Bncc Information System - Problem Analysis

BNCC Information System Problem Analysis Report

April 14, 2002 Sasmito Adibowo Wiratna Sari Wiguna Yusri Arcle Technologies

SIMPLE RELIABLE SOLUTIONS

Project Name: Document Title:

BNCC Information System Problem Analysis Report

Table of Contents About This Document . . . . . . . . . . . . Project History . . . . . . . . . . . . . . . Project Scope . . . . . . . . . . . . . . . . Report Contents and Organization

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3 3 4 6

Investigation Procedures and Methods . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Methods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Overview of Current Operations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 System Participants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 System Environment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Analysis of the Current System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 Analysis Framework . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Problem and Opportunity Analysis . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Recommendations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . System Improvement Objectives . . . . . . . . . . . . . . . . . . . Recommendation and Proposal . . . . . . . . . . . . . . . . . . . . Schedule for Completion of Requirements Analysis Phase

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Conclusion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

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1 About This Document This report presents the detailed findings of our team's investigation of your current BNCC system. The analysis were performed to provide a solid ground on which to design the new computerized BNCC Information System, code-named Buncis. We also update our ideas for solutions (to be further investigated in the next phase). Finally, this report outlines our proposal of the procedures and schedule to be followed for the next two phases of the project. If you find any discrepancies or misconceptions, please bring them to our immediate attention. We will schedule a formal meeting to discuss the contents of this report. 1.1 Project History BNCC is a Student Activity Unit which operates under the consent of Bina Nusantara University. It is organized as a club that focuses on computerrelated interest groups. It accepts approximately 300 new members yearly, most of which are first-year undergraduate students. Its activities include tutoring, member meetings, annual publications, visitations, contests, seminars, expositions, and research. Its major revenues come from the yearly members' fees and alumnus' donations. At the core of BNCC lies a committee which organizes all of its activities. The committee is divided categorically into several major divisions, and each led by a Division Chair. Each of the chairs is organized horizontally and answers directly to the General Chair. The need for an information system was communicated in a meeting conducted by Faran Gunawan, the present coordinator of Fave Club. Fave Club recognizes that the increasing number activities performed by BNCC and likewise the number of members involved in it poses a growing load to its core committee. In order to provide a better service for its members, BNCC requires a strong information system to back its daily activities. The current information system employed by BNCC is majorly a manual system. The uses of computers are limited in the creation and storage of free-form documents and tables. Those documents and tables are created as files by standard office applications – such as word processing, spreadsheet, and file-based database software. There are no provisions to impose structure to those data, which creates difficulties in assessing information from those data. This ad-hoc system – although has been used for a significant amount of time – has impeded the performance of BNCC in servicing and maintaining its members. While Fave Club has the necessary programmer human resource to perform the implementation of an information system, it lacks an analyst to complete

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the system specification. That is why Sasmito Adibowo was directed by Faran Gunawan to assist in developing the system. It is recognized that analysis and design of such system to be a nontrivial task. This fact requires that a team should be formed in order to increase the quality and speed of the analysis and design processes. The team now includes Wiratna Sari Wiguna and Yusri which will participate in the analysis and design to build the new Buncis system. These individuals have demonstrated their trustworthiness and competence to Sasmito Adibowo in a previous project. In addition, they also expresses their interest in this project. 1.2 Project Scope The following is a definition on the scope of the project: • • •

The focus of the project is on core member and activity management functions. The final specification and design should result in a system that can be minimally implemented and run, and then incrementally expanded as the need arises. Several complex functions such as financial and asset management that typically present in most ERP systems will be deliberately omitted from the project. The design and implementation of such systems will require an additional problem domain expert and will demand a significant increase of the expertise of the system analyst.

