System Upgrades and Modifications

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Questions and Answers

What is a primary reason for enhancing a system?

To reduce operational costs

To fulfill new security requirements (correct)

To implement immediate upgrades

To address critical user complaints

Which of the following is NOT mentioned as a factor to consider in a cost benefit analysis for enhancements?

Industry benchmark comparisons (correct)

Resource allocation

Efficiency improvements

User satisfaction

What is a possible negative consequence of introducing too many changes at once?

User irritation (correct)

Increased system performance

Reduced system costs

Greater user privacy

Who is responsible for formally approving system changes?

The head of the department Signup and view all the answers

What documentation is required for a system modification?

A modification plan Signup and view all the answers

Which of the following best describes the stability of a system in terms of change management?

Stability is essential to system value Signup and view all the answers

What is typically required to initiate a formal system modification?

A written request Signup and view all the answers

What is the main benefit of documenting system changes?

Ensure changes meet organizational audits Signup and view all the answers

What is the primary goal of realistic planning in project management?

To minimize uncertainty in critical items Signup and view all the answers

Which of the following is recommended to manage high uncertainty in project activities?

Pump in additional resources Signup and view all the answers

What is suggested about making estimations for project tasks?

Make individual estimates first Signup and view all the answers

What percentage of contingency is suggested to be added to activities on the critical path?

10% Signup and view all the answers

Why should time estimates be checked independently?

To avoid external influences on the estimates Signup and view all the answers

What should be done when more information becomes available during the project?

Review and revise estimates Signup and view all the answers

What is one way to improve planning skills for project managers?

Engage in staff training on non-project activities Signup and view all the answers

What is discouraged when estimating project tasks?

Making joint estimates among team members Signup and view all the answers

What is the primary role of a System Analyst?

To determine client needs and define project scope Signup and view all the answers

Why is it essential for QS/FM to have knowledge of IT during system development?

To effectively communicate and support system developers Signup and view all the answers

What is a reason for building an information system?

To convert manual processes to automated solutions Signup and view all the answers

Which type of customer is primarily in need of information system development?

Businesses experiencing failures in existing manual systems Signup and view all the answers

What is one of the responsibilities of a System Analyst?

Identifying needs for new systems and providing solutions to existing problems Signup and view all the answers

What describes a characteristic of larger corporate companies needing information systems?

They have a structured corporate development plan spanning 3-5 years Signup and view all the answers

In what way can a System Analyst be likened to a brain surgeon?

Both focus on diagnosing and addressing complex issues Signup and view all the answers

What is a limitation faced by customers without sufficient resources for information systems?

They may struggle to operate and maintain effective information systems Signup and view all the answers

What is the primary objective of the Definition Phase in system development?

To get a system definition Signup and view all the answers

Which activity is NOT part of the major activities in the Definition Phase?

Implementing the design specifications Signup and view all the answers

How should a System Analyst approach their work according to the Definition Phase's principles?

Like a doctor treating the symptoms of a disease Signup and view all the answers

What does the Definition Phase specifically seek to study regarding the present system?

Extent of meeting defined objectives Signup and view all the answers

Why is a good working relationship between System Analysts and users crucial?

It leads to a finer level of detail in system analysis Signup and view all the answers

What major consideration is included when analyzing requirements during the Definition Phase?

Identify constraints from the user’s environment Signup and view all the answers

Which objective is explicitly mentioned as a goal during the Definition Phase?

To increase the return on capital employed Signup and view all the answers

What should be prepared alongside user requirements during the Definition Phase?

Detailed design specifications Signup and view all the answers

What is the main purpose of preventing deviations in a system?

To save time and money Signup and view all the answers

Which activity involves assessing design scenarios based on their major advantages and disadvantages?

Consideration of alternative design scenarios Signup and view all the answers

What should be checked against the organization's master plan?

The proposed system designs Signup and view all the answers

Which factor is NOT typically considered when estimating costs for alternatives?

Brand reputation Signup and view all the answers

What is one of the challenges faced by system analysts in estimating benefits?

The system is not yet developed Signup and view all the answers

What type of report should be prepared to document the feasibility study?

Single report of findings Signup and view all the answers

What is a potential outcome of identifying preferred design scenarios?

Facilitating a decision on whether to proceed with the system Signup and view all the answers

What is essential for ensuring that development fits into the organization's architecture?

Checking proposals against standards Signup and view all the answers

Study Notes

Enhancements and Upgrades

Upgrades often morph into ongoing maintenance projects rather than new initiatives.
Typically initiated by the Systems department.
Enhancements are non-urgent but provide benefits such as:
- Basic software changes to improve performance.
- Opens avenues for further development.
- Addresses new security requirements.
- Enhances user experience.
Decisions should be grounded in cost-benefit analysis.
Balancing improvements with system stability is crucial to avoid user frustration.
Batch introductions of changes can mitigate user irritation.

System Modification Procedure

Emphasizes the importance of formal change control procedures.
Understanding the long-term consequences of changes is critical.
Changes impact time, resources, and costs:
- Involves input from system analysts, programmers, and operational departments.
Written requests for changes must be signed by department heads.
A comprehensive evaluation of modifications includes:
- Cost assessment.
- Effects on system performance.
- Justification for modifications in documentation.
Mitigates maintenance needs while supporting user requirements.

Expert Systems and Artificial Intelligence

AI plays a pivotal role in modern system design.
Realistic project planning necessitates consideration of uncertainties:
- Works best when uncertainties are minimized on critical paths.
- Includes a contingency plan of about 10% for unexpected issues.
Individual estimates should be made before combining them, avoiding joint estimates to ensure accuracy.

Information Technology and System Development

Information Systems convert data into actionable information.
Qualities of QS/FM include:
- Acting as clients and users to guide system development.
- Understanding developer processes.
- Providing necessary information to meet developmental goals.
Building information systems addresses problems like automating manual tasks and reducing errors.

Role of System Analyst (SA)

Acts as the bridge between client needs and technical requirements.
Identifies system scope and needs for new systems.
Responsible for delivering effective solutions to both new and existing problems.

Customer Types for Information Systems

Companies lacking a development plan often have immediate technical needs (firefighting).
Larger companies typically have a structured development plan spanning several years.
A meticulous approach to system development is required to document findings and facilitate decision-making.

Project Definition Phase

Involves specifying current system objectives and analyzing required modifications.
Key activities include:
- Reviewing current system effectiveness.
- Defining new objectives based on user needs.
- Identifying constraints and clarifying data capture responsibilities.
Requires close collaboration between system analysts and users to uncover core issues effectively.

Major Activities in Definition Phase

Clearly identifies and documents objectives for future developments.
Engages in alternative design and development scenarios to optimize solutions.
Consistency with organizational architecture and strategy is vital, carefully checking against established standards.
Benefits and implementation costs must be projected accurately to support feasibility studies.
Documentation of findings is critical for parent systems and management decisions.

Importance of Documentation

Facilitation of informed decisions on proceeding with system development.
Compilation of user requirements and analysis of various design scenarios.
Key for establishing a solid foundation for the project moving forward.

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Description

This quiz covers the procedures and considerations surrounding system upgrades and modifications. It highlights the importance of formal change control, cost-benefit analysis, and the need for balancing performance enhancements with system stability. Participants will learn about the roles of different departments in the change process and the significance of user experience.