$RU-case-03ext-more ideas-1

$RU-case-03ext-more ideas-1 - $RU Teaching...

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Unformatted text preview: $RU Teaching Case (INFS1000) by Dr. Kai Riemer Part 3 (extended): An extended Database… Kerrie is very satisfied with the initial ERD and the prospect of having all data electronically. She is really looking forward to the new database. “This will be amazing”, she thinks, “a real help and improvement.” But Kerrie also starts wondering: Why should they only keep infor ­ mation electronically that they currently keep on paper? With a new database they could do so much more. Why not think about other information that might be helpful as well? Kerrie asks Martin Skyesdale about it, who helped with the initial ERD. Martin strongly argues that “Now is the time to act!” Before the database is being designed, changes are easily incorpo ­ rated, he explains. But once the database is in place, it’ll be much harder, much more costly or outright impossible to change! Martin explains that $RU should take this step seriously; it is called Requirements Analysis and the corner stone of every systems development project. Kerrie and Murray should think hard about what else should go in the database. And so Ker ­ rie starts wondering, what else might help her in the future? What should they keep track of in addition to what’s already in the ERD? New ideas… At present, Kerrie needs to book and prepare a lot of client appointments (the meetings). She does this with the help of Microsoft Outlook. However, they do not yet keep a list of all meetings that have happened. Quite often, Murray or the other planner might come back and ask about the meeting, or a client might call, and sometimes it’s hard for Kerrie to recall the specifics of a particular meeting. Kerrie decides that meetings is something she needs to keep track of. Over time, many meetings happen with each client. After the initial discovery meeting, at least one follow ­up meeting takes place with every client every year. On top of this, meetings take place when the client needs advice at any stage during the year. Nor ­ mally, the clients meet with their assigned planners, but whenever one of the partners is unavailable, the other partner might take the meeting. Most meetings are tape ­recorded; the recording is then transcribed and the text is kept as a document in the client file. This thought raises another idea. Kerrie had previously discussed with Murray the possibility of having all documents scanned and kept electronically. Why not keep them in the database in an orderly fashion? Each client has a range of documents in their file; different types, such as photocopies of financial documents, meeting transcripts, contracts, etc, are kept in the client file. Some of these documents are used in the client meetings and the planners scrib ­ ble notes on the documents. Obviously, it would also be good for the planners to keep track of the notes taken in each meeting for each document. Finally, the database could also be a vehicle for the planners to help with the financial plan ­ ning process. Currently, the financial planners keep their own personal notes for each fund on paper. This could go in the database as well, as some sort of knowledge repository! Faculty of Economics & Business Discipline of Business Information Systems Page 1 ...
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