2.+Understanding+the+problem


 * 1. Understanding the Problem Completed by Terrisha Moodley **


 * a) Identify the problems that exist within the present system. (5 marks) **

Face-to-face meetings in a business is not a suitable means of communication. There are many factors that both the business and client have to consider with this type of communication including meeting times, availabilities and common meeting places. This method has several benefits but is far outweighed by the negatives as using technology to communicate is much more efficient and less time consuming for both the business and client. Another problem that clients will face is not having the ability to overview each step of the design process for the advertisement campaigns. This could easily hinder the process as there is a higher chance that the final product does not meet the specific requirements of the client. The present system also makes it very difficult for clients that live a significant distance away from the business's location to easily set up a common meeting time and place. This results in the organisation losing business, as it is excluding these clients through the use of face-to-face meetings. By using technologies such as email and teleconferencing, clients that live in different countries can communicate and enlist the business of the company without any problems.


 * b) Outline how the use of the new technologies will help the designer understand the problem and the client’s specifications. (5 marks) **

By utilising the new technologies in the business, the clients specifications will be met with greater ease compared to when using the old system. The main reason is that people tend to live and work with a fast pace nowadays. This results in people not having the time to set up an appointment or meeting. The best solution is to communicate with emails, internet discussions and teleconferencing which can prove to be more convenient for both designers and clients. By using emails, the client is able to send their individual specifications and requirements to the designer. This information can be continuously and almost instantly updated through email as there is a possibility that the client's specifications will change. In this instance, the designer is able to receive the changes and adjust the advertisement accordingly throughout the design process. This ensures that the final product meets the needs of the client. An advantage of web-based document sharing is the ability of the designer to easily send the possible solutions or concepts to the client. This is an effective method of gaining the clients feedback of each possible solution throughout the design process which in turn helps the designer understand the problem. Teleconferencing is also a good alternative to face-to-face meetings as the client is able to convey their needs to the designer through the use of audio and video.Teleconferencing is a well known method of communication in the business world and has evolved quite significantly throughout the 21st century. Teleconferencing enables the designers to greater coordinate with each other and the client as it is convenient and allows all participants to communicate to effectively meet the clients specifications.

** c) Discuss the purpose of a requirement report including the aims and objectives of the new system. (5marks) **
The requirement report is a statement about the need for a new system. It outlines the aims and objectives of the new system and how it will help the organisation. The requirement report is based on data collected from the participants. It must match the goals of the organisation to ensure that management is satisfied with the solution. The requirement report also provides an overview of the new system in terms of the data/information, information processes and information technology to be used. The requirement report is used to develop potential solutions to the problem **. ** The requirement report will also require a detailed analysis and listing of all procurements required for the new system. This will include all external and internal system specifications. The Feasibility Study including a detailed Requirements Report will then presented to the sponsor (hiring company) for checking and signing off. If there are any issues to be resolved about the specifications or the perceived problems in the system then this is the time to raise them. After this the Feasibility Study, including requirements report will be signed off, becoming a legal document, and any changes will cost the company additional money.
 * __The external specifications__ describe the appearance of the new system. This includes a design for any screen outputs, the format and layout of each screen, menu and report. The principles of design must be adhered to so as to ensure a professional and ascetically pleasing product. A good system designer would speak with all the users and have there input about suggested screen set-ups.
 * __Internal Specifications__ provide the technical specifications of the internal hardware and supporting software. Any required processing will be identified and specified. Data dictionaries and ERDs will be produced to help accurately represent the system. Again the users would need to be consulted to ensure supporting hardware and software is adequate.

Aims and objectives of new system:
 * Eliminate face-face contact
 * Improve communication with customers
 * Utilise web-based file storage
 * Utilise file sharing on the internet
 * Have discussions online with fellow designers or clients
 * Conduct teleconferences using audio and video with clients
 * Generate more business by utilising technology in communication systems

- Powers. G.K, (2000), //Information and Processing Technology - HSC Course//, Heinemann, Sydney Australia. pp26