PHASE 1: PRELIMINARY INVESTIGATION
SYSTEM REQUEST
OBJECTIVES
Learn the starting point of system project
Discuss system request
Main reasons for system request
MAIN REASONS FOR SYSTEMS PROJECTS
The starting point for most projects is called a system request,
which is a formal way of asking for IT support. A system request
might propose enhancements for an existing system, the correction
of problems, the replacement of an older system, or the
development of an entirely new information system that is needed
to support a company’s current and future business needs.
MAIN REASONS FOR SYSTEMS PROJECTS
the main reasons for system requests: improved service to the
customer, better performance, support for new products and
services, more information, stronger controls, and reduced
costs.
MAIN REASONS FOR SYSTEMS REQUESTS
MAIN REASONS FOR SYSTEMS REQUESTS
MAIN REASONS FOR SYSTEMS REQUESTS
SYSTEMS REQUESTS FORM
Many organizations use a special form for systems request. A properly designed
form streamlines the request process and ensures consistency. The form must be
easy to understand and include clear instruction. It should include enough space for
all required information and should indicate what supporting documents are
needed. Many companies use online systems request forms that can be filled in and
submitted electronically.
When a system request form is received, a system analyst or IT manager examines
it to determine what IT resources (staff and time) are required for the preliminary
investigation. A designated person or a committee then decides whether to proceed
with a preliminary investigation.
In some cases however, a system failure requires immediate attention, and there is
no time for a formal request or a normal investigation. In urgent situation, an IT
maintenance team attempts to restore operations immediately. When the system is
back to normal, the team conducts a thorough review and prepares a system
request to cover the work that was performed.
SYSTEMS REQUESTS FORM
EVALUATION OF SYSTEM REQUESTS
In most organizations, the IT department receives more system
requests than it can handle. Many organizations assign
responsibility for evaluating systems request to a group of key
managers and users. Many companies call this group a system
review committee or a computer resources committee. Regardless
of the name, the objective is to use the combined judgment and
experience of several managers to evaluate system projects.
EVALUATION OF SYSTEM REQUESTS
Systems Review Committee
In some companies, one person instead of a committee is responsible for valuating systems
requests. This often is the case in smaller companies or firms where only one person has
information technology skill. In that situation, the systems person must consult closely with users
and managers throughout the company to ensure that business and operational needs are
considered carefully.
In larger companies, instead of the company relying on a single person, a system review
committee provides a variety of experience and knowledge in evaluating systems requests. A
typical committee consists of the IT director and several managers from other departments. Even
where there is committee, the IT director must act as a technical consultant to the committee to
ensure that members are aware of crucial issues, problems and opportunities. With a broader
viewpoint, a committee can establish priorities more effectively than an individual, and one
person’s bias is less likely to affect a committee’s decision.
On the other hand, action on requests must wait until the committee meets. To avoid delay,
committee members use memos, e-mail, and teleconferencing to communicate with each other.
Another potential disadvantage of a committee is that members could favor projects requested
by their own departments, and internal political differences can delay important decisions.
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