The following are the business functions that will be addressed by the project. The list is ordered on the importance of the development of an automated information system for the corresponding business function. Each item in the list is accompanied by a brief description on the aspect of the new system in correspondence with the associated business function. 1.2.1 Member Management BNCC possesses a large pool of members. Additionally it receives new members yearly, most of which are first-year Bina Nusantara undergraduate students. Each of the activities of BNCC revolves around, and for, this pool of members. The member-management functionality of the new system will allow the storage and retrieval of member data. It will also need to gather data which will aid in providing performance appraisal information of each member. 1.2.2 Document Storage and Retrieval Most of BNCC's activities are documented in some way. The form of the documentation varies and may range from inter-staff memos, proposals, correspondence, announcements, and other free-form documents. BNCC-study.wpd

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A method is required to provide a centralized repository for storage and retrieval of these documents. The documents will need to be categorized, and each document may belong to multiple categories. In the latter case, redundancy should be avoided. 1.2.3 External Contacts Management BNCC requires to maintain a close relationship to those people who came in contact with it. These people include BNCC’s own seniors, alumnus, and also staffs and contact people from other organizations. Thus, an automated information system is required to make this information available to all of BNCC’s members, especially the core committee. 1.2.4 Class Organizer BNCC provides tutoring services for its members. This service is referred to as PnP (an acronym for Pendalaman dan Penghayatan). Each semester several topics are selected to tutor and instructors are obtained to provide tuition. Additionally, the instructors are further trained by one or more gurus which specialize in the subject. A comprehensive system is required to manage the interaction between gurus and instructors, and also to manage classes, its instructor and its participants. 1.2.5 Media Management BNCC provides annual publications for its members in the form of magazines and CD-ROMs. Since the member's fees include the cost of such subscriptions, it is essential that each member may obtain a copy upon request. But overproduction and unclaimed copies are not desirable, as it incurs losses to the organization. The system will aid in production (replication) and distribution management of those media. For each publication cycle, it will keep records on how many copies of the media produced, how many distributed, and the number that are still in stock. The data obtained are to be assessed to provide a heuristic on the number of copies that will need to be produced in the next publication cycle. 1.2.6 Event Organizer What constitutes the lifeblood of BNCC are the events it organizes. Some of these events are held annually and others sporadically. For every event that requires an active participation of the members, he or she must register for the event beforehand. For most events – especially for sporadic events – an ad-hoc committee responsible for the event is formed from both a subset of the members and a subset of the core committee.

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A system is required to schedule these events, publish them, organize the resources involved in each event – especially people, and records various data about the event for further performance analysis and evaluation. 1.2.7 Library Management BNCC operates a small library of reference materials provided for its members. Occasionally, it also purchases additional books to extend its collection. The system should provide a functionality for the library to keep track which books are lent to which members, its return date, and also the books that are still available in the collection. 1.3 Report Contents and Organization This report initially describes the methods and procedures used to conduct a study of your current system. The next section summarizes the operation of the current system. This is followed by a detailed analysis of the current system. We have identified and analyzed the current system for problems, opportunities, and constraints. The next section presents an update of possible solutions to be investigated in the next two phases. This section also presents the tasks and schedule for the next two phases.

2 Investigation Procedures and Methods This section was designed to provide you with a brief summary of the methods and procedures used in our investigation. You should notify us of any potential omissions or mistakes that may render our findings incomplete or inaccurate. 2.1 Procedures Initially, we conducted a preliminary investigation of your system. The preliminary investigation consisted of an interview of our key contact, Faran Gunawan. Our preliminary findings were documented in an earlier report entitled Project Feasibility Assessment Report, dated March 5, 2002. The following is a list of methods and procedures followed in the subsequent detailed investigation of your system: 2.1.1 Forms and reports that were sampled • Notulen Rapat Majalah • Notulen Rapat Kerja Lomba Pemrograman Komputer, 5 Oktober 1997 • Notulen Rapat Seminar, 1997 • Form Penilaian Calon Aktivis BNCC 2001 2.1.2 Existing documentations that were studied • Program Kerja Divisi Workshop. 2001 – 2002 • Program Kerja Divisi Humas. 2001 – 2002 BNCC-study.wpd

