4.+Designing

g) Represent the new communication system diagrammatically on the computer, using a context diagram, data flow diagram, decisions table or storyboard. (5 marks)
Context Diagram



1. The client emails ALTEC with an enquiry 2. ALTEC creates a project team who communicate (audio, visual and text) through Sightmax 3. The project team designs possible solutions which are stored on the Google cloud app. 4. The solutions are retrieved and viewed by the client from the Google cloud app. 5. The client and the project team discuss solutions; the client provides feedback; new solutions are developed by the project team if required. This is done using Skype (visual and audio; free software) 6. The client finalises the contract with ALTEC via email (e-signatures, account transfer for payment)

h)Document the relationship between the new system and users of the information system and their need. (5 marks)
The client has a need for fast service and a quality product, the client receives this faster service with ease of communication by using Skype and email to contact ALTEC, therefore eliminating the need for face-to-face meetings. A selection of advertisements can be previewed online so the client can choose the highest quality product which suits their needs. ALTEC and their project teams have a need for fast efficient service for clients to keep up with the high demand during peak periods of service. This need is met in the new communication system by making use of available technologies. ALTEC and their project teams can conference each other during or outside of work hours by using Skype or Sightmax, and instant messaging is a fast efficient way to communicate within the project teams. Use of these technologies means less time is spent travelling to and from face-to-face meetings which means more time is available for new clients during the peak period. The range of new programs within the communications system also allows ALTEC and the project teams to multi task; emails can be sent while instant messaging or a conference can be occurring at the same time.

i)Describe and explain how the technologies listed can be used to support the work of the project team. (5 marks)
Technology supports the new project teams in meeting the high demand of clients during peak periods. Below is a list of the new programs being used and how they support the teams: - Google cloud- ease of storage and access to files; no need for constant back and forth emailing which leads to faster computers due to no waste of storage space. - Email- almost instant communication for initial introductions between the project team and the customer; initial customer enquiry email can be forwarded from ALTEC to the project team which means information has less chance of being mixed up or lost. - Skype- free software, so both ALTEC and the clients can communicate without any extra costs, calls are incredibly cheap and can be international which widens ALTEC’s target market; the use of video and audio means that no ideas are lost in translation; efficient feedback and evaluations from clients is also possible. - Sightmax- conferencing between the team; conferencing between ALTEC and the team; use of instant messaging; messages and reminders can be sent to be received first thing in the morning or at other difficult times.