MIS 330 Systems Analysis & Design

Three categories of preparation

- Business preparation - migration strategy - contingency plans - Technology preparation - hardware and software capabilities - data conversion/transfer - People preparation - policies, adoption & training

Acquisition/ Procurement

- Buy option - Vendor selection: RFQ = Request for Quotation - Hardware versus software versus Service procurement - Vendor Support & Training - Software Renewal of subscription versus perpetual

SMART Goal Requirements

- Specific: ""The point of sales solution must alert the manager by email and text when any products stock only has 25 items remaining." - Measurable: "Cloud solution must be able to handle 250 users simultaneously." - Actionable / Attainable: "Does the needed technology exist in order to complete the requirement?" - Realistic: Want to make sure the requirements are achievable given the timeframe and resources for the project - Time-based: Fits the project schedule

SMART Goals

- Specific: clear so goals are easier to achieve - Measurable: needs to be tracked - Attainable/Actionable: able to make the effort to achieve goals are in your control - Realistic: realistic to avoid stress - Timely: specific timeline to stay on task and motivated

Automatic software testing

- Static: Testing software reviews and flags common mistakes - Dynamic: Code is executed and testing software and flags common issues and anomalies

risk response (positive): Accept

- No negative impact of to the project, but there may be positive impact; should monitor - Examples Extra credit will require you to do more work, and it will possibly increase your grade. But if you get the extra credit wrong, you won't get marked down.

AS-IS Process Areas of Concern

- Note areas on the AS-IS process flowchart where the problems /inefficiencies exist - Show where areas of concerns are in the flowchart - Areas of concerns can be the whole process or part of the process

Stakeholder MGMT

- Partners, employees, customers, vendors, etc. - Updates on implementation - Informational updates - Training updates

Business preparation: Migration Locations

- Pilot migration: one or more locations are migrated to work out bugs before extending to other locations - Phased migration: locations are migrated in sets - Simultaneous migration: all locations are migrated at the same time

Procurement MGMT

- Purchasing what the developers need, and int time (not too early either) - Money doesn't come all at once into your account (may be obligated in intervals) - Quality product when procuring Takes a lot of time: - Licensing - Legal - Contracts - Finance

Why is something an area of concern (AS-IS)?

- Repetitive? - Duplicated? - Bottleneck? - Error Prone? - Obsolete? - Unnecessary? - Too complicated / complex? - Slow? - Too many components/systems? - Does it affect other areas of the business?

Cloud service provider (CSP)

- Responsible for maintaining the subscribed service - Becomes part of your "Supply Chain"

Triple Constraints of Project Management

- Scope: requirements that the project team needs to execute & deliver to client - Cost: deals with the project budget and our burn rate (how fast budget is being spent over time). Main goal is to stay within the budget. - Time/Schedule: Keep project on time and to ensure deliverables are being completed and turned over to client as planned - If triple constraint is well-balanced, you have a quality solution

Type 2 Hypervisor

- Software Hypervisor - VMware Workstation, Hyper-V, & Virtual Box

CC services

- Software as a Service (SaaS) - Platform as a Service (PaaS) - Infrastructure as a Service (IaaS) - Anything as a Service (XaaS)

Range-based requirements

- Solution costs less than $50K to acquire and integrate into the organization - Solution can handle up to 500 users at a time - Maintenance costs of the solution is less than $5K a year - Solution can be integrated within 3 months

Feature-based requirements

- Solution must be able to ? - Software must be compatible with both MAC and Windows OS - Solutions can track inventory AND operate as the Point-of-Sale System - Solution is compatible with Oracle 12c - Solution has automatic email features Solution comes with Training Option

Third party solution integration

- Solutions that are physically at your location - Point of Sales Systems (POS) - Kiosks - Scanners - Solutions that are not physically at your location are most likely Cloud-based - CSPs are third-party, but you don't need to do physical integration

Configuration Control Management

- Source code libraries (GitHub) - Updates and other changes to code are tracked and approved - Ensures product documentation is happening and complete - Allows rollback to previous versions

risk response (positive): Exploit (instead of avoid)

- Strategize ways to ensure the risk happens so benefits are yielded - Examples Apple builds into its iPhone updates additional features that are amazing for the users, except it also slows down the phone. This captivates the users in the new product's usability, so it also builds a steam of recurring purchases of newer iPhone models

Proposal

To solve your business challenge, you propose a technical solution that will improve/change/innovate the business process by increasing rev/decreasing exp etc.

What are the components of the testing system?

