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GCE JAN 2008 : (A2 7) Investigating Systems

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Centre Number 71 Candidate Number ADVANCED General Certificate of Education January 2008 Applied Information and Communication Technology Assessment Unit A2 7 A6J11 assessing Unit 7: Investigating Systems [A6J11] MONDAY 14 JANUARY, AFTERNOON TIME 2 hours. INSTRUCTIONS TO CANDIDATES Write your Centre Number and Candidate Number in the spaces provided at the top of this page. Answer all eleven questions. For Examiner s use only Marks Question available ADVICE TO CANDIDATES You are advised to take account of the marks for each part question in allocating the available examination time. A6J1W8 3873 2 13 3 5 4 5 5 13 6 14 7 12 10 9 12 10 6 11 4 Total The total mark for this paper is 100. Quality of written communication will be assessed in all questions. Figures in brackets printed down the right-hand side of pages indicate the marks awarded to each question or part question. This paper is accompanied by a Case Study. You must not use your own annotated copy of this Case Study. 6 8 INFORMATION FOR CANDIDATES 1 100 Marks Remark 1 Sarah Brown, the senior systems analyst, has decided to conduct some background research into the current situation at Lunch Express. In order to do this she will use some fact finding techniques. Examiner Only Marks Remark The following statements about fact finding are either true or false. Complete the table below by writing TRUE or FALSE in the spaces provided. Observation is a time-consuming activity. Document research provides a lot of background information which the analyst has to read through but may nd boring. Interviewing is very useful because it helps the analyst make new friends. Questionnaires are very easy to create. Questionnaires are best used when you want to get information from a large number of people. Most analysis situations require a combination of several fact- nding techniques to be used. [6] A6J1W8 3873 2 [Turn over 2 At each stage of the system lifecycle, items of documentation are produced. Examiner Only Marks Remark (a) Identify the item(s) of documentation produced during each of the phases shown in the table below by placing a tick ( ) in the appropriate box. Item(s) of documentation Lifecycle phase Analysis Design Implementation System specification Terms of reference Test plan Feasibility study Algorithm Training guide Data models Problem definition [8] The investigation of the current system and development of the new system will involve a project team being set up. John Davis has identified those people he thinks will be involved. (b) Complete the table below, by placing a tick ( ) in the appropriate box, to show all the people who should be involved in each activity. People involved Activity John Davis Analyst Secretary Van drivers Programmer Fact finding Design Program testing Coding Backup [5] A6J1W8 3873 3 [Turn over 3 A junior analyst called Chris Smith has recently joined SMART SOLUTIONS and he is helping Sarah with the project at Lunch Express. Examiner Only Marks Remark (a) Identify with a tick ( ) which three skills shown below are most important for Chris in his current role at Lunch Express? Project management Communication Sandwich making Problem solving Accountancy Java programming Speaking French [3] Sarah has looked at some of the initial investigation data that Chris has gathered and she is concerned that he has spent most of his time talking to John Davis. (b) Give two reasons why this should be of concern to Sarah. Reason 1 __________________________________________________________ __________________________________________________________ _______________________________________________________ [1] Reason 2 __________________________________________________________ __________________________________________________________ _______________________________________________________ [1] A6J1W8 3873 4 [Turn over 4 Sarah advises Chris on how to progress the investigation activities and together they produce a feasibility study which puts forward several possible options for Lunch Express. Examiner Only Marks Remark (a) For each of the options listed below, give one advantage and one disadvantage. Option 1 Buy an off-the-shelf package. Advantage __________________________________________________________ __________________________________________________________ __________________________________________________________ _______________________________________________________ [1] Disadvantage __________________________________________________________ __________________________________________________________ __________________________________________________________ _______________________________________________________ [1] Option 2 Develop a custom-built application. Advantage __________________________________________________________ __________________________________________________________ __________________________________________________________ _______________________________________________________ [1] Disadvantage __________________________________________________________ __________________________________________________________ __________________________________________________________ _______________________________________________________ [1] (b) Who should make the decision concerning which option to use? _______________________________________________________ [1] A6J1W8 3873 5 [Turn over 5 (a) Complete the table below by placing a tick ( ) beside the element(s) you would expect to see in a context diagram and in a level 1 diagram. Context Level-1 Examiner Only Marks Remark Neither One main process Processes numbered 1.1, 1.2, 1.3 Files Processes numbered 1.11, 1.12, 1.13 External data flows Entities [8] (b) Complete the following statements in the space provided. An entity is __________________________________________________________ __________________________________________________________ _______________________________________________________ [1] An entity is identified by the entity name and __________________________________________________________ __________________________________________________________ _______________________________________________________ [1] A process is __________________________________________________________ __________________________________________________________ _______________________________________________________ [1] A6J1W8 3873 6 [Turn over A process is identified by Examiner Only Marks Remark __________________________________________________________ __________________________________________________________ _______________________________________________________ [1] and __________________________________________________________ __________________________________________________________ _______________________________________________________ [1] A6J1W8 3873 7 [Turn over 6 Sarah Brown has decided to employ project management techniques. She has identified the tasks to be completed and has drawn a network diagram showing the order and duration of activities for project implementation. Design Database 0 0 6 days 6 6 Build Tables 2 days 6 6 Enter Test Data 8 8 9 9 13 9 4 days Develop User Interface 13 14 1 day 13 14 13 Compile Technical Documentation 13 15 2 days 17 19 System Testing 13 14 16 1 day 17 Write User Guide 14 END 15 14 1 day Remark Create Outputs 9 8 1 day 8 Examiner Only Marks 15 19 19 19 19 0 Acceptance Testing Train Users 2 days 15 17 15 2 days 17 19 17 19 17 (a) Using the network diagram shown above, complete the predecessor column in the table below. Activity Description Predecessor Duration (days) A Design Database 6 B Build Tables 2 C Enter Test Data 1 D Create Outputs 4 E Develop User Interface 1 F System Testing 1 G Compile Technical Documentation 2 H Write User Guide 1 I Train Users 2 J Acceptance Testing 2 [10] A6J1W8 3873 8 [Turn over (b) Float is an element which can be clearly identified on a network diagram explain what causes float to occur. Examiner Only Marks Remark __________________________________________________________ __________________________________________________________ _______________________________________________________ [1] (c) Identify one activity in the above project in which float occurs. __________________________________________________________ __________________________________________________________ _______________________________________________________ [1] (d) Which activities in this project are on the critical path? __________________________________________________________ __________________________________________________________ __________________________________________________________ _______________________________________________________ [2] A6J1W8 3873 9 [Turn over 7 When Sarah was designing the database, she decided that in order to deal with the processing of buffet orders, Lunch Express needs to keep track of payments. She has decided to include a PAYMENT table in the database. Examiner Only Marks Remark (a) Identify with a tick ( ) which four of the following data items should be stored in the PAYMENT table. Date Amount Product Payment method Price Order date Customer number [4] (b) A key is needed to uniquely identify records within the PAYMENT table suggest an additional field that could be used for this purpose. _______________________________________________________ [1] (c) John Davis has decided to offer a discount of 5% on orders where total order value is greater than 200. Identify with a tick ( ) which one of the following would be the best way of achieving this. Option 1 Add an IF statement to the invoice report. Option 2 Add an IF statement to the ORDER table. Option 3 Ask the secretary to calculate the discount and type it in on screen. [1] A6J1W8 3873 10 [Turn over As part of the detailed investigation, Sarah has started to create a document which summarises output requirements. The tables needed to produce each of these outputs are shown on the proposed database structure below. CUSTOMER makes Examiner Only Marks Remark ORDER places consists of PAYMENT ORDER ITEM provides SUPPLIER STOCK appear in (d) Complete the table below by including the missing tables. Output Process Table(s) Supplier order Compare stock level to re-order level and send order to supplier. 1. 2. Invoice Calculate amount due from customer based on price * quantity. 1. 2. ORDER 3. ORDER ITEM 4. Price list List of all products arranged within categories. 