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• • • • • • • • • • • • • • • •

BNCC Information System Problem Analysis Report

Program Kerja Divisi Publikasi. 2001 – 2002 Program Kerja Divisi Eksternal. 2001 – 2002 Program Kerja Divisi Internet. 2001 – 2002 Program Kerja Kepengurusan periode 11 Program Kerja Kepengurusan periode 13 Program Kerja Fave Club. 2000 – 2001 Job Description Divisi Dokumentasi. 2001 – 2002 Job Description Divisi Event Organizer. 2001 – 2002 Job Description Divisi Kunjungan. 2001 – 2002 Job Description Divisi Dokumentasi. 2000 – 2001 Job Description Divisi Humas. 2000 – 2001 Job Description Divisi Eksternal. 2000 – 2001 Job Description Divisi Pemasaran. 2000 – 2001 Job Description Divisi Workshop. 2000 – 2001 Job Description Divisi Sekretaris. 2000 – 2001 Penawaran Kerjasama Kentucky Fried Chicken untuk seminar The World of Digital Animation. 18 September 2000 Penawaran Kerjasama PT Datascrip untuk seminar The World of Digital Animation. 18 September 2000 Penawaran Kerjasama Apkomindo untuk seminar The World of Digital Animation. 15 Agustus 2000 Perjanjian Kerjasama Sponsorship Pemasangan Booth pada Seminar Sehari Creating Multimedia Application with Digital Imaging. 31 Maret 2001 Permintaan Maaf kepada Peserta Seminar Web Teknologi. 12 Juni 2001 Pendidikan dan Pelatihan C/C++ RINGNET Proposal Temu Informasi BNCC 2000-2001. 22 Juni 2000 Proposal Public Meeting BNCC Web Technology. 10 Mei 2001 Proposal Seminar Dua Hari Digital Animation. 22 Juli 2000 Penawaran Pemasangan Iklan pada BNCC Magazine. 25 Juli 2000 Penawaran Pemasangan Iklan pada BNCC Magazine. 14 Juli 2000 Proposal BNCC 2001 – 2002 Launching.

• • • • • • • • • • •

2.2 Methods This report contains high-level pictures that diagram the flow of documents and data through your system. In the interest of brevity, this report only contains high-level pictures of the current system. The pictures use the following special symbols: id

Text

A square represents a person, department, organization, or system that is beyond the scope of the system that we studied, but which provides input to or receives outputs from the system being studied.

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In other words, the squares define where the system begins and ends. id Text

A rounded rectangle represents work that is performed in, by, or for the system. This includes work performed by people and machines.

An open-ended box represents data storage, either temporary or permanent. This includes in/out boxes, log sheets, reference books, manual files, and computer files. id

TEXT

An arrow represents the actual flow of documents, messages (possibly verbal), and reports through the system. Each arrow can be thought of as a pipeline through which one or more occurrences of the named flow travel.

3 Overview of Current Operations In this section of the report, we present our understanding of your current system operations. 3.1 System Participants To date, we have identified the following list of participants for this system. Please inform us of any potential omissions. 3.1.1 Management – Managers of the System • Fransiska General Chair • Faran Filbert Gunawan Fave Club Coordinator • Carolina Cellestine Chandra PnP Coordinator • Felicia Lie Magazine • Lukas Hendri External 3.1.2 Non-Management – Direct Users of the System • Benny Yogisaputra e-bulletin • Chandra Jaya Internet • Defi Workshop • Frenky Yuliko Publication BNCC-study.wpd

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• • • • •

BNCC Information System Problem Analysis Report

Ichen Financial Services Jefri Hendrawan Humas Yessy Sutana Documentation PnP instructors Members of BNCC

