INFS 5093 SP2 2018: Systems Analysis Project for Nexus Distribution

This project is a systems analysis assignment based on a case study of Nexus Distribution, a small film distribution agency. The assignment requires students to apply systems planning principles to develop an app for the company. The solution includes an analysis of the existing system, identification of system requirements, creation of a meeting agenda, and design considerations for database structures. The case study highlights the company's business processes, including film scouting, distribution network management, and marketing strategy development. The analysis focuses on the need for improved communication and data access, particularly for the staff who travel extensively. The project addresses the need for mobile access to databases and efficient scheduling of meetings. The student is tasked with acting as an IT consultant to guide Nexus Distribution through the systems planning and analysis phases. The solution includes an agenda for a client meeting, outlining key discussion topics such as system requirements, organizational structure, system analysis, design interfaces, system development, and system diagrams. The goal is to create a system that enables employees to enter, access, and amend data on their smartphones, improving efficiency and collaboration. The project also involves an ethical analysis and a reflection on the systems development process.

Business Systems Analysis INFS 5093
SP2 2018 Systems Analysis Assignment
Introduction
This document extends the instructions on the course website. Read the instructions on the course
website in addition to this document.
This assessment consists of
 A case study that requires you to apply your learning from the systems planning module.
 An ethical analysis which requires you to apply one of the readings provided on the course
website.
 A conceptual development section that requires you to consider how systems planning tasks
impact on a systems development project.
 A peer review/learning reflection section; students who are working in teams are to answer the
peer review questions; students working independently are to answer the learning reflection
questions.
The feedback sheet lists the assessment criteria. Look for it on the assessment’s webpage. Take note
of which sections carry the most marks.
Note that this document’s word count is 3650 without any answers, so
 Don’t worry if the final word count seems high.
 Also, there are some diagrams in this assessment so don’t worry if the final word count seems
low.
Draw the diagrams by hand, photograph, and insert the photographs in this file. If you prefer, you
can use Word’s drawing tools (or some other drawing or modelling software) but you may find
working with pen and paper is faster, easier to amend, less cumbersome, and more reliable with
respect to layout.
When referring to the exemplars on the course website, read the old assessment specifications
carefully because the assessments differ every study period.
Instructions
In the previous study period, teams spent an average of 41 hours on this assessment.
 Pace your team accordingly.
 For best results
o Do not attempt to complete the whole assessment in one session.
o Work slowly and carefully.
In addition to the instructions on the course website
 Do not overlook the ‘Why?’ questions.
 Read the case study carefully.
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 Keep track of the hours you spend.
Make assumptions where necessary. Scope for assumptions has been deliberately included in this
assessment because it is often necessary to make assumptions openly when dealing with a client
who is under-informed with respect to information systems. Label assumptions clearly. Here’s an
example from a previous study period,
Assumption: As the passengers of Titanic II may be from any nation, we have assumed a
currency converter is required for the ticket-purchasing function.
Case study: Nexus Distribution
From the systems planning assignment
Nexus Distribution is a small film distribution agency that focuses on limited release art-house films.
It has been in business for a decade and has an existing information system for administering its
business processes. Joy Moody started Nexus with her long-time professional contact Deane
Jackson. Joy has a leadership and marketing role and Deane manages operations. Louise Taylor and
Elizabeth Page are spotters who attend film festivals (eg Sundance, Cannes, Sydney, Toronto,
London, etc), identifying films that align with the Nexus Distribution focus, bidding for, and often
signing, those films. This team of four work closely to sign 15-20 films each year, optimising the
distribution of each film so that returns for Nexus and for their clients (the film-makers and the
theatres) are maximised.
The existing information system consists of three databases.
 Catalogue
 DistributionNetwork
 Travel
Louise and Elizabeth do most of their work while travelling and they communicate with Deane via
email, text messaging and phone calls. Louise and Elizabeth attend only the largest film festivals
together; usually they work independently of each other. When they are at a film festival, they work
highly irregular hours and, in addition to the tasks outlined above, their work includes socialising
with, and occasionally entertaining, potential and existing clients. Clients are entertained when the
film they have made is of such high quality that more than one distribution agency is competing for
its distribution rights. In these cases, Elizabeth and Louise take the clients out for dinner or to a bar
in order to build robust working relationships and to create an opportunity for uninterrupted
discussion of why and how the client’s interests are best served by Nexus. Louise and Elizabeth are
consummate networkers; they are confident, good-humoured and charming in all social
circumstances, building relationships with and between people working at all levels of the
international art-house film industry.
