myo pyae phoo_pwint_000844592_comp1645

of 21

Table of Contents Page

Cover Page ……………………………………………………………………………………………… 2

Part A : Requirements Analysis using Rich Picture ………………………………… 3-7

A1 : Rich Picture for Homeless Help mission charity

A2.1 : People involved in Rich Picture

A2.2 : Organization Structure and High Level Processes of HHM Organization

A2.3 : Management Information System

A2.4 : Key Issues, areas of conflict and inspection within the HHM Environment

A2.5 : Cultures within HHM environment

Part B : Requirements Analysis using Use Case Modelling ………………………. 8-19

B1 : Use Case Diagram for Dig-it Project System

B2.1, B2.2 : Primary and Secondary Scenarios

B3.1 : Identifying the key actors for Dig-it Project System

B3.2 : Key Activities in chosen primary scenario

B3.3 : Identifying alternative uses to produce secondary scenario

B3.4 : Some assumptions and questions about the Dig-it project

Part C : Critique of Rich Picture and Use Case Diagram………………………….. 20-21

of 21

COVER PAGE

Student Name: MYO PYAE PHOO PWINT Student ID: 000844592 Course: COMP1646 – Information Requirements Analysis Course Coordinator: Elaine Major

Word Count: A2: 1,495

B2: 1,104

B3: 1,440

C: 1,016

of 21

Part A: Requirement Analysis using Rich Picture

A1: Rich Picture for Homeless Help Mission Charity

of 21

A2.1: People Involved in Rich Picture

According to the Rich Picture of Homeless Help Mission Charity, we would like to discuss the people involved within this organization.

Head Office Chief Executive Officer is the main decision maker of the charity projects and she creates a viable strategy for the future. She also communicates effectively with stakeholders, employees, government grants, stakeholders and the public. Information System Manager developed current information system (Access Database, Excel Sheets and Paper) for the charity. He is the charge in computer-based technology research, development and businesses related reports. He is also the liaison between top level management and IT specialists (computer engineers, system analysts, data security specialists) in organization.

Director of Central Administrative Support is the controller of the office management, personnel and administrative functions and coordinates in fiscal. He also manages the administrative staff performing support project activities.

Finance Director runs all payroll system of the charity and provides financial reports and financial strategy plans to charity and funders.

Information System Consultant from Community Support analyzes the current information system of charity and provides reports about the requirements of the system (Data Controller, Work Flow) for the charity.

Donators fund the charity and check the projects reviews of their funds run effectively or not and meet with KPIs or not.

Branch Centers

Center Managers and Assistant Managers provide projects’ reviews about volunteering activities, staff performances and homeless people profiles to the head office.

Jennifer O’Brien (CM-Oxford) is the key person of Dig-It project and arranges the charity projects activities and report day-by-day- project reviews to the head office.

Tim Tidy is the project leader of Dig-it who produces reports about gardening activities by volunteers and clients drop out list within initial three months of dig-it project and send reports to CM-Jennifer O’ Brien. He arranges Rota timetables for volunteer to work in gardening activities.

Volunteers are the important part of the charity. They supervise the clients (homeless people) to develop their confidence and skills by working in the volunteering projects. And then they register day-by-day clients’ attendance and provide the clients’ reviews of drop out from the sites.

Full Time Workers manage the volunteers, projects’ activities and responsible people to provide day-by-day project activities reviews to the Project Leaders.

of 21

A2.2: Organization Structure and High Level Processes of HHM Organization Organization Structure The Homeless Help Mission established their charity in 1985 with a small group of volunteers. The head office of this charity is located in the south east of England. The main purpose of this charity is to help the homeless people in a number of different ways. So, they spend their funds in many charity projects over homeless people in different regions. For homeless people, they provide the services as accommodations, safety, education services, employments and psychological strengths to go back to the community. In Manchester, Birmingham, Oxford and Glasgow in Scotland as well as in Central London, they started to run their main charity projects. Each center has the center manager and assistant manager who handle the overall running projects’ activities and provide project reviews report to the head office regularly. There is at least one project leader in each project who leads the whole project activities and manages the clients and volunteers performance. For charity, Volunteers are important because the volunteers only want to get experience, not money and they can also spend most of their times in volunteering so the charity can reduce their cost and can do a lot of funding activities with full time services. High Level Processes (i) Financial processing: It implements all procedures of charity financial activities. It holds

the information of employees, donators, funded projects lists and charity projects reviews including payments, funds, project performance, revenue, accounting measures and expenses schedules, wages and balance sheet verification.

