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The Engineering Design StudyThe importance of a properly performed Needs Analysis and subsequent Engineering/Design Study cannot be overemphasized; yet they have somehow gone out of style in today's fast paced Internet world. It is not uncommon for companies to be given "low ball" prices by designers to get their web sites/systems developed or onto the Internet, only to find that by the time they actually have what they want on-line, they have spent MANY times more than this. This occurs for two reasons both rooted in a common theme: First, they neglected to perform a valid, objective and comprehensive Needs Analysis/Engineering Study to fully understand what they want to achieve; and, second, because they lacked this very basic road map, they redid pages and programs multiple times trying to "get it right". I can't tell you how many clients we have lost because our quote for their system started with a Needs Analysis and Engineering/Design Study that in their mind was unnecessary or too costly. They went with other vendors that neglected this step, and gave them unsubstantiated (and ultimately low ball) pricing. Many of these ultimately came back to us after having uselessly expended two or three times what they would have spent with us, and still had nothing to show for it. Others didn't come back to us, ultimately getting what they wanted, but did tell us that they wished they had listened to us in the first place and saved themselves much time, trouble and money. We wish we could have gotten the business too, but they have become clients on other projects since then. Then there are the rest. We suspect that many are too embarrassed to call and tell us that we were right in the first place. We could have done it faster and cheaper our way. A couple big ones out there right now are a restaurant related site and a financial industry site. While we haven't heard back from them, what they have on the net long (many months) after we would have been done is only a fraction of what they would have had, and we suspect ultimately at a lower cost. We just believe in doing it right the first time. (UPDATE: Both of the mentioned start-up projects have now been abandoned, and we did hear back from the restaurant folks - they wish they had listened) So what is the Engineering/Design study? It defines every aspect of the system, including the who, what, when, where, why and how of each facet. In simple terms, we:
In defining these objectives, the Engineering/Design Study must consider the following:
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Requirements Analysis - Key to SuccessUndoubtedly, the most important facet of any computer system development project is the "needs analysis" which must be undertaken at the outset of the decision making process. This survey, with all of its defined functional requirements is the foundation upon which the entire system is to be built. It is imperative that the end user realize that the success or failure of almost all system based projects can be readily traced back to the diligence and completeness with which the initial needs analysis was completed and upon which the system was designed.There are two methods by which to carry out this critical facet of the decision making process. For either case, it is important to define what we mean by the term functional requirements; They are the specific goals, functions or tasks which the system is to accomplish for the mutual benefit of the organization and/or the system itself. Functionally, the requirements relate to the system rather than to the capabilities of its resources. They form both the system objectives and the evaluation criteria and are used as the basis for developing the specifications upon which to develop the alternatives or methods of fulfillment. That's quite a mouthful, but I'll attempt to explain this in simpler terms. The success or failure of any project can largely depend on how well the project was initially conceived and designed. The beginning facet of any project should be the "Needs Analysis", and is the point at which the initial properties of the desired system begin to be described. The first order of business is to describe the goal(s) to be achieved with the implementation of the system, i.e. gain visibility, vend products, service clients, etc. Make sure that you are detailed in what you expect from the system, including the volume of transactions that the system will be expected to deliver. METHODS OF ANALYSIS The first method of needs analysis requires that end users acquaint themselves with the technical specifications and operating characteristics of each piece of system or network hardware, software, operating systems and implementation methodologies available in the industry. Each should be analyzed in light of the organization's defined functional requirements and judged as to whether or not they present a viable alternative for meeting your needs. Once this immense task has been performed, the field of alternatives must be narrowed to the specific hardware and software to be implemented. Arrangements must then be made for the purchase, installation, implementation, maintenance and training to bring the system effectively on line. If the system requires custom programming, arrangements must be made to train current resources or acquire new resources to whatever level of knowledge and performance level is required. This method normally requires a full time project manager to oversee the project. In most cases, the user delving into network systems for the first time has neither the time, expertise nor the experience to adopt this method of needs analysis. The second method calls for the use of an outside consultant/network designer who is familiar with the type of implementation required for your particular business. Qualified consultants/network designers bring with them the intimate knowledge and experience with state-of-the-art hardware and software, as well as, at the least, a general knowledge of your specific business requirements. One note of caution: when bringing in consultants/system designers, insure that they bring a broad knowledge of ALL options available to you in the industry. All too often in recent times, consultants/designers will represent only one set of alternatives (i.e. Microsoft based systems or UNIX based systems). Each will tell you that their alternative is the best for your operation, leaving you in a quandary as to which is really best suited to your needs. Make SURE that the company/individual(s) you use have had vast and equal experience in designing, developing and implementing projects on multiple types of hardware, software and operating systems. A manager neglecting to do this is derelict in his/her responsibilities to the company. The needs analysis survey should be designed in three phases to assure a thorough understanding of the results. The first phase should describe the current operation and outline the needs of your company in terms of functional requirements and performance based objectives. The second phase should consist of an in-depth analysis of the operation in light of your defined goals and requirements, and their interface to your existing systems/operations. The final phase should specify and