Chapter No 13 Batch Management Information Systems. Management Information Systems. Compiled By: Muzammil Ahmad Khan and Kashif Shaikh

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Chapter 13 Compiled By: Muzammil Ahmad Khan Muhammad Kashif Shaikh HS-107 : Course Objectives: Upon successful completion of this course, the student will be able to:

1 Chapter 13 Compiled By: Muzammil Ahmad Khan Muhammad Kashif Shaikh HS-107 : Course Objectives: Upon successful completion of this course, the student will be able to: Understand the role of Information Systems (IS) in organizations. Understand how Information Systems (IS) can be used to create competitive advantages for businesses

2 HS-107 : Course Objectives: Understand the key elements associated with designing Information Systems (IS). Understand the key elements associated with planning and managing Information Systems (IS) HS-107 : Prerequisites: Familiarity with basic computer devices and terminologies

3 MIS Books Text Book 1. Management Information System, 8 th Edition By: James A. O' Brien, George Marakas Reference Books 1. Management Information System, 9th Edition By: Kenneth C. Laudon, Jane P. Laudon 2. Introduction to Information Systems: Supporting and Transforming Business By: Rainer, Turban, Potter, 1st Edition 13-5 Marks Distribution Mid Term 15 Assignment + Class Performance + Quiz + Presentation + Report 5 Semester Final Paper 80 Total Marks

4 Marks Distribution [ Sessional ] Class Test Assignment Class Presentation Project Total Points 10 Points 10 Points 15 Points 15 Points 50 Points Performance Bonus 10 Points 13-7 MIS Website

5 Course Instructors Muhammad Kashif Shaikh Assistant Professor, CED Room No: BS-04 Section A, B,E (Computer, Batch 2009) Muzammil Ahmad Khan Assistant Professor, CED Room No: BS-04 Section C, D (Computer, Batch 2009) 13-9 Project Comprehensive study of Information Systems of an Organization. Organization Overview Organizational Hierarchy Main business function of the organization Analysis of IT Department Role/Activities and Resources Illustration of Computer based Information System System Development Life Cycle Analysis of other business System Sales, Marketing, Supply Chain, Accounts, HR How IT interact with other business system? DFD of main business function and IS Gantt chart and PERT chart Identification of problems/weaknesses in the existing system Suggestions and Recommendations Conclusion

6 Course Outline Module 1: Chapter 1: Chapter 2: Module 2: Chapter 3: Chapter 4: Chapter 5: Chapter 6: Module 3: Chapter 7: Chapter 10: Introduction Foundations of IS in Business Competing with Information Technology Hard and Soft Aspect Computer Hardware Computer Software Data Resource Management Telecommunications and Networks E-Business Electronic Business Systems Decision Support Systems Course Outline Module 4: IT in Business Chapter 11: Developing Business/IT Strategies Chapter 12: Developing Business/IT Solutions Module 5: Special Topics Chapter 13: Special Topics in MIS - Flow Chart - Data Flow Diagram [ DFD ] - Gantt Chart - Pert Chart - System Development Life Cycle [ SDLC ]

7 Chapter 13 Special Topics in Compiled By: Muzammil Ahmad Khan & Muhammad Kashif Shaikh Learning Objectives 1. Flow Chart 2. Data Flow Diagram [ DFD ] 3. Gantt Chart 4. Pert Chart 5. System Development Life Cycle [SDLC ]

8 Project Management Skills How good are your project management skills? What about your time management skills? What is a Flow Chart A picture of any process Drawn with standard symbols representing different types of activities Different styles available: Deployment Process

9 Purpose of Flow Chart Defines the system being studied Gets agreement Identifies value added activities Identifies dead wood activities Documents changes to the process Symbols No Start/End Task Make a Decision Yes Conduct a Meeting Report Out End of Process

10 Start Flow Chart Example Read N1 Read N2 D = N1 N2 V = N1 / N2 Print D Print V Stop Flow Chart Example Start Read N Set counter = 1 Set Nfac = 1 Nfac = Nfac + counter Counter = counter counter< N 0 Print X2 Stop

11 Process Modeling Process Modeling involves graphically representing the functions, or processes that capture, manipulate, store and distribute data between a system and its environment and among system components Data Flow Diagram [ DFD ] A common and traditional form of process modeling technique Graphically illustrate movement of data between external entities and the processes and data stores within a system Graphically characterize data processes and flows in a business system how data flows through the organization the processes or transformation that the data undergoes what the outputs are

