SYSTEMS ANALYSIS

Case #4:
Requirements Modelling
New Century Health Clinic

Group 4 - Abesamis, Hernandez, Salazar, Usman, Virtudazo

 Outline
Review of Key Concepts
Background of the Case
Assignments:
1.Review office organization chart
2. List individuals to interview
3. Interview Objectives
4. Interview Questions
5-6. Summary of Results
7. Questionnaire for patients

Key Concepts from Chapter 4

REQUIREMENTS ENGINEERING
involves fact-finding to describe the current system and
identify the requirements for the new system
3 Activities:
Gathering requirements (Understand the problem)
Representing requirements (Describe the problem)
Validating & verifying requirements (Agree on the problem)

GATHER REPRESENT VERIFY

Key Concepts from Chapter 4
KINDS OF REQUIREMENTS
Inputs - refer to necessary data that enters the system, either
manually or in an automated manner.
Processes - refer to the logical rules that are applied to
transform the data into meaningful information.
Outputs - refer to electronic or printed information produced
by the system.
Performance - refers to system characteristics such as speed,
volume, capacity, availability, and reliability.
Security - refers to hardware, software, and procedural controls
that safeguard and protect the system and its data from
internal or external threats.
Key Concepts from Chapter 4
JOINT APPLICATION DEVELOPMENT (JAD)
systems development technique that uses a task force of
users, managers, and IT professionals who work together to
gather info, discuss needs, and define system requirements
PRO: It allows key users to participate effectively in the
requirements engineering process.
CON: More expensive, can be cumbersome if group is too large
RAPID APPLICATION DEVELOPMENT (RAD)
Team-based technique with four phases that speeds up
information systems development.
PRO: Used to reduce cost and development time and increase
the probability of success.
CON: Stresses the mechanics of the systems itself and does not
emphasize the company's strategic business needs.
Key Concepts from Chapter 4
AGILE METHOD
attempts to develop a system incrementally by building a
series of prototypes and constantly adjusting them to user
requirements
SCRUM
An agile team uses a series of scrums to pause the action and
allow the players to reset the game plan, which remains in
effect until the next scrum.
PRO: Very flexible and efficient in dealing with change and
stresses team interaction and reflect a set of community-based
values
CON: The overall project may be subject to significant change
in scope as user requirements continue to evolve during the
project
Key Concepts from Chapter 4
FACT-FINDING TECHNIQUES
INTERVIEW
Determine the people to interview.
Establish objectives for the interview.
Develop interview questions.
Prepare for the interview.
Conduct the interview.
Document the interview.
Evaluate the interview.
QUESTIONNAIRE/SURVEY
SAMPLING
process where an analyst collects examples of actual
documents, which could include records, reports, or various
forms.
Case Background
Where are we today?
After conducting a preliminary investigation, we
recommended developing a new information
system that will integrate three independent
systems into one, specifically the patient record
system, the patient and insurance billing systems,
and the patient scheduling system.
Case Background
What is their decision?
After careful consideration by the clinic
heads, they decided to push through with
the recommendation as this will serve as a
long-term solution to the impending
challenge of accommodating the increase in
office workload. Hence, we shall now push
through with the first phase of systems
analysis for this project.
As IT consultants,

HOW DO WE PROCEED?
 #1
Office Organization Chart
Anita Davenport
Office Manager

Helps with patient records,

insurance processing,
appointment processing
Supervises staff
Prepares monthly patient
statements

Fred Brown Susan Gifford Tom Capaletti Lisa Sung Carla Herrera

Office payroll, tax Appointment book, Ordering and organizing

Maintenance of patient Insurance reporting and
reporting, and profit reminder call to patients, office and clinical
records accounting paperwork
distribution daily appointment lists supplies

Helps with patient Helps with patient Helps with patient Helps with patient Helps with patient
records, insurance records, insurance records, insurance records, insurance records, insurance
processing, appointment processing, appointment processing, appointment processing, appointment processing, appointment
processing processing processing processing processing

Prepares monthly Prepares monthly Prepares monthly Prepares monthly Prepares monthly
patient statements patient statements patient statements patient statements patient statements

Retrieved from Chapter 1 & the New Century Health Clinic PPT Slides of Gr. 1 (Tenorio, Rivera, Malayo, Morada, Lomibao)
 #2

Interview
List the individuals you would like to interview
during the systems analysis phase.

