for tasks 6, 7 and 8: soft online and Access database USB during your presentation time.
TASK 9: 10 minute Presentation and Demonstration of Tasks 1 to 8 in the lab in week 11 and 12 – [10%]

Choice Appointments is a recruitment agency that has a wide network of operations and the customer base of the organization is also expanding. The organization has a defined set of processes that are conducted for the ensuring recruitments for the customers. The company is now looking to expand the business further and there will be increased number of customers that will get associated with it. The development of an information system can be done to ensure that the tasks that are carried out in the organization are automated which will lead to the improvement in the efficiency.

Design Thinking Approach

Design thinking approach is a solution-based design approach to solving the problems. The approach plays a significant role in understanding the complex problems and comprises of five stages as empathise, define, ideate, prototype, and test (Matthews and Wrigley, 2017). The approach is applied to the case study of Choice Appointments to understand the workflow and gather requirements for the development of the information system.

Empathise – Interview Questions

• What are the tools used to conduct the interview tests for the applicant? Is it paper-based?
• What is the process that is followed in handling and storing the resume of the applicants?
• Are there any data loss or data leakage issues that have been witnessed with the interview forms, applicant resume, or applicant forms?
• What are the problems that come up with the handling of these forms manually?
• Is there any difficulty in managing the folders of applicant results and skills on the system?
• What is the process followed by the secretary for mapping the skills of the applicant with the required set of skills for a particular job?
• What is the process followed for making the payments?
• Are there any payment gateways integrated to enable the online payments by the client company?
• Are there any network issues observed with the process of fax and sharing of documents?
• What is the database server used to manage and store the timesheets?
• What is the cycle followed to updated the database servers and systems that are deployed?
• What is the process followed for handling the invoice and payslip?
• Are there any issues observed with the invoice generation system?
• Is there any feedback process included to gather comments from the client company or the applicant?
• Are there any technical tools that are already being used by the company?
• What is the average technical knowledge of the employees that are associated with the Choice Appointments?
• What are the operating systems that are deployed on the computer systems that are used in the company?
• What would be the mode of access for the information system that will be developed – desktop platforms or mobile devices?
• What are the security controls and measures currently taken for ensuring that the data sets are always protected?
• Are there any incidences of data or information security attacks in the past?
• What will be the prime hours in the day in which the system will be used?
• Do the employees have knowledge on the cloud-based systems?
• Does the company have its presence on the social media platforms?
• Are there any initiatives carried out by the company in the past to automate the tasks and business processes?
• What is the approximate customer base of the organization in the market?
• What are the enhancements and changes in the business functions and operations that the organization is currently looking to implement?
• What are the short-term and long-term goals of the organization?
• What are the user types that are expected to be included in the information system that will be developed?
• What are the admin rights preferred and who is going to take up the role of system admin?
• Are there any occurrences of insider threats in the past wherein an employee may have shared the information to the unauthorized parties?
• What are the legal policies, ethical codes, and principles followed and implemented in the organization?

Define, Ideate, Prototype, and Test

The problem with the organization is in its flow of activities that are essentially manual that take up a lot of time and lead to enhanced complexities. The designers will be able to apply their design skills and knowledge to execute the requirements by developing a design for the information systems. The approach behind the design of the system may be Responsive Web Design (RWD) (Natda, 2013). It is because the design will allow enhanced interaction and responsiveness leading to better user engagement and satisfaction levels. The design prototypes will then be developed and will be internally tested unless a final prototype will be developed. 

TEST(testID, testType, questions, job)

JOB(jobID, role, apptLength, jobType, client, contractorSelected)

WAGE(wageID, wageAmount, commission, job)

SKILL(skillID, skillName, description)

JOB_SKILL(jobID, skillID)

APPOINTMENT(appointmentID, brief, contractor, job)

CLIENT(ClientID, fullname, contactPerson, address, phone, email)

CONTRACTOR(contractorID, fullname, address, phone, resume)

CONTRACTOR_SKILL(contractor, skill)

TIMESHEET(ID, date, hoursweekly, contractor)

INVOICE(invoiceID, weekEndingDate, totalHoursWorked, job, timesheet)

PAY_SLIP(payslipID, amount, paySlipDate, invoice)

All relations are in 3^NF form which can be proved through following example:

CONTRACTOR(contractorID, fullname, address, phone, resume)

1. i. The main element is the contratorID and this key identifies each and every single customer. Additionally, there needs to be just one fullname for any particular CONTRACTOR and there needs to be just one fullname which needs to be included for every individual CONTRACTOR. Also, CONTRACTOR could also have multiple addresses. Also, an important assumption has been specified here is that only one address ill be associated with one CONTRACTOR. Simultaneously, only their main home phone has been recorded. Also, only resume is allowed per CONTRACTOR and this depicts the customer relation as 1 NF.
2. ii. The main element here is contractorID. This particular key is the main candidate key because of it's fullName which can't be guaranteed as to be unique because 2 different customers could also have a same fullName. Simultaneously, all other attributes could also have same thing i.e., 2 or more CONTRACTORs. This depicts that contractorID is the main functionality here which will end up defining all other attributed in the table or relation. However, the simple candidate key here is the contractorID and for the same there would not be any partial dependencies which exists in any given table. This shows the relation being 2NF.

• iii. As evident from the above, that only excluding contractorID, no other elements could be used to fully determine any attributes within the table because 2 different CONTRACTORs could end up having same value for their attributes. As a result, there would not be any transitive dependency within the table and it would satisfy all of the condition of first, second and third form.

References

Matthews, J. and Wrigley, C. (2017). Design and Design Thinking in Business and Management Higher Education. Journal of Learning Design, 10(1), p.41.

Natda, K. (2013). Responsive Web Design. Eduvantage, 1(1).