Use case diagram of USEP's pre-enrollment system,

Use Case: REQUIREMENTS

·         The students must have all the requirements needed. He/she must be ready for application.

Use Case: ADMISSION

·         The student will go to UGTO and have the application form.

Use Case: PAYMENT FOR ENTRANCE EXAM

·         The student will pay the entrance exam at the cashier.

Use Case: SCHEDULE FOR EXAM

·         The student will go back to UGTO to present the receipt given by the cashier and have the schedule for the entrance exam

Use Case: ENGLISH BRIDGE PROGRAM

·         If the student has a low score in English in the entrance exam, he/she must undergo English bridge program given by the Institute of Language.

Use Case: MEDICAL EXAM

·         The student will have to take their medical exam at the clinic.

Use Case: INTERVIEW

·         After they took the exam and the English bridge program, the student will proceed to their desired college. The student will undergo interview conducted by one of the faculties in the college.

Use Case: PAYMENT FOR OTHER FEES

·         The student will pay the other fees needed. They will go to the OCSC, the local council they belong and lastly to the headlight.

Use Case: ADVISING

·         The students will gather all the requirements and give it to their adviser. The adviser will check all the requirements. After the adviser checked all the requirements, he/she will give the student his/her Pre-enrollment form and now ready for enrollment.

System Analyst and the Manager

                A conversation of a system analyst and a manager of a department is just a normal scenario for a system analyst. It needs a lot of conversations for be able to know what the system will do. As part of the assessment on assignment six, we are to comment on the conversation of the systems professional which is John Juan and a manager of a department targeted for a new information system which is Peter Pedro.

                Based on what I have understood on their conversation is that thy have their own way of approach in analyzing the system. I understand both sides. In the part of Juan in which he is the system professional or analyst, he wants to examine first the existing system of the company because it may lead to an effective solution to the problem. Also, it may not cause of time to solve the problem. It only does is to examine the existing system and determine its does and don’ts. Also, it is important to check its documentation so that it can help to examine the system. It is important to check the documentation of the existing system because it covers what is the system all about. John Juan wants to do is that he wants to analyze the problem based on the existing system. On the side of the manager of a department targeted for a new information system which is Peter Pedro, he wants to have a new system. Based on what he had said that they had gone through these problem and they always ends up repeating the same problem. They did not get the new system they wanted that promised to them. They only got the modified version of the existing system. The point of the manager is that they wanted to have a new system. The manager wanted to start analyzing the problem all over again.

                From the conversation between the system analyst and the manager of a department targeted for a new information system, for me, I am on the side of the system analyst because he knows better than the manager. Though he is the manager of the company, he should trust what the system analyst can do to his company. If the manager wanted to have a new system, he should tell the system analyst what concerned he has. It is because he does not have enough knowledge in analyzing system than the system analyst. Even though, the decision of the system analyst should be approved by the manger. If they want to solve to problem of the company, they should first solve the problem between the two of them. In the phase of analysis, one of the important things there is to have a good conversation with the client or the manager. It is because the manager knows better the problem of the company. It is important to have a good conversation because it can helps to understand the problem of the company. In this part of the development life cycle, it is important to have a good conversation between the system analyst and the manager because it may lead to not solving the problem. One factor also is that the system analyst may not know the main problem of the company without the help of the manager. There are some effects if they do not cooperate with each other. It may lead to a wrong solution to the problem. If this scenario will continue, developing of the system could go wrong.  On the side of the manager, he has the power to command to the system analyst what he wants to make.  The main concern of the manager is the he wants the better of his company. The manager wants to solve the problem of the company. Because their problem is the old system, he wants to have a new one and he wants to start all over again and it will not base on the existing system. The manager will give all the requirements needed by the system analyst and with that, the system analyst could come up the solution to the problem.

                It is important to know the opinions of both sides. The decision to follow is the one in which it is more close to solve the problem. They have different approach in analyzing the problem. But I think the system analyst should have the power on the system side. It is the system analyst will analyze the problem. The part of the manager in analyzing the problem is that the manager will tell its concern of the company to the system analyst for be able to analyze those problems and could come up a solution based on those problems. It is also important to study the existing system of the company because may be a little problem was found on the system and the bigger part is not part of the system.  It is part of the system development life cycle which is analyzing the problem. It is also important to observe the workers who are using the system because may be that is the main problem of the system. In this way, the system analyst can determine the problem of the system. In this phase or the analyzing phase, it is important to have a thorough research on the system. He or she should not focus on one side only but he or she should be fair in analyzing to solve the main problem.

