Case 2 - MODULE 3 CASE STUDY - HOSTEL INFORMATION SYSTEM...

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1 MODULE 3 CASE STUDY - HOSTEL INFORMATION SYSTEM – Fact Gathering and Requirements Determination System analyst's diary: "I was called at 9 a.m. today (18 March 04) by the chief Warden of Raman Hostel, Prof.V.Ramakrishna. He wants to examine if computers can help in hostel administration. I made an appointment to meet him tomorrow at 10 a.m. in the hostel office. I told him I will need 40 minutes to get an overview of his requirements". I made the following checklist before meeting him. Checklist Find out what aspects of hostel operation he wants to analyze and improve. Find out why he wants this and what benefits he foresees. Find out his priorities Find out how early he wants the system. Find out about the organization of the hostel administration. Find out who else he wants me to talk to. Find out if any documentation on existing procedures exists. I met Prof.V.Ramakrishna at 10 a.m. on 19 March 04 in his office in the hostel and asked his permission to take notes. The summary of my notes which I made and sent to him on 20 March 04 for his comments are: The total mess expenses are divided among members. Policy is set by the Chief Warden in consultation with a student mess committee.
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2 He wants correct mess bills to be prepared and despatched within 5 days of the end of the month to the accounts office for collection. He wishes to know which students have large unpaid bills. He is eager to control inventories to minimize stock. He intents to control issue of stores to cooks to minimize wastage. He wants to do some planning about purchase of vegetables and fruits to minimize cost and wastage. He desires to have an up-to-date data base of students in hostel. The primary objective is to minimize students' mess bills, reduce outstanding payments, and have ready information about residents. The priority order of the Chief Warden is: control inventory, control stores issues, ensure speedy bill collection, student data base. He would like a new system to be implemented within 4 months. The organization chart of the hostel is given in Fig.3.1 The Chief Warden wants me to talk to assistant wardens, mess supervisors and students' mess committee members. There is no procedure manual. Most operation are done routinely using a commonsense approach. Professor Ramakrishna agreed that my notes, on the whole, reflected our conversation. He added that the number of residents in the hostel was 400, all staying in single rooms. He further indicated that he could afford to install a Personal Computer if benefits can justify cost. I then made an appointment to meet Dr.M.N.Swamy, the assistant warden
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3 on 23 March 04 at 4 p.m. in his office. I requested half an hour of his time for discussions. I made the following checklist before meeting him: Find out details of accounting and billing procedure currently used.
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This note was uploaded on 08/31/2011 for the course MBA 101 taught by Professor Madhurgupta during the Spring '11 term at Global.

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Case 2 - MODULE 3 CASE STUDY - HOSTEL INFORMATION SYSTEM...

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