3.2 System Environment The system we studied can be conveniently broken down into the following subsystems: • Administrative Services • Internet Services • Educational Services • Publication Services • Event Organizer • Financial Services • Public Relations

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Data Processing

Web Site Bulletin

Fave Club Internal Documentator

e-Media Division

Visitation Organizer

Training Organizer

Public Relations

Human Resources

Marketing Division

Financial Services

Seminar Organizer

Event Organizer

Magazine Division

Publication Services

Libary Division

PnP Division

Educational Services

Mailing List

Internet Services

Internal Administration

Administrative Services

BNCC

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BNCC Information System Problem Analysis Report

3.2.1 System Interfaces Context The following diagrams depicts the interfaces between the subsystems (divisions) in the current BNCC system. It also describes the interfaces between BNCC with various external entities. The diagrams emphasizes on the flow of data and information between the components depicted. 3.2.1.1

PnP Division class schedule

Current Members PnP Division

class registration

Human Resources

Publication Services

available instructors

class data

participant data

PnP Instructors

class database

The PnP division is in charge in providing tutorials to members. Therefore, it organizes classes for the members, each class provide a particular subject. To run the class it requires an instructor for each class, which are obtained from human resources. It then provides the classes' schedule to the Publication Services to make it available to the members.

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3.2.1.2

BNCC Information System Problem Analysis Report

Event Organizer

BNCC (any division)

resources request

event request

Human Resources

Current Members event registration

Event Organizer

Financial Services funding request

External Participants

event registration event notifications

Other Organizations

Publication Services

event request

The event organizer is responsible for the management and operations of the various events held by BNCC. It manages the registration, human resources, and also the funding spent in the event. In addition, it provides publication materials of the event to the Publication Services.

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3.2.1.3

BNCC Information System Problem Analysis Report

Publication Services funding request

Financial Services

class schedule

PnP Division

Media

Current Members

Publication Services Event Organizer

Media content

event notifications

Internet Services

media content Administrative Services

member data external notifications

Public Relations

media files

The Publication Services is responsible for the various publications of BNCC, including Magazine, CD-ROM, and Bulletin. It receives various data from other divisions, process them into publishable information, and produce the media delivering that information. It also provides the materials to the Internet Services division for publication on the Internet. 3.2.1.4

Administrative Services Member registration

Candidate Member

member data

Administrative Services Current Member

re-registration

member data

Publication Services

Human Resources

member data member database

The Administrative Services is responsible for the office day-to-day tasks. It manages internal and external correspondence, along with the various household tasks required to maintain the administrative office.

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3.2.1.5

BNCC Information System Problem Analysis Report

Human Resources resources request

Event Organizer

PnP Division Human Resources

candidate PnP Instructors

available instructors

instructor application instructor data

Administrative Services

member data

Instructor database

The Human Resources division is responsible for managing the BNCC staff, including keeping track of members, the core committee, and also keeps track information about PnP instructors. 3.2.1.6

Financial Services member fee

Current Members

Internet Services

funding request Event Organizer Financial Services

financial report

funding request

Publication Services

External Participants

BNCC Executive

revenue

financial status funding request

Marketing division

income data

financial data

The Financial Services division is responsible in keeping track of the financial status of BNCC. It manages the flow of money to/from the various divisions, and provide a report to BNCC executives (primarily the General Chair) about the financial status.

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3.2.1.7

BNCC Information System Problem Analysis Report

Internet Services publications Media content

Web Site system

Publication Services Internet Services

internet data

notifications

funding request

Internet data files

E-mail system

Financial Services

The Internet Services division performs Internet-related tasks. It primarily publishes information obtained from Publication Services to the Internet. 3.2.1.8

Public Relations

Publication Services

external notifications various BNCC information Public Relations

Other Organizations

Other Organizations

feedback

The Public Relations division is responsible for managing the interaction of BNCC and other organization. 3.2.2 System Data Context The following diagrams describe the data that are stored in some of the subsystems previously referred. Those diagrams only depicts a high level view of the data entities and their relations, not including the attributes of those entities. These diagrams will assist in capturing the types of data stored and processed by the current system.