                The main role of the system analyst in a company is that he / she is the problem solver of the system. The system analyst should first analyze the existing of the company. It is a very big help for the system analyst to save time in analyzing the problem. It may be a waste of time to start all over again and start in a scratch. The role of a system analyst in a business company is very important and it is not an easy job to do. Some people would say that system analyst is problem solver. He or she knows hot investigate the problem of the company. He must know to analyze and design a system. In this regard, system analyst should undergo thorough research in a particular system. He or she must analyze a system and after that, He or she can conclude and start to make a design a system. Also, one of the roles of the system analyst is that he or she can help translate business requirements to IT projects. He/she can help to make the process of a certain system to an easier one with the help of technology. Another role of system analyst is in strategic planning. He or she develop information systems that support strategic planning. He can develop an application architecture plan, a description of the integrated information systems that the organization needs to carry out its business function. He can also develop a technology architecture plan, a description of the hardware, software, and communications networks required to implement planed information systems. According to techterms.com is that a system analyst is the person who selects and configures computer systems for an organization or business. His or her job typically begins with determining the intended purpose of the computers. This means the analyst must understand the general objectives of the business, as well as what each individual user's job requires. Once the system analyst has determined the general and specific needs of the business, he can choose appropriate systems that will help accomplish the goals of the business. System Analyst as business problem solver has to understand business problems. He or she uses logical methods for solving problems. A system analyst wants to make things better. And also he or she is more of a business problem solver than a technical programmer. There are several approaches in solving a problem. He or she researches and understands the problem. A system analyst should verify benefits in solving the problem. He or she can define the requirements for solving a problem. He/she can develop a set of possible alternatives solutions. A system analyst will decide the details of the solution and also can implement the solution. He or she can maintain to ensure the desired result. As a systems analyst would be needed by a company to examine their systems and processes, and recommend improvements. A Systems Analyst serves as a business professional who uses analysis and design techniques to solve business problems using information technology. According to systemanalyst.com, a systems analyst performs the following tasks: Interact with the customers to know their requirements, Interact with designers to convey the possible interface of the software, Interact or guide the coders or developers to keep track of system development, Perform system testing with sample data with the help of testers, Implement the new system, Prepare High quality Documentation. It is also important for the system analyst to know the vision, mission and goal of the company. It because the system analyst has the basis on what solution he will make and it will meet the desired goal of the company. The system analyst should also consider the presence of the documents connected to the existing system because in this way, it can easily to analyze the system. It is easy for the system analyst to know the flaws made by the system.

                On the side of the manager of a department targeted for a new information system which is Peter Pedro, he wants the best of his company. He wants to solve the problem that they encounter every now and then. In his understanding, because of the existing system and they have been through these problems, he could come up to a decision that he wants to have a new system rather than that modified the existing system. Also, the manager wanted to have a new system so that the problem of the company will not be repeated all over again. For me, the role of the manager of the company in analyzing the problem of the system is that he or she will guide the system analyst and he or she will support on what the system analyst does. He or she also states the problem to system analyst in order for the system analyst to analyze the problem. The manager also can contribute in solving the problem of the company nay giving his ideas and concerns. In this way, the system analyst and the manager will have a good conversation with each other.

                In this situation, the analysis phase is very important on developing the system. It is because this is the phase where the gathering of data happens. It is said to be the most crucial stage. It is because in this phase, you will meet the client and ask them some questions relating to the system. There is a possibility that miscommunication occurs and maybe you will misinterpret what the clients said to you. In this phase also, includes the visit of the company that you want to analyze. It is important to make sure the requirements are detailed and accurate because it can easily determine the problem of the system and the needed things to improve. In this phase also, you need to analyze the problem of a certain system of the company based on the data that you gathered. The requirement analysis phase is more on the gathering of data and analyzing part. It is important that in this stage is completed before can proceed to the next one. Analysis phase is done in order to understand and solve a given problem. For example, it is important to analyze all the possible causes and effects of the problem of the system.

