State Firefighters Association Case Study

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Strayer University *

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353

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Computer Science

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Dec 6, 2023

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6

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Week 6 Assignment State Firefighters Case Study CIS 353 Kirsten Ayers Professor David Belva October 23, 2023
This paper delves into the critical business problems faced by an association and offers solutions to address these issues. The primary concerns include outdated software, slow query processing, manual information retrieval, data entry issues, and a user-unfriendly membership report. This paper discusses the implications of these problems on the organization and provides recommendations for improving operational efficiency and member satisfaction. The association in question relies on a DOS-based system developed in 1984, which is no longer supported, and lacks maintenance personnel. This archaic software significantly challenges the organization's ability to adapt to modern needs. The slow query processing times, manual information retrieval, data entry issues, and an inconvenient membership reports have severe implications for member satisfaction and operational efficiency. The use of a DOS-based system that dates back to 1984 is a significant concern. With the software no longer supported, it becomes increasingly vulnerable to security breaches, data loss, and operational inefficiencies. The absence of available personnel to maintain and update the software further exacerbates the problem. This issue can be addressed through a comprehensive system overhaul and migration to a more modern, supported software platform. This solution will improve security and reliability and enable the organization to meet current and future needs efficiently. The critical query that takes seventeen hours to run significantly hampers the organization's ability to access important information promptly. This adversely affects decision-making hampers member service, and overall operational efficiency. To tackle this problem, the association should consider investing in upgraded hardware or database management systems to handle queries more efficiently. Additionally, optimizing the database structure and indexing can lead to a significant reduction in query processing time. The labor-intensive process of manual information retrieval for member inquiries has adverse consequences on customer service and operational efficiency. Addressing this issue requires implementing a modern customer relationship management (CRM) system that centralizes
member information and allows for easy and quick retrieval. Automating data retrieval processes and training staff can further expedite member service, reducing the response time to inquiries. Inefficiencies and errors in data entry arise due to a one-field-at-a-time input process. The organization should adopt a modern data entry system with user-friendly interfaces, real-time validation, and enhanced error-checking mechanisms to rectify this. Moreover, implementing a version control system can help prevent the disappearance of new member entries from records, ensuring data integrity and consistency. The non-alphabetized membership report by the city in conference materials inconveniences users. To resolve this problem, the association can design a new reporting system that allows users to sort and filter data according to their preferences. Providing a user-friendly interface with sorting options for various criteria would enhance the user experience and improve access to the required information. The identified business problems, including outdated software, slow query processing, manual information retrieval, data entry issues, and user-unfriendly membership reports, have far- reaching implications for the association's operational efficiency and member satisfaction. Addressing these issues requires a comprehensive approach, including system modernization, hardware upgrades, process automation, and user-friendly report generation. By implementing the recommended solutions, the association can significantly improve its ability to adapt to modern needs, enhance data accessibility, and streamline operations. This will lead to greater member satisfaction, increased efficiency, and improved performance in the association's core objectives. Requirements Analysis Strategies: For this situation, the following requirements analysis strategies should be considered: 1. Interviews and Surveys: Conduct interviews with Bob, Laura, and other users to understand their pain points, needs, and expectations. Surveys can help gather feedback from a broader audience.
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2. Observation: Observe the current workflow and identify bottlenecks, manual tasks, and areas where the software hinders efficiency. 3. Document Analysis: Examine existing documentation, such as user manuals and system specifications, to understand the system's current capabilities and limitations. Requirements Gathering Techniques: 1. Brainstorming: Hold brainstorming sessions with key stakeholders to generate ideas and potential solutions for the identified problems. This can help uncover new insights. 2. Use Cases: Develop use cases to document how different stakeholders interact with the system. This can help identify specific requirements and scenarios. 3. Prototyping: Create prototypes or mock-ups of the software to visualize potential improvements and gather feedback from users. Pros and Cons of Requirements Gathering Techniques: - Brainstorming: Pros include creativity and idea generation, but it may lack structure. Cons involve potential bias and the need for effective facilitation. - Use Cases: Pros include a structured way to capture requirements. Cons may include complexity and the potential omission of details. - Prototyping: Pros include visualizing solutions, gathering feedback early, and validating ideas. Cons involve the time and effort required for prototype development. Requirements Documentation Techniques: 1. User Stories: Use user stories in Agile to document requirements from a user's perspective, focusing on who, what, and why. 2. Requirements Traceability Matrix: Create a matrix to link requirements to their sources, ensuring full coverage and tracking changes. 3. Use Case Diagrams: Visualize use cases and their relationships in diagrams to aid in understanding and communication. Pros and Cons of Requirements Documentation Techniques: - User Stories: Pros include user-centric documentation and adaptability in Agile. Cons may involve a lack of detailed technical specifications. - Requirements Traceability Matrix: Pros include clear traceability and change management. Cons may include complexity for larger projects.
- Use Case Diagrams: Pros include visual representation of requirements. Cons may involve potential complexity in large systems and the need for clarity in diagram notations. In conclusion, the State Firefighter's Association faces a multitude of pressing business problems stemming from an outdated and inefficient software system. These problems range from slow query processing and manual data retrieval to data entry errors and an impractical membership report. To address these issues effectively, an iterative project method, such as Agile, would be the most appropriate approach. It allows for flexibility and continuous improvement, which is essential for solving complex, long-standing problems. To carry out this project successfully, the organization should employ a range of requirements analysis strategies and techniques. Interviews, surveys, observations, and document analysis will help in gaining a comprehensive understanding of the current issues and user needs. Requirements gathering techniques like brainstorming, use cases, and prototyping can be leveraged to generate and validate potential solutions. Additionally, appropriate requirements documentation techniques, such as user stories, traceability matrices, and use case diagrams, will ensure that the project stays on track and meets its objectives. By adopting a well-structured approach to requirements analysis and documentation, coupled with an iterative project method, the State Firefighter's Association can work towards addressing the root causes of its software-related problems, ultimately enhancing the efficiency of their operations, and providing better support to their members and their families. This proactive approach is essential for ensuring the association's long-term success and continued commitment to its mission.
References D. Avison and G. Fitzgerald, Information Systems Development: Methodologies, Techniques, & Tools, 4th Ed. (London: McGraw-Hill, 2006). K. B. Burk and D. W. Webster, Activity-Based Costing (Fairfax, VA: American Management Systems, 1994); D. T. Hicks, Activity-Based Costing: Making It Work for Small and Mid-sized Companies (New York: Wiley, 1998) The Scope of Software Development Project Failures (Dennis, MA: The Standish Group, 1995).
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