Documents and Workflow Management

Documents and Workflow Management

Order Description

This assignment is about designing and describing a form to gather data that will become custodial data when entered into a system.

Assignment 1 (Individual)
This assignment is about designing and describing a form to gather data that will be entered into a system.
Find the file A_Seven_Step_Methodology_for_Systems_Analysis.pdf in folder SAM Material on the Moodle site.
The analysis document should be familiar to most of you from your SAM semester last year.  Those who have not recently completed SAM should browse this document to see what it is about.
There are 7 forms noted towards the end of this document that support the case.  They are numbered from 1 to 7.  Your client has expressed concerns that they are often completed incorrectly (or not at all) and that the staff who need to complete them do not understand all of the prompts (or worse still believe that they do, but complete the forms incorrectly)
Select your target form number by yourself.
Your client has asked you to examine their business analysis notes, i.e. the aforementioned PDF file, and to design a set of forms to match their business needs.
You can assume that the initial analysis has been completed and that your role is to access the analysis notes and to determine what the required data will be.
The Assignment
Examine the notes and identify the different forms that you think are required.  The current forms noted at the end of the analysis, but many of these appear unsuitable.
1.    Analyse the intended users by creating at least 3 Personas and a set of relationships questions, and estimate your personas’ reactions to the relationship questions.
2.    Using your analytical skills, read the analyst’s notes , i.e. the aforementioned PDF file, and determine what questions your allocated form should contain using a Question Protocol.
3.    Re-design the form to better fulfil users’ needs.
4.    Discuss the usability of the re-designed form (use your learning from DHCI around usability).
5.    Assume that the forms will be gathered by some administrator and then keyed into a database. Would there be an advantage using electronic forms on office PCs in this environment?  Name some of the advantages and disadvantages in detail.
6.    Many electronic forms can be accessed on portable devices such as Windows phones, iPhones, iPads and so on.  Would this be a consideration for your selected form? Justify your answer first, and discuss how your form will be adjusted to adapt to such devices if answer is yes.

All answers should be specific to the selected form and the scenario of Canberra Disability Services.

Marking Criteria for EWS Assignment 1 Report 2015, S1                        weighting       10%
[85-100%]    DI
[75-84%]    Credit
[65-74%]    Pass
[50-64%]    Fail

Personas and relationship questions 20%    In addition to DI standard, personas and relationship questions show creative and particular attention to some features of the form fillers.    Personas are well created with characteristics relevant to the particular form, and also distinguish different types of users.
Relationship questions well cover all important aspects regarding personas’ reactions.    3 personas are relevant to the scenario with appropriate characteristics according to the action of filling the selected form.
Relationship questions cover most aspects regarding the personas’ reactions to form filling.    Personas are generally relevant to the scenario with some vagueness somewhere, or very simple.

Relationship questions are simple, or not very related to the given personas.

Little or no understanding of the topic, or a lot of copied or over general stuff.

Question protocol 20%    In addition to DI standard, the question protocol is created in
The list of questions is sufficient yet necessary for the form, i.e. nothing is missed yet nothing is unnecessary.    Accurate and detailed identification of stakeholders, needed information and related purposes. The list of questions fully captures all needed information for the particular form.    Clear identification of related stakeholders that need what information for what purpose.
The list of questions is relevant to the form, and can grab most needed information through the form.    Correct understanding on the topics is shown, yet the identification of stakeholders is a bit general or vague. The purposes of knowing that information is sometimes general or vague.

New form
40%    Free of any ill-designs. In addition to DI standard, particular and creative consideration/handling on form usability and accessibility.
All or almost all ill-designs are fixed.
The new form is created in a professional manner, with very good layout, well designed questions, useful instructions, etc.    Major ill-designs of the original form are fixed.
Questions are specific, arranged in a logical way, and provided with appropriate form controls. Good language use, clear and useful instructions.
Neat and tidy layout.
Good consideration on form usability and accessibility.     Good attempt to solve original ill-designs.
Showing acceptable attention on question creation and arrangement, form usability and accessibility.    Most ill-designs are not found/fixed. Poor understanding of form design, little attention to form usability and accessibility.
Usability and the advantages of electronic forms.
20%    In addition to DI standard, the discussion shows creative and effective ideas/designs to improve form usability and digitalisation.    In-depth discussion with particular suggestions/corrections on form usability and digitalisation.
Discussion is specific to the particular form, and covers most important aspects.    Discussion is on track, yet rather general.     Discussion is off topic, or a lot of copied or over general stuff.
Professional Presentation    All elements are present and very well integrated. Clear logic flow.

Excellent English expression and spelling.

Excellent use of creditable sources. Accurate referencing.     Components present with good cohesion.

Clear writing style, without/almost without misspellings or grammatical errors.

Extremely good effort     Components present and mostly well integrated.

Generally clear writing style, with very few misspellings or grammatical errors.

Good effort made but not outstanding     Most components present and adequately integrated.

Sometimes clear writing style, with some misspellings or grammatical errors.

Made some effort e.g. Web searches only     Argument is confused and disjointed. Report lacks structure.

Report is much too long or too short
Lacks clarity with many grammatical and spelling errors