Use case --> test case (action & expectations)

Business Process Improvement (BPI)

Utilizing technology systems to enhance efficiency of business processes; may include BPA but in larger scale. - integration of new systems into the org. - combine redundant activities and relieve bottlenecks

Hypervisor

allows for VMs to talk to the Host, and vice versa

Testing Plan

allows us to check a variety of different categories (like quality, performance, security, usability, etc) based on acceptance criteria (requirements) of the system before implementing it for official use in the org

User documentation

allows users to understand what they need to do when interacting with the system

Documentation

allows you and others to understand the systems' innerworkings, making it easier to troubleshoot later

Requirements Gathering

also known as Collect Requirements, is the process of determining, documenting, and managing stakeholder needs and requirements to meet project objectives. Requirements come from different sources: - businesses - system users - clients / customers - regulations - standards and best practices

Server

any device that requests or transfers data to a client - ex: DB and Web

Client Devices / End Nodes

any end device that requests or transfers data to a server - ex: laptops, phones, tablets, printers, scanners

Assets

anything of value to the organization (information systems, data, intellectual property, customers, partnerships, people)

System Requirements

building blocks that developers use to build the actual solution - Functional: what the system needs to be able to do - Nonfunctional: how well the system performs its activities like the following: - security - capacity - reliability - manageability

Connections / network mediums

connect the different network devices together, and carry the data from one point to another

Technical Risks

deal with the technical solution or technology themselves - Confidentiality - integrity - availability - processing - storage

Requirements Determination

define what the requirements are for the project effort.

Scope Creep

doing more than is stated (without approval of PM or sponsor) in the statement of work (SOW), initiated from the client's side

Gold Plating

doing more than is stated in the SOW, initiated from the project team. - Can go above and beyond for many reasons: long time customers, valuable contract, want to continue doing business with them, maybe something went wrong and want to make it up to client

Reform

introducing new and exciting processes and culture to current and new users - Reform is the transition from the old system to the new system

residual risk

the amount left over after a risk response

Table Matrix - left, top, middle cells

one of the most common ways to show your solution - consists of the proposed technical solution cross-referenced with client's acceptance criteria - on the left: acceptance criteria - on the top: proposed solutions - middle cells: show if proposed solution meets acceptance criteria. should highlight the solution that ends up "on top"

potential adopters

people who will be affected by the change

Change agent

person(s) who lead the change effort

Internal forces

policies, processes, resources, etc

Threats

pose a danger to organization's assets (hackers, competitors, natural disasters, animals, etc)

Risks

probability and impact of loss or danger - can be positive or negative, but when discussing in terms of projects, usually negative - can come from internal and external forces

Risk analysis

process of valuating the potential risks - cost/benefit analysis

Systems Analysis & Design

process that many companies use to evaluate particular business situations and develop ways to improve them through more optimal methods - reshape organization - meet business objectives to improve growth and optimality

Business Requirements

provide the overall goal of the project and are more broad in nature, like business objectives. - sponsor POV - scope of project

Internet

public WAN to share information around the world

Outputs

reports - necessary data vs unnecessary

Physical Data Model

shows how the data will actually be stored in databases or files - Defines how data elements are related and explains how the logical data model is implemented in the database. - Can use Entity Relationship Diagram (ERD) to model

Logical Data Model

shows the organization of data without indicating how it is stored, created, or manipulated - defines the structure of the data elements

Project authorization

stage 1 of Planning: need to get project approved by mgmt and have funding allocated to the project

Scope

stage 2 of Planning: list of activities needed to perform and items needed to produce

When will certain test types be conducted?

start, finish, duration - timeline noted in Gantt chart

Total risk

the amount of risk before any risk response is implemented -Usually calculated as: Threats * vulnerability * asset value

User Requirements

state the activities the users need to perform on the system (inputs and outputs). Allows us to understand what the user needs to do with the system to accomplish their task well. - user POV - user goals - user I/O

Sanitization

stripping away characters that violate our input rules before sending to the database - not only at the beginning of the process

multitenant environment

tenant - pays the rent end users - uses the amenities

Testing method: gray box

testing method in which a combination of Black Box and White Box Testing methods are utilized

Implementation / implementation plans

the development of the system's design, testing it, and putting it into the production environment successfully. - This also includes administrative functions (non-technical) such as training, procedure rework, and document turnover.