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3.2.2.1

BNCC Information System Problem Analysis Report

PnP Division specialized in

Guru

0..*

0..1

Member

Subject 1..* 1

trains

taught in

0..*

0..*

teaches

Instructor 1

enrol ls in

Class 1

1..*

Participant

1..*

Each guru taught several instructors and is specialized in at least one subject. At a given semester, a guru may not be currently training instructors. When selected, each subject is taught in several classes. The classes are enrolled by several participants. The participants must be a registered member of BNCC. 3.2.2.2

Administrative Services Mem ber

Staff

The Administrative Services division manages the member and staff data. Each staff is also a member of BNCC. 3.2.2.3

Human Resources Member

te aches

Class 1

Instructor 1

Staff

participates in

1..*

Event

0.. *

The Human Resources division obtains data from the Administrative services division. It also keep track of the allocated instructors and staff that are allocated in an event.

4 Analysis of the Current System This is the most important section of this report. It analyzes the current system, describing and analyzing problems, opportunities, and constraints. BNCC-study.wpd

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BNCC Information System Problem Analysis Report

Problems, opportunities, and constraints include those identified by you and those perceived by our own team. Keep in mind, we are analyzing "the system," not the people in the system. A problem is a situation that results in an undesirable side effect. All problems will be defined in the following way: problem statement cause(s), and net effect(s). Sometimes confused for solutions to problems, opportunities are actually situations that we have identified as possible areas for improvement, despite not being specific problems. Computer automation is not an opportunity (only a way to exploit an opportunity). Opportunities are stated as follows: statement and business benefit that can be derived by exploiting the opportunity. A constraint is an existing or anticipated situation that may constrain any improved system that we may recommend in the subsequent phases of this project. In other words, a constraint is something which cannot or should not be changed (e.g. policies, regulations, equipment, deadlines, budget, etc.). All constraints are stated along with the rationale for not being able to change the constraint. 4.1 Analysis Framework Problems, opportunities, and constraints are presented within a framework called PIECES (developed by James Wetherbe and refined by Whitten/ Bentley). The letters in the acronym classify the problems, opportunities, and constraints: • • • • • •

Performance Information and Data Economy (costs) Control and Security Efficiency Service and overall usefulness

A single problem, opportunity, or constraint may show up in more than one category; however, there would be different implications. For example, a single problem may have performance, economic, control, efficiency, et al, implications. 4.1.1 Performance Analysis Performance analysis is generally applied to the systems transactions (or inputs). When discussing the performance of any given transaction, we need to discuss both throughput and response time. Throughput is the number of transactions processed in some specified period of time (e.g. 50 per day). Response time is the time required to process a single transaction. BNCC-study.wpd

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4.1.2 Economic Analysis Economic analysis examines the system for cost problems (e.g. excessive costs or insufficient cost controls) or cost reduction opportunities. It can also be used to present budget constraints. 4.1.3 Information and Data Analysis Information analysis examines the outputs of a system. Outputs include reports and inquiry responses. Data analysis examines the data stored within a system. 4.1.3.1 Information Analysis Information analysis initially identifies those net outputs produced by or for the system. Each output is analyzed for the following possible problems or opportunities: • Information overload. Either too many outputs are produced or outputs contain too much information, limiting their usefulness. • Information accuracy. Information contains errors or possible errors. • Information timeliness. Information is not received fast enough to be useful. • Information format. Information is in a format that is either not useful or must be modified to become useful. • Information redundancy. Multiple outputs contain much of the same information. • Lack of information. Information is not available to aid in decision making. 4.1.3.2 Data Analysis Data analysis describes the degree to which data is redundantly stored within the system, the ease (or lack thereof) of access to data (e.g. how easy or difficult it is to produce information and outputs from the data), and the accuracy and consistency of stored data. 4.1.4 Economic Analysis Economic analysis examines the system for cost problems (e.g. excessive costs or insufficient cost controls) or cost reduction opportunities. It can also be used to present budget constraints. 4.1.5 Control and Security Analysis Controls analysis examines how the system ensures that it is properly operating. Security analysis is concerned with both facility and data security. The system was examined both for excessive controls and lack of controls. Controls are measures taken to eliminate mistakes and tampering. Controls can also have performance implications. 4.1.6 Efficiency Analysis Efficiency analysis is sometimes confused with economic analysis. Efficiency analysis examines the system for problems and opportunities related to how BNCC-study.wpd