                It is important to have models in system developing life cycle. If I am going to choose from all the system development models out there, I rather choose the Waterfall model. For me, it is the most stable model of all.  The waterfall lifecycle is the traditional approach to system development. It is used by most system analysts and project managers. It is the earliest method of structured system development. The waterfall model is widely used today because it is the generic model for system development. The waterfall model has different phases. Each phase must be completed before you can proceed to the next phase.  The waterfall undergo a specific phases to work with. The first phase is the requirement analysis. In this phase is this where the gathering of data occurs. It is also used by most system analyst and project managers. In this phase also, you will a good communication between the system analyst and the clients. It is also said to be the most crucial phase in developing a system. It is because you need the face different people and asks them to some concerns regarding the system. There is a possibility that miscommunication occurs and maybe you will misinterpret what the clients said to you. It includes also in this phase is the visiting of the company. To sum it up, the requirement analysis is more on gathering of data, communicating to the company and mostly analyzing part. The next phase is the Design. The design phase is related to requirement analysis. The design that made is based upon the data that you collected on the first phase. You cannot proceed in this phase without completing the collection of data phase or the requirement analysis. It is very important that the data you gather is be specific and be precise because the more specific the design for the given problem. In this phase, it will be a back and forth a lot of times with the requirement analysis and the collection of data. The design should of course be based on the analysis, and for the project to be the project will be complete. The data that are gathered in the requirement analysis phase are broken down into logical units, so that the software process becomes easy for implementation. To have an effective design for the project, you need to gather all the data needed by the system to improve the system and solve the problem of the system. In design phase also, you need to select the language to use to implement the system, the hardware needed in the system. Also, third parties software is chose in this phase. Every type of data which will be required for the designing of the software is done here in this phase. What type of database will be required, what type of data should be supported are some of the important aspects that are decided in this phase. The algorithm of the process in which the software needs to be designed is made in this phase. This algorithm is used for the actual coding part in the next phase. To sum it up, this is the phase, where the fundamental work for actual programming and implementation is done. The next phase is the Implementation. In the implementation phase, this is where the project starts to build. In this phase, the actual development of the software takes place. This phase is also known as coding and verification phase. Like other phases, you cannot proceed to implementation phase without completing the design phase. The next one is Test. In this phase is the testing part of the system before it will be given to the clients. This is where the bugs and all the error will occur. The system testing is done. They are normally a series of tests, which are run to check the performance of the software, the user-friendly of the system, how to use it and also to find if any new bugs were introduced into the system, after the previous bugs were fixed. In this phase also, the codes designed by programmers are integrated and it is tested if the software works as the specifications provided, according also to the data gathered and according to the specifications of the clients. The setup of the final software which needs to be installed at the clients system is also designed and tested so that the client does not face any problem during the installation of the software. After the test phase and all the bugs are fixed and will meet the client’s specifications and needs, the system is then handed over to the client. And the last one is the Maintenance. This is the last phase of the Waterfall model in which the system is given to the client after checking all the bugs of the system. After the deployment of the system, maintenance of it is needed. The system needs to be maintained because to fix the errors when it was turnover to the clients. This is also the phase where change occurs. If the clients want to change something or add something this is the updates happens. Some system needs to improve due to the fact that it is old and needed to be updated. Some system also, those errors will occur during on the client’s time to use. This time, maintenance is needed. During the maintenance phase, support and debugging is provided for all such problems. The main objective why I chose the Waterfall model because for me it is flexible and anyone can easily understands it.

                In my conclusion in this topic is that, in order for the system analyst to analyze the problem, he or she should be flexible enough to gather all data. A system analyst also should have the skills in communicating to other people. It is very important in developing a system because this is where you will gather all the date. We all know that the system analyst is the problem solver of the system. He or she should help the problem of the company. It is not new to the system analyst that has a quarrel on the manager. In analyzing the system, the system analyst should not focus on one side only; he or she should consider all the possible problems of the company.

how do you know that the life cycle was developed specifically for the university. How do we know it meets our needs?

In our school, University of Southeastern Philippines, and at some point in the past a wonderful new system was introduced into our school.  May be a computerized enrollment was introduced. Each student at that could be happy because of the new system. The school could see the improvement. The new system becomes more convenient to use. It is the solution of what the students need. After a few months, it may easily adopt by the students and for how many years, this system becomes stable for the school. As time goes by, people moved on. The generation changed. The population of the students becomes bigger. The wonderful system in the past began to show his oldness. Its enrollment system in the past could not meet what it needed in the present time. The capable of enrollment system in the past, does not meet of what it needed today. Also, the people who are using the using the system have more complaints than the recent years. The problem of the system arises. It was time to change and have a wonderful system again. This is why we have life cycle developed in our school.

For me, life cycle of a system is consisting of processes in which it will replace the old system to new one. There should be a life cycle involved in making a system because it helps to solve the problem of the old system and it is easy to understand if using a life cycle. In our school, let us have an example on our enrollment system, the older one and the newer version or the existing enrollment system. In order for an old system to replace a better one, there are some reasons or a problem that arises. The old system may no longer be suitable for its purposes. Back in the time the old enrollment system was created, before only a hundred students who were going to enroll in the school. But in the presents, thousands of students could be enroll in school. May be, the old system does not have enough memory to save all the information of the students or may be the system is going slower and slower to process because of its number of students store now in database. On factor also to have a new system is that the language that was used or the hardware that was used need to change or update it. It is very important to have an updated language used because it talks about the security of the program and the flexibility on it. On the hardware side, it is important to have a hardware that has a bigger capacity to save all the information of the students. Another factor also is that it is hard for the school to maintain a system because of its expensive to maintain. There are some systems now that does not need much money to maintain a system.

It is very important to have a life cycle in a system because changing from one system to another is risky. That is why it needs a lot of studies, planning and analyzing. Life cycle consists of a several stages that take the system from its very first stages to the final outcome of a fully working, fully integrated system.

There are a lot of systems found in the University of Southeastern Philippines but the most common system that a student should undergo is the enrollment system or the student account management information system. This information system is very important for a student because this is the system where all the information of the students is stored, the basic information of the students, the subjects of the students. As far as I know, the enrollment system before is done manually. All the transaction is done by people to people. But we are in the world of computers, which is why the old version of enrollment system has changed to a newer one. It involves now with the help of computers. It changes the old system which is done manually to a new one which is now computerized.

