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DFM BIT Coursework

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Development Frameworks and Development Methods

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DFM BIT Coursework

  1. 1. Development, Frameworks and Methods 1 Student Name: Myint Oo @ Amirul Hassan UOG Student Registration ID: 000805763 Coursework Title: Children Support Agency COMP1648: Development, Frameworks and Methods Due Date: 11/11/2013 Center: KMD (Yangon, Myanmar)
  2. 2. Development, Frameworks and Methods 2 Table of Content Section A A.1 Management Summary …………………………………………………………..….5 A.1.1 Some about current information system……………………...………….….5 A.1.2 Current issues which CSA is facing…………..………………………….…5 A.1.3 What CSA expects from MIS………………………………………….…...5 A.1.4 Management on developing new MIS……………………….……………..6 A.1.5 DSDM is appropriate for MIS project…………….....……………………..6 A.1.6 Advantages of using DSDM…………..……………………………….…...6 A.1.7 Disadvantages of using DSDM…………………………………………......6 Section B B.1 High Level Requirement B.1.1 Short explanation of high level requirement requirements………….….….8 B.1.2 Short explanation of functional and non-functional requirement……….…8 B.1.3 Appropriate High level requirements………………………………..…...8-9 B.1.4 Inappropriate High level requirements……………………………….....9-10 B.2 Moscow Prioritization B.2.1 List of functional and non-functional requirements based on high level requirement (appropriate)………………………………………….…10 B.2.2 Explanation of setting prioritizing the requirements………………..…11-12 B.2.3 High level requirements shown in three increments………………..…12-14 Section C C.1 Management Summary (LSEPI Issues based on DPA) C.1.2 Why Data Controller is important in CSA………………………….….....16 C.1.2 How Data Controller will help overcome LSEPI issues with two case study examples……………………………………………..…16-17
  3. 3. Development, Frameworks and Methods 3 C.2 Management Summary (BCS Code of conduct) C.2.1 What professional body do…………...………………………..……..….18 C.2.2 Purpose of professional body…………………………….……………...18 C.2.3 Four professional issues that the system developer may need to consider ……………...………………………..……....18-19
  4. 4. Development, Frameworks and Methods 4 Section A
  5. 5. Development, Frameworks and Methods 5 Management Summary Some about current information system The current information system doesn’t come into use for all fields of CSA. They have to overcome a lot of obstacles to manage projects with it. The current information system can’t be used for managing projects as it doesn’t support. It can only be used for the financial transactions in CSA. The system they run doesn’t gratify all their needs as it’s an off-the-shelf payroll system. So, a new management information system has become a must to monitor all projects of CSA. CSA is overcoming various difficulties as it’s lacking an effective MIS. The following are some key issues that the CSA is facing currently. Current issues which CSA is facing - Due to the different approaches and requirements of doing the project by different staff, the organization doesn’t have a consistent way of doing a project - Staff are very dependent on each other because of lack of guidance from the SEG - No systematic way of recording information - Some staff keep the record of the project using a paper based system - The current system is not secure - The Finance Director doesn’t get correct financial data from Area Managers and Regional Directors sometimes and they information provided was not very clear enough - There is no hard connection between the Financial system and MIS - The head of HR have some problems with Area Managers for keeping the record of their staff - No clear record of which contracts are presently in force, what resources are needed and the deadline of each contract etc - Peter Jackson, Area Manager has to give much time of searching pieces of data and collecting all the data together What CSA expects from MIS As CSA is running 60 different projects at different places, the requirements and issues from all offices are increasing. The current system can’t help with all. The new MIS will be developed with these following requirements which are really required by CSA. New MIS will help CSA monitor and manage all projects. The new MIS will be able to gather all data from local centers and it can be accessed from all local offices. It can produce correct report with complete details for SMT, Trustees and funders. It will contain some standard set of performance indicators which will help measure CSA projects. It can keep correct financial data and shows how much resource and fund are used for each projects. The financial data can only be accessed by the authorized person. Apart from financial data, every department will have access to see the information they need. It will have a standard way of keeping the data. Entering the same data at the same place will not be allowed. So, the data will become consistent and correct. It will allow accessing to the sensitive data of CSA to the authorized people only. It will keep the details of contracts between CSA and funding bodies which is important for starting a project. It will also save the demographic data of young people and this type of data can be accessible from local centers depending on their needs. It also helps regional director, area managers and lead workers manage their respective projects.
