Method refers to series of steps or procedures to accomplish something. While methodology, from the word itself, method which means series of steps and logy which means study, thus, it simply refers to the study or analysis of series of steps or procedures used by a discipline. It answers the questions what, why and how. What, refers to the things that are included in the study. Why, refers to the rationale of using those things and why the methods are done, and how which refers to the way the steps are done. Overall, method is only a part of methodology.
Friday, October 2, 2009
Thursday, October 1, 2009
Thanks...
Yes! We are done with our research project... but it doesn't end there... we still have other projects to accomplish... but still... I am thankful... Thanks to all!
Sunday, September 13, 2009
Is the RESEARCH work Good or Bad?
There are a lot of research papers that can be called “research work”, but not all research papers can be considered “good.” Same as the statement, many can write but not all are good writers that can write good articles. So, how do we know if a piece of research work is good or bad? When we buy a book or a magazine or anything that is read, we usually read first the title and then the summary that can be found usually at the front or back of the manuscript. A good title really catches our attention especially when it is related to our interest; likewise the summary. There are also cases that the manuscript’s title is eye catchy but when you read its content or summary, in a few paragraphs or even in a few sentences you start to dislike it and then you decide not to read the entire paper. There are also cases like after reading the manuscript, you don’t like to read it again, not anymore because you didn’t like the story, it was dreadful, it was boring, it was not good.
One of the criteria of a good research work is the title and how it is stated. A title that can catch people’s attention is really good since they will have the interest to read the entire paper. This kind of title can be considered as the research paper’s great asset.
A research paper is divided into sections. It was mentioned in one of the articles that I have read that important sections should be included while the other sections can be included as necessary. What are these important sections? These important sections are the usual sections that can be seen in a research paper (e.g. title, introduction, significance of the study, objectives, review of related literature, analytical framework/methodology, expected outputs, work plan, budget, results, discussion, conclusion and so on.) The sections should be organized based on the standard format to present information clearly and concisely. It is important to understand the difference among the sections and it is very important also to put information in the appropriate location. The information should be clean and well organized so that readers can understand what they are reading and what it is all about.
A research can also be considered as good if it is in the paper the researcher’s motivation for doing the research, the design and execution, and the meaning of the results, and if it is written in a style that is exceedingly clear. Paragraphs are coherent and well ordered; there is a logical paragraph transition, and a fully functional title, introduction and conclusion. All the questions raised in the paper are answered most importantly the problem. The originality of the work is also very important. However, if it is a replication of the previous study, it should be in a different setting or with a different population.
The research paper is well presented which refers to the way it is documented, written, or printed; the author uses American English words that are understandable. Figures are correctly gathered and calculated. It is also good if the author uses illustrations in the paper for clarity and since it is easier to comprehend. Presentation of the charts and data sheets in the paper is also good but it must be accompanied with each corresponding interpretations. Say for example, the author of the research paper conducted a survey and made a comparison among the data he gathered or between the previous data and the recent data. It needs mathematical equations and calculations. The readers were not there when the survey was conducted and so in order for the readers to really understand what the illustration is for, how the author come up with the illustration and what it is all about, its interpretation must be at the top of it or below of it. It is good to have reusability of the research work in which others can explore the unexpected and contradictory findings of the research and challenge them to continue the study and improve it more.
Based on the detailed research proposal format, a good research work addresses the current need of a particular group, people, country, or the environment and intends to solve the problem. The objective is adequate enough to address the stated problem, it is clear and as to what the proposal is to achieve and is attainable within the time frame and indicated resources. The review of literature is complete enough to cover related researches and activities conducted for the last ten years. The research is guided by analytical framework and that all variables to be measured and evaluated are included in the methodology. Related technology which is protected by any of the intellectual rights scheme like patent, trademark, copyright, etc is indicated. The activities are consistent with the objectives and expected outputs and leads to the attainment of the expected outputs. The budget is reasonable and appropriate, consistent with the proposed work plan, indicates counterpart funds if available.
When writing a research paper, the researcher should also consider the following: the audience, style and tone, should avoid plagiarism, and the organization of the ideas and information. It is the purpose of the researcher to inform the audience about the research and particular issues. Therefore, the researcher is recommended to know about the audience and their positions and can be included in the considerations in writing the paper.
There should have enough resources for the researcher to gather more information. In that way, he can have enough evidences and logical reasons that can support his research, its claims and can contribute substantively. It is also recommended that sources should be recent enough to be persuasive. And it should be based on at least some recent article-length sources. The Communications of the ACM (CACM), Institute of Electrical and Electronics Engineers (IEEE), latest IT news from www.idg.net, the science and/or technology sections in major newspapers from www.nytimes.com are just some of the possible sources. And in the paper, correct citations must be allowed. The documentation style should be accurately and consistently used and is appropriate to the discipline. The researcher can refer/consult to the following: MLA, APA, CBE, or U-Chicago.
Hypotheses of the problem and/or research questions should be stated clearly and completely. It is also a must to define the terms. The researcher should provide operational definition for the important terms. When acronyms are used in some sections of the paper, it is also important to define those acronyms so that readers will not get confused. Based from my experience, when I was reading a scientific paper, the author of the said paper failed to define the unfamiliar terms and the acronyms that were used in the paper. It is also one of the reasons that readers will not understand what the paper and the author is trying to imply and what the subject is all about.
The research design which is the overall plan for conducting the research should also be considered; what type of research design that was used. There are types of research design (e.g. experimental, quasi-experimental, non-experimental) but the researcher can only use the design that is appropriate for the problem. The collection of data is done by the procedures developed in design. According to the “Tomorrow’s Professor SM Mailing List” in its article “Writing a paper that will get published,” the two elements that most often leading to rejection is poorly planned study design and lack of detail in methods. Analytical methods that are controlled by theoretical assumption are no longer acceptable.
Researchers should remember to pay attention to issues of plagiarism. To avoid errors in this regard, the department of biology at George Mason University recommends reading a section from a source and then restating in writing what you remember of the main points and then citing the source of the information in the text.
Based on the previous assignment that was to look for three published scientific papers, what I noticed is that most of the papers composed only four to five pages or more than that but not over ten. The authors of the paper were really trying to make it short but not to the point that it could hardly be understood. They were trying to present the information concisely and clearly. For me, the way the authors presented the information in the paper was good. It was concise and clear enough to understand. It was written direct to the point. When this kind of style is used, readers will not get bored in reading the paper.
The title, objective of the study, significance, methodology and the conclusion I think are the highlights of a research paper. Firstly, it is because the title is read first. It can be an advantage to a research paper when the title captivates the people to read the entire paper. Secondly, the objective of the study reflects the overall content of the paper, the interest of the researcher and also the expected output. Thirdly, the significance of the study describes how important the study is, the benefits that it can provide and the people that shall be benefited. Fourthly, the methodology describes how the study is done including the research design used by the researcher and the procedures. It is important because it determines the reliability of the given information and the output. Lastly, the conclusion is also very important because it answers the problem of the study and also the objective of the study. It describes the achievement of the study whether the study succeeded and whether the expected output has been achieved.
One of the criteria of a good research work is the title and how it is stated. A title that can catch people’s attention is really good since they will have the interest to read the entire paper. This kind of title can be considered as the research paper’s great asset.
A research paper is divided into sections. It was mentioned in one of the articles that I have read that important sections should be included while the other sections can be included as necessary. What are these important sections? These important sections are the usual sections that can be seen in a research paper (e.g. title, introduction, significance of the study, objectives, review of related literature, analytical framework/methodology, expected outputs, work plan, budget, results, discussion, conclusion and so on.) The sections should be organized based on the standard format to present information clearly and concisely. It is important to understand the difference among the sections and it is very important also to put information in the appropriate location. The information should be clean and well organized so that readers can understand what they are reading and what it is all about.
A research can also be considered as good if it is in the paper the researcher’s motivation for doing the research, the design and execution, and the meaning of the results, and if it is written in a style that is exceedingly clear. Paragraphs are coherent and well ordered; there is a logical paragraph transition, and a fully functional title, introduction and conclusion. All the questions raised in the paper are answered most importantly the problem. The originality of the work is also very important. However, if it is a replication of the previous study, it should be in a different setting or with a different population.
The research paper is well presented which refers to the way it is documented, written, or printed; the author uses American English words that are understandable. Figures are correctly gathered and calculated. It is also good if the author uses illustrations in the paper for clarity and since it is easier to comprehend. Presentation of the charts and data sheets in the paper is also good but it must be accompanied with each corresponding interpretations. Say for example, the author of the research paper conducted a survey and made a comparison among the data he gathered or between the previous data and the recent data. It needs mathematical equations and calculations. The readers were not there when the survey was conducted and so in order for the readers to really understand what the illustration is for, how the author come up with the illustration and what it is all about, its interpretation must be at the top of it or below of it. It is good to have reusability of the research work in which others can explore the unexpected and contradictory findings of the research and challenge them to continue the study and improve it more.
Based on the detailed research proposal format, a good research work addresses the current need of a particular group, people, country, or the environment and intends to solve the problem. The objective is adequate enough to address the stated problem, it is clear and as to what the proposal is to achieve and is attainable within the time frame and indicated resources. The review of literature is complete enough to cover related researches and activities conducted for the last ten years. The research is guided by analytical framework and that all variables to be measured and evaluated are included in the methodology. Related technology which is protected by any of the intellectual rights scheme like patent, trademark, copyright, etc is indicated. The activities are consistent with the objectives and expected outputs and leads to the attainment of the expected outputs. The budget is reasonable and appropriate, consistent with the proposed work plan, indicates counterpart funds if available.
When writing a research paper, the researcher should also consider the following: the audience, style and tone, should avoid plagiarism, and the organization of the ideas and information. It is the purpose of the researcher to inform the audience about the research and particular issues. Therefore, the researcher is recommended to know about the audience and their positions and can be included in the considerations in writing the paper.
There should have enough resources for the researcher to gather more information. In that way, he can have enough evidences and logical reasons that can support his research, its claims and can contribute substantively. It is also recommended that sources should be recent enough to be persuasive. And it should be based on at least some recent article-length sources. The Communications of the ACM (CACM), Institute of Electrical and Electronics Engineers (IEEE), latest IT news from www.idg.net, the science and/or technology sections in major newspapers from www.nytimes.com are just some of the possible sources. And in the paper, correct citations must be allowed. The documentation style should be accurately and consistently used and is appropriate to the discipline. The researcher can refer/consult to the following: MLA, APA, CBE, or U-Chicago.
Hypotheses of the problem and/or research questions should be stated clearly and completely. It is also a must to define the terms. The researcher should provide operational definition for the important terms. When acronyms are used in some sections of the paper, it is also important to define those acronyms so that readers will not get confused. Based from my experience, when I was reading a scientific paper, the author of the said paper failed to define the unfamiliar terms and the acronyms that were used in the paper. It is also one of the reasons that readers will not understand what the paper and the author is trying to imply and what the subject is all about.
The research design which is the overall plan for conducting the research should also be considered; what type of research design that was used. There are types of research design (e.g. experimental, quasi-experimental, non-experimental) but the researcher can only use the design that is appropriate for the problem. The collection of data is done by the procedures developed in design. According to the “Tomorrow’s Professor SM Mailing List” in its article “Writing a paper that will get published,” the two elements that most often leading to rejection is poorly planned study design and lack of detail in methods. Analytical methods that are controlled by theoretical assumption are no longer acceptable.
Researchers should remember to pay attention to issues of plagiarism. To avoid errors in this regard, the department of biology at George Mason University recommends reading a section from a source and then restating in writing what you remember of the main points and then citing the source of the information in the text.
Based on the previous assignment that was to look for three published scientific papers, what I noticed is that most of the papers composed only four to five pages or more than that but not over ten. The authors of the paper were really trying to make it short but not to the point that it could hardly be understood. They were trying to present the information concisely and clearly. For me, the way the authors presented the information in the paper was good. It was concise and clear enough to understand. It was written direct to the point. When this kind of style is used, readers will not get bored in reading the paper.
The title, objective of the study, significance, methodology and the conclusion I think are the highlights of a research paper. Firstly, it is because the title is read first. It can be an advantage to a research paper when the title captivates the people to read the entire paper. Secondly, the objective of the study reflects the overall content of the paper, the interest of the researcher and also the expected output. Thirdly, the significance of the study describes how important the study is, the benefits that it can provide and the people that shall be benefited. Fourthly, the methodology describes how the study is done including the research design used by the researcher and the procedures. It is important because it determines the reliability of the given information and the output. Lastly, the conclusion is also very important because it answers the problem of the study and also the objective of the study. It describes the achievement of the study whether the study succeeded and whether the expected output has been achieved.
References:
- “The Problem: The Heart of the Research Process”, Week 2 Lecture 2, ISYS3015 Analytical Methods for IS Professionals, School of IT, The University of Sydney, Thursday, Mar. 19, 2004.
http://www.ug.it.usyd.edu.au/~isys3015/s1_2004/lecture_notes/Problem.ppt - “Research Paper Evaluation Criteria”
http://faculty.goucher.edu/eng105sanders/research_paper_evaluation_criter.htm - “Tomorrow's Professor Msg.#316 WRITING A PAPER THAT WILL GET PUBLISHED”. Tomorrow’s ProfessorSM Mailing List, 15[7]:30, Apr. 2, 2001
http://ctl.stanford.edu/Tomprof/postings/316.html
RESEARCH and ME
A statement caught my attention while searching over the Internet. It says that sometimes finding a research problem is harder than finding a solution to the problem. To a certain extent, I was convinced but it did not stop me from get going.