In student account management information system, there are steps to follow before you are official enrolled student. There are steps to follow I which the process will be organized. But before the enrollment system, you must have all the requirements needed before you can enroll. You should have cleared clearance, all the receipts and most especially, a complete set of grades from your previous semester. If you have all the requirements, you are now ready to advice. In advising, it is not good to done it computerized because in a system there should be a conversation from person to person and this is the right process to do it. The adviser can also give advice to the students regarding to his or her subject. Also, advising is done by college. In institute of computing college, the advising is done by year level to minimize of having a long line and students will wait. In other colleges, they have their own strategy on their advising. The students will present the required requirements to the adviser and the adviser will give you the subjects that you can get in a semester. After that, your adviser will give you your PRF or pre reg form. In this form is where you put all the schedule, subject code, subject description of all the subjects that your adviser allowed you to get in a semester. Also basic information of yourselves is needed in the PRF. The next one is, if you are a scholar, you need to verify your blue card in order for the scholar to renew them. There are a lot of scholarships given to the students of USeP. Some of the scholarship program offers are, Nograles scholar, Garcia scholar, DOST scholar, academic scholar and many other scholarship programs. In order for the scholars to be renewed, they need to have all the requirements needed. The most common from all scholarship programs is certificate of good standing in which you can get to the office of the student services or oss. After you have verified your blue card, you can now proceed to the encoding. If you are not a scholar, you can proceed to the encoding. In encoding, this is where all the subjects will be encoded. This is where you pass the prf given by your adviser. Based on the PRF, the encoder will only encode on what is on the PRF. For scholar, you should attach the blue card for the encoder to know that you are a scholar. After the encoding, you will be given a temporary copy of your Certificate of Registration or COR. After that, if you are a scholar, you will proceed to the students account to validate your scholarship. In students account, you will give the temporary cor and the blue card. The blue card only will give back to you. If not a scholar, you may proceed to the cashier to pay your accounts. You need to have the temporary cor and especially money to pay in the cashier. The next process and the last will be at the registrar. At the registrar, you need to pass all the requirements to the registrar, all the receipts, the clearance, and also your id to in order for your id to be validated. You will pass all the requirements and after that, you will be given a certificate of registration and saying that you are now officially enrolled. This is the process of enrollment for the old students. It is easy to describe but sometimes it takes days before you can be an officially enrolled students. For the new and transferee students, first, the student will take the usepeat exam and register online at the official website of the school. After the student pass the exam, he or she will go to UGTO or University Guidance and Testing Office. They will encode the student information and also they will assign an ID number for the student.  After that, if the student is a scholar, he or she will go to the OSS. The student must pass all the requirements needed and must get and fill up the scholarship application then wait for the releasing of scholarship cards. After that, the student can choose whether he or she will enroll on ROTC or CWTS. He or she will go to ROTC or CWTS office in which they will register there and they will have the assign sectioning of CWTS or ROTC students, then their CWTS or ROTC slip will be released. The next step is they must go to their respected college and present all the enrollment requirements. But before they will present all the requirements, the student must pay the other fees of the Local council, OCSC, Headlight and Insurance. After, they must go to their assigned adviser for advising for subjects so that they can get and fill up the pre-registration form. They will be given all the first year subjects. After the student fill up the pre reg form, they will go back to their adviser to have the adviser signed the PRF and ready for encoding. The students will proceed to the encoding for encoding the subject. After that a temporary COR will be given. If the student is a scholar the student will go to the students accounts and submit the temporary COR. For non-scholars, the student will pay at the cashier and submit the temporary COR then an official receipt will be given. Then the next step is the student will go to registrar’s office and submit the enrollment requirements. The requirements needed are the following: the Form 138 or a high school card, the Certificate of Good Moral in which original copy is needed, the prospectus of the enrolled course, the Medical certificate, the Photocopy of NSO Birth certificate, recent 2x2 ID picture in which it must be 2 pieces, the USEPAT entrance exam result, the Admission slip, a Long brown envelop, the Official receipt of tuition and other fees. Then after that, the official COR will be given to the student. That is the process for the new students.

It is easy to say and describe the process in enrollment system but as what I have a while ago that it may be should take days to complete all the process, it is because of long line. Another thing is that each year level has its scheduled day of enrolling. The problem that occur there is that the previous year will not finish on their specified date. And they will come back the next day in which hindi na nila panahon para magpa enroll sa kadahilanan na other levels is assigned in that day. One factor that cause the delay is late releasing of grades. It will be a waste of time in enrolling. Instead of proceeding to step one, they can not proceed because lack of grades. One problem that occurs is in the cashier in which they will pay their tuitions. In cashier, you need to wait in forming a line, and wait for your turn. Other people can not wait for their turn. Ang ginagawa lang nila ay sumingit ng sumingit. There is also problem in registrar in which there is a priority number given to the students. And the problem to that that giving of priority number is not in order. Anyone can be first and last, if they have the priority number. There is one time in enrollment that each college has their own table on college. In that way, you do not wait for long because there is a specified table for each college.  But now there is only on lane for the whole students and wait for their turn.

