INFO 380 - May 4, 2004 - Preparing The Systems Proposal Notes By: Egaas, Fortier, Prins Key Components of a System Processes Inputs Outputs Resources Preparing the Systems Proposal Major Topics > Systems Proposal > Determining hardware needs > Determining software needs > Tangible and intangible costs and benefits > Methods for selecting.... Systems Proposal > In order to prepare the systems proposal analysts must use a systematic approach to identify hardware and software needs - Ascertaining hardware and software needs - Identifying and forecasting costs and benefits - Choosing the most appropriate alternative Ascertaining Hardware and Software Needs > Steps used to determine hardware and software needs - Inventory computer hardware currently available - Estimate current and projected workload for the system - Evaluate current and project workload for the system - Choose the vendor according to the evaluation - Obtain hardware and software from the vendor Hardware Inventory > When inventorying hardware check - Type of equipment - Status of Equipment - Estimated age of equipment - Projected life of equipment - Physical location of equipment - Department or person responsible for equipment - Financial arrangement for equipment Evaluating Hardware > Criteria for evaluating hardware - Time required for avg transations - Total volume capacity of the system - Idle time of the Central Processing Unit - Size of memory... People that Evaluate Hardware > The people involved - Management - Users - Systems Analysts Purchasing Hardware (skips) > buying, leasing, rental Buying Advantages: Cheaper than leasing and renting over the long run Ability to change system Provides tax advantages of accelerated depreciation Disadvantages: Initial Cost is high Leasing Advantages: No capital is tied up No financing is required Leases are lower than rental payments Disadvantages: Company doesn't own the system when lease expired Usually a heavy penalty for termination Leases are more expensive than buying Rental Advantages: No capital is tied up No financing is required Easy to change systems Maintenance and insurance are usually included Disadvantages: Company doesn't own the computer Cost is very high because vendor assumes the risk (most expensive option) Evaluating Hardware Support > Do not discount the option of outsourcing! > When evaluating hardware vendors, the selection committee needs to consider - Hardware support - Software support - Installation and training support - Maintenance support - Performance of the hardware Software Evaluation > Use the following to evaluate software packages - Functionality - Reliability - Performance Effectiveness - Performance efficiency - Ease of use - Flexibility - Quality of documentation - Manufacturer support Cost and Benefits > System analysts should take tangible costs, intangible costs, tangible benefits into consideration to identify cost and benefits of a prospective system. Tangible Costs > Tangible costs are those that can be accurately projected by systems analysts and the business' accounting personnel > Examples - Cost of equipment - Cost of resources - Cost of systems analysts' time Intangible Costs > Intangible costs are those that are difficult to estimate, and may not be known > Examples - Cost of losing a completive edge - Declining company image Tangible Benefits > Tangible benefits are advantages measurable in dollars that accrue to the organization through use of the information system. > Examples: - Increase the speed of processing - Access to information on a more timely basis Intangible Benefits > Intangible benefits are advantages from the use of the information system that are difficult to measure > Examples - Improved effectiveness of decision-making processes - Maintaining a good business image Selecting the Best Alternative > To select the best alternative, analysts should compare costs and benefits of the prospective using: - Break-even analysis - Payback - Cash-flow analysis - Present value method ***** Writing the Systems Proposal ***** Major Topics > Systems proposal > Using tables > Using graphs > Types of graphs > Using figures > Guidelines for presenting > Oral presenting The Systems Proposal > Through the use of effectivvely organizing the content, writing in a profession styke, and orally presenting the proposal in an infroamtive way, the anatyst can create a profession presentation Items in the Systems Proposal Part 1 > When proparing a systems proposal, systems analysts should arrange the following items in order: - Cover Letter - Title Page of project - Table of contents - Executive summary (including recommendation) -- Write this last - one page summary for executive Items in the Systems analysis proposal Part 2 > Outline of systems study with appropriate documentation > Detailed results of the systems study > Systems alternatives (three or four possible solutions) > Systems analysts' recommendations > Summary Items in the Systems Proposal Part 3 > Appendices - Assorted documentation - Summary of phrases/acronyms - Correspondence - Other material as needed References > When writing a systems proposal, keep references to a minimum and do not use footnotes > Use examples, illustrations, diagrams, tables, figures, and graphs to support main points of the proposal, where appropriate Guidelines for using tables > Some guidelines for using tables effectively are: - Only one table per page - Integrate it into the body of the proposal - Try to fit the entire table vertically on a single page - Number and title the table at the top - Make the title descriptive and meaningful - Label... Guidelines for Using Graphs > Some guidelines for using graphs are... - Draw only one graph per page unless making comparisons - Integrate the graph into the proposal body - Include a key...yep Guidelines for Using Figures > Guidelines to use figures effectively are... - Whenever possible integrate the figure into the body of the proposal itself - Always introduce the figures in the text before they appear - Always interpret figures in words - Title all figures, label each axis, provide legends where necessary > Further guidelines for using figures - Use more than one figure if necessary - The visual should not become cluttered some deliverables back thursday!! (maybe)