As what Albert Einstein has said, “The formulation of a problem is often more essential than its solution which maybe merely a matter of skills.” I do agree because formulating a problem is not just formulating a problem and that is it, and not just because we are obliged to. It is very important that the research study should benefit not only the researcher but the others as well. If it is a replication of the previous study, it is also important to have some improvements with the results and solutions.
The research problem has also been considered as fuel that drives the research process simply because once the problem is formulated and approved, one can start working on it. However, the problem should be of the researcher’s interest so that he can easily work on it with all his heart. Also, the researcher will never get tired easily and gives up immediately. Nothing is impossible as long as the researcher is enthusiastic, optimistic, and is determined.
Research demands patience and perseverance from the researcher to finish the study and to succeed in the implementation no matter how many times of repetition the researcher would make. Just like in real life, one should be patient enough, should persevere and strive to achieve his goals.
To come up with a well written and a good research work, the researcher should have enough resources to provide him more information. He should think also if the research problem could be answered with scientific inquiry, if there are irresolvable ethical problems, or if the problem is theoretically or practically important. Research is not about making fiction out of fact.
Research, from the word itself means to investigate or study. If one particular problem exists, it can be resolved by way of research. For example, medical researchers are still working or studying to cure cancer illnesses. The researchers are studying the existing data and information related to their study and they are expecting to come up with a treatment. Researches are done to identify the cause of the problem, resolve the problem, and improve the solution to the problem.
To come up with a good idea, what I did is I surfed the Net, read magazines, and even on my way to school and way back, I tried to look around and kept on thinking for a possible research problem. Fortunately, one of my teammates told us her idea and presented it to the class. On that very day, we were very happy because the topic has been approved. The theme is all about green computing which has been very controversial up to now. What we are going to do is to develop a mobile application that has the following features: it alarms when the battery is full charged, and can send message to other number stored on the device that notifies the user. Through this project, we can reduce the energy consumption and reduce energy waste. It also prevents the battery from being damaged and from exploding when overly charged and can prevent fire caused by short circuit.
As what I have said, green computing issues have been very controversial and many IT professionals have been talking about these. As we noticed, the climate changes very often. We feel the extreme heat especially when we are under the sun then suddenly raindrops fall. This is because the ozone layer that protects the earth from the sun’s heat is being destroyed more gradually. From its thick layer, it becomes thinner. Computers and other computing technologies contributed most of the carbon dioxide (CO2). Plants and trees use CO2 in order to grow, however, because of its diminishing number due to construction of houses and buildings, the excessive amount of CO2 can hardly be reduced. Computing technologies also emit radiation and utilize more of the energy. That is why researches and inventions are made (e.g. CO2 calculator, energy regulator, and many others) to resolve these problems.
It is true that the research topic that we have chosen and the problem we have formulated will somehow reflects our personality and determines the amount of knowledge we have about it. It will also determine how we are as a student, as an IT student, as member of the community, as a human, and how we care for the environment or it simply answers the question, “Do we really care for the environment?” In addition, it will test how we are as analyzers in a situation that needs critical analysis, our wit based on the strategies and initiatives we make, and how we deal with the problems.
Everything that surrounds us is something that can be applied or has something to do with research. From the food that we eat, the clothes we wear, to the cosmetics and detergents that we use and even business strategies and methods, from advertisements to commercials, and many others. Research has something to do with Biology, Chemistry, Physics, and other Science related subjects, Algebra, Geometry, Statistics, Accounting and other subjects that are related to Mathematics, even English and all other subjects.
With regard to what research as a whole can do to me, even in finding a research problem, just like the things that I did, it made me see things I have not seen before, things that are new to me and things that I am not totally acquainted with. I learned a lot just looking for a problem and I know I will learn more.
Just like in real life, you have to identify what really is the problem and what are the causes of the problem. You must analyze the problem. And if the problem is very big, you can divide the problem into sub-problems However, sub-problems should be small in number and should be further delineated in order to make it easier to analyze and understand. After the problem is identified as well as the causes of the problem, it is now time to find ways on how to resolve the problem and what are the things needed to resolve the said problem.
I have been talking about problems and resolving the problems but that is Research all about. As stated, the research problem is the heart of the research process. Research can’t exist without problems just like us who can’t live without our heart. If we are all satisfied with what we are now and what we do have now, meaning there are no problems, there is nothing to improve and no inventions to create.
In a Research study, after defining the problem is the gathering and analyzing the data. There is a need for me to gather information, to learn more, to gain knowledge so that I can be able to achieve my goals in life. The information that I gained and the knowledge that I learned will be used for me to be able to resolve the problems and to resolve these problems easily and immediately.
There is also a great opportunity to well written and good research projects when acknowledged. Not only because researchers are acknowledged as well as the researches that they have made, big companies may get interested with their works and would like to buy the invention that the researcher has made or may get interested to the researcher and would like to have the researcher to work in their company.
There are really so many advantages when a research work is well written and when it is good. You are paid, you and your research are known not only locally but internationally as well. People will admire you for doing such thing and they will be encouraged also to do the same thing and to work even better. You are not only helping yourself, you are also helping the other people to make their lives easier and for saving the environment as well. That is why we are also encouraged and motivated by our professor to really work on our research projects and to work it well and even told us not to stop after submitting the papers. We are always reminded that we should not think of working the project just to be able to submit sheets of paper and just for the sake of passing the subject. This is all for us, for us to learn and gain.
This research thing will help me decide my future on what are the things that I like to happen, what I want to be and how to do it. It will also help me determine the field of my interest and as what my other classmate has said that it builds up interest in a particular field, which can then be my field of expertise. It also helps me build my personality even better.
As what Albert Einstein has said, “The formulation of a problem is often more essential than its solution which maybe merely a matter of skills.” I do agree because formulating a problem is not just formulating a problem and that is it, and not just because we are obliged to. It is very important that the research study should benefit not only the researcher but the others as well. If it is a replication of the previous study, it is also important to have some improvements with the results and solutions.
The research problem has also been considered as fuel that drives the research process simply because once the problem is formulated and approved, one can start working on it. However, the problem should be of the researcher’s interest so that he can easily work on it with all his heart. Also, the researcher will never get tired easily and gives up immediately. Nothing is impossible as long as the researcher is enthusiastic, optimistic, and is determined.
Research demands patience and perseverance from the researcher to finish the study and to succeed in the implementation no matter how many times of repetition the researcher would make. Just like in real life, one should be patient enough, should persevere and strive to achieve his goals.
To come up with a well written and a good research work, the researcher should have enough resources to provide him more information. He should think also if the research problem could be answered with scientific inquiry, if there are irresolvable ethical problems, or if the problem is theoretically or practically important. Research is not about making fiction out of fact.
Research, from the word itself means to investigate or study. If one particular problem exists, it can be resolved by way of research. For example, medical researchers are still working or studying to cure cancer illnesses. The researchers are studying the existing data and information related to their study and they are expecting to come up with a treatment. Researches are done to identify the cause of the problem, resolve the problem, and improve the solution to the problem.
To come up with a good idea, what I did is I surfed the Net, read magazines, and even on my way to school and way back, I tried to look around and kept on thinking for a possible research problem. Fortunately, one of my teammates told us her idea and presented it to the class. On that very day, we were very happy because the topic has been approved. The theme is all about green computing which has been very controversial up to now. What we are going to do is to develop a mobile application that has the following features: it alarms when the battery is full charged, and can send message to other number stored on the device that notifies the user. Through this project, we can reduce the energy consumption and reduce energy waste. It also prevents the battery from being damaged and from exploding when overly charged and can prevent fire caused by short circuit.
As what I have said, green computing issues have been very controversial and many IT professionals have been talking about these. As we noticed, the climate changes very often. We feel the extreme heat especially when we are under the sun then suddenly raindrops fall. This is because the ozone layer that protects the earth from the sun’s heat is being destroyed more gradually. From its thick layer, it becomes thinner. Computers and other computing technologies contributed most of the carbon dioxide (CO2). Plants and trees use CO2 in order to grow, however, because of its diminishing number due to construction of houses and buildings, the excessive amount of CO2 can hardly be reduced. Computing technologies also emit radiation and utilize more of the energy. That is why researches and inventions are made (e.g. CO2 calculator, energy regulator, and many others) to resolve these problems.
It is true that the research topic that we have chosen and the problem we have formulated will somehow reflects our personality and determines the amount of knowledge we have about it. It will also determine how we are as a student, as an IT student, as member of the community, as a human, and how we care for the environment or it simply answers the question, “Do we really care for the environment?” In addition, it will test how we are as analyzers in a situation that needs critical analysis, our wit based on the strategies and initiatives we make, and how we deal with the problems.
Everything that surrounds us is something that can be applied or has something to do with research. From the food that we eat, the clothes we wear, to the cosmetics and detergents that we use and even business strategies and methods, from advertisements to commercials, and many others. Research has something to do with Biology, Chemistry, Physics, and other Science related subjects, Algebra, Geometry, Statistics, Accounting and other subjects that are related to Mathematics, even English and all other subjects.
With regard to what research as a whole can do to me, even in finding a research problem, just like the things that I did, it made me see things I have not seen before, things that are new to me and things that I am not totally acquainted with. I learned a lot just looking for a problem and I know I will learn more.
Just like in real life, you have to identify what really is the problem and what are the causes of the problem. You must analyze the problem. And if the problem is very big, you can divide the problem into sub-problems However, sub-problems should be small in number and should be further delineated in order to make it easier to analyze and understand. After the problem is identified as well as the causes of the problem, it is now time to find ways on how to resolve the problem and what are the things needed to resolve the said problem.
I have been talking about problems and resolving the problems but that is Research all about. As stated, the research problem is the heart of the research process. Research can’t exist without problems just like us who can’t live without our heart. If we are all satisfied with what we are now and what we do have now, meaning there are no problems, there is nothing to improve and no inventions to create.
In a Research study, after defining the problem is the gathering and analyzing the data. There is a need for me to gather information, to learn more, to gain knowledge so that I can be able to achieve my goals in life. The information that I gained and the knowledge that I learned will be used for me to be able to resolve the problems and to resolve these problems easily and immediately.
There is also a great opportunity to well written and good research projects when acknowledged. Not only because researchers are acknowledged as well as the researches that they have made, big companies may get interested with their works and would like to buy the invention that the researcher has made or may get interested to the researcher and would like to have the researcher to work in their company.
There are really so many advantages when a research work is well written and when it is good. You are paid, you and your research are known not only locally but internationally as well. People will admire you for doing such thing and they will be encouraged also to do the same thing and to work even better. You are not only helping yourself, you are also helping the other people to make their lives easier and for saving the environment as well. That is why we are also encouraged and motivated by our professor to really work on our research projects and to work it well and even told us not to stop after submitting the papers. We are always reminded that we should not think of working the project just to be able to submit sheets of paper and just for the sake of passing the subject. This is all for us, for us to learn and gain.
This research thing will help me decide my future on what are the things that I like to happen, what I want to be and how to do it. It will also help me determine the field of my interest and as what my other classmate has said that it builds up interest in a particular field, which can then be my field of expertise. It also helps me build my personality even better.
Monday, July 27, 2009
The topic covered this week (July 20-26, 2009) was all about Standard-Setting and Open Standards. To answer the questions given by the leader of the week which is the first group, I made a research about the subject and read the material that was given to us by our instructor. I would like to say that the said file entitled Free/Open Source Software – Open Standards by Nah Soo Hoe was a good material to read. I think most of the ideas regarding the topics can be found there.
Since I answered already the questions raised by the leader, I would like to sum up it all here.
A Standard-Setting Organization or shortly known as SSO is an organization that sets standards and make recommendations. A formal SSO is recognized as the national standards body and has the authority to designate specifications as the national standards of a country.
For a standard to be said internationally acceptable, it has to be set or adopted/adapted by an international standard-setting body. Such organizations are International Standardization Organization (ISO), International Electro-technical Commission (IEC), International Telecommunication Union (ITU), Institute of Electrical and Electronics Engineers (IEEE) and so much more.
There are three (3) several main processes in setting or creating of new technical standards and these are the following: de jure, de facto and industry-driven standards.
Let us first discuss de jure standard. A de jure standard is normally created or set by formal SSOs. The creation is a repeated cycle of several procedures (deliberation, voting and modification) until the standard is accepted by the organization for publication and becomes a formal standard.
The main advantage of the process is that it follows formal and accountable procedures. Also, the development of the standard is open for all to participate. Members of the SSO and other experts and individuals interested with the standard are given an opportunity to contribute. Given the process of creation, the process is neutral and transparent, and not controlled by any particular group and thus, no lock-in.
Taking into account the advantages, there are also disadvantages in the process. The process can be quite long since it undergoes several procedures and needs approval. The publication of the standard by no means guarantees its success in implementation and usage by the industry and users.
The next standard is what we called the opposite. A de facto standard is set mainly by the vendors or owners of the product. When a product is so popular that becomes generally accepted and widely used by most of the users, as a result, a de facto standard is established even though the standard is not authorized by the standards body.
The advantage of having the de facto standard is that there is an assurance of its widespread acceptance in its implementation and usage. Not like de jure standard in which it should be debated first by the committee and come up with a consensus. Thus, modification and improvement of the standard is also faster.
