Manual Message Relay System example essay topic

Shipboard Message Relay System. Problem Statement Design a system that automates the manual message relay system utilized on board U.S. Navy ships during the 1991 Gulf War. Each ship that was part of the Arabian Gulf task force had a Unix-based system that stored and processed naval messages. Computer operators of different departments on board the ships prepared the messages manually utilizing an MS DOS based system. The messages were then printed and delivered to the ships telecommunications room. Once received by the ships telecommunications room personnel, messages were manually logged into a book for tracking.

The messages were then retyped on a teletype and proofread to ensure their accuracy. Each teletype was equipped with a paper tape puncher. After verification that the message had been retyped correctly, the message was punched to tape for loading into the Unix-based system via a tape reader. Then messages were transmitted via one of the various available circuits; high frequency (HF), ultra high frequency (UHF), or satellite.

This manual process made message processing slow and laborious by shipboard personnel. A new system was required that would reduce the duplication of certain processes, for example, having to type the message twice, and to improve the speed of the process from start to end. In the case of the system on board the aircraft carrier USS Midway, it required the ability of automating the transmission of messages from terminals located throughout the 35 departments on board the ship into the Unix-based system located in the telecommunications room without any manual intervention. Additionally, telecommunications personnel needed the ability of accessing the messages for editing, if needed, and relaying them through the appropriate circuits without the need of retyping or printing any documents.

After documenting the problem and high-level requirements the team commenced gathering information to identify what was already in place to support the new system. The team gathered information by reading the tech manuals of the Unix-based system, interviewing departmental personnel, walk-through of spaces where the terminals were located, and interviewing personnel from the Naval organization responsible for the development and installation of the system. The team prepared different interview forms targeted to the duties of the personnel being interviewed. For example, one was developed for the departmental personnel throughout the ship.

They were our main customers. Another form was developed for telecommunications personnel. Also, a different form was used from the development and installation team. During the information gathering process it was discovered that in order to connect the departmental terminals with the main system in the telecommunications room a software upgrade and new wiring would be required. Another key element discovered during the process was that the software upgrade would provide the ability to connect 2 administrator terminals directly into 18 circuits for the transmission of the messages. Other key elements were the software upgrade, installation of new wiring, and training of telecommunications personnel and of non-telecommunications personnel.

All of this while the ship was at sea. The new system was implemented, fully functional, and all personnel trained 3 months after the start of the project. This was possible due to the thorough interview process performed by the team that provided us with the ability of developing a very complete requirements document and a well laid out plan. This minimized the amount of roadblocks presented to the team and ensured that the system was exactly what was needed to automate the message relay system and provide fast and reliable support to our customers. II. Proposed Application Architecture and Process Design The proposed automated message relay system provided fast and reliable message creation and transmission with minimal user intervention from start to end.

The proposed system included user terminals that were directly connected to the main system in the telecommunications room. In addition, it provided for the easy transmission of messages from the main central processing unit without having to re-enter the messages. The process flow chart of the proposed system shows how a message would be relayed from the user's terminal to the receiving station with minimal intervention.. Proposed Functional Requirements Requirement Mandatory Optional Create messages at the user terminals. X Submit messages from the user terminals.

X Edit submitted messages at the system administrator's terminals. X Transmit messages from the system administrator's terminals. X Ability to connect to up to 18 circuits. X IV. Implementation Phase The implementation phase of the message relay system took approximately 1 1/2 month.

This was due in large that coding was not required. The upgraded version of the software had already been designed and was ready for testing. The next step of the implementation phase was testing. The new version had been tested by the developers at their site.

This shortened period of time required for testing on board the ship. However, a comprehensive System Testing and Evaluation (ST&E) document had been delivered with the upgraded software. Since the ship did not have a "testing environment", the production system had to be taken down for 12 hours to install the new version and testing commenced immediately while still having to maintain full operational status. As stated by Curtis, George, Hoffer, and Valacich (2002), this direct installation or "cold-turkey" can be very risky. If the upgrade had not worked as planned the ship would have been unable to process its messages. However, the environment (the ship being at sea without testing equipment) did not allow for a parallel installation.

Tests conducted included drafting messages on all the departmental terminals and submitting them to the main telecommunications room; switching channels due to the loss of satellite signal; operation of all 18 available circuits at one time; loss of power; loss of a / c. Testing on the production system did provide some complications. Some of the test had to be scheduled when most of the ship operations were in downtime. Additionally, we were not able to simulate a high volume of messages passing through the system at one time. This did not occur until the system had already been accepted; 3 days before the commencement of the Gulf war.

All documentation was delivered with the upgrade software. The documentation included the System Testing & Evaluation document, System Administrator and User manuals, and Training Requirements / Qualifications document. Training was on-the-job in its entirety because the ship was at sea preparing for war. This was both a disadvantage and an advantage. The disadvantage was that telecommunications personnel and users had to learn the new functions of the message relay system while drafting, sending, and receiving highly sensitive messages. This was a time in which mistakes could not be allowed.

So the training process was a very stressful one. On the other hand, since we were on high alert, training could be conducted 24 hours a day, 7 days a week. This environment suited perfectly for us to ensure that all personnel were fully trained in a very short period of time. As with almost every project, Navy ships relied on the support of other agencies within the service for parts and maintenance.

Bibliography

Curtis, G., George, J.F., Hoffer, J.A., Valacich, J.S. (2002). Introduction to Business Systems Analysis. Boston: Pearson.