Analysing Specifications for a New System

790 words (3 pages) Essay

11th Aug 2017 Computer Science Reference this


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First step in analysing the specifications for the new system is data collection.Data collection is the process of gathering and absorption of information on targeted aspect in an established systematic fashion, which then allows one to answer related questions and evaluate outcomes. The 3 best ways are through interviews, on-site observation, and surveys. Through these forms of data gathering certain information can be obtained for example what aspects of the last system should be pulled through to the new system, any new ideas to better the new system and thoughts on the proposed ideas contributed by the analyst.

The first and most efficient way of collecting data is through 1 on 1 interviews. An interview is where a data collector or in this case the system analyst asks either an employee or client about what they would like to see in the new system. Possible questions include the ones mentioned above as well as questions like “is there any ideas that you have that you would like to share?”. Information like this will be of major value for the system analyst as it gives a face to the name as in you see real people and not just messages which would make communication much easier and efficient. In regards to who should be interviewed it would be best to interview at least 2 stakeholders from each department in the work so in other words two people from the management/administration department, two accounting staff, two medical staff. The reason two people from each department are to be interviewed is to provide at least two different perspectives which would make the system the middle ground and in turn make it generally welcoming to most users. Another question that should be asked particularly to the medical staff is whether they think that the current equipment is in good enough condition or in need of replacement.

On site observation is when the analyst goes to the offices or “field” and observes the staff working and gathers information on what the system needs. This form of data gathering is very time consuming but is rewarding just as much as it gives the system analyst the ability to see the system in use in the workplace which is what would greatly improve the performance of a system as it is shaped to the way the staff practice it. On site observation will provide the answer to one of the most important question which is” are the current staff experienced and deemed capable of learning and implementing new solutions?”. By answering this question, the weak links can be identified and terminated which would increase efficiency and standard of performance as well as the system being used to its full potential.

A survey is when the analyst creates a page or webpage of questions (usually multiple choice) to gather the thoughts and feelings of people about his proposed ideas on what could be implemented in the new system. The best characteristic of using surveys is that it can even be sent out to external agencies such as Medicare and equipment suppliers. The reason why maintaining communication with the external agencies is because when the agencies and the hospital agree they can synchronize and increase efficiency in supply delivery or funding. This would make it easier to allocate the proposed budget and check whether its worthy or not.

The information should be gathered from the key stakeholders like the management/administration, accounting staff and the medical staff. Sources of information for example current procedures, equipment, documentation like medical records, account information and equipment manuals, as well as external agencies like Medicare and the equipment suppliers. The main points that should be focused on are the weaknesses of the old system and what is needed for the new one. In this case one of the biggest flaws of the current system is that it cannot adequately manage current billing and funding models. This is needed to maintain the funding to the hospital so that they can get their equipment and pay their staff. The current software also was unable to expand further for the rapidly growing home care service which is guaranteed to pose a problem in future so the new system must be created with enough flexibility to allow further development and additional upgrades. The fact that the home care department is in a separate building gives an opportunity and a reason for creating their own separate system with their own secretary, postal address, and billing information. This would decrease the traffic on the system and increase efficiency.

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