Before I continue, when I was taught about the EEE tactics which stands for Embrace, Extend and Extinguish, I realized how wise those vendors are. I think the action is some kind of a deception. At first, they will introduce to you their product saying that they are supporting open standards and market to you the product. Then they will take advantage on the standards. When you have already their product, they will say that there is a need to add in proprietary enhancements to improve the product and make their product different from their competitors. Instead of ensuring that the enhanced implementation should still interoperate with the basic one, they are not. Since the standard is so widely used, it now becomes a de facto standard and since the enhancements are proprietary, the standard now becomes proprietary instead of open.
To continue with the processes in setting or creating of new technical standards, the next one is the industry-driven standard – a sort of intermediate between de jure and de facto standard. The standard is set by a group formed.
Reading about de jure, de facto and industry-driven standards, I noticed some information that made me come up with a conclusion. Based on the information I stated above, I would like to say that a de jure standard is an open standard while a de facto standard can be a proprietary standard. Take note, it has been said that the development of a de jure standard is open for all to participate and no lock-in also. Let us try to recall open standard; according to Nah Soo Hoe, the following are the characteristics of an open standard: (1) openly developed, (2) openly maintained, (3) openly modified, (4) openly accessible, (5) openly implemented. Further, a proprietary standard is in contrast to open standard and has the following characteristics: (1) development and maintenance is controlled fully by vendor alone, (2) development and maintenance is not open or just partially open to all interested parties or stakeholders, (3) specifications are not freely available for implementation. So, given the characteristics, my conclusion was based on the comparison between de jure and open standard, between de facto and proprietary standard.
However, if ever my interpretation with regard to my conclusion is wrong, I am open for corrections.
To end this, I would like to say that the topic was interesting for me. The material that I used was also good since most of the topics can be found there and lastly, the most important is that I learned.
Since I answered already the questions raised by the leader, I would like to sum up it all here.
A Standard-Setting Organization or shortly known as SSO is an organization that sets standards and make recommendations. A formal SSO is recognized as the national standards body and has the authority to designate specifications as the national standards of a country.
For a standard to be said internationally acceptable, it has to be set or adopted/adapted by an international standard-setting body. Such organizations are International Standardization Organization (ISO), International Electro-technical Commission (IEC), International Telecommunication Union (ITU), Institute of Electrical and Electronics Engineers (IEEE) and so much more.
There are three (3) several main processes in setting or creating of new technical standards and these are the following: de jure, de facto and industry-driven standards.
Let us first discuss de jure standard. A de jure standard is normally created or set by formal SSOs. The creation is a repeated cycle of several procedures (deliberation, voting and modification) until the standard is accepted by the organization for publication and becomes a formal standard.
The main advantage of the process is that it follows formal and accountable procedures. Also, the development of the standard is open for all to participate. Members of the SSO and other experts and individuals interested with the standard are given an opportunity to contribute. Given the process of creation, the process is neutral and transparent, and not controlled by any particular group and thus, no lock-in.
Taking into account the advantages, there are also disadvantages in the process. The process can be quite long since it undergoes several procedures and needs approval. The publication of the standard by no means guarantees its success in implementation and usage by the industry and users.
The next standard is what we called the opposite. A de facto standard is set mainly by the vendors or owners of the product. When a product is so popular that becomes generally accepted and widely used by most of the users, as a result, a de facto standard is established even though the standard is not authorized by the standards body.
The advantage of having the de facto standard is that there is an assurance of its widespread acceptance in its implementation and usage. Not like de jure standard in which it should be debated first by the committee and come up with a consensus. Thus, modification and improvement of the standard is also faster.
Before I continue, when I was taught about the EEE tactics which stands for Embrace, Extend and Extinguish, I realized how wise those vendors are. I think the action is some kind of a deception. At first, they will introduce to you their product saying that they are supporting open standards and market to you the product. Then they will take advantage on the standards. When you have already their product, they will say that there is a need to add in proprietary enhancements to improve the product and make their product different from their competitors. Instead of ensuring that the enhanced implementation should still interoperate with the basic one, they are not. Since the standard is so widely used, it now becomes a de facto standard and since the enhancements are proprietary, the standard now becomes proprietary instead of open.
To continue with the processes in setting or creating of new technical standards, the next one is the industry-driven standard – a sort of intermediate between de jure and de facto standard. The standard is set by a group formed.
Reading about de jure, de facto and industry-driven standards, I noticed some information that made me come up with a conclusion. Based on the information I stated above, I would like to say that a de jure standard is an open standard while a de facto standard can be a proprietary standard. Take note, it has been said that the development of a de jure standard is open for all to participate and no lock-in also. Let us try to recall open standard; according to Nah Soo Hoe, the following are the characteristics of an open standard: (1) openly developed, (2) openly maintained, (3) openly modified, (4) openly accessible, (5) openly implemented. Further, a proprietary standard is in contrast to open standard and has the following characteristics: (1) development and maintenance is controlled fully by vendor alone, (2) development and maintenance is not open or just partially open to all interested parties or stakeholders, (3) specifications are not freely available for implementation. So, given the characteristics, my conclusion was based on the comparison between de jure and open standard, between de facto and proprietary standard.
However, if ever my interpretation with regard to my conclusion is wrong, I am open for corrections.
To end this, I would like to say that the topic was interesting for me. The material that I used was also good since most of the topics can be found there and lastly, the most important is that I learned.
Monday, July 13, 2009
COMDDAP 2009
It was awesome! It was a great experience for me when I attended the expo of the Computer Manufacturers, Distributors and Dealers Association of the Philippines or COMDDAP. The said event was held three days from July 2 to 4, 2009 at the Grand Ballroom, Apo View Hotel in Davao City. My colleagues and I attended the first day. Although it was not the first time that I attended an event like that but still, it was fun and I learned some valuable lessons as well.
Before the event, we were told that we have to register online because seats were limited and so I did. I had this thought not to lose the opportunity. The lessons that I could get there may not be the same with the future events, and I may not have the opportunity again and it is a loss. When we got there, as what I had expected, there were several students from different schools like students from Ateneo de Davao University, University of Mindanao, Interface College and others not mentioned, and of course the professionals. As we entered the room, I was quite amazed by the exhibits. Different innovative products were being displayed. We were also given brochures and something like magazines (I can hardly tell but I really love the paper that was used and the way it was printed) that talks about their company and their products. Intentionally, I beg for those brochures because I wanted to have, bring and read those at home. I even wished to have those products.
Since we were very early for the seminar to begin, what we did was just walking around the room and looking at the displayed products. While doing the same thing, a great guy told us about openSUSE Operating System. It is an open source software which means you can download it from the Internet and install it in your computer. But he was not giving the software for free. There was an allotted cost for the said software. He told us the advantages of buying the software instead of having it download from the Internet. Once you bought the software and used it, you will be informed with the latest updates and new releases. But the thing is our computers are not Internet connected so even if we buy the software, still we cannot be immediately informed with the latest updates and the new releases.
The first seminar started at 1 pm. The first presenter was from Jupiter Systems Inc. (JSI). While the presenter was talking, I was quite confused and bothered by his words. He was talking about cars and I was even thinking what is with it. But as he went along with his discussion, it was not something like that. The discussion ended up so clear. He presented to us the Enterprise Resource Information and Control System or shortly known as ERIC – a brilliant Dealer Management System (DMS) developed by JSI. ERIC is a software application and it is used by the company – JSI and was first released in 1985.
ERIC monitors the sales executive activities, the warranty of parts, the services that they have offered, and their appointments with their clients. It manages the inventory, the parts and consumable cost. All the data and information are recorded in the system and they can be easily modified and retrieved. Such information like customer appointments, repair orders and estimates, technician’s daily time record, customer and vehicle service history, parts requisitioning, interface to manufacturer system, control parts and consumable costs. The system is simple to understand and to use since it uses a Graphical User Interface or GUI in short.
The discussion about ERIC discussed only by one person and it did not end too long.
After ERIC was being introduced to us, the next presenter discussed about HP Thin Client. The product was great and made us dropped our jaw. The presenter clearly discussed its features and it was totally awesome (not the presenter, I mean the product). Before the presenter started his discussion, he told us that there will be a question and answer portion after and he will be giving prizes. After hearing the words, my enthusiasm to listen leveled up. I was motivated to really listen and understand the every word that would come out from his mouth. I wanted to win the prize. Unfortunately, even though I was raising my hand, I was not chosen. The prizes were t-shirts, USB’s, and an optical mouse. They also gave CD’s of ERIC. How lucky my friend Kristine was because she was chosen to answer one of the questions and she brought home the optical mouse and a CD from JCI.
HP Thin Client is more secure from viruses. Because once it has been restarted, viruses are no longer in the system. It is also portable because it is smaller in size. And, as what I have heard from the presenter, once you bought it and noticed some defects, they will not just repair it but they will replace it with a new one. It also enhances data and information security. The administration cost is lower as well as the hardware cost. The energy consumption is lesser and the use of computing resources is efficient which is good since we are dealing with green computing. Finally, it is easier to manage whenever the hardware fails. Those are just some of the features and I might not have mentioned the others.
As I still remember, last 2007, I also attended the Davao Cyber Expo (DCE) held at the NCCC Mall of Davao. It was organized by E-Squared Event Organizing. Same as the event – COMDDAP expo, DCE expo was held also for three days started from July 4 to 6. Prizes were also given like t-shirts, printers and many more. Again, unfortunately, none of those prizes was given to me. Well, it is the thought that counts. The important is I learned valuable lessons from the events. Now, come to realize how great technology is. I am looking forward for more events like this to happen and exhibits of monsters or robots that is free for all to attend.
Before the event, we were told that we have to register online because seats were limited and so I did. I had this thought not to lose the opportunity. The lessons that I could get there may not be the same with the future events, and I may not have the opportunity again and it is a loss. When we got there, as what I had expected, there were several students from different schools like students from Ateneo de Davao University, University of Mindanao, Interface College and others not mentioned, and of course the professionals. As we entered the room, I was quite amazed by the exhibits. Different innovative products were being displayed. We were also given brochures and something like magazines (I can hardly tell but I really love the paper that was used and the way it was printed) that talks about their company and their products. Intentionally, I beg for those brochures because I wanted to have, bring and read those at home. I even wished to have those products.
Since we were very early for the seminar to begin, what we did was just walking around the room and looking at the displayed products. While doing the same thing, a great guy told us about openSUSE Operating System. It is an open source software which means you can download it from the Internet and install it in your computer. But he was not giving the software for free. There was an allotted cost for the said software. He told us the advantages of buying the software instead of having it download from the Internet. Once you bought the software and used it, you will be informed with the latest updates and new releases. But the thing is our computers are not Internet connected so even if we buy the software, still we cannot be immediately informed with the latest updates and the new releases.
The first seminar started at 1 pm. The first presenter was from Jupiter Systems Inc. (JSI). While the presenter was talking, I was quite confused and bothered by his words. He was talking about cars and I was even thinking what is with it. But as he went along with his discussion, it was not something like that. The discussion ended up so clear. He presented to us the Enterprise Resource Information and Control System or shortly known as ERIC – a brilliant Dealer Management System (DMS) developed by JSI. ERIC is a software application and it is used by the company – JSI and was first released in 1985.
ERIC monitors the sales executive activities, the warranty of parts, the services that they have offered, and their appointments with their clients. It manages the inventory, the parts and consumable cost. All the data and information are recorded in the system and they can be easily modified and retrieved. Such information like customer appointments, repair orders and estimates, technician’s daily time record, customer and vehicle service history, parts requisitioning, interface to manufacturer system, control parts and consumable costs. The system is simple to understand and to use since it uses a Graphical User Interface or GUI in short.
The discussion about ERIC discussed only by one person and it did not end too long.
After ERIC was being introduced to us, the next presenter discussed about HP Thin Client. The product was great and made us dropped our jaw. The presenter clearly discussed its features and it was totally awesome (not the presenter, I mean the product). Before the presenter started his discussion, he told us that there will be a question and answer portion after and he will be giving prizes. After hearing the words, my enthusiasm to listen leveled up. I was motivated to really listen and understand the every word that would come out from his mouth. I wanted to win the prize. Unfortunately, even though I was raising my hand, I was not chosen. The prizes were t-shirts, USB’s, and an optical mouse. They also gave CD’s of ERIC. How lucky my friend Kristine was because she was chosen to answer one of the questions and she brought home the optical mouse and a CD from JCI.
HP Thin Client is more secure from viruses. Because once it has been restarted, viruses are no longer in the system. It is also portable because it is smaller in size. And, as what I have heard from the presenter, once you bought it and noticed some defects, they will not just repair it but they will replace it with a new one. It also enhances data and information security. The administration cost is lower as well as the hardware cost. The energy consumption is lesser and the use of computing resources is efficient which is good since we are dealing with green computing. Finally, it is easier to manage whenever the hardware fails. Those are just some of the features and I might not have mentioned the others.
As I still remember, last 2007, I also attended the Davao Cyber Expo (DCE) held at the NCCC Mall of Davao. It was organized by E-Squared Event Organizing. Same as the event – COMDDAP expo, DCE expo was held also for three days started from July 4 to 6. Prizes were also given like t-shirts, printers and many more. Again, unfortunately, none of those prizes was given to me. Well, it is the thought that counts. The important is I learned valuable lessons from the events. Now, come to realize how great technology is. I am looking forward for more events like this to happen and exhibits of monsters or robots that is free for all to attend.