Risk assessment

the process of identifying assets, threats, and vulnerabilities

Risk management

the process of identifying, analyzing, monitoring, and responding to risk

Client Acceptance Criteria

these are the defined and determined requirements made by client to be met by org. If acceptance criteria is not met when the solution is delivered: - Client may not accept the solution - money back? - Client may request you complete the solution to the agreed upon scope (acceptance criteria) - on your dime - Legal Action

User Interface Purpose

usability: showing the system is simple and easy to use (and easy to learn), yet powerful - Tasks/activities are completed more efficiently and accurately - Human error reduced/controlled - Increased in user satisfaction - Increased probability of user adoption

Cloud Services

- connected to your architecture logically - data not stored/ processed at your location

Sponsor

business person who initiated the request for the new system

Monitoring Risk

- As time goes on, risk can increase, decrease, become newly realized, or become obsolete - Update the risk register while monitoring risk, including residual and secondary risks

Development

- Build option - Vendor selection RFQ = Request for Quotation - Open Source vs Proprietary Ex: Firefox Browser vs Apple products - In-house capabilities & processes Outsourced capabilities - In-house support IT, dev team, etc. - Integration into the organization

Alpha Testing

(Internal Acceptance Testing): performed by members of the organization that developed the software but who are not directly involved in the project

Beta Testing

(User Acceptance Testing): Performed by the end users of the software. They can be the customers themselves or the clients' customers. Not all users / customers are selected for Beta Testing - usually a small group(s).

Risk response (negative): mitigate

* never ignore a risk mitigate: Invest in reducing the probability and or the impact of the risk being realized ex: Locking and arming your car so that you reduce the likelihood of car theft

Virtualization

- Allows for operation of multiple operating systems running on one physical machine - Virtual Machines (VM) - Depending on the RAM and processor of the physical machine, two VMs can be on one host, or two hundred VMs can be on one host

Turnover

- Customer sign off - Serves as a formal delivery of the solution - Includes: summary of what is being provided and formal customer acceptance - Who to turnover to? Your client - Internal copy within the Program Management Office Assess the project (lessons learned) - Analyze what was done well - Discover what project activities need improvement in the future Project Team Review - Team reflections - Focus on improvement not penalties - Team leader summarizes and distributes lessons learned System review - Operations vs Expected behavior

How will tests be conducted?

- Different types of test - test methods

Business Preparation - Migration Styles

- Direct migration: the new system instantly replaces the old - parallel migration: for a time both old and new systems are used. The old is abandoned when the new is proven fully capable

IT Architecture Design Purpose

- Documentation for organization's technology infrastructure layout & components - Allows the IT team to see how the different technologies are laid out. Where they are, what they are, and how they are all connected for the organization

Turnover Documentation

- Gather all documentation needed to keep your solution operation should a catastrophic error occur - This is your legacy - What to be included: - HW/SW/ environment - Design documents - Source code / customization - vendor documents & training manuals - Points of contact

Elicitation methods: Document Analysis Strengths and Weaknesses

- Gather, read through, and analyze current documents in the org - Policy, procedures, guidelines, standards, org charts, etc. Strengths: - can be very detailed - can allow you to understand the environment better - document analysis usually done first to fill any gaps, answer questions, and resolve concerns Weaknesses: - time consuming - can be undetailed, unorganized, incomplete - maybe out of date

risk response (positive): Share (instead of transfer)

- Great opportunity may exist, but going in alone may not yield as much of the benefit; so things like partnerships can provide mutual benefits on the opportunity - Examples You can potentially win a $500M contract if your company had additional cyber capabilities. So your company teams up with a cyber company in a contractual partnership to bid the $500M.

IT Architecture Design Specifications

- Hardware - Software (versioning) - Speed - Capacity - Storage - what kind of storage - Security - type of encryption being used - Portability - how easy is it to move the device? - Reliability - Maintainability - Customization

Type 1 Hypervisor

- Hardware Hypervisor - VMware ESXi and Citrix XenServer

Integration Testing

- Individual components are combined (integrated) and tested as a group. - Purpose is to expose faults in the interaction between the connections of the components

risk response (negative): Transfer

- It is more cost effective to share the risk with a third party - Examples Insurance - car, home, rental, etc.

Contingency Plan / Plan B / Backup Plan

- Making the new processes and culture the new norm through policies, practices, and repetition - Technical glitches may occur during the transition - Is the old system still available? - If not, how do we keep the business running? - Can manual procedures be used for a short time? - Be prepared for the worse-case scenario - Think about the consequences of being unable to operate normally - lost sales, unhappy customers, could you stay afloat?

risk response (positive): Enhance (instead of mitigate)

- Strategize ways to increase the probability of the risk/opportunity - Examples Your company has a contract with the TSA dealing with security checkpoints. With the COVID-19 pandemic, there is discussion between TSA and your company's leadership to roll out thermal imagery and health screenings to detect potential health risks. This is to grow the current business within TSA for your company.

