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Introduction
The continued digitalization of the business environment implies that business information systems are increasingly becoming a necessity for any organization. This is as a result of the synergies such systems create by reducing redundancies and improving efficiency in the management of resources. The proposed Supply Logistics Training Initiative (SLTI) is a business information system that seeks to augment the internally held function of training employees on supply chain and logistics software programs (ppt pre). By supporting an organization’s human resource management functions through the training module, employees are bound to have enhanced access to superior training resources while at the same time relieving the management of the burden of data management needed to effect such training. SLTI also provides improved functionality by integrating with other software platforms which means that an organization does not have to invest a fresh in new platforms. The paper focuses on a system overview of the SLTI as well as the architectural approach taken in designing the system. The aim is therefore to have a complete overview of the SLTI in terms of its architecture, scope, requirements, and the synergies it brings for a business organization that invests in the system.
System Overview
Stakeholders
The SLTI business system is targeted at organizations rather than individuals. As a result, it will incorporate a business to business to model which implies that its primary stakeholders will be client organizations. It will have the ability to serve all categories of client organization from small to large size organizations (those with more than 250 employees). Some of the industries that can benefit from the proposed information system include oil field services, financial institutions, the airline industry, trucking, and the government which can undertake contractor reviews as well as analyze and conduct training on contract and operational requirements among others. SLTI does not intend to run as a standalone program. To ensure there is seamless integration, the developers will collaborate with other MRP/ERP software developers. Consequently, such software developers will become part of the system’s stakeholders.
Business system requirements
In delivering the SLTI, simplicity of the architecture is a major consideration in order to lower the capital, operational, and maintenance costs of the system in the long run. The resource requirements can therefore be evaluated from two approaches; that of the developers and that of the client organizations. For the developers, three Central Processing Units (CPUs), a software license from a current ERP/MRP program and a work station would be required. The programmers will also be duly experienced in beta testing and establishing load capacity in order to ensure that the software is adequately functional after the initial rollout.
On the part of the client organizations, CPUs equipped with requisite software operating systems that can effectively handle storage and storage are the major requirements. Given that the system will involve the collection, analysis, and storage of data, having a special purpose server/cloud will be an added advantage especially for large organizations.
A number of metrics have been provided to enable a business analyst evaluate the efficacy of the SLTI. Such metrics include:
The ability to generate reports and schedule activities from one general program through client and customer tracking system analysis and programs.
There will be a reduction in the consumption of paper through customer and client tracking documentation which will assist in lowering operational expenses and improving the life cycle of office equipment.
SLTI will assist in raising the level of employee’s understanding by increasing their technical skills. This would be achieved through customer and client tracking training.
The system will also increase the level of production monitoring through its tracking system program and analysis.
System Development Tool (Joint Application Design)
In developing SLTI, a number of system tools were considered. Agile methodologies which emphasize more on individuals rather than the roles that such individuals play were foregone. This is because it foregoes documentation which is an important project deliverable for SLTI through its client and customer training documentation. Secondly, Agile methodologies introduce many new components to the system that might serve to confuse the individuals involved in the training (Lin, 2011). Rapid Application Development (RAD) provides reiterative user training which lowers the period of development as well as the overall cost of the project. However, the advantages provided by RAD are also provided by the Joint Application Design (JAD) which apart from reducing development time also incorporates other synergies not available in the other system development tools. The primary advantage of JAD is that it ensures the software’s end user is involved is involved during the development phase. The involvement is achieved through prototyping and early reiterative user testing of designs, focus groups, and workshops referred to as JAD sessions. As a result of involving the end user, development period and cost are reduced (Yatco, 1999).
A huge proportion of the costs incurred are usually as a result of the working hours employed by both the developers and end users. Therefore, by lowering the period of development, such working hours are reduced leading to lower costs. Furthermore, trouble shooting during the early development cycle tends to be cheaper in the long run than afterwards when the system has already been rolled out. The improved level of communication between the end user and the developer helps build a positive working relationship that raises the overall productivity.
Through the collaboration, the end user is implicitly engaging in education and training even before deployment of the software. However, of greater importance is that by using JAD, the end user has some sense of ownership which will assist in building loyalty with SLTI.