I can say that the life cycle was developed specifically for this university because the old system has improved. It changes manually to computerized. Before implementing a system or a management information system, you need a thorough planning and analyzing the problem. In planning the system, you need to know the main problem of the system. There some factors that could go wrong in planning an information system. Factors are how the client explained the problem. If the client does not explain clearly the problem, the system analyst needs some time to analyze the problem. Based on what the client said, also system analyst can have a solution based on what the client and may be it is not the best solution to the problem. Say for example, the student account management information system, it went to a lot of research and planning before it was implemented. There a lot of factors that they need to focus on. Just like converting manually to computerize. The enrollment system undergo a lot of phases in the life cycle in order for the system of what to improve. Implementing a newer and improved system may be will meet the needs of the students.

There is a question in this topic in which how do we know it meets our needs for the university? I can say that it meets the need of the university. Every university out there has its own style in enrollment system. I can say that it meets our needs because it solves the problem based on the old version of the enrollment system. It also transforms the system from manual to automation. It helps a lot of converting to automation because all the data is saved in the database. And it is much easier to search a certain file if it is on automation. It helps also that the people who will be using the system have an easier work than the previous system. Also, it helps to connect from other departments of the school. There may be a problem in the enrollment system but the important thing there is that it meets the needs of the university and the students.

To sum it up, having a system in a university make it a more competitive one. There a lot of system in a university and needed to analyze each system in order for the system that needed to improve or just a maintenance on it. In our generation today, we are now live in the world full of technology. Also the existing systems in a certain schools, needs to be update and somehow some system needs to be converted to computerize in order for the system to be more flexible and it is easy to use and can help a company or school to be more competitive. I learned also from our class is that not all existing system needs not to be converted to computerized. There is some system that needs the interaction of people to people. In this way, human interaction occurs. Our emotions cannot replace by any means of artificial intelligence. This is what we called peopleware. Also having a computerized system helps in saving data and information.  It helps a lot in everywhere.

Identifying 3 Systems Development Models

            There a lot of system development models in which I chose only three, the waterfall model, the spiral model, and the prototyping model. But let us first define system development. It is a process designing, planning and implementing a new system or software. There can be database involved. In the system development, there is a life cycle that explains deeper the roles and responsibilities. It has life cycle to have a pattern to follow in order to have a uniform structure to follow. There are system development models that are existed now. It helps to organize the process of system development. There are different kinds of different models in system developments in which they have different approach in organizing each processes.

             In this discussion, it will tackle the 3 different kinds of system development models. As I have I read different models in system development, I chose the waterfall model, the spiral model, and the prototyping model.

·   The Waterfall Model

             The waterfall lifecycle is the traditional approach to system development. It is used by most system analysts and project managers. It is the earliest method of structured system development. The waterfall model is widely used today because it is the generic model for system development. The waterfall model has different phases. Each phase must be completed before you can proceed to the next phase.

The different phases of Waterfall model:

·           Requirement Analysis

            In this phase and as I understand, it is the phase where the gathering of data or information occurs. It is said to be the most crucial stage. It is because in this phase, you will meet the client and ask them some questions relating to the system. There is a possibility that miscommunication occurs and maybe you will misinterpret what the clients said to you. In this phase also, includes the visit of the company that you want to analyze. It is important to make sure the requirements are detailed and accurate because it can easily determine the problem of the system and the needed things to improve. In this phase also, you need to analyze the problem of a certain system of the company based on the data that you gathered. The requirement analysis phase is more on the gathering of data and analyzing part. It is important that in this stage is completed before can proceed to the next one.

·         Design

            The design phase is related to requirement analysis. The design that made is based upon the data that you collected on the first phase. You cannot proceed in this phase without completing the collection of data phase or the requirement analysis. It is very important that the data you gather is be specific and be precise because the more specific the design for the given problem. In this phase, it will be a back and forth a lot of times with the requirement analysis and the collection of data. The design should of course be based on the analysis, and for the project to be the project will be complete. The data that are gathered in the requirement analysis phase are broken down into logical units, so that the software process becomes easy for implementation. To have an effective design for the project, you need to gather all the data needed by the system to improve the system and solve the problem of the system. In design phase also, you need to select the language to use to implement the system, the hardware needed in the system. Also, third parties software is chose in this phase. Every type of data which will be required for the designing of the software is done here in this phase. What type of database will be required, what type of data should be supported are some of the important aspects that are decided in this phase. The algorithm of the process in which the software needs to be designed is made in this phase. This algorithm is used for the actual coding part in the next phase. To sum it up, this is the phase, where the fundamental work for actual programming and implementation is done.