By the end of the quantification effort, must be able to convey a message to the executives:

- The AS-IS process is slow/inefficient/expired and needs to change before it gets worse (case for change) - The TO-Be process is faster/more efficient/cheaper and will better the business, and possibly provide improvements to other processes

risk response (negative): Avoid

- The cost of dealing with the risk is too high, so we abandon the effort, and choose a different path - Different than ignoring risk - Examples Backing out of a project due to lack stability with a Prime Contractor

risk response (negative): accept

- The cost of mitigating the risk is greater than if the risk is realized - Different than ignoring the risk ex: Driving a car even though you could get into an accident... and get injured or die

Transition / Deployment Plan

- Transitioning from one system to another involves changing the culture norms and habits - old system to a new system - generally referred to as a Migration - Unfreeze --> reform --> refreeze

Cloud Computing

- Using, storing data, processing data, etc. on somebody else's computer - Cloud is a Datacenter in various locations - Don't necessarily know where that computer is located

Storyboard

- Walkthrough - Layout - Content - Aesthetics - Usage level - Consistency - Minimized user effort

Acquisition / Development Questions

- Who will be building or buying, and then integrating the system? --> application programmers, web designers, analysts, DB developers, network engineers, procurement specialists, etc. - What needs to be bought or developed - features & deliverables - When will certain components' acq/dev be started and completed? ---> lead time, slack, duration - timeline noted in Gantt chart - Where will development take place? offsite or onsite - where will procurements be sourced and delivered - How - agile / waterfall - programming language and teams - vendor selection - Why --> buy vs build & importance of plan

Business Preparation - Migration modules

- Whole system migration: all modules migrated in one step - Modular migration: when modules are loosely associated, they can be migrated one at a time

Wide area network (WAN)

- a network that spans a large geographical area - two or more LANs connected together will make a WAN - a company network, the university's network, the Internet

local area network (LAN)

- a network that spans a small geographical area - floor of a building, or your house

System Documentation

- allows software developers to remember/understand how the system works - usually for troubleshooting, maintaining, and upgrading later

Elicitation methods: Surveys and Questionnaires: Strengths and Weaknesses

- allows you to send out questions to larger audience - respondents complete on their own time - questions can be closed-ended (fixed-format) or open-ended (free-format) Strengths: - inexpensive and anonymous - quick and easy for respondents - analyze and view large amounts of data quickly Weaknesses: - response rate may be low or duplicated - incomplete questions - can't be as specific or detailed as interviews - hard to tailor questions to individuals

Training Plan

- conduct training to show all affected users how they perform their part of the system/solution and - how the new system/solution fits into their existing processes - Conducting good training is the key to the solution being adopted and accepted - New systems usually require new skills; train current employees up on those new skills

Locations

- datacenter - offices - field employees - telework employees - traveling employees

Reliability Testing

- defined as the probability of failure-free software operation (does its intended purpose) for a specified period of time in a particular environment.

Software Testing

- determines if the software operates as intended, focuses on how the code is written, if it's efficient, if there's a security vulnerability, etc.

Security Testing

- determines if the system/software has the proper mitigation controls so that users (legitimate or illegitimate) do not perform operations (intentional or unintentional) that violates confidentiality, integrity, and/or availability of that system/software and the data that resides

Stress Testing

- determines the system on its robustness and error handling under extremely heavy load conditions - It can be used to determine the limit at which the system/software breaks. - Sometimes called Endurance Testing. - ex: Tesla vehicle roofs and solar roofs

Usability Testing & its key metrics

- determining if the representative users can perform tasks that are required of the system/software. - Key metrics here include: Duration of tasks, completion of tasks, ease of use, and at times - satisfaction of use

Performance Testing

- determining the speed, responsiveness, capacity, and stability of a system/software when in operation. - Many times, used to find bottlenecks, lags, and other efficiency issues within a system - Metrics here include throughput (data that can be processed, memory, response time (or latency), bandwidth (volume of data being moved), etc.

Who are the participants in the testing

- developers, customer groups, employee groups, etc

Regression Testing

- done to verify that a change in the system/software (whether it is updated code or a new component) does not impact the existing functionality of the product. - Ensures the product continues to work as intended with new functionality, bug fixes, security patches, or other changes in the existing feature.

