Service Request SR-rm-022 for Riordan Manufacturing
Christina Noll
BSA/375
December 6, 2014
Instructor: Morton Smith

Service Request SR-rm-022 for Riordan Manufacturing

Before the project begins information needs to be gathered from key stakeholders and from observations of how the current system works and is used. Next this document will describe information-gathering techniques that can be used, as well as systems analysis tools that can and will be used for the project. This document will also identify key factors to ensure that information required for the project is gathered successfully. An explanation of the importance of the project scope, will be given. A description of the areas of project feasibility that will be examined will also be discussed.

Information will need to be gathered in two different ways. First information will be gathered from the key stakeholders, such as the President & Ceo- Dr. Michael Riordan, the Chief Operating Officer- Hugh McCauley, the Director of Human Resources- Yvonne McMillan, and the Chief Information Officer- Maria Trinth. These key stakeholders are important because they can explain what the current system is as well as how it is used. The second way is to gather information by observing how each employee uses the current system, notating key elements of the system that is used by all employees. Two techniques that are recommended to be used in the information-gathering process are, one-on-one interviews and/or a facilitated session. When using the one-on-one interview technique, each stakeholder will need to be interviewed to gather information on the current systems and to gather their ideas of how they would like the new system to work. This will also give an idea of what needs to be integrated into the new system. During the interview process, the stakeholders can also offer an observation of how the current system works. The facilitated session technique is suggested because it allows the stakeholders that are in a different location to participate by facilitating a video conference. A video conference is a good way for everyone to be in one place and to be able to discuss how the systems work for them at their facility. This technique allows for the project manager to get the whole picture of how the system works for the entire company. After one or both of the above two techniques are complete, then we can move on to discussing which systems analysis tools will be used for the project. There are four different systems analysis tools that have been suggested for this project. The first one is: Shared Drivers, the second one is: Simulated Engine, the third one is: Feasibility Studies, and the fourth one is: Requirements Lists. All of these analysis tools can be used or just a few of them. Shared Drivers, also known as, similar documents or server-sharing tool, allows for everyone in the company to use, update, change, and send electronic documents, regardless of their geographical location. This analysis tool also has a chain of custody that is created to keep track and show who has made changes to the documents. This also allows the company to save expenses on paper and ink because paper and ink is not required. (Writing, n.d.). Simulation Engine systems analysis tool allows the company to view a simulated function of potential products, processes, or systems before the company takes the time or spends money to implement a new system. This tool allows the company to choose what system would be best for their business. This tool also allows the company to view potential problems that might cost the company a considerable amount of time and money. (Writing, n.d.). The feasibility studies analysis tool allows the company to determine whether the project is worth the time and effort. Feasibility studies is a document that describes features and benefits of the new system. It also itemizes costs, resources and staffing then describes the potential value the new system will have for the company. (Leander, 2014) Requirements lists analysis tool is helpful because it keeps a running list of the requirements. These lists will be organized by categories and presented in either list or outline form. This tool also helps to limit which features are necessary and which are not needed. (Leander, 2014) The above tools are useful to ensure that all information gathered is accurate. The two techniques that were suggested are key factors when it comes to ensuring that all information is gathered successfully. The one-on-one technique allows a hands on approach to the information ensuring that it is accurate. The facilitated technique ensures the successful gathering of information on how the current systems work in all geographical locations of the company. Project scope determines and documents a list of specific goals, deliverables, tasks, costs and deadlines of a project. This is an important part of project planning because it will help the project team to stay focused and on task during the project. This also gives guidelines for the project team to follow when making changes during the project. The requirements determination and structuring are areas of the project feasibility that are examined during the analysis phase of the SDLC. The requirements determination is examined to view all of the requirements for the project. The requirements structuring is examined to eliminate any duplicate requirements. It is very important to understand the application architecture and process design when developing a new system. When it comes to implementing a new HR system the architect must take into consideration security controls that are put into place during the architecture development stage. This document will describe what application architecture is and the design process for the architecture. What is application architecture? Application architecture is the process of defining a program that meets all of the technical and operational requirements. During the architecture process a series of