DOCUMENT RESUME Descriptors-Design. Electronic … · Some discussion of the usefulness of...

DOCUMENT RESUME

ED 029 376 EA 002 162

By-Evans, J. A.A Framework for the Evolutionary Development of an Executive Information System.Mitre Corp.. Bedford. Mass.Report No-M68-11Pub Date Jun 68Note-55p.: Paper distributed to Calif. educational administrators participating in 'Executive InformationSysteme program of OPERATION PEP.

EDRS Price MF-$0.25 HC-$2.85Descriptors-Design. Electronic Data Processing. Electronic Equipment. Evaluation. Information Systems.

Planning. Program Improvement. Systems Approach. Systems Development

This document presents in schematic form a systems approach for thedevelopment of an executive information system. Although it does not use thetraditional sentence and paragraph form. its diagrams. written in a sequence similar

to computer programs. cover such topics as history of information systems.requirements analysis. how to begin building the system. organizational context.system goals. output tracing. data collection, system design and planning. andoperational use and improvement. Some discussion of the usefulness of electronicdata processing and hardware acquisition is provided (TT)

A4

r81

OPERATION PEP/EXECUTIVE INFORMATION SYSTEMS M68-11

A FRAMEWORK FOR THE EVOLUTIONARY DEVELOPMENT OF

AN EXECUTIVE INFORMATION SYSTEM

by

J. A. Evans

June 1968

This paper has been especially prepared for distribution

to the California Educational Administrators partici.wing in the "Executive Information Systems" Unit of

Instruction as part of the instructional program of

OPERATION PEP (Prepare Educational Planners).

U.S. DEPARTMENT OF HEALTH, EDUCATION & WELFARE

OFFICE OF EDUCATION

THIS DOCUMENT HAS BEEN REPRODUCED EXACTLY AS RECEIVED FROM THE

PERSON OR ORGANIZATION ORIGINATING IT. POINTS OF VIEW OR OPINIONS

STATED DO NOT NECESSARILY REPRESENT OFFICIAL OFFICE OF EDUCATION

POSITION OR POLICY.

This document has been released forpublic dissemination.

THE

MITRECORPORA TIC) N

BEDFORD, MASSACHUSETTS

EXECUTIVE

I INFORMATION SYSTEMS IA PAGE OF HISTORY

1955D.P. SERVICES

APPROACH

INTER-SYSTEM

INTEGRATION

APPROACH

PRAGMATIC

APPROACH

MILITARY

SYSTEM

APPROACH

"COSMO"

APPROACH

A FRAMEWORK FOR

THE EVOLUTIONARY

DEVELOPMENT OF

EXECUTIVE INFORMATION

SYSTEMS

,,......eN04441410.44040sV4K4A.3.-,

I

EXECUTIVE A FRAMEWORK FOR THE

INFORMATION SYSTEMS EVOLUTIONARY DEVELOPMENT

CONTENTS

GENERAL FRAMEWORK

BASIC TYPES OF EFFORT

I. REQUIREMENTS ANALYSIS

2. SYSTEM DESIGN II PLANNING

3. DEVELOPMENT, TEST a EVALUATION

4. HARDWARE ACQUISITION

5. OPERATIONAL USE & IMPROVEMENT

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[-EXECUTIVEINFORMATION SYSTEMS

IA FRAMEWORK FOR THEEVOLUTIONARY DEVELOPMENT

REQUIREMENTS ANALYSIS

CONSTRAINTS AND FOCUSSTEPS 1,2

OPERATIONAL ENVIRONMENT & MISSIONSTEPS 3,4

FUNCTIONAL ANALYSISSTEPS 5,6,7

SPECIFICATION PRODUCTS



REQUIREMENTS ANALYSIS - STEP 1

KNOW THE CONSTRAINTS

LOCUS OF INITIATIVE

MANAGEMENT VIEW OF PROBLEMS

TIME AND LEVEL OF EFFORT

TYPE AND EXTENT OF COOPERATION

EXISTING SYSTEMS

LONGftRANGE /SHORT RANGE BIAS



HOW TO BEGIN

,..V7,..




SET ORGANIZATIONAL LEVEL FOCUS

SELECT LEVEL

IDENTIFY KEY ELEMENTS

ASCERTAIN KEY ACTIVITIES

.ramwo

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WHERE TO START

RESPONSIBILITIES

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17---UTIVE

ON SYSTEMSNFORMEXAETCI

A FRAMEWORK FOR THEEVOLUTIONARY DEVELOPMENT


LEARN THE OPERATIONAL ENVIRONMENT

ORGANIZATIONAL CONTEXT

TASK-RESPONSIBILITY ALIGNMENTS

MAJOR PROCESSES a DECISIONS

EXTERNAL CONTEXT

CORRELATE : CONTEXT-ELEMENTS-ACTIVITIES

o



STATE BOARDOF EDUCATION

Q-1;UNTY BOARDOF EDUCATION

NEGOTIATINGCOUNCIL

PERSONNEL

ORGANIZATIONAL CONTEXT

COMMISSIONSCOMMITTEES

ETC.