Guided/Wired Connections

- ethernet - coaxial - fiber

Business risks

- financial risks: budgeting and funding related - time risks: schedule related - people risks: staff, partners, customers, etc. - resource risks: materials and technology availability, capability, and applicability related - Business Cultural Risks: Acceptance by the organization related - Sustainment Risks: Related to the operation and maintenance of the new solution and process

Unit Testing

- individual components of software/system are tested. - Purpose is to validate each component (unit) performs as designed - Unit is the smallest testable part of any system/software

Migrations - technical activities

- installing / upgrading new hardware and software - converting data

Agile Management Methodology

- iterative in nature - emphasizes getting product/solution in the hands of clients quickly - promotes client interaction for feedback and requirement updates - multiple cycles of plan, create, review, and release - Strengths: handles requirements changes very well. Encourages failure. Users get a prototype quickly and consistently. allows for immediate feedback. - Weaknesses: fail quickly. Process learning curve may slow down the project. Hard to know budget up front. - Good for projects like software projects, projects with unclear requirements or always changing, projects where working components are needed throughout the project

Where will the testing location be conducted?

- onsite vs remote - corporate site vs customer/gov site

Cloud Deployment models

- private cloud - public cloud - hybrid cloud - community cloud

Retesting

- procedure for reporting bugs to developers - plan to retest after bug fixes - identify who to perform retest - how long should you retest - what's the criteria for declaring "system ready"

Project Management Areas

- scope - schedule - cost - quality - risk - communications - human resources - procurement - stakeholders - project manager plays the role of integrator for these areas

Elicitation methods: Interviews: Strengths and Weaknesses

- select individuals/ groups - categorize: execs, supervisors, clients, users, etc. - prepare and don't waste time - take notes during and after - send a summary after (optional) Strengths: - interviewee can respond in open format - interviewer can ask for clarification and note interviewee's body language - questions can be adapted for each person Weaknesses: - very time consuming - unstructured data - location and time may be an issue - interviewee and interviewer may not be comfortable

Process Modeling

- takes into consideration more than just how the data is stored and how it flows from I / O - considers users, customers, decision makers, tech involved, etc - can use flowchart to model

Testing methods: white box

- testing method in which the internal structure, design, and implementation of the system/software being tested is known to the tester. - May also be referred to as Clear Box, Open Box, Glass Box, or Transparent Box Testing

Testing methods: black box

- testing method in which the internal structure, design, and implementation of the system/software being tested is not known to the tester. - May also be referred to as Behavioral Testing.

Acceptance Testing

- the fully integrated system/software is tested for approval by users and the business. - Purpose is to evaluate the system/software's compliance with the business requirements and assess whether it has met the criteria for delivery.

Migrations - organizational activities

- training users on the new systems (and a lot of times the differences) - motivating employees to use the new system because it's great

Elicitation methods: Observations Strengths and Weaknesses

- watch users perform activities to learn about current process / system - good to utilize when problems may be hard to identify or explain - actions documented can be much different from actions in live environment Strengths: - can see exactly step-by-step activities - gathered data is reliable and first-hand - inexpensive Weaknesses: - users may act differently when they know they're being observed - scheduling can be an issue - observers' interpretation may be wrong

System Testing

- when all components have been combined and then tested as a whole. - Purpose is to evaluate the software/system's compliance with the specified technical requirements

Manual Software testing

-Code reviews - develop and a teammate review line by line

12 steps in Proposal creating

1. Business challenge 2. Current business process 3. Current business process' negative impact 4. Business requirements for improvement 5. Solution acceptance criteria 6. Business process' update due to the potential solution 7. Choosing the right solution for the business and it's challenges 8. Potential solution's positive impact on the business 9. Integration of the potential solution (User interface) 10. Look and feel of the potential solution (user interface) 11. Implementation plans and scheduling of the potential solution 12. Implementation risks and risk responses of the potential solution

5 characteristics of CC

1. On demand self service 2. broad network access 3. rapid elasticity 4. resource pooling 5. measured service

Compelling case for change is a combination of what 5 things

1. this is the business challenge (AS-IS process) 2. this is a challenge because of... (AS-IS quantification) 3. This is how we can solve the challenge (TO-BE process) 4. This is the technical solution we recommend to solve the challenge (proposed technical solutions) 5. The TO-BE solution will address the business challenge(s) and enhance the business by with these estimated benefits (TO-BE quantification)

AS-IS Quantification Steps

1. understand the client's business environment - client's customers, internal processes, mission goals 2. Determine and quantify the AS-IS (current) process - Define a quantification methodology - Ensure accuracy of the measures given by client - Measure and verify everything - Assume nothing from the client without verifying and measuring yourself 3. Determine a case for change and quantify an estimated TO-BE (new/better) process 4. Receive approval; then design, develop, implement (and test) the TO-Be process 5. Determine and quantify the impact (hopefully positive) of the new TO-BE process 6. Compare AS-IS with TO-BE and see if there is a positive change

