- Email: [email protected]
Development of a package selection method and tool for small and medium sized enterprises (SMEs)
Computer
Vol. I I. No. 4, p. 3.51-355. 1998 Science Ltd. All rights reserved Printed in Great Britain 0951.S240/98/$ - see front matter
lrrtegrared Manufacturing Sysrms 0 1998 Elsevier
PII: SO951-5240(98)00031-7
ELSEVIER
Development of a package selection method and tool for small and medium sized enterprises (SMEs) David Little Manufactuting Systems Research Group, University of Huddersjield, UK
Introduction The use of computer-based manufacturing technology and information systems is essential if manufacturing organisations are going to compete effectively in today’s domestic and world markets. However, previous research supported by the EPSRC’ and the ineffectiveness of others I.’ has demonstrated many manufacturing small and medium sized enterprises (SMEs) at the planning and scheduling of their work. Frequently, their manufacturing information systems are not aligned in the support of their key business and management processes, with particular weaknesses in planning, scheduling and, consequently, execution. This ineffectiveness is typically due to the inadequate specification of user requirements and excessive reliance upon software vendors. Usually the structured methods and tools (SMTs) used to model business processes and to generate the requirements specification are ignored by the SME who has neither the expertise nor the time to develop this. This is a mixed blessing because to a large extent such approaches and tools are inappropriate to SMEs 3.5,6. Problems identified by the first part of the research work undertaken 4 reviewed the use of structured methods and tools within SMEs and found the following: SMTs are not comprehensive. They are difficult to use. Tools are not user-friendly. They are time-consuming to learn and utilise. SMTs are relatively unknown to the SME community because they are too expensive and too complex. In addition, vendors of information systems software are commonly able to appreciate neither the ‘Engineering and Physical Sciences Research Council, UK. 351
particular problems associated with manufacturing nor with the operation of a typical SME. This lack of focus may be because the SME is not usually viewed as a ‘good prospect’ by the sales force. The second part of this research project was targeted upon the development of a software specification method and support tool for manufacturitig information systems package selection within Bn SME. SMEs rarely have the IT infrastructure and experience to exploit more formal structured methods and tools in the specification of requirements for their information systems and their reliance upon packaged solutions is unavoidable in the early phases of their systems development.
Objectives The existence of an effective information system is important to manufacturing performance, but only when that the system is appropriate for the business. The fundamental questions that should be asked are: ‘What business are we in?’ and ‘What does the customer require?‘. It is only when these questions are answered properly and in detail that the SME can decide which software modules are appropriate for that particular business. For instance, many of the software modules required in planning production in a company producing fashion products will be different from that which suits a company producing complex capital equipment. This is because software should be a supporting tool rather than a business driver, although often sold as the latter. Information systems have commonly failed to address the underlying needs of the systems users due to both the unsuitability of the systems and their failure to deliver the promised goals. The aim of the research is to build upon previous work by the investigators in identifying the needs of
Package selection method: D Little
352
the manufacturing systems engineer or manager working in an SME as the target user. The main aim is the development of a simple software specification method, supported by a workbook and encapsulated within a software tool called SMEST (SME Support Tool) which can assist SMEs in both the specification of requirements and the package selection process. Since this method must be aimed at the manager with little knowledge of structured methods and tools, a workbook approach is adopted for the method. This method focuses on package selection rather than on bespoke software development because the second route is normally neither necessary nor practical in SMEs in the early phases of their systems development.
uncertainty of the processes and marketplace. These questions have been developed based upon extensive case study data conducted during the research and have been validated using questionnaires from over 40 respondents. Answering the questioi,s positions the company within the complexity/uncertainty matrix. Then, from this positioning, the strategic drivers for the business can be identified and, based upon reference models held within the tool, key information systems modules for that particular sector can be identified. Module 2-Gap Analysis: undertakes the comparison of existing information systems modules operating within the company against this information systems reference model to produce a gap analysis. The primary function of this is to identify key modules for the sector which are absent from the current implemented systems. Module 3-Requirements Specification: for the modules identified by the gap analysis, a specification of requirements document is produced based on NCC guidelines. A template for requirements specification is provided for the user to complete.
