hsc project management suits nsw syllabus in ipt

1. Introduction
HSC Project management
Planning, Design &
Implementation
2017

2. Introduction
The development of a new system to solve a
Problem is similar for all types of users.
There are many reasons for the need for a
New or modified system. These include
• new management
• new technology
• new product.

3. Introduction
The development of a new system is the
Responsibility of a systems analyst or a group
of people called a project team.
Project teams consist of:
• systems analyst
• programmers
• participants

4. Introduction
The development of a new system is the
Responsibility of a systems analyst or a group
of people called a project team.
Project teams consist of:
• systems analyst
• programmers
• participants

5. Developing a Project Plan
• A project plan usually breaks the project into
major tasks called subprojects.
• It must provide an overall schedule, the
details of the subprojects and a schedule for
each subproject.
• It must also identify the people, information
technology and data/information required by
the system.
Ref: 6, 7, 10

6. Developing a Project Plan
• Project goal—the result of the project if it is
successful. Goals may be broad or they may be
very specific.
• Deliverable—a tangible item expected from a
task. It may be a diagram, report, data dictionary,
program or training manual.
• Schedule—shows the timing of major tasks and
who will do the work. The success of a new
system depends on accurate time estimates for
each task.
Ref: 6, 7, 10

7. Stages of the system development cycle
Understanding the
problem
Making decisions
Designing solutions
Implementing
Testing,
Evaluating
& maintaining
Statement of the problem
Type of new system
New system
Using new system
Problem with system
Change in purpose
Change type of system
Change system
Change use of system

8. Introduction
The system development is important as
it results in an efficient & error free as
possible system.
It may be important or necessary to revisit
previous steps to modify or fine tune the new
system.

9. Introduction
The system development approaches
Development Approaches There are
six different approaches to Systems
Development listed in the syllabus:

10. Introduction
The system development approaches
Traditional: involving Project Management
with an attempt at strict adherence to time
frames and a plan as developed in the
planning stage.
Traditional Project Management is used
more for larger projects because of larger
overheads with smaller projects often
using other methodologies.

11. Introduction
The system development approaches
Outsourcing: This is where an external
company is hired to do work that was
previously carried out by employees of
the company. This is very useful when
skills and resources are required which
the company has difficulty in supplying
or in reducing management issues but
cost are usually higher.
.

12. Introduction
The system development approaches
Prototyping: This is where a version of
the system or software is developed and
trialed. This is useful if expensive
hardware or infrastructure is not
required such as in software or web site
design. It would not be useful for
network development because of the
cost and infrastructure required.

13. Introduction
The system development approaches
Customisation: Customisation of an "off the shelf"
product is a common solution for
many companies. This is particularly
useful for for HR, finance and
database solutions with products such
as Oracle (which now also includes
People Soft) and SAP being two very
successful examples.

14. Introduction
The system development approaches
Participant Development: Participant
development happens when people
within the information system
develop their own solution. This
usually will involve readily available
technology and would be unlikely to
work with complex systems.

15. Introduction
The system development approaches
Agile Methods: The biggest distinction
between traditional and agile
methodologies is the attitude to plans and
planning. Traditional methodologies
focus on producing detailed plans and
treat deviations as errors that need to be
corrected. Agile methodologies also
produce plans, but see them only as
approximations.

16. Introduction
The system development approaches
Agile Methods: Deviation from the plan are
treated as feedback, and plans are adjusted
accordingly. As such while traditional
methodologies resist change, agile
methodologies see change and view it as
a normal part of a project. Agile
methodologies approach development in an
iterative and incremental manner. Each part of
the plan is divided into small
timeframes called interations at which point
any changes will be added into the project.

17. Understanding the problem
A problem may become evident in an
organisation. It may be evident in
privacy, inaccuracy or cost.
To solve the issue a clear understanding of
the problem needs to be formulated.
• redefining the problem
• identifying the important elements.
A CLEAR PROBLEM STATEMENT IS
ESSENTIAL AT THIS STAGE.

18. Understanding the problem
A preliminary investigation determines if a
Quick fix will solve the problem or if a new
System is required.
Steps are
• Understand fundamental operations & problems
of the current system
• Each information process is examined and flaws
in the system recorded
• Needs & concerns of all participants are considered &
there views need to be gathered in a variety of ways.