  6. 6. Development, Frameworks and Methods 6 Management on developing new MIS The new MIS will be developed under the instruction of the Administrative Services Director, Jim Massey and the finance director, Steve Sutherland. These two people have been working in CSA for a long time and know all about CSA. Jim Massey himself wants to change the current MIS and he surely knows that current MIS is completely rubbish. He also realizes CSA needs an effective management information system. He also states that as long as CSA doesn’t change the current system, there will always be hardship to get new contracts in the future which might impact the whole organization. Steve Sutherland suggests that the new MIS must include finance management for local projects and access to financial data should be protected. DSDM is appropriate for MIS project According to Sebastian LeFevre, an Information Systems Consultant, he has just had a contract with CSA to help analysis of what the organization really needs. He reviewed the current information system and found that it is lack of security and secure storage of data and many more problems. He also recommends using an agile method, called DSDM. DSDM is appropriate for developing a new MIS because the MIS will be developed and managed under a top management group called Administrative Service director and Finance Director. The high level requirements are already gathered. Functionality is clear enough as the staffs have already disclosed their needs in the interview, for example, (No clear record of which contracts are presently in force, what resources are needed and the deadline of each contract etc) discussed by Julieanne Black. Advantages of using DSDM As all the requirements are collected at the beginning, the system is more likely to meet the business needs for examples; almost all staffs of CSA have identified their respective needs in the interview. It will increase the speed of development and increase quality because of the end user involvement. For example, Peter Jackson, Area Manager who has been working in the organization for 18 years, has a lot of idea concerning the organization needs, is very willing and pleased to be a part of the development. So, he can give feedback thought prototyping which can make a quality system delivers the real needs of the organization. Time boxing and cost of system can be fixed by analyzing the clear and understandable functions or requirements. Disadvantages of using DSDM There will be features which need to be reduced due to the time boxing. For examples Functions which are not very important for the organization will be removed. But for good information system, these types of requirements are necessary for example “Sending messages to young people about events in the area”. Total words for Section A: 988
  7. 7. Development, Frameworks and Methods 7 Section B
  8. 8. Development, Frameworks and Methods 8 A short explanation of high level requirement High level requirements are the same as business requirements which are better understood by the top level management. It is only planned to offer guidance to the key issues or problems. This can be split into functional and non-functional requirements. A short explanation of functional and non functional requirement Functional requirements describe what a system is supposed to do. These are always the main functions of a system to be built. They focus on these criteria such as business rules, validation, managing finance, reporting requirement etc. Non functional requirements describe further functions of the system to be built except functionality. It indicates criteria which evaluates the function of a system instead of exact behaviors. They focus on these criteria such as performance, security, maintainability, reliability etc. Remark: I have also taken a few requirements from the interview list in order to get an effective information system. Without them, the system will be incomplete and unusable. These are excluded in overall requirements list given at the case study. B1. High level appropriate and inappropriate requirements B1.1 High level requirements (Appropriate) 1. Collecting data correctly from local offices MIS must be able to keep the data about projects from all local centers. If required, it must offer data immediately. Depending on data, SEG can offer guidance to improve the performance of employees and projects. 2. Producing management reports for both SMT and Trustees MIS must produce reports about each project, only then they can estimate for further projects and make decision what to do next. They can also offer necessary instructions for projects having problems. Everything they ratify is based on project reports. 3. Adding a standard set of performance indicators into the system in order to measure the project MIS will include some standards set of performance indicators for example, the time box of a project, use of resource, budget, man power, number young people improved in each project to measure the effectiveness and success of projects. 4. Giving better data as to how finances and resources are allocated MIS must have this function to get correct financial records from local offices as regional directors are reluctant to give accurate financial data. It must also be able to offer suggestions to the Head Office to allocate finance and resources because CSA needs to know the use of resources and finance for each project running at different offices. Only then they can send information to their related parties who have asked to see it.
