Database Reference
In-Depth Information
three consisted of defi ning end-user requirements. End-user requirements are the functional
and technical needs of the logical new system. Phase four consisted of clearly defi ning the
possible alternatives and selecting a feasible solution. After careful analysis and several
meetings with our team and key managers, it was decided that the prototype would be built
using MS Access, MS Excel, and MS Visual Basic. This choice allowed us to develop a
fully functional prototype without having to build the necessary error-checking routines. In
addition, our choice of platform can be integrated with existing BCS systems.
A meeting on March 3, 1999 revealed the specifi cs of the existing process. An excerpt
from the meeting follows: “When a card is found missing or damaged, the operator fi lls out
a missing slip form and turns it in to a central processor, who then enters the information
into a spreadsheet and forwards the request for replacement cards to the programmers. A
replacement card is then produced and inserted into the proper bundle to be shipped.” As
can be seen from this narrative, the process is not very well automated because it requires
several people to communicate process changes on a continuous basis. As such, process
accuracy is suspect because of the tremendous potential for human error, and effi ciency
is low because of the large amount of human observation needed to continuously moni-
tor the process. The meeting also revealed the specifi c purpose of the redesigned system:
“The purpose of the new application is to automate the card recovery process in an attempt
to increase effi ciency and accuracy. The new system should reduce the need for entering
the original data several times. It should also make the entire process nearly 'paperless' by
eliminating several iterations of the same forms and information.”
A meeting on March 23, 1999 revealed the system requirements — system inputs and
functions, general system requirements, attributes to track, system outputs, and reports.
Detailed system requirements are too vast to mention here, but we thought it prudent to
include a few to give the reader a sense of the project's scope. Some of the system inputs
and functions included start number, end number, and enter missing number. Some of the
general system requirements included implementing a virtually 'paperless' process, elimi-
nating forms, and building capability to determine where problems occur most frequently.
Some of the attributes to track included programmer ID, project manager, client number,
and workstation. System outputs included missing card 'slip'. System reports included error
occurrence and orders sent to programmers for replacement cards.
The design phase included acquisition and design of the newly mapped system. A
request for proposal (RFP) was written to communicate to vendors the desired features and
requirements. The primary intent of the RFP was to solicit specifi c confi gurations, prices,
maintenance agreements, conditions regarding changes made by buyers, and servicing. The
RFP also conveys proposals for evaluating criteria, closure, postmark dates, and constraints.
Meetings were held in early April to refi ne the RFP. The design specifi cations were agreed
upon during April 1999. The design specifi cations explained the physical system require-
ments and the proposed prototype of the new system. The document included design of
computer outputs, database and computer fi les, computer inputs, terminal dialogues and
user interfaces, and methods and procedures.
The implementation phase included construction of the new system (prototype) and
delivery of the new system. Meetings during April and May 1999 were conducted to fa-
cilitate this phase of the project. Construction of the prototype included building, testing,
recording data, and developing integrated databases for the network of connected comput-
ers. Construction of the prototype also included installation and testing of new software
packages, and writing and testing new programs. Delivery included developing conversion
