Page 32 - DCAP205_DCAP409_ANALYSIS_AND_DESIGN_OF_INFORMATION_SYSTEMS

Analysis & Design of Information Systems

Notes understand the working of the word processor, but also expected to be able to load a file
from one location device, edit, then save it on another device. Furthermore, since they
were itinerant, they may have to use several different computer systems. There was no
part of the system designed to handle backing up the critical data stored on an unreliable
floppy disk. There was no plan for error recovery.
The new system had three goals; the first was to reduce the time to prepare the forms. In
fact, it took longer to create the forms for an individual student! The estimated time
increased from half an hour for the hand written forms to about an hour for the word
processing system. Typing speed accounts for a portion of the delay, but the new system
required opening multiple files and saving them on different media. While this is not a
difficult task, it may be time consuming and stressful for a user who was uncomfortable
with computers to begin with. Furthermore, there was no training to do this and no
systematic approach to renaming and organizing the new files.

The second goal was to reduce the re-entry of redundant data. This problem was not even
addressed. The computerized forms were identical to the paper forms and therefore required
all the re-entry the manual system required. The teachers had to re-enter data - such as
name, birth data, etc. – repeatedly on the separate forms. This presented the same problems
that the manual hand written system had. Furthermore, in the manual system the teacher
could lay out the forms and copy the redundant information from one form to the others,
thus ensuring some consistency. In the computerized system, teacher worked on one form
at a time and except for the most technologically savvy, could not compare the redundant
data for consistency.
The third goal was more accurate records. It does not appear that the computerized system
provided any advantage over the manual system, although it appears to be no worse than
the manual system.
As a final observation: the newer system should have taken advantage of the potential to
reduce data entry errors. The new system by default took advantage of the word processor’s
spell checking. However, additional information could have been checked.
Dates and ages could have been checked for reasonableness and consistency. Scores on
standardized tests could be checked for validity and consistency.
Conclusions
It is fairly obvious that the designer in this example did not follow a traditional analysis
and design approach. That, in itself, does not mean the approach is wrong. It illustrates the
way many systems are being developed. Even well-planned, well-staffed projects can fail.

Whether we, as computer professionals, like it or not, this is the wave of the future. Sales
people are developing their own customer databases. Doctors are setting up their own
networks and developing customized applications. Any technologically savvy individual
can now create a new system. When such a system is used only by the individual, then any
effects of the system only involve that individual. However, if the system affects others,
directly or indirectly, then we may hold the system to a higher standard. We don’t want
inaccurate patient records in a doctor’s office and we don’t want inaccurate records in student
records.
In the case study, the designer was a knowledgeable user and therefore understood the
problem area. The designer didn’t need to consult the users to understand how the forms
were being created and used. However, this also meant that the other users had no input
into the design process; they had no chance to voice concerns or evaluate proposed solutions.

Contd.....

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