Data Modeling

A formal way of representing the data that are used and created by a business system - Includes data being imputed by users and output being put out - Shows the people, places, and things about which data is captured and the relationships among them Data model captures who created a specific record in a database: - Who modified the record - What location of the user who submitted the record - What time was the record submitted - Primary and foreign keys

Business Process Automation (BPA)

Taking manual tasks/paper-based systems and processes and using technology to make them more electronically efficient (easiest way)

Implementation MGMT Responsibilities - HR and comms

Be careful about hiring cheap personnel to accomplish tasks - More people does not always mean quicker delivery or better results - Communications becomes more difficult as more people become part of the team

Flow Chart Best Practices

Boxes: Represent a Noun like Patient, Customer, Database, etc. OR a Process like Submit Report Lines: Represent Data Flow to get from one noun/process to the next Diamonds: Represent Decision Points Circler Boxes: Represent Starting & Ending Points You can also use images Keep it simple: No sentences / Paragraphs

Building a product/solution: Pros and Cons

Build Pros: - Custom to your organization's needs - Your engineers will know the ins and outs of the solutions - Can turn into a sellable product Build Cons: - Expensive and time consuming (RDT&E) - r&d, test, and evaluation efforts - Internal support may be lacking (organization needs to be able to support it) - Build engineers leave in the future, new engineers must be able to pick up where they left off - Can you integrate with other COTS products? - Customization - Security Example of buying and customizing software: MS Sharepoint

Buying a product/solution: Pros and Cons

Buy Pros: - Don't have to invest R&D dollars to building (usually cheaper to buy) - Commercial off the shelf (COTS) products are generally supported for an annual fee - Matured solution - has been on the market for a while - Continually improve over time - constant updates - Faster acquisition time Buy Cons: - $$$ if not many competing products - Reliant on the COTS vendor - Integration into your organization can be expensive and difficult - May not work as advertised

Technical Feasibility

Can we build or buy this solution? Can it be integrated into the organization? Can the organization operate and maintain the integrated solution following its implementation?

Economic Feasibility

Compares the cost of leaving everything the way it is, including current revenues, expenses and profit, versus investing in a potential solution that can either increase revenue or decrease expenses. - Should we do this? Do we have the money to do this? Positive return on investment? How much profit will be made?

3 components and 1 challenging case for change

Component 1: TO-BE Process Modeling - "What does this TO-BE process look like and how will it be better than the AS-IS process in terms of efficiency, revenue generation, decreasing expenses, increasing profit margins, etc.?" Component 2: Proposed Technical Solutions - Minimum three different technical solutions that can be integrated to implement the TO-BE process Component 3: TO-Be Process Quantification - Estimates of the client/organization's revenue, expense, and profit estimates once the TO-BE process is implemented with the recommended proposed technical solution The compelling case for change: - five sentence (roughly) summary: one sentence from AS-IS Process, one from AS-IS quantification, and one from each process improvement solutioning's component

You should ignore resistant adopters because their opinion does not matter.

False. Some of their reasons for resisting may be valid and should be addressed. - don't spend too much time trying to flip resistant adopters

Acquisition / development plan

Focuses on the "who, what, when, where, how and why" of the team in the procurement, building, customization and integration of the To-Be solution into the system

Types of Requirements - High level to detailed

High level: Business requirements middle: user requirements Detailed: System requirements

Risk response

How can we reduce the probability and or impact of the risk

Feasibility Analysis

How successful and beneficial this proposed project will be to the org. - "Planning the SDLC execution" - changes proposals - impact new changes have on the process - how the team will implement the improvement project

Why do the testing?

Importance of the plan - the reasoning for each type of test and test method chosen

User interface

Interaction medium between the users and the system - intuitive

Waterfall Management Methodology - Define, Strengths and Weaknesses

Linear in nature, move through SDLC phases sequentially, doesn't build in re-design, or handling of requirement changes well. Can't go back to previous step and change something. Client doesn't interact with product until very end. - Strengths: very clear requirements, no moving targets bc requirements are set, easier to budget; good for short term and concise projects (construction). - Weaknesses: changes can't be implemented cheaply, product isn't seen/touched until near the end, limits client interaction and feedback

Planning

Phase 1 of SDLC - an outline for the rest of your project.

Analysis

Phase 2 of SDLC

Design

Phase 3 of SDLC: show how a new proposed solution will fit in the org. and how it will impact all of its users.

