1.    What was the most difficult assessment item you completed in COIS20025 this term

Ans: – Both are not difficult for me. According to me, assessment item 2 was  little bit complex because it needs to change the Process model into correct data model and so much search was needed to get data related to comparison of data model and process model because both are modelling technique with only the difference of diagrammatical representation.

2.   What was difficult about it and how would you suggest it could be improved?

Ans: – the difficult about it was that it needs so much search and depth understanding of both models. Data model can be improved only by clear understanding of identifying all attributes, entity and referenced data.

3.   Name three (3) things you learnt this term in COIS20025.

Ans: – in this term of COIS20025 course; I have learnt many things and get experience in designing phase of SDLC. The three things are:

(a)  I have learnt about system development life cycle.

(b) Learnt about social and ethical issues.

(c)  Learnt about designing process model of information system and data model used to implement database.

4.   What career are you working towards?

Ans: – I am working toward the career in system analysis or database administrator. In both roles, this course is helpful to create both information system and database system.

5.   How will you be able to use the knowledge and skills learnt in this course in your future career?

Ans:- I have gotten too much knowledge and skill like how to develop a system, how to enhance ,repair or modify the existing system by using which of maintenance type according to the need, what are the social ethical issues should kept in mind while developing system and what development cycle must used during developing information system. These are helpful in future career of system analysis or database administrator.

Que:

On pages 512 – 514 the textbook identifies and discusses four types of maintenance tasks. Post an entry to your blog that gives one example of each type of maintenance task that might be needed once BHSSRS (the system you have modelled and designed the data for in assignments 1 and 2) is in operation.

Ans:-

There are four types of maintenance tasks.

1. Corrective maintenance

2. Adaptive maintenance

3. Perfective maintenance

4. Preventive Maintenance

In this entry of blog, there is a discussion of each type of maintenance task that might be needed once BHSSRS is in operation.

1.  Corrective maintenance: – corrective maintenance refers to change made to repair defects in the design, coding or implementation without adding any functionality. If this maintenance task is used in Bowen High School Student Record System then there is a need to repair only. If we use this maintenance task in existing BHSSRS then there is a need to change or repair programs or repair or need to change format of stored data. Suppose there is problem in enrolment system of students. Then there is a need to repair the programming or design errors without adding extra functionality which cost less and more urgent than other.

2.  Adaptive maintenance: – it is technique to modify the system to environmental changes. These changes are being done because of change in business need or migrate to different operating environment. This adaptive maintenance in BHSSRS is used only when there is a change in business rules or migrate it to different operating environment. If this is slow system or there is a change in rules of BHSSRS then this type of maintenance will be opted by developer. But it is not needed by school because no business rules have been changed and no need to change its operating system.

3.  Perfective maintenance: - this maintenance will be opted if there is need to make extra addition, improves processing performance but not necessarily required. It is actually new development not really maintenance. Perfective maintenance is not so useful for Bowen High School because there is a need to change whole system rather minor development. But after development of Bowen high school student record system, if there is need to add something new features then it will be the best approach.

4.  Preventive maintenance: - it involves change made to a system to reduce the chance of future system failure. It is good approach if it implemented to BHSSRS to reduce or minimise future failure.

Adaptive , perfective, and preventive maintenance activities can lead to corrective maintenance activities if not carefully designed and implemented.

Ans:

System changeover is a process of putting the new system information only and retires the old system.

There are four possible approaches to changing from one information system to another. There are several implications of using each of these approaches to change from the existing system to the new BHSSRS and many benefits and problems associated with each approach. These are given below:

1. Direct Cutover: – using this approach, we put new system in the organisation and retire the old system immediately. But this approach is more risky because regardless of carefulness during testing/training, there may be some errors caused when it goes into operations. There is also a difficulty during the detection of errors. It is another disadvantage of this approach that if we are using a new system, then the old system will not be available. If any problem arises then detection of error is difficult because we can’t compare and verify current output with output of old system. But if it is maintained with knowledge based data then it will be best approach to develop this software package. Timing matter should also be considered if we need direct cutover approach because this system may operate monthly sycle. If student pay fees monthly, submitted assignment monthly and may be in yearly cycle when released Student Semester Report. So, information system of Bowen high School should converted at the beginning of the month or year. If it is implemented and operated at the middle of the cycle, then there may be situation arise when there is a need of information of both new operation BHSSRS and old system which is unavailable.

