Exam question

EXAM QUESTION

• The survival of a large organization depends upon the access to high-quality information. Discuss this statement, providing relevant examples where necessary.

            Access to high-quality information is vital for large organizations to survive in today’s Information Technology-based market competition. Having access to high-quality information can be used to support the business activities and support decision making of an organization and its business partners. Access and proper management of high-quality information is a key organizational asset for an organization. Examples of high quality information includes: a bank statement; a sales forecast; a telephone directory; or graphs of trends in visitor numbers to a web site, etc. which can help an organization in managerial decision making by reducing uncertainty.

• End user application development poses a new set of management problems in companies that adopt this approach. Identify the nature of these problems and suggest measures to over come them.

            End user application development is a new application development methodology used by companies due to the development time it has, and the increased in productivity in using 4th generation tools. Although, such methodology has some drawback such as: relative inefficiency; slow transaction processing; may degrade performance; and management problems like: Insufficient review/analysis, lack of standards and control, proliferation of private information systems and data or uncontrolled data. In order to eliminate, if not, to mitigate these draw back, it is important for a company to established an Information Center (special facility within organization) to manage and control data access, and to provide training and support for end users computing to have a sufficient review and analysis of the application and ensure it’s efficiency. End user computing is widely used because of the management benefit it provides such as: Improved requirements determination; increased user involvement & satisfaction; and reduced application backlog.

• Information gathering is an extremely important part of the system analysis process. Described three of the approaches you can use to gather information.

            Information is the foundation of business strategy. Information gathering is integral for any company. Among the information gathering approaches that are used to make sure the information is comprehensive and sound are:

·         Review and analyze internal client databases

·         Search external information sources, formally and informally

·         Conduct Internet search for information

·         Plan and implement proprietary, custom research

o    Focus groups

o    Telephone interviews

o    One-on-one interviews

o    Mail surveys

o    Internet surveys

o    Email surveys

o    Automated telephone response surveys

o    Self-administered automated field surveys

• Compare and contrast the relative effectiveness of information flow diagrams, dataflow diagrams and entity relationship diagrams by a business analyst to demonstrate inefficiency in the company’s existing information management processes. Use examples to illustrate your answer.

            Flow chart, or flow diagram, is a graphical representation of a process or system that details the sequencing steps required in order to achieve an output. It is used to virtually document any type of business system and is concerned with one particular process or system. Beginning with the data input into the system and traces all the procedures needed to convert the input into its final form. It is an important tools used for improvement of processes. The graphical representation of a flow chart helps in identifying the different elements of a certain process and understands its interrelationship among other processes. Flow chart may be used to in data gathering, decision making, or performance evaluation. For example: a small advertising agency hopes to reduce the needed time in creating a print ad. Using flow chart to identify and eliminate unnecessary steps.

            Data Flow Diagram (DFD) is a graphical representation of the flow of data through an information system. it is commonly used for visualization of data processing. A context-DFD shows the interaction and relationship between the system and outside entities. Context-DFD can then be exploded to show and model the system in a more detailed approach. DFD diagram describes the data as it moves from one process to the next, including the locations where the data are placed in permanent storage.

            Entity Relationship Diagram (ERD) describes the attributes of entities and the relationship among them. An entity is a file in a table or database. ERD are created graphically, and software converts this graphical representation into SQL code required to create data structures in the database. An ERD doesn’t focus on single entities or single instances of relationship, but on entity and relationship set. Example: a particular song is an entity. The collection of all the songs in the database is an entity set.

• What is the degree of a relationship? Give an example of each of the relationship agrees that you know of.

            Degree of relationship refers to the number of entity types that participate in a relationship such as: Unary – relationship between two instances of one entity type. Example: one-to-one or one-to-many; Binary – relationship between the instances of two entity types; and Ternary – a simultaneous relationship among instances of three entity types.

• Discuss why some system developers believe that data model is one of the most important parts of the statement of Information System requirements.

            Data model is an abstract model describing data representation and use. It is used to define the required data for a system, and serves as the basis for database definition and creation. Data model is the logical data structure developed during logical database design which describes the structural properties that defines all the entities represented in a database and the relationship that exist among them such as data handling and management; making data model is an important requirement in information system.

• Which different types of validation need to occur on dividing input to system to ensure information quality?

