300585 - Systems Analysis & Design Workshop 5 Workshops will run to cover the practical aspects of the topic each week via workshop case study that runs across the whole semester and other examples via 2 parts  Workshop Quiz o Students to visit app.gosoapbox.com, click Join and use access code ‘wsquiz’ to attempt the workshop quiz. Pls note this quiz is not assessable. Students must attempt this quiz in the time allocated by the workshop facilitator/tutor, followed by discussions on the student attempt and the topics  Workshop questions o This document contains 2 parts o Part A contains Classwork case study and questions that are done in workshop with the tutor in Groups of 2 students. Task 1 would always refer to Workshop Case study and some additional case studies in rest of the tasks o Part B contains questions and tasks related to case studies that individual students need to answer in their own time and submit as Portfolio exercises as per the Portfolio due dates given in the Learning guide. Part A: To be done during the workshop Task 1 Case Study Willow brook School Willow brook School is a small private school that has retained your services as a systems analyst to assist in the development of a new information system for the school’s administrative needs. Background Willowbrook School has decided to proceed to the systems analysis phase, based on the findings and proposal you presented after the preliminary investigation. A summary of your fact-finding is as follows: Fact-Finding Summary Registration for Willowbrook School has two components, regular daily students and children in after-care. Regular daily students are divided into groups, dependent on whether the child is in pre-school, kindergarten, or primary school. Children in after-care are divided into two groups, those students who are pre-registered and those who use the service on a “drop-in” basis. Most of the students who are pre-registered for after-care attend the school during the day but some are bussed in from other schools. For a student to be registered, tuition payments must be in good standing. There are two payment options for tuition and the pre-registered component of after-care, monthly or weekly. Regular daily tuition is based on the academic program in which the student is enrolled. A discount of 5 percent is applied to fees for parents choosing the monthly payment option. Parents who have more than one child enrolled at Willowbrook are eligible for anadditional 5 percent multi-child discount on tuition for all enrolled children. Discounts are lost for any payment that is overdue by more than seven days. Charges for after-care used on a “drop-in” basis are based on an hourly rate, billed in fifteen minute increments. Parents are billed monthly for regular students, and charges are added to the monthly and weekly bills. New bills are generated weekly for “drop-in” care for children who are not pre-registered for after-care or regular daily students. For parents who pay monthly, tuition bills and after-care fees are due on the first of the month, and are distributed to parents one week prior to their being due. For parents who pay weekly, payments are due on Mondays with bills generated on Fridays. Parents who have more than one child enrolled in Willowbrook receive a separate bill for each child. The student’s account must be in good standing for a student to be registered. For the account to be considered to be in good standing, the tuition payment must not be over seven days late. Tuition payments that are over seven days late may be overridden by the director; these cases are handled on a case-by-case basis. The current registration system is done using Microsoft Excel. Michelle Madrid, the administrative assistant, sets up a new workbook for each academic year. Each month Michelle creates a new worksheet in the workbook. The worksheet contains one line per student, and each line contains the following registration and billing information for the student: Student Name Parent Name Address Academic program (pre-school, kindergarten, primary school grade 1-6) After-Care (Yes/No) Weekly tuition fee Billing cycle (Monthly or Weekly) Tuition discount Multi-child discount Amount of discount (calculated field) Additional care, after-care “drop-in” fees Total monthly fee (calculated field) Payment received Amount paid to date (calculated field) Amount outstanding (calculated field)The entry for each student is updated monthly when bills are prepared, each time a payment is made, and when Michelle enters the data from the after-care reports detailing all “drop-in” hours for each student. Michelle manually calculates the time and the spreadsheet calculates the charges. Monthly statements are generated from the spreadsheets using the mail merge tool in Microsoft Word. A summary monthly report is generated for the Board of Directors from this spreadsheet summarizing fee collections for tuition and after care. The financial committee, who provides regular oversight for the Board, also receives separate monthly reports detailing payroll expenses for all employees. Reports need to be ready for distribution at the financial committee meeting that is scheduled for the second Tuesday of every month. Michelle has indicated that the most useful new feature that could be added to the system would be the ability to generate one bill per family, listing each student’s charges separately, and an overall total. Also useful would be the ability to generate a receipt at the time payments are recorded. This receipt should contain information required for reimbursement requests from different types of dependent care and tuition accounts, including name, location, and federal tax ID number of the school. In addition, parents have asked for a separate statement accompanying their bill itemizing all drop-in after-care hours for that statement. Q1. List the system requirements with examples for each category. Identify the requirements here and classify them as Functional and Nonfunctional. Can you suggest more nonfunctional requirements based on your knowledge of the Case study? Q2. Are there scalability issues that you should consider? If so, what are they? Q3. Draw a Context Diagram for Willow Brook School IS Q4. Draw a Mind Map that shows the main operations described in the fact-finding summary. Q5. Draw a Process flow diagram for the Student registration