In this phase, we model the current and the new system concurrently, focusing on the primary product, the triggering event(s), inputs to the system, secondary products, and activity flow. While analyzing the existing system, we also introduce new ideas, features, and design changes that are desirable for the new system. This is also when we identify the objects that are intrinsic to the business in this system.
In the final steps of this phase, the team focuses on creating or refining the plan for the completion of the project. This is when the requirements are developed, the remaining project phases are scheduled, the resources are identified and scheduled, and the deliverables are identified.
The participants in this phase include the core facilitation team and the extended team identified in the Planning for Small Projects phase. The core facilitation team is responsible for facilitating the meetings, and keeping notes that will provide the textual information for the diagrams and a record of facts that will be required in later phases.
As an integral part of facilitation, diagrams must be developed during the meetings using a public medium that all participants can see. This keeps the team focused, draws input from the rest of the team, and helps to keep communication open and accurate. (Reminder: If the meeting location is not equipped with a built-in, large-scale medium, such as a blackboard or whiteboard, you may want to bring static sheets and markers.)
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Business Process Model
This model shows the triggering event, the primary and secondary outputs, and the inputs. It can be created using Visio templates available on the M drive.
Note: If you do not have Visio on your machine, the template will be displayed as gibberish. If this happens, use the PC in the hallway where Visio is installed. |
 
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Business Process Document
The Business Process Document is a Word document that describes the business process, and includes the Business Process Model, as well as the descriptive text.
Click on the Sample button to see an example of a Business Process Document. Click on the Template button to save the template on your C drive, where you can use it to open a new Business Process document in Word. Click here for complete instructions for using a template in Word. |
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Activity Flow Diagrams
This diagram documents the flow of activities for a business process or sub-process. The activity flow diagram can be created using Visio templates available on the M drive. You can add descriptive text either in the diagram itself, or in an attached Word document. There is no template for the Word document, since it is optional. |
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Entity Object Model
This model shows the entity objects and their relationships for the current business process. It will be updated as needed to reflect the business process as it is developed in the System Analysis and subsequent phases. The model is created and updated in Visio. |
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Object Life Cycle Model
This model shows the life cycle changes in an object. A life cycle model should be developed for each entity that has significant life cycle changes in the business process. These models are created and updated in Visio. |
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Project Plan
This document is the Initiation Plan (created in the Planning for Small Projects phase), which becomes the Project Plan when it is updated with the Communication Plan, the Quality Plan, and the Resource Plan. The attached Gantt chart should show the high level timeline for the entire project, and the detailed plan for the next phase. This plan will be modified as needed in subsequent phases.
The Initiation Plan template includes a button to add the new sections that make this a Project Plan. You may also need to add additional information to existing sections of the Initiation Plan at this time. |
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Methodology Compliance Form
This form is used to document that the project conforms to the methodology for this phase. It must be completed in Word and sent with the rest of the documentation packet for approval.
There is no sample available at this time. |
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Recommendation Form
This form contains the recommendation of the project team on whether the project should go forward as planned. It must be completed in Word and sent with the rest of the documentation packet.
There is no sample available at this time. |
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Distribute the Initiation Plan to all team members.
The team meets to discuss the current and desired business processes, and to develop a common understanding of what is happening now and what should happen in the future. If the team includes members who are not familiar with the methodology, the core team (or a DMS representative on the core team) explains the objective of this phase, and the methods that will be used to accomplish it.
To facilitate the analysis discussion, develop a Business Process Model for each major process within the scope of the project, using a medium visible to all participants (public medium). Then for each business process, draw one or more Activity Flow diagrams.
TIP: The Business Process Model shows the borders of the system, or its external pieces, whereas the Activity Flow diagram shows the internal pieces, or activities, within the process.
Warning:
The team must stay focused on analysis, not design decisions, especially screen design or content. These will be included in the next phase, Logical Design.
For validation questions, see page 3D-15 of the OOA&D class materials.
The scribe enters the textual information about the business processes using the Process template, and distributes the results to the team.
A member of the core facilitation team creates an electronic version of the Business Process Model(s) and Activity Flow diagram(s), using the tool provided for that purpose. (You can either draw the models free-hand and distribute hardcopy, or use Visio Technical to make electronic copy. The templates use Visio Technical, which must be installed on the machine you are using to access them from Netscape.)
One or two members of the core facilitation team perform Direct Observation of the business processes, and note differences and/or omissions on the Business Process Model(s) and Activity Flow diagram(s).
The core facilitation team meets to create the Entity Object Model, again using the whiteboard to facilitate and focus the discussion. This initial Entity Object Model shows objects with major attributes and major operations, and all simple relationships. Be sure to capture all current functionality, while adding new classes and associations (such as inheritance and aggregation). At this point, you can also define static relationships, and determine subject areas. This process may require multiple iterations. For validation questions, see page 3B-20 of the OOA&D class materials.
If desired, the team can start to keep textual records of object class definitions, explicit relationship definitions, and attribute definitions during this phase. However, in this phase, such records are more for the purpose of remembering points as they come up than for actual documentation of the new system. If you do start this documentation now, use the templates (to be provided), and include them in the packet of documentation distributed to the team for review.
Verify the Entity Object Model with client input. This can be done with the extended team, or with a subset of client participants.
The extended team considers all objects, and creates the Object Life Cycle models for each object with significant state and data maintenance changes, to show the events that control the changes. For inheritance objects, if the cycle is different from the parent, the team must develop a new object life cycle model for the new object. If the cycle is the same as the parent, no new life cycle model is necessary; the object inherits the life cycle from its parent. For a validation checklist, see page 3C-9 of the OOA&D class materials.
If a completeness check is desired, a member of the core team can create an Information Event Map and a Business Event Map. If anything is shown by these maps to be missing, the core team can meet to re-examine the models and find the missing pieces.
The extended team reviews the models and documentation produced in this phase, making any changes that seem necessary.
The models and documentation are forwarded to the methodology unit representative with the compliance form (use the Compform template), and a methodology walkthrough is scheduled with the core team and the methodology representative. Before the walkthrough, the methodology representative reviews the documentation packet, and completes the compliance form (or a draft version of the form).
At the walkthrough, the methodology representative can ask any questions and raise any issues about compliance with the methodology, or suggestions for improvement. If any changes are required, the team must complete the required step(s) and schedule a follow-up walkthrough with the methodology representative. When the walkthrough is completed successfully, the project continues with the next step.
The methodology representative completes the compliance form and returns the documentation packet to the project team.
The team discusses and identifies possible solutions to the business problem, and selects the solution they deem most appropriate.
The team draws up a proposed solution statement that includes:
- The technical plan--How are you going to get the project done? What are the phases? What are the time boxes? This should be explained in the Development Approach section of the Initiation Plan.
- The resource plan--What skill sets are needed? What does each skill set provide?When is each skill set needed? Particularly important is the definition of the extended team for the next phase.
- The quality plan--How do we know when we're done? The success criteria should be explained in the Goals and Objectives section of the Initiation Plan, including measures that test for existence, quality, and quantity. Specification or requirements documents should provide this in greater detail.
Gantt charts should be developed as part of this step, making sure to include milestones, especially for those project prerequisites that may be outside the scope of DMS responsibilities.
A member of the core team updates the Initiation Plan, adding the information required to make it a Project Plan, using the PPMM Initiation Plan template.
The team meets to review the Project Plan.
Any agreed upon revisions are made to the Project Plan, and the documentation packet, with the Project Plan and compliance form, is forwarded to the methodology representative for the final review in this phase.
The methodology representative reviews the documentation packet and completes the compliance form before returning the documentation packet to the project team.