Enterprise Resource Planning (ERP)

Assignment : From news article or internet information, find an example of an organization that is installing an ERP package.

Definition
Is the latest IT planning tool to business. It is an integrated computer-based system used to manage internal and external resources of an organization through information between the organization and the external stakeholders.
ERP package has to be implemented systematically rather on big-bang theory. This constitutes phases to be executed to have better result. Successful implementation of ERP package usually requires 1.5 to 2 years.


Phases
1. Detailed Discussion Phase

Tasks: Project initialization, Evaluation of current processes and business practices

Deliverables: Accepted norms and Conditions, Project Organization chart, Identity work teams

2. Design and Customization Phase

Tasks: Map organization and business process, Define functions and processes, ERP software configuration and Build ERP system modifications

Deliverables: Organization structure, Design specification, Process Flow Diagrams, Function Model, Configuration recording and system modification

3. Implementation PhaseTasks: Create go-live plan and documentation, Integrate applications, Test the ERP customization, Train users

Deliverables:Testing environment report, Customization Test Report and Implementation report

4. Production Phase
Tasks:  Run Trial Production, Maintain Systems

Deliverables such as: Reconciliation reports and Conversion Plan Execution

Some ERP Packages
• Microsoft - Microsoft Great Plains version 7.5 
• Oracle - Oracle E-Business Suite 11.5.9
• PeopleSoft - PeopleSoft Enterprise 8.8 and 8.9, EnterpriseOne 8.11
• Sap- SAP mySAP Business Suite R/3 4.6 and SAP R/3 Enterprise 4.7• Siebel- Siebel 7.5 and Siebel 7.7

For further readings, kindly visit these references:
http://www.erpfans.com/erpfans/erpca.htm
http://search400.techtarget.com/expert/KnowledgebaseAnswer/0,289625,sid3_gci835451,00.html
http://www.tc.umn.edu/~hause011/article/ERPchoose.html
Elisabeth Rainier (Project Manager/Strategic Planning).http://it.toolbox.com/blogs/crm-trends/erp-packages-feature-comparison-4309
http://en.wikipedia.org/wiki/Enterprise_resource_planning
http://www.erpwire.com/erp-articles/erp-success-in-sun-microsystems.htm

An Assessment of USEP Enrollment System

Assignment :You were tasked by the IC-dean to evaluate the enrollment system of the university, list and briefly describe the characteristics that an analyst (you) examines when choosing or defining deployment environment.

Enrollment Process of University of Southeastern Philippines

The university’s enrollment process includes advisement, registration and payment of fees. Each college prescribes a set of requirements in the different course offered by them provided that is duly approved by the university president.

For freshmen, they are to present the requirements such as the HS grades, USEPAT exam results (passed), Admission Slips through passing the interview, medical certificate, among others. For upper classmen, they are to present the clearance duly signed by the different authorities and the Student Handbook or College Passbook with Scholastic Record duly signed by subject teachers. There are also requirements for the transferees such as the 2.0 grades, Copy of the Transcript of Records, Certificate of the Eligibility to Transfer, Certificate of Good Moral Character from the former school, Medical Certificate among others. For cross enrollees, written permit from his dean or the registrar is required. For former students, Official Transcript of Records and clearance required. For foreign students, they are required to comply with the academic standards and evaluation of CHED.

The university has its own enrolment system. From my own observations, some university residents, be it a staff, faculty and especially the students, are not satisfied with the said system. They have complaints such as the long line and the time wasted or consumed in complying just a single requirement. It is not that effective compared to the other university who could cater hundreds of enrollees by just a day. Because if it is, a student be enrolled in a day without that hassle and hypertension feelings. Sometimes, developers of the system think that they already did the things required in their system. Only that they find out that their clients are not that satisfied. The success of the system also depends upon the environment on which it is being deployed.

Thus, here is the brief list and description of the characteristics we have to examine when choosing or defining the deployment environment of the system.

• Fully Assessed business requirements

It is important to assess the business requirements of the organization in which the system is to be deployed. Assessing business requirements involved the assessment of business models and their integration with technology. Business analysis involves the analysis if the business needs, policies and market business approaches, modeling and the interpretation of business rules and requirements for technical systems (generally IT)

Within the systems development life cycle domain (SDLC), the business analyst basically performs as a bridge person of the business side of an enterprise and the providers of services to the enterprise. A Common alternative role in the IT sector is business analyst, systems analyst, and functional analyst, although some organizations may differentiate between these titles and corresponding responsibilities.

• Identified available resources

It is equally important to identify the resources available in developing the system. It is in the form of software, hardware, peopleware, time plan, costs, etc. It may also mean the physical components of a computer system, in the form of computer hardware. Software includes all the various forms and roles that digitally stored data may have and play in a computer (or similar system), regardless of whether the data is used as code for a CPU, or other interpreter, or whether it represents other kinds of information. Peopleware can refer to anything that has to do with the role of people in the development or use of computer software and hardware systems, including such issues as developer productivity, teamwork, group dynamics, the psychology of programming, project management, organizational factors, human interface design, and human-machine-interaction. Time is part of the measuring system used to sequence events, to compare the durations of events and the intervals between them, and to quantify the motions of objects. In business, retail, and accounting, a cost is the value of money that has been used up to produce something, and hence is not available for use anymore.

In one of my researches, I found out that deployment environment does not only talk about the physical environment such as the university itself along with its residents. It has something to do with the development and deployment phase; not just the actual implementation. But unfortunately, I can’t define the exact meaning.

To define the Deployment Environment is just one of the steps in the Software development. Its characteristics include the specifications of the important information about the deployment environment. It includes database, match engine, and standardization engine vendors.

References:

http://publib.boulder.ibm.com/infocenter/dmndhelp/v7r0mx/index.jsp?topic=/com.ibm.websphere.wps.doc/doc/tpln_choosetop.html

http://en.wikipedia.org/wiki/Business_analyst

http://www.usep.edu.ph/admissions/

Data Flow Diagram

Data flow diagram is a description of the data with respect to the processes performed in a system

SYMBOLS
1. Process symbol has got the following entities, process number (tells the number of the process), locality (where activity is happening) and a process name.
Rules:
• Must represent transformation of data
• Must have data flows into/out the process
• Process with no out is said to be null

2. Data store Symbol comprises the data store number and name of data store. Rules of
Rules:

• The symbol and the numbering remain the same

3. Data flow symbol signifies the movement of data.
Rules:
• Double arrows indicates that activities occurs simultaneously
• Data flow in is not equal to data flow out

Extended entity symbol shows sources and destination of data.
Rules:
• External entity never communicate with each other
• External entity should not communicate directly with data store


In order to produce a quality dfd, it is important to analyze the data flow of the system. Data analysis comprises of four main questions the analyst ought to answer:


• What processes make up a system?
• What data are used in each process?
• What data are stored?
• What data enter and leave the system?

