Discussion Question- User Requirements

I need to respond to the following discussion responses.

#1- Heaton

Hey Class,

One of my duties at the Consulate as the Facilities Maintenance Assistant is to be the security escort for uncleared personnel that needs to conduct maintenance, safety inspections, and general services in Controlled Access Areas. I would like to see the scheduling process of this responsibility be improved. It would be much better if my organization adopted a web-based appointment system that would allow personnel to interact directly with my schedule in real-time (Zhao et al., 2017). For example, HubSpot Meetings Tool would sync to my Office 365 calendar, allow me to set my availability, and require others to schedule time with me. Any scheduling system or software would be miles ahead of the current process of just calling me at any given time during work hours for availability.

1. The system must display to the user his/her schedule that can be edited.


2. The system must display to the user other users’ schedules.


3. The system must require the user to select a date for the service.


4. The system must automatically list available time slots for the service based upon the selected date.


5. The system must require the user to select a requested time slot for the service.

 Let me know if my user requirements are correct, or any other suggestions for scheduling software.

-Nick Heaton

References

Zhao, P., Yoo, I., Lavoie, J., Lavoie, B. J., & Simoes, E. (2017). Web-based medical appointment systems: A systematic review. Journal of Medical Internet Research, 19(4), 134. https://doi.org/10.2196/jmir.6747

#2- Augustus

Hi Class,

Working in the military we tend to have field training exercises that require us to leave our immediate duty station for some time. Everyone must prepare their equipment to be loaded for shipment. Based on the required items packing list, different items are required to be an on-person carry or loaded into the shipping containers. Currently, the inspection days of the items to be loaded and shipped are on the same day. If a backward planning system was used to layout all needed checks and balances before I believe things would flow much better. 

1.The system must allow a detailed packing list to accomplish the mission requirements. 

2.The system must allow timely notification of the required items needed to be packed.

3.The system must allow verification each service member has required equipment in the correct bags.

4.The system must allow manual labor time to load total equipment into shipping containers.

5.The system must allow a minimum of one day before shipment to verify paperwork, departure time, and destination arrival time.

References 

Optimizing Business Processes. (n.d.). Retrieved September 08, 2020, from https://learn.umgc.edu/d2l/le/content/511943/viewContent/19161763/View

Developing requirements for an it system. (n.d.). 

https://learn.umgc.edu/d2l/le/content/511943/viewContent/19161809/View

#3- Heederik

The process I chose to discuss this week is the way individuals in-processing to my current unit. This process is incredibly tedious and takes about 1-2 months to complete not including multiple trainings that we have to go to that add another 2 months before someone is ready to work. This was a giant shock when I first arrived and was handed a two multiple page checklists and a map to find the various buildings like I was about to embark on a scavenger hunt. Unfortunately, this is almost exactly what the process still is. Essentially, just a list with a multitude of names of people and their locations that you need to hunt down in order for them to sign off on your checklist. Often times these people would be at appointments, on vacation, in the hospital etc. extending the time it would take to complete your in-processing checklist. 

This is why I feel it could be done in a much simpler manner. Requiring an individual to find various individuals across an entire base for wet signatures is extremely tedious. There has never been a better time than now to convert this process into an online system that all in-processing agencies have access to. This system simply needs to allow the user to upload proof of whatever task needs to be completed. Once that proof is received by the system, it can notify the person or agency to sign off the digital portion of their checklist. This system would need to focus on things like usability, interoperability, and reliability (Developing requirements, n.d.). This would greatly minimize the time spent looking for people and it could all be verified from remote locations within minutes. Below are my requirement statements for the particular system/process that would help in-processing. 

1. The system must enable the in-processing personnel access to an in-depth and well laid out virtual checklist. 

2. The system will give detailed explanations of how to properly complete each unique task.

3. The system must provide the user with mission dictated time-lines on completion of each task. 

4. The system will provide real time updates to the applicable agencies or personnel once tasks have been completed by in-processing personnel. 

5. The system will submit completed checklist to applicable agencies for final review and filing. 

-Dylan

Resources: 

Developing requirements for an it system. (n.d.). https://learn.umgc.edu/d2l/le/content/511943/viewContent/19161809/View