·      Implementation

            In the implementation phase, this is where the project starts to build. In this phase, the actual development of the software takes place. This phase is also known as coding and verification phase. Like other phases, you cannot proceed to implementation phase without completing the design phase. The algorithms will be use is based upon the product made on the design phase. In implementing the system takes place and very difficult to implement, there is a chance that you will go back to the design phase and have another design to be simple and yet the client will satisfied his or her standards.

·         Test

            In this phase, the system will be test before it will be given to the clients.  This is where the bugs and all the error will occur. The system testing is done. They are normally a series of tests, which are run to check the performance of the software, the user-friendly of the system, how to use it and also to find if any new bugs were introduced into the system, after the previous bugs were fixed. The waterfall model in testing is start all over again, to make the software bug free, as far as possible. In this phase also, the codes designed by programmers are integrated and it is tested if the software works as the specifications provided, according also to the data gathered and according to the specifications of the clients. The setup of the final software which needs to be installed at the clients system is also designed and tested so that the client does not face any problem during the installation of the software. After the test phase and all the bugs are fixed and will meet the client’s specifications and needs, the system is then handed over to the client.

·         Maintenance

This is the last phase of the Waterfall model in which the system is given to the client after checking all the bugs of the system. After the deployment of the system, maintenance of it is needed. The system needs to be maintained because to fix the errors when it was turnover to the clients. This is also the phase where change occurs. If the clients want to change something or add something this is the updates happens. Some system needs to improve due to the fact that it is old and needed to be updated. Some system also, those errors will occur during on the client’s time to use. This time, maintenance is needed. During the maintenance phase, support and debugging is provided for all such problems.

           

            We all know now the phases of the Waterfall model, each phases were discussed. Waterfall model has its advantage and disadvantage. Mainly, the advantage of waterfall model is it is used widely by most people around the world and it is easy to use. Also, waterfall model is linear kind of model and we all know those linear models are the simplest model to be implemented. Based on what I have read, one advantage of waterfall model is that the amount of resources required to implement this model is minimal. One great advantage of the waterfall model is that documentation is produced at every stage of the waterfall model development. This makes the understanding of the product designing procedure simpler. Also, after every major stage of software coding, testing is done to check the correct running of the code. Another advantage of this model is that the phase in this model is done one at a time in which you can focus on one phase.

            If we have advantage on waterfall model, we also have disadvantage on it. We can say that it is the most perfect model I read but unfortunately there are some disadvantage on it, one of them is that we cannot go back, if the design phase has gone wrong, things can get very complicated in the implementation phase. In this case, we must start all over again and again to come up with a good system design. Another factor is that it happens when the client is not very clear of what he exactly wants from his or her software. Any changes that he mentions in between may cause a lot of confusion and a lot of time to do it. It is a waste of time. Also, small changes or errors that arise in the completed software or system may cause a lot of problem. It may be the cause of malfunctioning of the system. The greatest disadvantage of the waterfall model is that until the final stage of the system development cycle is complete, a working model of the software does not lie in the hands of the client. Thus, he or she is hardly in a position to mention if what has been designed is exactly what he or she had asked for.

            In waterfall model, this is most widely used because of its simplicity and easy to understand. Each phase is done one at a time in order for the system analyst or the project manager can focus one phase at a time. Despite the disadvantage of the waterfall model, its advantages is the reason why it is consider the most widely used by most people

·      The Spiral Model

            Another model on system development is what we called the Spiral Model. Spiral model was defined by Barry Boehm in his 1988 article on A Spiral Model of Software Development and Enhancement. This model was not the first model to discuss iterative development, but it was the first model to explain why the iteration matters. The Spiral Model is also known as the Spiral lifecycle model. The Spiral Model was designed to include the best features from the Waterfall and Prototyping Models, and introduces a new component, the risk-assessment. It combines two system development models to have a better performance in system development. The term spiral is used to describe the process that is followed as the development of the system. Like to the Prototyping Model, an initial version of the system is developed, and then modified based on input received from the client evaluation and recommendation. Unlike the Prototyping Model, the development of each version of the system is designed using the steps involved in the Waterfall Model, the requirement analysis, design, implementation, test and maintenance phase.

            The spiral model consists of four quadrants. In quadrant one, it consists of Determining the objectives, alternatives and constraints in which it establish an understanding of the system or product objectives. It also investigates implementation alternatives. In quadrant two, it is more on evaluating Alternatives, Identify and resolve risks. The reason in this quadrant is that to reduce the risk associated with the development decisions. In quadrant three, or Develop, Verify, Next-Level Product. In this quadrant, developing the system occurs. The basic waterfall approach may be employed in which concept of operations, design, development, integration, and test of the next system or product iteration. If appropriate, incremental development approaches may also be applicable. And in the quadrant four, or also known as planning the next phase. In this phase, because it is spiral, the next phase will be plan. The spiral model also consists of four steps, the project objectives, Risk Assessment, Engineering and Production, and Planning and Management.