  9. 9. Development, Frameworks and Methods 9 5. Developing a common interface for the Management Information System and external systems so that data is only entered once CSA will have hardship to control MIS if it contains the same data at different places. So, entering the data more than once must be restricted. 6. Can pass the information from on project to another To get faster performance of the projects, the MIS should provide easy access to information from one project to another. It increases workload and reduce overheads and saves time. 7. Ensuring the data is protected and it is allowed to use to the right people at different levels in the organization A data controller must be appointed to keep data securely. The system must provide access to sensitive data such as financial information to the authorized person only because there are many staffs in CSA and the data can be used for illegal purposes. 8. Keeping details of the contracts between CSA and funding bodies for each project MIS must have this requirement in order to set time boxing, use resources and man power for each project at CSA. This will help CSA manage projects. 9. Permitting projects to keep demographic data about young people in a standard way, able to be seen by central offices The management team of CSA must know demographic data concerning young people because they have to know what the real needs of young people are. Only then they can know what types of project are required to start at what area. B1.2 High Level Requirement (Inappropriate) 10. Containing a simple case management tool to allow project workers to record short notes in a secure way This requirement can make the MIS complex and unusable by keeping a lot of detail information of managing the projects which are not very important for CSA. 11. Developing an enterprise scheduling tool for the managing meetings with staff and young people The Management information system will become very large if it contains enterprise scheduling tools which are not urgently needed by CSA. They just need an effective management tool to manage projects.
  10. 10. Development, Frameworks and Methods 10 12. Integrating existing data into the system As CSA doesn’t have a standard way of recording projects information, the existing data won’t come into use for developing MIS. 13. Developing the system in order to be extendable to contain extra features in the future This requirement should be thought before development of the MIS but not very important for CSA to monitor projects. MIS should have only core functions for management (for example keeping financial records correctly). CSA has just intended to add features of the MIS after it has been developed. Word Counts B1= 861 ******************************************************************************** Moscow B2. List of functional and non-functional requirements B2.1The following are functional and non-functional requirements based on appropriate high level requirements with prioritization. Functional Requirements 1. Collecting data correctly from local offices Must Have 2. Producing management reports for both SMT and Trustees Must Have 3. Giving better data as to how finance and resources are allocated Must Have 4. Keeping details of the contracts between CSA and funding Must Have bodies for each project 5. Adding a standard set of performance indicators into the system in order to measure projects Must Have 6. Permitting projects to keep demographic data about young people in a standard way, able to be seen by central offices Must Have 7. Developing a common interface for the Management Information system and external systems so that data only entered one Could Have Non-Functional Requirements 8. Ensuring the data is protected and it is allowed to use to the right people at different levels in the organization Should Have 9. Can pass the information from on project to another Could Have
  11. 11. Development, Frameworks and Methods 11 B2.2 Explanation of setting about prioritization with justification Functional Requirement Collecting data correctly from local offices Must Have This is a must have requirement for developing MIS. As CSA needs MIS to monitor all projects, the system must be added this requirement to be able to collect correct data about each project from local offices. Without having this in MIS, CSA will have difficulties to manage projects from head offices as data about projects are missing which are very important for managing projects. Producing management reports for both SMT and Trustees Must Have The requirement must be included in MIS because it must produce reports by showing all management information for example, progress of project, use of resources and man power used for each project etc. Both SMT and Trustees need reports to offer necessary guidance and show that the projects are going well to the funders. Giving better data as to how finance and resources are allocated Must Have This is a must have requirement for developing MIS because MIS must have correct financial record and it should provide data for the use of finance and resource when needed. Only then CSA can estimate for future projects and avoid unwanted cost. Keeping details of the contracts between CSA and funding Must Have bodies for each project MIS must includes this requirement because MIS must have all information of contracts between CSA and funding bodies in order to offer contract information to the contract team when required. With this information, contract team can manage current contracts. Adding a standard set of performance indicators into the system Must Have in order to measure projects This requirement can’t be left because CSA will not able to measure the projects running under it so that MIS must be added some standard set of performance indicators for example, functions that calculate use of resources, finance, number of young people improved by each project. This will help CSA make better projects in the future. Permitting projects to keep demographic data about young people in a standard way, able to be seen by central offices Must Have By keeping demographic data systematically, CSA can easily analyze for future projects based on these data. So, I selected this requirement as a must have for developing MIS.