COUNTY SUPT.

ASSTSUPERINTENDENT

4111111110 41W 411111110

CITIZENS COMMUNITY/

ADVISORY COMM'S PARENT ORGAN'S

STATE SUPT

DISTRICT BOARDOF EDUCATION

PUPILPERSONNEL

DISTRICT SUPT.

OPERATIONS

BUSINESS

CLASSIFIED EMPLOYEESNEGOTIATING AGENCIES

AD HOC ADVISORY,)GROUPS

SUPERINTENDENT'SCABINET

BUSINESS &OPERATIONS

EDUCATION

CURRICULUM

I



OPERATIONAL ENVIRONMENT

TASK A

RESPONSIBILITY'ORGANIZATION MATRICES

TASKORG

2 3 4A AD A

PROCESS FLOWCRARTS

PROCESS

N

IEXECUTIVE A FRAMEWORK FOR THE

INFORMATION SYSTEMS

1EVOLUTIONARY DEVELOPMENT

I SUPERINTENDENT IPLANNING

-ICABINET ICONTROLEVALUATION

1

PERSONNEL INSTRUCTIONAL

r i

BUSINESS(OPERATIONS

BUSINESS(FINANCIAL)

RECRUITMENT I.M. MAINT. ACCNT'G.

TESTING PUPIL-PERS. CONSTR. PAYROLL

EVALUATION CURRICULUM TRANSP. PURCH.

ASSIGNMENT LIBRARY CAFETERIA PAYABLES

EDUCATION PROGRAMS INVENTORIES

ORIENTATION



,


PERFORM "MISSION" ANALYSIS

"ULTIMATE" GOALS

DEFINABLE OBJECTIVES

INTERRELATIONSHIPS AMONG OBJECTIVES

PRIORITIESHIERARCHIES

CORRELATE: OBJECTIVES-ORGANIZATION-ACTIVITIES

IEXECUTIVE A FRAMEWORK FOR THE


GOALS-FUNCTIONS-ACTIVITIES

FUNCTION

FUNCTION

FUNCTION

ACTIVITYACTIVITYACTIVITY



INFORMATIONSYSTEM

EXECUTIVE

I INFORMATION SYSTEMS I

4


SYSTEM ANALYST'S DILEMMA

REAL-WORLD GOALS

MULTIPLE

COMPLEX

UNDEFINED

CONTROVERSIAL

GOALS FOR DESIGNGUIDANCE

SIMPLECLEARLY RELATEDPRECISELY DEFINEDNON-CONTROVERSIAL

-

4

I




PERFORM "FUNCTIONAL" ANALYSIS

PROBE THE OPERATIONAL SYSTEM

TRACE THE DEVELOPMENT OF MAJOR OUTPUTS

INTERVIEW KEY AND COLLATERAL PERSONNEL

DEVELOP PATTERN OF MAJOR DECISIONS / ACTIONS

CORRELATE: OBJECTIVES, FUNCTIONS, ORGANIZATION,

ACTIVITIES

EXECUTIVE

I INFORMATION SYSTEMS IA FRAMEWORK FOR THE

EVOLUTIONARY DEVELOPMENT

EXAMPLE: MAJOR OUTPUT TRACING-A PLAN

ENVIRONMENTANALYSIS

RESOURCEMANAGEMENT

111111116

PLANNING

dEXECUTION& CONTROL

HEVALUATION

CURRICULUM PLAN FLOW PROCESS

Atir4.-1144,,,'4:1166.001' "

(ACTIVITIES)

(TASKS)

p.i-Trrimst




PROBLEM /SOLUTION HANDLING

OPERATIONAL SYSTEM "PROBLEMS"

INFORMATION SYSTEM "PROBLEMS"

SYMPTOMS OF SICK SYSTEMS

UNRAVELLING °PROBLEM -SOLUTION" SNARLS

Sat-

EXECUTIVE

INFORMATION SYSTEMS

TASKS/ACTIVITIES

TEDIOUS

ROUTINE


PROBLEMS

DATA VERIFICATION, COMPUTATION

SIMPLE COMPUTER AIDS

TIME CONSUMING- DATA COLLECTION, MANAGEMENT

COMPLEX

DISTRIBUTION, IR AIDS

FIX"

LONGER

RANGE- DATA ANALYSIS, "WHAT-IF" SIMULATION AIDS

IMPACT ON OPERATIONAL SYSTEM

HOW RELATED?fr BUSINESS/EDUCATIONAL OBJECTIVES

INFORMATION SUBSYSTEM

ACTIVITIES

TASKS SET PROBLEM PRIORITIES

"BRAINSTORM"

1

CLARIFICATION

RELATIONSHIPS

INFORMATION VALUE



TRANSLATION OF MAJOR PROBLEMS -*APPLICATIONSCAN OBJECTIVES BE ACHIEVED?