However, the communication practices between Nexus staff are not up to date and this has led to
inefficiencies and wastage of Louise and Elizabeth’s talents and efforts. As their time at film festivals
is expensive (flights, accommodation, registration fees, entertainment costs, etc) it is desirable that
their time is not wasted. For example, a new film may be shown at several film festivals
simultaneously; if Elizabeth has already seen it at Toronto and passed on it (or bid for it and signed
it), when Louise is at the Venice film festival, she does not need to waste her time viewing that film
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and can focus on other films. There are many other instances in which their communication
practices fail to optimise the (mostly asynchronous) day-to-day collaborations between Louise,
Elizabeth and Deane.
While Louise and Elizabeth work on building Nexus’s catalogue, Deane builds its distribution network
(in addition to his significant administrative role). This entails signing various distribution service
providers (both independent and chain) to the Nexus distribution network. A distribution service
provider might be a VOD (Video on Demand) provider, a chain of theatres, an independent theatre,
etc. Deane spends about half of his recruitment effort approaching providers that do not already
screen art-house films. The other half is spent on providers which already adopt an art-house focus.
While it is a key facet of the Nexus business model, building the distribution network does not
consume anywhere near as much effort, money and time as spotting films. Deane estimates that for
every dollar spent on building the distribution network, a hundred are spent on spotting films.
Deane is directly responsible for accounting, travel arrangements and reporting. Also, he is indirectly
responsible for contracts, which he outsources to a legal firm specialising in contracts for this type of
work.
Joy’s role is largely centred on vision and leadership. However, prior to starting Nexus she built a
reputation in film marketing and her practical skills in this area are an essential ingredient in Nexus’s
success. Every time a new film is signed to Nexus, Joy, Deane, Louise, Elizabeth and the film-makers
have a four hour meeting. Occasionally, these meetings are in person, but more often they are held
online. These meetings can be hard to schedule because participants are very busy and in different
time zones.
During these meetings, in order to design the film’s marketing strategy, they leverage Louise or
Elizabeth’s observations of the film, Deane’s knowledge of the Nexus distribution network, Joy’s
marketing expertise and the client’s vision. A marketing strategy includes artistic vision, media,
release windows and release schedule.
Artistic vision is primarily driven by the client and Joy with input from Louise or Elizabeth. It is
actioned by Deane, who reviews the artists who have worked with Nexus in the past, considers the
artistic vision, and prioritises the artists according to how well their unique talent, reliability and
experience match up with the marketing strategy’s artistic vision. After the meeting, Deane
approaches the artists one by one to discuss their availability and to eventually establish a contract.
Media (film, video, television, DVD, VOD, etc) is negotiated between Joy, whose mission is to
optimise returns, and the film-maker, whose mission is exposure. With input from Louise and
Elizabeth, who have viewed more films than anyone else in the meeting and who therefore have the
most comprehensive view of the international market, a binding consensus is reached and
documented.
Joy and Deane, who aim to maximise the size of the audience, are largely responsible for
determining release windows and schedule, however the client’s needs are taken into consideration.
This is achieved by application of market intelligence and expertise. In most cases, a film is screened
in theatres on a schedule that will maximise the audience (eg avoidance of major cultural events,
avoidance of similar films, knowledge of forthcoming films, etc). Also, films are screened in theatres
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(primary distribution service providers) prior to being released via secondary distribution service
providers (eg VOD service providers, DVD runs, etc). The duration for which the film is screened in
theatres depends upon various factors (audience, the film’s performance in other markets, the
agreement between Nexus and the film-makers, the agreement between Nexus and the theatres,
etc). For most films, the theatrical release date is preceded by four weeks of postering and trailers,
wherever possible working with the film-makers in order to leverage the social profiles of those who
worked on the film (eg the actors and crew). For highly anticipated films, these four weeks may
extend to six or eight and may require Deane to schedule interviews for the film-makers or actors
with local media.
Although the existing IS meets Nexus’s administrative needs, the ongoing daily communication
problems and the difficulties of scheduling and running online meetings need to be addressed.
Deane thinks Nexus needs its own app so that database updates can be done by anyone at any time
and he has contacted your workplace, IT Foundry, to enquire further. You have been allocated the
task of systems planning for the development of an app for Nexus.