12 DFD VS Flow Chart DFD s are not as good as flowcharts to depict details of physical systems Flowcharts are not very useful for depicting purely logical information flows Four symbols are used to represent both physical and logical information systems Data Flow Diagram [ DFD ] Symbols Process Data store Source / Sink ( External Entity ) Data Flow DeMarco & Yourdon Symbols Gane & Sarson Symbols

13 Data Flow Diagram [ DFD ] Definitions and Symbols Two different standard sets of DFD symbols with each set consisting of four symbols that represent same things: data flow, data store, processes, sources/sinks (external) DeMarco and Yourdan Gane and Sarson DFD Symbols Detail 1. Data Flow Depicts data in motion and moving from one place to another in the system. Example: results of query of database, contents of printed report Data flow is data that move together

14 DFD Symbols Detail 2. Data Store Depicts data at rest May represent one of many different physical locations for data: File folder / Computer-based file / Notebook Might contain data about customers, students, customer orders DFD Symbols Detail 3. Process Depicts work or action performed on data so that they are transformed, stored or distributed

15 DFD Symbols Detail 4. Source / Sink [ External Entities ] Depicts the origin and/or destination of the data Sometimes referred to as an external entity so they are outside system and define boundaries of system Because they are external, many characteristics are not of interest to us Data must originate from outside a system from one or more sources and system must produce information to one or more sinks DFD Symbols Detail Data flow is shown as an arrow labeled with a meaningful name for data (all elements of data moving as part of one packet) in motion sales receipt, customer order. Data store is shown as rectangle without its right vertical side and left side has a small box used to number the data store and inside the main part of rectangle is a meaningful label student file. Source/Sink is shown as a square and has a name that states what external agent is customer, teller. Process is shown as a rectangle with rounded corners with a line dividing it into two parts upper part has the number of process and lower part has name of process

16 DFD Levels 1. Context Diagram The highest-level view of an organizational system that shows the system boundaries, external entities that interact with the system and the major information flows between the entities and the system All context diagrams have only one process labeled 0 No data stores appear on a context diagram DFD Levels 2. Level-0 Diagram A data flow diagram (DFD) that represents a system s major processes, data flows and data stores at a high level of detail Each process has a number that ends in

17 Context Diagram Context Diagram of Hoosier Burger s Food Ordering System Context Diagram Level 0 Level-0 DFD of Hoosier Burger s Food Ordering System

18 Data Flow Diagramming Rules Basic rules that apply to all DFDs Inputs to a process are always different than its outputs purpose of a process is to transform inputs to outputs Objects on a DFD always have a unique name In order to keep the diagram uncluttered, you can repeat data stores and sources/sinks on a diagram Process: A. No process can have only outputs ( we can t make data from nothing). Having only outputs means it must be a source. B. No process can have only inputs. Having only inputs means it must be a sink. C. A process has a verb phrase label Data Flow Diagramming Rules Data store: D. Data must be moved by a process and cannot move directly from one data store to another data store E. Data cannot move directly from an outside source to a data store. Data must be moved by a process that receives data from the source and places data into data store. F. Data cannot move directly to an outside sink from a data store. Data must be moved by a process. G. A data store has a noun phrase label Source/Sink: H. Data cannot move directly from source to sink and has to be moved by a process else data flow is not shown on the DFD. I. A source/sink has a noun phrase label

19 Data Flow Diagramming Rules Data flow: J. A data flow has only one direction of flow between symbols. It may flow in both directions between a process and a data store usually indicated by two separate arrows as this happens at separate times K. A fork in a data flow means that exactly the same data goes from a common location two or more different processes, data stores, or sources/sinks. L. A join in a data flow means that exactly the same data comes from any two or more different processes, data stores, or sources/sinks to a common location M. A data flow cannot go directly back to the same process it leaves. N. A data flow to a data store means update (delete or change) O. A data flow from a data store means retrieve or use. P. A data flow has a noun phrase label Data Flow Diagramming Rules Data Flow that Connects A process to another process A process to an external entity A process to a data store An external entity to another external entity An external entity to a data store A data store to another data store YES NO

