PURPOSE
The purpose of the survey phase is to answer the question: "Is this project worth looking at?" To answer this question you must define the scope of the project and the perceived problems, opportunities and directives that triggered the project. You will extract and analyze the information about the current system to determine project scope and the level of management commitment. Based on the information extracted you will construct the problem statement matrix that summarizes the key problems and directives. You will then prepare an initial report.
DELIVERABLES
The following are the deliverables for this milestone
1) a report summarizing the analysis of the current system and outlining the scope of the systems development project.
REPORT OUTLINE
This report is submitted by you - a team of consultants to the senior managers in your client's organization after you have initially surveyed their operation and assessed their performance improvement needs. The purpose of this report is to summarize your findings and outline the project that you propose to undertake. The report should be professionally written and presented. The report should not be just a collection of the various matrices that you would have prepared. You should abstract the information from these analyses and prepare a concise write-up for executives. Please keep in mind that senior executives are often not computer literate and may not appreciate computer jargon. Here is an outline for the report.
A) Letter of transmittal
B) Report
1) Executive summary
Summary of recommendations
Brief statement of anticipated benefits
Brief explanation of report contents
2) Background information
Brief description of project request
Brief explanation of survey phase activities (what you actually did)
3) Findings
Problems and analysis (prepare a problem statement matrix and reference it in your writeup)
Opportunities and analysis
Constraints
4) Detailed recommendations
Narrative recommendations
Fixes and enhancements
New systems development
Project plan
Initial project objectives (prepare a system scope statement and reference it in your writeup)
Initial master plan for the project
5) Appendices
Problem statement matrix
System scope statement
SUGGESTIONS

1) You are a team of consultants who have been contracted by the organization. So think and operate like a consultant.
2) Read the case thoroughly and understand it well. Internalize the information presented in the case. A key characteristic of good analysts is their ability to get a real good feel (as good as an employee in the organization) for how work is done in the organization.
3) Systematically identify the problems and opportunities for performance improvements. Remember you are identifying business problems. Use the Problem Statements Matrix.
4) Use your judgment and the information given in the case to identify the visibility and urgency of the problems and rank the problems. Propose solutions - these are broad solutions, you are not focusing on specifics of the solutions at this point in time. Also, keep in mind that not all problems might require development of a new information system.
5) In quantifying potential benefits, make realistic assumptions and proceed systematically. In real projects, you will have to do the same since this information will never be readily made available to you. You should be able to justify how you came up with these figures (this happens frequently - expect the client to always question your figures).
6) Document the scope of the system in terms of its various building blocks - people (users), data (subjects), process (functions), geography (locations). Under each building block just identify those that will be included in the proposed system. For example, under people, it is sufficient to identify the various users of the proposed system.
7) Finally, prepare the report based on these analyses. Use the principle of “information hiding” in preparing the report. Abstract the essence of your analysis and present in a coherent write-up. Include the detailed matrices and any other documentation that you prepared in the report.

PROJECT:
CREATED BY:
DATE CREATED:
Brief Statements of Problem, Opportunity, or
Directive
1.
2.
3.
4.
5.
6.
7.
8.
Urgency
PROJECT MANAGER:
LAST UPDATED BY:
DATE LAST UPDATED:
Visibility Annual
Benefits
Priority or
Rank
Proposed
Solution