Saturday, July 4, 2009
The New Enrollment System of the University
When I was in the university to enroll, I was surprised seeing the tarpaulins posted in its strategic locations. Within the tarpaulins is a diagram of the enrollment system of the university. I was surprised because that was my first time to see those tarpaulins and also the first time the university inaugurated that initiative. How lucky the freshmen students are because it is now easier for them to work for their enrollment given those diagrams that will serve as their guide.
It is now my fifth year in the university and I could say that in its nine key areas, there are several problems that should be addressed and solved. One of the nine key areas is the support to students. It was a nice thing to know that the university had thought of this and come up with a good idea that could really help the students especially the freshmen students and in case the university made changes to the enrollment system. Freshmen students could have a difficulty in enrolling since they are just new in school especially those students who are not from the city. They are not yet familiar with the place and it is difficult for them to identify the next step given that there are several steps to enroll. When I was about to enter the university, we, the enrollees were given a guide on what are the steps to enroll and the amounts to pay. That was very helpful to us. However, the guide was just a sheet of paper and it can be lost. Also, the words cannot be read once it gets wet and cannot be used again. Unlike those diagrams, even if it rains, even if it gets wet, those cannot be ruined and can be used again for the next school year and for more school years to come.
Those diagrams were not made without a purpose. The university made a decision to inaugurate the idea of having those diagrams in order to help the students in enrolling which is the very purpose of those diagrams. Using those diagrams, it should improve operational efficiency. Meaning, the students especially freshmen students can work faster in enrolling. As I still remember, when I was sitting on a bench near the cashier’s office, in front of me was a diagram and I stared at it. In our Systems Analysis and Design 1 (SAD) subject, we were also given assignments to create diagrams for the enrollment system of the university. That was last year before this semester. The first one was to create a use-case diagram, then an activity diagram and a data flow diagram. I even compared my works to the one that was posted. But, as I tried to study the diagram and read the every step, it made me confused. I was having a difficulty in following the steps. I was thinking, if I were one of the freshmen students and reading the diagram, instead of helping me, it would take time for me to understand it and it is a waste of time. I mastered already the steps to enroll so there is no need for me to depend more on the diagrams. But if ever the university decided to change some of the steps, diagrams should be posted and that is the time I have to depend on them. The idea was really good, it was just that based on my observation, the diagram was some kind of ambiguous. Maybe because of the way the steps were organized or the way the diagrams were printed.
From the previous assignments, I searched for the samples for each of the diagrams. I found many samples but they were some features in which they are different. Elements of the system are presented with specific figures but based on the samples I had gathered, some figures were not the same. For example, a use case diagram, based on my readings about it, use cases are presented with ovals, and actors are presented with stick figures. The connecting line between an actor and a use case represents the association to show that an actor carries out a use case. Use cases are the activities or the actions that are carried out by an actor. Some samples coincided to the given information but the other samples were not. How could they come up with those diagrams with different features but they were both use case diagram.
Diagrams are made to show the overall flow of the system in which the activities or the actions that should be taken by the actors or students are shown just like the diagrams posted in the strategic locations of the university. The usual enrollment system of the university for the students second year and above starts with paying the local and miscellaneous fees then should proceed to the adviser for evaluation of grades. The adviser will verify and record the grades of the enrollee, determines the subjects that are allowed to take by the enrollee, and issues PRF. The enrollee should fill up the PRF with all the necessary information and should go back to the adviser for verification and approval. After the PRF has been approved, the enrollee should present it to the encoder for encoding of subjects and for the issuance of COR. If the enrollee is a scholar, he should approach the bookkeeper to verify his account and validate his scholarship card. If the enrollee is a non-scholar, he is required to proceed to the cashier’s office and presents the COR and should pay the amount specified in the COR. The cashier will verify the enrollee’s information, updates the account and issues receipt after the amount is paid. Then the enrollee will be asked to proceed to the registrar’s office to verify and update his account and to register then should proceed to the library to validate the student’s library card.
Not only the diagrams that made me surprised, also the new enrollment system that was made by our professors and was just recently used by the college. When I submitted my Pre-Registration Form (PRF) to the secretary, I was surprised by the system that he was using. The environment was a little bit different from the former one and there were new text boxes to be filled up. The secretary asked me to write down my date of birth and contact number and he entered those in the system. I was amazed and I laughed when I saw my face in the computer. I was just a fresh student that time when that picture was taken and it was totally different. They even said to me that I looked more innocent in that picture than now. I did not see totally the system and never had a chance to test or use it. Of course, I am just a student of the university and I do not have the right to test it or even use it without any permission. So, if I were to evaluate the new enrollment system that was developed by our professors, I can hardly tell. As far as I know, given that the system was already used, it was successfully done.
Last second semester, school year 2008-2009, the university made a decision to tap in-house resources. Our professors in the subject Systems Analysis and Design (SAD) 1 and Software Engineering (SE) 1 were given a task to develop a new enrollment system for the university. They were used to be our professors for the two subjects. However, because of the task that was given to them, they made a decision to give up our class and focus on the task. Me and my classmates were sad and disappointed when we heard the news because we were already used to their teaching methods and we would miss them. When we were given assignments about outsourcing and insourcing on which is better between the two, we were also asked about the decision that made by the university to tap in-house resources if it was good or the other. It was also a good decision. When the university was still using the former enrollment system, they were paying large amount of money for the system. Maybe that was the reason why the university seemed to forget its other problems like its facilities and laboratories and to other key areas as well. Maybe the universities made that decision because they can no longer afford to pay for the former system or just because they had come to realize to why not use the resources inside the university and save money.
There are IT professionals in the university and they are very good and I am very proud of them and glad that they are our professors. Now that the former enrollment system was replaced with the new and improved system, faculty and students can now work with great efficiency. With the new system, it is now easier to locate the student because it was already in the system the student’s contact number and also the address. It is also easier to recognize the student because it was already in the system the student’s picture. The student will wait no more for how many hours for the Certificate of Registration or commonly known as COR to be given after it is printed since the former printer that used to have a ribbon to print was already replaced with the new and improved one. It is now faster to print a COR and other documents. The overall process is now faster. The students can finish their enrollment earlier – the earlier the better. I would like to congratulate the developers of the system – our professors who deserved to be acknowledged. I wonder how much was paid to them.
If I were asked to evaluate the new system and compare it with the former one, I would really ask the university to allow me to test and use the two systems. In that way, I can easily tell their differences, advantages, their bugs as well. I was just wondering, how good the two professors are because as far as I know only the two of them who worked for the system when in fact, as what I have learned from my previous subjects, when we talk of developing a system or software, there are several members of the team. They were able to develop the system mainly the two of them but with the help of others, of course.
Why did the university decided to change the enrollment system? Were there problems with the former system? Was it because of the identified bugs? Was it because the university can no longer afford to pay for the system or both?
Actually, I am not sure of the answers to the questions. I only found out that the university decided to change the enrollment system when the project was given to our professors. I have not seen totally the former system and have not tested it or used it and I never did investigate or ask persons about the issue. Well, when I saw the new system, I also asked few questions about it to the secretary because I was waiting for my COR that time however none of my questions can answer the questions above. But if I were to base it on my observations, maybe the former system was replaced with the new one because they were not satisfied with the system. The system could not still attain the standards of the university or the features that the university wants with the system or just because the university can no longer afford to pay for the former system. I would rather believe the last one.
Here is another question, when we decide to change something, what are the usual reasons? We want something new. We want something better. We want something that can satisfy us. We want that something that can attain our standards. When the university decided to replace the former system, it was expected already that the new system is better than the former one. When I saw the environment of the new system, it was also good. Comparing it with the former one, the new system was better. I was looking at the computer when the secretary was doing the encoding. The interface was good and user-friendly. I am just sad because we have not seen the presentation by the developers of the new system when it was introduced. I was wondering how much was the amount allotted to the project and the amount that the university was paying for when the former system was still in use. I have heard the university was paying a month for that system but I am not sure how much exactly the amount was.
I am used already to the question on which is better, to outsource or to insource. Well, even though I know already what the two are all about and given that I already read some articles about them, I can say that there are still areas which I am not familiar of and have not learned yet. They both have distinct advantages and benefits. So, to help us evaluate the decision made by the university, let us first discuss each of them – outsourcing and insourcing.
When an organization opted to outsource, what are the benefits that will be obtained?Outsourcing can be very beneficial. The project of the organization will be made faster, making it reliable, efficient and in good quality especially when the project was offered to a reliable and a good company or individuals. The everyday tasks of the organization cannot also be disturbed and interrupted and they can concentrate on their works. For system and data security, the organization should be very careful and strict in giving their records and data especially nowadays there are lots of tricks that can be made, lots of threats and lots of attackers. The security has three basic components and these are confidentiality, integrity, and availability. To prevent the organization from harm, they should be well versed with what they are doing and what are the risks that they are facing. The organization should be very keen especially when they opted to outsource because their information, records and data are at risk. As what I have always been said, the one that I like the most about outsourcing is being global meaning the organization’s project can be offered to a company or individuals even if they are both from different countries especially when we speak of the undying vision of the university which is to become globally competitive.
Insourcing can also be very beneficial to an organization. Most of the organizations who opted to insource reasoned out that they could not afford to outsource. Some of the organizations have also said that they do not want to take the risk. They want the organization’s information, its record and data be very confidential and not to put them at risk. Another reason is they have their own IT professionals that are very good and enough to work with their project and by doing this they can spend less.
We always hear the word less amount when we speak of insourcing, what about the other benefits? There are lots of benefits when opted to insource not only spending less amount of money. It is easier for the organization to follow or track the development of the project. It is also easier for the management and project makers to locate one another and to interact with each other. Whenever there are questions and clarifications regarding the project, they can easily and can directly ask and answer. And if ever any problem would occur, it can be solved easily and immediately. Other problems regarding operating cost, any changes in plan, etcetera can be fixed ahead of time. The organization can also be immediately informed about the identified bugs and lastly, maintenance of the project is not a problem since the project makers are already there.
Whether to outsource or to insource, we always look for their advantages and benefits to the organization and which is better for the organization. I have read from an article that says if the organization can hardly decide and is torn between the two, they can hire an analyst or a consultant to help them decide but we are talking another expense. Of course, they have to pay for the service of the analyst or consultant. Mostly, huge firms have been doing this but mostly they do outsource.
The decision made by the university to tap in-house resources was also good. The university spent lesser amount than before. The skills of the IT professionals inside the university were being utilized and developed. The students especially the Institute of Computing (IC) students have learned something from the issue and can help us think and decide in the future when we are already IT professionals. Even though at first, when we found out that our two professors gave up the class for the project, some of us were quite sad and disappointed but we learned from it, especially because we were given assignments related to the issue, we were forced to know more about the issue and its related areas.
Having those diagrams was a very good idea. The operational efficiency is now improved given those diagrams, the new and improved enrollment system together with the new and improved printer that was used recently by the secretary in printing the student’s COR and other documents. Unlike before, freshmen students were having a difficult time in identifying the next step that they could hardly finish the enrollment earlier. Now, with the help of those diagrams, students will be guided, students will also spend less time in waiting for the COR to print and to be given to them because the former printer was already replaced with the new and improved one which is totally different from the previous one. The university implemented lots of new this semester, which add points to the university.
It is now my fifth year in the university and I could say that in its nine key areas, there are several problems that should be addressed and solved. One of the nine key areas is the support to students. It was a nice thing to know that the university had thought of this and come up with a good idea that could really help the students especially the freshmen students and in case the university made changes to the enrollment system. Freshmen students could have a difficulty in enrolling since they are just new in school especially those students who are not from the city. They are not yet familiar with the place and it is difficult for them to identify the next step given that there are several steps to enroll. When I was about to enter the university, we, the enrollees were given a guide on what are the steps to enroll and the amounts to pay. That was very helpful to us. However, the guide was just a sheet of paper and it can be lost. Also, the words cannot be read once it gets wet and cannot be used again. Unlike those diagrams, even if it rains, even if it gets wet, those cannot be ruined and can be used again for the next school year and for more school years to come.
Those diagrams were not made without a purpose. The university made a decision to inaugurate the idea of having those diagrams in order to help the students in enrolling which is the very purpose of those diagrams. Using those diagrams, it should improve operational efficiency. Meaning, the students especially freshmen students can work faster in enrolling. As I still remember, when I was sitting on a bench near the cashier’s office, in front of me was a diagram and I stared at it. In our Systems Analysis and Design 1 (SAD) subject, we were also given assignments to create diagrams for the enrollment system of the university. That was last year before this semester. The first one was to create a use-case diagram, then an activity diagram and a data flow diagram. I even compared my works to the one that was posted. But, as I tried to study the diagram and read the every step, it made me confused. I was having a difficulty in following the steps. I was thinking, if I were one of the freshmen students and reading the diagram, instead of helping me, it would take time for me to understand it and it is a waste of time. I mastered already the steps to enroll so there is no need for me to depend more on the diagrams. But if ever the university decided to change some of the steps, diagrams should be posted and that is the time I have to depend on them. The idea was really good, it was just that based on my observation, the diagram was some kind of ambiguous. Maybe because of the way the steps were organized or the way the diagrams were printed.
From the previous assignments, I searched for the samples for each of the diagrams. I found many samples but they were some features in which they are different. Elements of the system are presented with specific figures but based on the samples I had gathered, some figures were not the same. For example, a use case diagram, based on my readings about it, use cases are presented with ovals, and actors are presented with stick figures. The connecting line between an actor and a use case represents the association to show that an actor carries out a use case. Use cases are the activities or the actions that are carried out by an actor. Some samples coincided to the given information but the other samples were not. How could they come up with those diagrams with different features but they were both use case diagram.
