Project management is one of the important aspects of developing project in a specified deadline for satisfying the actual requirements of client. The current report is based on a project of information system design for Data Science School (DSS). Major aim of this report is to develop an online system to remove the manual system of this RTO (Hill, 2013). New System needs to have different features such as students can lodge online application form for admission that can be easily accessed by DSS’s recruitment agents.
Along with this major objectives of this project are as follows:
- To identify all functional and non-functional requirements for the new system of DSS.
- To evaluate the project cost benefits analysis.
- To develop a project schedule using project management techniques such as Gantt chart and Work Breakdown Structure.
- To apply appropriate investigation techniques to identify system information requirements.
John wants to develop and online system for RTO of DSS by which students can apply using online admission forms. Including this DSS would like to include some important features by which some specific agents must be able to log into the system to lodge the online application form of students, attached documents and tract the status of application and claims for commission. John wants to resolve some basic problems of the existing manual system of RTO that are discussed as under:
- One staff member can access all important information.
- Duplication of papers and excel records create confusion.
- DSS needs to give double time and effort to record all application forms in paper and computer form.
- Manual system does not give appropriate details about the deadline.
Due to all these problems DSS agents do not track the student’s data. Therefore, for resolving all these problems John wishes to develop an information system.
1.2 Methodology to systems development
DSS can use Dynamic System Development Method (DSDM) for developing new information system. It is an agile project management methodology that helps in developing new software. It is one of the important approaches for resolving complex problems using the current project management concepts. DSDM is one of the simple approaches to start implementing a project structure. DSS needs to use this approach because the results of development are promptly visible.
It will also help in reducing the bureaucracy and breakdown the communication barriers between interested parties. Time boxing, MoSCoW Rules and Prototyping are major techniques which are used in DSDM (Dynamic Systems Development Method (DSDM), 2017). In which time box plays an important role in delivering project on time. Similarly, MoSCoW Rules will focus on DSS needs and requirements and new technical possibilities for satisfying the needs and managing environmental changes. Further, Prototyping is basically based on 2 principles which is frequent delivery of DSS’s project and incremental development (Galegher, Kraut & Egido, 2014).
2.1 Primary functional requirements for the system
Primary functional requirements can be defined as different functions of an information system of DSS such as set of inputs, behaviour and output, etc. Major functional requirements for new information system are described as under:
- Online portal of RTO of DSS for both students and agents by which they can log in and take all the information that they want (Eriksson, 2017).
- Automated Student Management System (SMS) by which students can covers all aspects from prospecting, admission, enrolment to graduation.
- Subsystem for DSS’s recruitment agents by which they can lodge online applications, lodge and track agent commission claims.
2.2 Non-functional requirements for the system
- Performance requirements: Utilization, volumetric, response time and throughput are considered as performance requirements of DSS information system.
- Capacity: As per this requirements system needs to have appropriate capacity to manage available and new data of all students of DSS (Enck & et al, 2014).
- Technical requirements: It includes all operational characteristics and functions of new information system of DSS.
- Security requirements: System requires having appropriate security system which can assure about the security of personal information of all students.
Therefore, all these non functional requirements specify the quality of information system of DSS (Reiss, 2013).
3.1 Discussion on Project Cost Benefit Analysis
Project cost benefit analysis can be defined as a systematic approach to estimate the overall cost and benefits of a project. Calculation of cost and benefits help in comparing more than two alternatives. This approach will play important role in taking decision at the time of investment and help in determining that whether benefits of new information system of DSS can overweight the cost or not. It is one of the discounted methods which follow the time value of money aspect. So it uses the present value of the future cash flow and investment and benefits (Williams & et.al, 2013). Using this approach DSS can easily evaluate the effect of new system on students and DSS’s recruitment agents. Along with this, effects on non users and non participants are also one of the important parts of this analysis (Bernus, Mertins & Schmidt, 2013).
3.2 Excel spread sheet with details in a Project Cost Benefit Analysis
Cost benefit analysis of information system has reflected that this project will be beneficial for DSS after five years. Its initial investment is high as compare to yearly profit. Along with this, NPV of cash outflow of every year is low as compare to NPV of cash inflow. Therefore, this project is good and profitable for long run.
4.1 The project schedule as a Gantt chart
Project schedule can be defined as a method for estimating time for completing a project. It comprises different activities, milestones, deliverables, time, cost and resources that are required for completing information system project. It can be presented in the form of Gantt chart and work Break down Structure (WBS) (Azar & Vaidyanathan, 2015).
4.2 Explanation of system goals, requirements, and scope
New information system goal is resolving all the problems of manual system of DSS. Above discussed project schedule will help in developing this new information system in 72 days. It is considered as critical path of this project which is the minimum duration and longest path for completing this project. Some additional human and technical resources will be required for developing new information system for DSS (Isberg & et al, 2014). This information system will be beneficial for long run as well as online availability of application will play important role in targeting local, national and international students which will improve the overall performance of RTO.
System Information Requirement Investigation Techniques
5.1 The stakeholders involved
Stakeholders can be defined as those entire people who are interested in organization goals, activities, profit and loss. Along with this, their activities scan influence the overall performance of firm. These are considered as stakeholders. For this new information system projects major stakeholders are students, staff members, employees, agents, etc (Ahern,T., Leavy & Byrne, 2014). There are number of techniques by which researcher can analyse the needs and requirements of every stakeholders.
5.2 Three useful investigation techniques
For the current project DSS will use primary methods such as interview, questionnaire and observation of focus group.
- Interview: It is an important method for collecting information by interviewing all stakeholders such as students, owner, staff members and agents, etc. This technique will help in getting information about the needs and requirements of RTO (Sánchez, 2015).
- Observation: This method will be beneficial for observing the existing manual system of DSS. It will be beneficial for detecting the actual problems that are facing by this RTO. By using observation DSS can identify the current needs of system.
- Questionnaire: DSS can sue a questionnaire that contains open and close ended questions on needs and requirements of online information system. Online questionnaire survey will help in reducing total time and cost of investigation.
- Usefulness of interview: Face to face communication with every stakeholder if one of the major usefulness which helps in making decisions about the information system project of DSS.
- Usefulness of observation: It is useful because this method provides assistance in analysing the actual situation of the information system.
- Usefulness of questionnaire: Using questionnaire DSS can record and analyse all information in effective manner. Including this, questionnaire method is also useful for reducing time and cost of investigation (Galegher, Kraut & Egido, 2014).
Accomplishment of this task is not an easy task for me. My learning has augmented in terms of project management methodology which can be used by a project manager to develop a new information system. On the other hand, project cost benefit analysis of system was not an easy task for me because I had theoretical knowledge about this subject but now I am able to implement my theoretical knowledge for real time situation. Along with this, I have developed an appropriate project plan for developing a new information system for DSS that can help in making online availability of this RTO (Eriksson, 2017).
6.2 The conclusions are a summary of your findings
The current research project has concluded that new information system will easily help in current problems of DSS. In addition, as per the report this project will take 72 days in completion. Including this, report has found that DSDM is one of the best approaches for developing new system for DSS. Using interview, questionnaire and observation DSS can get appropriate information about this system. Overall, project cost benefit analysis and other project management techniques have reflected that development of new online system is a profitable for DSS for long run.
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Enck, W. & et al, 2014, TaintDroid: an information-flow tracking system for realtime privacy monitoring on smartphones. ACM Transactions on Computer Systems (TOCS), 32(2), p.5.
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Eriksson, U., 2017, Functional requirements vs non functional requirements. Available through: <https://reqtest.com/requirements-blog/functional-vs-non-functional-requirements/>. [Assessed on 18th April 2017].
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