Notesale: Turn your study into money

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TABLE OF CONTENTS

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REFERENCE STATISTICS FOR OLIN LIBRARY
Feasibility Report
I
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The reference staff
clients will be represented by reference specialist Gaby Castro Gessner (primary client) and reference librarian
Lynn Thitchener
...
Gessner developed the original client proposal and is very knowledgeable about the
library’s needs and Ms
...
Ms
...

Additionally, Ms
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The basic goal of the development team is to implement a computer-based system to replace the
Library’s current paper records of reference statistics
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The new system will keep the basic functionality
of the current paper version, including information on the number of reference questions and their individual
durations at various stations in Olin and Uris during a specific period of time
...
Successful implementation of the system
will enable flexible data output and analysis, which will enhance the ability to make effective management
decisions concerning staffing needs, based upon library patron trends and service-need patterns
...
PRELIMINARY REQUIREMENTS ANALYSIS
Part I – Application Overview
Objectives
The basic functionality of the system will be to collect reference statistics from different service points in the
libraries in real time and store the information
...

Business Objectives
The project aims to reduce costs, optimize staff levels, improve customer service, store data more efficiently and
in more meaningful categories, and determine “traffic patterns” in Olin and Uris Library
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The Library’s current paper method will be replaced by a
more efficient online system with a user-friendly web interface
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The project is also expected to greatly benefit the
staff by reducing workload and increasing the ease of data reference-related activities and report generation
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Current Business Process and Rules
Currently, the client operates a paper spreadsheet at different reference desk locations, using hash-marks to
denote individual reference transactions, according to a set of criteria
...
), and the medium of the interaction (phone, chat, email, in-person, etc
...
The time when the queries are made are recorded on
an hourly basis by the reference desk agents
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The current system is cumbersome and requires manual
tabulation of hash-marks to generate aggregate statistics reports using separate spreadsheet software (Microsoft
Excel)
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User Roles and Responsibilities
Administrator Role: The ability to enter, record, edit, and update data, and exclusive abilities to make limited
changes such as adding more users, staff levels, categories, etc
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Interactions with Other Systems
The system will be built from scratch using standardized web packages, replacing an existing paper system
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Production Rollout Considerations
The central data repository design and development, the design layouts, and generation of reports are expected
to be carried out in a phased manner over three months before the system is tested and put into production
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Part II – Functional Requirements
Statement of Functionality
This software system will be flexible and sustainable with a user interface for entering reference statistics into a
central data repository
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The software system will have different
access levels so that different types of users may log in and out
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The system must be accessible from various computer stations simultaneously
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The system needs to enable sorting of data (by name, time, etc)
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Automatic backups of information from the central data repository should be enabled as well as passwordprotected user access
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In order to access the system all the users will need to
login with a password
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A limited ability to change categories on the input forms will

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also be provided
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Reporting
The reports generated will help in statistical analysis of the reference data that is collected and stored in the
central data repository
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Non-functional requirements
The software system will be installed and run on existing Windows systems and the system will be tested out on
the library servers
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The criteria for success of the system would be measured by the flexibility and sustainability of the system
...
e
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) would be critical for success as well
...

Optional Features
Ideally, the system should be able to generate data in comma-separated value files, which are known to be easily
imported into Excel
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Users will be able to search for reference statistics using keywords
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Scope
The scope of our system includes reference data entry, tabular report generation, and administrative system tasks
including user editing, system backup, and limited field editing
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It will only perform the calculations necessary to
produce the electronic version of the current paper report
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It will support
category renaming and the addition of new user types and locations
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PROCESS TO BE FOLLOWED
For this project, the team has decided to follow an iterative refinement approach that involves beginning with a
user interface mockup and gradually adding functionality until all of the client’s requirements are met
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The interface is required to be intuitive and simplistic in
order to easily collect the reference statistics from the librarians and other assistants
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By using an iterative method,
the team can quickly prototype a mockup user interface for the client to evaluate
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While the interface is being revised at