Also, although they are very talented, experienced and respected in their fields, the entire Nexus
team are inexperienced in systems analysis and design. They are confident you will come up with
relevant ideas, they anticipate your suggestions and they expect you to catalyse and drive all
technical aspects of the project. These clients are very much open to suggestion.
New information
The preliminary investigation you wrote up for the Nexus project enabled you to develop a basic
understanding of the business context. Your scope lists captured the project’s key elements and
made a positive impression on Joy, Deane, Louise and Elizabeth. They have approved the project’s
progression to system analysis and you have scheduled a meeting with them.
Recall: you can make assumptions in this assignment (as noted in the instructions above). Also, you
can use the course forum if you have any questions.
1. Prepare for this meeting. Write an agenda that includes six topics you would like to discuss with
them (if you do not know what an agenda is, look it up on the internet). These topics should be
derived from your planning documents and should enable your clients to talk about the things
you need to know during systems analysis (eg, the data and how it is processed).
Agenda 1: System requirements and its analysis
Agenda 2: Organizational structure of Nexus Distribution
Agenda 3: System analysis as per requirements
Agenda 4: Design of system interfaces
Agenda 5: System development
Agenda 6: System diagrams and client’s approval
After this meeting, the following requirements are known:
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 Louise and Elizabeth must be able to enter data into the Catalogue database from their
smartphones
 Louise and Elizabeth must be able to query the Catalogue database with their smartphones
o For example, when they are planning their viewing schedule Louise and Elizabeth need
to be able to check whether a film has already been viewed and signed (or passed on)
 Dean must be able to enter, access and amend data in the Travel and DistributionNetwork
databases from his smartphone and from his desktop computer
 Louise and Elizabeth must be able to view future travel itineraries and hotel bookings on their
smartphones
 Louise and Elizabeth must be able to enter, access and amend information on their relationships
with clients or contacts from their smartphones
o For example, a new client or contact’s name; if they are a filmmaker (a director or a
producer), which film and how were they involved with that film; if they’re not a
filmmaker, what their business is and why the relationship is important to Nexus;
whether the client or contact was made by Louise or Elizabeth; when and where the
client or contact was made; their entertainment preferences; etc
o A new database will be needed for this relationship data
 Joy must be able to view summaries of recent business activity from her smartphone and from
her desktop computer
 Joy wants to be able to tailor these summaries on an ad hoc basis
o Examples include recently established client relationships; recently signed films; Louise
or Elizabeth’s notes on the recently signed films; recently planned travel; an annual
overview of the film festivals attended by Louise and Elizabeth; when and where these
festivals are held, etc.
 The whole team must be able to schedule and conduct meetings on smartphones (Joy, Deane,
Louise and Elizabeth) and desktop computers (Joy and Deane)
o Scheduling must account for Louise and Elizabeth’s travel itineraries and for whichever
time zone they will be in at the time and date of the meeting
o No one from Nexus will be involved in scheduling – the system will automatically find
the four best dates and times
 These dates and times will be sent to the client (their contact details will be in
the new relationship database or, if necessary, the app will alert Deane and he
will look up the contact details in his paper file, enter the details and,
accordingly, the app will update the relationship database)
 The client will choose which of the four dates and times is best for them
 The app will make the booking, alert all participants, update their calendars and,
on the day, provide an alert 15 minutes before the meeting starts
o It must be possible for a client to call in to these meetings (Skype, phone, any other
method)
o Meetings must be voice recorded for future reference
o A new database will be needed for the meetings data
You make a start on systems analysis. You realise more detailed information will come to light over
time, which may require you to amend your current analysis.
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Recall: you can make assumptions in this assignment (as noted in the instructions above). Also, you
can use the course forum if you have any questions.
2. What is the purpose of data flow diagrams?
Data flow diagram illustrates how the data is being processed by system based on inputs and
outputs. It is focused on flow of information which shown by standardized symbols as well as
notation for describing various entities and its relationships.
3. Do data flow diagrams show system logic and decision points? Explain.
DFD presents the logical flow of information in the system, determines the physical system
requirements and establishes of manual as well as automated system requirements.
4. Why is it important for a systems analyst to understand how data flows through an information
system?
System analyst uses of analysis as well as design methods to solve the business related problems
by use of information system. They understand data flows to determine system ability and make
of logical decisions for system analysis.
5. Draw a context diagram for the Nexus information system.
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6. Draw a Level 0 DFD for the Nexus information system.
7. With respect to DFDs, what does ‘balanced’ mean?
Balanced is stated that incoming flows from the process into the parent diagram are preserved
at next level of process decomposition.
