Sixth Tip for COVID Days

Sixth Tip for COVID Days – Choosing an Information System, Writing a Requirements Analysis

In the previous videos, I explained the stages of:

Examining the existing information system in stages, and what the parameters are when making a decision that you are not fully satisfied with and want to examine alternatives.

In this video and the next video I will explain the process of choosing an information system.

• If you don’t have a system – then the case is simpler, only define what you want the system to do
• If you have a system – we would need to replace the existing system and in addition, provide solutions for the defects we discovered in the existing system

First, a requirements analysis document must be prepared. This is a document that describes the organization and clearly defines the content of the project. It explains what currently exists in the organization, in terms of work processes, information systems, and what we want.

What is the purpose of a requirements analysis?

To clearly define the content of the project, we want to convey the same message to each of the suppliers we contact, so that we can get a comparable cost estimate.

If we skip the step of writing a requirements analysis and simply meet with suppliers and explain to them in a conversation what we want, each conversation will lead to a slightly different place, and each supplier will understand something different.

This may result in a situation where we receive price offers for different contents of each system, and we will not be able to compare the price offers.

I recommend to firstly write a brief and concise requirements analysis. Later, after the selection of the system, a detailed analysis can be completed.

The important elements in a requirements analysis are:

• A description of the organization – what it does, the number of employees, the type of employees
• The project goal/goals – what are the main issues that you would like to solve/address in the new system
• What is the vision – even if it long-term
• The existing situation – existing systems, what is being done in them today, who works in the systems, defects in the existing situation – you can use the list of defects we prepared (Tip No. 2 of the COVID days videos, remember?)
• Which processes and issues you would like to manage – go over the main processes in the organization and document them
• Users of the desired system – who they are, in what language, whether they are office or field personnel
• Demarcation and boundaries for the system – which issues it should solve and which it should not
• Interfaces to other systems

In conclusion,
The first step of examining the replacement of an information system is writing a requirements analysis. Its purpose is to define the content and requirements of the system.

The process also generates agreement within the organization in regard to the goals, the scope, and the benefits that are required from the project.
In projects of this type, it is important to have management involvement and commitment.

Choosing a system is an important organizational decision that will accompany you for many years. Not only is the system you choose important, but also the selection process and the participation of management and employees.

Want to make a brief and concise system selection process? Contact us and we will do it together.