SME requirements specification and package selection method The method is based upon four main stages and has been implemented using an object-orientated approach in the form of a software tool to cover the first three stages. A holistic view of the method is given in Figure 1. The method is to be used as a structured decision aid and is comprised of the first three modules (see Figure 2 below) which lead to the generation of a requirements specification for package selection. The package selection process was seen to be outside the scope of this project because of the intensive requirement to populate the database with the details of a significant number of commercial packages. Module
l-Business Analysis: conducts an interactive business analysis in which the nature of the company and its business context is determined. This allows the positioning of the company within one of four generic sectors indicated on a matrix or ‘Manufacturing Grid’ based on complexity and uncertainty. First, a series of questions is asked in order to determine the complexity of the business and the
Analysis of specific domain
.
Software modules required to meet key domain requirements 1 Generation of requirements specification 1 Selection of suitable package Figure 1 General view of the method
This specification of requirements document can then be sent to vendors inviting them to reply in a standard format indicating how well their product fits the specification. This simplifies the selection of an appropriate packaged system by weighting the response from each vendor to the specification document. The population of the support tool with product profiles for a range of popular packages with the ability to score each against the specification of requirements would be a logical extension to the workbook as a fourth module. However, the work required for this is beyond the resources of this project.
Supporting software tool and workbook The supporting PC-based tool is based on a Windows 95 platform because this is necessary to support the Delphi development environment. The logic and the application rules of the method are implemented in an object-oriented programming environment called Delphi 2. This uses a comprehensive library of visual components and a suite of rapid application design tools in order to create efficient Windows applications with a minimum of manual coding. Delphi was chosen because Delphi’s integrated development environment (IDE) is ideal for writing Windows applications, with its visual editing controls, component library (including data base components and common Windows dialogues) and database engine. The IDE is designed to meet the needs of the developer and the Delphi IDE is claimed to have unique capabilities: l
,
An immediate feedback by WYSBYGI (What You See Before You Get It) environment in a compiled product. This will eliminate much of the lengthy
Package selection method: D Little
353
Module 1: Business
C4mplexityUnceitainty
Analysis
Grid
Identify lnduetrial
Sector I
Module 2 : Gap Analysis
Module 3 : Reauirements
$
Spe<iln I
Description of the method
Figure 2
‘envision-code-compile-run-debug-recode’ cycle of typical compiler products while simultaneously providing the immediate feedback more typical of interpreted tools. A two-way development tool to enhance productivity. Delphi IDE automatically synchronises any code changes into the visual representation of the application. An easily extensible IDE without ever leaving Delphi. You can add additional features without leaving the Delphi IDE.
The aim of the software tool is to help the user manager or project engineer to produce a more effective requirements specification based upon identified areas for improvement and then to select an appropriate software package that matches their business needs. It does this by following the steps set out in the workbook which adopts a step-by-step approach and assumes no expertise. A feature of the workbook is the extensive use of screens captured from the tool itself (see examples in Figures 5 and 6). The tool also provides a level of security where different users have different rights and functions. Figure 4 shows a simple architecture of the system. The present menu structure of the tool is as follows:
Figure 3 is a diagram which shows how Delphi interfaces with the application and database management systems.
File Database Mangement System
Project View: View a project LogIn: Log a user into the system Change Password: Change the user’s password Who Am I: Identify the user Exit: Quit the program
1 U&abase Drivers
d
Borland DataBase Engine
Project Business Analysis: This will open the Business Analysis dialogue box where the user can open an existing project by clicking on the OK button or create a new one by clicking on the New button. The dialogue Create/Edit project contains two pages called complexity and uncertainty which present a range of questions (see Figure 5).
L Delphi
Application
1
Delphi
IDE
How Delphi interfaces with the application
Figure 3
Again by clicking on the Display Grid button, the Business Analysis Grid dialogue will pop-up using the answers of the complexity and uncertainty questions (see Figure 6).
BusinessContext
I
Gap Analysis: The Gap Analysis dialogue box pop-up,
asking the user to select the key modules which are absent from the current system provided from the available reference model. This then feeds into the requirements specification module.
