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Age care

发布时间:2018-02-26
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Age Care is a charity to support elderly people. Age Care has other fifteen branches and Head Office. The Age Care transports elderly people to shopping trips, interesting places, and a service that provides transport to doctors' surgery or hospital clinics. Age Care is thinking to introduce Management Information System (MIS) because they have problems such as non standard formats and difficult to monitor all projects. They need a central database to store their all information.

Abstract

Elderly people are supported by Age Care charity. Age Care is a big organization and supported by local government, social services and etc. Age Care all overview processes have shown in Rich picture diagram. Rich picture can show the process, transaction and flows of Age Care centre. Green Drive is a pilot project that is a part of Age Care. Green Drive project provide shopping trips to supermarkets for elderly people.

Overview of Age Care System

The charity support elderly people through a number of funded projects. Age Care has 15 branches. Each centre has a Centre Manager and Assistant Manager. They are responsible for running of the centre and any other projects that take place in their area. Each project will be large or small that is responsible for Lead Worker.

There is wide range of activities that are handled differently at responsible centre. There is inconsistency and confusion about how projects are done. So, it is difficult to compare each different project from different areas. The projects formats are different at each centre. There are some projects which are not using resources effectively.

The Age Care needs to introduce Management Information System (MIS) that will help to manage the charity more effectively. They want all centers to use standard format and collect the standards way of information.

Key Acronym Use in Rich Picture

KB (CEO) - Keith Book (Chief Executive Officer) CFO - Chief Financial Officer SF - Syed Faisal (Director of Central Administrative Support) JH - Jayne Harrison (Finance Director) JR - Jose Rodriguez (Centre Manager) CP - Christos Papadimitriou (Information Quality Officer, Administrative Services Department) CG - Claire Graham (Project Leader) PM - Patience Mbewe (Education Coordinator) MA - Mustapha Ahmed (Centre Manager) NK - Nicola Kelly (Administrator)

A-2 Key Actors

Age Care Head Office and its branches have responsible persons who need to responsible to do their individual works. There are many persons in the centre. Some of them are key persons for Age Care Centre. The key actors are

  • * Keith Book - Chief Executive Officer (CEO) * Chief Finance Officer (CFO) * Syed Faisal - Administrative · Each Centre Manager and their assistants (Jose Rodriguez, Mustapha Ahmed) * Lead Worker (Patience Mbewe)
  • Chief Executive Officer (CEO), an actor, who is one of key person in Age Care. CEO has more responsible than others. This person is responsible for overall project direction, keeping the best services for elderly people and board decisions. Without having CEO, the Centre and its branches could not run projects probably. CEO has the authority to make decisions and create new viable strategy for future. CEO has different viewpoints such as thinking for future extension, system changes with its future consequences and etc.

    Chief Financial Officer (CFO) is concerned with both Head Office and Finance. CFO is responsible for proper financial business practices, accounts payable and receivable, financial planning and etc. So, without finance system nothing can be going to do. CFO manages all reports and requirements of finance system and submits to CEO.

    SF (Director of Central Administrative Support) is key people driving the projects. SF has to manage the information centrally.

    In each branch, there need to have a Centre Manager with his/her Assistant. The assistant has to help the manger and try to give the best solution for their projects or works. Assistant makes communication with the team and collect their requirements or project in project. The assistant makes reports all requirements of team and submit to its manager. Manager is responsible to run their area centre and manage staffs who work in it. Without having any manger in centre, there has nothing going to happen specific and standard works. Manager needs to solve its area problems and fulfill the team requirements. Manager needs to provide regular report to the Head Office.

    Lead Worker is responsible for running each project even project scope is large or small. He is running each project in different format that makes conflicts and problems. He is responsible for showing report to funders how all money provided has been spent on the project.

    Key issues

    There are many persons who involves in Age Care. CEO, CFO, Centre Managers, Assistant and Lead Worker have their different issues depend on their individual roles and responsible. So, there may have their individual issues and conflicts between actors and system.