decisions will be made based on a wide range of factors. These decisions can have a large impact on the quality, performance, maintainability, and overall success of the application. (Meier, Homer, Hill, Taylor, Bansode Jr., Wall, Boucher, Bogawat, n.d.). The purpose of an application architecture is to build a bridge between business requirements and technical requirements by understanding use cases, and then finding ways to implement those use cases in the software. The first step is to identify the requirements that affect the structure of the application. The architect must consider the overall effect of design decisions, the inherent tradeoffs between quality attributes and the tradeoffs required to address user, system, and business requirements. The next step in application architecture is to make sure that there is flexibility in the application for future changes. ("Chapter 1: What Is Software Architecture?", n.d.). During the first step of an application architecture design the architect will design a baseline architecture to follow. This baseline architecture is designed by describing the existing system. The next step is to design candidate architectures to test against the baseline architecture, this is called an architectural spike. When a candidate architecture is an improvement on the baseline architecture, it becomes the new baseline architecture in which to test other candidate architectures. ("Chapter 1: What Is Software Architecture?", n.d.). When designing the baseline architecture the architect will gather information from the users of the current system. The information can be gathered by observing and interviewing the users of the current system. Once all of the information is gather then the architect can design the baseline architecture and begin the design process on the candidate architectures. The new system will be comprised of a central data base in which all HR information will be stored securely and accessible by all HR personnel and employees of Riordan Manufacturing. The new central data base will be housed at Riordan Manufacturing’s headquarters and maintained by the HR department in each location. The HR Manager for each location, whether it is in China, Georgia, or Michigan, is responsible for maintaining employee documents and documents specific to their location. Employees, in each location, will have access to the data base to update personal information and submit time off requests. This central data base will also allow for employee information to be retrieved, by any location, if a transfer request has been submitted for approval. Security controls such as firewalls, intrusion detection systems, and routine backup and recovery operations are important when designing an HR system. These controls are the responsibility of the operations group to whom is responsible for installing and operating these controls. Data should be kept secure and confidential from any outside sources. Data can be protected by encryption and by utilizing passwords that allow access to the data. (Burgos, 2012) When it comes to all company data, Riordan Manufacturing will be held responsible for the security and confidentiality of the data. If security is breached for any reason it can become detrimental to the organization. Lawsuits alone can cost the organization all lot of money not to mention the time that it would take to locate and reenter the information into the system. (Burgos, 2012) Developing a new process may take time if done in-house but is suggested for Riordan Manufacturing because it is beneficial and will allow for future growth. You may have heard that it is less expensive and easier to purchase a COTS system. These systems may offer training and services that are included with the purchase and may be less expensive and less time consuming but is not suggested for Riordan Manufacturing. A COTS system is only a short term fix and can become costly in the long run. This type of system may not work for all of your HR needs, therefore you will have to add to the COTS system or have to develop a new system in the future. (Burgos, 2012) Interfaces are recommended to be designed with the capability of interacting with all HR personnel and employees of Riordan Manufacturing. This system will need a high level of security to protect any private and company documents from being accessed by anyone that is not authorized. Security can be achieved by utilizing user names and passwords to access any private or company documents located in the database. (Burgos, 2012) A virtual local area network is recommended for accessibility to a company-wide database, which will allow employees to view and update basic level information, such as Vacation requests and personal information. This data base will require a high level of security that will need a password to access any documents. Some of the information in the data base will also need to be approved by Management or the personnel supervisor at each location. This network will also hold company information, such as company tax records and policies that will only be accessible by HR staff and management. (Burgos, 2012)
Below is an example flowchart of how a new HR network will look and interact with other databases. This flowchart breaks down what information will be in the HR database and only accessible by employees, managers, and HR Staff. It also shows how employees can access other databases, such as orders, customer information, and inventory.

System Implementation
The new HR system project implementation stage for Riordan Manufacturing is very important. At this stage of the project there will be a need of key personnel to be working together to ensure that the implementation goes smoothly. The departments that will need to have staffing involved in this stage are the HR, Technology departments. Each department will supply the staffing for the team that will assist in ensuring that the information gathered and received from their department is correct.