            Validation ensures that the data entered by a user is sensible; the data entered is checked in accordance with set of rules. The computer’s software can validate data while it is being entered by the user; errors will be detected quickly and easily as the process is automated. There are various types of validation such as: Range Check – checks if the entered data lies within the specific range. For example: a percentage grade for an examination should have an input of number between 1 to 100; Presence Check – ensures that that is no blank fields when completing a record; Check Digit – A digit is added to the end of a set of numbers, which is determined by a formula by using all other previous number. For example: if the number entered was incorrect, the digit check will also be incorrect such as ISBN on books, bar codes, and account numbers; Data Type Check – check for the sequence of characters entered by the user. For example: a user account name may contain three letters followed by four numbers. The data type check ensures that the user entered the data type in sequence; and Character Count – ensures that the correct number of characters had been entered. For example: If the user failed to enter the specific number of characters a prompt will ask the user to enter more or fewer characters.

• Discuss the difference between a form and a report. What characteristics may perform or report good (bad) and effective (inefficient)?

            A form is the format of the report; it is the soft version of the report and contains all the data that will be visible in the report once it is printed. A report, on the other hand, is the result of a form that contains important information on a printable version. A good report contains all the important information that is interrelated. Reports should have the capability to be filtered according to user needs and preference. Filtering allows a report to be printed according to user preference; saving time and resources.

 

• How would you assess a system’s usability? How would you know when a system was usable?

            System usability should combine fitness of a system for its purpose, ease in usage and learning of users; making the system effective. System usability is the capability of a software product to be understood, learned, used and attractive to the user, when used under specified conditions. A system should be easily understood (understandability) – the capability of a software product to enable the user to understand whether the software is suitable for a particular task and conditions of use; learnability – the capability of a software product to enable the user to learn its application; and operability – the capability of a software product to enable the user to operate and control the software. System usability comprises the extent, to which a software product is used by specified group of users to achieve specified goals with effectiveness, efficiency, and satisfaction within the software’s specified context of used, where: effectiveness is measured by the accuracy and completeness of the software for users to achieved a specified goals; efficiency is measured by the resources expended in relation to the accuracy and completeness of the software; and satisfaction which is measured by freedom of users from discomfort, and the positive attitudes of users towards product use.

• Discuss the various ways that information can be highlighted on the computer display. Which methods are most effective? Some method is better than the others? If so, why and when?

            There are various ways on highlighting information on a computer screen. By using the mouse, a user can highlight a portion of text displayed on a computer screen. This method is effective in copying a portion or part of a text document. Another method of highlighting information, is using the CTRL and A key, this method can highlight the entire page of the display screen. This method is effective in copying a whole document and this method is fast and quick.

• Compare and contrast the different changeover methods when implementing a new information system. In your opinion, which is the most appropriate method?

            There are four different changeover methods namely: Phased Operation, Plot Operation, Direct Cutover, and Parallel Operation. Phased Operation allows system implementation in stages or modules; only part of the entire system is implemented at a time. This method is one of the least risky because implementation only takes effect in part, incase an error goes wrong with the new system, only that particular affected part is at risk; risk are limited. Cost is relatively moderate at this approach, because the new system is implemented in stages rather than all at once.

            Pilot Operation is a combination of the Parallel Operation and Direct Cutover Method. In this method, both the new and the existing system operate and simultaneously operating, but only on selected and specific location, called pilot site. Risk and cost, associated in this method are relatively less, because only one location runs both the system and the new system is only installed and implemented at pilot sites; reducing the risk of failure.

            Direct Cutover method is the quickest way to implement a new system; in this method the changeover from the old system to the new system occurs immediately; making the new system operational as fast as possible. This method is easy to manage, and may be easy to return to the old system if there are problems encountered using the new system. Cost, using this method is relatively low because only one system is being implemented, although risk is relatively high due to the lack of backup while implementing this method.

            Parallel Operation in this method both the new system and the old system will operate at the same time, for a specified period of time, in order to check the new system for complexities. Data is input in both system and the results are verified. This method is impractical if the systems are dissimilar or does not support each other. The cost using this method is relatively high, because both systems are operating requiring more man power in terms of management. But this, method has relatively low risk, because results can be verified and an option backup exist for each task.

            The best method to be use in system changeover would be Pilot Operation method due to the balanced low cost and risk associated in using this method.

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