My Skills

As a Computer Science Student of the University of Southeastern Philippines, I could say that I acquire some of the skills which can positively help, not just myself, but for those who are, somehow, do not something that I know or not capable of doing things which I can probably do.

Some of the skills that I have are the following:

• Computer Literate - I know how to use computers very well. (and that is so obvious since Computer Science is my course)

Binary Numbers

• Computer Science Fundamentals - this is the basic skill of most people (in IT industry or even in people who are capable in self-study) nowadays since we are living in a generation where humans' daily lives are incorporated with computers. Computer Science Fundamentals includes basic Input/Output methods in a computer, computer concepts, software and hardware components of a computer, number conversion (binary, decimal, octadecimal, hexadecimal), etc.

Computer Hardware Fundamentals

• Critical Thinking - this is a very important skill that a "Computer Scientist" should have and I believe I already acquire this kind of skill. To be able to solve a given problem, the programmer should analyze well the required output to be able to think for a best solution.

• Researcher - for many times, I have been engaged in thorough researching that is why one of my skills is researching beyond what is required. As a researcher, I do not only read what is just required but I read and research even the related studies and researches of a given topic.

• Programming - this is a very important skill. I have a background on some computer programming languages since we have already used these languages over the years such as C, C++, VB.net, C#, Java.

Programming Languages

• Networking - we have been thought to configure routers and switches and I could say that how know a little about networking. I was the one who did the configuration on my uncle's router and LAN in their home.

Networking Diagram

Networking

• Good Communication Skills - I am very confident that I could understand, write and talk using the International language which is English.

• Website Developer - as part of our OJT, I have been part of a team which were told to refurbish the USeP website. For that experience, I had a background on creating a website using Joomla! Here is the link to USeP website which we have refurbished: http://www.usep.edu.ph/.

Web Development

Web Design

• Technical Author - it is very important that your clients should understand technical information clearly and in a simple manner. It involves interpreting the technology or applications and then designing and writing documentation. This may be in a form of user manuals or user guides.

CD-R King

CD-R King is known to be one of the top shops in the field of computer peripherals, computer parts and components, computer accessories, etc. and so with car accessories and many more which are affordable because of its low prices. Basically, one question that could be incorporated with CD-r King is that "why they still do the manual procedure of entertaining their customers while they are selling almost complete components of a computer?"

This manual process done by CD-R King seems so outdated in terms of the usage of high tech gadgets for productivity concerns. On my opinion, since CD-R King already caught the attention of various people, they must try to upgrade their facilities as well as the capabilities of their employees. Investing into automated process or system could help them to expand their service: they could serve more customers and they could have increase their profit. If they will continue to have their manual process, they must employ more personnel to be able to accommodate the customers in a least amount of time.

 

CD=R King Process

Priority Number: Before a person could have the chance to be entertained by CD-R's staff, he or she must get a priority number. He or she must wait until his/her number is called. Sometimes, patience is what a person needs in order to get what he/she wants because CD-R King has plenty of costumers that is why it takes time to have a transaction.

Item Availability: By the time a person's number is called, he/she will be entertained by a personnel of CD=R King. He.she will tell the personnel about the product he/she needs and the personnel will look for that item. If the item is available, it will be subject for testing. But if the product is not available, the customer will decide to change his/her order or just go home.


Product Testing: If the customer has already decided the product that he/she wants to buy, the CD=R King personnel will have to check if the chosen product functions well. If the product has a defect, it is subject for replacement, otherwise ready to be paid.


Payment: After assuring the efficiency and functionality of the item, the customer needs to pay the total amount of the product he/she has chosen. The customer give the payment to the cashier. At the same time, the cashier will issue a receipt. Then, the staff will pack the item/s bought by the customers.


 My Proposed System For CD-R King

To be able to increase the productivity of CD-R King, basically, they must try automation. But since they are more comfortable in doing the manual transaction, I must suggest that they employ more employees that are more well-trained, and more approachable and pleasing. In terms of facilities, they must expand their place, considering that they must be more accessible by their customers. Also, they could try to invest in having high tech machines.

Prior to have customers' Priority Number, I also suggest that they could have the list of their products together with the prices printed on paper so that the customers will just check the item they desired to buy. For that, they could minimize transaction time allocated and the customers will immediately know if they can afford the item they want to have.

Enterprise Resource Planning System: Coca-Cola Bottling Corporation Consolidated (CCBCC)

About Enterprise Resource Planning

Enterprise Resource Planning or ERP the most recent high end solution to business application brought by information technology. The purpose of ERP is to look for the streamline and incorporate operation procedures and the flow of information in the company to be able to amalgamate the resources of a company or an organization, which are the man power, materials, money and machines by means of information. At first, only the very large Multi National Companies and Infrastructure Companies have the capabilities to install and upgrade an ERP package, having the reason that it involves high cost. The need for Enterprise Resource Planning software increased because organizations and business around the world are became conscious on the fast changing business environment. For that reason, it is unachievable for the companies to produce and sustain a conventional software package that has the capability to meet all their requirements and also be fully up-to-date.