  12. 12. Development, Frameworks and Methods 12 Developing a common interface for the Management Information Could Have system and external systems so that data only entered one CSA can monitor or manage projects without this requirement as it is related to data input and restriction of inserting duplicate data. But MIS may include duplicate data if it doesn’t add this requirement. Non-Functional Requirements Ensuring the data is protected and it is allowed to use Should Have to the right people at different levels in the organization This is a should have requirement for developing MIS because it’s related to authentication and security. CSA can run MIS to monitor projects without this requirement. As it’s a non-profit organization, unauthorized access to data may not effect very much on CSA. This requirement should be included to prevent unwanted risks. Can pass the information from on project to another Could Have This requirement can be left for developing MIS because MIS will be able to collect all information about project from all local offices. So, authorized people at different local offices will have access to the data from MIS. First Increment, Second Increment and Third Increment Each requirement will be described for how long they will take to be completed. As the project will be developed by using DSDM, it should be finished during six months. 8 hours for a day and 40 hours for a month and 960 hours for six months. Within 770 hours, all must have functions will be completed. These are the must have requirements which will be delivered as the first increment. The MIS will really be workable with these requirements and employees in CSA can give feedback for each increment for avoid unwanted errors and meet it their desired requirements. First Increment No Requirement Hours Prioritization 1 Collecting data correctly from local offices 120 Must Have 2 Producing management reports for both SMT and Trustees 80 Must Have 3 Giving better data as to how finance and resources are allocated 100 Must Have 4 Keeping details of the contracts between CSA and funding bodies for each project 100 Must Have 5 Adding a standard set of performance indicators into the system in order to measure projects 80 Must Have
  13. 13. Development, Frameworks and Methods 13 6 Permitting projects to keep demographic data about young people in a standard way, able to be seen by central offices 80 Must Have 7 Ensuring the data is protected and it is allowed to use to the right people at different levels in the organization 70 8 Developing a common interface for the Management Information system and external systems so that data only entered one 70 9 Can pass the information from on project to another 70 Total Must have hours= 770 This should have requirement is essential but not very important for the system to contains in the first increment. So, it will be delivered as the second increment to the users. Second Increment No Requirement Hours Prioritization 1 Collecting data correctly from local offices 120 Must Have 2 Producing management reports for both SMT and Trustees 80 Must Have 3 Giving better data as to how finance and resources are allocated 100 Must Have 4 Keeping details of the contracts between CSA and funding bodies for each project 100 Must Have 5 Adding a standard set of performance indicators into the system in order to measure projects 80 Must Have 6 Permitting projects to keep demographic data about young people in a standard way, able to be seen by central offices 80 Must Have 7 Ensuring the data is protected and it is allowed to use to the right people at different levels in the organization 70 Should Have 8 Developing a common interface for the Management Information system and external systems so that data only entered one 70 9 Can pass the information from on project to another 70 Total should have hours = 70 Second Increment total hours = 840