2. Parallel Operation: – it needs to operate both old and new system simultaneously. If this approach is implemented in developing BHSSRS,then there will be lower risk then previous approach because it is easy to compare or verify the output of both system and check it is working correctly or not ,if the new one does not operate properly then, we can opt old system as backup until appropriate maintenance. And when student administration department/section, students and teachers are satisfied with new system then old system can be terminated. But Bowen High School has tightening budget so this parallel operation approach is difficult to use both system can operate simultaneously only when there are more extra staff to operate any system and may need arise to hire extra temporary employee in Student Administration section to operate both system which is expensive. Another disadvantage of this approach is, if new system of Bowen High School is incompatible with existing operating system then it is difficult to operate both because it will cost high.

Pilot Operation: – pilot changeover method is better than other approach .it is combination of parallel and direct cutover method. During this changeover method, new system administration inforamtion system will be installed in one location called pilot site where groups or user will used new system and old system will be operated in rest of the school. Of the new system at the pilot site proves successfully then it will be converted into new system by direct cutover. So there is less chance of system failure because if any problem arises during the operation of new system then we can easily compare with existing system and verify or fix the problem easily. The problem in this is same as parallel that it needs both extra staff and extra time for testing which is more expensive.

Phased operation:- the phased operation changeover method allows to implemented new system in modules. Suppose if student administrative information system is divided into subsystem such as enrolment subsystem, class subject subsystem, timetabling subsystem, student semester report subsystem, hold subsystem and we might install only one subsystem, and then user will operate one module at a time. It will be less expensive. If it does not operate successfully, it could not affect another module. But there is risk of errors and failure. And sometimes it is difficult to separate module logically, if we separate it successfully, then it will be more expensive than pilot operation approach.

Annotated bibliography that provide information cited in my essay

1. DG Brown, R Riolo, and M North Rand 1998,’Journal of geographical system’, Spatial Process and data model: Toward integration of agent based Model and GIS, viewed 11 Jan, 2009

http://www.cscs.umich.edu/sluce/publication/jgs_abmgis.pdf

This journal described in this paper can facilitates inquiry into process and data at level of individuals and data about specific cases and places. Their model definitions also improve our ability to draw conclusion about the behaviour of complex system in realistic environments which may different form conclusion drawn with artificial environment. It gives good definition of data model and process model. It has whole geographic information system to explain model for representing and storing information.

2. I.Millet 1998,’Enterprise solution structure’, a proposal to simplify data flow diagrams, vol.38, iss. 38-1, p.118

http://www.research.ibm.com/journal/sj/381/millet.html 

This issue support very much to create essay topic to explain similarities and dissimilarities between data model and process model. It presents 6 papers on Enterprise solution Structure project, focusing on the reuse of high level of assets such as architecture, methods, also technical note on simplification of DFD and ERD are included which is very helpful. It explains DFD in very descriptive manner and how overlap with ERDs.it has also concluding marks which help to specify the records and data elements.

3. Valachich,Jory F George, A Hoffer 2001,essentials of System Analysis & Design, prentice – Hall Publication, New Jersey,pp.146-198

This is helpful book which has text that emphasizes hands-on, experimental learning. It also provides clear presentation of concept to deal with effective model definition. Internet coverage is also provided in each chapter .it also involves lab work and outside reading other that book which is very advantageous and helpful for making my assignment where need to compare and contrast process model and data model .there are also key terms which explain terms with few words and give online database links to complete this essay topic.

4.Whitten ,Jeffrey, & bent Ley 2007,System Analysis  and Design methods,6^th edn,2007, Tata McGraw  Hill,P-725

http://works.bepress.com/cgi/viewcontent.cgi%20?%20article=1012 & content=jamesgross

This article gives the information about both models in questionnaire manner. The authors explain both models with examples. It has also given more references which give more complete information about models. It also use the principle of decomposition, a tool of planning DFD and the information both models lack which is also a part of assay topic part 2.

QUES:-Name one way that data and process modelling are similar. Explain how they are similar?

ANS:-Both process and Data model are very useful in understanding a system and both shows the working through systems. In both model, a data will typically undergo a series of transformation before it becomes the output. Both can have input data flow and output data flow. Data model that defined entities involved in the process.So, we can say that both are similar because both are explaining how system works.Although systems analysis for designing information systems shares much in common with business process mapping there are critical differences. Systems analysis methodology produces a logical model, which omits all extraneous detail (in a somewhat similar spirit to business process re-engineering). The approach is based on two views: entity-relationships for data modeling and data flow diagramming for representing functions (which is used in a similar context to process in BPR terminology).So, both are same in diagram Design method.