But nowadays, since technology keeps on upgrading that leads to easy collection and dissemination of information, a number of companies engaged in applying different Enterprise Resource Planning Strategies offered by ERP software vendors like Oracle and Microsoft. Through this, companies will be able to compete globally with their contenders in their field of business.

We are all aware that in business, a company needs a constant upgrade of their production, managing tactics, business equipments like machines and computers, and information system application. For that reason, there are some demands that are necessary to meet by a company. 

These demands are:

o Aggressive Cost control initiatives

o Need to analyze costs / revenues on a product or customer basis

o Flexibility to respond to changing business requirements

o More informed management decision making

o Changes in ways of doing business

Features of ERP

Some of the major features of ERP and what ERP can do for the business system are as below: 

o ERP ameliorates the wide Integrated Information of the a company, which includes all the functional areas such as the Manufacturing, Human Resources, Inventory, etc.

o ERP executes the company’s core activities and increases customers service that leads to supplementing the company’s image.

o ERP serves as the bridge in between the gap of information in an organization.

o ERP serves as the only possible solution for a better Project Management

o ERP has the capability to adopt in the latest technologies like internet, intranet, Ecommerce, etc.

o ERP removes various business problems like inventory problems, shortage in materials, quality problems, etc.

o ERP provides the opportunity of constantly developing, improving and refining business procedures.

o ERP offers business intelligence tools such as ROBOTS for early warning system that help the people in good decision making and improve business tactics.

  

Components of ERP 

To enable the easy handling of the system the ERP has been divided into the following Core subsystems: 

o Sales and Marketing

o Master Scheduling

o Material Requirement Planning

o Capacity Requirement Planning

o Bill of Materials

o Purchasing

o Shop floor control

o Accounts Payable/Receivable

o Logistics

o Asset Management

o Financial Accounting

About the Company

ORIGIN:

Founded in Charlotte, North Carolina by J.B. Harrison.

FUNCTIONS: 

Coca-Cola Bottling Co. Consolidated (CCBCC) makes, sells and delivers sparkling and still beverages, primarily products of The Coca-Cola Company. it operates in eleven states all ove the world, primarily, in the southeast.

TRADEMARK: 

COKE is the trademark of CCBCC as the U.S. Supreme Court ruled.

PURPOSE:

To serve others …To pursue excellence … and To grow profitably. Above all, we strive To honor God in everything we do.

VALUES:

     

    Accountability

    Consistency

    Courage and Conviction

    Discipline

    Honesty and Integrity

    Humility

    Morality

    Optimism

    Respectfulness

    Supportiveness

GOALS:

We will strive to...

Make, sell and deliver products and services better than anyone else.

Develop servant leaders.

Build personal and trusting relationships.

Be leaders in the Coca-Cola System and in the beverage industry.

Provide long-term rewards for our employees.

Build long-term value for our customers.

Generate long-term profitable growth for our shareholders.

What are the needs of CCBCC?

Coca-Cola Bottling Co. Consolidated (CCBCC) is one of the largest companies that is aware of the importance of engaging into a high technology applications to be able to have an efficient and effective strategic plan that would attract more customers and clients for more income. CCBCC looked for an upgrade in their old version of ERP system that could cater their needs in improving the potentials in finance, Human Capital Management (HCM), sales, procurement, and other enterprise operations that are obtainable in the upgraded version. CCBCC was using SAP r/3 4.7 and Unicode was needed with all new SAP product. CCBCC decided to upgrade their SAP R/3 Enterprise system to SAP ERP 6.0. in order to completely upgrade the system, the company needs to upgrade its existing Oracle Database, and buy extra Oracle License or change into a different database platform. 

Solution:

The CCBCC came up to a decision of engaging to a new database platform which is the IBM DB2, instead of upgrading the Oracle Database.

Benefits:

"Combining the database migration with the SAP Unicode conversion saved time and money. Initial results show that DB2 delivers a reduction in storage needs of approximately 40 per cent. The duration of manufacturing runs was reduced by more than 65 per cent. The migration was completed under budget and ahead of schedule. The company has reduced licensing and maintenance costs by avoiding the purchase of additional Oracle licenses, and predicts savings in the next five years of about US$750,000." This statement from IBM company, in accordance to the result of its system used by CCBCC, shows that their product really fits to what CCBCC really wants. IBM is able to meet the requirements of CCBCC in their database while having an upgrade in their ERP system.

Comparison of ERP with SDLC

The Enterprise Resource Planning is one of the most used strategic system nowadays. Basically, although most of the companies who are engaging in this system are the large one, it still believed to be appropriate for the needs of a company. It can cater all the enterprise functions that a company wants since ERP is installed in accordance to what the company requires. It can be customize and upgraded. Options are presented (in terms of upgrading), depending on the flexibility of the ERp. For instance, SAP R/3 Enterprise system was used together with Oracle database. Since SAP R/3 ERP has been upgrade to SAP 6.0, CCBCC decided to use the IBM DB2 instead of upgrading the Oracle database because it can cost much beyond the budget of the company. On the other hand, SDLC or the System Development Life Cycle requires more time and money since it follows a cycle or step by step procedure. Customization on the system using SDLC can take longer time and need more budget since it requires to take the very first step to be done before proceeding to the next one.

