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GCE MAY 2007 : (A2 7) Investigating Systems

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Centre Number 71 Candidate Number ADVANCED General Certi cate of Education 2007 Applied Information and Communication Technology A6J11 Assessment Unit A2 7 assessing Unit 7: Investigating Systems [A6J11] TUESDAY 22 MAY, MORNING 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. INFORMATION FOR CANDIDATES 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. For Examiner s use only Question Marks Marks available You are advised to take account of the marks for each part question in allocating the available examination time. A6J1S7 3731 5 14 10 5 8 16 18 4 10 5 5 Total ADVICE TO CANDIDATES 1 2 3 4 5 6 7 8 9 10 11 100 Remark 1 John Davis has decided to get help from SMART SOLUTIONS, a Computer Consultancy company. The senior systems analyst Sarah Brown has identi ed the reasons why John should consider the development of a new computer system for LUNCH EXPRESS. In the table below, identify with a tick (!) ve valid reasons for developing a computer based solution to resolve the problems at LUNCH EXPRESS. REASON FOR DEVELOPING A NEW SYSTEM Lunch Express has employed the consultants Smart Solutions Lunch Express needs to become more competitive Heavy traf c at lunch time delays orders The order processing system is not reliable Secretary is getting married Lunch Express has employed more staff Customers are not happy Lunch Express has changed their menus Lunch Express staff want a salary increase Payment for orders is not always recorded Lunch Express now owns six delivery vans Need to improve procedures for handling money [5] A6J1S7 3731 2 Examiner Only Marks Remark 2 In conducting the systems investigation at LUNCH EXPRESS Sarah Brown intends to use a range of fact nding techniques. Examiner Only Marks Remark Complete the table below, specifying the fact nding technique Sarah would use to obtain the information described and identifying where it should be obtained. Write your answer in the spaces provided FACT FINDING TECHNIQUE Questionnaires INFORMATION OBTAINED FROM Lunch Express Order Forms are dif cult to complete Customers Strategic nancial implications regarding expansion at Lunch Express Number of telephone orders each day Menus are very suitable Personnel information Personnel records Customers argue about payment It takes 30 minutes to pack one delivery van Lunch Express premises Supplier details There are Lunch Express order forms on the oor behind the till in the restaurant [14] A6J1S7 3731 3 [Turn over 3 Sarah is in the process of deciding which methodology to use in the development process at Lunch Express. She has identi ed some phases and characteristics of each. In the table below, identify with a tick (!) which of the characteristics listed refers to SSADM and which to the DSDM model. Note that each characteristic may only be present in one methodology. CHARACTERISTIC SSADM DSDM Has a top down approach Used for businesses that need working systems in a short space of time Large systems can be broken down for incremental delivery Covers most of the system life cycle from feasibility to study through to design Functional Model Iteration Uses Data Flow Modelling Investigation of the Current Environment Highly suited to business applications Business System Options De nition of requirements [10] A6J1S7 3731 4 Examiner Only Marks Remark 4 Sarah has also considered the possibility of using PROTOTYPING to help her at LUNCH EXPRESS: Examiner Only Marks Remark (a) Identify three bene ts of using Prototyping in the systems development process at LUNCH EXPRESS. (i) Bene t 1 [1] (ii) Bene t 2 [1] (iii) Bene t 3 [1] (b) Identify two speci c bene ts of Prototyping for the Users of the new system at Lunch Express. (i) User bene t 1 [1] (ii) User bene t 2 [1] A6J1S7 3731 5 [Turn over 5 Sarah has identi ed a range of problems associated with the procedures in place at Lunch Express. Give two clear reasons why each of the following is a problem for LUNCH EXPRESS. Write your answer in the space provided. PROBLEM WHY THIS IS A PROBLEM 1. Customers just give brief details of requirements to the delivery men 2. 