Data flow analysis tracks the flow of data through business processes and determines how organization objectives are met. It studies the use of data in each activity and documents the findings in data flow diagrams, graphically showing the relation between processes and data.

There are two types of data flow diagrams, namely physical data flow diagrams and logical data flow diagrams and it is important to distinguish clearly between the two:

Physical DFD
Using PDFD is desirable for analysts for the following reasons:

1. It is easier to describe the interaction between physical components than to understand the policies used to manage the application. Identifying people, what they do, which documents and forms trigger which activities and what equipment is used in the processing. The movement of people, documents and information between departments and locations is also identified.

2. Physical data flow diagrams are useful for communicating with users. Users relate easily to people, locations and documents as they work with these each day. Users may consider logical DFDs abstract as they do not contain these familiar components, however, with physical DFDs users can quickly identify incorrect or missing steps.

3. Physical DFDs provide a way to validate or verify the user's current view of the system with the way it is actually operating. If there are differences, they will be noted and discussed. It is not unusual to find that what a users thinks is happening differs in an important way from what actually occurs.


Steps in Developing a Physical DFD:
(using a top-down approach)
1. Make "a context level DFD" or Level 0. It illustrates the "interaction" (data flows) between "the system" (represented by one process) and "the system environment" (represented by terminators).
2. Have a system "decomposed in lower-level DFD (Level 1)" into a set of "processes, data stores, and the data flows between these processes and data stores".
3. Each process is then decomposed into an "even-lower-level diagram containing its subprocesses".
4. This approach "then continues on the subsequent subprocesses", until a necessary and sufficient level of detail is reached which is called the primitive process (aka chewable in one bite).

Steps in Developing a Logical DFD:
1. Develop a physical dfd
2. Explore the process
3. Maintain consistency between the process
4. Following meaningful leveling convention
5. Ensure that dfd diagrams clarifies what is happening in the system
6. Remember dfd audience
7. Add control on the lower level dfd only
8. Assign meaningful level
9. Evaluate dfd for correctness

Rules:

• Data flow output must be based on data input to the process.
• Data flows must have names; the name reflects that data flowing between processes, data stores, sources and sinks(destination).
• Input to the process are the only data needed to perform certain
• Process should be independent from other process in the system
• Process should depend only on its own input and output.
• Processes are always running; they do not start or stop.
• Output from processes can take one of several forms:

a) Input data flow with information added by the
b) A response or change of data form
c) Change of status
d) Change of content
e) Change in organization


Deriving the Logical View from Physical DFD

Physical DFDs are a means to an end, not an end in themselves. They are drawn to describe an implementation of the existing system for two reasons:

•To guarantee a correct understanding of the current implementation (users are generally better able to discuss the physical system as they know it through people, workstations and days of the week.)

•The implementation itself may be a problem or limiting factor; changing the implementation, rather than the system concept may provide the desired results.

A logical view steps back from the actual implementation and provides a basis for examining the combination of processes, data flows, data stores, inputs and outputs without concern for the physical devices, people or control issues that characterise the implementation.

Steps:

•Show actual data needed in a process, not the documents that contain them.
•Remove routing information; that is, show the flow between procedures, not between people, offices or locations.
•Remove references to physical devices.
•Remove references to control information
•Consolidate redundant data stores.
•Remove unnecessary processes, such as those that do not change the data or data flows.
• Maintain Consistency between Processes


When developing DFDs in more detail it is important to maintain consistency between levels. Consistency means reliability and reliability in dfd is significant in developing a system. IN other words, consistency is one of the feature-factors that can affect the success of the system through the dfd.No new inputs or outputs to a process should be introduced at a lower level that was not identified at a higher level. However, within a process, new data flows and data stores may be identified.

• Follow Meaningful Levelling Conventions


Levelling refers to the handling of local files (those that are used within a process). The details that pertain only to a single process on a particular level should be held within the process. Data stores and data flows that are relevant only to the inside of a process are concealed until that process is exploded into greater detail.

• Add Control on Lower-Level Diagrams Only


The logical data flow diagrams developed to this point do not include control information. No mention has been made of how to handle errors or exceptions. Although this information is necessary in the final analysis, it should not be a concern while identifying the overall data flow. The secondary diagrams (below second or third level) show error and exception handling in the process being exploded.

Some physical control information is unnecessary in logical DFDs. Copy numbers or annotations for documents (e.g. Copy 1, Copy 2, Shipping copy or Accounting copy), procedural orders (e.g. Find the record; Review the record; Annotate the record), or day-of-the-week triggers (e.g. Do on Monday; Do the last day of the month) do not belong with the logical and data aspects of requirements determination. The important elements for understanding a process during logical data flow analysis are not document copy numbers but descriptions of the data needed to perform the process.


Evaluating Data Flow Diagrams for Correctness

A quality DFD should consider correctness as its primary characteristic. Correct DFD indicates that the analyst understand the data flows in the business processes of its clients. Understanding between the clients and the developer is the key factor in producing a good system. And developing a good system starts from its developing particularly in creating diagrams such as the DFD.

It is essential to evaluate all DFDs carefully to determine if they are correct. Errors, omissions and inconsistencies can occur for several reasons, including mistakes in drawing the diagrams. But the presence of what appears to be an error may in fact point out a deficiency in the system or a situation in which users are not aware of how certain processes operate.

These questions are useful in evaluating data flow diagrams:

• Are there any unnamed components in the data flow diagram (data flows, processes, stores, inputs or outputs)?

• Are there any data stores that are input but never referenced?

• Are there any processes that do not receive input?

• Are there any processes that do not produce output?

• Are there any processes that serve multiple purposes? If so, simplify by exploding them into multiple processes that can be better studied).

• Are there data stores that are never referenced?

• Is the inflow of data adequate to perform the process?

• Is there excessive storage of data in a data store (more than the necessary details)?

• Is the inflow of data into a process too much for the output that is produced?

