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1 presentation PowerPoint Unit 308: Monitor information systems Understand how information systems are used 2015 City and Guilds of London Institute. All rights reserved. 1 of 27

2 Lesson objectives Be able to develop a plan to monitor information systems that specifies: o objective o scope o timescale o resource implications o techniques to be used o reporting requirements Be able to carry out monitoring activities in accordance with the plan. Be able to provide training and support to system users that is appropriate to their needs City and Guilds of London Institute. All rights reserved. 2 of 27

3 Developing a plan Why is it important to monitor information systems? 2015 City and Guilds of London Institute. All rights reserved. 3 of 27

4 Developing a plan In order to monitor the information system accurately, you will need to develop a plan to ensure it is completed effectively. There are a number of things your plan will have to incorporate, including: Objectives Scope Timescales Resource implications The techniques to be used Reporting requirements 2015 City and Guilds of London Institute. All rights reserved. 4 of 27

5 Developing a plan Objectives Organisational objectives are short-term and medium-term goals that an organisation seeks to accomplish. An organisation s objectives will play a large part in developing organisational polices and determining the allocation of organisational resources. The achievement of objectives helps an organisation to reach its overall strategic goals. For example, we want to ensure that all customer orders are listed on the CRM system to monitor customer purchasing habits City and Guilds of London Institute. All rights reserved. 5 of 27

6 Developing a plan Scope This is the size of the project and it sets the limits and boundaries that you work towards. For example, we will monitor user login activity between 8am and 9pm Monday to Friday City and Guilds of London Institute. All rights reserved. 6 of 27

7 Developing a plan Timescale Timelines are important when defining goals. When developing project goals you must determine the dates for specific milestones, as well as the final deadline. Make sure these dates are achievable and realistic while at the same time are time-sensitive enough to the goals of the organisation City and Guilds of London Institute. All rights reserved. 7 of 27

8 Developing a plan Resource implications You will need to consider the amount of resource that you will need to allocate to monitor the information system. You will need to consider other objectives when allocating resources, such as the budget City and Guilds of London Institute. All rights reserved. 8 of 27

9 Developing a plan The techniques to be used You will need to consider what techniques you will use to monitor the information system. You should look at each objective carefully and then select the most efficient method of monitoring the objective City and Guilds of London Institute. All rights reserved. 9 of 27

10 Developing a plan Reporting requirements You will need to consider how you will feedback the monitoring activities completed. Things to consider will be the purpose, format, frequency and audience City and Guilds of London Institute. All rights reserved. 10 of 27

11 Developing a plan Activity: Give an example for each heading 2015 City and Guilds of London Institute. All rights reserved. 11 of 27

12 Monitoring techniques The monitoring of projects is very important to ensure that the project is delivered on time and within scope and budget. In order for this to be successful, the monitoring techniques should be incorporated in the early planning stages. There are a wide variety of project management monitoring techniques available for use and the technique chosen will depend on the nature and size of the project. Examples include: Gantt Charts Critical path analysis Milestone slip charts Progress reports 2015 City and Guilds of London Institute. All rights reserved. 12 of 27

13 Gantt Charts A Gantt Chart is a type of bar chart, developed by Henry Gantt in the 1910s, that illustrates a project schedule. Gantt Charts illustrate the start and finish dates of the terminal elements and summary elements of a project. Terminal elements and summary elements comprise the work breakdown structure of the project City and Guilds of London Institute. All rights reserved. 13 of 27

14 Gantt Charts Task Jan Feb Mar Apr Task 1 Task 2 Task 3 Task 4 Completed Not completed 2015 City and Guilds of London Institute. All rights reserved. 14 of 27

15 Gantt Charts Activity: Design a Gantt chart 2015 City and Guilds of London Institute. All rights reserved. 15 of 27

16 Critical path analysis Critical path analysis (CPA) is a project management tool that sets out all the individual activities that make up a larger project. It shows the order in which activities have to be undertaken. It also shows which activities can only take place when other activities have been completed City and Guilds of London Institute. All rights reserved. 16 of 27

17 Critical path analysis Crack eggs Wait for eggs to poach Make meal Eat meal Slice bread Wait for bread to toast Butter toast Fill Kettle Wait for kettle to boil Make tea Time 2015 City and Guilds of London Institute. All rights reserved. 17 of 27

18 Milestone slip charts For each project, you have to first define milestones and their corresponding target date. With this graphical view, it is easy to identify quickly: Milestones near from their target date: milestones that will soon cross the diagonal. Lag: milestone trend not straight City and Guilds of London Institute. All rights reserved. 18 of 27

19 Milestone slip charts 2015 City and Guilds of London Institute. All rights reserved. 19 of 27

20 Milestone slip charts Activity: Design a milestone slip chart 2015 City and Guilds of London Institute. All rights reserved. 20 of 27

21 Provide training and support For any information system you will need to ensure that users receive training and support in order for them to use the system effectively. When providing training and support you will need to ensure that it is appropriate to users needs. Why do you think this is important? 2015 City and Guilds of London Institute. All rights reserved. 21 of 27

22 Provide training and support To ensure that you deliver the right support, there are a number of ways that you can identify this, for example: Completing skills scans Looking at support records Completing assessments 2015 City and Guilds of London Institute. All rights reserved. 22 of 27

23 Provide training and support Skill scans A skill scan will ask learners to rate their current skill level against a set of competencies. Analysing the responses will enable you to deliver training and support that is focused on the users self-declared lower skill levels City and Guilds of London Institute. All rights reserved. 23 of 27

24 Provide training and support Support Records By looking at support requests taken by support teams, you will be able to look at support requests that are similar in nature and re-occurring, for example, on how to do something. This then can help you design training and support that will reduce these re-occurring issues City and Guilds of London Institute. All rights reserved. 24 of 27

25 Provide training and support Completing assessments Assessing a user s current skill level at using the system will enable you to deliver support that is based on areas of weakness in assessment. Methods of assessment include: Observations Testing Witnesses Question and answers 2015 City and Guilds of London Institute. All rights reserved. 25 of 27

26 Provide training and support Activity: Design a skill scan 2015 City and Guilds of London Institute. All rights reserved. 26 of 27

27 Any questions? 2015 City and Guilds of London Institute. All rights reserved. 27 of 27