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resources (e.g. people, facilities, money, etc.) are being used. Efficiency problems and opportunities usually target resources that could be better used (not eliminated). 4.1.7 Service Analysis Service analysis takes on several forms. The following list is not exhaustive: • • • • • • • •

Processing and data accuracy (manual and computer). Especially for computerized systems, is data being properly edited prior to file updates? Reliability of the system. Are transactions and situations handled consistently? Recoverability of the system. Especially for computerized systems, is data being periodically backed up? Maintainability of the system. Especially for computerized systems, has the system been properly maintained? Can it be maintained? How good is the documentation? Ease of use. For both computerized and manual systems or subsystems, is the system easy to learn and use? Flexibility. Are there situations or conditions that the system cannot handle? Coordination. Do the people in the system appear to coordinate their activities? Do actions or decisions ever contradict? Do people understand how their fellow workers interface to their jobs? Customer and/or employee goodwill or morale.

4.2 Problem and Opportunity Analysis The following table summarizes our findings of the problems and opportunities present in the current system. Along with each statement, a check mark indicates the area in the PIECES analytical framework that the corresponding problem or opportunities may be categorized into. The problems and opportunities listed below are those that are perceived to be addressable by an automated information system. Problem or Opportunity

Area P I E C E S

Publication of magazines and CD-ROMs were never on time

TT

TTT

Magazines and CD-ROMs are mostly overproduced

TT

The needs of members are often not accommodated

T

Relationship with seniors and alumnus are often cut-off

T

Information about PnP classes are not always readily available

T

TT

Difficulty in discovering potential PnP instructors

T

TT

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Problem or Opportunity

Area P I E C E S

TTT

Difficulty in training candidate PnP instructors

T

Difficulty in providing materials for PnP sessions

T

Difficulty in distributing PnP materials to the appropriate instructors

T

TTT

Some PnP classes are over-booked while some other are under-booked

T

T

Difficulty in assessing data about member trends

T

Information about events are not always readily available to members

T TT

Difficulty in forming and maintaining an efficient committee

T

Difficulty to assess the performance for each member

T

T

Difficulty in coordinating the work of event organizer committees

T

TTT

Difficulty in handling potential sponsors/participants from external organizations

TTT

T TT

The server in the BNCC administration office crashed because of a virus Difficulty in storage and retrieval of correspondence documents

T

Difficulty in performing knowledge transfer to new committee members

T

TT T

The following subsections provide detailed analyses of the problem or opportunity statements. Provided with each item are analyses on its perceived causes and effects. 4.2.1 Publication of magazines and CD-ROMs were never on time Every two months, a media in the form of a magazine and its accompanying CD-ROM is published. Those media are to be distributed to the members at the monthly Member's Forum event. Ideally, the media are ready for distribution at some time before the event. But apparently for each publication, the targeted date was never met. 4.2.1.1 Cause • Slow preparation of materials. • Technical difficulties in replicating the media. 4.2.1.2 Effect • The production staff had to work overtime. • Undistributed media. • Dissatisfied members.