(ii) Data stored controller: It holds all departments' information of the charity. It manages the database, a large set of structured data and controls the requested data by numerous users.

(iii) Charity Services: accommodations, safety life, education programmes, employment for the homeless people to get physical and psychology strength to go back to the community. The charity profile is also depends on these services. Because of this, the charity profile will raise and a lot of donators will come to inquiry to donate funds.

(iv) Projects performance: To check that, they use the Key Performance Indicators (KPIs). It measures the charity’s progresses meet with organization goal or not. And also check that the funds run effectively or not, the volunteers in projects need all or not, the services performance in projects and the feedback of the elderly people and clients which deal with the charity reputations and to become professional.

of 21

A2.3 Management Information System for HHM Charity

The systems: Access Database, Excel Sheets, Papers used in the charity is only used in the head office and mainly supports the financial processing. But these systems are out-of-date which can’t provide the accurate information and also lack of data security controller. In fact, the organization needs to use the Management Information Systems (MIS), the required resource in the charity to improve management, operations and decision functions. Using MIS, they can gain the following useable functions: (i) Gather consistent information and provide significant information (ii) Stored valued information to measure the impact upon the decision-making (iii) Provide required accurate data quickly and control user roles to access data (iv) Access risks within the organization comparing the done activities records (v) Measure project performance year by year A2.4 Key Issues, areas of conflict and inspection within the charity The main issues and conflicts within this HHM environment are funds. Without money, the charity cannot provide full services for homeless people. So, they find donators and attract them with interested projects’ proposals which can run effectively. But there may be conflicts and issues between projects funders and projects running people because funders may inspect on the charity’s funded projects and also examine that their funds will run effectively or not.

Next conflict is inconsistent data system of the charity. So, it is difficult to access accurate data to measure the projects performance with KPIs. Moreover, the financial processing runs all payroll systems of the organization and they need consistent information about payments and funds in all running projects. But the data controllers in current system are out of date and financial information is lack of required data. So, FD wants to change the new system to run and provide financial reports accurately.

Another conflict and issue is between CEO and DCAS to develop MIS in Dig-it pilot project. CEO believes that using MIS, she can make explicit decision and create viable strategy plan. But DCAS refuse to use the new system because most of the people in charity don’t want to waste on learning or waste money on new system. Otherwise, they want charity to invest in other charity services (e.g. education programmes) or develop new finance system in place of developing MIS. But the HHM Executive Committee decides to develop the MIS system in Dig-it project which is funded by Local Authority. So, the local authority inspect on the MIS system activities and performance.

As a local inspection, the head office examines on their funded projects for homeless people that the funds spend effectively or not or the services are suitable or useable or not. And the project leaders always check on the volunteers and clients reviews that they can be trusted to assign in main project activities or not. And also check the volunteers supervise and support clients well or not and why the clients move out from the volunteers and the elderly people satisfied their volunteering services or not. Moreover, the elderly people, the owners of volunteering gardens also check that their gardens conditions and their produce process which are helped by the charity’s people.

of 21

A2.5 Cultures within the HHM environment The cultures play an important role in every organization. The main culture of this charity is to help the homeless people lives and attract the funders to donate in their charity by showing their successful volunteering projects and their excellent reputations. So, the charity emphasizes relevant values within charity environment and gives consistent information about funded projects to the funders and homeless people to join them. The other main culture within internal environment is about the technologies the charity uses. The IT systems support only to the charity’s head office so they don’t get exact information from the branch centers. Therefore, some people: CEO, CM-Oxford, Executive Committee want to use the new systems in head office and each branch in order to make their organization professional but most of the people doesn’t want to change the new systems and they also think that is waste of money. The subcultures in this charity means the interaction between centers, departments and volunteers which are different because of ethnic, religious, languages, projects aim and values, norms, beliefs, characteristics of people and so on. So, subcultures are also the main part of the successful charity organization.

