Functional Design - Software

Objectives:

• Finalise the functions and reports of the base software package to be used and determine how they will be used
• Finalise the system enhancements needed to meet any unique needs not available in the standard system and determine how they will be developed

Hints:

• The primary objective of implementing a new system is generally not more information, but more effective information.  The project team should focus on understanding how and why existing forms, reports and processes are being used, and how the same objectives can be accomplished more simply with the new system.  Implementing new systems and technologies may allow some existing forms, reports and processes to be combined or eliminated.
• If Consultant was not involved in the system evaluation and selection decision, it may be necessary to gain an understanding of business before designing how the new system should be integrated into the business.  The Functional Questionnaires may be useful in gathering information about operation and functions.
• Every attempt should be made to adapt the business processes to the standard processing features of the software package and reduce the number of enhancements needed.
• Organisations should also be encouraged to fully utilise the system’s features and functions, as appropriate.
• The Implementation Strategy Report developed during the evaluation and selection process can provide a starting point for determining the detailed configuration requirements for the new system.
• If appropriate, implementation papers for each major system function can be separately prepared and approved.

Steps:

1. Compare the manual and automatic functions of the existing system and the new system, identify any changes and complete a System Functions Worksheet
1. Manual procedures and calculations that can be incorporated into the new system or eliminated
2. Changes to current procedures and methods to take advantage of system features
3. New functions not currently performed
2. Compare the reports and inquiry screens of the existing system with the new system, identify any changes and complete a Report & Inquiry Screens Worksheet
1. Enhancement to standard reports (i.e., transaction, management and control)
2. Additional reports
3. Additional data required
4. Preprinted output forms (i.e., checks, statements, stationery)
5. Specific parameter settings and run time options of standard package reports
3. Compare the existing input forms with the new system input screens, identify any changes and complete a Forms & Input Screens Worksheet
1. Content, format and sequence
2. Printing EOQs, lead times and reorder points
3. Storage and distribution
4. Disposition of existing forms (e.g., use up existing supplies, discontinue and destroy)
5. Printing method (e.g., in-house copier, outside printer)
6. Approved suppliers (for preprinted forms)
7. Responsibility for monitoring quantities and reordering
8. Control of sensitive forms (e.g., checks, vouchers)
4. Finalise system controls and audit trails
1. Source document completion and authorisation
2. Input validation and reconciliation
3. Transaction processing and reconciliation
4. Form, report filing and retention
5. Backup and storage
6. Table and parameter maintenance
5. Finalise system security and complete Security Access Worksheet
1. Physical access controls to equipment, files, forms and reports
2. Logical access levels for each system user
3. Remote access procedures
4. Access hours and locations
6. Evaluate implementation alternatives and select approach
1. Complexity
2. Cost
3. Resources
4. Time-frame
5. Organisational Impact
7. Organize analysis and prepare the implementation paper for each system function
1. Background
2. Alternatives
3. Recommended Approach
8. Review implementation paper with the sponsor and obtain approval to proceed
9. Complete System Change Requests for any identified system enhancements
1. Functions
2. Reports
3. Input screens
4. Security and controls

Tools:

1. Implementation Strategy Report (if available)
1. System Functions Worksheet
2. Reports & Inquiry Screens Worksheet
3. Forms & Input Screens Worksheet
4. System Change Request

Deliverables:

1. Implementation Paper (for major system functions)