• Are aliases introduced in the system description?

• Is each process independent of other processes and dependent only on the data it receives as input?


References:
http://en.wikipedia.org/wiki/Data_flow_diagram
http://hubpages.com/hub/What-is-a-data-flow-diagram
http://74.125.155.132/search?q=cache:U6PxQ9Uy2iQJ:repository.binus.ac.id/content/D0602/D060265475.doc+evaluating+data+flow+diagrams&cd=6&hl=en&ct=clnk&gl=pha

DFD of USEP Pre-enrollment System

on USeP Pre-enrollment system

Context DFD: The emphasis is on the relationship between the system and its environment the system as a whole is represented by a bubble, and the external entities are shown as squares from which input flows and to which output is directed. No information about the structure of the system itself is pictured in a context DFD.Diagram 0: A diagram 0 is a diagram showing the system itself. It pictures the major processes along with the external entities, data stores and data flow. It is a single ,top-level diagram of the system, and does not describe each process in detail. Parts of the diagram can be expended or exploded using more detail sub diagrams.Detailed DFD: Detailed DFD are explosions of higher level presentations and are detailed pictures of major processes or subsystems. They are likely to be used by designers in their own work rather than for presentations to users or managers. If more detail is needed each of the processes can be further exploded using a still more detail diagram. For example if we wish to expand the "Check Class counts" process, we would construct a diagram called detail DFD.References:http://www.blurtit.com/q808726.htmlhttp://www.google.com.ph/url?sa=t&source=web&ct=res&cd=5&ved=0CB0QFjAE&url=http%3A%2F%2Fimages.guilittle.multiply.multiplycontent.com%2Fattachment%2F0%2FR9tjpAoKCrEAAB2m8dA1%2FDFD%2520part%25202.ppt%3Fnmid%3D84120216&rct=j&q=data+flow+diagram%2B+Diagram+0&ei=Okx-S6q7LorYsQPg7Mj7Cw&usg=AFQjCNFNsMf6yuo52liAWq6qYmr3ndNh4gmy blog:http://shielamariepnara.blogspot.com/2010/02/sad-1-9.html

USEP and IT

Information is everywhere and everyone uses it. Manipulating information with the use of the technology is widely emerging. It includes the use of computers, software, hardware, and even people ware for storing, protecting, processing, transmitting, retrieving information. Thus, creating the notion of Information technology in which name means itself.

The only constant thing in the world is nothing but change. In the new millennium, the rapid change in Information technology became apparent that almost all of the aspects in life are affected; even education. Organizations cope up with these changes which are said to be of competitive edge. Organizations including the universities use Information Technology to perform their business processes effectively and efficiently.

Universities such as the University of Southeastern Philippines use Information Technology as an instrument in achieving their goals. The university envisioned itself to be a premier university in the ASEAN Region. Furthermore, it has a mission to provide world-class quality graduates thro8ugh quality education ans sustainalble resource managemet. to the deserving students and to provide them with competencies in Science and Technology, Entrepreneurial and leadership abilities and so on. Additionally, the university has program mandates which include promoting professional training in the medicine, fisheries, engineering and industrial fields; advanced studies, research and extension services for the socio-economic development of Mindanao; courses and specialization that responds to the needs in the academe; non-formal education for the development; and scholarship and part-time job opportunities for the deserving students.

In line with the university’s aim, the school partnered with various agencies which and rendered services that ensures development. International agencies include: Knowledge for Development Center (with World Bank); Philippine-Australia Basic Education Assistance for Mindanao ith the Australian Agency for International Development);
Institute of Languages (with Sung-Duk College, South Korea); Pamulaan Center for Indigenous Peoples’ Education (with Assisi Development Foundation); Philippine-Australia Basic Education Assistance for Mindanao; (with the Australian Agency for International Development); for Pre-Service Education; Southeast Asian Ministries of Education Organization Regional Center for Vocational and Technical Education and
Training in Brunei Darussalam (with SEAMEO-VOCTECH); Resources for the Blind, Inc. (with Christoffel-Blinden Mission of Germany) ; Confucius Institute (with the Republic of China); Human Resource Development in Teacher Education and Languages (with the Australian Government, under PAHRDF) among others.

Also, to maintain the quality education the university is boosting for, USeP is offering various services and is using different systems. Systems and management scheme includes Dynamic Administration and Management System; Highly Motivated and Competent University Faculty; Ladderized System of Education; to provide wider access to higher education; Equivalency Program and Accreditation Schemes; Pamulaan Center for Indigenous Peoples’ Education and Mindanao e-Learning Space (MiSpace) so on and so forth.

Also, the university provides its residents with different facilities such as the Speech Laboratories ; Dormitory/Training Center ; Social Hall ; Conference Rooms ; Computer Center ; Sports Facilities ; Virtual Library ; Tissue Culture Laboratories; Mindanao eLearning Space; WB Knowledge for Development Center ; Physical and Natural Science Laboratories ; SWEEP Wireless Laboratory ; Science and Technology Learning Resource Center ; Crop and Animal Production Projects ; Philippine Atmospheric, Geophysical & Astronomical Services; Administration (PAGASA) Station; Affiliated Non-conventional Energy Center; College of Education Training and Review Center; Expanded Tertiary Education Equivalency an Accreditation Program; Institute of Languages; WB-Knowledge for Development Center; Lifelong Study Center; Mindanao Center for Policy Studies; Mindanao Center for Technical Education & Staff Development; Mindanao e-Learning Space; Pamulaan Center for Indigenous Peoples Education; Regional Center for Human Rights Education; Regional Trades and Crafts Training and Production Center; Teacher Training Center-Mindanao and Zonal Computerization Center.

As mentioned above, it is very evident that the university uses the application of Information Technology in its operations. The university not only offers programs related to Information Technology but also employs IT in the other programs and services. It also partnered with the IT-reliant organizations to undertake development.

Assuming I have with me the crystal ball and I would have to foresee on what USeP shall be three years from now (that would be along 2013), I have to identify three IT changes in IT which has significant impact on the school services of the university. These changes include system integration, improved enrollment system and organizational plan that adopts to the fast changing IT environment.


According to Morton, IT may consist of five basic components - computers, communications technology, work stations, robotics, and computer chips. It may also mean devices that transmit, manipulate, analyze, or exploit information; in which a digital computer processes information integral to the user's communication or decision task; and that have made their appearance since 1970 or exist in a form that aids in communication or decision tasks to a significantly greater degree than did pre-1971 forms,” as defined by Huber.