1. When payment for orders is sent to Lunch Express, the total does not 2. always match the value of the orders 1. Orders are sometimes received after 4.30 2. Orders are sorted by delivery area 1. 2. [8] A6J1S7 3731 6 Examiner Only Marks Remark 6 Sarah has asked one of her trainee systems analysts to start drawing a full set of data ow diagrams that represents the existing system at Lunch Express. Sarah wants to let the trainee compare his results with her own correct version. Examiner Only Marks Remark Sarah has asked the trainee to give three reasons why he should draw a Context diagram for the existing system. (a) Identify three reasons he is likely to give. (i) Reason 1 [1] (ii) Reason 2 [1] (iii) Reason 3 [1] A6J1S7 3731 7 [Turn over (b) When Sarah goes to review the diagrams, she discovers that the trainee has not drawn a context diagram but has started off with the level-1 diagram. Identify three problems likely to arise as a result. (i) Problem 1 [1] (ii) Problem 2 [1] (iii) Problem 3 [1] A6J1S7 3731 8 Examiner Only Marks Remark (c) Sarah has given her trainee analyst part of the correct level-1 diagram to complete to ensure his understanding. Complete the following partial data ow diagram: M1 M2 (i) stock (ii) M3 (iii) (iv) payment details M4 payment M5 (vii) business lunch order details (viii) 4 manage business orders " d organisations (ix) (x) (vi) (v) Examiner Only (i) (ii) [1] (v) [1] (vi) [1] (vii) [1] (viii) [1] (ix) [1] (x) Remark [1] (iv) Marks [1] (iii) A6J11S7 [1] [1] 3731 9 [Turn over 7 Sarah is keen to use Project Management techniques to ensure ef ciency throughout the development process. She has decided to develop a questionnaire to distribute to the customers of Lunch Express to nd out their opinions on the current system in place at Lunch Express. She has identi ed the following activities associated with the development and analysis of the customer questionnaire. A Meeting with Lunch Express management DURATION (DAYS) 1 B Design questionnaire A 5 C Research styles for presenting questionnaire A 2 D Agree with management B,C 1 E Print questionnaire D 2 F Circulate questionnaire D 3 G Collect questionnaire F 2 H Record results F 3 I Analyse results H 2 J Write management report I 1 K Distribute draft report J 1 L Gather feedback J 2 M Finalise report L 1 N Distribute M 1 O Meeting with Lunch Express management N 1 Activity ACTIVITY PREDECESSOR A B C D E F G H I J K L M N O 12 A6J1S7 3731 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 Days 10 (a) Complete the GANTT chart using the information provided. [11] Examiner Only Marks (b) How long will it take to complete this project? Remark [1] (c) Give one reason why a GANTT chart is suitable in this case. [1] (d) Sarah wishes to use Project Management Techniques to manage the entire systems development project. She has to explain to John why it is necessary to use a different technique for this task. (i) Give one reason why the use of a GANTT chart might not be appropriate for this task. [1] (ii) Identify one other technique that Sarah could use to manage this entire systems development process. [1] (iii) Identify three characteristics of this technique that make it suitable for use in this case. [1] [1] [1] A6J1S7 3731 11 11 [Turn over 8 Lunch Express is likely to bene t from the possibility of providing an on-line ordering service to its customers. Sarah is keen to ensure that the on-line interface is easy to use and includes all necessary elds. In the table below, identify with a tick (!) which four of the following items a customer wishing to place an on-line order must complete. Examiner Only Marks No. of Dependants Order Number Customer Name Order Details Pin Number Delivery Address Sex Driving Licence No. Contact Telephone No. 9 [4] John needs to know how well the business is doing and frequently asks the secretary to prepare monthly summary reports relating to speci c types of bookings. This is very time consuming for the secretary as all orders have to be checked and the necessary calculations carried out. A section of the Buffet Booking report for May is shown below: Buffet Bookings May 2007 Customer Number 0034 Customer Name Fred James Order Date Order No. 01/05/2007 06/05/2007 12/05/2007 29/05/2007 20091 20445 20551 20889 0099 Jill Graham 01/05/2007 10/05/2007 12/05/2007 15/05/2007 30/05/2007 20092 20332 20552 20167 20894 0112 Brian Colhoun 02/05/2007 