EASIER?

FASTER?

AT LESS COST?WITH FEWER DIFFERENT PEOPLE?

BY CHANGES INORGANIZATION

RESPONSIBILITIESPROCEDURES "QUICK-FIX"/SHORT RANGE PLAN

LAYOUT

SHORT RANGEPLANS AND CONCEPTS

? EQUIPMENT

AND BY REASSESSING WHAT KIND OF DATA( IS BEING COLLECTED ?

SHOULD BE COLLECTED ?

rik0111.01.+,51,65.APPIWO4*,

CAN EDP HELP?



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REITERATION WITH PROBLEM/SOLUTION FOCUS

COLLECTION OF MORE DETAILED DATA

-RELEVANT TO SELECTED PROBLEMS/SOLUTIONS

SPECIFIC PROBLEM RANKING

- STRESS IMPORTANT AREAS

TOWARD EVOLUTIONARY IMPROVEMENTS

1.11=111.

I

I



DATA: COLLECTION FLOW ANALYSIS

SIMPLE

1

REVIEW OF HIST.

DATA, TRENDS,

TOREPORTS

*/

QUESTIONNAIRES

OBSERVATION

SAMPLING

SOPHISTICATED

I/0 MATRICES

FLOWCHARTING

DECISION TABLES

DATA REDUCTION

& SUMMARIES,

STATISTICAL

TECHNIQUES

MODELLING &

SIMULATION

1.

EXECUTIVE



RANKING OF PROBLEM AREAS/APPLICATIONS/CONCEPTS

IMPORTANCE IN RELATION TO ORGANIZATION/MISSION

URGENCY IN RESPECT TO DISTRICT NEEDS

AMENABILITY TO AUTOMATION AIDS

EASE OF INTRODUCTIONPOLITICAL, ECONOMIC & SKILL-CONSTRAINTS

TECHNOLOGICAL "SHOPPING LIST"

"BUILDING BLOCKS" FOR FLEXIBLE GROWTH

RELATIONSHIP TO STATE/OTHER SYSTEMS

OPS. ENVIRONMENT

FUNCTIONAL ANALYSIS

-<TO "QUICK-FIXES')-

-<TO SYSTEM DESIG-

REQUIREMENTS

ANALYSIS-SUMMARY

I


INFORMATION SYSTEMS I EVOLUTIONARY DEVELOPMENT

PLANNING

ANALYSIS TECHNIQUES 1REQUIREMENTS

ANALYSIS

STUDIES

EIS ANALYSIS AND DESIGN PROCESS

NEEDS-RECOGNITION--CONTEXT

INFORMATION HANDLING TECHNOLOGY

STATE-OF-THE-ART (GENERAL-TO-SPECIFIC CONFIGURING)

SHORTRANGEPLANS

CONCEPTS-DE

"SHOPPING LIST"

I ,



PLANNINGSTUDIES


NEEDS-RECOGNITION-CONTEXT

ANALYSIS TECHNIQIES 1

INFORMATION HANDLING

STATE-OF-THE-ART

REQUIREMENTSANALYSIS

tOPERATIONALENVIRONMENT

I

ORGANIZATIONMISSIONSRESPONSIBILITIES

TECHNOLOGY

(GENERAL-TO-SPECIFIC CONFIGURING)

_ -

SHORTRANGEPLANS

CONCEPTS-DE

_el"QUICK-FIX" F...4PROBLEMS/SOLUTIONS

1111 MIIIIIMOMD

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NEEDS-RECOGNITION-CONTEXT CONCEPTS-DE

ANALYSIS TECHNIQUES


1REQUIREMENTS

ANALYSIS

OPERATIONALENVIRONMENT

IORGANIZATIONMISSIONSRESPONSIBILITIES

11L=MpFUNCTIONALANALYSIS

CRITICAL FLOWSPROCEDURES S. RULESDATA BASE BACTIVITY LOADS

TECHNOLOGY

STATE-OF-THE-ART(GENERAL-TO-SPECIFIC CONFIGURING)

SHORTRANGEPLANS

MIll

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-

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EXECUTIVE

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:1ANALYSIS TECHNIQUES


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I

=NMI 41.11=I

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or.,%...........1

ORGANIZATIONMISSIONSRESPONSIBILITIES

FSHORTRANGEPLANS

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fel"QUICK-FIX" klPROBLEMS/SOLUTIONS