Diagrams are made to show the overall flow of the system in which the activities or the actions that should be taken by the actors or students are shown just like the diagrams posted in the strategic locations of the university. The usual enrollment system of the university for the students second year and above starts with paying the local and miscellaneous fees then should proceed to the adviser for evaluation of grades. The adviser will verify and record the grades of the enrollee, determines the subjects that are allowed to take by the enrollee, and issues PRF. The enrollee should fill up the PRF with all the necessary information and should go back to the adviser for verification and approval. After the PRF has been approved, the enrollee should present it to the encoder for encoding of subjects and for the issuance of COR. If the enrollee is a scholar, he should approach the bookkeeper to verify his account and validate his scholarship card. If the enrollee is a non-scholar, he is required to proceed to the cashier’s office and presents the COR and should pay the amount specified in the COR. The cashier will verify the enrollee’s information, updates the account and issues receipt after the amount is paid. Then the enrollee will be asked to proceed to the registrar’s office to verify and update his account and to register then should proceed to the library to validate the student’s library card.
Not only the diagrams that made me surprised, also the new enrollment system that was made by our professors and was just recently used by the college. When I submitted my Pre-Registration Form (PRF) to the secretary, I was surprised by the system that he was using. The environment was a little bit different from the former one and there were new text boxes to be filled up. The secretary asked me to write down my date of birth and contact number and he entered those in the system. I was amazed and I laughed when I saw my face in the computer. I was just a fresh student that time when that picture was taken and it was totally different. They even said to me that I looked more innocent in that picture than now. I did not see totally the system and never had a chance to test or use it. Of course, I am just a student of the university and I do not have the right to test it or even use it without any permission. So, if I were to evaluate the new enrollment system that was developed by our professors, I can hardly tell. As far as I know, given that the system was already used, it was successfully done.
Last second semester, school year 2008-2009, the university made a decision to tap in-house resources. Our professors in the subject Systems Analysis and Design (SAD) 1 and Software Engineering (SE) 1 were given a task to develop a new enrollment system for the university. They were used to be our professors for the two subjects. However, because of the task that was given to them, they made a decision to give up our class and focus on the task. Me and my classmates were sad and disappointed when we heard the news because we were already used to their teaching methods and we would miss them. When we were given assignments about outsourcing and insourcing on which is better between the two, we were also asked about the decision that made by the university to tap in-house resources if it was good or the other. It was also a good decision. When the university was still using the former enrollment system, they were paying large amount of money for the system. Maybe that was the reason why the university seemed to forget its other problems like its facilities and laboratories and to other key areas as well. Maybe the universities made that decision because they can no longer afford to pay for the former system or just because they had come to realize to why not use the resources inside the university and save money.
There are IT professionals in the university and they are very good and I am very proud of them and glad that they are our professors. Now that the former enrollment system was replaced with the new and improved system, faculty and students can now work with great efficiency. With the new system, it is now easier to locate the student because it was already in the system the student’s contact number and also the address. It is also easier to recognize the student because it was already in the system the student’s picture. The student will wait no more for how many hours for the Certificate of Registration or commonly known as COR to be given after it is printed since the former printer that used to have a ribbon to print was already replaced with the new and improved one. It is now faster to print a COR and other documents. The overall process is now faster. The students can finish their enrollment earlier – the earlier the better. I would like to congratulate the developers of the system – our professors who deserved to be acknowledged. I wonder how much was paid to them.
If I were asked to evaluate the new system and compare it with the former one, I would really ask the university to allow me to test and use the two systems. In that way, I can easily tell their differences, advantages, their bugs as well. I was just wondering, how good the two professors are because as far as I know only the two of them who worked for the system when in fact, as what I have learned from my previous subjects, when we talk of developing a system or software, there are several members of the team. They were able to develop the system mainly the two of them but with the help of others, of course.
Why did the university decided to change the enrollment system? Were there problems with the former system? Was it because of the identified bugs? Was it because the university can no longer afford to pay for the system or both?
Actually, I am not sure of the answers to the questions. I only found out that the university decided to change the enrollment system when the project was given to our professors. I have not seen totally the former system and have not tested it or used it and I never did investigate or ask persons about the issue. Well, when I saw the new system, I also asked few questions about it to the secretary because I was waiting for my COR that time however none of my questions can answer the questions above. But if I were to base it on my observations, maybe the former system was replaced with the new one because they were not satisfied with the system. The system could not still attain the standards of the university or the features that the university wants with the system or just because the university can no longer afford to pay for the former system. I would rather believe the last one.
Here is another question, when we decide to change something, what are the usual reasons? We want something new. We want something better. We want something that can satisfy us. We want that something that can attain our standards. When the university decided to replace the former system, it was expected already that the new system is better than the former one. When I saw the environment of the new system, it was also good. Comparing it with the former one, the new system was better. I was looking at the computer when the secretary was doing the encoding. The interface was good and user-friendly. I am just sad because we have not seen the presentation by the developers of the new system when it was introduced. I was wondering how much was the amount allotted to the project and the amount that the university was paying for when the former system was still in use. I have heard the university was paying a month for that system but I am not sure how much exactly the amount was.
I am used already to the question on which is better, to outsource or to insource. Well, even though I know already what the two are all about and given that I already read some articles about them, I can say that there are still areas which I am not familiar of and have not learned yet. They both have distinct advantages and benefits. So, to help us evaluate the decision made by the university, let us first discuss each of them – outsourcing and insourcing.
When an organization opted to outsource, what are the benefits that will be obtained?Outsourcing can be very beneficial. The project of the organization will be made faster, making it reliable, efficient and in good quality especially when the project was offered to a reliable and a good company or individuals. The everyday tasks of the organization cannot also be disturbed and interrupted and they can concentrate on their works. For system and data security, the organization should be very careful and strict in giving their records and data especially nowadays there are lots of tricks that can be made, lots of threats and lots of attackers. The security has three basic components and these are confidentiality, integrity, and availability. To prevent the organization from harm, they should be well versed with what they are doing and what are the risks that they are facing. The organization should be very keen especially when they opted to outsource because their information, records and data are at risk. As what I have always been said, the one that I like the most about outsourcing is being global meaning the organization’s project can be offered to a company or individuals even if they are both from different countries especially when we speak of the undying vision of the university which is to become globally competitive.
Insourcing can also be very beneficial to an organization. Most of the organizations who opted to insource reasoned out that they could not afford to outsource. Some of the organizations have also said that they do not want to take the risk. They want the organization’s information, its record and data be very confidential and not to put them at risk. Another reason is they have their own IT professionals that are very good and enough to work with their project and by doing this they can spend less.
We always hear the word less amount when we speak of insourcing, what about the other benefits? There are lots of benefits when opted to insource not only spending less amount of money. It is easier for the organization to follow or track the development of the project. It is also easier for the management and project makers to locate one another and to interact with each other. Whenever there are questions and clarifications regarding the project, they can easily and can directly ask and answer. And if ever any problem would occur, it can be solved easily and immediately. Other problems regarding operating cost, any changes in plan, etcetera can be fixed ahead of time. The organization can also be immediately informed about the identified bugs and lastly, maintenance of the project is not a problem since the project makers are already there.
Whether to outsource or to insource, we always look for their advantages and benefits to the organization and which is better for the organization. I have read from an article that says if the organization can hardly decide and is torn between the two, they can hire an analyst or a consultant to help them decide but we are talking another expense. Of course, they have to pay for the service of the analyst or consultant. Mostly, huge firms have been doing this but mostly they do outsource.
The decision made by the university to tap in-house resources was also good. The university spent lesser amount than before. The skills of the IT professionals inside the university were being utilized and developed. The students especially the Institute of Computing (IC) students have learned something from the issue and can help us think and decide in the future when we are already IT professionals. Even though at first, when we found out that our two professors gave up the class for the project, some of us were quite sad and disappointed but we learned from it, especially because we were given assignments related to the issue, we were forced to know more about the issue and its related areas.
Having those diagrams was a very good idea. The operational efficiency is now improved given those diagrams, the new and improved enrollment system together with the new and improved printer that was used recently by the secretary in printing the student’s COR and other documents. Unlike before, freshmen students were having a difficult time in identifying the next step that they could hardly finish the enrollment earlier. Now, with the help of those diagrams, students will be guided, students will also spend less time in waiting for the COR to print and to be given to them because the former printer was already replaced with the new and improved one which is totally different from the previous one. The university implemented lots of new this semester, which add points to the university.
Wednesday, March 25, 2009
I speak
We are done with our analysis and we are planning to meet early tomorrow for the consultation. I hope and I pray that our paper will be checked tomorrow and that we can proceed to the next phase.
At first, the group decided to use questionnaire as our information gathering technique but then again we decided to change our strategy. We interviewed the editors-in-chief of the following college publications namely:
· The Collegiate Headlight which is the official publication of the university.
· The Eagle (College of Education)
· CT Signs (College of Technology)
We only have two days before end of the week and we are really trying to get all things done. With all the prayers and support coming from our families and friends, motivation and inspirational thoughts from our instructor RSG, we can make it guys! Just pray and have faith in Him (Bro).
GO! FIGHT!
Congratulations to all the graduates and good luck!
At first, the group decided to use questionnaire as our information gathering technique but then again we decided to change our strategy. We interviewed the editors-in-chief of the following college publications namely:
· The Collegiate Headlight which is the official publication of the university.
· The Eagle (College of Education)
· CT Signs (College of Technology)
We only have two days before end of the week and we are really trying to get all things done. With all the prayers and support coming from our families and friends, motivation and inspirational thoughts from our instructor RSG, we can make it guys! Just pray and have faith in Him (Bro).
GO! FIGHT!
Congratulations to all the graduates and good luck!
Sunday, February 15, 2009
IS Plan Implementation
One of my classmates gave me the idea on where to base my answer on what are the steps in order to expedite the implementation of the IS plan since I also have a copy of the PDF file that was given by RSG about Strategic Planning.
Before the implementation of the IS plan takes place, we must already have our plan for the implementation. It is important to plan so that we can prepare and to make it much easier for us to handle the inevitable and unexpected issues that would come up during the process. That is why we are required to plan not only for the implementation of an IS plan but for our future as well.
Given the question, what are the steps in order to expedite the implementation of the IS plan, I would also assume that the question refers to actual implementation of the IS plan since the following steps are to be taken in the implementation of the plan:
The first step is to (1) coordinate with all the persons involved. Persons who will execute the plan need to be informed about the plan and of course on how they are going to execute the plan. The IS team should coordinate with all the persons involved so that whenever there are problems or issues regarding the implementation will be solved immediately and for the implementation not to take long.
The second step is to (2) assign responsibilities and set timelines. Persons involved in the implementation of the plan will be given roles to portray and responsibilities in the form of work plan and staffing plan. Timeline with completion targets will be established for each of the activities involved in the process of implementation. Developing work and staffing plan is important to make sure that there will be an organization of work as well as setting timelines to expedite the implementation.
The third step is to (3) resource the project or initiative and document in the form of detail budgets. Resources not only of money but also of knowledge, of strength, etc. are needed to successfully implement the IS plan. When out of resources, how could the university implement the plan completely and successfully and on time or earlier? Furthermore, it is recommended to make a documentation of the resources including the money spent to recognize how these resources are doing and where they are going. We may not know they are doing not fine and going out of nowhere.
Fourth is to (4) monitor progress to evaluate if the desired outcomes had achieved, to see if still on the trail or if still following the timetable also to find out if there is a progress or not. By checking the details of each of the tasks or summary task, we are better informed on the overall progress of the implementation.
Lastly, (5) correct and revise action plans. The original plan should be examined every now and then for detection of errors. Once errors are detected and revisions are made, the actual results of the revised action plans and the original plan should be compared or evaluated to look for the differences again for the errors, and to mull over what are the changes to be done, and what are the things to be added or subtracted.
Before the implementation of the IS plan takes place, we must already have our plan for the implementation. It is important to plan so that we can prepare and to make it much easier for us to handle the inevitable and unexpected issues that would come up during the process. That is why we are required to plan not only for the implementation of an IS plan but for our future as well.
Given the question, what are the steps in order to expedite the implementation of the IS plan, I would also assume that the question refers to actual implementation of the IS plan since the following steps are to be taken in the implementation of the plan:
The first step is to (1) coordinate with all the persons involved. Persons who will execute the plan need to be informed about the plan and of course on how they are going to execute the plan. The IS team should coordinate with all the persons involved so that whenever there are problems or issues regarding the implementation will be solved immediately and for the implementation not to take long.
The second step is to (2) assign responsibilities and set timelines. Persons involved in the implementation of the plan will be given roles to portray and responsibilities in the form of work plan and staffing plan. Timeline with completion targets will be established for each of the activities involved in the process of implementation. Developing work and staffing plan is important to make sure that there will be an organization of work as well as setting timelines to expedite the implementation.
The third step is to (3) resource the project or initiative and document in the form of detail budgets. Resources not only of money but also of knowledge, of strength, etc. are needed to successfully implement the IS plan. When out of resources, how could the university implement the plan completely and successfully and on time or earlier? Furthermore, it is recommended to make a documentation of the resources including the money spent to recognize how these resources are doing and where they are going. We may not know they are doing not fine and going out of nowhere.
Fourth is to (4) monitor progress to evaluate if the desired outcomes had achieved, to see if still on the trail or if still following the timetable also to find out if there is a progress or not. By checking the details of each of the tasks or summary task, we are better informed on the overall progress of the implementation.