system Task 2 Sandia Medical Devices (SMD) – Running Case study Medical monitoring technology has advanced significantly in the last decade. Monitoring that once required a visit to a health-care facility can now be performed by devices located in a patient’s home, or carried or worn at all times. Examples include measures of glucose level (blood sugar), pulse, blood pressure, and electrocardiogram (EKG). Measurements can be transmitted via telephone, Internet connection, and wireless data transmission standards, such as Bluetooth. A particularly powerful technology combination is a wearable device that records data periodically or continuously and transmits it via Bluetooth to a cell phone app. The cell phone app can inform the patient of problems and can automatically transmit data and alerts to a central monitoring.Health-care providers and patients incur significant costs when glucose levels are not maintained within acceptable tolerances. Short-term episodes of very high or very low glucose often result in expensive visits to urgent care clinics or hospitals. In addition, patients with frequent but less severe episodes of high or low glucose are more susceptible to such expensive, long-term complications as vision, circulatory, and kidney problems. Sandia Medical Devices (SMD), an Albuquerque manufacturer of portable and wearable medical monitoring devices, has developed a glucose monitor embedded in a wristband. The device is powered by body heat and senses glucose levels from minute quantities of perspiration. SMD is developing the Real-Time Glucose Monitoring (RTGM) device in partnership with New Mexico Health Systems (NMHS), a comprehensive health delivery service with patients throughout New Mexico. SMD will develop the initial prototype software for smartphones with Bluetooth capability running the Google Android operating system. If successful, NMHS and its patients will have free use of the software and SMD will resell the software to other health systems worldwide.  Sandia Medical Devices (SMD) and New Mexico Health Systems (NMHS) are developing the system jointly. Project staff will include analysts, designers, and programmers from both organizations. Three technical staff members from each organization have been assigned initially, and the budget includes sufficient funds to add other personnel for short-term assignments as needed. In addition, NMHS will assign a physician and a physician’s assistant to the project one day per week.  It is anticipated that SMD personnel assigned to the project will work primarily at NMHS facilities in office space and with computer equipment dedicated to developing the RealTime Glucose Monitoring (RTGM) system.  NMHS anticipates recruiting a handful of its own diabetic employees to provide requirements and to test the prototype RTGM software.  SMD and NMHS anticipate a six-month development schedule for an initial version of the server software and Android-based client-side software. That will be followed by a threemonth period for evaluation and another three-month period for development of improved software versions and support for a wider range of mobile phone operatingsystems.  The Real-Time Glucose Monitoring (RTGM) software on the client (patient) side apart from tracking glucose level and alerting physicians will have the following features 1.The ability for the patient to view alerts received on the phone and also respond back to the alerts received from the physicians. 2. Enables the patient to view historical data pertaining to glucose levels and alert sent and received by the patient along with annotations/ detailed description of glucose levels. 3. Provides a messaging platform for the patient to interact with the physician by sending and receiving messages with the ability of voice control to read out messages. The Real-Time Glucose Monitoring (RTGM) software on the client (patient) side apart from tracking glucose level and alerting physicians will have the following features 1.The ability for the physician to view alerts received on the phone and also respond back to the alerts received from the patient. 2. Enables the physician to set alert conditions to send alerts automatically to the patients. Example – Have a rule setting to send low glucose level alert if glucose level falls to 65 mg/dl. 3. Provides a messaging platform for the patient to interact with the physician by sending and receiving messages along with the ability of voice control to read out messages. As the project began, interviews with patients and physicians about potential RTGM capabilities and interaction modes identified several areas of concern that will need to be incorporated into the system requirements and design. The relevant patient concerns include:  Viewing and interpreting data and trends. Patients want to be able to view more than their current glucose level. They would like to see glucose levels over various time periods, with a specific focus on time periods during which their glucose was within andoutside of acceptable ranges. A graphical view of the data is preferred, although some patients also want to be able to see actual numbers.  Entering additional data. Some patients want to be able to enter text notes or voice messages to supplement glucose level data. For example, patients who see a high glucose alert might record voice messages describing how they feel or what they had recently eaten. Some patients thought that sharing such information with their health-care providers might be valuable, but others only wanted such information for themselves. Physicians expressed these concerns:  They do not want to be the “first line of response” to all alerts. They prefer that nurses or physician assistants be charged with that role and that physicians be notified only when frontline personnel determine that an emergency situation exists.  They want to be able to monitor and view past patient data and trends in much the same way as described for patients.  