of 21

Part B: Requirements Analysis using Use Case Modelling

B1: Use Case Diagram for Dig-it Project System

of 21

B2.1, B2.2: Primary and Secondary Scenarios (i) Use Case Name: Assign gardening activities

Actor: Tim Tidy (Project Leader) Pre-condition: Dig-it project activities not show in the system Primary Scenario

Work Flow

The use case starts when Tim Tidy log in the system

(1) Tim Tidy create the Dig-it review page (2) Tim Tidy add the Dig-it gardening activities (3) Tim Tidy check the added gardening activities (4) Tim Tidy submit the activities (5) Tim Tidy log out from the system, use case end

Post-condition: The system saves the dig-it gardening activities Secondary Scenario Work Flow Use Case is canceled at step (1)

When Tim Tidy change their mind to create dig-it review Use Case is canceled at step (2)

When Tim Tidy no longer able to add the gardening activities

Use Case is canceled at step (4)

When invalid data is entered

of 21

(ii) Use Case Name: Make registration

Actor: Volunteers Pre-condition: Inquiry the dig-it project activities Primary Scenario

Work Flow

The use case starts when Volunteers inquiry the Dig-it project

(1) Volunteers view the dig-it gardening activities (2) Volunteers apply the application form (3) Volunteers choose the Dig-it activities they want to join (4) Volunteers enter their personal information (5) Volunteers check the application form (6) Volunteers submit the application form, use case end

Post-condition: Volunteers finish applying the application form Secondary Scenario Work Flow Use Case is canceled at step (2)

When Volunteers change their mind to apply the gardening activities Use Case is canceled at step (3)

When Volunteers choose back the gardening activities



When required fields are missed to enter


When volunteers change their mind to join the Dig-it

of 21

(iii)Use Case Name: Record volunteers profiles

Actor: Tim Tidy (Project Leader) Pre-condition: new volunteers profiles not store in the system Primary Scenario

Work Flow

The use case starts when volunteers pass the DRB check

(1) Tim Tidy log in to the Dig-it system (2) Tim Tidy enter the volunteer records page (3) Tim Tidy create the new volunteers record (4) Tim Tidy type the volunteer personal information (5) Tim Tidy record the volunteers’ DRB result certificate (6) Tim Tidy record the volunteer signing agreement in electronic format (7) Tim Tidy assign volunteers start working date (8) Tim Tidy check the volunteers records (9) Tim Tidy submit the volunteers record

(10) Tim Tidy log out from the system, use case end

Post-condition: Volunteers records are saved in the system

Secondary Scenario Work Flow Use Case is canceled at step (4)

When enter invalid data Use Case is canceled at step (5)

When problem found in DRB certificate Use Case is canceled at step (6)

When volunteers refuse to sign the agreement form Use Case is canceled at step (9)


When required data missed to enter

of 21

(iv) Use Case Name: Make Rota Timetables

Actor: Tim Tidy (Project Leader) Pre-condition: Rota timetables for volunteers not display Primary Scenario

Work Flow

The use case starts when Tim log in to the system to create Rota

(1) Tim view volunteering gardening activities places and time (2) Tim view volunteers available date and time (3) Tim view clients available date and time (4) Tim make volunteering group for each volunteering area (5) Tim enter volunteers and clients name with assigned places (6) Tim assign Rota timetables (7) Tim check Rota group details (8) Tim submit data (9) Tim log-out from the system, use case end.

Post-condition: Rota timetables for each group display in the system


When choose volunteers or clients drop out from the volunteering project Use Case is canceled at step (6)

When assign date and time are impossible for volunteers to work Use Case is canceled at step (8)

When required data is missed to enter


When one of the group absent at their assign date

of 21

(v) Use Case Name: Make after-activities report

Actor: Volunteers Pre-condition: dig-it activities done records not display Primary Scenario

Work Flow

The use case starts when volunteers select to create the after-activities report

(1) Volunteers log in to the system (2) Volunteers select the attendance register (3) Volunteers record the register (4) Volunteers enter the report of clients’ reviews and gardening activities issues (5) Volunteers check the report (6) Volunteers submit the report (7) Volunteers log-out from the system, use case end

Post-condition: After-activities reviews report display in the system


When invalid data is entered Use Case is canceled at step (5)

When some data is missed


When required field is missed or volunteers their mind to create the report

of 21

(vi) Use Case Name: Undertake review report

Actor: Tim Tidy (Project Leader) Pre-condition: dig-it activities performance reviews report not provide Primary Scenario

Work Flow

The use case starts when Tim select the gardening activities information

(1) Tim Tidy select the volunteers and clients name (2) Tim Tidy record initial three-months performance reviews (3) Tim Tidy record the day-by-day project done activities reviews reports (4) Tim Tidy submit the report (5) Tim view the activities done report and send to the Center Manager (6) Tim log-out from the system, use case end.