System Development Life Cycle (SDLC) phases and JAD
The system development life cycle primarily consists of five phases. The evaluation below illustrates how each of the phases is achieved by developing SLTI using the Joint Application Design (JAD).
Planning- under JAD, the planning phase would ordinarily involve the use of JAD sessions (workshops and focus groups) together with the end users. However, this will not be the case SLTI as we already have a baseline program with which we can work with. Furthermore, such integration would be costly to the clients.
Design- SLTI will make use of JAD whose architecture ensures that there is real time data collection and the ability to track functional entries. The design will also make use of one system to raise the level of functionality within the client organization.
Implementation- Involves the collection of live data from operator entries. Makes it easy for the management to have some form of control over data entry which will in turn increase productivity and the ability to trouble shoot. Customizing client needs depending on the various departments in an organization.
Analysis- JAD achieves this by employing either Computer Aided Software Engineering (CASE) tool or traditional word processors. Such help in the creation of models which assist in data interpretation and integration. JAD also incorporates matrix analysis, voting, and prioritization. Automated JAD contains groupware which assists in business process engineering, the definition of requirements, assessment of system migration, and the evaluation of prototypes (Yatco, 1999).
Maintenance- the architecture of SLTI using JAD ensures that it is isolated from the rest of the organization’s computational components which implies that in the event of maintenance, the day to day operations of the organization will not be affected. A consulting team can also be hired to continuously monitor the information system.
Requirements Determination
Collecting information is important in the process of determining system requirements. A number of documents would be required by the SLTI team from the client organization in order to have a comprehensive appreciation of the needs of the particular organization. Some of the documents include but not limited to sales reports, customized employee tests (for employee evaluation purposes), invoices, cancelled orders reports as individual employee error reports. The budgets and expense monitoring reports for various departments within an organization would also be necessary. By evaluating the aforementioned documents, SLTI will be able to determine the specific training requirements for each organization and the departments within it. SLTI developers in collaboration with the end user will proceed to develop customized solutions. Some of the documents can easily be achieved by liaising with the various management heads; they include sales reports and invoices. However, some of the documents that could be difficult to obtain include employee error reports and customized employee tests. This is because the information contained in such documents is of a highly personal nature.
Questionnaire
What system does the organization employ currently?
What are the deficiencies of the current system?
How easy is it to use the current system?
How often do you back up files that you regularly use?
How often do you make use of the sales tracking system?
What outcome do you expect after this process comes an end?
Would you rather have a structural or flexible approach to training?
What do you think should be the metrics for evaluating the success of the program?
What do you think are important characteristics of a good business analyst?
A majority of the questions enumerated are open ended. The reason for this is that it gives the correspondent flexibility in terms of giving their answers. In the process, it may be possible to pick up some other form of information not necessarily intended in the questionnaire but which may end serving an important purpose in process of developing the business information system.
Modern Requirement Determination Methods (Joint Application Design)
Using JAD to determine system requirements helps to complement traditional methods. Furthermore, JAD can be employed to determine the system requirements for both existing and new business systems. The requirements are determined through a JAD session. The aim is to collect information from those involved who are usually the developers and the end users. As a result, the participants generally tend to be session leaders, sponsors, system analysts, and business managers. The importance of the brain storming is that it helps to narrow down on the disagreements while at the same time refining the areas in which there are agreements.
During such sessions, some of the issues discussed by the participants include data input and output requirements and the various data models that can be employed. The advantage of JAD of other modern means of business systems requirement determination is that it helps lower the associated costs. This is because a JAD session helps iron out all the issues that may be contemplated across the entire System Development Life Cycle (SDLC). Therefore, despite the initial high cost of the JAD session, the development time is reduced since all the issues have been contemplated. It is also relatively easy to integrate JAD with other CASE tools (Kuchmistaya, 2001). While other means such as prototyping are also effective, JAD provides enhanced functionality since prototyping also requires the application to determine its efficacy.
System characteristics
Identifying the objective- For SLTI, the objective would be to provide a business information system that enhances the training function in organization.