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4.2.2 Magazines and CD-ROMs are mostly overproduced 4.2.2.1 Cause • Lack of statistical data on past production/consumption rate of the media • Undistributed media • Resigned members – the copy allocated for the member was already produced. 4.2.2.2 Effect • The undistributed media piles up at the administrative office • Financial inefficiency – money that was spent in replication of the media. 4.2.3 The needs of members are often not accommodated 4.2.3.1 Cause • Member requirements are difficult to assess. • Difficulty in communicating with members. 4.2.3.2 Effect • Dissatisfied members. • Declining members – at the end of each year, most members do not reregister, in other words, resigned. 4.2.4 Relationship with seniors and alumnus are often cut-off 4.2.4.1 Cause The committee often does not know how to contact seniors and alumnus. Lack of communication to seniors and alumnus. 4.2.4.2 Effect • Difficulty in finding spokespersons for seminars and events. • Difficulty in extending the reach of BNCC – in attaining the go international vision. 4.2.5 Information about PnP classes are not always readily available 4.2.5.1 Cause Lack of communication with candidate participants. 4.2.5.2 Effect Some interested members are unable to participate in PnP sessions. 4.2.6 Difficulty in discovering potential PnP instructors Apart from being interested, a person must also have specific technical skills to become a PnP instructor. People who meet those requirements are difficult to find. 4.2.6.1 Cause Lack of information on individuals who possesses the skills required.

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4.2.6.2 Effect Not enough PnP instructors with the required skills. 4.2.7 Difficulty in training candidate PnP instructors The PnP instructors are trained by one or more gurus which have considerably more expertise in the subject. Often, because of their expertise, these gurus have other projects/activities to take care of. 4.2.7.1 Cause • Scheduling problems between gurus and instructors. • Communication problems between gurus and instructors. 4.2.7.2 Effect PnP instructors are often not adequately trained. 4.2.8 Difficulty in providing materials for PnP sessions 4.2.8.1 Cause • Inadequate curriculum preparation and planning beforehand. • Difficulty in finding a guru for a particular subject. • Difficulty in discovering the member's desires of PnP materials. 4.2.8.2 Effect The materials provided are less than optimal. 4.2.9 Difficulty in distributing PnP materials to the appropriate instructors Gurus sometimes find it difficult to make the materials that he or she possesses to become available to the appropriate instructor. 4.2.9.1 Cause • The lack of a repository for instruction materials. • Communication and scheduling problems between gurus and instructors. 4.2.9.2 Effect The materials provided are less than optimal. 4.2.10 Some PnP classes are over-booked while some other are under-booked When the number of instructors for a subject is adequate, more than one PnP class is held at different day of the week teaching the same subject. Sometimes, an imbalance of the numbers of participants occur between the parallel classes. 4.2.10.1 Cause • Lack of communication to members that are interested in the PnP subject. • Mismatches between the scheduling of each class and the member's own schedule. 4.2.10.2 Effect • Some PnP class have while others have very few participants. • Some members are not accommodated in a class. BNCC-study.wpd

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BNCC Information System Problem Analysis Report

4.2.11 Difficulty in assessing data about member trends 4.2.11.1 Cause • The committee have very few mechanisms to collect data from the members. • The members are not actively encouraged to contribute information. 4.2.11.2 Effect • Members' needs are not adequately met. • Dissatisfied members. • Lack of information in which to formulaize the organization's activities. 4.2.12 Information about events are not always readily available to members 4.2.12.1 Cause Difficulty in announcing event information. 4.2.12.2 Effect Less members who participate in the event. 4.2.13 Difficulty in forming and maintaining an efficient committee 4.2.13.1 Cause • Difficulty in managing the committee. • Communications and control problems in the committee. 4.2.13.2 Effect • The members spend more time playing games instead of working. • The organization performs less than optimal. 4.2.14 Difficulty to assess the performance for each member 4.2.14.1 Cause Performance data for each member are not recorded in an orderly manner. 4.2.14.2 Effect • Difficulty in promoting members to the core committee. • Difficulty in improving the performance of the organization. 4.2.15 Difficulty in coordinating the work of event organizer committees 4.2.15.1 Cause • Communications and scheduling problems. • Difficulty in measuring the work, performance, and progress for each member in each committee in preparation and execution of the event. 4.2.15.2 Effect Errors and slip-ups always happen in each event. 4.2.16 Difficulty in handling potential sponsors/participants from external organizations 4.2.16.1 Cause Lack of knowledge of the contacted individual. BNCC-study.wpd