Post-condition: Project performance review report display in the system Secondary Scenario Work Flow Use Case is canceled at step (4)


When required fields are missed Use Case is canceled at step (5)

Some data is missed in the review report when Tim view the report

of 21

(vii) Use Case Name: Make report with KPIs

Actor: Jennifer (CM) Primary Scenario

Work Flow

The use case starts when Jennifer select to check project performance with KPIs

(1) Jennifer enter the total clients list of initial period (2) Jennifer enter the initial period completed clients lists (3) Jennifer enter drop out clients list (4) Jennifer enter the total clients list in each Dig-it areas (5) Jennifer enter the clients list of getting employment (6) Jennifer enter the average time taken for Dig-it (7) Jennifer check the data with KPIs (8) Jennifer submit the report and send it to the Head Office and funders, use case end



When required fields are missed

When data not meet with KPIs

of 21

B3.1: Identifying the key actors for Dig-it Project System

Analyzing the Dig-it pilot project, we found the different end users for the final use case diagram. They are:

(i) Tim Tidy: Project Leader of the Dig-it Project

(ii) Volunteers: Help Dig-it gardening activities and supervising the clients

(iii) Jennifer: Center Manager of the Oxford who is the key person of Dig-it project

We would like to justify about the key actors for the system who are responsible people to run

the system effectively and the tasks they taken in the system are the essential parts. Firstly, I would

like to justify about Tim Tidy’s tasks first. He is the project leader of the Dig-it and he takes the task of

entering the types of activities run in the Dig-it project. Moreover, he also check the volunteers’

application form and DRB certificate record to check that they are suitable for the project or not and

which gardening areas will be suitable to assign. After that he record the volunteers profiles including

name, contact no., DRB, signing volunteering record, address and available time to apply. And then

he provides and records the start date for volunteers. He assigns the volunteering groups in

gardening activities with Rota timetable. Moreover, he checks the day-by-day activities which are

recorded by the volunteers and he enters the volunteers and clients performance records and the

drop out clients reviews. After that he makes the final project activities review and send it to the

Center Manager.

Next, we would like to discuss about the volunteers who take also the essential parts of the

system. They are the key people to enter their personal information in the system in order to fill the

Dig-it application form. Moreover, when we start to join the gardening activities, they are the

responsible people to enter the clients’ attendance list, any issues happened in the system and

provide the day-by-day activities review report and send it to the Project Leader.

Afterwards, we justify Jennifer-Center Manager of Oxford as another key of the system.

Jennifer always checks the project performance reviews which are sent by the project leader. And

she also checks that reviews with KPIs which are set up by the funders. When the projects

performance reviews meet with KPIs requirements, she make the project performance report and

send it to the head office and funders.

In addition, we can justify that all the actors which we choose as key actors are the primary

actors of the system. And according to the above descriptions we discussed, we believe that Jennifer,

Tim Tidy and Volunteers are the responsible people to act as key actors to use the MIS of Dig-it Pilot

project.

of 21

B3.2: Key Activities include in chosen primary scenario

In our previous task B1, we draw the seven use cases in Dig-it Project System. And although we already described all use cases of primary and secondary scenarios in B2.1 and B2.2, we choose one of the specific primary scenarios from the Use Case Diagram in order to identify the key activities included in it. So, we choose “Undertake review report” use case primary scenario.

To complete this chosen primary scenario, we would like to justify the five key activities: record total number of people in dig-it, check available volunteers and clients list, well-done volunteers and clients in initial three months trial, record Rota timetables, record day-by-day gardening report, provide review report for Center Manger and elderly reviews of the gardening services. These five key activities effect on the whole project. If one of these tasks misses, the whole project will be ruined.