-2

CRITICAL FLOWSPROCEDURES 8 RULESDATA BASE 8ACTIVITY LOADS

TECHNOLOGY

STATE-OF-THE-ART (GENERAL-TO-SPECIFIC CONFIGURING)

"SHOPPING LIST"

,



BASIC TYPES OF EFFORT

I. REQUIREMENTS ANALYSIS V V2. SYSTEM DESIGN & PLANNING

3. DEVELOPMENT , TEST & EVALUATION





SHOPPINGLIST

PROBLEMS &APPLICATIONS HARDWARE

OPERATIONAL USE& IMPROVEMENT

DESIGN SYNTHESIS

DEVELOPMENTTEST &EVALUATION



SYSTEM DESIGN & PLANNING - STAGE

INCREASING NO. OF TECHNOLOGY OPTIONS

(GROWING "SHOPPING LIST")

HARDWARE

SOFTWAREINFINITE NO.

OF SYSTEM

DATA MANAGEMENT CONFIGURATIONS

OPERATIONAL MODES

CENTRALIZATION/DECENTRALIZATION

t

I

EXECUTIVEA FRAMEWORK FOR THE


SYSTEM DESIGN & PLANNING - STAGE 1

IMPLICATIONS OF INCREASING OPTIONS

SYSTEM DESIGN FLEXIBILITY

ALLOWS DESIGN TO BE LESS

"JOB-SENSITIVE"

CONTROLLING FACTORS

LESS: TECHNOLOGY

MORE: OPERATIONAL FEASIBILITY

-

I

EXECUTIVE

INFORMATION SYSTEMS

A FRAMEWORK FOR THE



IMPLICATIONS OF INCREASING OPTIONS

THEY APPLY TO EVERYONE ELSE TOO

STATE

REGIONAL

SERVICE BUREAUS

ECONOMIC FACTORS CHANGING RAPIDLY

FEDERAL ROLE UNCERTAIN

I



EIS OPTIONS

HISTORY

HARDWARE

TODAY1st GEN. 2nd GEN. 3rd GEN.

SIZE & WEIGHT FAMILIES

POWER REMOTE ACCESS

SPEED PERIPHERAL OPTIONS

RELIABILITYCOST

SOFTWARE

DATA MANAGEMENT TIME SHARING

LANGUAGES OPS. RES. GRAPHICS

"SHOPPING LIST"

DATA BASE COMMON DATA

ORGANIZATION BASE

DATA BANKSWORK FILES

CONFIGURATIONS EAM OFF-LINE ON-LINE NETTED DDP

EXECUTIVE


EVOLUTIONARY DEVELOPMENT\


SYSTEM DESIGN/PLAN STRATEGY

INFORMATION SYSTEM PROBLEMS & GOALS

NEAR-TERM VS. LONG-RANGE

FUNDS & SKILLS AVAILABLE

LOCUS OF INITIATIVE

IMPACTS OF BIAS

....."

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EFFICIENCY

1 I

EDUCATIONALEFFECTIVENESS

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t> RISK, COST, TIME

EXECUTIVE

INFORMATION SYSTEMS

A FRAMEWORK FOR THE



DESIGN SYNTHESIS

SPECIFICATIONS FROM REQUIREMENTS ANALYSIS

TECHNOLOGY OPTIONS

STRATEGIC CONSIDERATIONS

EVALUATION OF ALTERNATIVES

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PHASE-IN OF PLANNED IMPROVEMENTS

PREPARING FOR FUTURE CHANGE a RENEWAL

I

EXECUTIVEA FRAMEWORK FOR THE

INFORMATION SYSTEMS I EVOLUTIONARY DEVELOPMENT

". . .DOUBTFUL THAT LARGE NUMBER OF SMALL,

UNAFFILIATED OPERATORS CAN SURVIVE . . .

CRITICALLY IMPORTANT TO EXPLORE

POSSIBLE ARRANGEMENTS BY WHICH SMALL

ORGANIZATION CAN ENJOY SOME BENEFITS OF

LARGE-SCALE ORGANIZATION WITHOUT ANY

SUBSTANTIAL LOSS OF AUTONOMY"

J.W. GARDNERSELF-RENEWAL, 1964

I



TOWARD EDUCATIONAL EFFECTIVENESS -FUTURE SYSTEM?

OTHER

SUPT OFFICE

STAFF AREAS

REGIONALLABS

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/OTHER SCHOOLS

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"WE HAVE MORE INFORMATION & LESS TIME TO THINK ABOUT WHOLE MAN:

UNDERSTANDING THAN AT ANY TIME "THE HUMAN RACE LIVES - -

IN OUR HISTORY"BY ART AND REASONINGS"

ROBERT HUTCHINSARISTOTLE

INTENSIFY THIS EISENCOURAGE THIS

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