According to Edward J. Bride in his Transitions - changes to Information Technology Association of America, Information Technology not only talks of the software, network services, and systems integration and consulting, it also includes the entire IT environment.

According to Malhotra, Yogesh in his Role of Information Technology in Managing Organizational Change and Organizational Interdependence, organizational changes are in line with the changes in Information technology. The growth of the organization depends on the effective usage of IT. Thus, organizational environment and the information preferences creates symbiotic relationship.

As Norbert Wiener quoted “, we modified our environment so radically that we must modify ourselves in order to exist in this new environment. “

IT changes in USeP include:

1.) Integrated systems utilization

Faculties and students in the university with certain initiatives powered by motivations are able to create information systems which have different goals. These systems if successfully deployed will be of great help in the services of the university. The university integrated system also known as the “uniisys” encompasses several batches of system which include: Ebenta which is an online bidding system for the students to engage in E-Commerce activity; Edikit, an An online publication system; Upahibalo, an organizational information system; Iskolar which is a scholarship information system Alumnay sa USeP, a university alumni information system, Shareit, an online file sharing social site; Etudlo, an online tutorial service provider; Escheduler, and scheduling information system among others.

I believe these are few of the changes that could happen in the university which has a great impact on the operations of the university. Systems are created to bring benefit to the residents such as the students, faculty and staff.

The university strives for more developed systems which bring forth more productive operations. And because of this, students are still initiating and developing for the possible systems that could be integrated on the said system. Also, staff is making other systems, although not for the intent of integrating the uniisys, but for the development of the other operations’ concerns.

For years of the systems integration and development, it is possible to look at the university utilizing the systems developed by the students.


2.) Improved enrollment system

Although the university already has its own enrollment system which for years have been developed, involved parties seem not really satisfied. With this, I consider the improvement of the said system to take place in the next three years. With the goal of minimizing the cost and time spent among the students, faculty and staff, the enrollment system is expected to be developed in a way that it is being efficiently utilized.



3.) Organizational structure

According to (Malone and Crowston, the increasing speed pace of change require more flexible and adaptive organizations. Rockart and Short cites the ballooning need for the interdependence of organizational structure to IT in managing competitive pressures that included globalization, time-based competition, increased market risk, and a greater emphasis on customer service and cost reduction. Bennis states that "the organization's response to the environment will continue to be the crucial determinant for its effectiveness."

As organizations use information, effective usage of Information Technology likely results to the organizations development and growth.

It is apparent that IT has great impact in the university, and whatever changes in IT has the university as an IT-reliant organization has to go with the changes in order not to be behind. As Keen (1991) noted that IT increasingly and continuously affects the organizations operations as well as its behavior including issues as on how the organization organize, transact business, and contend with other organization.


REFERENCES:

http://jobsearchtech.about.com/od/careersintechnology/p/ITDefinition.htm

http://www.usep.edu.ph/version/

http://uniisys.usep.edu.ph/index.php?link=links

Malhotra, Yogesh. (1993). Role of Information Technology in Managing Organizational Change and Organizational Interdependence [WWW document]. URL http://www.brint.com/papers/change/

Bride,Edward J. (1991). Transitions - changes to Information Technology Association of America. URL http://findarticles.com/p/articles/mi_m0SMG/is_n15_v11/ai_11608052/

Class Diagram and Use Case of USEP Pre-enrollment System

DESCRIPTION OF USE CASEActors: FreshmenCashierUGTOCollege deanInterviewerClinicUse cases:**Based on the use case diagram ofUSeP pre-enrollment system as required in Assignment 7Pass USEPATPass interviewPass English plusPass English bridgeSecure Medical certificateSecure other requirementsACTIVITY DIAGRAMActor: FreshmenUse case: Pass USEPATDescription: Prospective student have to take the USEP Admission Test and must pass itMain flow:• Pay USEPAT fee• Secure Admission form• Schedule examination day• Take examination• Get results• Consider failure• Secure resultsPossible variations and error conditions:• If results failed
Actor: FreshmenUse case: Pass InterviewDescription: After passing the exam, prospectivestudent have to undergo by an in-charged interviewer ofthe respective college he would like to be admittedMain flow:• Submit high school grades• Submit USEPAT results• Undergo an interview• Get results• Consider failure• Secure resultsPossible variations and error conditions:• If results failedActor: FreshmenUse case: Pass English plus examDescription: After passing the interview,prospective student have to take another examination to test English languagecompetency and he must pass itMain flow:• Schedule examination day• Take examination• Get results• Take English Bridge Program• Secure resultsPossible variations and error conditions:• If results failedActor: FreshmenUse case: Pass English Bridge programDescription: If the prospective student failedthe English Plus examination, he has to enroll the English Bridge Program and must pass itMain flow:• Enroll EBP• Pay enrollment fees• Pay EBP module• Undergo EBP• Get results• Consider failure• Secure resultsPossible variations and error conditions:• If results failedActor: FreshmenUse case: Secure Medical certificateDescription: The prospective student after passing series of examinations and interviews,he is then required to secure medical certificateby the university clinic personnel provided thathe must undergo physical examination firstMain flow:• Go to USeP Clinic• Undergo physical examination• Get certificateActor: FreshmenUse case: Secure other requirementsDescription: Aside from complying the mainrequirements,it is also important to complythe other requirementsMain flow:• Present NSO authenticated birth certificate• Present 2”x2” valid ID• Present brown envelopeActor: UGTOUse case: Evaluate USEPAT paperDescription: University guidnace and Testing Office is responsible for detailing the students the flowupon Entrance examinationsMain flow:• Receive requirements• Schedule exams• Take charge of examination• Evaluate the paper• Issue results
Actor: CashierUse case: Issue receiptsDescription: the university cashier is responsiblefor the payment transactions with the student.After issuing the bills, he then receives the payments, record it and then issue a receiptMain flow:• Receive payments• Encode and save the details• Disburse receiptPossible variations and error conditions:• If results received no payments
Actor: InterviewerUse case: Interview studentDescription: Each college assigned interviewers have to interview the prospective student which is one ofthe bases of giving assessmentsMain flow:• Receive requirements• Interview students• Issue results
Actor: College deanUse case: Evaluate studentDescription: Each college of the university will haveits own set of standards. The dean is responsible forevaluating the student if he passed the standardsMain flow:• Receive requirements• Evaluate students• Issue resultsActor: ClinicUse case: Secure medical recordsDescription: One of the requirements of the universityis for the students to undergo medical examinationthrough the USEP clinic which means that he also hasto provide medical certificateMain flow:• Schedule physical exam• Examine students• Keep medical records• Issue medical certificate
References:http://f1.grp.yahoofs.com/v1/EMdzSwadLcVZiM3bX_r1j_ludfaeRajdSv374wss2w3emM6EyQkptZVypUNr59av06ZkT9eWOGDLdcKjvuwIj8IFWKYBJM0zww/Requirements%20Analysis%201.pdfhttp://www.developer.com/design/article.php/2247041/Activity-Diagram-in-UML.htm