The implementation stage will take time and will be quit challenging due to the different systems that each facility uses to maintain their information. It is important that teams from the HR and Technology departments stay involved in the project for the entire system and development process to ensure the implementation goes smoothly. The HR department is responsible for ensuring the new system is designed to meet their needs. The Technology department is responsible for designing the new system and ensuring that all end users are trained properly on how to use the new system.
Coding
During the coding process, of Riordan Manufacturing’s new HR system, it is important to consider all its essential features and functions to ensure a module is developed without any errors. These features and functions will be used by the end users and system administrators, therefore they need to be free of errors. A central database is where all the information within the System will be kept and maintained, therefore it is important for the team from the Information Technologies department to keep in mind the usability of the system. This will help the developers to ensure the correct types of software are developed for the system. The standards and procedures used during coding are based entirely on the instructions given by the experts in that field. The coding process of the new system may be guided by several platforms. Each platform is relied upon for their effectiveness and used as advised. This method is call the Interactive method, in which select groups are divided into specific sets. Each set is then held responsible for a specific aspect of the system. This method allows the developers and designers to be guided through the process one area at a time. When using the Interactive method, the completion of each stage is dependent on the completion of the preceding stage.
System Testing It is important to test the system before the implementation of the new system. This is done after the experts have finished the design and development stage. Several points, in which are geared towards the actual and expected output of the system, need to be noted. Riordan’s request for the new system is clear and concise, therefore, allowing the developers and designers to be aware of the purpose for the new system during the design and development phase. During testing, unreal scenarios of test data are ran through the system to ensure the outcome is as desired. This also allows the developers to know if adjustments are required. This is done by the system development team selecting scenarios that would exist in a pre-existing system. System administrators are then required to analyze the results of the test. The report given to the developers by the system administrators, will allow them to know if they are on the right track or if they need to take action to get the system back on the desired track.
Installation
Installation of Riordan Manufacturing’s new HR system is when the old system is replaced with the new system. There are three methods that can be used for the installation phase. These three methods are Phased, Direct, and the Big Bang methods. The Phased method is recommended because it allows the stakeholders the necessary time to adapt to the new system before abandoning the old system. The other two methods, Direct and the Big Bang methods, can prove to be too much for the stakeholders/employees that have gotten use to the old system. Phased installation means to gradually install the new system into the organization. This is done by installing the new system into each part of the organization, one at a time. The downside to this method is that it can prove to be hard to know how the new system integrates each department because only a few departments are integrated at a time. The upside to this method is that it allows all users to adapt to the new system.
Documentation
The documentation stage is where guides and manuals are developed for use by the end users and system administrators. There are two types of documentation that would be developed, Users Documentation and System Documentation. User’s documentation would include instructions on how to use the new system and explain the functionality of the new system. This documentation would allow the transition to the new system to be smooth and not complicated for the employees. System documentation is intended for use by the Information Systems personnel or system administrators. This documentation would include technical details, such as system design specifications and overall internal structure that would assist the Information Systems personnel or system administrators during maintenance and upgrades. ("Bsa 375 Week _4 Individual Assignment_analyze Hr System – Part 3_", n.d.).

Training Training is an important step in the installation process and should focus on the end users. On top of detailed documentation of the system’s structure and functionality, software use and application tutorials should be offered. This is vital to the success of the new system because it allows the end users to have the necessary knowledge for proper utilization of the new system. The best approach is to utilize a system administrator to train end users on the functionality of the new system. This approach will allow the trainees to have guidance through the areas of difficulty or technical queries while getting accustom to the new system by performing individual tasks.
System Support The System Support stage geared towards support for the end users and instituting ways and means of keeping the entire system running. To ensure the new system runs smoothly, there is a need for technical and user support teams. An information center/help desk will need to be created that will cater to the needs of the end users. This center/help desk will allow the end users to have questions they have, in regards to the new system, to be answered. The technical support office and the center/help desk have overlapping goals and objectives, therefore these two departments should assist each other in answering the end users questions. Security measures need to be put into place to guarantee the security of information that is stored in the system. This will allow the data stored in the system to remain safe. Recovery and back up techniques will also need to be established in case of any accidents. This will allow for retrieval of the data as needed. These are two other things that will have to be kept in mind during the system support stage. ("Bsa 375 Week _4 Individual Assignment_analyze Hr System – Part 3_", n.d.).