When we start the volunteering services, we need to record about the volunteering activities and reviews which are sent by the volunteers. Without the activities reviews records, it’s hard to evaluate the done project activities and the weakness parts and also impossible to provide review report for Center Manager. Moreover, if the center manger doesn’t get the report, she may face problem to show the project performance to the funders. If so, the funders may stop to support the gardening activities project.

Similarly, we need to survey the elderly feedback about the gardening services in their gardens. If we don’t get any feedback from elderly, we can’t analyze the weakness of our services and also don’t easy to know which are our best services. To conclude, according to the above expression, these key activities of Undertake Review Report by Tim Tidy play the important role in

Dig-it Project System. B3.3: Identifying alternative uses to produce secondary scenario Having produced primary scenario of “Undertake review report”, it’s time to consider secondary scenario of that use case. To consider what secondary scenarios would be, we have to foresee risks, reckon distraction from main flow and find out alternative ways to reach final use case. The following questions are always asked ourselves for every secondary scenarios: whether required information are in the hand to do activities of that use case, what kind of information is mandatory and what are optional, and what other factors would end the use case.

For this specific use case, some another few questions need to be considered for secondary scenarios. They are whether data is valid or not in the case of submitting the report and when sending the report to particular manager, if network connection or internet connection is available.

of 21

B3.4: Some assumptions and questions about the system

Firstly, we would like to make some assumptions about the Dig-it project. As we know, this project is funded by the local authority for outskirts of Oxford and mainly support to the homeless people. In this project, there are full time workers, 10-15 volunteers and 20 clients are involved. Tim makes the groups to assign the gardening activities and in each group, there are 3-4 people are involved and each group is

supervised by one volunteer. And he will assign these groups with Rota timetables. And we think that Tim will make extra one group or volunteers list in order to replace into absent group or volunteers place. And Tim will provide the day-by-day review report which are sent by the volunteers and send it to the Center Manager. When Center Manger gets the project performance review, she will check the project performance done with KPIs. In this case, we believe that she will have the enough quality to control the issues when project performance doesn’t meet with KPIs. But I have to know how volunteers, Tim Tidy and Jennifer handle the clients, gardening issues and KPIs.

So, in reality, we have some questions to ask the responsible people in this project to get the necessary information about the system. So, we give the following interview questionnaires sheets to them:

Interview Questionnaires Sheet for Tim Tidy-Project Leader (i) For Registration Process

How will you explain the gardening activities tasks and goals?

How will you do if volunteer’s criminal cases appear after giving start date to join?

How will you do if volunteers with criminal records in past want to join the project?

(ii) For Volunteering Activities

How will you do if volunteers have health issues after make medical check-up?

How will you arrange if some records missing?

How will you do if some issues occur about clients and volunteers (mental, services, time, and

place)?

How will you do if clients move to another community?

How will you arrange if clients absent from sites over given time?

How will you arrange if assigned group or volunteers or clients absent in the farms?

How will you arrange if misunderstanding appear between volunteers and elderly people?

(iii) For Undertake review report

How will you create report about project performance, finance and progress?

How will you create performance review about clients and volunteers?

of 21

Interview Questionnaires Sheet for Administrative Staff

How will you explain the volunteers about the requirements to join charity?

If volunteers miss some data to fill, how will you ask?

Interview Questionnaires Sheet for Volunteers

How will you do if there is problem appear while working in the farms?

How will you arrange the interaction between elderly people and clients?

How will you supervise the clients?

Interview Questionnaires Sheet for Jennifer –Center Manager

How will you measure the project review report with KPIs?

How will you do if some data are missed?

Interview Questionnaires Sheet for Elderly People

Which kind of services do you need help from charity?

How long do you want services from charity? Interview Questionnaires Sheet for Local Authority

Why you decide to fund the Dig-it project for homeless people?

Do you think the MIS system which is developed in Dig-it project will be useful?