Implementation

Phase 4 of SDLC: bring the designed system out; need to plan out how the implementation phase will look and be executed if proposal is accepted

Maintenance & Operations

Phase 5 of SDLC: - Operations: keeping system operational and available -Maintenance: backing up system, updating patches, installing security features to it, rebooting system -Upgrades: small, large, short and long upgrades to systems and go through SDLC all over -Disposal: end the system's life; shut down and throw out system when deemed no longer useful. Secure and proper disposal processes in place.

Resistance to change - potential adopters

Potential adopters generally are: - 20-30% Ready adopters - ready to adopt new solutions - 20-30% Resistant adopters - won't adopt new solution - 40-60% Reluctant adopters - hesitant to adopt new solution

Project Proposal, Project Sponsor, Committee

Proposal: used to show the feasibility and benefits of investing in and undertaking a project. - Implemented because of a business need. - Covers problem identified, impact of problem, problem quantified, potential solution, impact of potential solution, quantified estimated benefits of potential solution, design, implementation, & risks. -Project sponsor: supports and funds the project -Committee: may be required to approve project as well

TO-BE Process

Proposed process that will replace or update the current AS-IS process - Should provide better efficiency, cost savings, or increased revenue generation, compared to the AS-IS process - The project proposal should be focused on how and why the organization should change the AS-IS process that they are currently using to the suggested TO-BE process - Need to be established first before quantifying

Pros and Cons of CC

Pros: - cheaper - IT infrastructure and staff - maintenance - scalability / elasticity - focus on the core business - security Cons: - Data location and privacy - third - party /supply chain (contracts) - support of legacy tech needs - cloud lock-in - lack of IT skills in-house - the bill - security

Post Implementation

Provide short-term support - Assistance in using the system Operations and Maintenance Teams (long-term support) - Repair or fix discovered bugs or errors - Add minor enhancements to provide added value - Types of System Support

Unguided/Wireless connections

Radio waves, microwaves, infrared, cell towers

Requirements Analysis

Stage 1 of Analysis: begin to analyze previously gathered requirements from the planning phase to find patterns, determine needs from wants, understand business processes and user activities, etc.

Architecture

Stage 1 of Design phase: assess current system's position in the org's IT infrastructure. Identify necessary steps for integrating and implementing the improved or new technical solution.

Development/Acquisition

Stage 1 of Implementation phase: development - building out solution. Acquisition - buying a product/solution, aka procurement activities; or buy and customize COTS

Process Modeling and Use Cases

Stage 2 of Analysis: map out the flow of data, activities and users to see the big picture, along with interactions and decision points

User Interface

Stage 2 of Design phase: figure out how the new potential solution is going to look from different users perspectives; etc. employees, clients, admin managers, system users.

Testing

Stage 2 of Implementation phase: proposal must show how implementation team plans to check if system works as intended. Must justify which test to perform and why

Quantification

Stage 3 of Analysis phase: need to determine the negative value impact of the current process, along with the value our potential solution is expected to return company in terms of time and money. Ex: revenue, expenses, profit

Administration Interface

Stage 3 of Design phase: tie user interfaces to specific use cases. - illustrate user walkthroughs within the proposed business process

Training

Stage 3 of Implementation phase: new solution needs to come up with a training plan so affected users are taught how to use a new or upgraded system prior to and during the system's rollout to live production environment

Budget

Stage 3 of Planning: How much money you will have to execute your project

Process Improvement

Stage 4 of Analysis: Improve the process by aligning it with existing resources. Consider the organization's current needs and preferences. Demonstrate enhancements based on a thorough understanding of resources and desired outcomes

Use Case walkthrough - Example

Stage 4 of Design phase: Patriot Web - registering for classes/withdraw from classes

Transition

Stage 4 of Implementation phase: know how to phase in the new solution and phase out the old

Schedule

Stage 4 of Planning: How long to complete a project and when will each deliverable be delivered to client

Requirements IV & V and Determination

Stage 5 of Analysis: based on proposed improvements, then independently verify and validate that those improvements meet business requirements

Improvement

Stage 5 of Design phase: based on improvement designs, show how business process can be improved, how it impacts IT infrastructure, and the positive impact of user experience

Observation

Stage 5 of Implementation: Observe how new system operates; see if system is performing as planned and tested. If not, troubleshooting is needed.

Requirements Gathering

Stage 5 of Planning: go to clients to determine client needs. These requirements help create project scope, and will need to be updated as new information is given

Risk & Response

Stage 6 of Analysis: Analyze and determine the risks that are present and the appropriate response for each of the identified risk. Risk activities are present and should be occuring at ALL phases of SDLC

Feasibility Determination

Stage 7 of Analysis: determine if it is worth it for the team to go forward into the design phase. If not, then stop effort and document why it has stopped, and no proposal is made. Often times, analysis activities need to be performed many times over. Analysis and Design usually go hand-in-hand.

