mis draft assignment

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EXECUTIVE SUMMARY The diagram below represent the life cycle for the development of an information system.

Feasibility Study Phase 1 Maintenance - Phase 7 Systems Analysis Phase 2

Implement ation Phase 6

Software Development Life Cycle

Systems Design Phase 3

Testing Phase 5

Developme nt (Coding) Phase 4



Information systems are there to support the operational and managerial decision making needs of an organization. Before we delve into that, I would just like to briefly explain the three major classes of information systems: 1. Formal information systems: these systems are designed to assist us in achieving our company goals. organization. They are based on the management and information levels in an

This Pyramid structure depicts the types of systems that are applicable at their respectable hierarchical level.

Decision Support System (DSS) Management Information System (MIS) Data Processing System (DPS)2. Informal information systems: these systems are designed to provide information to the employees of an organization for solving their work-related problems. 3. Computer-based information systems (CBIS): the computer is the central element of most of the present day formal and informal information systems. So almost all DSS, MIS and DPS applications are computer based. Systems analysis and design involves the analysis, design and implementation of CBIS.



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INTRODUCTION TO THE BOARD In the executive summary Ive pointed out the phases that the development of a system will likely follow. But in this report we would like to draw your attention to the specific phases which are most crucial. Hence the Systems analysis, design, development, implementation and maintenance phases will be discussed. We will walk you through the process pointing out the drawbacks of our current system, then we will suggest recommendations and we will support those recommendations with advantages. Basically this whole exercise is to assist Cool-Care in achieving its goals, growing and maintaining a good position in the market and developing ourselves into a well orientated and developed organization. Hopefully the systems that we project today will enlighten you on what we need to do. We will not go into depth with discussing each aspect, but we have included an appendix which explains and goes into more detail should one require to do so. Background of Cool-care manufacturers Cool Care Manufacturers was established in May 1997 is almost thirteen years in existence. Cool Care manufactures compressors which are used in motor vehicle air-conditioning units. We are based in the capital of Botswana, being Gaborone. The industry that we operate in is not that big in Botswana, hence the competition is minimal. We do, however, deal with International companies some of which are Nissan, Toyota, Mazda, Daewoo, Suzuki and Hyundai. Mr. Michael Tabengwa provides employment to 412 people, which are headed by 4 Departments, out of which there are 34 managers. Therefore, managers head about 12 people. Our business process consists of 4 departments, viz.; Human Resources, Operations, Sales and Finance. The existing system a critical analysis and evaluation Dealing with these companies has given us exposure to the extent that we are able to know and meet the demands and requirements of these clients. From this information we know that CoolCare manufacturers are a medium sized enterprise. There are about 113 personal computers which imply that not all employees have access to computers, which in some light maybe acceptable up to the point where obviously we have physical labourers who perform the physical job of manufacturing and putting the compressors together. The operating system that we are currently utilizing is Pastel Accounting Software on Microsoft Windows XP. We also do not4

have a current website, nor do our employees have access to the internet or intranet. Our filing systems are currently manual. We shall focus on those aspects that we feel should be addressed which are giving us challenges in our organization. Our first challenge would be the strategic business challenge that Cool Care faces. We must admit that our organization is not digitally equipped. We are in existence for thirteen years and we have not yet adapted and modified our systems to modern day technology. For us, here at Cool Care, this is challenging in the way that we do not have that competitive edge, we are digitally backward regarding the information systems that we are currently using, and we have not made use of the internet as yet. In order for us to combat this challenge in particular we need to firstly upgrade our information system. Secondly, the globalization challenge that Cool Care faces is that we require a business process that will integrate all the functions in our organization. We will aim to manufacture the best product at the lowest price so that our clients dont go elsewhere. In brief our business process is not complicated and it shouldnt be complicated, but our business process is not complete. The departments that we do have in operation are: Human Resources, Operations, Sales and Finance. These are our functional areas and our aim of this project is to increase the efficiency of our existing process by working smart and automating them. introducing an enhanced information system. Thirdly, the information architecture and infrastructure challenge will be discussed in Part A and Part B respectfully. We currently have a Peer to Peer system and it has been proven that although there is no theoretical limit to the size of this type of network, performance drops significantly and security becomes a major headache We aim to accomplish this by


Part A Feasibility study theory part A System analysis The feasibility study and system investigation forms part of the 2nd stage of the life cycle of a system. In order to establish the feasibility of a future technical system, it will be necessary for the analyst to investigate the current system and its work practices. In this way it would become clear to us about what functions are expected from the new system. The main purpose of the system investigation is to establish the feasibility of introducing a new computer system. This will give us a brief overview about the likely costs and benefits of the proposed system. The feasibility of the project must be done with minimum amount of expenditure, but then again by having less time spent on the feasibility study one may not have the true reflection or the most accurate assessment of the study. However, analysts recommend that there rather be an extensive feasibility study in more unusual and innovative projects. Since analysts are more familiar with projects such as the computerization of standard accounting systems, the feasibility study will be reasonably quickly and accurate. The objectives of a feasibility study are: To identify the deficiencies of the current system To determine objectives of the proposed system To acquire a sense of scope of the system To identify the responsible users To determine whether it is feasible to develop the new system

The cost/benefit analysis (see appendix A) This is the major activity of the feasibility study for determining the economic feasibility of the project. The project leader has confirmed that the costs include those of purchasing hardware, system software, stationery, and so forth. We also note that costs are classified as either tangible or intangible. Tangible costs would include equipment costs, material costs, personnel costs,6

facility costs, operating costs and perhaps travelling and consultancy costs. Intangible costs include costs of breakdown of online system, and problems faced by employees during implementation of the new system. If the whole project is dropped at this stage, there will have been very little cost to date, which would be classified as sunk cost. See diagram below.

1 0.9 0.8 0.7 0.6 0.5 0.4 0.3 0.2 0.1 0 1 2 3 4 5 Accumulated Cost Cost of Stage




Key to Table 1. Determination of scope and objectives 2. Systems investigation and feasibility 3. Systems analysis 4. Systems design 5. 6. 7. 8. Detailed design Implementation Changeover Evaluation and maintenance

Part B The IT Infrastructure designing and development The following is a list of Software Requirements Specification documents Functional requirements Performance requirements External interface requirements7

Design constraints This not only involves the hardware and software components, but it also includes the services. The following is a list of services that are needed to computing hardware and software: Computing services: provide platforms that ensure a coherent digital environment Telecommunications services: determine appropriate data voice, and video that connect employees, customers and suppliers Data management services: not just store, but manage massive amounts of corporate data and make it available for users to analyze Application software services: enterprise resource planning, customer relationship management, supply chain management and knowledge management systems Physical facilities management services: physical installation of computing, telecommunications, and data management services IT management services: plan and develop infrastructures, coordinate IT services among business units, acco