Systems Analysis and Design Week 3 Gathering System Requirements

Gathering System Requirements

Mel Floyd

CMGT/555

June 3, 2013

Dina Johnson-Cobb

There are many ways to gather information on the system requirements when trying to implement a new system.  Each method works better in different situations and for companies of different sizes.  The vet clinic is small with a small staff of nine, including the veterinarian.  To gather information, on what the users want and need, interviews with the staff and brainstorm sessions may be the best way.  Although a new time clock and payroll system is needed, which system to choose is the issue and how it will affect the daily routine.  Each method of recording the time sheet has their pros and cons along with software installed.

The first hurdle of these interviews is to move past the “But this is how we’ve always done it.”  People like routine even if it is not efficient or if they like to manipulate it.  The first discussion should focus on which method of clocking in would work the best in the clinic.  The least disruptive method would be best suited that way the staff can quickly clock in and out and immediately care for the animals in the hospital without wasting time.  The four methods of clocking to be examined are the pin code, biometric, card swipe, and the phone call.  Each system has an employee ID login to identify and sync up the login information, usually the last four digits of the social security.  For three of the methods, logging in would require two steps, and one has one step.

If the card swipe option is chosen then the cards that are used could serve as a dual purpose.  Currently employees do not wear nametags or ID cards.  For a larger company or one in a large city, this would detract from customer service, but the clinic is in a small town where everyone knows each other’s names.  But that could change if the swipe card is chosen because a picture ID could be printed on the front with the name of the employee to be worn on a lanyard or clipped to the front pocket.  This could increase customer service for those who are new to the clinic so they can easily know who they are talking to without needing to ask for names.

A workshop could take place with all of the staff and a representative of the company who supplies the time clock devices to demonstrate how each one is used.  There the staff can interact with what they would be using daily and test out which would fit the clinic the best.  Also which one would be the most durable with less connection issues.  If a card is lost then a replacement one will be needed, but while waiting for one the employee would have to go back to manually tracking time and the payroll person would need to adjust the data for the correct pay to be distributed.  This workshop ultimately would reveal what is needed in a time clock system and what isn’t.