    CEO thinks they desperately need a management information system for their future. CEO is going to think to implement a central Database for Age Care because of working with different format of projects and difficult to create a standard way of format. So, he need to thinks to be the best solution for Age Care and thinking to implement MIS. The way they implement MIS that they can use the introduction of that system to completely change the culture of the organization. If they will have a central database, then they can execute and mange their each branch of projects with standard way.

    Finance is the central to that entire Age Care do. Finance Director supposes to buy new finance software system. And CFO is thinking only for finance system, expects more resources and budgets. CFO may think to finish his or her works very well. In addition, CFO thinks better future plan for their finance system.

    There are many managers from at each branch. So, they have their different views, issues and conflicts depend on their branch. At Finance Centre, manager does not mind to make change new MIS because he likes to play with computer. Manager likes to mange easily their centre and expects more such as (future plan, budgets and work load).

    Assistants think to finish their work easily and expect appreciate form seniors. Assistants do not like to instruction or order from managers. Assistants may feel they are doing good jobs but could not get appreciate from seniors. They may feel day to day working is boring. Lead Worker (PM) - thinks to stop offering poor services to elderly people. PM thinks they are losing sight what they do.

    Conflict

    There are some persons who have conflicts with their individual concerns. The main conflicts are between Claire Graham (CG) and Supermarket, CG and Christos Papadimitriou (CP), CG and Patience Mbewe (PM).

  • * CG is thinking the supermarket has high prices. On the other hand, supermarket thinks the charity is not taking enough customers to them. So, their thinking makes conflicts between them. * CP gets abstracted with Green Drive project. CP thinks to forget about Green Drive because it is only meant to Age Care. I assume that CP thinking makes conflicts between CG and CP. * PM thinks they are going to lose their core value of caring elderly people. On the other hand, CG is going very well with Green Drive project.
  • The purpose of the system

    The main purpose of Age Care is to support the elderly people and give them services through a number of funded projects. They support elderly people by using projects. The charity provided transport for elderly people in a number of different ways. They run project in groups of people. They provide shopping trips, organized outing to places of different, and a service which provides transport to doctor surgery for elderly people.

    In addition, the charity provide a number other services that supported the elderly people such as providing lunches, educational courses (creative writing, art, and photography) and fitness. The each service is provided in local community. But there are fifteen branches so without having standards way of managing Age Care projects, it will be inconsistent and conflicts. So, they need a central database and need to implement MIS for Age Care. They can give better services to elderly people through number of projects.

    A-3 Overview of Rich Picture

    Rich picture is established to learn the outside of the case study and deep knowledge about system. Outside learning approach is only to memorizes and reproduce knowledge. Deep learning can give high quality of learning outcomes that all I could learn when I draw Rich Picture diagram. Rich picture has no format so I can easily draw it. I can visible the whole system and its processes after sketching Rich picture diagram. The reason to sketch Rich picture is to understand the system and its background. The rich picture can show what is meant the system, what the system is doing, how and who are going to participate.

    I describe a possible diagrammatic form for rich picture but I use the term rich picture rather than rich picture diagrams. I drew rich picture for Age Care. I try to understand the Age Care problems and illustrate structures, processes, actors, concerns or issues and conflicts of a problem situation. Interconnections are represented by arrows, lines and circles. I get new ideas and knowledge from learning and drawing rich picture. I could know main process parts which need to draw in rich picture without having that rich picture cannot visible. That process is

  • * System boundary * Geographical layout * Actors * Relation between actors * Issues and conflict * View and icons * Text and etc.
  • When I start drawing a rich picture for Age Care, I normally start by sketching in the middle of a large sheet of paper. One of the important reasons for drawing a rich picture is to make clear one's thoughts. I can get lesson from rich picture that is rich picture is associated from stakeholders' point of view. Rich picture is used to identify the necessary CEO, CFO, managers, hands - on users, analysts, designers and other participants.

    Rich pictures can be used to record, reason approximately, to communicate, and negotiate significant issues as they arise during or after participatory design. Essentially the role of the rich picture is to make precise the stakeholders, their interrelationships, and their concerns.