They want all their actions to be logged and for patient-specific responses to be stored as part of the patient’s electronic medical record. Q1. Who are RTGM’s stakeholders? Should NMHS’s patients be included in defining the system requirements? Why or why not? Should RTGM interact with medical professionals other than physicians? Why or why not? Q2. If you were the lead analyst for RTGM, how would you determine the requirements? Q3. What are the primary functional requirements for the system as described so far in the case? Q4. Briefly describe some possible nonfunctional requirements for RTGM. Q5. Identify all the Roles that will use RTGM. Q6. Using the roles that you identified in question 5, develop a list of user stories. Part B: Portfolio exercises to be included in Portfolio submissions Task 1 On the Spot Courier Services, as an employee of a large international courier and shipping service, Bill Wiley met almost every day with many companies that shipped and received packages. He was frequently asked if his company could deliver local packages on the same day. Over several months, he observed that there appeared to be a substantial need for courier services in the city in which he lived. He decided that he would form his own courier delivery company called On the Spot to fill this need. Bill began by listing his mobile telephone number in the Yellow Pages. He also sent letters to all those companies that had requested same-day courier service that his prior company had not been able to serve. He hoped that, through good service and word-of-mouth advertising, his business would grow. He also began other advertising and marketing activities to promote hisservices. At first, Bill received delivery requests on his business mobile phone. However, it was not long before his customers were asking if he had a Web site where they could place orders for shipments. He knew that if he could get a Web presence he could increase his exposure and help his business grow. After he had been in business only a few short months, Bill discovered he needed to have additional help. He hired another person to help with the delivery and pickup of packages. It was good to see the business grow, but another person added to the complexity of coordinating pickups and deliveries. With the addition of a new person, he could no longer “warehouse” the packages out of his delivery van. He now needed a central warehouse where he could organize and distribute packages for delivery. He thought that if his business grew enough to add one more delivery person he would also need someone at the warehouse to coordinate the arrival and distribution of all the packages. When Bill got an order, only on his phone at first, he recorded when he received the call and when the shipment would be ready for pickup. Sometimes, customers wanted immediate pickup; sometimes, they were calling to schedule a later time in the day for pickup. Once he arrived at the pickup location, Bill collected the packages. It was not uncommon for the customer to have several packages for delivery. In addition to the name and address of the delivery location, he also recorded the time of pickup. He noted the desired delivery time, the location of the delivery, and the weight of the package to determine the courier cost. When he picked up the package, he printed out a label with his portable printer that he kept in the delivery van. At first, Bill required customers to pay at the time of pickup, but he soon discovered that there were some regular customers who preferred to receive a monthly bill for all their shipments. He wanted to be able to accommodate those customers. Bills were due and payable upon receipt. To help keep track of all the packages, Bill decided that he needed to scan each package as it was sorted in the warehouse. This would enable him to keep good control of his packages and avoid loss or delays. The delivery of a package was fairly simple. Upon delivery, he would record information about when the delivery was made and who received it. Because some of the packages were valuable, it was necessary in those instances to have someone sign for the package upon delivery. Q1. Develop a context diagram for On the Spot courier service website IS. Use Gane and Sarson symbols as shown in lecture 5. Q2. From this description, identify all the roles that will be using the system. Q3. Using the roles that you identified in question 2, develop a list of user stories. Task 2 Personal Trainer, Inc.Personal Trainer, Inc. owns and operates fitness centres in a dozen Midwestern cities. The centres have done well, and the company is planning an international expansion by opening a new “supercenter” in the Toronto area. Personal Trainer’s president, Cassia Umi, hired an IT consultant, Susan Park, to help develop an information system for the new facility. During the project, Susan will work closely with Gray Lewis, who will manage the new operation. Background During requirements modelling for the new system, Susan Park met with fitness centre managers at several Personal Trainer locations. She conducted a series of interviews, reviewed company records, observed business operations, analysed the Bumblebee accounting software, and studied a sample of sales and billing transactions. Susan’s objective was to develop a list of system requirements for the proposed system. Fact-Finding Summary  A typical centre has 300–500 members, with two membership levels: full and limited. Full members have access to all activities. Limited members are restricted to activities they have selected, but they can participate in other activities by paying a usage fee. All members have charge privileges. Charges for merchandise and services are recorded on a charge slip, which is signed by the member.  At the end of each day, cash sales and charges are entered into the Bumblebee accounting software, which runs on a computer workstation at each location. Daily cash receipts are deposited in a local bank and credited to the corporate Personal Trainer account. The Bumblebee program produces a daily activity report with a listing of all sales transactions.  At the end of the month, the local manager uses Bumblebee to transmit an accounts receivable summary to the Personal Trainer headquarters in Chicago, where member statements are prepared and mailed. Members mail their payments to the Personal Trainer headquarters, where the payment is applied to the member account.  The Bumblebee program stores basic member information, but does not include information about member preferences, activities, and history.  