Activity Diagram of USEP Pre-enrollment System

DIAGRAM:

BRIEF DESCRIPTION:

The use case diagram as shown in the figure above describes the pre-enrollment system of the University of Southeastern Philippines. Moreover, the diagram shows the primary actor which is the prospective student of the university. In order to be admitted, the student must comply with the requirement which includes the passing the USEP Admission Test (USePAT) which is conducted by the University Guidance Office (UGTO). If the student passed in the exam, he is required to pass the English Plus exam, otherwise, he has to undergo English Summer Bridge Program. I he passed the exam provided by the program, secure the other requirements such as the medical certificate provided by the USEP Clinic, passing the interview, high school grades especially in English, Math and Science which complies with the required grades in the chosen college and program, 85% for Baccalaureate Degree Programs and 83% for Diploma / Certificate / Associate Programs, birth certificate, 2”x2” passport pictures. After the requirements are secured, the forthcoming student is then admitted to the university but he is not yet officially enrolled unless he undergo USEP enrollment process and have the COR duly signed by the registrar as Officially Enrolled.

Strategic Information Systems Plan

The task for this particular assignment is to assume myself hired by a certain company to develop a strategic information systems plan or SISP. The company officers have invited me to meet with them to discuss the direction of the company. Before the meeting, I was asked to provide a set of questions so that they can be prepared. Moreover, these questions should be answered with explanations to maximize the output.

Thus, I have to develop questions that start with “why”. Or I can also include questions that begin in “what” or “how” for as long as it is followed up with “why” or needs some elaborations.

I have provided set of queries which touches the behavioral aspects of the company which encompasses the adaptability to change, flexibility, development, management, business goals, analysis and decision making, business thinking, skills, innovation, orientation, motivation, planning and organization so on and so forth.

Provided the explanations and justifications, below are possible questions I would provide the officers which are obviously things that relate to the forthcoming meeting.

1. What are the mission, vision, goals, and objectives of your company? How and why did the company obtain these ambitions?
2. How does each of the department or unit contribute to the attainment of the over-all company goals?
3. How does your company reach your goals?
4. How do you develop a project team's goals and project plan?
5. How do you adapt to the changes affecting your company?
6. How do you prioritize things in your company?
7. Why do you consider IT as an important aspect in the development of the company?
8. What is the importance of having an Information System in the business processes of the company?
9. How important is developing a strategic information systems plan or SISP in your company?
10. How do you handle unexpected circumstances on the way of the project development?
11. What are the risks that your company has faced in the past? How did you handle it?
12. What are the challenges that your company has succeeded and what are those that you have failed to struggle? How did you arrive with the outcome?
13. What projects have you started on your own recently? What motivated you to get started?
14. How important is building a good relationship in your company?
15. What are the keys in building a good relationship in your company?
16. Do you consider communication as an important toll in the development of the project? Why?
17. Give me an example of a time when you were able to successfully communicate
18. How do you handle things such as language gap or communication between the parties who are technically oriented and those that are not?
19. Have you undergone to choose a tough decision? How did you go about choosing one?
20. Give me examples of projects/tasks you started on your own.
21. Do you consider innovation as an important part in building success in the company? Why?
22. What innovative procedures have you developed? How did you develop them? Who was involved? Where did the ideas come from?
23. Have you taken a risk to achieve a certain goal? What was the outcome?
24. Have you consider the traditional way of developing things or try to have the new approach? What was the outcome? What is the most effective way applicable in your organization
25. Have you experienced having a tough problem on ethical issues? How did you handle it?
26. Tell us about a specific time when you had to handle a tough problem which challenged fairness or ethnical issues.
27. Have you ever had to introduce a policy change to your work group? How did you do it?
28. Have you ever met resistance when implementing a new idea or policy to a work group? How did you deal with it? What happened?
29. Describe the most challenging negotiation in which you were involved. What did you do? What were the results for you? What were the results for the other party?
30. Tell us about a specific development plan that you created and carried out with one or more of your employees. What was the specific situation? What were the components of the development plan? What was the outcome?
31. Problem Solving
32. Describe the most difficult working relationship you've had with an individual. What specific actions did you take to improve the relationship? What was the outcome?
33. In having a development plan, have you experienced encountering a team member that has no contribution? How do you handle with it?
34. How did you deal with all types of conflict?
35. How do you communicate goals to subordinates? Give an example.
36. How do you involve people in developing your unit's goals?
37. What company plans have you developed? Which ones have you reached? How did you reach them? Which have you missed? Why did you miss them?
38. What goals did you miss? Why did you miss them?
39. What goals have you met? What did you do to meet them?
40. Describe what steps/methods you have used to define/identify a vision for your unit/position.

Reference:

http://blog.emurse.com/2007/05/21/complete-list-of-behavioral-interview-questions/

Analysis of Information System: Juan vs. Pedro

THE SCENARIO
The following is a dialogue between a systems professional, John Juan, and a manager of a department targeted for a new information system, Peter Pedro:

Juan: The way to go about the analysis is to first examine the old system, such as reviewing key documents and observing the workers perform their tasks. Then we can determine which aspects are working well and which should be preserved.

Pedro: We have been through these types of projects before and what always ends up happening is that we do not get the new system we are promised; we get a modified version of the old system.
Juan: Well, I can assure you that will not happen this time. We just want a thorough understanding of what is working well and what isn’t.
Pedro: I would feel much more comfortable if we first started with a list of our requirements. We should spend some time up-front determining exactly what we want the system to do for my department. Then you systems people can come in and determine what portions to salvage if you wish. Just don’t constrain us to the old system.
Required:
a.Obviously these two workers have different views on how the systems analysis phase should be conducted. Comment on whose position you sympathize with the most.
b.What method would you propose they take? Why?
For me, both methods are essential in creating and implementing new information system. But in the dialogue, the two personnel have their own ideas which would result to conflicts. Two have their own points on choosing one over the other. These ideas would convince you to choose one and then again, at some point to the other. Anyways, for me to decide to whom between the two I should share my sympathy with if it’s needed, I have to understand the points the two parties are implying.

