Customer Enquiries Staff Office Documentation Report example essay topic

Introduction For this assignment I have been asked to produce a lifecycle analysis for a fictional "Ruddles bus company". Below is an index of the tasks I have completed and the page number they are on. System development lifecycle Lifecycle stages Page 2 Waterfall model Page 4 Prototyping model Page 5 Incremental model Page 6 Spiral model Page 7 Lifecycle comparison Page 7 Tasks Task 1 - Requirements analysis Page 8 Task 2 - Initial design Page 16 Task 3 - Detailed design Page 21 Task 4 - Computer language Page 23 Task 5 - Test procedures Page 24 Task 6 - Maintenance Page 24 Task 7 - Paradigm Page 25 Task 8 - Comparison Page 26 System Development Lifecycle - (SDLC). As software became larger and more people were required to work on each project, it became obvious that some sort of order was needed. So the SDLC was developed. They provide guidance on the order in which a software development project should carry out major tasks.

There are several different lifecycle models, each with its good points and bad points. Every lifecycle have stages that must be completed before going on to the next stage. The primary functions of a life cycle are to vs. Determine the order of the stages involved in software development and evolution. vs. Establish the transition criteria for progressing from one stage to the next. There are several stages to a lifecycle these usually consist of vs. Requirements vs. Analysis vs. Design vs. Detailed design vs. Implementation vs. Maintenance Requirements In this stage there should be a description of the existing system including how much it costs to run. It should include a report that details each part of the old system that needs to be improved, with a brief outline of how it would work on a computer system.

Also the cost of the new system and how long the project will take should be drawn up. Analysis. In this part a more detailed investigation is carried out. There are several methods that can be used to gather more information. These include vs. Interviewing staff to find out how the current system works and any problems that they have with the existing system. vs. Questionnaires are also a good way of getting information. vs. Examination of office documents vs. Observation After all the data has been gathered the results of the analysis need to be documented using diagrams such as DFD's, flowcharts etc.

Design The data gathered from the last stage is made into a detailed specification of requirements for the new system. This is then used as an outline using different solutions ranging from a cheap solution, which will offer the minimal of what the client needs to a high costing one. The different solutions will include details of vs. User Interface requirements vs. Program design language requirements vs. Data storage requirements vs. Database requirements Detailed Design At this stage the client will have chosen which solution they want. The new system will then be specified in detail. The specifications may include: vs. Program design vs. User interface vs. Hardware vs. Software vs. Implementation period Implementation The system will be physically built and the software developed. Everything will be tested and manuals will be documented for the user.

The client will test the new system usually by running it alongside the old system until it is fully tested. Although this is not always the case. Staff will also receive training. Maintenance As there is no sure way of finding any errors in a new system until it is up and running, the system will be monitored and any modifications needed will be implemented. Waterfall model The waterfall model uses a systematic sequential approach. Each stage starting at the top has to be completed, then verified or validated before the next stage can be started.

The feed back loops allow modifications to be made if a problem is discovered. There are activities that must be performed at every stage; these are documentation, verification and management. Advantages vs. Its easy to follow the stages through vs. As each stage is documented there is less change of problems at a later stage. vs. Good for large projects. Disadvantages vs. projects rarely flow in a sequential process. vs. Its difficult to define all the requirements at the beginning of a project. vs. This model has problems adapting to change. vs. A working version will not be seen until late in the project. Prototyping model There are two types of prototyping, Rapid and evolutionary. With the rapid model the idea is to create a program as quickly as possible.

It is used to give the developers an easy way of understanding the exact requirements as the client can see the software at an early stage. This program is known as the throwaway prototype, a second program is then written for the final design. The Evolutionary model is almost the same except that the initial program written is evolved into the final product. Advantages vs. Because the prototype has been validated through interaction with the client, the specifications should be correct. Disadvantages vs. Its hard to manage the prototype process Incremental model.

With the incremental model each step is called a build, with each step tested before being built upon by the next build as with the prototypes this means the client gets to see the software early on in the project Advantages vs. Client gets to working system early vs. Easy transition vs. Client can stop the development at any time Spiral model The spiral model is a metamodel; this means it can incorporate any other model into it. The spiral focuses on parts of the software development that are more problematic. There are four stages that are continually passed through; each of the stages can be done using a different SDLC. The four stages are, 1. Identification of objectives, alternatives and constraints. 2.