1. Receipt Confirms that money has been received from an existing customer. 1. PAYMENT 2. [6] A6J1W8 3873 11 [Turn over 8 John Davis expects that there will be problems following implementation of the new system. A close friend, who has recently computerised his business, has advised John to ensure that a comprehensive technical guide is produced. As part of the technical guide, a data dictionary is currently being created by the analysts. Examiner Only Marks Remark (a) Give two reasons for creating a data dictionary. (i) Reason 1 ______________________________________________________ ______________________________________________________ ____________________________________________________ [1] (ii) Reason 2 ______________________________________________________ ______________________________________________________ ____________________________________________________ [1] (b) Complete the following section of the data dictionary, relating to the STOCK table. Field Name Data Type/Size Text, 7 Comments Sample Data Key Field for STOCK table. ST-1234 Description Brief description of stock item. Tuna Flakes Re-order level The level at which stock should 15 be replenished will be used for stock control calculations. Quantity in stock Must always be a whole number less than 100. Supplier code Foreign key here links to SUPPLIER table. FT45 [6] A6J1W8 3873 12 [Turn over (c) Suggest two other sections that should be included in the technical guide. Examiner Only Marks Remark (i) ____________________________________________________ [1] (ii) ____________________________________________________ [1] A6J1W8 3873 13 [Turn over 9 A test plan is needed to test data within the new system. The structure of the ORDER table is shown below. Field Data Type Description Examiner Only Marks Remark Required Order No. Number A number greater than 1000. Primary key. Yes Date Date/Time A valid date orders taken up to 30 days in advance of today s date. Yes Customer No. Text, 4 Customer must already exist within CUSTOMER table. Yes Delivery Yes/No Is order for collection or delivery? No (a) The table below shows orders which have been rejected by the new system. Complete the table by giving a reason for the rejection of each order. Order No. Date Customer Delivery No. 1001 22/01/2008 Yes 1009 02/01/2008 1234 No 1008 31/01/2008 AB98 1001 30/01/2008 AB25 Reason for rejection Yes [4] A6J1W8 3873 14 [Turn over (b) Several types of tests will be conducted on the new system. Allocate each of the following tests to the appropriate testing type. Examiner Only Marks Remark Testing Type Test to be conducted Program Testing System Testing Acceptance Testing Check full integration of all parts of new system. Check calculations. Check user manual is accurate. Check that all reports contain correct fields. Check that all hardware is correctly installed. Check accuracy of outputs. [6] (c) (i) Who should be responsible for carrying out system testing? ____________________________________________________ [1] (ii) Who should be responsible for carrying out acceptance testing? ____________________________________________________ [1] A6J1W8 3873 15 [Turn over 10 The method by which a new system is introduced is very important. Examiner Only Marks Remark (a) List three possible methods of system changeover. Method 1: _______________________________________________________ [1] Method 2: _______________________________________________________ [1] Method 3: _______________________________________________________ [1] John Davis has stressed to the analysts that he cannot afford to lose any customers while converting to the new system. He would like to introduce the complete new system during August which is generally a quieter time for the business. He has already spoken to members of staff to see whether or not they would be willing to work overtime during this period. (b) Which changeover method do you think Lunch Express should use? _______________________________________________________ [1] (c) (i) Give one advantage of this method: ______________________________________________________ ______________________________________________________ ____________________________________________________ [1] (ii) Give one disadvantage of this method: ______________________________________________________ ______________________________________________________ ____________________________________________________ [1] A6J1W8 3873 16 [Turn over 11 As John Davis has mentioned before, he is concerned about potential teething problems when the new system goes live. Following discussions with the consultants, he has drawn up the following options. Examiner Only Marks Remark For each option, give one advantage and one disadvantage for Lunch Express. Support Option: Advantage Disadvantage Employ a technician with sole responsibility for maintenance of the system. Arrange a support contract with the software development company. [4] THIS IS THE END OF THE QUESTION PAPER A6J1W8 3873 17 [Turn over A6J1W6 A6J1W8 3873 18 [Turn over A6J1W8 3873 19 [Turn over S 6/07 302-040-1 9 Applied Information and Communication Technology Case Study Assessment Unit A2 7 assessing A6J11CSI ADVANCED General Certificate of Education January 2008 Unit 7: Investigating