Current System Capacity: Business Operations & Processes Where and how is work received or delegated?

? What major steps or programs are utilized to complete your assigned work duties? What work interrelationships do you rely on most to complete your duties, and those that you work the closest alongside? How are the resources to complete work tasks dispersed, accessed, or stored? Describe to me the flow of how work is processed; how priorities and resources are monitored? Problems, limitations, and constraints What identification documents, P&P, or reports does the current system produce? What machines do which work? Recording of events and the notification of clients are done by? System Quality What functions does the current system offer for system observation and progress.

9 Key Steps
Identify critical success factors It is important to identify the critical success factors for both the development project and the business function being studied. o How will we know that the planned changes have been effective? How will success be measured? Define project deliverables, the deliverables from a workshop are documentation and a design. It is important to define the form and level of detail of the workshop documentation. o What types of diagrams will be provided? What type or form of narrative will be supplied? Define the schedule of workshop activities Workshops vary in length from one to five days. Prepare the workshop material Before the workshop, the project manager and the facilitator perform an analysis and build a preliminary design or straw man to focus the workshop. o The workshop material consists of documentation, worksheets, diagrams, and even props that will help the participants understand the business function under investigation. Organize workshop activities and exercises It is important to define the level of technical diagramming that is appropriate to the environment. Prepare, inform, educate the workshop participants All of the participants in the workshop must be made aware of the objectives and limitations of the project and the expected deliverables of the workshop.

Conducting the Session

The analysis covers the following points of a proposed system: Planning o What are the sources that tell users what work to expect and when? Receiving o Where and how is work received? o Where and how are resources (people, machines, materials, supplies) to do the work received? Receipt processing/tracking How are receipts reported and received work uniquely identified? o Are other locations notified of receipts? Monitoring and assigning o How will planned work be received, o received work be processed, and o priorities and resources monitored? o What identification documents, instructions, and reports does the system provide? Processing o How is the work done, by whom, on which machines? o How does the system monitor and guide progress? o How does it report? Recording o How does the system record events about the work and notify clients? Sending

o Where is the work sent after completion? o What labels, directions, and other documents are required? o Who is notified of completion? o What billing or accounting data is produced? Evaluating o What management information is required to indicate trends, o Summary data, measurements, or exceptions to plans, objectives, and budgets?

How to Plan and Conduct JAD Sessions

Preparing a JAD Session Agenda: An agenda for each JAD session should be prepared and distributed prior to each session. The agenda dictates issues to be discussed during the session and amount of time allotted to each item. The Agenda Opening: The opening is intended to communicate the expectations of the session, communicate the ground rules, The agenda should contain three parts: and to influence or motivate the attendees to participate. 1. The opening. The Agenda Body: 2. The body. The body is intended to detail the topics or issues to be addressed in the JAD session. 3. The conclusion. The Agenda Conclusion: The conclusion is intended to allow time to summarize the days session and to remind the attendees of unresolved issues (to be carried forward). How to Plan and Conduct JAD Sessions The JAD session begins with opening remarks, introductions, and a brief overview of the agenda and objectives for the JAD session. The JAD leader will direct the session by following the prepared script. Benefits of JAD An effectively conducted JAD session offers the following benefits: JAD actively involves users and management in the development project (encouraging them to take own more an ownership in the project). JAD reduces the amount of time required to develop systems. When JAD incorporates prototyping as a means for confirming requirements and obtaining design approvals, the benefits of prototyping are realized.
*Define the purpose of the system. Keep it simple.

*List System requirements--because this is for the purchase of a system these requiremnts should be written so that they can easily be inserted into a RFQ or RFP. You might also want them to identify with are required, desired, optional using their terms which are usually standard RFQ language. Requirements answer questions like How the system must perform? What must it be able to do to satisfy the user and management? What must it interface with? What platform(s) must it be able to run under? What are the time and cost requirements? What must it contain?

What hardware must it run on? What software must it be developed in? *Identify Critical Success Factors--CSFs are those things that must occur or be in place for the project to succeed.

*Identify current workflows (processes) and improve them. http://www.albany.edu/cpr/gf/resources/JointApplicationDevelopment.html

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