Third party solutions

integrated into your network physically - data may not be stored/processed at your location

SDLC & its phases

System Development Life Cycle: PADIMO - Planning - Analysis - Design - Implementation - Maintenance & Operations

AS - IS Process

The way the process functions right now before any intervention or redesign Defining the AS-IS process: Show a flow chart - Individual steps - What tasks performed - What are inputs/outputs - Who performs each - How long does the task take to perform - Where are decisions made - Who makes the decisions

Wireless Access Points (WAP)

These allow you to connect to WiFi networks so that you can access the Internet

Training questions

Who - affected users/groups that need it - customers vs employees vs trainers vs managers vs admin vs support What - components, activities, tasks, technical, etc - new features and the changes When - certain users will be trained first - timeline noted in Gantt chart Where - location - online vs in-person How - training materials - methods --> scheduled vs on demand, hands on vs lecture, etc. Why --> importance of the plan

Transition / Deployment Questions

Who: will be affected by the transition - will perform the transition What: will be part of the transition When: will this happen - reflected in the Gantt chart Where: will this happen - locations affected How: transitions and migration strategies Why: importance of the plan - reasoning of certain proposed transition strategies

Organizational Feasibility

Will it be used?

Routers

a device that connects other devices to each other and allows for data transmission. Used for WAN transmission - need a router to communicate to the Internet - If data needs to go out to the Internet, it will go through the switch, then to the router, and finally out to the Internet

Switches

a device that connects other devices to each other and allows for data transmission. used for LAN transmission - switches operate like a router, except they cannot communicate to the Internet

Extranet

a network using Internet tech to share information between organizations - open only to those invited users outside the org

Intranet

a network using Internet technologies to share information within an organization - company info, shared company documents, company specific items - commonly referred to as an organization's internal network

Secondary risk

a new risk that is introduced as a result of a risk response

Validation

ensuring input is in the format we want and conforms to our rules. Rejects if it doesn't

Slack

extra time built into the schedule to account for any unforeseen circumstances

Firewalls

filters traffic going in and out of a network - can utilize Virtual Private network (VPN) features

Compelling Case for Change

final statement and reasoning on why the project needs to be funded and approved

Input

from the user, customer, decision makers, employees, etc.

Vulnerabilities

gaps or openings that allow threats to act on those assets and cause harm (laptop with no antivirus software)

Business Process Reengineering (BPR)

hardest to convince consecutive mgmt to approve. - throw away the old process and build a new one - many times, used to get rid of legacy processes, technologies, and people - higher project investment costs & higher impact on the org's business culture

External forces

laws, industry standards, partners, nature, etc.

Risk register

lists all of identified risks for monitoring - descriptions of risks - each risk impact to project or organization - how we are responding to the risk - level of concern for each risk

Unfreeze

loosening the current habits and culture of the current business users - AS-IS process is what we want to unfreeze

Refreeze

making the new processes and culture the new norm through policies, practices, and repetition - TO-BE process is what we will want to refreeze

Business Process Management (BPM)

methodology used to continuously monitor and improve end-to-end business processes - internal or cross-departmental - increase efficiency in hopes to save time and money

Managerial Funds

money that can be used to address unforeseen issues

Navigation

moving from one location to the next - logical layout

Why is conducting a cost/benefit analysis important?

necessary to determine which risks are worth taking

Proposed Technical Solution, best practice?

ways to show and describe your proposed technical solutions to your client - best practice: have 3 proposed technical solutions to show that can be implemented in the TO-BE process

Identifying Improvements

➢ Characteristics of processes that can be improved: - Inefficient, time consuming - Repeatable and predictable - Prone to errors, high rate of errors - Simple decision structure - Collection, processing, and presenting data - Handling large volumes of data/information - Older technology or technology silos

Project Proposal Scheduling

➢ Different than your project management Gantt chart - Project has not been approved yet - Not a WBS style Gantt chart - Showing the executives what the high-level plan is from beginning to end (estimate) ➢We show no sub-tasks or specific dates... because we don't know them ➢ No real resources tied to each activity

High level Gantt chart

➢ Timeline: use ranges ➢ Swim lanes: phases or large efforts - Planning & Requirements - Procurement - Design & Development - Testing - Training - Transition ➢ Only include what you need for your project, and what is in your proposal ➢ Include high level activities ➢ Can add milestones - Indicates important dates or goals on the Gantt chart (diamond or triangle)