IT Business Requirements

Q1. When a client has come to you with a problem or an issue, why is it important to fully “understand what the client is requesting”?

 

Type your answer here

 

 

Q2      True     False
It is perfectly ok for your to make “assumptions” about what the client really wants if they are not sure themselves.
 

 

Q3.    In your own words define each of the following terms:
Q3a.  Problem

 

Type your definition here

 

Q3b.  Objective

 

Type your definition here

 

Q3c.   Scope

 

Type your definition here

 

Q3d.  Constraint

 

Type your definition here

 

Q3e.  Business Function

 

Type your definition here

 

Q3f.   Support Factors

 

Type your definition here

Q4.     Complete the following activity and classify each item as a problem, or an objective, or the scope, or a constraint, or a business function, or a support factor.

 

Item Classification
Implementation must be by 1 July  
Project budget is $50 000  
The invoices issued are sometimes incorrect  
Statements must be prepared summarising all months activities  
Downtime for maintenance must be limited to the middle of the month  
An on-line help system must be available  
The accounting package is having a number of problems  
A late payment fee must be charged to invoices outstanding after 60 days  

Workplace Research Project

 

Note: This question will be used progressively throughout this assessment. If you are not currently at a workplace, please contact your College Training manager to provide you with a case scenario.

 

You are required to analyse and investigate the addition or upgrade of I.T. technologies (software or hardware) that is specific and critical to your workplace operations.

 

Examples could include but not limited to:

  • Installation of Wireless technology
  • Upgrade of computers/laptops
  • Upgrade to Video conferencing
  • Upgrade to IP Telephony
  • Upgrade to Cloud-based storage

 

 

Q5a.  Identify and describe the I.T. system that you have chosen and why it is critical to your business operations.

 

Type your answer here

 

 

 

 

 

 

 

Q5b.   Explain how you believe it will improve, modernise or update your operations.

 

Type your answer here

 

 

Conducting research about a new requirement to ensure you have fully captured the client’s “real need” is a vital part of supporting your customers.  In this section you will need to connect with various stakeholders to validate your idea and to gather information that will help support the need you identified in Q5

 

 

Q6.    Create a survey with a minimum of 10 questions that will obtain stakeholders feedback and opinions on the “need” you have identified.

 

Your questions should be focussed on:

  • Validating the need for the new IT
  • Determine what impact it this “need” has on current operations
  • Project the improvement to operations with the new technology

 

Save your Survey as: Q6 – Initial Survey Questionnaire.docx

 

To gather additional information, an interview with a key stakeholder (such as your supervisor or a knowledgeable work colleague) is appropriate.  However, ensuring a successful interview requires careful preparation and planning.

 

 

 

Q7.    Create a list of 8 -10 focussed questions that you can ask a stakeholder on your team or in your organisation to further identify or clarify:

  • Current operational setup
  • Operational need
  • Desired outcomes or enhancement
  • Constraints (cost limitations and deadlines)

 

Save your Questions as: Q7 – Interview Questions

 

Q8.    Conduct an interview based on the above questions.

Setup and conduct an interview with your supervisor or work colleague who is responsible for or has knowledge of the workplace IT system you identified in Q5.  Use the questions you generated in Q7 to conduct the interview.

 

  • Demonstrate good questioning and listening skills
  • Determine their need carefully and fully
  • Make notes of what additional information you find out.

 

 

 

 

 

 

 

Save this document regularly, and make a spare backup copy on a flash-drive or another computer.

Assessment Task Part B – Identifying the Best Solution

Review Chapter 2 of IT Business Requirements Workbook to assist you with these questions

 

Q11.  What are five steps you should consider when choosing the right technology for your business?

 

 

Q12.  Match the technology cost type to the correct examples:
Cost Types: Initial Cost, Ongoing Cost, Upgrade Cost, Value Proposition, Opportunity Cost and Risk

 

Cost Type Example
Initial Cost Maintaining systems, including licenses for proprietary software, hosting, and support
Upgrade Cost Cost of upgrades, and expected lifespan of systems/frequency of upgrades
Risk How much potential revenue is lost by not implementing a system? What are your competitors doing in this area?
Ongoing Cost Hardware and software, and training
Value proposition What are the risks of a particular system? What does it cost to mitigate those risks?
Opportunity Cost How much employee time will the system save? How much new business could the system generate?