19. Understanding the problem
Data & information are collected throughout
the system development cycle.
Data is used:
-to understand the problem;
-to develop an appropriate solution;
-to assess the feasibility of a proposal;
-to design a new system;
-to evaluate the system

20. Understanding the problem
Data needs to be accurate as if it is not then the
new system may not meet the required needs.
It therefore needs to be collected in an organised way
to ensure no omissions.
Data may be collected in a number of ways:
• Interviews
• Questionnaires/Surveys
• Observation
• Measurements
Face-to-face Mailed
Face-to-face
Online
Observation
Electronic or
Manual

21. Communication Skills
• Negotiation skills
- negotiation is a discussion between two parties
with a goal of reaching agreement on issues.
• Interview techniques
- involve careful preparation, implementation and
follow-up.
• Team building
- is the process of getting a group of people
working together.

22. Communication Skills
• Active listening
- involves restating, reflecting and summarising
the speaker’s major ideas and feelings.
- active listeners encourage the speaker and are
non-committal.
• Conflict resolution
- solves arguments and disputes.
- it involves listening to the other person’s views
and looking at the conflict as a problem to be
solved.
- the aim is to create a “win-win” situation.

23. Understanding the problem
The data being collected needs to be both:
1. Valid -in general the responses belong to all.
2. Reliable –other surveys will draw the same result.
The data collected needs to be documented
for it to be analysed. A diagrammatic method
is often used such as:
• Context diagram
• Data flow diagram
• Story board.

24. Understanding the problem
Context diagram
.
Entity System Entity
Data flow
Data flow

25. Understanding the problem
The Data Flow Diagram DFD.
Customer
Search
System
Customer
details
details Call number
Call details
Database

26. Understanding the problem
•Story board.

27. Understanding the problem
•Story board.

28. Understanding the problem
The analysis of the existing system should
determine:
How the system works?
What it does?
Who uses it?

29. Understanding the problem
The requirement report is a statement about
the needs of a new system.
The requirement report :
• outlines the aims & objectives of the new system
• how it will help the organisation
• is based on the data collected from the participants
• must match the goals of the organisation.

30. Understanding the problem
The requirement report is a statement about
the needs of a new system.
The requirement report also provides an
overview of the new system in terms of the:
• data/information to be used
• information processes
• information technology
The requirement report is used to develop
Potential solutions to the problem.

31. Understanding the problem
If the preliminary investigation recommends
Further examination, a project plan is developed
For the system.
A project plan is a plan that organises a
project by specifying who, what, how and when.
It includes:
• Gantt charts
• Scheduling tasks
• Journal & diary entries
• funding management plan
• Communication management plan

32. Understanding the problem
Information management software helps individuals
to manage information & schedule tasks:
•It allows emails to be exchanged & organised.
•Appointments, events, & meetings are entered into
electronic calendar.
•Allows tasks to be assigned.

33. Understanding the problem
It provides a quick method of determining if a
project is on schedule. The chart can be used
to gauge progress and to identify any problems.
A Gantt chart is a popular way of managing a project
Understanding the
problem
Making decisions
Designing solutions
Implementing
Testing, evaluating
and maintaining
Time (weeks) 1 2 3 4 5 6 7

34. Understanding the problem
A Gantt chart is a popular way of managing a project

35. Understanding the problem
It provides a quick method of determining if a
project is on schedule. The chart can be used
to gauge progress and to identify any problems.
A Gantt chart is a popular way of managing a project

36. Making decision
Decisions are made on possible solutions that
have been developed using the requirement
report and the scope of the problem.
Constraints are taken into consideration
(Economic; Technical; Schedule & Organisational.)
A feasibility study is carried out with the constraints
and recommendations are made.
(no change; new system; investigate another solution)

37. Making decision
The management will then select the most
appropriate option & the project plan may need
further modification.
The details of the new system are presented, along
with recommendations for design, implementation
and maintenance.

38. Making decision
Data dictionaries contain a comprehensive
description of each field in the database.
They commonly include a field name, data type,
number of characters (field width) & description
for the purpose of the field.
Context diagrams are used to represent entire
information systems. The system is shown as a
single process along with the inputs & outputs
(external entities ) to the system.

