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New system organization

In order to set-up a new system in an organization, it is imperative that input from the users for whom it is intended for is taken. Information needed from users of the system is as follows: ? Intended use of the system from their end. ? Any special requirements ? How they see the system will help them ? How the system can be made easier for them. Apart form this, information that can be gathered from documents they use on a daily basis can also be of help. The new system can then be designed based on this information.

The best method to collect for an organization with just ten employees is by conducting interviews. Interviews provide the maximum amount of information but are expensive to conduct when in large quantity. In this case, they would be cost effective. Furthermore, the upper management can also be interviewed about what their expectations are from the system in terms of the strategic direction their business needs to take. Apart form this, user input will also be taken once the system is completed so that changes to it can be made if requested. This way the new system will be fine tuned to

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their needs.

The systems components too will be selected based on the requirements collected during the information gathering stage. The components will mainly base on the type of hardware/software that is required to conduct business operations. Apart from this, other requirements such as different peripheral devices or software modules will also depend on what the users want. The most critical elements will be the main server that will link the whole network. Apart from this, all other components that will mainly be responsible for the networking of the system like switches, hubs etc. will be critical for its proper functioning.

On the software side, it is imperative that the systems performance is measured in terms of its up time and reliability. Disk space, processor speed etc. are other elements that need to be assessed. Employees should be involved form the start f the system design. As interviews will be conducted, this aspect of involving them will be initiated in the beginning. It should however not be abandoned. Employees can be shown modules of the system form time to time and asked for their input as to how the system can be better made according to their needs. This way, they will be taking part in the decision process as well.

A prototype approach to making the system is best in these situations where input can be taken and incorporated into the system at various levels of the system development process. Flow charts are a step by step process map used to describe a function. They are a diagram of sorts illustrating how one step leads to another. It contains mainly of a start and end point, connectors, decision boxes, input boxes and process boxes. Modified symbols can be added such as data reading, keyboard input etc. To understand a flowchart, the reader must be similar with these symbols.

Hence if a person like a manager who is not familiar with such symbols will find it hard to decipher what a flowchart is depicting. A front line staff member might look at it and know that it is a mapping of a process she/she is familiar with. Despite of this, the intricacies such as input, processes etc. will be ignored because of unfamiliarity with the symbols being used. An outside vendor will be totally lost because he/she won’t be familiar with the process nor the symbols of a flowchart. Hence, being familiar with the symbols being used is essential in order to understand a flowchart.

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