 

 

 

 

 

 

 

 

 

Q13.  Based on your Workplace Research Project, you are required to research and detail two solutions that could assist in resolving the problem or meeting the business need.

 

Thoroughly record each proposed solution; use additional space as required:

 

Q13a. Solution 1

 

Type your answer here

 

 

 

 

 

 

 

 

 

 

 

 

Q13b. Solution 2

 

Type your answer here

 

 

 

 

 

 

 

 

Q14.  To determine the viability of each solution, it is important to make a direct comparison of the proposed IT systems to the current capability already in place.

 

Use the table on the following page to document your comparison.  Please note, if there is no IT system currently in place, briefly explain how goals are met without one.

 

Remember, the comparison table is an ideal way to determine which solution would be the best choice for the client and is also useful for completing more detailed reports as needed.

 

 

Item Current System/Process Solution 1 Solution 2
 

IT Process/System

·         Features

·         Capabilities

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 
 

Tangible Benefits

·         Cost Savings

·         Time Savings

·         Personal Savings

·         Space Saving

·         Others

 

 

 

 

 

   

 

 

 

 

 

 
 

Intangible Benefits

·         Customer Service

·         Team Morale

·         Increased Reputation

·         Legislative Rqmts

·         Others

 

 

 

 

   

 

 

 

 

 

 

 

Q15.  Based on the two solutions you have proposed, research and identify the costs, including both tangible and intangible costs.

 

Note: Make sure to include warranty, labour,  insurance, training, upgrade etc in the setup and recurring costs while making sure your total costs is in line with the clients budgetary constraints (as identified during your interview).

 

Please note:  If the final costs do not meet the budget constraints identified by your “client”, provide an explanation on why these are the BEST costs available to meet this need. 

 

Cost of Each Solution
Solution: Solution 1 – NAME? Solution 2 – NAME?
Tangible Costs
Setup Cost
(Year 1)
   
Add    
Extra    
Rows    
If    
Needed    
     
Recurring Costs
Year 2  

 

 
Year 3  

 

 
Total  

 

 
Intangible Costs
     

 

 

 

 

 

 

 

 

 

 

 

 

 

Q16.  List the steps required to acquire the new equipment listed above from a supplier or vendor (whether it be online or in person)

 

Type your list of steps here

 

Save this document regularly, and make a spare backup copy on a flash-drive or another computer.

 

Assessment Task Part C – Documenting a Feasibility Report

Review Chapter 3 of IT Business Requirements Workbook to assist you with these questions

 

 

Q17.  What are the 4 common constraints that should be considered when writing a Feasibility Report?

Type constraint 1 here

Type constraint 2 here

Type constraint 3 here

Type constraint 4 here

Q18.  Write a Feasibility Report that details the client’s needs and both of your potential solutions.

Your report should bring together the analysis of this Case Study that you have undertaken in earlier questions, discuss the pros and cons of each solution and make a recommendation for one of the solutions.

It should be in a report format with suitable justification, and must list all items below:

  • Executive Summary
  • Objectives
  • Scope
  • Constraint
  • Functional Requirements
  • Possible Solutions and Comparison
    • Include a summary of tangible and intangible costs and benefits
    • Include a comparison between the existing system and each solution
  • Your final recommendation
  • Installation/Implementation plan – MUST include timeline for installation and testing of the hardware / software / network
  • Appendix (if you believe some of the detail best belongs in an appendix eg the financial calculations)

 

The criteria for marking of this report will be:

  • Presentation of the report – it has to be set out in a professional manner including headings and appropriate formatting
  • Clear expression of the problem / project / business need
  • Information expressed in a manner suitable for a non-IT client
  • Accurate analysis of the scope of the problem, or critical requirements
  • Identification of suitable solutions
  • Evidence of research and the gathering of required information
  • Use of suitable techniques to assess financial and non-financial considerations
  • Environmental considerations
  • Appropriate justification of the recommended solution

Please note that report templates can be found at the office online web site. http://office.microsoft.com/en-us/templates/  Once complete, save and attach your report as Q18 – Feasibility Report.docx

Assessment Task D – Post Implementation Tasks

Review Section 4 of IT Business Requirements Workbook to assist you with these questions