In conclusion, as far as information technology is concern, its more practical (for me) to engage in ERP system. But we must consider also the company background of the vendor that sell such ERP system or application so that we can secure reliability and efficiency of the product. Investing to a new improved system could cost beyond a company's budget but the probable outcome of that one could bring the company to its fame and could have more profit or income.

REFERENCES:

http://www-01.ibm.com/software/success/cssdb.nsf/CS/STRD-7N5MJB?OpenDocument&Site=default&cty=en_us

http://www.cokeconsolidated.com/our-company.aspx

http://www.angelfire.com/co/troyc/erpca.html

The Deployment Phase

An enrollment system is very important in a school or university since it is the said to be the foundation to be able for the students to enroll in the school they want: to learn and grow, and for the teachers and instructors to teach the students: to be a scheme for students' learning. As part of our next assignment, still related to the enrollment system or process of the University of Southeastern Philippines, we were given a scenario such that the dean Institute of Computing gave us a tasked to appraise the university's enrollment system. We were asked to list down and briefly discuss the possible characteristics that we, as an analyst, analyzes when selecting and determining deployment environment.

The Deployment Phase

The deployment phase is one of the phases that analyst must undergo in order to develop a new system, more stable and functional compared to the old one (if there is already an existing system.) The goal of the deployment phase is to determine the problem of the system and try to find solutions in many issues as possible in order to lessen the number of continual problems. Basically, a deployment environment dwells with the computer hardware and operating system that will support the program. It is consists of different programming languages, Computer-assisted Software Engineering (CASE) tools and other software used in developing a new application software. Deployment environment dwells primarily of Hardware, Networks, System software, Development software, as well as development methodology and tools.

As an analyst, the following points listed below are the characteristics that I need to consider in selecting or determining deployment environment:

Configuration of Computer Equipment, and Operating System

Basically, this talks about the things that is necessary to be sure of when the new application system is deployed. In order to have a good deployment system, the analyst must ensure the compatibility of the hardware and software with the computer's specification and operating system to improve system's performance and avoid long-term operation cost.

Correlation of System or Technical Requirements

This requirement deals with the location of the users, the fastness in terms of accessing and updating, transaction volume and security. These things have a huge impact on the performance of the system and environmental requirements.

External Systems Interfaces

When using external system interfaces, there must be a required software or hardware. The implementation of external system interfaces may reduce the time and cost of integrating other systems. To ensures correct integration of upgrades with external system, diminishing future errors in customization.

IT Strategic and Architectural Plans

In modernized world, organizations utilize information technology in storing data and resolving some issues. Information technology architecture and strategic plans are used by most of the organization nowadays in order to specify the hardware and software that they will use despite of the different variety of existing software and hardware. Basically, it limits the set of hardware and software a company will going to use. It is said that these plans are like a document where the organization's achievements and implementation of goals are presented. It aids in determining how changes in technology can be carried out within the overarching business goals.

Cost and Time

This characteristic of development environment defines how fast and how expensive is the system. The system analyst must be sensitive on what the strategic and architectural plans contain so that he could ensure that the environment choices in that plan with the existing systems can be acquired, configured and supported easily, in a less expensive and fast mechanism.

Based on the listed characteristic above, the analyst must specify an application deployment environment that is flexible to acquire those stated requirements, acceptable with the IT plans of the university, and can be configured and obtained with the presented budget and time.

Evaluating Data Flow Diagram Quality

In the last two assignments, we were told to develop an activity diagram and a fully developed explanation for a use case and generate at least 3 different styles of Data flow diagram of USEP's pre-enrollment system, respectively. As part of our next assignment, we were told (as an analyst) to define the characteristics does an analyst examine when evaluating DFD quality.

Before discussing thoroughly what was being asked and since not all of us are familiar with data flow diagram, I will define it first, as well as the different notations incorporated with data flow diagram.

Data flow diagrams are use to illustrate the different processes integrated in a system. It has inputs and outputs. Those inputs undergo a process or different processes to produce an output or outputs. According to Gane and Sarson, data flow diagrams (DFDs) were established and well-liked for Structured Design Analysis. Data flow diagrams give us idea about the flow of data or information: from the exterior component into the system, then demonstrated how the data stimulated from one process to another plus its logical storage.

In creating a data flow diagram, there are only four symbols needed. 

1) SQUARES – it is used to represent the external components or entities, which are the sources (starting point) or the destinations (end point) of data

2) ROUNDED RECTANGLES – it is used to symbolize the processes: having the data as the input, then doing something to it and produce an output from it.

3) ARROWS - which can either be electronic data or physical items

4) OPEN-ENDED RECTANGLES – it is used to represent the data storage. It includes electronic storage such as databases, and physical storage such as filing cabinets.

DATA FLOW DIAGRAM NOTATIONS

Process Notation

A process is the action of taking the incoming data flow into out coming data flow, based on the establish set of steps or procedures.

Data Store Notation

Data stores serves as the warehouse or depository area of data in the system. Sometimes, data stores are called files.