rank the software and subsequent hardware which will best suit the needs of the facility and provide optimum performance toward the fulfillment of your defined goals. PHASE ONE - Problem Definition & Requirements Information developed during the initial facility visit should provide the foundation for the entire project. Findings accrued during this contact will be used to define the scope of the required activity. During this phase, business requirements and applications should be identified. Business Requirements Definition The objective of this operation is to gain an understanding of the business goals and objectives of the company. The executive sponsor of the project and peer executives should be interviewed to identify key company goals. This is followed by identification of key performance based objectives which must be accomplished in order to achieve these goals. Application Identification Interviews will then be conducted with supervisors and key workers in all applicable areas to establish a more thorough understanding of current problems at every operational level. Once this stage is documented, the necessary studies should be performed to analyze flow, capacity and interaction requirements of data to/through the system. Using this information, a list of problems which are inhibiting the company from achieving its objectives is compiled. A meeting with key personnel should the be held to report and evaluate the results, as well as to define or redefine the problems/opportunities. At this time future projections and changes in overall approaches should then be grouped by the application segments which will contribute most to solving them. The results of this phase of the study should be documented for future reference and will serve as the guide for developing the proposed system. PHASE TWO - System Analysis/Solution Specification This phase deals with an in-depth analysis of the functional requirements, objectives and specific application requirements found during phase one. Determinations should now be made as to the best methods for fulfilling the company needs. Application requirements definition, formulation of all alternatives and determination of the best alternatives should take place during this phase. Application Requirements Definition The following steps are taken during this operation:
Formulation of All Alternatives With approved and documented objectives and alternative solutions established, detailed design specifications are developed for each viable alternative. These specifications will establish system goals in terms of essential software transactions. Software and hardware specifications will define the interactive requirements of the proposed system, and will be used as a basis for cost/price formulation. Both Hardware and software specifications will be fully defined to initiate and control all required activities. The specifications should define the required software transactions, but will not explain how they are to be implemented. Such elements as files, databases and their respective structures SHOULD be specified using company terminology and format wherever possible. So that each major subsystem and its interaction can be evaluated, specifications should define size and capacity requirements. A detailed list of materials referenced to a final layout drawing of transactions and data flow should be included. The interactive requirements of the system must include such critical areas as the communications links between network servers and internal systems. Communications links should be defined in terms of baud rate, data flow and type (i.e. file, XML, EDI, etc.). Procedures required to operate the system must be outlined in detail. Formulation of BEST Alternatives In this operation, each of the viable alternatives (hardware, software, operating systems, etc.) are evaluated as to their ability to accomplish all functional objectives as determined to be necessary in the system. The cost of implementing each alternative is also included. (i.e. ISP hosted system, company hosted system, collocated system is also evaluated). From this evaluation the most cost effective means of solving the company's needs will evolve. In the evaluation, alternatives must be identified and objectives and criteria established for judging the relative value of each alternative. The objectives and criteria are stated in terms of a common denominator, the most convenient of which is dollars. This normally provides the most efficient means of proposing a system which incorporates all of the required functional objectives required to meet the client's goals, while maximizing the client's return on investment. Considering the importance of this common denominator for evaluating purposes, the cost of the functional requirements becomes the ingredient that forms the evaluation criteria. As such, this criteria automatically takes into account trade-offs among personnel, services, hardware and software. Then and objective of selecting the lowest cost alternative can be expected to result in criteria stated in terms of the cost of the resources employed to achieve this objective. It doesn't matter how this structure is implemented, as long as the combination which yields the lowest cost of fully providing the functional requirements. PHASE THREE - System Description/Operation This phase of the study will encompass system definition, general implementation and evaluation of costs, benefits and return on investment. It can be equated to the System Design/Engineering Study, on a less formal and less detailed level. System Definition This operation will be primarily aimed at providing a finite definition of the chosen alternative system(s). Detailed descriptions of all hardware and software requirements will be formulated, as well as a systems operations description which will outline the interaction and total system operation of all facets of the system. These descriptions will include application objectives tied to software function; presentation, inputs, outputs, data flow and storage; flow diagrams, and sample screens (web pages), and management reports. General Implementation Plan This is designed as an overall plan of implementation of the system. All functions and activities to occur during the implementing state are identified and time phased. Next, the following steps occur:
Evaluation of Costs and Benefits Benefits previously identified by application, both tangible and intangible must now have estimates of dollar savings established. These will be added to the cost of the project, including hardware, software, communications, personnel, and training. From this, as cost benefit analysis can be undertaken and a return-on-investment figure established. This procedure should be performed on each of the systems identified during the Formulation of Best Alternatives step. Evaluation of this data then leads to the most efficient and cost effective system. The exact benefits to be derived for a particular client's system through their internal systems or internet site are as many and varied as there are businesses. However, a number of benefits of such systemization, when properly integrated into their existing business systems can apply to many if not all businesses:
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