  14. 14. Development, Frameworks and Methods 14 These are could have requirement and these can make MIS better. It could be left if the time box is not enough. But, MIS will work without any problems. Third Increment No Requirement Hours Prioritization 1 Collecting data correctly from local offices 120 Must Have 2 Producing management reports for both SMT and Trustees 80 Must Have 3 Giving better data as to how finance and resources are allocated 100 Must Have 4 Keeping details of the contracts between CSA and funding bodies for each project 100 Must Have 5 Adding a standard set of performance indicators into the system in order to measure projects 80 Must Have 6 Permitting projects to keep demographic data about young people in a standard way, able to be seen by central offices 80 Must Have 7 Ensuring the data is protected and it is allowed to use to the right people at different levels in the organization 70 Should Have 8 Developing a common interface for the Management Information system and external systems so that data only entered one 60 Could Have 9 Can pass the information from on project to another 60 Could Have Must Have= 770 hours Should Have= 70 hours Could Have= 120 hours Within six months, MIS will be finished. But some unexpected risks may occur, so, there will be some delays to deliver the system. If the project is likely to be late, should have and could have requirements could be left. ********************************************************************************
  15. 15. Development, Frameworks and Methods 15 Section C
  16. 16. Development, Frameworks and Methods 16 (C1) As CSA is a charity organization, it relies on public trust. It’s not possible to make sure that CSA is 100% safe at all times. So, CSA needs to show that they focus on its responsibilities to keep the data securely and it is taking balanced measures for protecting personal data from being misused. As it has 60 different projects at different local offices, data protection has become an issue for it with large amount of data of young people and funders but although small charity organizations are possibly to keep personal data on people for example staff, trustees. Currently CSA is facing various difficulties to collect data as staffs have no awareness of keeping data securely and no professionalism about dissemination of data. What’s worse is duplication of the same personal data because CSA has no standard way of keep data related to young people, staff and funders or supporters. In order for CSA to stand on its existing reputation, it needs to handle all its data securely. CSA should make sure that the personal information is not misused and doesn’t reach into wrong hands. So, to keep and manage data securely, a data controller should be appointed who has to process CSA data under Data Protection Act. DPA is only related to the treatment of personal data. He will be lawfully in charge for making sure that data processing complies with the DPA. DPA is in relation to protect people from the misuse of their personal information. In order for data controllers to work at organization, they need to register with the Information Commissioner by providing details on the type of data which will be hold and the purpose of processing personal data. DPA states eight principles that the data controllers must follow them when processing the data. As Data controllers must follow the eight principles, the data about CSA projects will become secure. Every local office can access to data within CSA depending on their needs but they must comply with the data protection act. So, data will be protected and not misused. Public trust for CSA will increase. The following are the issues that CSA may have to face after developing a centralized management information system attached what the data controller will have to solve these issues. Example (One) CSA has all the personal data of employees, young people and funders. If the government or other charity organizations ask for the data it holds to use for other purpose, CSA will likely to share the data to them. Data controller help overcome this issue according to DPA 1, - Deciding why the government or other charity organizations needs the personal data and what they intend to do with it - Making sure that CSA provides clear and correct privacy notices to employees or young people for collecting their personal data  Privacy notice should contain the purpose of processing their personal data and the processing of their personal information is fair such as who you may disclose the information to that subject would not expect.