Evaluation of the alternatives and the risks. 3. Develop and verify. 4. Planning the next stage. Advantages vs. Minimal risk of failure vs. Improved estimations vs. Reduced overruns and cost to fix Disadvantages vs. Better for large projects vs. Intended for internal development Comparison of the different lifecycle models.

All of the lifecycles basically work on the same principle. The only difference is that some are more suitable for developing large projects while others are better for the smaller ones. Task one For this assignment I have decided to use the waterfall model. Requirements Analysis The Ruddles Bus Company are at present using a manual system to answer customer enquiries concerning the fares, routes and timetables of their buses, and would like to update their present system to a computerised version. The client would like the system to be installed in their main depot in Fulham, East London with a connection to the system in Guildford, surrey. The senior manager has no knowledge of computerised systems and would need to be instructed on this.

Existing System The present system is a manual one, it is cheap to run, but the disadvantages are numerous. Fares, timetables and Maps showing bus routes, are stored on paper in files and folders. The staff need to look through these every time an enquiry is made. Diagram of existing system New system A computerised system would work well in this office. The fares and routes could be easily integrated into a database along with the timetables. This will make it easier and more efficient for the staff as the information that they need will be stored in one place.

This will also cut down on the paper usage in the office with less risk of documents being lost or misplaced. Costs After the initial outlay for the hardware and software development with staff training there will be little need for further outlay. Analysis For the analysis of the Ruddles Bus Company I have decided to do an observation report and interview the staff, along with looking at the office documentation, in the following pages I have documented my findings. 1. Staff organisation chart 2. Observation report 3.

Example of staff questionnaire 4. Samples of office documents Example of questionnaire form filled in by customer enquiries staff Office Documentation Report. Below are a few example documents copied from the customer enquiries department. Fares. Cash single fares summary (including Night Bus fares) Zones Adult Child + Any journey including central London (Zone 1) lb 1.00 lb 0.40 Any journey in the rest of London lb 0.70 lb 0.40 Special fares apply for journeys outside the London area Some short journeys across the Zone 1-2 boundary on certain routes are charged at 70 p. + Child 5-15 years.

Children aged 14 and 15 years need a Child Photo card. Child fares are not available between 2200 and 0430. Timetable. Bus route. Analysis Report.

After looking at the information gathered from the observation report, questionnaire answers and examination of the office documentation the following analysis has been made. At the moment staff are using a manual system. Answering the phone to customers relating to bus routes, their fares and timetables. This involves looking through documents by hand. The problems pointed out by the staff are 1. There are many different routes and fare prices.

2. Sometimes it takes a while to track down the information 3. Documents are easily lost or misplaced. 4. On a busy day the office is often messy and disorganized due to the staff not having time to replace the documents.

Office procedure 1. Customer phones the customer enquiries department requiring information. 2. Staff answer the phone and take note of the requested information.

3. Staff then locates the required information. 4. The information is then relayed back to the customer. It is a small office environment with six employees, one manager, one secretary and 4 staff. It is recommended that at least five more power sockets be installed in the office and that the furniture be rearranged to accommodate a computerized system.

All of the office documents can be easily adapted for a database (recommended). The user interface should be user friendly as not all the staff are computer literate. Training will be needed for these staff. Required system. The new system will need to incorporate the following: vs. Be simple to use vs. Locate the fare between two stages vs. Provide a route number and final destination vs. To provide a page of timetable with start and stopping points vs. To be installed in the main depot in Fulham vs. With a connection to the depot in Guilford Task 2 Design After analysis the following solutions have been arrived at for the Ruddles Bus Company. Solution 1.

Hardware 3 AMD based Computers 10 GB HHD 128 MB Memory Onboard sound & video Peripherals 17" colour monitors 1 inkjet printer 56 k Modem User interface Windows 98 Database Microsoft Access Data backup Tape Drive Costs lb 20,000 + VAT. Summary This is the cheapest solution. Staff will need to share the computers. It offers the bare minimum of what is required. The connection to the system in Guilford will be obtained by modem connection. Solution 2 Hardware 6 Pentium 3 based computers 20 GB HHD 128 MB Memory NICs Peripherals 17" SVGA Monitors Two inkjet printers ISDN Adapter Network Hub Firewall User interface Windows NT Database Microsoft Access Data backup Tape Drive Cost lb 30.000 + VAT Summary The staff will each have a computer, with one of them as the main server from which the printers will run.

