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ITC 548 System Analysis Assignment Help
This is the assessment 1 of ITC 548 System Analysis
The following document is a vision document for Headspace, an organisation working for the youths suffering from mental illness. Vision documents are used to collect and analyze needs of users in an organization and are used by corporate organizations that have to keep track of the daily activities (Obiwan, 2010). This vision document will be briefly discuss about the issues an organization is facing due to manual records. According to Alenizi (2015), implementation of an information system is the biggest challenge faced by many organizations. Most common challenges are the operational challenges (cost, requirement specification, scheduled delivery of the system) and technical challenges (design, quality and security) that might affect the performance and security of an information system.
Headspace has an urgent requirement for an information system to keep a record of the mental health problems being faced by the youth. This will help staff members to have an effective communication with people. As a system analyst, I will be investigating on the current issues that Headspace is facing and will find an appropriate solution. Purpose of this report is to identify scope of the proposed information system for Headspace health care organization. This report will reflect upon the current issues faced by the organization and its possible solutions.
Headspace is a mental health care organization that supports and provides treatment for the people suffering from anxiety or depression. Currently, the details of patients and their treatment records are maintained manually. This system has created data duplicity. Also, most of the files are found missing.
Table 1: Problem Statement
Problems of Headspace Organization
Patients’ illness are not recorded properly due to current file system
Inefficient management of information
Data inconsistency and duplicity of data
Development of an information system
Format source: Obiwan (2010)
Description of Problem Statement: Headspace authorities do not have a detailed record about the personal details of staff members. Administrator has to manage employee record and other details manually. These manual records have created inconsistency and insecurity for the data. To modify a single record, it is time consuming to search for older record and to re-design it. This affected the patient rate of the organisation.
A system analyst is hired to propose a system that could record all the necessary information provided by the patients as well as a record of the members of hospital emergency department, general information about psychologists, psychiatrists, doctors and pharmacy.
I have discussed the current scenario of the issues with the stakeholders of Headspace which are: nursing staff, patients, psychologists, psychiatrists, and the administrator.
The proposed system should be capable of solving the needs of all these stakeholders well. To collect these needs in order to define the system’s capabilities, a research was done to analyse the stakeholder’s needs.
Interview:According to Imthiyasbtm (2015), interviews are a fact-finding technique that is used by system analyst to collect relevant information from stakeholders. It allows the system analyst to document the reliable information about current issues of the organization. A formal interview is known as a structured interview in which fixed format questions are asked to collect specific information (Articles Avenue, n.d.).
Table 2: Interview Questions
List of Questions
From the analysis of the answers to these questions, the need for an information system can be ascertained. It must be capable of storing information and also backup options are required in case of data-loss. The new system should have data entry options so that the staff members can enter details of their patients. The new system should also help administrator to manage the information related to human resources for the organization.
The new system will provide effective communication between different departments. It will also provide availability to all users and will be able to save records of patients in the database according to their names, email address and other entered details. It will provide a unique ID to patients which will be easier for the staff members to manage progress reports. During counselling of each patient, records of the patients will be automatically recorded after making an entry in the system. There will be storage space provided in the information system so that users can save their data and retrieve it for future use. The new system will be cost effective as the software maintenance cost will not be high. The system will be able to run on any operating system. The new system will be time consuming as all the data will be stored digitally in the system (Muhsinzoda, 2015).
This is the assessment 2 of ITC 548 System Analysis
In this report, I have categorized the stakeholders into four different quadrants which are shown in figure 1. Only those stakeholders are considered who has interest in providing the resources and services for better health. Though these stakeholder better services in the field of the mental illness can be improved. As a result, the health and well-being of the young adults and teenager mental illness can be improved (Somollo, 2014).
Four quadrants of the stakeholders are as follow:
Psychologist: These are the person who going to evaluate the mental and process. They are going to diagnose the mental illness of the patient who facing anxiety and depression.
Psychiatrist: These are medical doctors who are going to judge the symptoms. They judge the symptom on the basis of the result whether it is physical illness, a of mental and physical ailments or psychiatric.
Nurses:They are going to care the ill patient so that they can recover from their depression and anxiety fast.
Pharmacists: These are commonly known as druggist or chemist. The main motive of the pharmacists is to provide the medication which is prescribed by the psychiatrist. Also through pharmacist safe use of medication is possible.
Chief executive officer: CEO considered as the highest-ranking executive in this . Their main role is to make a corporate decision. All the resources and operations are going to be performed by CEO. They act as the communication point between the cooperate operation and board of director.
Chief finance officer: All the financial risk is going to be managed by the chief financial officer. Also, all the planning regarding the finance and records of the financial reporting to higher management is also the of chief finance officer.
Chief nurse executive: Chief nurse executive is the team of the nursing staff. They are appointed so that all the nurses of the hospital can work effectively under their guidance .