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each step of the iterative process detailed below, the team will be adding in the necessary software modules that
will handle the central data repository, report generation, and other functionalities
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Process Outline
User testing throughout: At each milestone, the team will present the most current version of the software to the
clients for their testing and evaluation
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1st iteration (March 10, 2006)
Requirements Document
The team will prepare a formal document that will detail the client’s requirements for the software
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After the document is approved
by the client, the team will design the initial user interface for the client’s evaluation
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User level interfaces will contain the proper entry fields to add reference statistics
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2nd iteration (April 7, 2006)
Design Document and Presentation
A formal document will be prepared that details both the design of the system and the code behind it
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Details
about the program design will cover internal functionality so that the client can maintain and modify the end
product in the future
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As part of this
progress report, the team will update its task schedules to ensure that the system will be satisfactorily complete
by the end of the final iteration
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This modification will include more planned features and
advanced abilities that will aid in diagnosing users’ interaction with the system
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3rd iteration (May 11, 2006)
Final Testing Period
The team plans to reserve two weeks before the final presentation so that the client can test the product in its
intended environment with real users and data
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Final Documentation and Presentation

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Documentation for the final version of the product will be presented to the client so that the end product can
be maintained and extended
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The documentation will also cover any desired and optional features that have also been
implemented
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Final System
The final system will include all features that the team and the client have agreed are required, such as allowing
data input and storage, sorting data, and producing reports based on previous data
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IV
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The
team understands that the client will wish to comment and respond to the development progress
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Periodic status reports will detail the feasibility of the project, its exact requirements, its design, and
ultimately, its final form and implementation
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(2) Periodic Presentations
Accompanying requirements, design, and final reports will be periodic presentations where the team
will demonstrate different aspects of the software system in development
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For example, the user interface may dominate particular presentations
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Feedback will be critical to these presentations, so that the team may
use the client’s comments to understand completely how the system meets the client’s needs
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It will consist of a coded, web-based tool
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(b) Retroactive Editability – The system will allow certain users to edit features of the reference
statistics, and allow delayed statistics entry
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In addition, privileged users should be able to remove or edit entries, and
normal users should have a limited ability to delete their own entries
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The reports will be
generated with varying time granularity (year, month, week, day, etc)
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(d) System Backups – The system will automatically back itself up and allow privileged users to
restore backups in case of failure
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The deliverable system will consist of a graphical user interface front-end for assistants to utilize the
system’s functions and a centralized back-end central data repository component where the actual data
and program the user interacts with will be stored
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(4) Good Faith Requirements Agreement
After the project requirements have been discussed and reviewed with the client, a requirements
agreement will be presented to the client to clarify exactly what the project intends to accomplish
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(5) Documentation for Use and Mechanics
The client will be provided documentation both explaining how to use our system and describing its
underlying mechanics
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(6) Demonstration and Client Training
In addition to documentation, the client has requested training for their staff to use the system
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The demonstration will consist
of performing routine tasks that have been identified by the client, and the training will either consist
of group instruction led by team members or one-on-one training with the client
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TECHNICAL FEASIBILITY
The feasibility of the technical requirements can be judged by identifying and outlining at least one technical
method that will satisfy the client’s needs
...
)
Each digital “hash-mark” will need to include different fields of information since it will be desirable to
be able to sort and organize the data in different ways depending on the user’s preference
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Since different locations may be active at
different times, stations should be completely independent of the functioning of the total system
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Therefore, different levels of staff need to be identified by the
system, instead of using separate data sheets
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(5) Multiple, simultaneous users and input
Many reference assistants may be working simultaneously and everyone will need a way to enter their
data without waiting for someone else to finish on another computer
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All these locations must be
able to access and use the system
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(8) Automatic report generation
The new system will generate reports as one of the main goals of switching to an automated,
computerized system
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Password-protection and a login system (based on access-level or usertype) are sufficient
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:

