Firstly I would take observation into consideration first, I would observe the current system and note down any problems and weaknesses in the system that are visible, from this I would be able to see what improvements I’d need to look into.
Secondly I would hand out Questionnaires to the company staff to see what they would like to see in the new system.
Finally I would then carry out an interview with the manager of the library to see what he wants changed in the new system. Doing the manager as an interview would allow me to gather more in-depth information needed to know what kind of restrictions and allowances I’m able to put into the system. Also I would find out how much budget I am to be given to do the whole project and a time scale of when he wants it to be done by.
From this I would have my questions answered and any other information needed for the project. I will then produce a design specification with all the answers taken into consideration. Upon making the design specification, this will narrow down and clarify what is needed of me and from there I will be able to carry it out and meet their certain specifications
Interview With Manager
How much time is given to me to create this new system?
The time for satisfactory level would be within 8 months, and 10months being the latest. I want everything working perfectly and be good to go by that time.
What is the total budget allowed for the whole system to be in place?
The total budget allowance is £10 000. This includes all the software and programs to work efficiently for my Library. I would like anti-virus software on each computer so that if a member of the staff was to get files infected, we’d be able to get rid of the virus. I also want barcode scanners in place to make renting more efficient when keeping track of it.
Will the budget be given in one go or in intervals during the time gap?
I will pay the budget in two goes, £5000 in the 1st month and the other £5000 in the 4th month.
Why is it necessary for the new systems to be in place?
It is necessary for the new system to be in place as having all data on paper can be very time consuming and confusing when trying to find certain files. Having this new system in place with computer will allow employees to easily navigate through the database and find what they need without hesitation.
What new features would you like to see on the new system to which the current system hasn’t got?
I would like Microsoft Office and any other recommended suggestions to be put in place so that they can keep track of any information needed. Presentations can also be made from it to teach employees on how to use the software.
What benefits do you, your staff members and the customers gain out of this?
The library will run faster and more effectively, in turn the library will get more customers and be able to keep track of each customer rent outs.
Would you like restrictions on the new system so that specific staff members cannot access?
The library staff will only be allowed on the library system. The finance department will be allowed onto the company accounts and the internet for new orders and managers like me will have access to all of the system.
Would you like a tutorial guide on how to fix minor problems and how to use Microsoft Office?
Yes this is well needed. Teaching our staff on how to fix minor issues would save time as they wouldn’t need to call in a professional and waste valuable time waiting for the technician.
Will you like logins for each staff member so that their progress will be able to be followed?
Yes, so that I can keep track of every member of The Simpsons Library so that I will know who is slacking or misbehaving and who is doing the job effectively.
Do you have any back up files in place for this system or offsite storage in case an error occurs or would you like me to create one?
Yes. We haven’t made any back up files for the current system, so I would like you to make me a backup system and offsite storage for future use.
Questionnaires
Staff Member 1
Do you think that a new system put in place is necessary?
Yes it is necessary for the Library as the current system is in my opinion very difficult to find files and customer identification towards our customers
What would you like to see from the new system?
I would like the new system to make editing and creating customer information easier, say for example an easier layout
Will work efficiency in other staff members and yourself increase?
Yes by a far amount, I in particular would like to navigate around easier on the system rather than wait for non-respondent occurrences to appear and having to close the program and start over again.
When the new system is put in place, would the job be easier?
Yes it would make the whole process faster of when people would like to join all the way to renting books out.
What programs would you like to be installed into the new system?
Microsoft Word or Notepad for making notes
Would a new system in place make records of books being lent out and returned, a more easier process?
Yes as the current system in place sometimes has unknown errors that force us to write down records onto paper and then having to wait for a technician to come round and fix it
Would training into knowing how to fix basic and complex software problems be worthwhile to be in place on the new system?
Yes, fixing the computer myself from a problem would be much more efficient than having to wait for a technician to come round
Questionnaires
Staff Member 2
Do you think that a new system put in place is necessary?
Yes, this will make work more efficient
What would you like to see from the new system?
A simple but effective layout for me to use that allows easier editing
Will work efficiency in other staff members and yourself increase?
Yes it would, as other staff wouldn’t have to ask me to come over and fix a minor problem
When the new system is put in place, would the job be easier?
My job overall should benefit from this and so from that, all other staff will be more efficient I think to
What programs would you like to be installed into the new system?
Microsoft Office, Excel for spreadsheets on how well we are doing, Power point for motivational speeches and guides for new employees
Would a new system in place make records of books being lent out and returned, a more easier process?
Hopefully so, the current system isn’t user friendly
Would training into knowing how to fix basic and complex software problems be worthwhile to be in place on the new system?
Not for me but I think it would be good to have this in place for other members to know how to sort out problems themselves
Questionnaires
Staff Member 3
Do you think that a new system put in place is necessary?
Yes this is necessary and to be put in place as soon as possible
What would you like to see from the new system?
A user-friendly system that will allow me to easily input or edit customer details and renting information
Will work efficiency in other staff members and yourself increase?
Yes, less frustration from the current system in place would be void
When the new system is put in place, would the job be easier?
Depending on how this new system is like, the job could be easier or if in a worse scenario, worse, but I’d like to think so
What programs would you like to be installed into the new system?
Microsoft Office
Would a new system in place make records of books being lent out and returned, a more easier process?
Again I would like to think so
Would training into knowing how to fix basic and complex software problems be worthwhile to be in place on the new system?
Yes, this is required. Efficiency on work would increase if we knew how to sort the problem out, ourselves
Requirement Specifications
Introduction
I the manager of an adept systems developer have been asked to create a computer system for The Systems Library. The manager has asked of me this as the current system in place is mostly paper based, and from gathering information about his company through interviewing him and supplying questionnaires, I have found that the task provided for me is un-deniably needed for the company to run the library efficientyl
Systems Overview
The current system I have seen as I went to go observe the company, is rather un-efficient as all it is all paper based. Making a single mistake could make a filled in piece of paper, a waste. Membership forms need to be filled in without errors and if one were to occur then that piece of paper is useless, and they’d have to fill in the whole form again. Also all records are filed on paper making it a timely process to find the due back dates on books, so keeping track of only this is a tiresome process.
Functional Requirements
This itself requires alot to do as now it will be all processed on the computer. Before doing so, each member must have their own logins so that the manager will be able to keep track of each working member of staff. Microsoft Office will be put in place as many have requested for it and the current system needs an update. Tutorials will be provided for all staff members so each of them will know how to use Office and how to fix minor errors themselves
Data To Be Held
All data will need to be held within the new system on the computers. This includes books in stock, rented books and customer details. Having this in place, will allow staff members to easily find out when a book is due back and contact details to warn the customer if they haven’t brought the book back in time
Schedule And Budgeting
There is a schedule for completion of the complete system and this is 9 months. There is budget of £8000. This has to include all of the system and all components needed plus the pay of all of the staff needed.
Operational Scenario
There will be parts of the system that only some staff will be allowed access to. The manager will be allows to access all of the system. The library staff can only have access to the parts of the system that involve the book and joining new customers up. The accounts part of the library will only be allowed access to the banking part of the system as this is what is required.
