Variety of Business Information Systems - Coursework Example

Running head: BIS Business Information Systems Executive summary The decision support system for this paper is aimed at putting before all the conventions that are to be exercised for the appropriate development of the system. The system takes in all the various rules that have been set to analyze large data of the organization and analyze facts to arrive at the decision parameters of the organization. The report lays down the structure of the system and the various strengths and complications of the system. It underlines the better forms the system architecture should focus for better design of the system and record of data. The underlining of the weaknesses would fetch better design principals with reference to usability, efficient design, relational database and analytic techniques as well. Introduction The first section outlines the structure of the model and the various design principals which would be vividly discussed with screen dumps. The usability of the system is question is explored to its fullest extent. The second section would label the various strengths of the system in the light of analysis which is to be performed for the system. It would highlight the various instances of the system design principals and its ability to create a suitable design model. The next section would involve exploring the difficulties of the system with regard to data stores and various issues relating to its platform and user acceptability. Structure of the model: The structure of the model takes the shape of Microsoft Excel 2007 file which lays down various sheets over which the system is laid down. The first sheet is the index page which enlists all the sections that are present in the system and a click event is introduced to fetch links for that section. Figure 1: Index Page - Links to other sheets The various other sheets display the links from the main page and also accompanies a back button to the index page. It outlines the various features of the website and also features the data analysis page which analyzes the decisions to be made. The prime impact is the use of various controls which are used extensively like buttons to trace back, scroll buttons to navigate the larger sections of the textbox. Figure 2: Use of Scroll Buttons The scroll buttons requires various kinds of mechanisms as changing them also affects the decision model. The various types of mechanisms for generating the exact match between system and reality has come to its fullest swing in this design. Impact of using spreadsheet for system design: The layout of the input and output form is in accordance to standards. Their structure, layout and navigation is user orientated, its simplicity demonstrably fits context of use (Neilson, 2005). Navigation is efficient and interactive, which improves "flow" according to Myers (2007). The form asks for a lot of information the customer is aware of and would be able to fill up without many problems as mentioned by Myers (2007). The error codes are quite easily handled and maintained for every client using friendly messages so that one is not chased away from the screen or is in a state of confusion as mentioned by Caroline (2006). The forms are provided with friendly help messages that would assist the company personnel to enter data correctly the first time. These features enhance interaction, user experience and promote "Recognition rather than recall" (Neilson, 2005). The output screen makes assumptions for user errors. Spelling errors in fields provide the most popular matches, suggesting a constructive solution. Such careful design helps users recognize, diagnose and recover from errors. The following is the decision making done for the overall view of the spreadsheet and its construction: The primary element is the sizing of the entire document in accordance to the various criteria’s defined for making the right framework for the spreadsheet. The very organization of information is very crucial to the overall success of the representation data and make sure that all the variables are catered to its very best. The spacing followed in terms of cells allowed in between two writings are sure to enhance readability and maximum extensibility. The readability is essential to reduce complexity of information and findings. The colors used for making the right mark would determine readability and solve the issues of fetching the right view of things. The blue color on white background is used according to Neilson (2005) and makes sure that all the various compliances are met well. The headings are bolded for better view of things and for the sake of readability purpose. The certain demarcation among the various levels of headings has been separated with other deep colors for better visibility. The various calculations are shown with various other aspects of coloring and makes sure that all the various compliances are met for fetching the right amount of information clarity and sensitiveness. The representation is quite clear and visible for making any attempts to get hold of any ones desire to participate in the calculation of marks. The excel functions which have been used at large are as follows: Calculation of cell formulas is an automated and can be filled by anybody wishing to calculate