Lastly, (5) correct and revise action plans. The original plan should be examined every now and then for detection of errors. Once errors are detected and revisions are made, the actual results of the revised action plans and the original plan should be compared or evaluated to look for the differences again for the errors, and to mull over what are the changes to be done, and what are the things to be added or subtracted.
Monday, February 9, 2009
Own Version: 1.3
The above figure is a data flow diagram for the enrollment system of the university in which it shows the flow of data of the said system.
Tuesday, February 3, 2009
Outsourcing vs. In-sourcing (The Second Time Around)
Which is better, to outsource or in-source? This question has been an issue not only in our university but also most especially in the business world wherein there is a high-level of competition among organizations. In MIS 1 (Management Information System), we were also asked to answer the question about outsourcing and in-sourcing that is related to the question I am answering right now. However, same as my first answer I am more into outsourcing side. Why outsourcing? Well I think, when we talk about advantages, outsourcing can give more of it.
Most of the organizations right now are outsourcing. They do outsource to help them do their works and for them to become globally competitive. Outsourcing really is an advantageous to the organizations especially those who lack of modern equipments and IT Professionals. For USEP, I will recommend outsourcing. My classmates already stated the reasons. However, one thing is for sure, the university will be helped to achieve its vision. Although we can say that it takes many cash, it is worth the cost when we speak of the outcome and the benefits. When we do outsource, it does not mean that we are ignoring the IT Professionals inside of the house or university, it is just because we need others to help us improve and achieve our vision. The university can also have focus on its primary role that is to prioritize students. Focus on the primary role is also one of the very reasons why organizations choose to outsource. Organizations can fully serve their clients at its best. With the help of other organizations, problems within the organization that are being outsourced can be solved and the service that they are giving to their clients cannot be interrupted. Talking about service interruption, just like what my classmates have stated above about the recent issue in the university, two of the IC faculties were given a task to develop a new enrollment system for the university. They were supposedly our teachers for the two subjects this semester but because of the task that was assigned to them; they had to give up their classes. Classes for the two subjects were delayed since there was a need of replacement for the two teachers. If the university had chosen to outsource, they would not have to pay for the teachers who substituted the former teachers of the subjects, classes would not have interrupted and time of the students could not have wasted. On the other hand, the opinion of mine is based on the information I have read about the power of outsourcing, its edge and on what I think is right and I do respect the decision that has made by the university.
Wednesday, January 28, 2009
Organizational Change
Based on the data I have gathered, among the four types of organizational change, the most radical type is paradigm shifts. The most common is automation and also the easiest. Automation and rationalization of procedures are slow moving and slow changing strategies. These two types of change carry low rewards but offer little risk. In contrast, business reengineering and paradigm shifts are faster; carry high rewards but offer high chances of failure.
Change is constant. Many have changed for the better but others are for worse. Others choose to be adaptive than to be predictive because they have this thought that not all things can be predicted. And it is all because life is a constant change. But for me, I am not really into adaptive side; I choose to be predictive rather. Change makes me nervous at times and I am not that person who can easily adapt but not quite long which is I know wrong but still I am working on it.
To understand each type and to know the reason why paradigm shifts the most radical type let us first define each of them. Automation deals with the use of Information Technology (IT) in order to speed up the process of a certain task. Rationalization of procedures is the reformation of operating procedures, removal of bottlenecks to make the operating procedures of the organization more efficient. Business reengineering is the redesigning of the business processes to improve measure of performance while paradigm shifts is the re-conceptualization or change of the nature of the business and the organization itself.
Talking about paradigm shifts as the most radical type of change, organizations could have major disruption when it is done. Although we could say that it is very dangerous because it talks about extreme change and taking high risk but still many of the organizations use it and also business reengineering. Why extreme change? As defined above, it is because it deals with changing the very nature of the business, the structure of the organization and it also deals with new products or services. Same as other individuals, organizations use paradigm shifts as their strategy to change in order to stay competitive. I have read from an article that because of the global economic pressure, organizations realized that they have to take on the challenges to meet the demands of their shareholders.
All types of change could give an organization a disruption but in two most common types – the automation and rationalization of procedures, usually, it can be managed. For the rest, especially the highly disruptive, most dangerous and most radical type of change which is paradigm shifting, it needs a lot of care and should be done well. And if done well, it can give tremendous rewards.
References:
http://www.santarosa.edu/~ssarkar/cs66fl06/ch14notes.htm
Change is constant. Many have changed for the better but others are for worse. Others choose to be adaptive than to be predictive because they have this thought that not all things can be predicted. And it is all because life is a constant change. But for me, I am not really into adaptive side; I choose to be predictive rather. Change makes me nervous at times and I am not that person who can easily adapt but not quite long which is I know wrong but still I am working on it.
To understand each type and to know the reason why paradigm shifts the most radical type let us first define each of them. Automation deals with the use of Information Technology (IT) in order to speed up the process of a certain task. Rationalization of procedures is the reformation of operating procedures, removal of bottlenecks to make the operating procedures of the organization more efficient. Business reengineering is the redesigning of the business processes to improve measure of performance while paradigm shifts is the re-conceptualization or change of the nature of the business and the organization itself.
Talking about paradigm shifts as the most radical type of change, organizations could have major disruption when it is done. Although we could say that it is very dangerous because it talks about extreme change and taking high risk but still many of the organizations use it and also business reengineering. Why extreme change? As defined above, it is because it deals with changing the very nature of the business, the structure of the organization and it also deals with new products or services. Same as other individuals, organizations use paradigm shifts as their strategy to change in order to stay competitive. I have read from an article that because of the global economic pressure, organizations realized that they have to take on the challenges to meet the demands of their shareholders.
All types of change could give an organization a disruption but in two most common types – the automation and rationalization of procedures, usually, it can be managed. For the rest, especially the highly disruptive, most dangerous and most radical type of change which is paradigm shifting, it needs a lot of care and should be done well. And if done well, it can give tremendous rewards.
References:
http://www.santarosa.edu/~ssarkar/cs66fl06/ch14notes.htm
Sunday, January 18, 2009
Own Version: Verse 1.1
Use case diagram is used to present in a graphical manner the functionality of a system. Use cases are the goals of an actor or the functions that an actor carries out. By the use of this diagram, functions of a system that are to be performed by an actor can be specified.
The above figure is a use case diagram that presents the enrollment system of the university. Use cases are represented by ovals and the actors are represented by stick figures. The connecting lines between an actor and a use case represents as the association to show that an actor carries out a use case. The figure shows the use cases that a student should perform for him/her to be officially enrolled and the other actors who are involved in the system.
Saturday, January 10, 2009
Data Gathering
As I have known myself, I am not what anyone would call verbose but sometimes aggressive, loud, playful and whatever. There are times that I am quiet and times I am not. When I am in my silent mode, I used to think about anything that goes into my mind and observes the things surround me yet it is somewhat helpful because I am learning and I could have my realization after.
Based on the description of my personality that I have stated and on my choice, I could say that I would choose interviewing not because I am more comfortable with it, it is because I love the feeling (not very). I love the feeling going to companies a little bit terrified and excited. I love the feeling going to companies seeing the employees busy with their works and I love the feeling of being cold because of the air-conditioned rooms.
Among the data gathering techniques, interviewing is the most challenging for me when talking about confidence, guts and patience. You must have complete confidence in order to be good in doing such thing and to have a good outcome. You must be brave to avoid bulges while speaking and not to forget the things to say. And I do agree because I already experienced the same thing. I was very nervous at that time, I was lack of preparation, and it gave me so much trouble that made me forgot the things that I have to say even the beginning of my talk. I was totally blackout. You must also have the patience when the person from whom the information is sought keeps on talking even if the words coming are not on track anymore and if the treatment is not good to you. And as an interviewer, you must be attentive and smart in order to keep the conversation going. Ask proper questions to draw out further information, and contribute some ideas of your own on the subject being talked about.
Talking about being comfortable with, I could say that I am more comfortable with document review, observation and use of questionnaires because I do not have to talk much and no so much pressure. When using document review, I just have to rely on papers and study those. In observing, of course, I just have to observe and interpret. And when using questionnaires, I have to construct questions that would cater the information that I need then give it to the assigned person and wait.
I could say that I could get sufficient information when using interviewing. I could make sure that the information that was gathered is from a reliable source and not just a bulk of falsified papers. I could easily ask another question when needed and I could easily make clarifications if there is. It would also help me build more my self-confidence, learn more how to get along with other people not of my own age and learn to converse easily, naturally and effectively. It is also a practice for me to be ready in the future because as it has been said, as we grow older, we encounter new and different types of situations. More and more, we are expected to take part in social conversations. I might be exposed regardless of my major like having communication either verbal or written to some tasks.
Based on the description of my personality that I have stated and on my choice, I could say that I would choose interviewing not because I am more comfortable with it, it is because I love the feeling (not very). I love the feeling going to companies a little bit terrified and excited. I love the feeling going to companies seeing the employees busy with their works and I love the feeling of being cold because of the air-conditioned rooms.
Among the data gathering techniques, interviewing is the most challenging for me when talking about confidence, guts and patience. You must have complete confidence in order to be good in doing such thing and to have a good outcome. You must be brave to avoid bulges while speaking and not to forget the things to say. And I do agree because I already experienced the same thing. I was very nervous at that time, I was lack of preparation, and it gave me so much trouble that made me forgot the things that I have to say even the beginning of my talk. I was totally blackout. You must also have the patience when the person from whom the information is sought keeps on talking even if the words coming are not on track anymore and if the treatment is not good to you. And as an interviewer, you must be attentive and smart in order to keep the conversation going. Ask proper questions to draw out further information, and contribute some ideas of your own on the subject being talked about.
Talking about being comfortable with, I could say that I am more comfortable with document review, observation and use of questionnaires because I do not have to talk much and no so much pressure. When using document review, I just have to rely on papers and study those. In observing, of course, I just have to observe and interpret. And when using questionnaires, I have to construct questions that would cater the information that I need then give it to the assigned person and wait.
I could say that I could get sufficient information when using interviewing. I could make sure that the information that was gathered is from a reliable source and not just a bulk of falsified papers. I could easily ask another question when needed and I could easily make clarifications if there is. It would also help me build more my self-confidence, learn more how to get along with other people not of my own age and learn to converse easily, naturally and effectively. It is also a practice for me to be ready in the future because as it has been said, as we grow older, we encounter new and different types of situations. More and more, we are expected to take part in social conversations. I might be exposed regardless of my major like having communication either verbal or written to some tasks.
Friday, January 2, 2009
On my own
If I were to choose between adaptive and predictive approach in achieving my objectives in life, I would use the latter one which is the predictive approach. Before, we were asked about how we see ourselves ten years from now and the strategies to get there. Well, in a way, that is planning I could say. Planning, for me, is very essential when we are undertaking a project or if we are aiming to achieve something. If we plan in advance, risk can be minimized, we would know where we are going and we can be sure of our actions. Of course, if possible, we don’t want to take risk and we don’t want our dreams to be just our reality. And if we plan in advance, there is a great chance for us to achieve that something. Yes, adaptive approach can be more flexible to change compared to predictive approach, but there is a high tendency of taking risk in using that approach.
In developing a system, adaptive and predictive approach both use SDLC, and activities of each phase are similar. If I were to create my own version of SDLC for me to achieve my objectives in life, this would be the activities/steps that I would undertake:
Prepare a plan.
For some actions that I take, I think first and make a plan. But sometimes, my plan doesn’t work for several reasons – plan is not good enough, there is missing in the plan, and plan is not implemented. Those are the valuable lessons for me to be learned. This time, I will make sure that my plan is in accordance with what I want and with what I need. I will make sure that it will work for the achievement of my objectives.
In preparing my plan, I will decide carefully and make my objectives specific, step-by-step, list the actions and the means in taking the action, the information, knowledge, skills, techniques that I need to master to achieve those objectives and make my own schedule on when to do those actions. In such a way, I can be sure of my actions and directions of where to go and why.
Put the plan into action.
Long before, I made a plan, but the plan was not implemented. That mistake made me regret myself and gave me the feeling of disappointment. Why is it that the plan was not implemented? Looking back from that very moment, the plan was failed to implement because of fear and hesitation that I felt. Fear for the plan to fail and I was uncertain if the plan would work. Instead of learning from that mistake, I made the same mistake again and again. But that was before. I hope and I pray that this time that dilemma would not happen again.
So, after preparing a plan, of course, the next step is to put the plan into action. In taking the action, there are factors that are needed such as information, knowledge, skills and techniques. This is now one of the reasons why planning is important. If we plan, those factors can be identified earlier and it would be easier for us to do the action. As what I have mentioned above in preparing my plan, those factors are considered and listed.
Measure performance.
After preparing my plan and putting it into action, I will also measure my performance. Why need to measure? Of course, not only me but you as well need to measure performance that we exert in our plan. By doing this, we would know how far we are going and how good we are in doing the action. We would also know if we are achieving our objectives. Errors could also be detected. And since errors are detected, we can plan for another action and fix those errors.
Based on my experience, sometimes, when evaluating performance and finding out that we are not doing well in our action, we tend to feel frustrated, sometimes we feel like giving up, depressed and then we stop. But, as it has been said, “Never give up.”
Analyze and interpret the results.
After performing the plan and measuring it, comes the results. I should ask myself, “How’s the result? Is it good or bad?” If it is good, then I should keep on doing the same good thing and keep on improving as well. If the result is bad, then I should still keep on moving but using different strategies and techniques.