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Project Name: Document Title:

BNCC Information System Problem Analysis Report

4.2.16.2 Effect The potential participants are hindered from participating in the event. 4.2.17 The server in the BNCC administration office crashed because of a virus 4.2.17.1 Cause Lack of security enforcement and access control in the BNCC administration office. 4.2.17.2 Effect Major losses of data, which results in various other problems. 4.2.18 Difficulty in storage and retrieval of correspondence documents 4.2.18.1 Cause • Lack of standardization of correspondence documents. • No formal methods of document storage, backup, and later retrieval. 4.2.18.2 Effect Difficult in referring to past correspondence documents. 4.2.19 Difficulty in performing knowledge transfer to new committee members 4.2.19.1 Cause Lack of documentation about past activities. 4.2.19.2 Effect • The new committee members have to re-learn just about everything. • The organization's learning process is slowed

5 Recommendations In this section of the report we make recommendations regarding the status of the project and revise our schedule. 5.1 System Improvement Objectives At this point, we are able to define the objectives for the new system. These objectives will be used to evaluate the accomplishments of the system after it has been deployed and used. The primary objective of the new system is that it will assist in communication, documentation, and management of the various BNCC activities. Generally, the system should: • • • •

Reduce the declination of members. Improve communication within the BNCC staff, between BNCC members, and to other organizations. Improve storage, retrieval, and distribution of documents. Records history data about the various BNCC activities along with their participants and provide functionalities to assess information from those recorded data.

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Project Name: Document Title:

BNCC Information System Problem Analysis Report

5.2 Recommendation and Proposal We propose to define user business requirements for an improved system. This section of the report outlines our proposal. The next phase of our project is commonly referred to as the requirements analysis phase. The requirements analysis phase activities involve: 1. Soliciting facts about business requirements. 2. Defining and documenting the data storage for a new system. 3. Defining and documenting essential inputs needed for an improved system. 4. Defining and documenting essential outputs needed for an improved system. 5. Defining and documenting the business processes for an improved system. 6. Defining and documenting the geographic support requirements for an improved system. 7. Packaging a comprehensive business requirements statement that will guide future project phases. 5.3 ID 1 2 3 4 5 6 7

Schedule for Completion of Requirements Analysis Phase Task Name Soliciting facts about business requirements. Defining and documenting the data storage for a new system. Defining and documenting essential inputs needed for an improved system. Defining and documenting essential outputs needed for an improved system. Defining and documenting the business processes for an improved system. Defining and documenting the geographic support requirements for an improved Packaging a comprehensive business requirements statement that will guide

Duration 2 days

Start Tue 04/16/02

Finish Wed 04/17/02

3 days

Thu 04/18/02

Mon 04/22/02

4 days

Tue 04/23/02

Fri 04/26/02

4 days

Tue 04/23/02

Fri 04/26/02

3 days

Mon 04/29/02

Wed 05/01/02

5 days

Thu 04/25/02

Wed 05/01/02

3 days

Thu 05/02/02

Mon 05/06/02

Apr 14, '02 S M T

W

T

F

S

Apr 21, '02 S M T

W

T

F

S

Apr 28, '02 S M T

W

T

F

S

May 05, '02 S M T

6 Conclusion This report has presented the findings of a detailed investigation of your existing BNCC system. Please review this report at your earliest convenience. We anxiously await your reaction to our findings. We thank you for your cooperation in compiling this analysis and we look forward to working with you as we begin to plan and design possible improvements to your system.

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