8. Draw two Level 1 DFDs for the Nexus information system.
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9. Write a brief ‘how to’ guide (100-200 words) to help the Nexus team understand your DFD
diagrams.
DFD is used to show the data into the information system when it is applied to the business
process modelling. It is used to document data flows and explore of higher level of design based
on data flow. The data flow diagram notations are:
External entity: It is produced and consumed data which flow between entity as well as
diagrammed system. These data flows are inputs as well as outputs of DFD.
Process: The activity which changes and transforms the data flow. It transforms of incoming data
to the outgoing data.
Data store: It is consisted of files and batch of documents stored while it is waiting for
processing. Input data flow stores information that change stored data while output data flow
retrieved from the store.
Data flow: There is movement of data among external entities and data stores which is
represented by arrow symbol.
10. List the data stores and data elements in your DFDs, showing the data elements for each data
store.
Data Store Data Elements
Film and Travel
Catalogue of film Film information and Festival
Recording of media Film and video
Accommodation and flight Accommodation and flight costing
Entertainment and registration Registration fees and Entertainment costs
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Distribution Network and Accounts summary
Service provider Video on demand provider
Expenses file Travelling cost
Accounts statement Total expenses for month
11. Draw a FDD for the Nexus information system.
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12. Identify and name four of the functional primitives in the Nexus information system.
There are four functional primitives into Nexus informational system:
 Film catalogue
 Expense and accounts summary
 Travel expense
 Distribution network
13. Draw a modular design for two of the functional primitives named in your previous answer.
14. Write a Structured English description for each of the other two functional primitives.
RECEIVE Film information request
GET Film information from Film catalogue file
CHECK entry record for film
IF Found = True
THEN Return “Information already entered”
ELSE Update record in Film catalogue file
SEND Updated record to media file
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RECEIVE Distribution network information request
VALIDATE information
CHECK entry record in Service provider file
IF Found = True
THEN Return “Service provider already exists”
ELSE Update new information in service provider file
SEND updated record to Distribution Network Summary
15. For which components of the Nexus information system will you recommend prototyping? Why?
Components of Nexus information system are:
1) Film catalogue: It keeps records of films and film festivals.
2) Expense and account summary: It keeps track of total expenses for month.
3) Travel expense: It keeps track of travelling cost.
4) Distribution network: The service provider such as Video on demand provider gains access to
the system and then register with Nexus.
Note that UML will be assessed in detail in the exam.
16. Explain how you will make the build or buy decisions for the Nexus information system.
The software developer is confronted with decisions to build and buy while taking of existing
system from the third party. The build or buy decisions are made based on system requirements.
Build and buy decision is significant when the company have to address system needs.
17. Your team has been asked to give a 30-minute presentation to Joy, Deane and your manager at
IT Foundry, using a PowerPoint presentation. How many slides will you include and what are
their titles?
1. There are fifteen slides into the presentation as follows:
2. System background
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3. Information system requirements and analysis
4. Data flow diagrams
5. Data flow diagrams (contd.)
6. Data flow diagrams (Contd.)
7. Data flow diagrams (Contd.)
8. Data stores and data elements
9. Functional Decomposition Diagram
10. Primitives in the Nexus information system
11. Primitives in the Nexus information system (Contd.)
12. Description of functional primitives
13. Modular design of functional primitives
14. Build and buy decisions
15. Recommendations
16. Thank you slide
Ethical analysis
Through your work analysing Nexus’s data requirements, you become aware of some unusual
entertainment expenses on Elizabeth’s account. While she may have incurred these expenses
legitimately, there are no similar transactions in Louise’s account. You are fully aware that Elizabeth
and Louise regularly entertain potential clients and you are aware that this is an important method
of developing clientele and industry knowledge. You are also aware that Elizabeth and Louise drive
the Nexus business processes, creating business opportunities and building good-will for Nexus.
However, these transactions are unusual and, according to your personal moral points of reference,
sensitive. You are undecided as to whether you should inform anyone, and if so, who.
Analyse this scenario by responding the following questions. These questions encourage you to
apply the stages of the ethical decision-making process described in Reynolds (2015). This reading
can be located on the course web site. Do not overlook the ‘Why?’ questions as these support the
development of your certitude.
18. Make a list of the facts relevant to the ethical problem.
 Remarkable transactions into Elizabeth’s account
 Informed about issues
 To whom issues are informed
19. List the stakeholders and their positions.
Stakeholder Position
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