    My rich picture helps me to understand the all overview of Age Care system. I could know how many persons are going to participate and what are their responsible, role and post. Everyone has their own individual issues and concerns. The different views of each person can make both conflicts and same ideas or decisions. I could know who concerns with the Age Care system and who are outside the system boundary.

    There are relations between in each person's and also have between with project, branches and outside persons or system. The relations are shown by arrow lines. The relations are verified at arrow line to understand what the relation mean between them is. Everyone performances can show their responsible. I could learn the over all of Age Care system. I could know the main problems and purpose of the system. A rich picture diagram is not easy to draw, if I do not know the whole concept of case study.

    I could know without having a system boundary rich picture cannot be visible and it will be complex. I could learn a rich picture may have some sub boundary. For example in case study, there have their branches. I could know the system can show the outsider clearly. For example in case study, the outsiders are trustee, supermarket, funder, local government, social service and hospital. So, viewer can visible rich picture clearly and easy to understand the all connectivity with outside and inside of system.

    I can learn there are some benefits by using rich picture. The benefits of using Rich Picture is that it can encourage situational holistic and provide systematic thinking rather than general thinking. I learnt how to think systemic to get successful initial solution. It prefers pictures to text, and I can take up more from a picture of complex subject than from a text description. I learnt I need to be artistic quality. Rich pictures is a language independent (expect for text content). This may be helpful for rich pictures viewer.

    The analysis of such factors as interfaces, boundaries, subsystems, the control of resources, organizational structure, roles of personnel, organizational goals, employee needs, issues, problems, and concerns are not all contained in other techniques but are of importance in system development. Rich picture diagram helps to explain what the organization is "about". It should be self - explanatory and easy to understand. When constructing a rich picture diagram such issues are taken into consideration. I learn rich picture is different from others diagrams.

    Other advantages of Rich pictures are in the following:

  • * Rich Picture is worth a thousand words * It can sort out the fundamentals of the situation * Summary of a situation or current system overview process * No format makes more easier to draw rich picture * Help move thinking from 'thinking about the problem situation' to 'thinking about what can be done about the problem situation. The disadvantages of using Rich Picture is take too much time to complete. * Difficult to choose key actors * Not easy to thin actors' concerns * Conflict in Rich Picture makes complex between actors * Not well - used as DFD, ERD and etc * Rich picture might be regarded as a joke
  • Rich picture gave me many ideas, forms and etc. I could learn many articles from sketching rich picture. I could know how to place actor, their issue and concerns and relation etc. I recognize rich picture show me the current system problems, over all relation and flow of Age Care centre. The viewer will know clearly what is about the system from rich picture.

    The main two key use cases are "Arrange time and allocate drivers" and "Take complete list from routes". "Arrange time and allocate driver" is one of key use case because when there has no arrangement for shopping trips, other programs could not start. If the project has no arrange for time table then there must not allocate any drivers to go to their routes to trips. When driver has not allocated, the trips cannot start without drivers. Next, the buses will not be arranged for trips then elderly people could not go for shopping. For each trips for elderly people, there needs a time table with allocated drivers and buses. So, "Arrange time and allocate driver" is one of main key use case in Green Drive project.

    "Take complete list form routes" that use case is main key use case in Green Drive project. This project is running to give services to elderly people. When elderly people are going to trips, there needs to know how many passengers are in coming list and how many are not in list. If there has no passenger lists then no arrangement for trips. When there has no trip than none of projects can run in Green Drive. So, "Take Complete List from routes" is key use case because the responsible staff needs to know the passenger list. This project is working with passenger so, passenger coming list is important.

    Primary Scenario

    Use Case Name: Arrange Time and Allocate Drivers Step - 1 The use case starts end of each month. Step - 2 Doris or other part time staffs check last end date of current month. Step - 3 The responsible staff will arrange time for each trip, allocate drivers and arrange buses to take for a month. Step - 4 The time table must be broadcast at notice board. This is end of use case. Use Case Name: Take complete list form routes Step - 1 The use case start when the driver send list from routes. Step - 2 Doris or responsible staff will check the list from routes. Step - 3 Doris makes notes of passenger lists. This is end of use case. Secondary Scenario Use Case Name: Arrange Time and Allocate Drivers In Step - 2 If the current date is not end date of current month then this end of use case. Use Case Name: Take complete list from routes In Step -1 If the driver will not send the lists then this end of use case.