JUAN'S POINT
Let us start with John Juan, who is said to be systems professional. As the title suggests, he has claimed an expertise in the field of systems development. So probably, his ideas are better for the department.
He points out that in analyzing the problem, it is better if they have to first examine the old system first. By reviewing the key documents and observing the workers perform their tasks and a lot of things pertaining to the old system. By that, they could determine the strengths and weaknesses of the existing system. By assessing it, they could provide solutions for the weaknesses and improvements for the strengths.
An organization planning to have anew information system starts with the analysis of the capacity and status of existing information system. Current status, system performance, different functionalities, advantages, disadvantages, risks and opportunities are being considered in the analysis process of developing the system. These data are needed to capture the current situation of the business process with regard to the existing system. It also helps explore the possibilities of expansion, revision or renewal of the current system involved. By that, the actual needs of the people involved will be answered. Information systems are big help in an organization to carry out their business processes. .
Assessing current information system is believed to be of considerable benefit when planning new information systems. The development of Information Systems Strategies is often performed through the support of frameworks. Some of these frameworks include the documentation of the existing practice regarding the existing system, while others are the merely result of theory development. Some are tried and trusted, while the other are unsuccessfully unused (in case of Peter Pedro’s department).
PEDRO'S POINT
At this end, we have to discuss the ideas of Peter Pedro, he said that assessing the strengths and weaknesses of an old system is not a successful method in getting new system. They have made different types of projects with the use of such method, and what they found out is just the modified version of the old system whose outcome doesn’t satisfy him.
With that idea, he stresses the need to identify the requirements which is the first phase of creating a new system rather than specifying the old system. He wants to evaluate the true needs of his department to come up with the system that suffice their wants.
A requirement is defined as a state or capacity needed by a user to solve a problem or achieve certain goals. It is “a must ” in the system. (IEEE Standard Glossary of Software Engineering Terminology). It is the basis for the succeeding development and verification processes of producing a system.
A successful system depends on the specification of the requirements. Even if you have lot of requirements gathered but it is insignificant to the system, then your system could be considered as incomplete and inconsistent. However, there are no systems ever created that is considered complete yet. That is why we have this systems evolution. But the goal here is to have at least “close to perfect system.”
Requirements engineering as a process involving requirements, helps earlier detection of errors which are much expensive if discovered later, forces clients study their requirements, and others.
Having captured significant requirements in the system is important in the agreement among the stakeholders involved. It is a good source for resource estimation. It improves the system’s quality.
There are two classifications of requirements: the Functional and the Nonfunctional Requirements. Functional requirements talks about the specific behavior of the system. It is the focus of acquiring requirements. On the other hand, Non-Functional Requirements cites the constraints on the over all quality of the system. Moreover, the classifications of the NON-functional requirements include Safety requirements, Security requirements, Interface requirements, Human engineering requirements Qualification requirements, Operational requirements, Maintenance requirements, Design constraints. Both requirements are important considerations in the system.
Requirements can be acquired through the following sources such as the customers or end-users for the user requirements and other stakeholders that are involved in the system such as the marketing experts, regulators and developer. Requirements can also be gotten through non-human source such as the other devices or systems in the environment.
Since Requirement Engineering is a systematic approach to acquire, analyze, validate, document and manage requirements, it includes a set of activities as in Requirements elicitation, Requirements analysis, Requirements specification and documentation, Requirements validation and Requirements management.
In the RE process, there are tow considered domains: the problem which tells about something that the organization want to solve by developing a system and the solution which speaks of the “system” that will be developed based on the requirements.
In the process of developing the system, the first to note is to understand the problem which comprises the elicitation and analysis activities. After which is to specify the solution which is in the form of specification and documentation activity. After the solution has been provided and then validated through the validation activity, is then implemented and managed in the management activity.
The ones who are responsible for preparing the requirements specification are the primary users itself, in this case, is the department. Another is the developer organisation in which the said process is considered as the first step in overall development contract, in this case, Juan’s and company or the systems people as Pedro cited. It can also be in the third party organisation .
MY POINT
After considering each point, my stand would be on the side of Peter Pedro, provided that the point of John Juan is also considered.
New system is created because of the imperfections found in the old system or because people in the organization cited a need to have a system which may answer their problems. Understanding the real problems is the aim of requirements elicitation which is said to be the main point of the department manager.
The problem can only be clearly understood by discovering who or what is really affected by the problem. In this case, the department manager knows what his department really needs. And so, he is able to identify the problems in his department. Even though the systems people are able to identify these by conducting an interview or company visit on the actual business process of the company, if he has a different way of establishing a new system, the definitely, it wouldn’t align with the actual needs of the organization.
In analyzing the problem, one has to establish their goals on why they develop a system. Goals are considered as requirements in themselves, particularly high level. Goals speak of the domains.
However, in providing the solutions to problems in the department, the point of the systems analyst should also be considered because of the constraints which are to have an existing system look-and-feel. In short, it is also a need to study the old system including its functionalities, the benefits and the weaknesses. By that, they can retain the comfort and the acceptance of the people in the department.
Therefore, in developing a new system for the department, the first step is to understand the problem by identifying the needs and requirements of the company. In addition, it is also a need to have knowledge with similar systems.
It is because identifying the requirements and understanding the functionalities of the system main factors for having a success in developing the project.
As to what method should they take, it is up to both parties on what method really suits in the type of system they are going to implement in the department.
THE METHOD
Choosing the type of methods require the considerations of the different factors. The department manager so as the systems analyst should consider a lot of things pertaining to the project such as the system scope, budget, the stakeholders, the time frame and other constraints. It also depends on what type of methodology they are comfortable with which is proven to bring success in the development of their system.
But for me, thinking that the system is planned to be implemented in a certain department of the company, I would consider Agile Methodologies. It is because developers won’t strive to have new methodologies if they are contented in the existing methodologies such as the waterfall, or traditional sequential development. However, each methodology is advantageous over the other in its own way.
But for this particular scenario, I introduce Agile methodogy simply because it offers the assessment to the direction of the project throughout the SDLC or Software development lifecycle. It is in the form of iterative process which implies the thorough inspection of each iterations. Unlike in Waterfall model (which inspired the Agile methodolgy), the developers using the said methodology will have many chances to acquire the acceptable requirements and to correct the errors until the system is finally implemented.
Agile Methodolgy is said to have “inspect-and-adapt” approach which can benefit the department in terms of financial budget and time allocations. As a result, the said methodology helps the organization to develop a system that will really answer their problem and can satisfy the head and the members.