·      Project objectives

            In this steps, designing and analyzing is needed. Objective is determined in this step. Planning is also needed. Like the waterfall model, there is a phase whose job is to determine the problem, analyze it and formulate a solution in it. It is just the same in the project objectives. Identifying the possible obstacles are on this steps and alternative approaches are evaluated.

·         Risk Assessment

            Risk is related to the amount and quality of available information. The less of collection of data, the higher the risk. This is where it examines the risk based upon the data we collected. It is also evaluating each version of the system to determine whether or not development should continue. Example of this after collecting the data it will come up to the solution to increase a cost in money in a project completion and also the span of time to complete the project. In this case, the risk was identified. The client or the developer may decide that it does not make sense to continue with the project.

·         Engineering & Production

            In this steps, hardware needed is determined, the database used, and also what language to be used. In this phase also is where the implementation takes part. This is where the developers’ time to work. This is also where coding takes place. Software piece is developed.

·         Planning and Management

            The client is given an opportunity to analyze the results of the version created in the Engineering and Production step. The client can decide if there is something needed to add in the system.

     The spiral model has also its advantages and disadvantages. Its advantage is that it can easily estimates the budget needed in the project, the time consume to finish the project. In this way, work will be more progressive because important issues are discovered earlier.  Another advantage is that it is more able to cope with the changes that software development. It can easily cope up what will be the change needed. Developers can get their hands in and start working on a project earlier is one of its advantages. There are also disadvantages of spiral model. One disadvantage is that the risk of not meeting budget or schedule on completing the project. Also highly customized limiting re-usability is one of the disadvantages of spiral model.

·         Prototyping Model

            Another system development model is the prototyping. It is often difficult to know all of your requirements at the beginning of a project. That is why Prototyping model was developed. The development of the program is not based on strict planning, but it is based on the response of the users. The prototyping system development model is based by creating a prototype of a system and continues to create a prototype after a prototype until a perfect system or software is created. The Prototype Model builds from a simple concept of what a program is. From a little concept, the software is updated and tested in a real time environment. The clients will be able to test the system or software and improve the system as it was created. It is different from other system development models.

            There are four types of Prototype Models based on their development planning: the Patch-Up Prototype, Nonoperational Prototype, First of a Series Prototype and Selected Features Prototype.

·         Patch Up Prototype

            This prototype is having more developers. Each developer will work on a specific part of the program. It is subdivided into its developers. After the developers completed the task and finish their work on part of the program, the program will be integrated with each other resulting in a whole new program. It will be combined all the programs. Since every developer is working on different part of the program, Patch up Prototype is a fast development model. If each developer is highly skilled, there is no need to overlap in a specific function of work. This type of prototype needs a strong project manager who can monitor the development of the program.

·         Non-Operational Prototype

            A non-operational prototype model is used when only a certain part of the program should be updated. Not the whole program will used but a certain part of it. In order the specific part of the program, the other is used using dummy program. Each developer who is assigned with different stages will have to work with the dummy prototype. This kind of prototype is used when there is a certain problems will occur on a certain part of the program.

·         First of a Series Prototype

            This type of prototype is also known as beta version. This Prototype Model could be very efficient if properly launched. The beta version of the program is deployed and introduced to the clients for testing not the fully completed program. In this case the objective of this kind of prototype is to have feedbacks, suggestions of the system or software. It is a big help for the developers to know in what area of the program they need to focus or may be improve the system or change something.

·         Selected Features Prototype

            This kind of prototype is more likely on First of a Series Prototype, in which a beta version of the system or software is deployed or launched. Their difference is that instead of giving the public the full version of the software in beta, only selected features or limited access to some important tools in the program is introduced. This is usually done to test the independent feature of the software.

            There are advantages of using Prototyping model. One of it is the client does not need to wait long as in the Linear Model. Another advantage is that it can easily receive feedbacks and suggestion from the clients to improve the system. Another factor is that error and bugs of the programs can be detected ahead of time. There is also disadvantage of using prototyping model. One of it is that the client could believe the prototype as the working version. For most developers create a prototype and stick to it even though it has errors. Since the prototype changes from time to time, it’s very difficult to create a document for this software. There are many things that are removed, changed and added in a single update of the prototype and documenting each of them has been proven difficult. The documentation should be updated if something is changed in the system.

            There are many system development models out there; they have different approach in implementing a certain system. It depends on the system analyst or the project manager what to use because it depends on the flexibility of system analyst.

References:

http://www.learn.geekinterview.com/it/sdlc/prototype-model.html

http://www.buzzle.com/articles/waterfall-model-advantages-and-disadvantages.html

http://www.pctechguide.com/development-life-cycle/waterfall-software-life-cycle-model

http://www.buzzle.com/articles/waterfall-model-life-cycle.html

http://www.freetutes.com/systemanalysis/sa2-spiral-model.html

System Analyst as a Project Manager

We all know how the system analyst works does. Its characteristics needed, the knowledge and skills needed. What is its function in a company or as an individual. In this topic we will discuss the function of system analyst as a project manager. We will discuss the role of a project manager and the role of system analyst and a project manager.