Data Flow Notation

Data flows perform as channels by which packets of information flows. It bridge the gap between a process to another process. Usually, the arrows which represent as data flow channels are labeled with the name of the data that passes through it.

External Entity Notation

External entities are pertaining to the objects located outside the system, through which the system interacts. External entities are, basically, the beginning and ending of the system’s inputs and outputs.

Context Data Flow Diagram

Of all diagrams, context data flow diagram in most basic data flow diagram since it serves as the level 0 diagram. Context free diagram is incorporated by one process node only, which is the process 0, that take a broad view of the function of the whole system in association with external entities.

• The context diagram explains the system limitation or system boundary clearly 

• It does not typically exhibit data stores because all of the system’s data stores are reflected on within the system capacity 

• Context diagrams are frequently generate  at the same time with the event table.

In the context data flow diagram, the analyst will prepare the first level of the data flow diagram which will illustrate the whole flow of information in a system in a single process. Basically, the context data flow diagram will show how the analyst view the whole information system, including the user/s and the interacting actors. For instance, in our previous assignment, the student and the cashier for the payment process. Most of the time, the context data flow diagram does not have any data stores. The context data flow diagram only shows the major data inflows and outflows.

Physical Data Flow Diagram

A physical data flow diagram shows the clearer division of events and process as well as the different actors interacting in the system and the required data needed as an input to have the desired output. Also, the physical data flow diagram differentiate the manual and automated procedures as illustrated in its diagram.

In the physical data flow diagram, the analyst must be able to define the different processes in detailed, must identify the possible and temporary data stores, as well as to be able to know when and where to add controls in order to have more effective yet simple system. 

Usually, physical data flow diagrams are established and utilized at some point in the final stages of analysis or early phases of design. Physical data flow diagrams are very helpful in terms of defining the alternate execution of a system antecedent to a more comprehensive deign models development. Analysts should always be aware on the possible effect if he will do the creation of physical data flow diagram during the analysis phase activities. Analysts must avoid that one except if he is in the midst of producing alternatives. Analysts should not forget to label physical data flow diagrams to be able for the readers to know that the model shows one probable execution of logical system requirements.

Logical Data Flow Diagram

Another type of data flow diagram is the logical data flow diagram. A logical data flow diagram present the flow of the data in the system, how the system operates and how the actor involved in the system process interact with one another. The logical data flow diagram defines the different procedures incorporated in the information system, the data that is required (as to be the input) as well as the possible output after undergoing an event or process. Also, the logical data flow diagram does not necessary go into details in the physical implementation of events when illustrating the activities involved in logical data flow diagram.

In the logical data flow diagram, the analyst must ensure that it will help the employees in the organization communicate easily. Also, the analyst must illustrate a high quality logical data flow diagram which will attend to produce a more established and secured system.The analyst needs to be flexible and needs to have a thorough understanding in the logical process of the system to be able to maintain the system and to help the user to easily abolish the redundancies that could be found in the system. 

As a systems analyst, I must make certain that the data flow diagram I am working at is readable, has a consistency in internal entities, ensure that the system requirements are presented precisely and make sure that it has diminished complexity. To ensure the high quality set of data flow diagrams, analyst can apply the a few simple rules in making data flow diagrams. These rules can be applied by the analyst either in these ways: while developing the data flow diagram, or during a separate quality check after preparing data flow diagram drafts.

We all know that, as human, we have limited capability of analyzing and understanding complicated information. Information overload is a term used when a great extent of information is presented all at once. As a good systems analyst, one must divide that great amount of information into subsets to avoid information overload. Dividing this large set of information with the use of data flow diagram would help, not just the analyst, but also those people who are interested to acquire those information, to understand and analyze the information clearly.

As a system analyst, he or she is capable in detecting inaccuracies and exemption in a set of data flow diagram by means of looking for discrepancies. There are three usual and easily identifiable consistency errors in making data flow diagrams, according to Satzinger, Jackson, and Burd.

• Differences in data flow content between the process and its process decomposition

• Data outflows without corresponding data inflows

• Data inflows without corresponding data outflows.

Resources:

http://www.smartdraw.com/resources/tutorials/data-flow-diagrams/#/resources/tutorials/Introduction-to-DFD

http://me.emu.edu.tr/ie447/CIMLectureNotes2011.pdf

http://www.differencebetween.com/difference-between-physical-dfd-and-vs-logical-dfd/

http://books.google.com.ph/books?id=onoxYRropMoC&pg=PA234&lpg=PA234&dq=what+characteristics+does+an+analyst+examine+when+evaluating+DFD+quality&source=bl&ots=Xiov4kUceS&sig=ePlTUEmtMIw1PEW-EoHYY-Of5Xc&hl=en&sa=X&ei=2mo0T-K0POHemAWa8KGLAg&ved=0CBwQ6AEwAA#v=onepage&q=what%20characteristics%20does%20an%20analyst%20examine%20when%20evaluating%20DFD%20quality&f=false

USEP PRE-ENROLLMENT SYSTEM: DATA FLOW DIAGRAMS

As part of our next assignment, we were told to make a data flow diagram of USEP's pre-enrollment system. A DATA FLOW DIAGRAM is said to be a graphical representation of how the data or information collected in an enrollment is being processed. Also, data flow diagram shows how the data is being transferred in the system. The following diagrams shown below represent three different diagrams of USEP's pre-enrollment system.