19/05/2007 20100 20200 Monthly Total: A6J1S7 3731 12 Order Value 256.50 130.00 170.50 320.00 877.00 80.00 110.50 120.50 175.00 130.50 616.50 550.00 250.00 800.00 2293.50 Remark The proposed database structure for a new system is shown below. Examiner Only Marks places CUSTOMER Remark ORDER consists of ITEM appear in ORDER ITEM (i) The data necessary to produce the report can be found in the following tables. Identify with a tick (!) which elds could come from each table. N.B. It is possible to have a tick in more than one table. CUSTOMER ORDER ORDER ITEM Customer Number Customer Name Order Date Order Number Order Value [5] (ii) Explain how a value could be produced for monthly total . [2] (iii) Would this value be stored in the database? [1] (iv) Give a reason for your answer. [1] A6J1S7 3731 13 [Turn over Sarah has told John that in order to produce this report from a database system, all Buffet Bookings will have to be clearly identi ed within the system. They have decided to add a yes/no eld to the structure to identify whether or not a buffet service is being provided. (v) Which table should this eld be added to? [1] A6J1S7 3731 14 Examiner Only Marks Remark 10 As part of the test plan for the new system, possible test activities have been identi ed. Identify with a tick (!) ve further areas which these activities could test. Some activities are designed to test more than one area of the new system. AREA TO BE TESTED TEST HARDWARE SOFTWARE DATA DESCRIPTION The secretary has been asked to add customer details ! ! to the new system using the user guide. John uses the technical guide to install a new printer and then prints a report showing Sales for May. Sarah modi es details relating to a Ham and Cheese Sandwich ! she tries to enter a price of 150. Sarah looks at the manual report produced for sales in May and compares this to one produced from the database. DOCUMENTATION ! Examiner Only Marks Remark [5] A6J1S7 3731 15 [Turn over 11 Sarah is using the systems development process at Lunch Express to help the trainee analysts at SMART SOLUTIONS examine all aspects of the analysis and design process. She has asked them to identify some contents of documentation associated with the development cycle. Complete the following table. DOCUMENTATION CONTENT 1 CONTENT 2 Feasibility Report Terms of reference System Speci cation Technical Guide User Guide Backup procedures Logon procedures [5] THIS IS THE END OF THE QUESTION PAPER A6J1S7 3731 16 Examiner Only Marks Remark S 4/07 7-189-1 [Turn over ADVANCED General Certi cate of Education 2007 Assessment Unit A2 7 assessing Unit 7: Investigating Systems [A6J11] TUESDAY 22 MAY, MORNING You must use this clean copy of the Case Study in the examination and not your own annotated copy. A6J1S7 3731.02 CSI A6J11 Applied Information and Communication Technology Case Study 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 of ces 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 ef cient and between the hours of 11.30am and 2.30pm 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 nd suitable premises outside the city which he would t out with state of the art kitchens and of ce facilities. This whole process took him almost a year and resulted in the opening of LUNCH EXPRESS ve 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 of ce 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 ever growing demands of the business, John now employs an additional ve A6J1S7 3731.02 CSI 2 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 A6J1S7 3731.02 CSI 3 [Turn over orders is left out. When the delivery men bring any orders not recorded on an order form into the of ce, the secretary will ll out an order form on behalf of the customer. This is again time consuming and not always accurate. When orders come in to the of ce, 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 lled rst. 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 suf cient supplies to ful l the orders and on occasions he has run out of llings 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 rm. A6J1S7 3731.02 S 4/07 7-189-2 CSI 4 [Turn over

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Additional Info : Gce Applied ICT May 2007 Assessment Unit A2 7 - Investigating Systems
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