Preparing a plan and then analyzing the results is not new to me since I have been doing this long before. I plan not only for the future but also for everyday. Since I am not a good decision maker and not a good planner, it takes time for me to think and then decide what is good. But I am also working on it.
Try again and maintain.
If ever I fail, I will never stop trying until I have achieved my objectives. As what I have read from a book that says, “The learning process is filled with trial and error and accompanied by some frustrations; but we learn from our mistakes.” Therefore, try and try. Even when I keep on trying but there is still no change and I keep on failing, there must be something wrong with my strategies or with my techniques. That is why we have to measure our performance and then analyze the results because as what I have said errors can be detected and the earlier the better. It is really disheartening when we keep on working, so much effort were exerted only to find out that in that long run we are not improving and we are out of track and no good results after all. But, as it has been said, “Be positive.”
Maintain. When the time comes that I’m on my success beam, I would have to maintain that success. Well, although problems and change may occur, as I am sure to have, I would have to face those problems, solve it all, and make some enhancements to expand my capabilities.
Happy New Year to all!
Friday, December 26, 2008
Is it worth?
Many days were allotted by our group to look for a company. After the long walk and negative responses from other companies, eventually, we received a positive response from DCT Printshop. The first proposal that was made, unfortunately, was rejected. We were told that the proposed system was low average. But life must go on. We have to look for another proposal. Then we received a recommendation from our instructor to take the student registration management information system (SRMIS), that is, within our department only. The group accepted it and moved right away. We were told that we had to provide a letter to the registrar’s office and to the department of institute of computing (IC), which we did. But then, again, the registrar’s office refused the proposal. Since we did not have any other options, the group decided to look for another company.
Going back from the time when we had our first visit in our first company – DCT Printshop, the first and second department which are to be found upstairs told us that they did not have any problem with their automated systems. While sitting on a bench and feeling sad, Sir Alfredo Tesoro, the VP-Administration and Sales in the company called us and then we had a discussion. We asked him if there is any data processing which is done manually and we also asked for a suggestion on what he wants for the company or if he wants to have enhancement in any of the systems. Based on the information that we have gathered and on what the VP-Admin have suggested and after the analysis that we have done, the group decided to propose a job requisition, inventory and monitoring system that would simplify their traditional mode of managing records and to keep an eye on the scheduled dates of the yearbook. The system entails a list of records from the job-orders given by the clients, the progress in the processing and production of the yearbook.
Given the question, “Think about your approved/proposed systems, is it worth the three or more years of learning you get from the university?” I would say that the proposed system is very simple or easy to develop for those who are experts like systems analysts/developer. Not like me, I am not that good enough in developing a system, I am still an amateur and still in the process. But I am still working on it. Maybe, someday, somehow, ten years from now, when the time comes I might be able to develop any of the systems. And as part of information technology (IT), it is really part of our job to help companies solve their problems with regard to their information system. Although we could say that the proposed system is not worth the three or more years of learning, but due to knowledge and time constraints, it is also one of the reasons why the group arrived with the proposal. Going back from the time when we had our database analysis and design 1, 2 and 3, we were also asked to develop a specific system. This time, we are facing another challenging task. But I know it doesn’t end up here, there are still more and more tasks to come.
Well, honestly, as part of information technology (IT) and being an IT student, although it is not so obvious, I also think of something that I can contribute to the world of IT, something that is new, valuable and exceptional, something that I can be proud of. But this is now the question, what is that something?
Allow me to share with you this; although it is not so related to the topic, I just want to express this realization and appreciation of mine. As I still remember, when green campus computing and free open source software (FOSS) were introduced to us, I told myself, “This is really great.” In my own little ways, I was able to help preserve the green planet. But we are not just an advocate; we put it into practice. So, I have now my first answer to that something and that is being part of green campus computing and FOSS. But I am still looking for more.
To everyone, Merry Christmas and a Happy New Year !
Going back from the time when we had our first visit in our first company – DCT Printshop, the first and second department which are to be found upstairs told us that they did not have any problem with their automated systems. While sitting on a bench and feeling sad, Sir Alfredo Tesoro, the VP-Administration and Sales in the company called us and then we had a discussion. We asked him if there is any data processing which is done manually and we also asked for a suggestion on what he wants for the company or if he wants to have enhancement in any of the systems. Based on the information that we have gathered and on what the VP-Admin have suggested and after the analysis that we have done, the group decided to propose a job requisition, inventory and monitoring system that would simplify their traditional mode of managing records and to keep an eye on the scheduled dates of the yearbook. The system entails a list of records from the job-orders given by the clients, the progress in the processing and production of the yearbook.
Given the question, “Think about your approved/proposed systems, is it worth the three or more years of learning you get from the university?” I would say that the proposed system is very simple or easy to develop for those who are experts like systems analysts/developer. Not like me, I am not that good enough in developing a system, I am still an amateur and still in the process. But I am still working on it. Maybe, someday, somehow, ten years from now, when the time comes I might be able to develop any of the systems. And as part of information technology (IT), it is really part of our job to help companies solve their problems with regard to their information system. Although we could say that the proposed system is not worth the three or more years of learning, but due to knowledge and time constraints, it is also one of the reasons why the group arrived with the proposal. Going back from the time when we had our database analysis and design 1, 2 and 3, we were also asked to develop a specific system. This time, we are facing another challenging task. But I know it doesn’t end up here, there are still more and more tasks to come.
Well, honestly, as part of information technology (IT) and being an IT student, although it is not so obvious, I also think of something that I can contribute to the world of IT, something that is new, valuable and exceptional, something that I can be proud of. But this is now the question, what is that something?
Allow me to share with you this; although it is not so related to the topic, I just want to express this realization and appreciation of mine. As I still remember, when green campus computing and free open source software (FOSS) were introduced to us, I told myself, “This is really great.” In my own little ways, I was able to help preserve the green planet. But we are not just an advocate; we put it into practice. So, I have now my first answer to that something and that is being part of green campus computing and FOSS. But I am still looking for more.
To everyone, Merry Christmas and a Happy New Year !
Sunday, December 21, 2008
Critical Success Factor
To begin, when I first heard these words – critical success factor (CSF), I had these questions in mind – What is CSF? Is that for what? How does it work? But that was long time ago. Now that I was asked to identify the steps for CSFs approach, let us first answer those questions.
Critical success factors (CSFs) according to Deborah Muckle are the things that must go right for a business to succeed. And stated in Wikipedia, CSF is a business term for an element which is necessary for an organization or project to achieve its mission. They are the critical factors or activities required for ensuring the success of your business. The term was initially used in the world of data analysis, and business analysis.
Rockart defined CSFs as:
"The limited number of areas in which results, if they are satisfactory, will ensure successful competitive performance for the organization. They are the few key areas where things must go right for the business to flourish. If results in these areas are not adequate, the organization's efforts for the period will be less than desired."
He also concluded that CSFs are "areas of activity that should receive constant and careful attention from management."
Talking about critical success factor, last December 15, 2008, when we had our class in management information system 2 (MIS 2), one of the reported topics was about CSF and we were asked to identify the CSFs of our department which is the Institute of Computing (IC) but I was not able to answer not because I had no idea, but I just could not raise my hand (joke!).
So now that we have those definitions from the different sources, let us now proceed to its significance. After reading quite a few articles, from what I have understood, it is really important to identify the critical success factors of an organization or a project to have focused on things that must be observed all the way through and as what have stated in Wikipedia, key success factors generally include exceptional management. Therefore, identifying CSFs and managing it in an exceptional manner will lead the organization or a project to success.
What are these factors? Here are some of the critical success factors that were identified in Wikipedia:
Critical success factors (CSFs) according to Deborah Muckle are the things that must go right for a business to succeed. And stated in Wikipedia, CSF is a business term for an element which is necessary for an organization or project to achieve its mission. They are the critical factors or activities required for ensuring the success of your business. The term was initially used in the world of data analysis, and business analysis.
Rockart defined CSFs as:
"The limited number of areas in which results, if they are satisfactory, will ensure successful competitive performance for the organization. They are the few key areas where things must go right for the business to flourish. If results in these areas are not adequate, the organization's efforts for the period will be less than desired."
He also concluded that CSFs are "areas of activity that should receive constant and careful attention from management."
Talking about critical success factor, last December 15, 2008, when we had our class in management information system 2 (MIS 2), one of the reported topics was about CSF and we were asked to identify the CSFs of our department which is the Institute of Computing (IC) but I was not able to answer not because I had no idea, but I just could not raise my hand (joke!).
So now that we have those definitions from the different sources, let us now proceed to its significance. After reading quite a few articles, from what I have understood, it is really important to identify the critical success factors of an organization or a project to have focused on things that must be observed all the way through and as what have stated in Wikipedia, key success factors generally include exceptional management. Therefore, identifying CSFs and managing it in an exceptional manner will lead the organization or a project to success.
What are these factors? Here are some of the critical success factors that were identified in Wikipedia:
- Money: positive cash flow, revenue growth, and profit margins.
- Your future: Acquiring new customers and/or distributors.
- Customer satisfaction: How happy are they?
- Quality: How good is your product and service?
- Product or service development: What's new that will increase business with existing customers and attract new ones?
Those factors that were stated above have helped me understand more about critical success factors. So, after defining the term, knowing its significance and showing some of the examples, to move on, here are now the steps for CSFs approach that were presented by Deborah Muckle in his presentation in Chapter 11: Information Systems Planning:
First, identify the firm’s primary mission and objectives that define satisfactory overall performance. Every organization has its mission or the reason why it exists which simply means its purpose and its objectives that support to accomplish its mission. Primarily, an organization exists to serve its stakeholders at its best. These stakeholders are the customers, employees, business partners, shareholders, and communities that benefit from the organization’s existence and growth. It is not easy or we can never identify the CSFs of an organization when they don’t even know their purpose of their existence. Why need to identify the CSFs when there is nothing to be accomplished? Think of that. As it has been said, purpose in life transcends self and gives meaning and satisfaction. It is important that the organization should also be specific with their vision, mission and objectives. Of course, there can never be an organization without its vision, mission and goals.
Second, executives identify the CSFs. After identifying the organization’s mission and objectives, and CSFs were also identified, the organization can now focus their efforts on the factors. Let me have an example, if I were to ask myself, why do I exist? What is my purpose here on earth? To achieve that purpose, what are the things that I need to improve or to have? Are my abilities enough?
It has been stated in Mind Tools site,
“By identifying your Critical Success Factors, you can create a common point of reference to help you direct and measure the success of your business or project.
As a common point of reference, CSFs help everyone in the team to know exactly what's most important. And this helps people perform their own work in the right context and so pull together towards the same overall aims.
Critical Success Factors are the areas of your business or project that are absolutely essential to it success. By identifying and communicating these CSFs, you can help ensure your business or project is well-focused and avoids wasting effort and resources on less important areas. By making CSFs explicit, and communicating them with everyone involved, you can help keep the business and project on track towards common aims and goals”
So, after reading the citation, I have now my realization, “Every living thing, no matter how small is in itself, a delight” How was that? You might confuse and wonder how the quote connected to the topic, for what? But then allow me to use it. Many of the organizations have a tendency to generalize their critical success factors that would lead them to a problem. When determining CSFs, it is suggested to be more specific because as what the quote trying to express, small things might be unnoticed without knowing that they are the important things. Just like viruses, they are so small that they cannot be seen through most microscopes however, they are contagious and dangerous. That is why the executives or managers of any organization should have a deep analysis on the organization’s CSFs. They have to consider the business needs when thinking about what really matter for the success. Once we have a list of CSFs, it is time to consider what is absolutely essential and so identify the truly critical success factors.
Next is to identify the pertinent indicators or measures of performance for each CSF; measurements could be either quantitative or qualitative. These pertinent indicators or measures of performance are what we called key performance indicator (KPI). “A critical success factor is not a key performance indicator (KPI). Critical success factors are elements that are vital for a strategy to be successful. KPIs are measures that quantify management objectives and enable the measurement of strategic performance” – stated in Wikipedia.
In order for the organization to determine how much they attain their objectives, KPIs are used. Like for example, if one of the CSFs of the organization is customer satisfaction, then the KPI now is the number of customers that are happy with the product or service. If we are talking about money, it could be the amount of revenue or the cash flows of the organization. Let me have another example, from the factor stated above, acquiring new customers and/or distributors, the number of new customers should be measured.
After the long analysis in identifying critical success factors and identifying the measures of performance for each CSF, lastly, decide which measures are most important than then makes sure that IS plans provide means for collecting and using this information. Organizations find ways or means enabling them to achieve their mission by doing necessary activities. As what I have said earlier, determining factors should be specific; it should be in sufficient detail to provide sufficient information for the plan to begin. The very reason why should develop an IS plan and why need to identify CSFs and that is for the organization to succeed. It has been said that it is not necessarily that all the measures are should be employed; instead, the organization is advised to weigh all the output measures and identify which measures are the most important. But that is not the end at all, after that, the decisions should go in to the IS plan and should be stated there the means using the information.
Let me share with you my observation from the previous assignments up to the present, the word success has been always there. We can always reason out that the organization should do that and do this, should have that and have this for the attainment of its success which is true. Even me as a person, I really wanted to succeed. When we say success, it is really broad and music to our ears. So to achieve success, we must always pay the price. It takes lot of courage and perseverance. For that reason, I could say, we all love success.
And for me to say, organization should identify the critical success factors within and control the factors that enable success and should overcome the factors that would hinder the success of its organization.