USEP PRE-ENROLLMENT: ACTIVITY DIAGRAM

After creating the use case diagram of the pre-enrollment system of the University of Southeastern Philippines, the next thing we need to create is an activity diagram based on the use case diagram we made. 

On the activity diagram I made, I put the "actors" (based on the previous assignment we have which is the use case diagram) on the top row. Each actor is separated with vertical lines, to clearly identify the stages a student must undergo in a pre-enrollment procedure.


USE CASE: REQUIREMENTS

Actor: Student

Basically, the main actor here is the student since he is the one who do all the process and meet the other actors involve. First and foremost, the students must prepare all the requirements needed to apply for examination. After securing all the necessary requirements, the student will inquire at the University Guidance and Testing Office (UGTO).


USE CASE: ADMISSION

Actors: Student and UGTO (University Guidance and Testing Office)

If he can pass all the requirements, he can have the admission form. The student needs to fill up the required information included in the form.


USE CASE: PAYMENT

Actors: Student and Cashier

After signing the admission form, the student needs to pay the necessary payment for examination at the cashier.


USE CASE: EXAMINATION

Actors: Student and Examiner

The student will take the exam based on the schedule given by UGTO. There will be assigned examiner for each room where the exam will be conducted.


USE CASE: ENGLISH BRIDGE

Actors: Student, UGTO and Cashier

After the exam, the officer in charge for checking the results will be the one who will recommend if a student will take or not the English bridge class and exam. If in case a student needs to attend the class, he needs to pay the necessary amount at the cashier to be able to enroll for English bridge class (EBC). At the end of the English bridge class, they need to secure the certificate of completion which will be their proof that they completed the EBC and pass the EB exam.


USE CASE: INTERVIEW

Actors: Students and Adviser/Faculty

The students will go to their respective colleges to undergo an interview on one of the faculty members or the advisers. Each of them will be interviewed one by one. One student will be asked by one faculty only. Different questions will be asked and the students' answers will be rated by the faculties.


USE CASE: MEDICAL EXAMINATION

Actors: Student and University Doctor (Clinic)

After the interview, the student will need to undergo in a medical examination at the university clinic and must secure the certificate which will be given by the university doctor.


USE CASE: PAYMENTS

Actors: Student, officers of OCSC, Headlight and Local Councils

After completing the earlier procedures, the student needs to pay the fees in OCSC, Headlight and in their respective Local Councils.


USE CASE: ADVISING

Actors: Student and Adviser

Basically, after all of those procedures stated above are done, the student is now ready to meet his adviser. He is now ready to be advised and he will know what are the possible subjects he could have for the semester.

USE CASE DIAGRAM: USEP PRE-ENROLLMENT SYSTEM

There is always a procedure or process that is necessary to follow in an enrollment. As a student who envision himself/herself studying in one of the most prestigious university in the Philippines, the University of Southeastern Philippines, he/she must always be alert as well as always prepared in following the different procedures in USEP's enrollment. The use case diagram shown below describes the flow of the pre-enrollment process in USEP.

 

Brief Use Case Description

USE CASE: Requirements

 
Before getting the admission form, a student must first prepare the necessary requirements needed such as high school card (grades). He must submit it to the University Guidance and Testing Office or UGTO.

USE CASE: Admission

After checking the requirements and if there is no problem at all, the UGTO officer in charge will now give the admission form, to be fill up by the student.

USE CASE: Payment

Payment for examination is necessary in the pre-enrollment process. The student will pay the necessary amount in the cashier after filling up the admission form, to be able to take the entrance examination. 

USE CASE: Examination

After paying for examination, the student will now be ready for examination. Usually, a student will be scheduled on a certain date where he can take the examination. But sometimes, if there are a lot of students who want to take the test, a student will take the exam a few minutes or few hours after paying for the examination. The students who are ready to take the examination are divided into groups. For instance, in a room, there are 30 students who will take the exam together. Each room is assigned with one examiner who will facilitate the exam. 

USE CASE: English Bridge

English bridge examination is given by the UGTO to those students who will not be able to pass the passing grade or percentage in the English part of the examination. A student will need to have at least 75 percent in his English to prevent taking the English bridge exam. Nonetheless, a student will take the English bridge exam if he fails to pass the 75 ratings. The English Bridge has a 10-day class before conducting the exam. 

USE CASE: Interview

The students will go to their respective colleges. Each of them will be interviewed by the faculties of their colleges. One student will be asked by one faculty only. Different questions will be asked and the students' answers will be rated by the faculties. 

USE CASE: Medical Exam

A medical exam is very important in the pre-enrollment process since this process will test how healthy the students are and their capability to adjust and take the college life. The medical examination is conducted in USEP clinic. 

USE CASE: Payments

Students need to pay the fees in Obrero Campus Student Council (OCSC), Headlight (the official newspaper/publication of USEP), and in their respective Local Councils. Students must secure the receipts because these will be part of the requirements for the enrollment proper.