Systems [A6J11] MONDAY 14 JANUARY, AFTERNOON You must use this clean copy of the Case Study in the examination and not your own annotated copy. A6J1W8 3873.02 CSI LUNCH EXPRESS LUNCH EXPRESS is a small company with big prospects. It is the brainchild of John Davis, owner of a popular restaurant in Belfast City Centre. While managing his restaurant John began to see an opportunity for a different type of lunch time service for customers. He realised that there were customers who liked to come in and sit down to eat at lunchtime and those who came to the restaurant to buy lunch to take away. The sit down customers were generally not daily customers and clearly had lots of time to have leisurely lunches. John recognised that the take away customers were fairly regular daily customers and although a good source of business for the restaurant, they inevitably presented a huge drain on staff resources causing some of the sit down customers to complain about poor service. The take away customers tended to come from shops and offices as well as local educational establishments. John noticed that these customers were always in a hurry, looking at their watches and trying to see how many people were in the queue in front of them. He also noted that the whole procedure involved in processing the take away customer orders was very rushed, not very efficient and between the hours of 11.30 am and 2.30 pm everyone was under extreme pressure. John realised that there might be an opportunity to satisfy both his sit down customers and his take away customers. After considering the situation very carefully, he had a solution in mind and took some advice from business colleagues. He also liaised with relevant agencies able to advise on the development of his business plan as well as sources of funding. John s idea was to set up an order and delivery service which would cater for the same type of take away customer he had observed in his restaurant. By doing this he would protect the sit down aspect of his business while at the same time developing a new streamlined service for customers that he already knew as well as for others that would want to use the service. He decided to find suitable premises outside the city which he would fit out with state of the art kitchens and office facilities. This whole process took him almost a year and resulted in the opening of LUNCH EXPRESS five years ago. The concept of ordering and delivering personalised lunches has proved to be extremely successful, much more so than even John expected. By marketing his idea to the customers he already had, John had a ready-made outlet for his idea. His take away customers were delighted to have their orders delivered for a small additional cost or to at least collect their lunches without wasting their valuable lunch break queuing and waiting for their order to be made up. Once the word got around, other people in a whole range of organisations wanted to use the service. When the company opened, John employed a manager to oversee the whole order, production and delivery process. He also employed seven catering assistants to make the orders and two van drivers to ferry the food around Belfast as well as a secretary to manage the office and to receive telephone orders, In the last year John has developed the business even further and now accepts business lunch buffet bookings. This means that an organisation can buy in a ready made lunch for groups of people who may be attending meetings, training days or talks and lectures. It is an easy and quick solution for any organisation and is a lot cheaper than providing a sit down meal. In order to cope with the very growing demands of the business, John now employs an additional five A6J1W8 3873.02 CSI 2 [Turn over catering assistants, another secretary and has increased his driving staff and eet of vans to six in total. LUNCH EXPRESS provides a comprehensive menu for both individuals and groups. Customers can choose from hot or cold menus that include soups, sausage rolls, vol-au-vents, quiches, kebabs, sandwiches (which may be toasted) and rolls of all varieties, lled bagels, pitta breads and a range of salads. The choice of llings and spreads is comprehensive and John always responds to new ideas whenever possible in order to satisfy all demands. Although all aspects of the business are expanding, John s administrative procedures are causing problems. The way orders, pricing and billing worked when he started the business was ne but John recognises that this is no longer the case and problems are arising in all sorts of areas which will affect the success of the business if they are not addressed soon. Orders can be made by individual customers through the restaurant, by telephone or through the van driver. Telephone orders must be received no later than 11am each day. Customers are supposed to use the LUNCH EXPRESS ORDER FORM which they ll in and leave in to the restaurant at least one day in advance of the required order. They can pay at the restaurant or wait and pay the delivery man when their order is delivered. If a customer wishes to pay, the order is priced using the LUNCH EXPRESS PRICE LIST and the order form is marked PAID otherwise it is priced and marked TO PAY . The