Pages Explain The Life Cycle Of An Information System

2 Pagesexplain The Life Cycle Of An Information Systemsapply The Steps

Explain the life cycle of an information systems. Apply the steps of the life cycle to the scenario listed below. Imagine that you run a photography printing store. Your employees have been using punch cards for time entry since you started the business. This has led to many problems including lost cards, inaccurate hours, and employees punching in for other employees. Because of these problems, you are considering implementing a computerized time entry system. Describe each step of the life cycle and apply it to your problem in your business.

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Introduction

The life cycle of an information system (IS) provides a structured framework that guides the development, implementation, and management of information systems within organizations. It ensures that the system meets organizational needs, is efficiently developed, effectively maintained, and evolves in response to changing requirements. Understanding and applying the IS lifecycle is essential for organizations to optimize operations, improve accuracy, and enhance productivity. This paper will detail each phase of the IS lifecycle and apply it to a scenario involving a photography printing store that aims to replace its traditional punch card time entry system with a computerized solution to mitigate existing problems.

1. System Planning and Initiation

The first phase involves understanding the business problem and defining the scope and objectives of the new system. In the context of the photography store, the primary issue is the inefficiency and inaccuracies caused by using punch cards. During this phase, the store owner would analyze the current process, identify shortcomings, and determine the need for a computerized time entry system. Goals such as reducing payroll errors, preventing employee time fraud, and streamlining payroll processing are established. Additionally, a feasibility study would assess whether implementing a new system is viable considering technical, financial, and operational aspects (Avison & Fitzgerald, 2006).

2. System Analysis

This phase involves gathering detailed requirements by engaging stakeholders, including employees, managers, and payroll personnel. The goal is to understand precisely how the current system functions, identify its limitations, and specify user needs. For instance, the analysis would reveal issues like lost punch cards, the difficulty in tracking hours, and instances of employees punching in for colleagues. Data collection methods such as interviews, observations, and questionnaires help determine functional requirements—such as real-time clock-in/out, automated calculation of hours, and fraud prevention measures. This step ensures that the new system design aligns with the store’s operational needs (Levy & Powell, 2018).

3. System Design

Based on the analysis, the next step is designing the new computerized time entry system. This involves defining system specifications, including hardware (such as biometric scanners or RFID card readers), software features (automatic time logging, reporting tools), and user interfaces. Security measures, such as unique employee IDs or biometric verification, are incorporated to prevent fraud. The design phase also considers integration with existing payroll software and compliance with labor regulations. A detailed blueprint guides the development and ensures that the system provides accurate and reliable time tracking (Valacich & Schneider, 2018).

4. System Development and Acquisition

During this phase, the system is built or procured. If customized, software developers or vendors create the system based on specifications. Alternatively, the store might purchase off-the-shelf solutions suitable for small businesses. Hardware components, such as biometric scanners, are installed, and software configurations are tested. A pilot deployment may occur to evaluate the system’s functionality and gather feedback from employees to make necessary adjustments. This step culminates in a ready-to-implement system that addresses the previously identified issues with punch cards (O’Brien & Marakas, 2011).

5. System Implementation

In this critical phase, the new computerized time entry system is rolled out in the store. Employees receive training on using the new system, emphasizing security and accuracy. Data migration is performed if necessary, and the system is integrated with payroll functions. During initial operation, close monitoring ensures smooth adoption, and troubleshooting addresses any issues that arise. This phase aims for a seamless transition from the manual punch card process to the automated system, minimizing disruptions to business operations (Shelly & Rosenblatt, 2017).

6. System Maintenance and Evaluation

Once operational, the system requires ongoing maintenance to ensure continued efficiency and security. Regular updates, backups, and troubleshooting are necessary to address technological issues. The store management evaluates system performance periodically, assessing whether it effectively reduces errors and prevents fraud. Feedback from employees helps identify usability issues or additional features needed. Maintenance efforts also include keeping the system aligned with evolving payroll regulations and organizational changes. Continuous improvement ensures the system remains effective and reliable over time (Laudon & Laudon, 2020).

Application to the Photography Store Scenario

Applying these lifecycle steps to the photography store's scenario, the process begins with recognizing that punch cards are causing inaccuracies and security concerns. During the analysis phase, it is clear that employee dishonesty and lost cards impact payroll accuracy. System design involves selecting biometric scanners and developing a user-friendly software interface. Development involves purchasing or customizing a system, followed by pilot testing with a small group of employees. Implementation includes training staff, transitioning data, and deploying the system full-scale. Continuous maintenance ensures the system works efficiently, remains secure, and adapts to any changes: for example, scaling to include additional hours or staff members. This structured approach ensures the store successfully transitions from a manual, error-prone process to an efficient, automated solution that improves payroll accuracy, reduces fraud, and enhances operational transparency.

Conclusion

The life cycle of an information system provides a comprehensive framework for managing the development and continuous improvement of organizational systems. Applying this cycle to the scenario of a photography printing store illustrates a systematic way to identify problems, design an effective solution, implement it successfully, and maintain its performance. By following these steps, businesses can ensure their information systems align with organizational goals, adapt to changing needs, and deliver consistent value.

References

• Avison, D., & Fitzgerald, G. (2006). Information systems success: A new perspective. Cambridge University Press.
• Levy, K., & Powell, P. (2018). Managing Information Technology. Routledge.
• Laudon, K. C., & Laudon, J. P. (2020). Management Information Systems: Managing the Digital Firm. Pearson.
• O’Brien, J. A., & Marakas, G. M. (2011). Introduction to Information Systems. McGraw-Hill Education.
• Shelly, G. B., & Rosenblatt, H. J. (2017). Systems Analysis and Design. Cengage Learning.
• Valacich, J., & Schneider, C. (2018). Information Systems Today: Managing in the Digital World. Pearson.