20 DFD - Exercise Precision Tools sells a line of high-quality woodworking tools. When customers place orders on the company s Web site, the system checks to see if the items are in stock, issues a status message to the customer, and generates a shipping order to the warehouse, which fills the order. When the order is shipped, the customer is billed. The system also produces various reports. Draw a Context Diagram for the order system Draw DFD Diagram 0 for the order system Identify Entities, Process, Data Stores & Data Flow Entities Customer Warehouse Accounting Processes 1.0 Check Status 2.0 Issue Status Messages 3.0 Generate Shipping Order 4.0 Manage Accounts Receivable 5.0 Produce Reports Data Stores D1 Pending Orders D2 Accounts Receivable Data Flows Order In-Stock Request Order Data Status Data Status Message Shipping Order Order Data Invoice Shipping Confirmation Payment Accounting Data Accounts Receivable Data Order Data Inventory Reports

21 Context Diagram of Order System Context Diagram of Order System Level 0 of Order System Level 0 of Order System

22 Basics [ GANTT and PERT Chart ] Gantt and PERT charts are both CPM (Critical Path Method) tools to: Manage the tasks involved in big and complex projects Let project managers organise time, people, equipment and money Ensure the right people and equipment are in the right place and the right time Allow managers to monitor the progress of a project What is a GANTT Chart A visual representation of a project over time Used to schedule, coordinate, and allocate the resources needed to complete a project Shows start, end, and specific target dates called milestones

23 Benefits of GANTT Chart Efficiency Increase Project tracking Set deadlines Communication Increase Coordination Increase Provides motivation through scheduling Encourages creativity Features of GANTT Chart Easy to create Freehand Gantt charts Microsoft Excel Microsoft Project Smart Draw, Primavera, and other programs. Easy to modify and adjust Simple to understand

Disadvantages of GANTT Chart Activity descriptions often lack detail A lack of precedent and subsequent task relationships Does not allow for uncertain

24 Disadvantages of GANTT Chart Activity descriptions often lack detail A lack of precedent and subsequent task relationships Does not allow for uncertain situations such as late or early finish times How Can This Tool Be Used in Your Organization? Upcoming projects? Communication barriers? Time restraints?

25 GANTT Chart Sample GANTT Chart Fundamentals Separate tasks are listed in vertical rows Time spans horizontally along the top Each task is represented by a bar along the time horizon

26 GANTT Chart - Steps Step 1: List the task of the project GANTT Chart - Steps Step 2: Add Duration

GANTT Chart - Steps Step 3: Add dependencies (which tasks cannot start before another task finishes) 13-53 GANTT Chart - Rules The arrows indicate dependencies. Task 1 is a predecessor of task 2 i.e. task 2 cannot start before task 1 ends.

27 GANTT Chart - Steps Step 3: Add dependencies (which tasks cannot start before another task finishes) GANTT Chart - Rules The arrows indicate dependencies. Task 1 is a predecessor of task 2 i.e. task 2 cannot start before task 1 ends. Task 3 is dependent on task 2. Task 7 is dependent on two other tasks Electrics, plumbing and landscaping are concurrent tasks and can happen at the same time, so they overlap on the chart. All 3 can start after task 4 ends. Painting must wait for both electrics and plumbing to be finished. Task 9 has zero duration, and is a milestone

GANTT Chart - Steps Step 4: Find the Critical Path 13-55 GANTT Chart - Steps The critical path is the sequence of tasks from beginning to end that takes the longest time to complete.

28 GANTT Chart - Steps Step 4: Find the Critical Path GANTT Chart - Steps The critical path is the sequence of tasks from beginning to end that takes the longest time to complete. It is also the shortest possible time that the project can be finished in. Any task on the critical path is called a critical task. No critical task can have its duration changed without affecting the end date of the project

29 GANTT Chart - Steps The length of the critical path is the sum of the lengths of all critical tasks (the red tasks 1,2,3,4,5,7) which is = 10.5 days. In other words, the minimum amount of time required to get all tasks completed is 10.5 days The amount of time a task can be extended before it affects other tasks is called slack (or float). Task 6 can take an extra day and a half before it affects the project s end date, so each has 1.5 day s slack PERT Chart Program Evaluation and Review Technique This PERT chart follows the Activity on Arrow style. The tasks are shown by arrows. Task name are shown by letters, in this case. The circles are called nodes. The nodes indicate the start or end of tasks. Task durations are the shown by the numbers

30 PERT Chart Program Evaluation and Review Technique A network of nodes and arrows arrows --> activities nodes --> events Use to determine the critical path and slack time PERT Chart

