Structured Systems Analysis and Design Spring 20 15 Deliverable 3 - Essay Example

Work Practice Narrative Naval History and Heritage Command (NHHC) plays a crucial role of curator for the U.S Navy and establishesthe America’s naval pride. Its headquarters is located in the Washington D.C, it has about 3 000 employees nationwide. Its greatly depends on its ability to hold data and communicate to all for their own purposes. NHHC is led by Program Director Mr. Valentine Paulraj, who is senior executives, he supervises cost-schedule performance of the organization. Problem statement Currently the employees who want to request of Defense Connection Online (DCO) under goes a tedious and long involving process of their request for schedule meetings to be approved.

There are three distinct types of meeting: Process modellingPhone Bridge meeting Physical meeting and Defense Connect Online. First they have to get forms from a secure shared drive which they fill with the details of meetings upon which they seek approval from their immediate supervisors. On acceptance and signing he/she hands it over to department scheduler, who may approve the meeting and schedule it or may decline. Provided that requests are approved, then they carry on the meeting but when decline one start over the process.

ImplementationSince the system is inefficient, it is important to implement the information management system. Implementing the new meeting management system will help NHHC to improve efficiency and productivity of the employees. In addition, it will reduce frustration of the employees, as well as the cost and procedure for schedule approval. This will make meeting scheduling easy and reduce conflicts of information.The implementation of the proposed information management system shall include various stages.

In the initial levels of administration shall begin with the employees, then the immediate supervisor of a departmental scheduler. The role of each of them is illustrated in figure 1. When one downloads a file form the library, he/she has it and upload it to the system. Here, they shall identify the given departmental meeting request accordingly. Then the departmental heads shall approve or reschedule the meeting. The greatest constraint on this process is training the employee how to use the system in an effective and efficient way.

At the same time they may be complacent and conservative. Coupled with the changes, the policy must be changed to take into account of changes of paper work systems to dynamic online process. The new scheduling management system will require new software, building a new management system and training the employees how to use the system. The system will allow automation updates and employees will be able to see the status of their request, also it will incorporate all the remote sites. In case of dispute during the requesting meeting, depending on the rank of individuals involved or importance of the meeting when the meeting is not approved, the requesting party can find another place or time to hold the meeting.

Disapproval can cause the whole process to start again. The process shall be as represented in figure 1.Document Request Decline ApprovalDecline ApprovalFigure 1ConclusionAfter the request for the meeting is declined by the immediate supervisor the employee has to start applying again, in the same manner when declined by departmental scheduler he/she starts over. After the information is approved, the employee goes to the scheduled meeting. In order to eliminate delay there needs to be a new system that will be efficient and less times consuming.

The system has been presented as shown in figure 1.