Jumping up to the conclusion, when a plan is to be implemented, it should be taken into consideration the critical success factors of the organization. As it was stated, CSFs are the things that must go right for a business to succeed. As I still remember, from the previous assignment I said that in developing information systems plan (ISP), there are several factors that must be considered. Each of which should not be taken for granted and should be well analyzed and planned and part of that are the CSFs.
References:
http://en.wikipedia.org/wiki/Critical_success_factor
Sunday, December 14, 2008
Purpose of Information Systems Planning (ISP) and its major challenges
Before I tell you my perception on the purpose of information systems planning (ISP) and its major challenges, I would like to share with you a short story that had happened to me last Thursday – December 11, 2008. While waiting for a bus, a woman moved toward me. She asked for my name and we had a little talk. Then she gave me a journal that entitled “SUCCESS, how can you achieve it?” While traveling, I was also reading the journal. It was really an awakening and it gave me the encouragement to continue in spite of this crucial environment.
Let me link the story to the question concerning the success of the organizations. Why organizations need to plan for their information system (IS) and why they continue developing it? Moreover, why do they have to invest a large amount in IS and information technology (IT)? If I were to identify the goal of those organizations taken as a whole, of course, as we all know, they really wanted to succeed (who does not?) Even us individuals want the same thing. So to answer the question, first, we need to know what is meant by IS and planning.
From the previous assignment, I had discussed the term information system and information systems plan (ISP) and was able to compare it with business planning, their relationship and the frequently experienced causes of frustration in IS professionals and users while working on an IS plan. This time, I need to restate the meaning of IS. Here we have the IS resources: including people, hardware and software. So for what are the resources? People – they are working on the data. Hardware – tools (e.g. computers) used by persons working in an organization in processing the data. Then we have software – computer programs or databases that are used to store or process data. All of them are working on the organization’s data and information. As what has been stated in Wikipedia – the term refers to a system of persons, data records and activities that process the data and information in an organization, and it includes organization’s manual and automated processes. Next, we have planning. Planning involves thinking ahead and designing future action. It provides us a scheme of our action.
After defining the two terms, let me now discuss about IS planning. It is the planning of IS for an organization. Assessing the information needs of an organization and defining the systems, databases and technologies that best satisfy those needs. It contains the goals, objectives and priorities of the organization and the strategies of improving the organization’s IS. What are the expected changes three or five years from now? What are the developments that the organization should have? Any improvement in the IS, it is expected that it would cater the needs in achieving the organization’s goals and as what I have learned from the previous assignment, it should be in accordance with business plan.
In developing an IS plan, there are several factors should take into consideration. Each of which should not be taken for granted and should be well analyzed and planned. First we have the IS resources such as the people, hardware and software. The people or the users should be able to understand and use the implemented system. It is one clear opportunity and it would benefit many users if user interface design were improved. To build better interfaces, more user involvement is needed in the interface design process. Designers should follow the interface guidelines that exist. User training will also help, especially if it addresses problem solving strategies that will help build self-efficacy. Even small changes in the interface can make a big impact on user satisfaction. Specific hardware and software products should always be evaluated. Does an organization need to change its hardware and/or the software they are using? Do they need an additional of it? What are the suitable hardware and software that would best cater the needs of the organization? How much are they needed? These are some of the questions that an IS professional must have in mind.
How could I able come up with those questions? Of course, after reading many articles about information system and information systems plan, I have now my ideas and there is no reason for me not to be able to construct those. Next is the financial statement of the organization. How much an organization needs? What are the alternatives that would help the organization supplement the insufficiency? Then we have the IS professionals. They should have the skills and the personality of a real IS professional and worthy to be called as IS professional. They should have patience, perseverance, and the knowledge, of course. For what they are called IS professional?
Why need IS plan? What is the purpose of IS planning? Organizations need to plan for their IS to make sure that it both complements and assists in the achievement of their business goals and that the use of scarce resources are maximized within a business. Other reason is to maximize the benefits of changing technology and to take account of the different viewpoints of business professionals and IT professionals. IS planning is never an easy task. That is why there are methods that IS professionals try to follow and standards they try to reach out in order to have a good outcome and that it should serve the company and the users the way it was expected.
It should support and control the technical system in which it should be maintained to avoid failures and degradation. The people that are involved should be committed by actively participating. It must be constructed and documented carefully. It should also consider the life span of the IS and not just the acquisition costs. It should support the organization’s goal, strategies, and a sense of balance between centralized and decentralized decision.
We should always look out for the desirable characteristics of an IS plan including the shortcomings of the organization and the solutions to those problems which should be for a long term and the proposals in order to have quality in the product. It should be well planned because together with business plan, they both have a significant impact and both working for the success of the organization.
While working on an IS plan, sometimes inevitable problems could occur and could lead IS professionals to frustration. Even in our everyday life, we always face problems and challenges. But that is not a problem because it is just a matter of positive thinking and character.
In today’s competitive world, there is a need to attain a higher level of competence in order to be more profitable. We have to face the reality that the presence of information technology infrastructures in business can at times have a dehumanizing effect on people. As the old saying goes, “Life is a constant change”. Information is always evolving same as technology. This is one of the reasons why organizations need to have an IS plan and continue developing it, innovating and make large investments in information technology and in information systems in order not to be left behind and to cater the best services to their customers.. Another thing is for them to become globally competitive. The level of intensity gave business firms a motivation to work a lot harder and have a healthy competition among the organizations.
After having the purpose of IS plan, let me now identify its major challenges. What are those? While searching on the net, I fortunately found the article that discussed about ISP and its major challenges. After reading the article, I decided to have those and include here. Taken from the site: http://www.science.gmu.edu/~ahughes/MIS411f05Ch11Deborah.ppt
Let me link the story to the question concerning the success of the organizations. Why organizations need to plan for their information system (IS) and why they continue developing it? Moreover, why do they have to invest a large amount in IS and information technology (IT)? If I were to identify the goal of those organizations taken as a whole, of course, as we all know, they really wanted to succeed (who does not?) Even us individuals want the same thing. So to answer the question, first, we need to know what is meant by IS and planning.
From the previous assignment, I had discussed the term information system and information systems plan (ISP) and was able to compare it with business planning, their relationship and the frequently experienced causes of frustration in IS professionals and users while working on an IS plan. This time, I need to restate the meaning of IS. Here we have the IS resources: including people, hardware and software. So for what are the resources? People – they are working on the data. Hardware – tools (e.g. computers) used by persons working in an organization in processing the data. Then we have software – computer programs or databases that are used to store or process data. All of them are working on the organization’s data and information. As what has been stated in Wikipedia – the term refers to a system of persons, data records and activities that process the data and information in an organization, and it includes organization’s manual and automated processes. Next, we have planning. Planning involves thinking ahead and designing future action. It provides us a scheme of our action.
After defining the two terms, let me now discuss about IS planning. It is the planning of IS for an organization. Assessing the information needs of an organization and defining the systems, databases and technologies that best satisfy those needs. It contains the goals, objectives and priorities of the organization and the strategies of improving the organization’s IS. What are the expected changes three or five years from now? What are the developments that the organization should have? Any improvement in the IS, it is expected that it would cater the needs in achieving the organization’s goals and as what I have learned from the previous assignment, it should be in accordance with business plan.
In developing an IS plan, there are several factors should take into consideration. Each of which should not be taken for granted and should be well analyzed and planned. First we have the IS resources such as the people, hardware and software. The people or the users should be able to understand and use the implemented system. It is one clear opportunity and it would benefit many users if user interface design were improved. To build better interfaces, more user involvement is needed in the interface design process. Designers should follow the interface guidelines that exist. User training will also help, especially if it addresses problem solving strategies that will help build self-efficacy. Even small changes in the interface can make a big impact on user satisfaction. Specific hardware and software products should always be evaluated. Does an organization need to change its hardware and/or the software they are using? Do they need an additional of it? What are the suitable hardware and software that would best cater the needs of the organization? How much are they needed? These are some of the questions that an IS professional must have in mind.
How could I able come up with those questions? Of course, after reading many articles about information system and information systems plan, I have now my ideas and there is no reason for me not to be able to construct those. Next is the financial statement of the organization. How much an organization needs? What are the alternatives that would help the organization supplement the insufficiency? Then we have the IS professionals. They should have the skills and the personality of a real IS professional and worthy to be called as IS professional. They should have patience, perseverance, and the knowledge, of course. For what they are called IS professional?
Why need IS plan? What is the purpose of IS planning? Organizations need to plan for their IS to make sure that it both complements and assists in the achievement of their business goals and that the use of scarce resources are maximized within a business. Other reason is to maximize the benefits of changing technology and to take account of the different viewpoints of business professionals and IT professionals. IS planning is never an easy task. That is why there are methods that IS professionals try to follow and standards they try to reach out in order to have a good outcome and that it should serve the company and the users the way it was expected.
It should support and control the technical system in which it should be maintained to avoid failures and degradation. The people that are involved should be committed by actively participating. It must be constructed and documented carefully. It should also consider the life span of the IS and not just the acquisition costs. It should support the organization’s goal, strategies, and a sense of balance between centralized and decentralized decision.
We should always look out for the desirable characteristics of an IS plan including the shortcomings of the organization and the solutions to those problems which should be for a long term and the proposals in order to have quality in the product. It should be well planned because together with business plan, they both have a significant impact and both working for the success of the organization.
While working on an IS plan, sometimes inevitable problems could occur and could lead IS professionals to frustration. Even in our everyday life, we always face problems and challenges. But that is not a problem because it is just a matter of positive thinking and character.
In today’s competitive world, there is a need to attain a higher level of competence in order to be more profitable. We have to face the reality that the presence of information technology infrastructures in business can at times have a dehumanizing effect on people. As the old saying goes, “Life is a constant change”. Information is always evolving same as technology. This is one of the reasons why organizations need to have an IS plan and continue developing it, innovating and make large investments in information technology and in information systems in order not to be left behind and to cater the best services to their customers.. Another thing is for them to become globally competitive. The level of intensity gave business firms a motivation to work a lot harder and have a healthy competition among the organizations.
After having the purpose of IS plan, let me now identify its major challenges. What are those? While searching on the net, I fortunately found the article that discussed about ISP and its major challenges. After reading the article, I decided to have those and include here. Taken from the site: http://www.science.gmu.edu/~ahughes/MIS411f05Ch11Deborah.ppt
The following are the major challenges that were presented by Deborah Muckle:
- Difficulty Foreseeing and Accessing Opportunities
- Difficulty Assuring Consistency w/Organizational Plans & Objectives
- Difficulty Building Systems
- Difficulty Maintaining Information System Performance
- Difficulty Collaborating with IT Professionals
What can I say about the major challenges that were stated above? To start with, let me have the first one. A system needs to be evaluated sequentially to identify what are the portions of it that need improvement. Therefore, it has to be flexible and extendible for easy alteration, and it should be for long-term use.
For the second one, because of the fast changing environment and the level of competency in the business world, in order not to be left behind and to keep on pace, organizations dreadfully keep on planning and innovating that they forgot that they are not on the track anymore. Others intend to keep on changing their plans. Well, I can say that I have no right to disapprove of what they are doing because I am not an IS professional. I am still a student but I am in the process of becoming so why not practice criticizing others works? It is not only to find faults; it is for the better. I still remember the excerpt from a book that says, “Use criticisms constructively, never fear it. If it is good criticism, you will learn a valuable lesson. If it is untrue or unkind criticism then just forget all about it”. So let me now continue the discussion about the second part. If possible, organizations should be consistent with their organizational plans and objectives. To do that, as what I have always said, profound analysis is greatly needed.
Next is about the difficulty in building systems. Developing an information systems plan is not really an easy task, same as developing systems to be implemented by the organization. A system analyst or a developer should make sure that the system would really suit to the needs of the organization. Moreover, they need to make sure that users would understand and be able to use the designed system.
Let me start the next by saying “No one is perfect” and things could go wrong. Clouds might obscure the sun for days on end. Why did I say that? Even IS professionals are not perfect so as the ISP and designed systems. Let us say the system works as it was expected but in reality, there can still be problems like less productivity, less flexibility and dissatisfaction of the customers or the users. There might solutions to these problems but still it could lead to another problem that is more expense for the preventive maintenance. So, without a thorough understanding of the problem and the needs of the organization and without knowledge of the best practices for organizing the required data, the implemented IS plan becomes an unwieldy beast that requires constant attention.
For the last stated major challenge, I would like to start by saying, “No man is an island”. Sometimes we need somebody’s help for we are not perfect and we can’t do everything. That is why IT professionals need to work with business professionals and vice versa. IT professionals know the different types of systems, best approaches and the capabilities while business professionals direct experience with business problems but must appreciate need to build a maintainable system. Therefore, the two should work together as a team for it is essential for system success.
The challenge of developing the right IS plan is one of the most daunting challenges faced by the organizations today. But real success as a person is within the reach of all but then, there never was, and there never will be, an easy way to achievement. We must always pay the price.
After all the discussions about the purpose and major challenges of information systems planning, let me tell you this – the success of the organization not solely depends and not just because of the IS plan but we have to take into consideration the human resources or the people working in the organization. Without them, there is no information system. Even if we can say that there are hardware such as computers and software or programs that are used to store, modify and retrieve data, they can’t work alone. So for me, we have to give importance to those people who are working for the success of the organization. Since Christmas is fast approaching, I wish that workers would be given incentives.
References:
http://www.science.gmu.edu/~ahughes/MIS411f05Ch11Deborah.ppt
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