QUES:-Name one way that data and process modelling are different. Explain how they are different.

ANS:-Both are different in some way. PROCESS Model generally express theories predicting the nature of the exchange of energy and mass with in the system over time. BY CONTRAST, DATA Model express theories predicting the structure of the real world domain in terms of entities and their attributes organised in inter-related sets. Process model does not contain information about data stored and explain what system do rather than how to do. On the other hand ,data model shows how data stored and how system is being done ,give the logical view and explain its relationships among data.

1      . Data Dictionary

Data Dictionary entries for a process from Diagram 0 DFD drew for the DVD Rental Shop in last blog is given below:

First process:

·        Process name:  DVD Collection System

·        Process number: 0.2

·        Purpose: its purpose is to accept the request of DVD from the customer, check for availability and give the selected DVD to customer.

·        Input data flows: Request for DVD (from customer).

·        Output data flows: this system will give DVD selected for customer and Give this information to RENTAL Process System.

·        Process description: this Process system will check the availability of DVD requested by the customer from the DVD Database. If available then DVD is given to the registered customer. It checks all the data from DVD database and store all the information about the rental DVD in Rental record database. It will save ‘which DVD is given to whom person’.

·        Notes: Student can approach directly to the see the DVD collection system to request. They can also see their information about its availability. All the record related to available DVD, rental DVD, How many hold by the customers is stored by this system and database.

ANS:-

There are various fact finding approaches which can help to gather information and much of these information I need to analyse relates to the Organisation in general, the user staff, and the work flows. This information describes the Organisation’s policies, Organisation structure, user staff information such as authority relationship, job function, information requirements, and the information about work flow, work schedules, methods & procedure which helps to maintain PROCESS MODEL and DATA MODEL of an Organisation. In this way, I have considered many fact finding techniques which can help me to describe what data model is and process description of an organisation.

Document Review:-during document review use document analysis to understand the as-is system of an enterprise which can help me to understand how this system is supposed to work. But information system may not well documented and incomplete. But it gives the strong indication of what need to be changed.So,if  it does not give complete information about how data  are organised and how they are related to each other. It also does not communicate the business rules of that followed during the operation of system. It will not in the standardized format so there is difficult to know about which data is retrieved from which place that is helps to make data model. It also does not give the review of processes and activities performed by which section and how each section move data among them.so, problem to define the data flow which is key point of process model.so, document review approach might not be useful to get data model and process model.

During document review, I can find external source of information such as government document, technical newspaper and professional journals and software packages on the market to suit virtually every problem area with reasonable modification. But search of professional references, procedures, manual, textbooks, company studies, government publication may help to produce process model and data model. But according to me, sometimes it proves invaluable because to review it may be time consuming and outdated and incomplete. Disadvantages of document review are those written documents do not match reality for instance reports can be biased and out of date.

1)      Observation:-this is a process of recognizing and noting people, objects and occurrences to obtain information. This technique may help to get as close as possible to the ‘real’ system of an organisation. In this way, i need to know as much as possible about modes of communication and modes of retrieving the data available through the Organisation structure. This is s approach can guide to know about system, how it is functioning, how data or records among the sections move, detail of activity perform, how they share and also show interfaces of section.so,it may helps to maintain process model but if i conduct obtrusive observation ,degree of information may decrease when one knows he/she is being observed during on site observation ,it may examine form records ,reports and purpose of each information. it may describe data flow through process logical data where it is stored in files ,how all departments relates data so that they both can know how they keep their record upgraded and consistent manner and can shared easily, what attributes they used to maintain records. It might helpful to maintain data model too. But it can be very time consuming. I may also know about newspaper, professional journal, system manuals, hardware/software vendor available through association which can help me to define process model and data model. During observation, suppose, if I conduct on site observation may know about record and their personal information, which shows the attributes of the entity. In this way, data model can easily be maintained during on-site observation.