  17. 17. Development, Frameworks and Methods 17 Example (Two) The system will permit projects to keep demographic data about young people which will be accessible by central offices. Existing data will also be kept in the new MIS. According to DPA 3, - Data controller must make sure that whether the personal information that the CSA holds is relevant. In order to consider if each is relevant for the purposes this is described in a privacy notice to the data subject and in notification to the Information Commissioner Organization. - Data Controller must ensure that the data he holds is too much. The excessive data that he doesn’t require for his specified purposes, must delete it. - Data Controller must establish if the data is sufficient to make decisions it informs, decisions that may have a major impact on the data subject will probably needs a great deal of information and CSA is often required to make those decisions. - Making sure that CSA holds the right information is important for both decisions making and protecting individuals CSA hold data about. It’s ethical and legal responsibilities for both CSA and data controller to keep their personal data properly. Word Counts: 700
  18. 18. Development, Frameworks and Methods 18 (C2) Purpose of the code of conduct for a professional body (BCS) Today, People around the world are using IT for different purposes. Especially, organizations and companies are mainly using IT for their daily processing to be smooth and reduce workload. As IT is on the rise, the IT professionals and universities are also increasing day by day. And, the IT society will become outrageous because IT professionals and universities are misusing IT and taking advantages of people who are lack of IT knowledge. Not only in IT but also other fields are like that. It’s widely regarded that using IT is very expensive in organizations and companies. So, every organization doesn’t need to have wasted their investment by having unusable systems. So, they need a professional body to control all these issues. That’s why Professional bodies such as BCS have to form to handle IT professionals and set the standards and rules for them to work accordingly. Here is the purpose of BCS  Promote the study and practice of computing and to advance knowledge of and education in IT for public’s advantage.  Sets out the professional standards needed by the society  Applies to members of all grades (including students) BCS Code of conduct Based on the following BCS code of conduct, the four professional issues are done. (d) “Shall not reveal or allow to be revealed, or use for personal advantage or to profit a third party, private information apart from the permission of relevant authority, or as needed by legislation”. (e) “NOT misrepresent or withhold information on the performance of products, systems or services (unless lawfully bound by a duty of confidentiality not to disclose such information), or take advantage of the lack of relevant knowledge or inexperience of others”. (g) “Shall refuse and not make any offer inducement”. (f) “Shall avoid hurting others, their belongings, reputation, and employment by false” etc. (b) “Shall avoid any condition which may raise conflict of interest between professionals and employers and organization”. (a) “Shall be focus on and careful of public health, safety and environment in professional role”. Ref: BCS, the Chartered Institute for IT, 8 June 2011. Code of Conduct for BCS members. Trustee Board Regulations Schedule 3 Volume 4, page 2-3. BCS, UK. Four Professional Issues After developing MIS for CSA, the system developer will know all about a charity organization and have the copy of MIS as he would develop it. If other charity organization may ask him to develop a similar system for their organization, he may sell the information system of CSA by adding some necessary functions. In this condition, the system developer will be in breach of rule (d) and (e) of duty of relevant authority of the BCS. The case would be clear of disclosing information for personal gains without letting CSA know and keeping information of the MIS of CSA on the performance of system and taking benefits from other organization who doesn’t know that the system that the system developer
  19. 19. Development, Frameworks and Methods 19 will deliver to them legally belongs to the CSA. Being a professional, he should seek permission and provide explanation to CSA before he discloses information. He should also tell other organization that he has developed the same similar system for CSA. So, he will take some of the functions from it to develop a system for them. Some of the main employees in CSA such as Sean McNally, Northern Regional Director isn’t interested and willing for the new information system because he doesn’t want to have been supervised from the central office so that he can take benefits with this way. So, he may probably tell system developer to add some wrong functions by offering bribes to make central office fail to manage his office. According to BCS code of conduct, the system developer will be in breach of rule (g) and (f) of professional competence and integrity and he shouldn’t take any bribe from Sean McNally and other. Instead, he should tell the management team about that. As the management information system that CSA wants to have is a large development project, the system developer may take this an opportunities by giving time for other’s project during developing CSA project in order to get more money at the same time. So, he will likely to deliver the system later than the deadline. In this situation, role (b) of Duty to relevant section of the BCS is the most suitable. This case would be a plain case of increasing conflicts between system developer and CSA because he will deliver the system late. As a professional, he should work according the commitment with CSA and finish within time box or. Time is very important for every organization or company. So, he should not break his commitment. He should make direct disclosure to the management team of the CSA with the correct reasons why he fails to deliver the system on time. He should seek advice from them how to move next. As the system developer has contracted to CSA to develop an information system, he must collect personal data about young people, employees and funders and will have all personal data in his hand. He may likely to use these data when developing similar information systems. According to BCS code of conduct, the system developer will be in breach of rule (a) of public trust. As a professional, he should always be careful of public security and privacy. He should not disclose their data for any purposes without their permission. Word Counts: 734 (Exclusive of BCS Code of Conduct rules)

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