USE CASE: Advising

Each course and each level is assigned to different advisers. The assigned adviser will evaluate the students one by one and checked if the requirements for enrollment are complete. After that, if there is no problem, the students will be given Pre Registration Form (PRF), where they will jot down the subjects that they can take for the semester (including the subject code, subject description, scheduled time and room).

Systems Professional Versus Department Manager: Whose Approach Is Appropriate?

As our sixth assignment, we were a scenario about two experts on different fields but having the same goal, and that is to make an efficient and effective information system. These two people have different views and approach on how to generate a new information system that would work successfully. Before I go thoroughly on my discussion about their conversation, let me first define the individual expertise of John Juan, as a systems professional and Peter Pedro, as the department manager.

We are all aware that we are already living in what we call “Information Age.” Primarily, this means that most of our activities are being done with the use or help of computers or computer generated systems. In addition, in the fields of business (either it is a small one or big one), industry as well as in government, the role of technology in the Information Age has been renowned world wide, and their whole organizational structures as well as strategic planning procedures has been totally engage to this role of technology. According to R. H. Glover, the author of “Executive information systems: Current assessment & future agenda for Higher education,” as he gave emphasis on the function of technology, he believed that the caliber of information on hand to all decision makers is very significant. Basically, it is because the quality of strategic planning is dependent in the availability of quality information. This means that the people who make the decisions must be knowledgeable in strategic planning for him or her to make the planning efficiently. Glover also states that the administrative information systems were very serious in supplying the necessary data that produced the needed information. We are also aware that having a very good organizational structures as well as strategic plans, with the use of the technology, is very important in the success of every company and enterprise, for it is responsible in making the company competitive and prominent.

JOHN JUAN, THE SYSTEMS PROFESSIONAL

On our past assignments, we have been discussing about the systems analyst, what does the role of a systems analyst as well as how do the systems analyst works. Also, we discussed about the different phases of systems development life cycle which is necessary in making an efficient and effective system.

In the scenario given, John Juan is the systems professional or the one who do the systems analysis. As the systems analyst, John Juan is the one responsible in designing the new information system considering the information requirements of the company as well as of the end users.

Responsibility of John Juan as A Systems Professional

As a systems professional, John Juan has responsibilities that he must always bear in mind.

• To the Employers/Clients/System Users

Essentially, John Juan has the responsibility to be loyal and faithful to his employer in professional matters. He must also preserve every user’s, company’s and supplier’s privilege to secrecy and confidentiality as well as to be in awe of any ownership rights that belongs to them. He can do that that by giving appropriate security to the information, limiting the capability to access and ensure the accurate disclosure of any data and information about the clients as well as the users. In addition, John Juan must always treat all persons fairly, especially, when in his colleagues (if he is part of a team).
.
• To the Profession

As a professional, John should not just depend on the blunt truth, but basically on the mere facts basis. As a systems professional, he must not jump into conclusion unless he has evidences and make some experiments and surveys to prove it for his own. He must not make any unsupported statements or false statements or present any ambiguous information. He must always make a connection to his client, providing that he must inform them about the progress or conflict on the system he makes. He should take or make his research cautiously and meticulously. He must gather, tabulate, and interpret the data and information with complete awareness. He must consult his client first before taking any action, for approval purposes. Also, he must be vigilant in making or disclosing any information as a result of his research. He should always uplift his colleagues to do their very best to make a good outcome.

• To the Society

As part of his responsibility to the society, John Juan must be able to make the system he working at to be beneficial to most number of user as well as it will make the company more profitable. Also, he must generate instructions and proper training to those people who will use the system in order to avoid unnecessary damage to the system and negative feedbacks from the client and users. He must also acknowledge those people who helped (or will help him) and take part on the making of the system.

Skills (In Summary)

Basically, the most important skill John Juan must have, are the following:
• Interpersonal skills: this skill is pertaining to the ability of the systems professional to deal with people in an educated manner. This means that he is capable to appropriately interact with others. This skill includes everything that is necessary in interacting with other people; from communicating skills to listening skills to attitude and manner.

• Business skills: this skill defines the capability of the system professional to deal with the business logic of the client or company he worked in. Essentially, for John Juan, he must be aware on the business process of the company before he could propose a necessary system which fits to the company’s need.

• Analysis and design skills: systems professionals are known to be knowledgeable in terms of analyzing and interpreting problems as well as analyzing and interpreting the gathered data and information related to the problem after he could propose and deign a new system.

• Programming skills: this is a very important skill of a system analyst and John Juan must have a broad background on programming to be able to do the required by the company. Without knowledge on program, it is impossible for a systems analyst or a system professional to generate and deploy an information system.

His Approach on Generating a New Information System

As I have read and understood, based on the given scenario and on the conversion took place between him and Peter Pedro, John Juan wants to be knowledgeable on how the existing information system works; to be able to know the reason why it is necessary for the company to make a new one and to know if it just needs to be improve by doing some modifications and adjustments. This view could be practical in terms of cost to buy new parts and components for the new information system.