    B-3 Overview of Use Case

    The use case is drawn for Managing Information System of Green Drive. Green Drive is a project to provide shopping trips to supermarket. The use case has drawn for their processes. I follow the case study to develop use case diagram. The main use case process starts from Arrangement of time and drivers to go to shopping trip. There has many recording process such as vehicle, exact time of bus (take and return), passenger list and etc. The all process will have to manage by Doris/ other staff that is one of key an actor in use case. There has Primary and Secondary scenario in use cases diagram. Each use case has primary and secondary scenario. I have shown two main key use cases of scenario.

    For management information system (MIS) project, I place use cases in order of time place. The use case will start from Arrange time and drivers. There has many recording method before the trips start. When trip start, there has a passenger list note to take attendance record. After finish all processes, Doris or other staffs have to send report to their senior Claire Graham (Project Leader).

    When I draw use case diagram, I could know the Green Drive project progress, its problems and use case theory also. I could get use case process from Green Drive project. The whole project has some problems and I can know the concept of project. I could clearly visible the scope of the system and boundary. The Green Drive is reviewed their project every two years.

    I can get the process of arrange time and allocate driver for shopping trips. The shopping trip will start after arrangement of time table. The responsible person arranges time each month that also I learn from this project. There need to vehicles to go shopping. There is necessary to record the vehicle that is going to use for trips. I can clearly visible how the social service is related to system. Green Drive project will have to show the evidence of vehicles is being used. In addition, the driver fitness is also important for driving.

    I could recognize vehicle is important for this Green Drive project. When shopping trip starts, vehicle is recorded and record the returned back time. I could learn the shopping trip may have some problems. I could guess the possible problems such as

  • * Elder people may sick or complain * Emergency case may happen with elderly people or vehicles * Elderly people may die or etc.
  • So, there need to be notes. After the trips, all daily record has sent to Doris or other part time staff to check notes and make any actions. I can know the notes may have passenger attendances. And then, the report must send to project leader. Each use cases show how they are important, how they are performing their role in this project and etc. Every use case has unique identity value that value will show me Green Drive project processes. So, I can get much knowledge from use case diagram about Green Drive project.

    I could know the Green Drive is not doing all process precisely. The use case diagram can show me the procedure of Green Drive project in order. The use case diagram can show clearly the processes that take place in MIS system of Green Drive. In addition, I could know

  • * What the key use cases in Green Drive project are * Can explain primary scenario and secondary scenario of each key use case.
  • I could learn from drawing use case and know its theory and usages. The use cases and actor interconnect with system. In this use case diagram, it can describe the theory behind use case by using examples from Green Drive project. The interaction between the user and system for each function has reviewed in this project. There has step by step view of each use case function. The use case can visibly make clear scope of the system.

    I could know the whole flow of the Green Drive project and its usage type. Some work flows are not going to be placed in sequence order. Some of the processes are not clearly explain such as

  • * Social service always want to see evidence of vehicles or not * Supermarket always want fair share of evidence that they are getting * Project leader felt this project take too much time and delays buses and stop to think and etc.
  • When I am drawing use case diagram, I could get lesson from use case how to use it, how it process interact with actor and system. In this project, who is more interact with system, how many responsible he/ she have and how many actors are going to participate in Green Drive project. All performance will be clearly visible in use case diagram.

    Conclusion

    This report is processes from Age Care charity. Age Care supports elderly people and has fifteen branches and Head Office. All overview of Age Care process has shown in Rich Picture diagram. Rich picture can show the actors with their concern or issue, the relation between project and each actor and etc. Green Drive is a part of Age Care project. Green Drive is a project providing transport to supermarkets. This project process has shown in use case diagram. The rich picture and use case diagram will show all processes in Age Care all overview processes too.

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