SUSAN GRIFFORD LISA SUNG

Handles maintenance of Handles patient appointments
patient records and scheduling

TOM CAPALETTI ANITA DAVENPORT

Office Manager
Handles insurance
supervises all business functions
processing and reporting
and provides the bigger picture
 #3
Gather general information
INTERVIEW about the current system and
OBJECTIVES how it operates
Who, what, when, where, and how
For Susan, Tom, and Lisa
(Staff)

Identify core processes, areas

of improvement, and
irrelevant processes
Stay, Start, & Stop

Identify any overlaps with the

other systems
Union of the three
 #3
Identify how all systems work
INTERVIEW collectively on a daily basis
OBJECTIVES Beginning and ending

For Anita (Office Manager)

Identify the varying
implications of disrupting
business functions by
installing a new system
Possible gains and/or losses

Identify the sentiments of an

upper-level manager towards
this drastic change
Attitude and concerns

Interview Questions
General Information Section
Who?
Who performs each of the procedures within
the system? Why?
Are the correct people performing the
activity? Could other people perform the tasks
more effectively?
What?
What is being done? What procedures are
being followed?
Why is the process necessary?
What could be done differently?
Where?
Where are operations being performed? Why?
Where could they be performed? Could they
be performed more efficiently elsewhere?
#4
For Susan, Tom, and Lisa
When?
When is a procedure performed?
Why is it being performed at this
time? Is this the best time?
How?
How is a procedure performed?
Why is it performed in that
manner?
Could it be performed better,
more efficiently, or less
expensively in some other
manner?
 #4

Interview Questions
Processes Section
In your opinion, what are the key processes in your system
that must work all the time with no faults? Why?
In your opinion, what are some processes that can be
improved to expedite the overall procedure? Why?
In your opinion, what are some processes that contribute
little value to the system? Why?

Systems Overlap Section

Was there a time that you required a process from another
department? How did it go?
In your opinion how can working with other departments
improve/ be made more efficient? Are there any challenges
in overlapping processes with other departments?
 #4

Interview Questions For Anita

General Overview
What? Describe what a typical work day looks like, what
processes and tasks are done on a daily basis
How? Describe how different departments interact with
each other.

Section on Disruption and Change

What do you think are the pros and cons of the installation
of the new system?
Which of the operations should face minimal disruptions?
Why?
What is the ideal duration of disruptions that the company
can realistically tolerate? (i.e., how many hours, days, etc.)
 #4

Interview Questions For Anita

Sentiments
How do you feel about installing a new system?
In your opinion, do you think this will have a positive impact
on the employees and their enthusiasm to work?
What major concerns do you have with installing a new IT
system?
 #5
&
#6
Written Summary
SYSTEM MUST BE EASY TO IMPLEMENT AND FOLLOW
Digital transformation takes time for everyone to grow accustomed
to. Furthermore, employees need the solution fast given the influx
of customers and workload, but not at the expense of quality.

EMPLOYEES MUST UNDERGO PILOT TESTING DURING

OFF-HOURS
This activity will serve as the pre-testing phase for employees to
gain on-hands experience and for us to determine which areas can
be improved in the succeeding trials for easier transactions. Hence,
an agile method will be recommended course of action.
 #5
&
#6
Written Summary
OVERLAPS OF BUSINESS FUNCTIONS

Storing, retrieving, and

A updating patient records

As such, the information

system must be one that

D would make data available

across these three

B C departments and have a

built-in feature that makes
real-time updates of
inputted data in the system.
 #5
&
#6
Written Summary
CONCERN ON THE SECURITY AND CONFIDENTIALITY
OF PATIENT RECORDS
There is a potential risk of patient record leakage since all data will
be stored in one system. If a person with ill intent were to gain
unauthorized access, s/he can therefore take control of the
information within the system. Hence, the new system must be
secure 24/7 to prevent such events from happening.
 #7

Questionnaire
CONSENT FORM

For New Century

DEMOGRAPHICS
Patients

EVALUATION ON THE CURRENT

SCHEDULING PROCEDURES

EVALUATION ON THE CURRENT

INSURANCE PROCEDURES

END OF SURVEY
 #7

Sample Questionnaire
 #7

Sample Questionnaire
 #7

Sample Questionnaire

Note: Sections B and C will have the same set of questions, but different procedure wherein C will focus on insurance.
 #7

SAMPLING
STRATIFIED
YOUTH PATIENTS CORE PATIENTS
RANDOM SAMPLING
must 18-24 yrs old must 25-34 yrs old
Due to the large and increasing
consumer base, it is important to 50 respondents 50 respondents
collect data from different age
groups that require medical care
and attention. The patient MATURE PATIENTS OLDER PATIENTS
records will serve as the list of
possible respondents. Random must 35-44 yrs old must 45 yrs old & above
and equal selection aims to
50 respondents 50 respondents
reduce biases and skewed
results.
 -END OF PRESENTATION-

THANK YOU FOR LISTENING!

BY: GROUP 4