PETER PEDRO, THE DEPARTMENT MANAGER

As the department manager, Peter Pedro must be capable to manage many functional areas. He must have the ability to lead; he must acquire good leadership skills in order to handle all the people under his supervision efficiently. Peter Pedro must have a very tough administrative and managerial skill, as well as organizational and analytical skills. Also, as a department manager, Peter Pedro must be very proficient and excellent in making decision as well as he must acquire a good problem solving skills. Since he also manage a team who are assigned for making the system of the company; which means that John Juan is under his supervision, Peter Pedro must have a good background about information technology and facilities management. On the other hand, Peter Pedro is also called as the generalist. He is anticipated to have the ability to manage, at the same time, in several vicinity, proceedings and cut-off date. Peter Pedro must also comprise intense interpersonal and communication skills. This means that he must the “power of the tongue”; the ability to encourage the teams under him to work hard, the ability to persuade clients and the ability to handle fiery situation in a calm state. Also, he must be able to nurture and uphold a mutual and compassionate workplace. Peter Pedro must be able to do his responsibilities with minimal supervision.

Skills (In Summary)

• The capacity to lead and encourage a team
• Outstanding communication and people skills
• A great dedication to customer service
• The aptitude to perform under stress and nervous tension and can take care of demanding state of affairs
• Self-confidence, determination and eagerness
• Decision-making competence and a sense of accountability
• The ability to scrutinize and be familiar with sales figure

His Approach on Generating a New Information System

As I have read and understood, based on the given scenario and on the conversion took place between him and John Juan, Peter Pedro does not want John Juan to go over to the old system again. For his point of view, he wanted to go directly to the list of requirements for the system he wants to develop by John Juan’s team. As far as I am concern, Peter Pedro would like to totally break down the old system and develop and deploy a new one. This approach could lead to time effectiveness; the point here is, if the systems professional will go on finding what was wrong and still can be use in the old system, they would spend a lot of time and the deadline for the expected output would be extended and the deployment of the new system will be delayed.

Comparison of Their Approach

Both John Juan and Peter Pedro have points in their different approach and both approaches are for the benefit of making a new system. Primarily, although John Juan and Peter Pedro have different approach on how to make the system analysis, they still have one goal and that is to make a functional information system. As an educated system professional, John Juan’s actions and approach is based on what he knows is right and because it is part of what he has learned. I believe he just want to have a better and thorough review and research on the old system to generate a great idea in order to produce an effective and efficient new system. On the other hand, Peter Pedro would go directly on making the new system since, based on what he has said in the conversation between him and John Juan, they always get the customized and modified edition of the old system which is not fit to the new system they require and want to have. Obviously, Peter Pedro really wants to have and deploy new information system. He does not care if the old system only needs some adjustments and modification and can still be use. All he wants is only to have a new information system that possibly will be utilized for his department. (Well, it is only based on how I understand the things that Peter Pedro told John Juan in their conversation.)

Which Approach I Am In Favor With?

Well, based on the scenario with their conversation, my sympathy will be with John Juan. Primarily because he is more knowledgeable in making efficient information system compared to Peter Pedro, who only do managing and supervising although he has, somehow, knowledge about information system procedures, but not that much knowledge as of John Juan.

As a good and effective systems analyst or a systems professional, it is necessary that you always go into detail, no matter how big or small it is, as long as it is related to the system you are working at. In the case of John Juan, he only wants to go over to the old system to be able to know if there could be something on it that can still be use. Also, by making that step, he could bring about new and better ideas that will be very helpful for his client as will as for the users. John Juan is only applying the step by step procedure of System Development Life Cycle (SDLC) which is essential in building an operative and competent information system.
It seems that the information systems develop is essential for the part of Peter Pedro but it will be inappropriate for the case of the system analyst (systems professional, John Juan), the one who will make the system, to directly jump and do what Peter Pedro wants. It must be “doing what you need for the benefit of many than doing what you want for your own benefit.”

As A System Analyst…Method I Will Propose..

As a systems analyst, I want to consider the time I will spend in making the system as well as the cost and the availability of the resources. First and foremost, it is important for a systems analyst to know the needs of the client. Although, sometimes, there is a point that the systems analyst has a different views compared to the client that would bring up an unnecessary misunderstanding. But basically, to be able to produce a good information system, the client and the systems analyst must agreed on the same idea, and they must always consult each other as the process takes place. Since in our previous assignment, we were tasked to discuss different systems development models that are appropriate in making a good and functional information system. If I were John Juan, I will use the Synchronize-and-stabilize (sometimes just called sync-and-stabilize). For me, Synchronize-and-stabilize method is appropriate in making a good and effective information system since the works can be done in parallel. Also, in parallelism method, works can be done on a less allotted time. The only thing is, in the progress of the process of making the system, people who work in parallel must interact to one another to ensure that their works are correct, and to avoid iterated works.