31 PERT Chart Which task are on the Critical Path PERT Chart Possible Paths: A,B,C,E,I = = 13 days A,B,D,F,I = = 14 days A,G,H,I = = 12 days ANSWER: A, B, D, F, I This is because this is shortest time any of the tasks, included the tasks dependants, can be completed

32 Comparison of Gantt and PERT Charts Gantt Charts Useful for depicting simple projects or parts of large projects Show start and completion dates for individual tasks PERT Charts Show order of activities Comparison of Gantt and PERT Charts Gantt Chart PERT Chart Visually shows duration Visually shows dependencies of tasks between tasks Visually shows time Visually shows which tasks overlap between tasks can be done in parallel Visually shows slack Shows slack time by data in time rectangles HIPO Chart Hierarchical Input-Process-Output HIPO diagrams were developed by IBM in the 1970s (see [HIPO, 1974] and [Katzan, 1976]) and have been used by some systems analysts to present a high-level view of the functions performed by a system, as well as the decomposition of functions into sub-functions, and so on

33 HIPO Chart Strength Shows functional relationships Weaknesses Does not show non-functional requirements No checking mechanism, except for customer review HIPO Chart Example

34 HIPO Chart Example HIPO Chart Example

35 Warnier / ORR Diagram A Warnier / ORR Diagram (also known as a logical construction of a program/system) is a kind of hierarchical flowchart that allow the description of the organization of data and procedures. A Warnier / ORR Diagram is a style of diagram which is extremely useful for describing complex processes (e.g. computer programs, business processes, instructions) and objects (e.g. data structures, documents, parts explosions) Warnier / ORR Diagram Warnier / ORR Diagram show the processes and sequences in which they are performed. Each process is defined in a hierarchical manner i.e. it consists of sets of sub processes, that define it. At each level, the process is shown in bracket that groups its components. Since a process can have many different sub processes, Warnier / ORR Diagram uses a set of brackets to show each level of the system

36 Constructs in Warnier / ORR Diagram There are four basic constructs used on Warnier / ORR Diagram: 1. Hierarchy, 2. Sequence, 3. Repetition, and 4. Alternation Constructs in Warnier / ORR Diagram 1. Hierarchy Hierarchy is the most fundamental of all of the Warnier/Orr constructs. It is simply a nested group of sets and subsets shown as a set of nested brackets

37 Constructs in Warnier / ORR Diagram 1. Hierarchy Each bracket on the diagram (depending on how you represent it, the character is usually more like a brace "{" than a bracket "[", but we call them "brackets") represents one level of hierarchy. The hierarchy or structure that is represented on the diagram can show the organization of data or processing. However, both data and processing are never shown on the same diagram Constructs in Warnier / ORR Diagram 2. Sequence Sequence is the simplest structure to show on a Warnier/Orr diagram. Within one level of hierarchy, the features listed are shown in the order in which they occur

38 Constructs in Warnier / ORR Diagram 3. Repetition Repetition is the representation of a classic "loop" in programming terms. It occurs whenever the same set of data occurs over and over again (for a data structure) or whenever the same group of actions is to occur over and over again (for a processing structure) Constructs in Warnier / ORR Diagram 4. Alternation Alternation, or selection, is the traditional "decision" process whereby a determination is made to execute one process or another. It is indicated as a relationship between two subsets of a set. The Exclusive OR symbol (the plus sign inside the circle) indicates that the sets immediately above and below it are mutually exclusive (if one is present the other is not)

39 Constructs in Warnier / ORR Diagram Bracket A bracket encloses a level of decomposition in a diagram. It reveals what something "consists of" at the next level of detail. Sequence The sequence of events is defined by the top-to-bottom order in a diagram. That is, an event occurs after everything above it in a diagram, but before anything below it. OR AND Repetition You represent choice in a diagram by placing an "OR" operator between the items of a choice. The "OR" operator looks either like OR or *. You represent concurrency in a diagram by placing an "AND" operator between the concurrent actions. The "AND" operator looks either like AND or +. To show that an action repeats (loops), you simply put the number of repetitions of the action in parentheses below the action Warnier / ORR Diagram Example 1 "Welcoming a guest to your home (from 1 to many times) consists of greeting the guest and taking the guest's coat at the same time, then showing the guest in. Greeting a guest consists of saying "Good morning" if it's morning, or saying "Good afternoon" if it's afternoon, or saying "Good evening" if it's evening. Taking the guest's coat consists of helping the guest remove their coat, then hanging the coat up

40 Warnier / ORR Diagram Example Warnier / ORR Diagram Example

Warnier / ORR Diagram Example 4 13-81 SDLC Systems Development Life Cycle (SDLC) Provides overall framework for managing system development process Two main approaches to SDLC Traditional Approach:

41 Warnier / ORR Diagram Example SDLC Systems Development Life Cycle (SDLC) Provides overall framework for managing system development process Two main approaches to SDLC Traditional Approach: structured systems development and information engineering Object-Oriented Approach: object technologies requires different approach to analysis, design, and programming All projects use some variation of SDLC

42 SDLC Systems Development Project Planned undertaking with fixed beginning & end Produces desired result or product Can be a large job of thousands of hours of effort or a small one month project Successful Development Project: Provides a detailed plan to follow Organized, methodical sequence of tasks and activities Produces reliable, robust, and efficient system SDLC

SDLC Phases 13-85 SDLC Phases 1. Project Planning: initiate, ensure feasibility, plan schedule, obtain approval for project 2. Analysis: understand business needs and processing requirements 3.

43 SDLC Phases SDLC Phases 1. Project Planning: initiate, ensure feasibility, plan schedule, obtain approval for project 2. Analysis: understand business needs and processing requirements 3. Design: define solution system based on requirements and analysis decisions 4. Implementation: construction, testing, user training, and installation of new system 5. Support: keep system running and improve

44 SDLC Phases 1. Planning Phase Define business problem and scope Produce detailed project schedule Confirm project feasibility Economic, organizational, technical, resource, and schedule Staff the project (resource management) Launch project official announcement SDLC Phases 2. Analysis Phase Gather information to learn problem domain Define system requirements Build prototypes for discovery of requirements Prioritize requirements Generate and evaluate alternatives Review recommendations with management

45 SDLC Phases 3. Design Phase Design the application architecture Design the user interfaces Design the system interfaces Design and integrate the database Prototype for design details Design and integrate system controls Design and integrate the network SDLC Phases 4. Implementation Phase Construct software components Verify and test Convert data Train users and document the system Install the system

46 SDLC Phases 5.Support and Maintenance Phase Maintain system Small patches, repairs, and updates Enhance system Small upgrades or enhancements to expand system capabilities Larger enhancements may require separate development project Support users Help desk and/or support team SDLC Phases Summary

SDLC Phases Summary 13-93 Scheduling Project Phases Waterfall Approach each phase falls into next phase Freeze planning specifications before analysis Freeze analysis specifications before

47 SDLC Phases Summary Scheduling Project Phases Waterfall Approach each phase falls into next phase Freeze planning specifications before analysis Freeze analysis specifications before design Once go over the waterfall for each phase, do not go back Overlapping (or concurrent) phases Waterfall is not realistic, we are not perfect Overlaps can be more efficient than waterfall

48 Water Fall approach to the SDLC Overlapping of System Development Activities

Two Approaches to System Development Traditional Approach and Object Oriented Approach Traditional Approach Also called structured system development Structured analysis and design technique (SADT)

49 Two Approaches to System Development Traditional Approach and Object Oriented Approach Traditional Approach Also called structured system development Structured analysis and design technique (SADT) Structured Programming Improves computer program quality Allows other programmers to easily read and modify code Each program module has one beginning and one ending Three programming constructs (sequence, decision, repetition) Three Structured Programming Constructs

50 Object-Oriented Approach Views information system as collection of interacting objects that work together to accomplish tasks Objects - things in computer system that can respond to messages No processes, programs, data entities, or files are defined just objects Object-Oriented Analysis (OOA) Defines types of objects that do work of system Shows how objects interact with users to complete tasks Object-Oriented Approach Object-Oriented Design (OOD) Defines object types needed to communicate with people and devices in system Shows how objects interact to complete tasks Refines each type of object for implementation with specific language of environment Object-Oriented Programming (OOP) Writing statements in programming language to define what each type of object does Benefits of OOA include naturalness and reuse

Chapter 6 Structuring System Requirements: Process Modeling 6.1

Chapter 6 Structuring System Requirements: Process Modeling 6.1 Learning Objectives Explain process modeling Discuss data-flow diagramming mechanics, definitions, and rules Discuss balancing data-flow