Currently, the Bumblebee program produces one local report (the daily activity report) and three reports that are prepared at the headquarters location: a monthly member sales report, an exception report for inactive members and late payers, and a quarterly profit-and-loss report that shows a breakdown of revenue and costs for each separate activity. During the interviews, Susan received a number of “wish list” comments from managers and staff members. For example, managers want more analytical features so they can spot trends and launch special promotions and temporary discounts. Managers also want better information about the profitability of specific business activities at their centres, instead of bottom-line totals. Several managers want to offer computerized activity and wellness logs, fitness coaching for seniors, and various social networking options, including e-mail communications, fitness blogs, Facebook, and Twitter posts. Staff members want better ways to handle information about part-time instructors and trainers, and several people suggested using scan able ID cards to capture data Q1. Develop a context diagram Q2. Identify 6 potential system requirements as user stories for various roles. Task 3 Q1. Read Capstone Case: New Century Wellness group as given below and develop a Context Diagram for New Century’s IS. . Use Gane and Sarson symbols as shown in lecture 5. Background You began the systems analysis phase by conducting interviews, reviewing existing reports, and observing office operations. (Your instructor may provide you with a sample set of interview summaries.) The New Century medical team performs services and medical procedures, which are coded according to the American Medical Association’s Current Procedure Terminology (CPT). CPT codes consist of five numeric digits and a two-digit suffix, and most insurance payers require the codes to be included with billing information. The new system must be able to handle the new ICD-10 procedure coding system, which will be required by the Centers for Medicare & Medicaid Services (CMS) beginning October 1, 2014. ICD- 10 codes consist of seven alphanumeric characters, which can be electronically transmitted and received. New Century’s information system must interface with 25 California health insurance providers. The new system represents an opportunity for significant cost saving for New Century, and more convenience for patients, who will be able to go online to update medical information, schedule appointments, and request medical records. During your fact-finding, you learned that the clinic requires various reports, as follows: • Daily appointment list for each provider. The list shows all scheduled appointment times, patient names, and services to be performed, including the procedure code and description. • Daily report call list, which shows the patients who are to be reminded of their next day’s appointments. The call list includes the patient name, telephone number, appointment time, and provider name. • Weekly provider report that lists each of the providers and the weekly charges generated, plus a month-to-date (MTD) and a year-to-date (YTD) summary as well as profit distribution data for the partners. • Monthly patient statement, which includes the statement date, head of household name and address, previous month’s balance, total household charges MTD, total payments MTD, and the current balance. The bottom section of the statement shows activity for the month in date order. For each service performed, a line shows the patient’s name, the service date, the procedure code and description, and the charge. The statement also shows the date and amount of all payments and insurance claims. When an insurance payment is received, the source and amount are noted on the form. If the claim is denied or only partially paid, a code is used toexplain the reason. A running balance appears at the far right of each activity line. • Weekly Insurance Company Report. • Monthly Claim Status Summary. In addition to these reports, the office staff would like automated e-mail and text messaging capability for sending reminders to patients when it is time to schedule an appointment. Data also needs to be maintained on employers who participate in employee wellness programs. This information can be used for marketing purposes throughout the year. Finally, the new system needs to track employee schedules, attendance, vacation time, and paid time off. Q2. Read Capstone Case: New Century Wellness group as given below and identify the system requirements (list of functional and non-functional requirements). Note: Typical examples of system requirements for each category are listed in the examples that begin on page 147 of the prescribed textbook. Use them as a guide. Background New Century Wellness Group offers a holistic approach to healthcare with an emphasis on preventive medicine as well as traditional medical care. In your role as an IT consultant, you will help New Century develop a new information system. New Century asked you to perform a preliminary investigation for a new business support system. You had several meetings with Dr. Jones to discuss office records and accounting systems. Anita Davenport, New Century’s office manager, participated in those meetings. You also completed a project management plan for New Century’s. Now, you are ready to develop a system requirements model. In the preliminary investigation report, you recommended a detailed analysis of four key areas: patient scheduling, billing and accounts receivable, human resources, and payroll. Because these areas are highly interactive, you suggested that an integrated system would provide the greatest benefits. Dr. Jones and the partners agreed, but they also expressed interest in a medical practice support system and asked whether the business support system could be expanded. After research and analysis, you concluded that medical practice support should be a separate system to be considered in New Century’s long-term strategic plans. Because future integration would be very important, the business support system design should be compatible with a future medical practice support system. In your meetings with Dr. Jones and Anita, you stressed that IT projects are much more successful when users have a sense of ownership, and the best way to create that “buy-in” is to get them involved in the development process. In your view, joint application development would be ideal method to develop the new system, and everyone agrees. Your next task is to form a JAD team and conduct the requirements modeling process.