Supplier:is a manufacturer who makes things for selling process. For this ED department of a local hospital, the supplier is going to offer different things like medicines, medical apparatus and medical furniture.
Patients: Patients are the person who going to register themselves in the hospital so that they can rid of the mental illness .
Financial community: These are the financial resources for the local hospital. They help in providing the financial support in buying things like hospital furniture, and medicine .
The Competitor: Competitor stake holders are always in seek to attract organization dependents. For the , they may be a competitor or may act as the competing for the skilled personnel.
Special interest group like: Under this category different agencies and associations come. Due to the presence of the special interest conflict is going to occur. Different type of groups is shown below:
1. Professional Associations
2. Government Regulatory Agencies
3. Private Accrediting Association
The questionnaire is sent to the internal executive stakeholders of the local hospital.
By taking the help of the questionnaire different data can be collected easily and quickly. All the members of the local hospital are requested to answers these questions. From this, a large sample of the data can be made from different people easily. Through this, all the requirements of the local hospital can be meet successfully. Also, honesty and openness can be encouraged through these questions. This is going to find the weak points that are present inside the hospital (Sheffield, 2014).
Through these questions, all the requirement and expectations can be met easily. As a result, all important information that is required by the local hospital can be implemented inside the system in less time. If all the questions that are shown below are answered appropriately then all the problems that are currently facing by the local hospital can be solved easily (McLeod, 2014).
Table 1- Questionnaire for internal executive stakeholders
What is the requirement you want in the management system?
Did you want to make system centralized?
What type of data do you want to enter?
Did you want security inside the system?
Whom details are going to be entered?
Did you want the patient to access their records?
Did you want data in case of data loss?
For how much time you want to store the data?
How many sizes do you require to store the information?
Who is going to take full access of the system?
Use Case Diagram and Description
In above figure, use case diagram of patient and psychologist is shown. Through the use case diagram, a set of actions that are going to perform between the psychologist and patient can be easily understood easily. Through the client management system patient can easily fix an appointment, take the receipt and pay fees. Psychiatrist through client management system can easily see the details of the receipt and upload the prescription of the patient. As a result, all the details of the patient and psychiatrist can be saved in well format manner.
In above figure, use case diagram between the patient and emergency department(ED) receptionist is shown. ED receptionist can book appointment of the patient, take the receipt, fill the payment information and allocate bed to the patient. Also, the patient can pay the fees to the ED receptionist. All the data that ED receptionist is going to be saved inside the database in organized and secure manner. All the details that are entered by the ED receptionist can be retrieved or fetched easily. Through this proper record of the client can be maintained inside the emergency department of the local hospital.
In above figure, use case diagram for the whole client management system is shown. This is the use case diagram which is going to be used for emergency department of the local hospital. In this use case diagram, all the key elements are involved who are going to get benefit from this system. It includes ED Receptionist, Psychiatrist, Nurse, Patient and System analyst. Different actor can take the advantage of the client management system which is shown below
Patient: The patient can see their information, took admission, see bed allocation, and take the discharge report through the client management system easily.
ED Receptionist: ED receptionist can easily access the patient payment information, bed status, fix appointment of a with the psychiatrist, provide admission to the patient, access login and salary from client management system.
Psychiatrist: A psychiatrist can easily access the functionalities of client management system like test prescription of the patient, as salary and login ID. Through this psychiatrist can easily manage the list of patients in an easy manner. Also through this client management system, there is no chance of data redundancy.
Nurse: The nurse can easily access the information like their salary, patient information, and log in to client management system.
Admin: Admin has authority to access maximum part of the client management system. Admin can access the patient information system, bed status, login, discharge report of patient and salary. Admin can see the details in sorted and arranged manner.
According to this system, all the data that is going to enter the system is going to be safe, secure and remain in an organized manner. All the data can be preserved for a longer time. Also through this system data can be accessed through limited or authorized person only. Through this system information of the client (patient) can be known easily. By simply accessing the client management system case worker can easily be made aware of the release of the patient easily.
The vision document is a draft of the vision of to-do objectives for the system analyst. It lays down a structure making it feasible to execute the plans of the organisation and achieve a high patient rate again. There will still be a scope for further improvements like the system must also be flexible enough to make changes as per the future requirements of users. To ensure security to data authentication techniques should be incorporated in the system. Advanced database management system such as SQL server can be used to improve effectiveness of the information system.
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Imthiyasbtm (2015) Fact Finding Techniques. Slideshare. Retrieved from https://www.slideshare.net/imthiyasbtm/fact-finding-techniques-53785925
Muhsinzoda, M. (2015). Advantages and disadvantages of information systems. Deusto. Retrieved from https://blogs.deusto.es/master-informatica/advantages-and-disadvantages-of-information-systems/
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