Evaluating critical success factors-Deals with the definition of key performance indicators which may include an improvement in sales as a result of better training
Project deliverables-For SLTI, the project deliverables include Customer and Client tracking system analysis, Customer and Client tracking system programs, Customer and Client Tracking Training as well as Customer and Client Tracking Documentation
Schedule of the workshop- Initial days should be include low intensity activities to enable the participants familiarize with each other. The level of intensity increases as the workshop proceeds.
Workshop material- It includes the workshop design together with the various forms of documentation gathered. Data flow diagrams also act as important workshop material.
Activities during workshop- A pre-JAD session is necessary in order to determine a decomposition diagram which sets the lower and higher activities during the workshop.
Preparations and communicating with participants- For SLTI, informing the participants will take place at least a day before the actual workshop begins. A briefing guide will also be communicated to them before the workshop.
Workshop logistics- SLTI workshops will be conducted offsite to minimize disruptions. The facilitator is expected to avail a number of tools and equipment which include projectors, charts, and tables among others.
Participants- SLTI participants will include a high level sponsor; Brandon A. Craig, session facilitators, IS professionals as well as business managers from the client organization.
The purpose of the proposed business information is to enable management, safety and operations the ability to track and establish increased training, production and service to clients on a daily basis. The environment of the SLTI is basically training which is essential in any industry that operates in current times. It seeks to leverage on today’s initiatives in environmental savings and tax rebates to companies for saving on recycling, solar energy and other Green initiatives. We at SLTI can reduce paper usage, and allow for more space utilization for the organization as one source of benefit with our program. SLTI’s software program also will allow companies to effectively train personnel on today’s industry standard as well as monitor performance measures on a specified basis as determined by policy. Some of the constraints include the fact that the system must interface with existing systems, the cost of development (manpower and hardware) as well as some legal restrictions and the extensive period necessary to effect the program.
Scope
The project will be executed in various streamlined phases first beginning with a joint assessment between SLTI’s development team and the organization. The next step is to meet with the current software provider to establish where we need to move forward with acquiring the license and authorizations to begin the project. Once this is completed, SLTI will begin the programming with established BETA testing to ensure the client is happy with the product.
Feasibility
SLTI will perform the Project Feasibility Study with the initial assessment, which will help identify what modules we need to add and others that will be customized to meet our clients’ needs. SLTI will identify all problem areas and provide the most cost effective remedy. In most cases many companies use an excessive amount of paper to conduct training operations and it also takes up much needed office space. Our system will alleviate this issue as one example.
Project Scope Statement
SLTI seeks to fill a gap in organizational training requirements by enabling the management to track and established enhanced training, hence better production and servicing to clients on a regular basis. SLTI will integrate with other MRP/ERP programs and in the process lowering costs and improving functionality. Increased functionality will be exemplified by better technical skills for the employees, increased production monitoring, reduction in paper usage, generation of reports and schedules from a single program and effective evaluation of the employees by the HRM. The project deliverables are Customer and Client tracking system analysis, Customer and Client tracking system programs, Customer and Client Tracking Training as well as Customer and Client Tracking Documentation
Context level data flow diagram
Conclusion
SLTI seeks to feel a gap by providing a business information system that addresses the training requirements of organizations. While there already exists other such systems, their scope and functionality is not as high as that of the proposed SLTI program. This is because the other systems do not provide for an integration function with other MRP/ERP programs hence increase the cost outlay for organizations as they have to invest in new business systems once they install such training systems. SLTI also makes use of JAD which allows the end user to have some part in the system’s development. As a result, it helps to ensure that the system can be customized to suit the specific needs of the organization and its various departments. Consequently by having a complete overview of the SLTI in terms of its architecture, scope, and requirements, it is possible to evaluate the positive synergies it brings for a business organization.
References
Kuchmistaya, S (2001). Incorporation of joint application design (JAD) in
systems requirement determination. Retrieved July 11, 2016 from https://www.dlsweb.rmit.edu.au/toolbox/ecommerce/gbr_respak/gbr_e1/resources/gbr_e1_jad.htm
Lin, J (2001). Various Approaches for Systems Analysis and Design.
Retrieved July 11, 2016 from http://www.umsl.edu/~sauterv/analysis/termpapers/f11/jia.html
Yatco, M (1999). Joint Application Design/Development. Retrieved July
11, 2016 from http://www.umsl.edu/~sauterv/analysis/JAD.html