39. Making decision
Data flow diagrams represent the information
system as a number of processes that together form
the single process of a context diagram.
The source of the data, its flow between processes
& its destination along with data generated by the
system is represented.
A data flow diagram shows:
• The input for the system (source)
• Processes performed by the system
• Output form the system (destination)
• Storage

40. Making decision
Data flow diagrams only show movement of data &
not the movement of other things such as products.
They do not explain how the processes works.
A Decision tree is a diagrammatic way of representing
all possible combinations of decisions & there
resulting actions. Example here page 71
It represents the decisions made within a system as the
branches of a tree. Each branch finishes in a particular
action.

41. Making decision
A decision table represents all possible conditions &
the actions that will result.
The table is divided vertically into conditions &
actions & horizontally into the rules that are based
on combinations of the conditions.
Story boards are a diagrammatic way of
representing the elements of the information system.
There are two types linear (ordered) and non-linear
(no order).

42. Designing Solutions
Designing a solution is the transformation of the
Specifications into appropriate hardware, software &
information systems.
It involves purchasing hardware, writing or buying
software and specifying information processes to
make the system operational
The new system is developed from the prototype.
Screen designs for input & output are created. The
format & layout of each screen, report & menu must
be created using good design principles.

43. Designing Solutions
The technical specifications of hardware need to be
identified before the hardware is bought & installed.
The new system must be tested before implementation.
Test data is prepared to test any potential problem.
Design tools are used to better understand the system
& document the new system.
The tools are used to assist in explaining the operation
of the new system.

44. Designing Solutions
The design tools used in the designing solution stage
of the systems development cycle include:
• Context diagrams
• Data flow Diagrams
• Decision trees
• Decision tables
• Data dictionaries
• Storyboards

45. Implementation
During the implementation stage the hardware &
software is installed & tested.
Participants are trained so that they understand the
benefits of the new system & how to use it.
Participants need to be instructed about & assisted
with the major features & functions of the system
over a period of time.
Information processes are continually tested during
the implementation of the system over a period of
time.

46. Implementation
Minor changes to procedures are immediately
implemented.
Data is converted to the new system using one of the
conversion methods.
The method of conversion chosen must be justified,
as there are advantages & disadvantages in each of the
methods.

47. Implementation
Direct conversion involves the immediate change to
the new system on a chosen date.
(probably best for small systems)

48. Implementation
Phased conversion is the replacement of one system
by another in a series of stages.
(each module is tested individually & staff develops
confidence in the new system.)

49. Implementation
Pilot conversion involves building & testing the new
system before replacing the old system. (the old
system is still available if the new system fails or
experiences problems)

50. Implementation
Parallel conversion involves the old & new system
both working together at the same time. ( this allows
the participants & users to get used to the new system
& to check the new system’s output.)

51. Testing
Testing is a way to verify the quality of the project.
Testing a system is a very important part of the
implementation of a system.
Without rigorous testing, the system cannot guarantee
to work as expected.
Tests must be designed to examine the systems
operation under all possible events.

52. Testing

53. Testing

54. Testing

55. Testing
Testing of hardware involves use of diagnostic
software.
Backup systems should be tested by selecting files to
be stored.
Software is tested using data that has been structured
to test all decisions made within the system.
Test data must cover all possible combinations of
data that may be encountered.

56. Evaluating & maintaining
Evaluation determines whether the system is working
as expected or whether changes are required.
Maintenance is the modification of the system by
making minor improvements.
The format evaluation will check to see if:
• The system has met its benefits & cost objectives
• Make recommendations for future changes.

57. Evaluating & maintaining
The operations manual details the procedures that
participants should follow when using a new system.
The operations manual should:
• Be in a user friendly format
• Have clear concise instructions in point form
• Contain screen dumps to clarify instructions
• Have instructions for file management & security.

58. STAGEPROCESSES source http://hsc.csu.edu.au/ipt/project_work/1-2/stages.htm
Understanding the problem
The first stage of the process, understanding
the purpose and identifying changes that
may be made to an existing system.
Identify and communicate with participants
in the current system.
Suggest the use of a prototype to clarify
participants understanding.

59. STAGEPROCESSES source http://hsc.csu.edu.au/ipt/project_work/1-2/stages.htm
Planning
The second stage involves the conducting of a
feasibility study.
The nature of the problem is clearly described
in a report and recommendations are made to
management as to whether the proposed
solution is practicable.
A project plan is developed.