The ISDN Adapter will enable a quicker connection rate to the system in Guildford, although an ISDN line will need to be installed on both sites. This system offers plenty of scope for future upgrades Solution 3 Hardware 1 Pentium 4 Based Server 60 GB HHD 512 MB Memory 6 Pentium 4 based Computers 20 GB HHD 256 MB Memory Peripherals 18" LCD Monitors 1 LaserJet Printer Network Hub & Cards ISDN Adapter User interface Windows XP Professional Database Microsoft Office XP Data backup RAID Security Norton Internet Security 2002 Costs lb 47.000 + VAT Summary As above but with the added features, This package offers everything you need and lots more. As it is has the most up to date components it will not need to be upgraded for a long time. It will be fast and with Norton Internet Security 2002 offering online protection. Microsoft Office XP has all the software needed to run an office. The monitors will be flat so will take only a small amount of desk space and because they are LCD monitors they will not cause eyestrain to the users.

Dataflow diagram of the Ruddles bus company proposed system Task 3 Detailed design The Ruddles Bus Company has decided to go with option 3. Hardware Server Pentium 4 based tower unit 60 GB HDD 512 MB Memory Workstations Pentium 4 based desktops 20 GB HDD 256 MB Memory Peripherals 6 18" LCD Monitors 1 LaserJet printer 1 scanner Network hub & cards ISDN adapter Back up Raid Software User interface Microsoft Windows XP for Professionals Database Microsoft Office XP Security Norton Internet security 2002 RUDDLES BUS COMPANY EXAMPLE ROUTES DATABASE. RUDDLES BUS COMPANY FORM. FORM USER GUIDE Double click the icon on the desktop. This will start up MS Access with the form. 1.

Enter the town from where the customer would like to start their journey. 2. Enter the destination the customer wishes to reach. 3. Select the time the customer wishes to travel at, from the drop down menu.

4. Shows the estimated time of arrival at the destination point. 5. Shows the bus route number. 6. Shows which days that particular bus operates.

7. Displays the different fare price TASK 4 Computer language Visual Basic could be used to implement the software used in the new system. The forms and databases could be customized to the Ruddles Bus Company's requirements. Task 5 Before implementation is possible the hardware for the new system must be tested to ensure that everything works as expected, and to make sure the software applications meet the requirements of the customer. Test procedures 1. Test Hardware - Ensure that all the hardware runs without problems.

2. Test Software - Ensure that each software unit and database matches the requirements document. 3. Integrate the hardware and the software and ensure that the new software operates within its new environment. 4. Develop software manuals 5.

Have the clients test the new system to ensure that the system fits their needs. Task 6 This is the Maintenance plan drawn up for the Ruddles Bus Company. 1. Ensure that the system is working 2.

Ensure the network is working 3. Ensure all processes and manuals are documented in the operating procedures. 4. Perform backups 5. Perform physical security functions 6. Ensure there is a contingency plan for disaster recovery 7.

Ensure the Ruddles Bus Company staff are trained for the new system 8. Ensure that the service level objectives are kept current and monitored 9. Monitor the performance statistics. Report the results and escalate problems when they occur.

10. Periodic system reports - Reviews will be held fortnightly for the first two months, than at six-month intervals for the next year, followed by once a year. Task 7 Paradigm. The Ruddles Bus Company new system could also be developed using a different lifecycle model. For example if the Prototype model was used the following would be done. 1.

Requirements gathering and analysis are done first. 2. A quick design is made using the requirements gathered as a template. 3.

A prototype is then built from the quick design. 4. The customer evaluates the prototype pointing out any changes they would like made. 5.

The design is then refined. 6. The customer evaluates the prototype again until the specifications are right. 7. Once the customer is satisfied, it is then fully developed.

The advantages of using the prototype model is that the customer gets to see the working model throughout its design meaning that the finished product should be exactly to the customers requirements. Also because it is constantly being refined there should be fewer problems with the final system and software applications.

Bibliography

Books Title ISDN NO Higher national computing 0-7506-5230-6 Computing 3rd Edition 1901 888215 Web sites web web http: //195.92. 250.205/ftbroutesalpha 2. shtml http: //195.92. 250.205/ftbroutesalpha 2. shtml.