For project performance measurement, which kind of facts do you add in KPIs?

of 21

Part C: Critique of Rich Picture and Use Case Diagram

In this section, we would like to discuss about rich picture and use case modelling which are

used as our requirements analysis tools when we analyzing the “Homeless Help Mission” Charity and

its Dig-it system about the type of data store they used or need, the operations of the system and

vital processes of the system. So, as an analyst, we will present about the differences between these

two approaches, why we use that two approaches in our requirement analysis process and the

connection between these two approaches in our coursework analysis report, as follow:

Rich Picture (RP) is the soft system approach to identify the human factor. Otherwise, it is the

kind of Soft System Methodology (SSM) which is Ad hoc drawings and there is also no rule or no

formal syntax to illustrate. The aim of RP is to help the analyst to clearly identify the organization’s

problem situation. So, we use it at the pre-analysis stage of transactions within the charity

organization before we identify which parts of the situation should be considered as process and

structure. Moreover, RP show the different way of stakeholders view the system. It is mostly like a

cartoon presentation and this shows stakeholders, how they concern and what they want to do in

the future system. By drawing RP, we can know places, how many people and what kind of people

includes and who are important and key to the system. RP represents ideas of people, connections,

relationships, influences, causes and effects. This approach is based on the nature of human activity

so o we can predict what kind of future system we need to develop and what we can avoid in the

development.

Use Case Modelling is the kind of Unified Modelling Languages (UML) which is the hard system

approach to identify the technical factors within the organization and it also shows how the actors

and the system related each other. Otherwise, it can be identified as software modelling technique

which help analyst to identify the requirements of the system in simple steps and also help to evade

the scope creep. In this modeling, we can produce the two kinds of use case descriptions as primary

and alternative scenarios. The primary scenario shows that the steps of everything going well and the

secondary shows that the exceptional cases. By using this modeling in our coursework analysis, the

end users can understand the ongoing system easily and what kinds of interactions between users

and system are involved and users and developers of the development of the system can easily

communicate each other. For instance, Tim login to the system, Tim create the gardening activities,

Volunteers make the registration, Tim create the volunteers profiles, Tim create the project review

reports are all Use Cases which are simple unit of meaningful work. And the descriptions in each use

case clearly define the functionality which will be involved in the proposed system of the HHM

charity’s Dig-it pilot project.

In our system requirement process analysis, we draw the Rich Picture shows the analyst that

the communication between people and the environment, how they connect and work to the

system, how they think about the system and what they want to do to improve the system. Unlike

of 21

the RP, Use Case shows that the interactions between end users and the system. According to the

rich picture analysis of the whole organization, we draw the Use Case diagram for the Dig it project. It

shows us that what actors are included and how they work with the system and also the

requirements of the future system development. We can know the actors who are directly

communicate with the proposed system, what they are doing with the system and their

responsibilities. When using the Use Case diagram, the important things are the needs and what we

will go to do in the future system.

The soft approach, the Rich Picture is also called the epistemological approach which is looking

at the people's fear, concerns, needs, aspirations and the human expectations of the system

development. The developer looks out the whole environment and finds many different and possible

ways to build the system. It needs to look out for the both parts of human activity system which is

the combination of the system of activities and social system. The Use Case diagram is the hard

approach to the system known as the ontological approach. The hard system is concerned about

"how" the system. It emphasizes on the actual data and determines what is correct. The hard system

approaches to the system are very successful in the developing the computerized systems which are

viewed from a technical aspect. It can also be known the future computerized system. On the other

hand, this approach can fail to meet the business processes and management needs because it

always emphasize on the 'hard' thinking and only uses the system requirements, not business

requirements. So we must also think about the 'soft' thinking to the system.

To be concluded, we drew both of the Rich Picture and Use Case in order to make the

proposed system the best. Because of these two approaches, we can know the problems, the actors,

the communications between the projects and what can we do for the best future system. Moreover,

these approaches in the system development can make the system perfectly and better than the

others. Otherwise, these two approaches are different in many ways but we need to build the system

not only with Use Case but also with Rich Picture. By using soft approach, we can know people

thoughts and what they want in the environment. We can also know the interaction between users

and the system by using hard approach. We can build the system with Use Case only but we cannot

know how the people think and the problems. So the soft approach fills the hard approach weakness

perfectly in the development of the future system. Therefore, they are related each other. For all

result, we know that the using of the combination of these two approaches can make the successful

system for the future.

myo pyae phoo_pwint_000844592_comp1645

Education