 

 

 

Q19.  What are the issues raised by disposing of electronic devices in the general waste? (i.e. Garbage bin)

 

Type your answer here

 

 

 

Q20.  List two organisations in your state who deal with the environmental disposing of electronic waste (e-waste)

 

List organisation 1 here

List organisation 2 here

 

Q21.  To ensure that the workplace is satisfied with your new solution you decide to create an evaluation survey with a minimum of 10 questions. Allowing the staff to rate the overall performance of the new solution. Be sure to include questions around performance, usability, benefits as well as any areas identified from the initial staff feedback

 

 

Save your Survey (or link) as: Q21 – Survey Questionnaire.docx

 

 

 

 

 

 

 

 

 

Save this document regularly, and make a spare backup copy on a flash-drive or another computer.

 

Assessment Task E – Copyright, Ethics and Privacy

Review Chapter 4 of IT Business Requirements Workbook to assist you with these questions

 

 

Q22. Crossword Puzzle:

Copyright, Ethics and Privacy Crossword

                               
                                 
                                   
                                 
                               
                                 
                                   
                                 
                                 
                                 
                                 
                                   
                                   
                                   
                                 
                                 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Q23.  Read and analyse the Privacy Policy below.  You are required to do the following:

  • Read the 13 Australian Privacy Principles (APP)
  • Identify if the entry is valid or not valid according to the current APPs
  • If the entry is not valid you are required to re-write the entry in your own words, so it is aligned with the APPs

 

Information about the APP can be found at the following location: https://www.oaic.gov.au/individuals/privacy-fact-sheets/general/privacy-fact-sheet-17-australian-privacy-principles

 

 

 

Sample:  Analysts are allowed to collect data while at the client site that they feel is required to evaluate a thorough business need.

  1. Valid or Not Valid
  2. Relates to APP Code: 1
  3. Revision if not valid:
 

Analysts are allowed to collect data that is relevant to the business requirements as long as they are clear with the business as to how the information is collected, stored and disclosed.

 

 

 

Q23a. Analysts are allowed to pass client business information onto any employee within the client company, even without the written consent of the business owner.
Valid or Not Valid

Relates to APP Code: ____

Revision if not valid:

 

Type your answer here

 

 

 

 

 

 

Q23b. If the Business Solution has been declined by the client, it is permitted to retain the business data collected regardless of the clients request to have it destroyed.
Valid or Not Valid

Relates to APP Code:

Revision if not valid:

 

Type your answer here

 

 

 

Q23c. Analysts must ensure that the information stored is 90% accurate; however it doesn’t need to be up to date. If information is found to be incorrect, no action is required unless requested by the client.
Valid or Not Valid

Relates to APP Code:

Revision if not valid:

 

Type your answer here

 

 

 

Q23d.          Analysts are not able to supply ANY personal information from the business analysis to any of their clients employees, even if the personal information may be about the person enquiring
Valid or Not Valid

Relates to APP Code:

Revision if not valid:

 

Type your answer here

 

Q23e. Analysts must adequately protect the privacy of their Clients, employees, Suppliers and Sub Contractors. However it is not required to constantly update and secure IT infrastructure or supply any internal security measures.
Valid or Not Valid

Relates to APP Code:

Revision if not valid:

 

Type your answer here

 

Q23f. Snazzy Inc. must keep its Privacy Policy private and not supply it to anyone outside of the company for privacy reasons.
Valid or Not Valid

Relates to APP Code:

Revision if not valid:

 

Type your answer here

 

 

Q24.  Read and analyse the Intellectual Property (IP) and Copyright Policy extract below for Snazzy Inc.  You are required to do the following for each entry:

  • Match each entry to one of the 7 Intellectual Property and Copyright terms
  • Identify if the entry is valid or not valid
  • If the entry is not valid you are required to re-write the entry so it is aligned with IP and Copyright laws

 

Use the following website to obtain further information: http://www.ipaustralia.gov.au/understanding-intellectual-property/what-is-ip/ip-protection/

 

 

Sample: Snazzy Inc has a unique logo that has been designed specifically the company. It may only be replicated and used by other parties if written approval has been supplied by any company employee.