First, let us define what a system analyst is. According to Wikipedia, A systems analyst researches problems, plans solutions, recommends software and systems, and coordinates development to meet business or other requirements. They will be familiar with multiple varieties of programming languages, operating systems, and computer hardware platforms. System Analyst as business problem solver has to understand business problems. He/she uses logical methods for solving problems. A system analyst wants to make things better. And also he/she is more of a business problem solver than a technical programmer. A system analyst will decide the details of the solution and also can implement the solution. He/she can maintain to ensure the desired result. As a systems analyst would be needed by a company to examine their systems and processes, and recommend improvements. A Systems Analyst serves as a business professional who uses analysis and design techniques to solve business problems using information technology. According to systemanalyst.com, a systems analyst performs the following tasks: Interact with the customers to know their requirements, Interact with designers to convey the possible interface of the software, Interact or guide the coders or developers to keep track of system development, Perform system testing with sample data with the help of testers, Implement the new system, Prepare High quality Documentation. 

Before we discuss what a project manager is, let us first discuss the definition of a project. Based on the survey of the Standish Group, only 28% of system development projects successful and 72% of projects canceled, completed late, completed over budget, and/or limited in functionality. A project is a planned undertaking with a beginning and an end that produce predetermined result and is usually constrained by a schedule and resource. There are some reasons why project fails:

• Incomplete or changing requirements

• Limited user involvement

• Lack of executive support

• Lack of technical support

• Poor project planning

• Unclear objectives

• Lack of required resources

Also, there are factors the success of a project:

• Clear system requirement definitions

• Substantial user involvement

• Support from upper management

• Thorough and detailed project plans

• Realistic work schedules and milestones

Project Management is organizing and directing people to achieve a planned result within budget and on schedule. According to management.about.com, a successful Project Manager must simultaneously manage the four basic elements of a project: resources, time, money, and most importantly, scope. All these elements are interrelated. Each must be managed effectively. All must be managed together if the project, and the project manager, is to be a success. In resources, it includes People, equipment, and material. Time involves Task durations, dependencies, and critical path. Costs, contingencies, profit are belonging to Money. And lastly, Scope which consist of Project size, goals, and requirements. Success or failure of project depends on skills of the project manager. The responsibilities of project manager are both internal and external.

Project manager serves as the leader of the group. He/she Identify project tasks and build a work breakdown structure. He/she develop the project schedule. He/she will form a group, recruit members and train them. One of the duties of a project manager is to subdivide the tasks to the members of the group. He/she coordinate activities of team members. He/she will monitor and control project deliverables and milestones and verifies the quality of project deliverables. According to Wikipedia, A project manager is a professional in the field of project management. Project managers can have the responsibility of the planning, execution and closing of any project. A project manager is the person responsible for accomplishing the stated project objectives. Key project management responsibilities include creating clear and attainable project objectives, building the project requirements. Project manager has its external responsibilities.

The task of the project manager in the beginning of the project is that he/she is the over-all in charge of the project planning. He/she subdivides the task into his/her members. He/she acts as the leader of the group. During project, its work is Project execution management and Project control management.

The role of the system analyst as a project manager is very important. We all know that the system analyst plays the role of analyzing the problem, gathers data, and have a planning. In this way, the role of the system analyst as a project manager is that the other phases of developing a system will be subdivide to other members to the group. The project manager and system analyst play the role of planning in a group. They will give instruction to the group what to do. A project manager is often a client representative and has to determine and implement the exact needs of the client, based on knowledge of the firm they are representing. The ability to adapt to the various internal procedures of the contracting party, and to form close links with the nominated representatives, is essential in ensuring that the key issues of cost, time, quality and above all, client satisfaction, can be realized.

According to Wikipedia, the specific responsibilities of the Project Manager vary depending on the industry, the company size, the company maturity, and the company culture. However, there are some responsibilities that are common to all Project Managers:

• Developing the project plan

• Managing the project stakeholders

• Managing the project team

• Managing the project risk

• Managing the project schedule

• Managing the project budget

• Managing the project conflicts

As we interview the system analyst of the school DMMA College of Southern Philippines. we asked him if he was enaged as a project manager. He replied to us that he never experienced work as a project manager. He works alone as a system analyst. He develops system by himself. But he explains to us the work of the system analyst in the group and in the big companies. He said to us that the role of the system analyst in the group is he/she gathers data, analyze problem and the rest of the work will be from other part from the group.

Being a project manager and system analyst is not easy task. It’s not easy to be a system analyst, how much more becoming a project manager. Project manager plays the important role in the project in which he/she plans the whole project and whatever he/she formulates a solution, he/she will subdivides the task to his/her members. System analyst and project manager have the same tasks to do in developing a system.

References:

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

http://management.about.com/cs/projectmanagement/a/PM101.htm

Evidence: