hsc_summaries

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Project Management Notes
Information systems are computer systems that support end users, giving them access to the information. For a large number of information systems, the data is held in databases and access is via database management systems. Information systems perform a variety of tasks and these are considered in the following topics in the HSC course. While all of the information processes are represented in information systems, the emphasis in this topic is on the processes of organising, storing and retrieving with database systems and hypermedia.


 * Techniques for Project Management **

**Communication skills **

 * Active Listening - Involves restating, reflecting and summarising what the speakers major ideas and feelings were. Active listeners encourage the speaker and are non-committal
 * Conflict Resolution - Solving arguments and disputes. Listening to a person and compromising to reach a solution
 * Negotiation skills - Involves discussing a problem and arriving at a consensus
 * Interview techniques - not cutting off the speaker, asking open ended questions allowing elaboration.
 * Team Building - process of getting a group of people together and setting roles in development

**Project Management Tools **

 * Gantt Chart - Popular tool as they provide a quick method of determining whether the project is on schedule
 * Journals and Diaries - Journals are records of what is happening during each project meeting, how tasks have been allocated and when they are to be completed. It is also a record of problems encountered.
 * Funding Management Plan- This is a record of the scheduling and costs of tasks and other expenses. It should specify how and when the funds will be allocated to each task.
 * Communication Management Plan-This is a record of when meetings are held throughout the development of the information system, the purpose of each meeting and who should attend.

Identifying problems with existing systems This is normally ascertained through A prototype is a working model of an information system. They help in defining the problem to be solved and how the system will solve it. <span style="font-family: Calibri,sans-serif; font-size: 11pt;">The advantages of a prototype are: <span style="font-family: Calibri,sans-serif; font-size: 15px; line-height: 22px;">The disadvantages of a prototype are: <span style="font-family: Calibri,sans-serif; font-size: 11pt;">Outlines the aims and objectives of the new system and how it will help the organisation, it is based on data collected from the participants. The structure of the report is generally: <span style="font-family: Calibri,sans-serif; font-size: 11pt;"> 1. Introduction <span style="font-family: Calibri,sans-serif; font-size: 11pt;"> 2. Analysis of the existing system <span style="font-family: Calibri,sans-serif; font-size: 11pt;"> 3. The requirements of the new system <span style="font-family: Calibri,sans-serif; font-size: 11pt;"> 4. The subprojects and timeframe for each <span style="font-family: Calibri,sans-serif; font-size: 11pt;"> 5. The overall timeframe for the project.
 * <span style="font-family: Calibri,sans-serif; font-size: 11pt;">Understanding the problem **
 * <span style="font-family: Calibri,sans-serif; font-size: 15px; line-height: 22px;">interviewing/survey users of the existing information system (normally participants)
 * <span style="font-family: Calibri,sans-serif; font-size: 11pt;">Prototypes **
 * <span style="font-family: Calibri,sans-serif; font-size: 15px; line-height: 22px;">Requirements of new system will more accurately reflect the needs of the participants
 * <span style="font-family: Calibri,sans-serif; font-size: 15px; line-height: 22px;">Participants have a chance to be involved in the system more earlier decreasing objection to the system
 * <span style="font-family: Calibri,sans-serif; font-size: 15px; line-height: 22px;">The new system is easier to create from a prototype as certain components can be taken from it
 * <span style="font-family: Calibri,sans-serif; font-size: 15px; line-height: 22px;">Greater participant involvement could impact their work with the current system
 * <span style="font-family: Calibri,sans-serif; font-size: 15px; line-height: 22px;">repetitive process of prototypes could cause frustration if problems aren't solved efficiently
 * <span style="font-family: Calibri,sans-serif; font-size: 15px; line-height: 22px;">prototypes can produce software or a new system that is harder to maintain etc. this occurs when there hasn't been much thought into the constraints of the system
 * <span style="font-family: Calibri,sans-serif; font-size: 11pt;">Requirements report **

<span style="font-family: Calibri,sans-serif; font-size: 11pt;">A formal report that analyses potential solutions in terms of known constraints and makes a recommendation. Good to remember the acronym TOES
 * <span style="font-family: Calibri,sans-serif; font-size: 11pt;">Planning **
 * <span style="font-family: Calibri,sans-serif; font-size: 11pt;">Feasibility Study **
 * <span style="font-family: Calibri,sans-serif; font-size: 15px; line-height: 22px;">Technical feasibility - does the required technology (hardware, software and connection mediums) exist and what demands will be placed on the new system.
 * <span style="font-family: Calibri,sans-serif; font-size: 15px; line-height: 22px;">Organisational feasibility - will the information system meet the current goals of the organisation and will there be enough support to ensure it is implemented successfully.
 * <span style="font-family: Calibri,sans-serif; font-size: 15px; line-height: 22px;">Economic feasibility - what are the financial costs that the organisation needs to compare with the potential economic benefits derived from the implementation of the new system.
 * <span style="font-family: Calibri,sans-serif; font-size: 15px; line-height: 22px;">Schedule feasibility - what is the time frame by which the new system must be operational. Things to include would be, length of time to produce the software, time to acquire the hardware etc


 * <span style="font-family: Calibri,sans-serif; font-size: 15px; line-height: 22px;">Methods of system development approaches **
 * <span style="font-family: Calibri,sans-serif; font-size: 15px; line-height: 22px;">Traditional - This is the traditional or structured approach that involves step by step development. The acronym to remember is UPDIT - often referred to as the Waterfall Model.
 * <span style="font-family: Calibri,sans-serif; font-size: 15px; line-height: 22px;">Outsourcing- This involves using another company to develop or support parts of the system. This could be a more cost effective solution in the long run, especially if the organisation doesn't have the expertise in the organisation.
 * <span style="font-family: Calibri,sans-serif; font-size: 15px; line-height: 22px;">Prototyping- a limited working model of the eventual system is constructed to demonstrate to clients/participants that it meets the requirements spelt out in the requirements report.
 * <span style="font-family: Calibri,sans-serif; font-size: 15px; line-height: 22px;">Customisation- An existing system is customised to suit the specific needs and requirements of the organisation. Off the shelf hardware may be used to reduce costs of the system.
 * <span style="font-family: Calibri,sans-serif; font-size: 15px; line-height: 22px;">Participant Development- The person who will use the system is the same person who is developing it. There is minimal consultation nor system documentation.
 * <span style="font-family: Calibri,sans-serif; font-size: 15px; line-height: 22px;">Agile Methods - This method does not follow any structured development approach; rather the development is responsive to team feedback and customer input. A repetitive approach is normally adopted, where software is continually revised to ensure it meets clients needs.

<span style="font-family: Calibri,sans-serif; font-size: 11pt;">Participant development <span style="font-family: Calibri,sans-serif; font-size: 11pt;">When participants help develop the system, they produce their information using special Information Technology. It is more responsive to the participant and has the potential to save time and money.
 * <span style="font-family: Calibri,sans-serif; font-size: 11pt;">Designing **

<span style="font-family: Calibri,sans-serif; font-size: 11pt;"> Disadvantages:
 * <span style="font-family: Calibri,sans-serif; font-size: 11pt;">Participants not hardware experts
 * <span style="font-family: Calibri,sans-serif; font-size: 15px; line-height: 22px;">Applications and operating systems may be differ amongst other participants

<span style="font-family: Calibri,sans-serif; font-size: 15px; line-height: 22px;">There are four main types: <span style="font-family: Calibri,sans-serif; font-size: 11pt;"> 1. Hierarchical Storyboard structure - uses a tree design that connects a home page to all other pages - conventionally the starrdard storyboard structure for websites. <span style="font-family: Calibri,sans-serif; font-size: 11pt;"> 2. Linear Storyboard structure - simple sequential design taht moves users through a predetermined path of web pages. Often used for slideshow presentations. <span style="font-family: Calibri,sans-serif; font-size: 11pt;"> 3. Non-Linear Storyboard structure - allows users to connect to a series of linked pages in a non-sequential fashion. <span style="font-family: Calibri,sans-serif; font-size: 11pt;"> 4. Hybrid Storyboard structure - is a combination storyboard structure combining aspects of two or more common types of structures.
 * <span style="font-family: Calibri,sans-serif; font-size: 11pt;">Design tools **
 * <span style="font-family: Calibri,sans-serif; font-size: 15px; line-height: 22px;">Context Diagrams - represent a system using a single process together with inputs and outputs, (external entities)
 * <span style="font-family: Calibri,sans-serif; font-size: 15px; line-height: 22px;">Data flow diagrams- DFDs represent a system using multiple processes, inputs/outputs as well as a data storage. The flow of data is labelled between the processes.
 * <span style="font-family: Calibri,sans-serif; font-size: 15px; line-height: 22px;">Decision trees and tables- Diagrammatic ways of representing all possible combinations and results of decisions
 * <span style="font-family: Calibri,sans-serif; font-size: 15px; line-height: 22px;">Data Dictionaries - Describes the data contained within a system - Field Name, Field Type, Field Size (Characters), Field Description, Field Example
 * <span style="font-family: Calibri,sans-serif; font-size: 15px; line-height: 22px;">Storyboards - are the tools used for designing the user interface provided by the system. Storyboards can be used in many systems including web pages in a web site and navigation structure, the menu board of a TPS screen, a report for a DBMS and an animation for a multimedia company. The aim of the storyboard is to demonstrate aesthetically well designed layouts to aide system design.


 * <span style="font-family: Calibri,sans-serif; font-size: 11pt;">Implementing **
 * <span style="font-family: Calibri,sans-serif; font-size: 15px; line-height: 22px;">Participant training - Training involves using technology and people to inform future users of a new system on its operation
 * <span style="font-family: Calibri,sans-serif; font-size: 15px; line-height: 22px;">Conversion methods **
 * <span style="font-family: Calibri,sans-serif; font-size: 15px; line-height: 22px;">Phased - The gradual implementation of the new system phasing out the old. Both systems run at the same time so the old can still be used in emergencies, but some parts of the new system will not work with the old.
 * <span style="font-family: Calibri,sans-serif; font-size: 15px; line-height: 22px;">Parallel - Both systems run completely at the same time until some point when the old system is removed. Participants will experience difficulty as they will have two work loads. Very expensive. Most safe as the old system is always able to be used, however can be the most costly as two systems are in operation.
 * <span style="font-family: Calibri,sans-serif; font-size: 15px; line-height: 22px;">Direct - Direct conversion from old to new; old is completely abandoned over a short time frame, for instance over a weekend. During this system implementation, participants must be trained prior to implementation.
 * <span style="font-family: Calibri,sans-serif; font-size: 15px; line-height: 22px;">Pilot- System is tested in a small part of the organisation then if successful spread across the whole of the organisation. Implementation of a pilot involves user feedback and evaluation.


 * <span style="font-family: Calibri,sans-serif; font-size: 11pt;">System testing **
 * <span style="font-family: Calibri,sans-serif; font-size: 15px; line-height: 22px;">Hardware is tested using diagnostic software
 * <span style="font-family: Calibri,sans-serif; font-size: 15px; line-height: 22px;">software is tested using data that has been structured to test all decisions in the system
 * <span style="font-family: Calibri,sans-serif; font-size: 15px; line-height: 22px;">Information Processes are continually tested during implementation


 * <span style="font-family: Calibri,sans-serif; font-size: 11pt;">Testing, Evaluating and maintaining **

<span style="font-family: Calibri,sans-serif; font-size: 11pt;">Testing and Evaluating

<span style="font-family: Calibri,sans-serif; font-size: 11pt;">Evaluation determines whether a system is working as expected, occurs after minor problems fixed. evaluation is ongoing, if an upgrade is required than the system development cycle is done again.
 * <span style="font-family: Calibri,sans-serif; font-size: 15px; line-height: 22px;">Volume Data- large amounts of dummy or actual data is used to check whether the system will perform under pressure; that is will process the large amounts of data necessary. For example, a website for a corporation may respond quickly when acessed by one machine, however when hit with 2000 requests, what is the response time like??
 * <span style="font-family: Calibri,sans-serif; font-size: 15px; line-height: 22px;">Simulated data- the use of software to specifically test the system operating under simulated operating conditions, responding to multiple tests at the same time.
 * <span style="font-family: Calibri,sans-serif; font-size: 15px; line-height: 22px;">Live data - this uses the actual data to be processed by the information system. This testing ensures the system operates under real conditons
 * <span style="font-family: Calibri,sans-serif; font-size: 15px; line-height: 22px;">Maintenance - Modification of the system by making minor improvements, participants may discover flaws in the new system and suggest improvements
 * <span style="font-family: Calibri,sans-serif; font-size: 15px; line-height: 22px;">Operation Manual - Details procedures participants follow when using a new system. Should be: User friendly, clear and cornice instructions, steps listed in point form, tasks completed in the simplest way, appropriate instructions for file management and security, screen shots where possible.

**Multimedia Systems**