60. STAGEPROCESSES source http://hsc.csu.edu.au/ipt/project_work/1-2/stages.htm
Designing
This third stage involves the documentation
of the development of a solution to the new
system. A prototype may be used to help clarify
the solution to the participant. System design
tools can also be used to explain the solution,
for example; context diagrams, data flow
diagrams, decision trees, decision tables,
data dictionaries, storyboards.

61. STAGEPROCESSES source http://hsc.csu.edu.au/ipt/project_work/1-2/stages.htm
Implementing
At this stage decisions are made on how the
new system will be implemented.
An implementation plan is developed setting
out clearly:
-support for the participants of the new system
through training?,
-methods of testing the new system
-the conversion from the old system to the new
designed system.
-steps in an operation manual/s.

62. STAGEPROCESSES source http://hsc.csu.edu.au/ipt/project_work/1-2/stages.htm
Testing, evaluating and maintaining
This stage is the most important; users begin
to use the new system, the performance of
which is tested against the design specifications.
The maintenance of the new system is important
through the training of participants and the
reviewing of the operation manual/s.

63. STAGEPROCESSES source http://hsc.csu.edu.au/ipt/project_work/1-2/stages.htm
Testing, evaluating and maintaining
This stage is the most important; users begin
to use the new system, the performance of
which is tested against the design specifications.
The maintenance of the new system is important
through the training of participants and the
reviewing of the operation manual/s.

64. STAGEPROCESSES source http://hsc.csu.edu.au/ipt/project_work/1-2/stages.htm
Testing, evaluating and maintaining
This stage is the most important; users begin
to use the new system, the performance of
which is tested against the design specifications.
The maintenance of the new system is important
through the training of participants and the
reviewing of the operation manual/s.

65. STAGEPROCESSES source http://hsc.csu.edu.au/ipt/project_work/1-2/stages.htm
Testing, evaluating and maintaining
This stage is the most important; users begin
to use the new system, the performance of
which is tested against the design specifications.
The maintenance of the new system is important
through the training of participants and the
reviewing of the operation manual/s.

66. Social & Ethical issues source http://hsc.csu.edu.au/ipt/project_work/1-2/stages.htm
Social and ethical issues to be
considered throughout cycle:
equity, privacy, security of data,
accuracy of data, copyright laws,
freedom of information, changing
nature of work, health and safety,
human or machine centred, work
environment, ergonomics

67. Social & Ethical issues source http://hsc.csu.edu.au/ipt/project_work/1-2/stages.htm
Keywords
•Machine Centred Systems,
•human centred systems,
•Work environment,
•ergonomics,
•telecommuting,
•social isolation,
•deskilling

68. Social & Ethical issues source http://hsc.csu.edu.au/ipt/project_work/1-2/stages.htm
These days information systems are affecting
everyone's lives.
People's privacy is being compromised.
People find that have been put out of work by a
computer.
Some people just struggle with the technology.
A new system should help process the work better
and a positive change.
But what about the negatives?
How is the system affecting the participants?
Is their work load less or has it increased?
Is the new system infringing on their privacy?

69. Social & Ethical issues source http://hsc.csu.edu.au/ipt/project_work/1-2/stages.htm
Machine Centred Systems: are designed
around the computer at the expense of people.
The machine centred system will simplify and
make the computer more efficient and the
people need to work around the computer.
Human Centred Systems: are designed
around the needs of people first and the
computers are made to fit in with the needs of
the participants.

70. Social & Ethical issues source http://hsc.csu.edu.au/ipt/project_work/1-2/stages.htm
The Work Environment
A new system may mean drastic changes in the
work environment.
This may cause stress for some workers.
However some changes may also be
detrimental to the physical health of the
participants.
As such all ergonomic factors need to be taken
into account when designing new systems.

71. Social & Ethical issues source http://hsc.csu.edu.au/ipt/project_work/1-2/stages.htm
The Changing Nature of the Workplace
Unfortunately changes in technology are not
always positive and may be impacting
significantly upon the social structure of the
work place.
Telecommuting: More workers now are able to
work from home through the internet.

72. Social & Ethical issues source http://hsc.csu.edu.au/ipt/project_work/1-2/stages.htm
Social Isolation: People are gregarious
animals. Gregarious means that we like meeting
with other people. Unfortunately technology
can isolate people as well as bring people
together. This is particularly a problem in
machine centred work places.
Deskilling: As much as the technical skills of
some workers are increasing at a fast pace other
areas of the work force are particularly being
deskilled as the computers take over more of
their work.