2)      Questionnaire and surveys: – Data and Process modelling technique is used to capture more specific information. So, after the case study, I think questionnaire is best approach to use for obtaining specific information from individual. i can perform structure or unstructured questionnaire. In unstructured, the whole staff can answer the questions freely in their own words whereas in structured approach require a specific response to open ended or closed question. As I know the tightening of the school budget is putting a strain on the workload of school staff, questionnaire is economical then other approaches. But to make data model, I need great amount of returns from employee of all section and also need anonymity. But it may get less returns and different response from every individual which will give inconsistent data flow and entity relationship diagram and although all section handles related information but there may be no integrated system so feedback may be inconsistent so this approach might be or might not be useful for fetching data model and process

model of an organisation and there may be possibility of finding some journals and textbooks from the user of an enterprise which can help to make data model and process model.

3)      Sampling:-Sampling is also good fact finding technique to draw a process model and data model, because this is the way by which I can collect the example of actual documented system include records, reports, complaints summaries, work request etc, .I can review some of the representative of all section and can get particular data that may be hidden during other fact finding approaches. If during Sampling, I get representative of overall data of all the section of record system, then it will be helpful to make entity relationship diagram and data flow diagram which can the tools of modelling technique. So, it will be helpful too.

4)      Research:-Research is another important information eliciting approach where i can at least get textbooks to obtain background information, technical materials, news magazine of this school and also conduct and attend professional meetings, group discussion which may helpful in problem solving. during research i can also visit site or physical location for example if i visit at one section, i might be how it works ,why it is work like this, what is to be done, who is doing which job and why, what data is required, what personal information is recorded and what are the attributes of each entity ,how data is integrated ,where is problem in the system, how all process  being functioned, all the answer of these questions may be produced during research techniques. In this way, i can know what is process model and data model of an organisation and what are the other external documents such as manual textbooks, websites and journal which will be useful for making of model.

Ans 1:

After the analysis of whole current system of Bowen High School Student Records System, we have analysed several problems. During system analysis, we need to do initial investigation and information gathering. First step in the initial investigation is to define the problems that led to user request. It helps us to state the objective the user trying to achieve and result the user want to see. To verify the problems, I try to elicit the information from existing system; how data is stored, how it is updated, how the record is maintained? Etc.There is many problems in the current system, these are given below:

1. It is difficult to maintain and keeping it up-to-date.

2. All the records stored in improper manner so it is incomplete and inefficient.

3. The existing system has most obvious problem is failure to provide integrated system which create problem of data redundancy and make the system costly and time consuming.

4. There is also data inconsistency because if there is an updating of student in one section, and they do not inform to another section, it make data inconsistent.becouse changes will not be existed in other sections.

5. There are three sections 1.student administration section 2.management & finance 3.human resources section. All the section use MS.Access, MS word, and MS Excel. so there is also technical problem. Because it is very difficult to maintain 3 software packages simultaneously. Data is not stored in proper standardised format.

6. Each section has its own unique system format, so no section can transfer its data with another section because existing system is not an integrated system..

6. There is also a problem of filtrations. One cannot elicit or filter out some parts of relevant information that they needed.

7. There is also duplication of data and also consuming the more storage space.

8. There is also difficulty in auditing.

Ans 2:

There is a need of detailed understanding of current system to achieve the desired results. We need to know  

1.    How all the three sections are functioning,

2.    what is the format of storing the information,

3.    how many students in the school enrolled,

4.    which section is using which software package,

5.    Whether data in MS Word stored in textual form or in tabular form. There is also need to know that

6.    how they come to know that there is a need to transfer the particular information from one section to other,

7.    How they know about the updating of records otherwise data will be inconsistent.

8.    To develop the proposed system, we need a view of auditing.

9.    there is also need a detailed study of where the subject related record is saved,

10. how the library record is maintained,

11. which record feed in which format so that we can get the relevant information,

12. what is the deadline of paying fees,

13. how many days are given to Student for borrowing the books,

14. What are the rules of school that are to be followed by students?

15. Teachers maintain the marks record of all the students of one grade only. I also want know what is effort grade and behavioural grade and how it can be calculated.

16.  There is also stated that subject taken by student identified by code number like grade 11 math subject for science student coded as MATH11c, what is the meaning of “c”. In this case study, It tells that academic term is of 4 terms and students need to learn 6 subjects at the beginning, but how many subjects for the rest of the terms or semester.

So these are the information we need to find out about ‘Bowen High School Student Record System’ to develop detailed understand of current system.  

References

Elias M.Awad. “System Analysis and Design” system analysis, 2nd edn, Galgotia, New Delhi.

Jojnson, Edward N, Information and Record Management, Hempstead: Dec 1982, Vol.16.iss 12, pg 27, 2ps, (online proQuest).