REFERENCES:
http://f1.grp.yahoofs.com/v1/8B5pS1b6JbAzeFmbfZpSrg3aOA3qzkgewjVEz44kiuc9Y3p3xWo6gqvgXRwf2Ri0SCqmsro5PhdG8_QfVw2VDcYQciAmn7S6yw/Requirements%20Engineering.pdf
http://f1.grp.yahoofs.com/v1/8B5pSyHE4iMzeFmbto9-V6eivXHgrbcWmstA4r3T8a8w0F7fsMcN1KLk2wQqpFDsbXrJLVdJfiUqpte-k9syRWCIwDPpqD5Q_g/Requirements%20Elicitation.pdf
http://www.sciencedirect.com/science?_ob=ArticleURL&_udi=B6VD0-3XNT1WB-2&_user=10&_coverDate=11%2F30%2F1999&_rdoc=1&_fmt=high&_orig=search&_sort=d&_docanchor=&view=c&_searchStrId=1191562378&_rerunOrigin=google&_acct=C000050221&_version=1&_urlVersion=0&_userid=10&md5=f7fb0e87de26c31fe33d7c0d88f383c9
http://agilemethodology.org/

Google on Google

Google onGoogle

Google is a highly successful Internet business. Recently they have broadened their scope with a multitude of new tools. Research Google’s business model and answer the following questions below. You may add additional information not included in these questions.

Questions :
Explain Google’s business model.
1. Who are their competitors?
2. How have they used information technology to their advantage?
3. How competitive are they in the market?
4. What new services do they offer?
5. What makes them so unique?
6. How competitive are they in the international market?


To discuss Google is quite an interesting exercise. I am using this useful search engine over the other because of its quicker response to my query and more relevant answers to what I have expected. And it was confirmed by the PC magazine in 1998 which reports, “Google has an uncanny knack for returning extremely relevant results.” And recognize it as the search engine of choice in the top 100 web sites for 1998.”Yes, I use it frequently every time I search but I never was able to explore the root of what Google has become. And I guess, it is great opportunity to dig in some of the interesting facts about google including its milestones and principles.

SOME TRIVIA

In case you didn’t know, the word Google was derived from the mathematical term “googol” for a 1 followed by 100 zeros. It is quite immense huh. The name in fact reflects the vast existence of information and the scope of Goggle’s mission: to organize the world’s information and make it accessible and useful.

The search engine that has known today as Google was originally named as BackRub. In 1997, founders Larry page and Sergey Bin decide to renew the name and it’s Google.

In August 1997, Sun co-founder Andy Bechtolsheim writes a check for $100,000 to a company called Google Inc, an entity that doesn’t exist yet that time.

Craig Silverstein was Google’s first employee; he's a fellow computer science grad student at Stanford.


GOOGLE’S COMPETITORS

When we talk of Google’s competitors, the ones that put in my mind are the other prominent internet businesses which are also proven successful. Some of these are the Yahoo!, MSN and AOL. But as my researches are concerned, even though they compete on a lot of things, they also agreed to work hand in hand in a form of a business deal. IN June 1998, Google had made a partnership with Yahoo! to become their default search provider. In October 2001, Google partnered with UOL (Universo Online) which makes Google the major search service for Latin Americans. In May 2002, Google had a major partnership with AOL to offer Google search and sponsored links using Compuserve, Netsacape and AOL.com. Also, Google made a partnership with Salesforce.com, combining that company's on-demand CRM applications with AdWords.

GOOGLE’S COMPETITIVENESS

It is said that Google’s competitive advantages is surprise.

Google’s success can be seen in different partnerships in the other internet business and the acquisition of the different companies which bring forth the different services Google has offered through the years.

Google acquire Pyra Labs, the creators of Blogger. They also obtain Applied Semantics, sustain the service named AdSense. The company also get Keyhole, a digital mapping company whose technology will later become Google Earth.Urchin, a web analytics company whose technology is used to create Google Analytics. They also had the acquisition of dMarc, a digital radio advertising company. Also, is the acquisition of Writely, a web-based word processing application that subsequently becomes the basis for Google Docs. Google also acquired the famous video streaming company, YouTube.
It also gets JotSpot, a collaborative wiki platform, which later becomes Google Sites
Google completed acquisition deal for DoubleClick.

Aside from the different acquisitions, Google has also dealt with various partnerships. Some are those with the greatest competitors as mentioned earlier and some with no competing parties such as with publishers to digitize millions of magazine articles and make them readily available on Google Book Search and in-kind organizations. The company has also dealt with Google Ventures: a venture capital fund aimed at using our resources to support innovation and encourage promising new technology companies


Another thing that proves Google as a competitive internet business is that Google scores well in the U.S. government’s machine translation evaluation. Google’s prominence shone even in dictionary as The Oxford English Dictionary (OED) adds "Google" as a verb.


GOOGLE’S UNIQUENESS

Google is considered unique for various factors. Google has a very humble beginning and hitherto, its humility is seen in parallel with their success. No matter how distant Google's business model grows from its origins, the root remains providing useful and relevant information to those who are the most important part of the ecosystem, the people who needs information..

They stand in their focus in quietly building a better search engine when great competing venture capital firms spent millions to “build brands.”

“Search” is the word for google. “Perfect search engine” is its target description. Larry Page said “understands exactly what you mean and gives back exactly what you want.”

They persistently pursued on Innovation and refused on the limitations of the existing models.

Google has the PageRank Technology and Hypertext-Matching Analysis for the better quality of their search engine. These technologies are what others are trying to imitate.

Google chose to ignore conventional wisdom in designing its business. Google grow, and so business bloom especially when its managers identified two initial opportunities for generating revenue: search services and advertising.

Google continues to think about ways in which technology can improve upon existing ways of doing business.