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Reference
Location 2

Central
Data
Repository

Central Server

Reference Location 1

User Interface
Reference Desk Computer

Figure 1
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Multiple reference desk computers will connect to a single central data
repository
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In the above figure, a central server contains a central data repository of all of the reference statistics that need
to be tracked
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The central server itself contains backups of the central data repository
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Each reference location’s computers use web-based graphical user interfaces to connect remotely to the
central server and access the central data repository
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In actuality,
this means that the computers (cubes) in reference location 1 are just as independent from each other as they
each are from any other computer in reference location 2
...
One possible system configuration would use the
most recent versions of MySQL, PHP, and Apache HTTP Server:
 The central data repository can be implemented with a MySQL database, which would support data
storage and editing
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 The web server can be run with Apache, which would support simultaneous users and access points
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This feasible
system would consist of a centralized MySQL database, an Apache HTTP (Web) server, and a PHP-coded web
interface
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To further test the feasibility of this possible system, the team must consider that the client expects roughly 2030 users to be able to simultaneously access the system
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Finally, it should be noted that the final system delivered to the client may be different from the technically
feasible one described herein
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Future concentration on the requirements of the system will be made and an optimal architecture will be
adopted
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VI
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This will
ensure that the project is being developed in line with client specifications
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Various visibility methods the
team intends to use are described below
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Regular meetings will be held with the client to discuss progress and for the
purposes of two way feedback
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Intermediate Deliverables and Presentations
Live demonstrations: The client will be given demonstrations of the progress through presentations at the client
site and at the monthly presentations corresponding to each major phase in the project
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Reports: The clients will also be presented with copies of the documentation, which record details at each phase
in the software development process
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VII
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Three major risk categories have been identified:
time, resource, and functionality
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This introduces the risk that the system may not be completed with the full
functionality the client wants within the given timeframe of a semester
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Resource Risks
Resource risks involve technologies the team has available for their use
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For example, one identified resource is that team members will need laptops running a Windows operating
system
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In addition, there are inherent risks in the resources, such as the software and hardware the team decides to use
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Hardware for actual system implementation is also dependent on the hardware the library has available
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, which may cause
accidental data loss
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Since part of the system is web-based, slight variations in display of
the user interface may also occur due to different internet browsers
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Issues that fall under this category include
developing a user interface that is not user-friendly or not well-liked by the client, or producing functions that
have limited sustainability
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Out of the three risk categories, functionality risks are the easiest to reduce since functionality constraints are
more flexible than time or resource constraints
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The team would like to avoid doing this as much as possible
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Risk Management/Minimization
Having outlined the basic risks associated with this project above, the team is prepared to take precautionary
actions to minimize these risks
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The
team intends to divide the project into a series of iterative phases that have concrete milestones as discussed in
previous sections
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Multiple mockups will allow the client to evaluate usability, increase familiarity with the system,
and shorten the learning curve
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The team will also constantly review their progress and modify goals if necessary to
deliver a satisfactory system on time to the client
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BUSINESS CONSIDERATIONS

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There are several business considerations that must be taken into account when determining the feasibility of
the Olin Library project, including but not limited to: disclosure of trade secrets and sensitive information,
copyright and trademark issues, and considerations with regards to patents
...
Since much of the
information deals with user question types and usage numbers in the Cornell campus libraries, the information
is not of a sensitive nature that will have to be heavily guarded through several security measures
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Copyrights and Trademark
Since this project is being completed for the Olin librarian team, the team intends to give Olin library a limited
license to use and modify the system
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” The team will give
a limited license to Cornell University, Olin Library librarians, and related staff, hereafter referred to as “the
client”
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The team will not be responsible for any modifications after the software system is delivered, but will
help with any questions or concerns of the client as time and circumstances permit
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Since the team does not plan to trademark any names in relation to the software system, trademark are not
foreseen as being an issue
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However, if upon a later date, a part
of the system is found to be patentable, the team reserves the rights to the uncontested patent and any derivative
works based therein, while the client will automatically gain non-exclusive rights to use the system, and will
have full rights to the use and modification of the system regardless of any patent rights held by the team
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CONCLUSION
From the results of the feasibility study, the team finds that the Reference Statistics for Olin Library project is
feasible in terms of technicality, skill of team members, and time
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The team members also possess the adequate skills to implement the system
and are familiar with hardware and software that may be used in this project
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