the fixed and variable costs and their aggregates. The cells have been devised with formulas that one requires to take full account of the data they enter. Figure 3: Sheet showing calculations The calculation of the decision is automated through the spreadsheet cell formulas and in accordance to the various cell values where the value is required to be entered. The aggregate functions like “SUM” is used for fetching the right amount of value in accordance to the various distributions of marks and final calculation of the said items. Figure 4: SUM Function used The appropriate use of real life features like “Total” and “Profit” gives a gross view of what requires to be done and pictorially defines the overall objective of the spreadsheet. Figure 5: Total and Profit scenarios The data for the various countries are calculated in accordance to the various rules defined for making the right mark and one can just substitute the values to get to their required points. Further note: These would be approved by Nielsen (2005) as they provide a "Match between system and the real world." Usability is quite simple and straight so that one can understand by the very look of it. The stress is more on the variety of information require for getting the right attitude for the spreadsheet. The composite mix of colors, style, look and feel, organization makes the entire spreadsheet quite recognized and ready to use for anyone. Strengths of the system: 1. The system is simple and makes a good usable system. 2. The decision making is done at a large scale and has valued the various advanced features of spreadsheet. 3. The depictions of the various models like fixed and variable costs are depicted well clearly in table formats and ensure better reading and manipulating the values for any change. 4. The change management is quite easy and justified. It renders various easy techniques to add, modify and delete data from the spreadsheets. 5. The retrieval of the data is facilitated using the macros set for the spreadsheet to introduce event handling of the various spreadsheets. 6. The various context of using the spreadsheet is instantiated for the fact that it can be used extensively with all its embedded features over any platform. 7. The prime aspect is the simplicity of use as it presently presents high level of usability and generation of content. Weaknesses of the system: 1. The weaknesses are varied and take the form of large scale usability of the system among simultaneous users. The scalability of the system is weak in the occasion of its access with numerous users. 2. The point of concern is the exercise of various data inputs and maintaining the synchronization of updates and deletes. The primary reasons are that it does not access a relational database and the records are quite redundant. 3. The large scale redundancy would introduce certain errors in the process and would also tax the organization to assume the system for a minimum number of errors in every computation of a figure. 4. The various compliances towards making decisions are also at risk as with the complexity of adding more parameters to the decision model would subject to larger complexity in computation. The spreadsheet would be unable to fetch such complexity. 5. The systems access to various users in the organization would propel several problems with the spreadsheet. The security privileges are not much present in this system and can be easily broken by anyone. 6. Access of the system over the network is an alarming problem and would further restrict concurrent access. It would slow down operations to a large scale. 7. A need for relational database system is very crucial for this project and would ensure that all the data is stored and retrieved well for purpose. 8. The system would also be of various uses if launched over the internet and would ensure better handling of the resources and safety of the computation logic. 9. The primary disadvantage is the exposure of business logic and the formulas that are open for one to hack and use it for other sensitive purposes. The abstraction of the logic processing zone must be kept in a server so that there is no stealth of concept and business ideas. References/Bibliography Caroline Jarrett (2006). Four Ideas for Better Forms. Retrieved 11, January 2009 from http://www.userfocus .co.uk/articles/forms.html Eric G Myers (2007) 5 Ways to Make Sure Users Abandon Your Forms. Retrieved 11, January 2009 from http://www.egmstrategy.com/ice/direct_link.cfm?bid=FBCF08E7-DEE8-F2D5-48AEF8A07371777B Excel Design & Audit Tips. Retrieved 10, January 2009 from http://it.fuqua.duke.edu/public/2001ExcelDesign&AuditTips.pdf Nielsen, Jakob (2005). Accessibility Is Not Enough. Retrieved 11, January 2009 from http://www.useit.com/alertbox/accessibility.html Principles of good spreadsheet design. Retrieved 10, January 2009 from http://cob.isu.edu/pumplela/MBA%20620/MBA620Spreadsheet%20Design.doc Spreadsheet design: analysis. Retrieved 11, January 2009 from http://www.jegsworks.com/lessons/numbers/design/analysis.htm Spreadsheets and Business. Retrieved 10, January 2009 from http://fisher.osu.edu/~schilling_1/spreadsheets/sld001.htm Testing your spreadsheets – tips on good design. Retrieved 10, January 2009 from http://www.meadinkent.co.uk/xltestingandmapping.htm Read More