  1. Valid or Not Valid
  2. IP Term: _Copyright
  3. Revision if not valid:
The Snazzy Inc logo has been designed specifically for Snazzy Inc Company and must
not be replicated without the express permission of an authorised employee of
Snazzy Inc

 

 

Q24a. Snazzy Inc has an in-house analysis application for use only by Snazzy Inc analysts. The source code for this software is available to anyone who requests it.
Valid or Not Valid

IP Term: ____

Revision if not valid:

 

Type your answer here

 

 

 

Q24b. The website www.snazzyinc.com.au is registered to Snazzy Inc. No other company is allowed to use the aforementioned web address or any other similar variation without the express written consent of an authorised Snazzy Inc employee
Valid or Not Valid

IP Term: ____

Revision if not valid:

 

Type your answer here

 

 

 

Read and analyse the following Code of Ethics scenarios that have occurred at Snazzy Inc.  You are required to do the following for each entry:

  • Determine if this breaches “The Australian Computer Society Code of Ethics” (found in the IT Business Requirements workbook).
  • Identify the section that would be breached
  • Explain what you would advise your colleague in these situations.
  • Write up a corresponding “code” that would go into the Snazzy Inc Code of Ethics policy

 

Note: A sample has been given below

 

 

You notice one of your colleges has taken full credit for another colleges work while they have been away sick, you know that they have had very little involvement in the analysis but are still take full ownership and credit for it.

  1. Would this breach the Code of Ethics?

 

      X   YES                           NO

 

 

  1. What section of the Code relates?
4.7.6 I must give credit for work done by others where credit is due.

 

  1. What would you advise your colleague?
You should not take credit for a work task that you did not complete yourself, you
need to make sure the person responsible is acknowledged for the work that they
have completed.

 

  1. What can you add to Snazzy Inc. “Code of Ethics” policy so employees are aware of this in the future
At no time is another person allowed to take credit for another person’s work. Full
or partial acknowledgement must be given to the actual employees involved in
the task

 

 

 

 

 

 

Q25.  A close work friend is leaving the company shortly to work for a different employer in the same field. They have mentioned to you that they are thinking of taking a copy of the company database with them. They have worked on the database’s development and regard some of the reports and queries that they have developed as worth keeping. The database also has confidential client details on it.

Q25a.    Would this breach the Code of Ethics?

YES            NO

 

 

Q25b.    What section of the Code relates?

 

Type your answer here

 

 

Q25c.    What would you advise your colleague?

Type your answer here

 

 

Q25d.    What can you add to Snazzy Inc “Code of Ethics” policy so employees are aware of this in the future

 

Type your answer here

 

 

Q26.  You have been asked by your manager to falsify some information from a recent client analysis that you have completed recently. His reasoning is that if you don’t make the change then there is going to be “a lot of work” to fix up the issue and your team is just too busy at the moment for this.

 

Q26a.    Would this breach the Code of Ethics?

YES            NO

 

 

Q26b.    What section of the Code relates?

 

Type your answer here

 

 

Q26c.    What would you advise your Manager?

Type your answer here

 

Q26d.    What can you add to Snazzy Inc “Code of Ethics” policy so employees are aware of this in the future?

Type your answer here

 

 

Q27.  A very close friend has been interviewed for a position with Snazzy Inc; you know that the position advertised is “mission critical” to the organisation. You also know that your friend has inflated his resume to include qualifications and experience that he does not have. He approaches you and asks you to be one of his “referee’s”. What do you say?

Q27a.    Would this breach the Code of Ethics?

YES            NO

 

 

Q27b.    What section of the Code relates?

 

Type your answer here

 

 

Q27c.    What do you say to your friend?

Type your answer here

 

 

Q27d.    What can you add to Snazzy Inc “Code of Ethics” policy so employees are aware of this in the future

Type your answer here

 

 

 

 

Q28.  How would you recommend breaches of any of the above policies be reported?

 

Type your answer here

 

 

Q29.  How would you recommend breaches of any of the above policies should be dealt with?

 

Type your answer here

 

 

 

 

Q30.  Set out how you would distribute these policies to the people working at Snazzy Inc and how will you ensure the policy is read?

 

Type your answer here

 

 

Q31.  How could you gain feedback from users as to the effectiveness of these policies? What would you then do with that feedback?

 

Type your answer here

 

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