Google still maintain a small company feel. Commitment to innovation depends on everyone being comfortable sharing ideas and opinions. Every employee is a hands-on contributor, and everyone wears several hats. Because they believe that each Googler is an equally important part of their success, no one hesitates to pose questions directly to Larry or Sergey in our weekly all-hands ("TGIF") meetings.

They are comprehensive in hiring, they favor ability over experience. As we continue to grow, we are always looking for those who share a commitment to creating search perfection and having a great time doing it.




GOOGLE’S DEVELOPMENT

The time started for Google was in 1995 when the two founders met. But it officially was transacting its business in 1998. Along the ways of development, new areas are identified and new services are offered. Here are some of the services Google Inc. has offered across time.

SERVICES:

• Google Toolbar - a browser plug-in that makes it possible to search without visiting the Google homepage
• (2002) Google Search Appliance- hardware that businesses can plug into their computer network to enable search capabilities for their own documents
• (2002) Froogle (later called Google Product Search)- enables to search stuff to buy
• (2003) Google Grants- in-kind advertising program for nonprofit organizations to run in-kind ad campaigns for their cause
• (2003) Google Print (later called Google Book Search) - indexes small excerpts from books to appear in search results.
• (2004) Google Local-offers relevant neighborhood business listings, maps, and directions
• (2004) Googlunaplex-research facility on the Moon.
• (2004) Google SMS (short message service) – sends your text search queries to GOOGL or 466453 on your mobile device.
• (2004) Google Desktop Search - searches for files and documents stored on your hard drive using Google technology.
• (2004) Google Scholar- a free service for searching scholarly literature
• (2005) code.google.com- place for developer-oriented resources
• (2005) My Search History in Labs-allows you to view all the web pages you've visited and Google searches you've made over time
• (2005) Site Targeting- an AdWords feature giving advertisers the ability to better target their ads to specific content sites
• (2005) Blogger Mobile
• (2005) Personalized Homepage (now iGoogle)-for people to customize their own Google homepage
• (2005) Google Mobile Web Search
• (2005) Google Earth: a satellite imagery-based mapping service combining 3D buildings and terrain with mapping capabilities and Google search
• (2005) API for Maps- developers can embed Google Maps on many kinds of mapping services and sites
• (2005) Google Talk- a downloadable Windows application that enables you to talk or IM with friends quickly and easily
• (2005) Google Reader- for feed aficionados
• (2006) Google Calendar
• Google Trends-a way to visualize the popularity of searches over time
• Picasa Web Albums- allows you to upload and share your photos online
• Google Checkout- way to pay for online purchases
• Google Book Search begins offering free PDF downloads of books in the public domain
• Google News
• Google Custom Search Engine – gives bloggers and website owners the ability to create a search engine tailored to their own interests
• Gmail to everyone
• Gmail Paper Archive and TiSP (Toilet Internet Service Provider)
• RechargeIT- green intiative aimed at accelerating the adoption of plug-in hybrid electric vehicles
• Google Earth Outreach- help nonprofit organizations use Google Earth to advocate their causes
• Presently- a new application for making slide presentations, to Google Docs
• OpenSocial - set of common APIs for developers to build applications for social networks
• Android- the first open platform for mobile devices, and a collaboration with other companies in the Open Handset Alliance
• Sites enables you to create collaborative websites with embedded videos, documents, and calendars
• FriendConnect-set of functions and applications enabling website owners to easily make their sites social by adding registration, invitations, members gallery, message
• Google Health – allows people to safely and securely collect, store, and manage their medical records and health information online
• Google Blog
• Gmail Labs- set of experimental Gmail features, including saved searches and different kinds of stars, which let you customize your Gmail experience
• Our first downloadable iPhone app, featuring My Location and word suggestions for quicker mobile searching, debuts with the launch of the Apple 3G iPhone
• Google Suggest -feature on Google.com; helps in formulating queries, reduce spelling errors, and reduce keystrokes
• Android Software Developer Kit
• Google Earth for the iPhone and iPod touch, complete with photos, geo-located Wikipedia articles, and the ability to tilt your phone to view 3D terrain
• SearchWiki- a way for you to customize your own search experience by re-ranking, deleting, adding, and commenting.
• Measurement Lab (M-Lab),-an open platform that provides tools to test broadband connections
• Google Latitude, a Google Maps for mobile feature and an iGoogle gadget that lets you share your location with friends and see the approximate location of people who have decided to share their location with you
• Google Voice -improves the way you use your phone, with features like voicemail transcription and archive and search of all of your SMS text messages
• iGoogle backdrops
• Sky Map for Android- uses Android phone to help identify stars, constellations and planets
• Google Squared, a new experiment in Labs intended for certain kinds of complex search queries, collects facts from the web and presents them in an organized collection, similar to a spreadsheet
• The Google Translator Toolkit-set of editing tools that helps people translate and publish work in other languages faster and at a higher quality
• Google Chrome OS- an open source, lightweight operating system initially targeted at netbooks
• Moon in Google Earth -features lunar imagery, information about the Apollo landing sites, panoramic images shot by the Apollo astronauts and narrated tours.


I.T. AS AN ADVANTAGE


Information is so that Google found it as an opportunity. As the name suggests, It has managed to obtain its mission: to have Information be accessible and useful worldwide.

Google is an internet business and it is very evident how they use Information Technology as its advantage. Primarily, Google has the goal to have “Perfect Search Engine”. Search is how Google started its venture and is still the focus of the company today. That is why they are creating new ways to improve the search engine over the additional services they offered.

To that end, Google has determinedly pursued innovation and refused to accept the limitations of existing models. As a result, they developed their serving infrastructure and breakthrough PageRank™ technology. The innovation rewarded off in faster response times, greater scalability and lower costs.

PageRank Technology: mirrors the importance of web pages. It considers more than 500 million variables and 2 billion terms. Pages that we believe are important pages receive a higher PageRank and are more likely to appear at the top of the search results. It also considers the importance of each page that casts a vote, as votes from some pages are considered to have greater value, thus giving the linked page greater value.

Hypertext-Matching Analysis: search engine also analyzes page content.
The technology analyzes the full content of a page and factors in fonts, subdivisions and the precise location of each word. We also analyze the content of neighboring web pages to ensure the results returned are the most relevant to a user's query.

Google has viewed innovation as not limited to desktops. Thus, they develop new mobile applications and services that are more accessible and customizable.

Reference:


http://www.google.com/corporate/