orders are stacked beside the till and a delivery man collects them at around 4.30 in the afternoon so that they are ready for processing rst thing in the morning. Payments for PAID orders are supposed to be kept separately and sent to LUNCH EXPRESS with the order forms at the same time. When the orders are received at LUNCH EXPRESS, the secretary must check that the total amount of money matches the total value of the orders marked PAID . Unfortunately this is not always the case since mistakes are frequently made because the staff at the restaurant are so busy. Orders received later than 4.30 have to wait until the next time a delivery man is in the area the next morning to collect them. If a member of staff in the restaurant remembers in the morning they will ring and ask for a delivery man to collect additional orders or if they are not too busy, they will ring them through to LUNCH EXPRESS. This can be very time consuming and on several occasions these orders have been overlooked and customers have been very annoyed. Orders can also be telephoned into the of ce by the customer. When a telephone order is received, the secretary notes the required items on a telephone order form which is really the same as the ordinary order form but is titled TELEPHONE ORDER FORM on behalf of the customer. The order is priced using the LUNCH EXPRESS PRICE LIST and the order is again marked PAID if the customer uses a credit card or TO PAY with the amount recorded. Unfortunately sometimes the restaurant staff, delivery men and even the secretary receiving the order forget to mark the order as PAID and there have been a few unpleasant instances that are not good for business. Sometimes a customer insists that the order has already been paid although nothing has been written on the order form. John obviously prefers customers to pay in advance since this method guarantees payment. The delivery men also accept future orders from customers when delivering lled orders. Customers are supposed to complete an order form to give to the delivery man, but sometimes they just give brief details of their requirements. On many occasions important information about A6J1W8 3873.02 CSI 3 [Turn over orders is left out. When the delivery men bring any orders not recorded on an order form into the office, the secretary will fill out an order form on behalf of the customer. This is again time consuming and not always accurate. When orders come in to the office, whether on LUNCH EXPRESS ORDER FORMS, TELEPHONE ORDER FORMS, or from the delivery men, they are stacked in order of arrival so that the earliest order placed is filled first. Since the secretary only receives these orders in the late afternoon or early in the morning, there is quite a work load to get through. As the number of orders is increasing all the time, this process is becoming quite pressured. John has tried to streamline procedures at LUNCH EXPRESS. He decided that the orders should be sorted as far as possible so that similar orders were grouped together. His idea was to speed up the production process. This process again takes up a lot of time and has not really improved matters. When lunches are ready the order form is stapled to the brown bag that contains the lunch and these are sorted by delivery area. This sorting process is not done by postcode but by the drivers knowledge of the area. Sometimes this doesn t work out that well and lunches are placed in the wrong delivery batch. For the delivery men, collecting payment isn t straightforward either. Some customers say they have paid when they have not, others complain that the amount they have to pay is incorrect and since the order form does not carry a price list, the delivery men have to write CHECK on the order form. It is then returned to the secretary for recalculation and a further visit by the delivery man. Orders from organisations for business lunch buffets must be recorded on a separate BUSINESS LUNCH EXPRESS ORDER FORM. These must be received by LUNCH EXPRESS at least three days before the event so that all the required food items are in stock. The organisation is sent an invoice for the service and when payment is received a receipt is issued. Because of the increasing variety of choices on offer it is becoming impossible to batch orders. John also realises that he has no real idea of how he can make sure that he has sufficient supplies to fulfil the orders and on occasions he has run out of fillings or special types of bread because of demand. He has also introduced vegetarian and children s lunch menus to his range and is now struggling to stay on top of the whole business. John has considered the possibility of employing another secretary and investing in some proper computer resources that would speed up the procedures which are entirely manual. He would also like to have some way of accepting internet orders. John realises that he needs expert advice and has decided to employ the services of a consultancy firm. A6J1W8 3873.02 S 6/07 3873.02 A6J1S7 302-040-2 CSI [Turn over 4 [Turn over

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Additional Info : Gce Applied ICT January 2008 Assessment Unit A2 7 - Investigating Systems
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