This document discussed different techniques and analysis tools that can be used for this project. It also discussed who will need to be involved in the gathering of information for the project. Two articles were also briefly discussed. The two articles can be studied further to determine if there are other system tools that can be used for this project. The other systems analysis tools that were discussed in these articles were, Meeting Automation Software, Use Cases, Flowcharts and Prototypes.
This document also discussed what application architecture is and the process for developing the application architecture. An example flowchart was given to help show the flow of data that will be stored and utilized by the new HR system. System Implementation, Coding, System Testing, Installation, Documentation, Training, and System Support were also discussed in this document. The following articles were used for the development of this paper. These articles are referenced for further reading to understand the process of a implementing a new HR system into Riordan Manufacturing’s organization.
Articles used for the development of this paper
Two of the articles that were studied for this project were, “What are the different system analysis tools?” and “Tools used by business systems analysis.” Both of these articles discuss different types of system analysis tools that are recommended by system analysts. They also explain what each tool does and what it can do for the company. These articles are a good reference to what types of tools are suggested by most system analysts. They are also beneficiary to which analysis tools would work well for the company. When doing research for this paper there were three articles that were used to develop part of this paper. The first article was titled, Riordan Manufacturing SR-22 2 Part, and written by Reinaldo Burgos. In this article the writer explained the importance of data security controls. It also explained the importance of Processes, Interfaces, and Networks. The article also gave an example of a Data Flow Diagram that explained the data flow process for the HR department. (Burgos, 2012) The second article that was used was titled, Chapter 1: Fundamentals of Application Architecture, and written by J.D. Meier, Alex Homer, David Hill, Jason Taylor, Prashant Bansode, Lonnie Wall, Rob Boucher Jr., and Akshay Bogawat. This article discussed several well-known industry experts expanded definition with information on the decisions that must be made related to application architecture. This article also discussed Architecture vs. Design, as well as User, Business, and System goals. (Meier, Homer, Hill, Taylor, Bansode Jr., Wall, Boucher, Bogawat, n.d.). The third article that was used was titled, Chapter 1: What is Software Architecture? This article starts out by explaining what Software Architecture is and then explains its importance. It also discusses The Goals of Architecture, The Architectural Landscape, The Principles of Architecture Design, and Key Architecture Principles. This article was helpful because it explained Software Architecture and Architecture Design. It also gave the reader something to think about when developing designing a software architecture. ("Chapter 1: What Is Software Architecture?", n.d.).

References
Writing, A. (n.d.). Tools used by Business Systems Analysis.
Retrieved from http://smallbusiness.chron.com/tools-used-business-systems-analysis-416.html
Leander, R. (2014). What are the different system analysis tools?
Retrieved from http://www.ehow.com/list_7692246_different-system-analysis-tools.html
Burgos, R. (2012). Riordan Manufacturing SR-22 2 Part. Retrieved from http://www.slideshare.net/eljoyman/rioldan-manufacturing-servicerequest22part21
J. Meier, A. Homer, D. Hill, J. Taylor, Bansode Jr., P. Wall, L. Boucher, A. Bogawat, (n.d.). Chapter 1: Fundamentals of Application Architecture. Retrieved from https://apparchguide.codeplex.com/wikipage?title=Chapter%201%20-%20Architecture%20Fundamentals
Chapter 1: What is Software Architecture?. (n.d.). Retrieved from http://msdn.microsoft.com/en-us/library/ee658098.aspx
BSA 375 Week _4 Individual Assignment_Analyze HR System – Part 3_. (n.d.). Retrieved from http://www.docstoc.com/docs/127214601/BSA-375-Week-_4-Individual-Assignment_Analyze-HR-System---Part-3_
Riordan Human Resource System. (n.d.). Retrieved from http://www.freeonlineresearchpapers.com/riordan-human-resource-system