Z556 Systems Analysis & Design Session 9 ILS Z556 1.

Z556 Systems Analysis & DesignSession 9

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Team Process Presentation on November 20

• 15 minutes• Present your teamwork process, not the findings about the

project• Use artifacts• Everyone should be involved in the presentation

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Feedback Meeting (Block, 2011)

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Be honest & authentic

Consolidated Models

• Show where the breakdowns and bottlenecks are

• Elevate what would otherwise be a bunch of anecdotes to reveal systemic problems

• Give the IT dept. a way to talk back to the business about prioritization decisions

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Consolidating Sequence Models

• Show the common structure of a task across a customer population

• Use the flow model to identify the important tasks

• Only consolidate tasks that the system will support, that you will redesign, or that you need to understand in detail

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Example of Consolidated Sequence Model

• Prepare study guide for class/make lecture notes available to students

Activity Intent Abstracted Steps Breakdowns

Create study guide

Create additional materials based on course lecture to help students prepare for assignments

Finding digital versions of images that match the text book imagesList image #s (DIDO #s or textbook #s) to be reviewedList terms necessary

Share lecture/ study guide

Share lecture Upload lecture to OncourseSchedule office hours to review lecture

20 MB per PPT lecture requirement in Oncourse which either suggest faculty to break up lectures or to meet size requirements

Share study guide with students

Upload study guide to Oncourse

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Consolidating Flow Models

• Step 1: generate complete list of responsibilities for each individual

• Step 2: examine each responsibility • Step 3: recognize when different people

play the same roles• Step 4: how roles map to individuals• Step 5: consolidate the artifacts and

communications between people

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Consolidated Flow Model: Consider Roles First

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Head chef- Keep track of what’s in the kitchen- Provide oversight & instruct other cooks as necessary- Make sure cooks are working together- Communicate exact needs to shopper- Decide on desired meals for special event with event planner- Find out what’s needed to restock inventory

Cook- Negotiate meals and who will make them with other cooks- Coordinate with head chef on use of kitchen- Make sure ingredients for planned meal are available- Coordinate with head chef on how to make meal

Shopper

- Find out from head chef what to buy and when to go- Make on-the-spot decisions about substitutions- Bring accounting of expense to fund manager

Event planner

Funds manager

Consolidated Flow Model: Add Artifacts & Interactions

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Head chef- Keep track of what’s in the kitchen- Provide oversight & instruct other cooks as necessary- Make sure cooks are working together- Communicate exact needs to shopper- Decide on desired meals for special event with event planner- Find out what’s needed to restock inventory

Cook- Negotiate meals and who will make them with other cooks- Coordinate with head chef on use of kitchen- Make sure ingredients for planned meal are available- Coordinate with head chef on how to make meal

Shopper

- Find out from head chef what to buy and when to go- Make on-the-spot decisions about substitutions- Bring accounting of expense to fund manager

Event planner

list of ingredients Manage cooks

Funds manager

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Consolidating Artifact Models

• Individual models show the structure and usage of the things people create and use

• Consolidated artifact models shows common organizing themes and concepts that people use to pattern their work

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Consolidated Artifact Model

• How it chunks• Use the structure of the artifact to

guide the structure of the system• Maintain the distinctions that matter

to users• What it looks like

• Determine the intent of the presentation details

• Mimic the intent of presentation details, not the details themselves

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Consolidated Physical Model

• The reality check• Don’t depend on what’s not there• Account for movement and multiple

locations• Take advantage of what is there IL

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Consolidated Physical Model

• Pitfalls• Not taking the physical environment

seriously• E.g., if people don’t have printers by their desks,

don’t build a system that requires frequent trips to the printer

• E.g., If your users walk around all the time, don’t try to tie them to a desk by giving them a product that only runs on a desktop

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Consolidated Cultural Model

• Indicates a direction for the design• Shows within that direction what

constraints have to be accounted for• Managers need to monitor and manage

the values of an organization• Make sure the changes you introduce

will cause someone in the customer population to take notice (get buy-in)

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Consolidation

• The affinity diagram:• Data from individual users to groups

• Consolidation helps us understand intent, strategy, structure, concepts, and mind-sets to support customers IL

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Comparing Various Consulting Models (Schwen, 1995)

• Product consulting• Prescription consulting• Collaborative (Process) consulting

• ~= Block’s Flawless consulting ILS

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Dealing with Resistance (Block, Chapter 9)• Step 1: Pick up the cues• Step 2: Name the resistance• Step 3: Be quiet, let the client respond

• Consulting with a stone (p. 157)• Don’t take it personally

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Feedback Session (Block Ch 14, p. 223)

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User Language That Is

Avoid Language That Is

Descriptive Judgmental

Focused Global

Specific Stereotyped

Brief Lengthy

Simple Complicated

Feedback Session (Block Ch 14)• Consultant as witness • Consultant as judge

• Consultant as jury• Consultant as

prosecutor• Consultant as

defendant

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A Structure of a Feedback Meeting (Block, p. 229, 2nd ed.)• Problem statement• Why the problem exists• What happens if the problem is not fixed

• In the short term• In the long term

• Recommended solutions• Expected benefits

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Affinity Diagram

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The Affinity Diagram (see Chapter 8 in HWW)

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The Affinity Diagram

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Problem Label

Labels

Sub-problem

Sub-problem Sub-problem

data data

data

Contextual Design for Invention

• Get diverse perspectives• Inquiry into the consolidated work models• Brainstorms new work practice• Develop multiple solutions IL

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Using Models for Design

• Synthesize across the models• Discuss the models and possible metaphors in

the team, which leads to shared understanding and perspectives

• Data consolidated models design

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Goals of Work Redesign

• To look across the different models and see a unified picture of work practice

• To use multiple perspectives to reveal the issues• To use multiple possibilities to drive the

invention of a creative design solution

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Goals of Work Redesign

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Affinity Model Exercise

• Goal: Build affinity model based on these cards

• Each team will fill out 20 index cards (interpretation notes) + 5 color index cards (category notes)

• Write down “data (e.g., The principle includes a personal note on each printed e-mail that he sends to the teacher)” related to issues from either interviews or observations on the 20 index cards

• Chunk these 20 cards into some categories• Use the color index cards to label these categories

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Affinity Notes

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Affinity Diagram

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