SYNCHRONIZE-AND-STABILIZE (SYNC-AND-STABILIZE)

One of the models in the Systems Development Life Cycle is the Synchronize-and-stabilize (sometimes just called sync-and-stabilize). It is an SDLC model in which teams work in parallel on individual application modules, repeatedly coordinating their code with that of other teams, and debugging (stabilizing) code on a regular basis all the way through the development procedure. It is said that the sync-and-stabilize model is more advantageous over the older waterfall, which is rigorously chronological in nature. Because sync-and-stabilize development allows parallelism, changes can be done at any point in the process and for that, it can be flexible, and responding to the market requirement changes is easier.

In Synchronize and Stabilize Model:

 Product development and testing is done in parallel
 Vision statement and evolving specification
 Features prioritized and built in 3 or 4 milestone sub projects
 Frequent synchronization (daily builds) and intermediate stabilization (milestone)
 “Fixed” release and ship dates and multiple release cycles
 Customer feedback continuous in the development process
 Product and process design so large teams work like small teams

The Synchronize and Stabilize Model is more flexible compared to Sequential Model in System Development Life Cycle. Since synch-and-stabilize approach uses parallelism, more works can be done and it is also a cost-effective scheme compared to sequential approach which uses a chronological method.

The Synchronize and Stabilize team process can be summarized as follows:

 Feature Oriented
 Synchronize (daily build) and Stabilize (fix errors at end of each milestone, such that the required set of features is completely functional)
 Product Managers develop a vision statement and feature list based on customer input
 Program Managers develop an initial functional specification based on the vision statement
 Program Managers create schedules and parallel feature teams of 3-8 developers and testers based on the functional specification
 Team members can work autonomously, thus maintaining some creative freedom on the project, provided their work can be combined successfully into the daily builds
 Teams develop their own playful penalties for breaking the daily build, which forces a certain amount of discipline amongst a team, while at the same time remaining democratic

According to the book “How Microsoft Builds” by Cusumano and Selby, there are phases which is need to under go in synch-and-stabilize approach.

PLANNING PHASE (3-12 months, depending on size of project)

 Vision Statement – Product and program management use extensive customer input to identify and priority-order product features.

 Specification - Based on vision statement, program management and development group defines feature functionality, architectural issues and components inter dependencies.

 Schedule And Feature Team Formation ¬- Based on specification document, program management coordinates schedule and arranges feature teams that each contain approximately 1 program manager, 3 to 8 developers, and 3 to 8 testers(who work in parallel 1:1 with developers.)

DEVELOPMENT PHASE (6-12 months)

Project managers coordinate evolution of specification. Developers design, code, and debug. Testers pair with developers for continuous testing.

 Subproject I: most crucial 1/3 features, milestone release I
 Subproject II: second 1/3 features, milestone release II
 Subproject III: final (least critical) 1/3 features, milestone release III --- code complete

STABILIZATION PHASE (3-8 MONTHS)

Program managers coordinate OEMs and ISVs and monitor customer feedback. Developers perform final debugging and code stabilization.

 Internal Testing - Testers recreate and isolate errors.
 External Testing - Thorough testing of complete product within the company.
 Release Preparation - Thorough testing of complete product outside the company by “beta” sites such as OEMs, ISVs, and end users. Prepare final release of “golden master” disk and documentation for manufacturing.


Conclusion:

As a systems analyst, one must always capable of knowing how the old system works before proposing a new system. Primarily, there must be something wrong with the old system that is why the company wants to have a new system. As a good and effective systems analyst, he or she must be able to apply, if necessary, the 3Rs: Reduce, Reuse, and Recycle.

REDUCE: It could be apply in reducing the cost as well as the time that could be allotted. Basically, if the systems analyst proposes to use some parts of the existing system in making a new one,, there will be able saved in terms of cost as well as time. For instance, a specific component is not available in a near location, which means there is a need to go to other location to find or buy that component. That will cost time and money. If that happens, there will be cots ineffectiveness as well as delay of scheduled time the systems must do.

REUSE: Instead of just throwing things away, try to find ways to use them again. Fundamentally, reusing the materials that can still be even avail will lessen the budget allotted to buy new parts and components for making the new system.

RECYCLE: Nowadays, numerous numbers of materials we use can be recycled. We are all aware that recycled materials undergo procedures that make it possible to generate or produce new products and materials from the old ones.


My main point here is, if there is just a need of improvement on the existing system, there is no need to junk or break the whole system. Making some adjustments on current system will do as long as the new system that the company needs and want is fit to the capability of the improved system. Nonetheless, if the company really needs to have a new system with new parts and components, here comes the time that the systems analyst would do the feasibility analyzing and propose a new system considering the business logic of the company he works in. Also, the systems analyst and the client must agree on the same idea to avoid misunderstandings. To be able to make a good system, both must helping each other and supporting each other as well encouraging their colleagues to work hard and enjoy what they are doing. Lastly, acknowledging ones help and work is necessary to build a good relationship between the people who worked hard in producing an information system.





Sources:
http://net.educause.edu/ir/library/html/cnc9764/cnc9764.html
http://www.asis.org/AboutASIS/professional-guidelines.html
http://www.arts.cornell.edu/romance/staff/TFIRM/roleofmanager.pdf
http://searchsoa.techtarget.com/definition/synchronize-and-stabilize