I
1-1
Figure 4
Requirements
I
I
4 Packageselection
A simple architecture of the system
1 1
Specification: The contents for the requirements specification dialogue box opens and presents the user with a template for requirements specification. By clicking the OK button, the editor Word for Windows will open. The tool used the OLE
354
Figure 5 Business Analysis Module User Interface
Figure 6 Business Analysis Grid Screen
Package selection method: D Little
Package selection method: D Little
(Object Linking Embedded) Automation mechanism to open Word for Windows and to produce a requirements specification to NCC guidelines for the key modules identified in the gap analysis. To view the history of the project, select the project to highlight it, and then click on the OK button. This opens the History dialogue box for that project.
History:
Conclusions The resultant manufacturing-oriented methodology provides a means to define requirements specification in a simple manner without having to deal with the complexity associated with the modelling techniques. In addition to that a support tool is available. Its advantages can be categorised as follows: Relevant information is entered in a structured, easy-to-analyse form. This ensures uniform, complete documentation. The incorporation of a user friendly interface offers a comfortable means of creating and modifying the necessary information. Each modification of the project is maintained as an independent revision. This is mainly for auditing. The tool provides consistency checks by ensuring that the activities are not permitted until the preceding level has been completely processed. For example, the requirement specification level is not
35s
permitted until a final gap analysis associated with this project is confirmed. One of the key problems associated with enterprise modelling is the initial data capture phase. SMEST provides a user friendly approach to this whereby the SME manager can enter the data himself and quickly review the results. This enables the tool to be used as a ‘thinking aid’ in addition to the generation of a requirements specification for necessary additional software. The method and tool should be viewed as prototypes at this stage. Discussions have started with vendors and other research groups to discuss the feasibility of developing the tool further.
References 1 Little, D and Kenworthy, J K Best practice in short term scheduling. EPSRC GR/H20473. December 1991-February 1995. 2 Jordan, P, Browne, J and Jagdev, II S A production planning and control architecture for small manufacturing enterprise; 7’ke IFIP Working Conference on Concurrent Enaineetina, .., Seattle, USA. September l”995. 3 Little, D., Gavin, C.J., Hodgson, N. and Guenaoui, D. ‘Survey of SME information systems planning and operation’, CONTROL, Institute of Operations Management Vol 23 No 5 (1997) 17-20 4 Little, D and Gavin, C J Requirements for increased use of software engineering methods and tools in manufacturing industry. EPSRC GR/K40901. September 1994-November 1997. 5 Acs, Z and Audietsch, D Small firms and entrepreneurship. New York, Cambridge University Press: 1993. 6 Cartes, M, Berry, A and Ishaq, A Success in small and medium scale enterprises. New York, A World Bank Publication: 1987.
Vol. I I. No. 4, p. 3.51-355. 1998 Science Ltd. All rights reserved Printed in Great Britain 0951.S240/98/$ - see front matter
lrrtegrared Manufacturing Sysrms 0 1998 Elsevier
PII: SO951-5240(98)00031-7
ELSEVIER
Development of a package selection method and tool for small and medium sized enterprises (SMEs) David Little Manufactuting Systems Research Group, University of Huddersjield, UK
Introduction The use of computer-based manufacturing technology and information systems is essential if manufacturing organisations are going to compete effectively in today’s domestic and world markets. However, previous research supported by the EPSRC’ and the ineffectiveness of others I.’ has demonstrated many manufacturing small and medium sized enterprises (SMEs) at the planning and scheduling of their work. Frequently, their manufacturing information systems are not aligned in the support of their key business and management processes, with particular weaknesses in planning, scheduling and, consequently, execution. This ineffectiveness is typically due to the inadequate specification of user requirements and excessive reliance upon software vendors. Usually the structured methods and tools (SMTs) used to model business processes and to generate the requirements specification are ignored by the SME who has neither the expertise nor the time to develop this. This is a mixed blessing because to a large extent such approaches and tools are inappropriate to SMEs 3.5,6. Problems identified by the first part of the research work undertaken 4 reviewed the use of structured methods and tools within SMEs and found the following: SMTs are not comprehensive. They are difficult to use. Tools are not user-friendly. They are time-consuming to learn and utilise. SMTs are relatively unknown to the SME community because they are too expensive and too complex. In addition, vendors of information systems software are commonly able to appreciate neither the ‘Engineering and Physical Sciences Research Council, UK. 351
particular problems associated with manufacturing nor with the operation of a typical SME. This lack of focus may be because the SME is not usually viewed as a ‘good prospect’ by the sales force. The second part of this research project was targeted upon the development of a software specification method and support tool for manufacturitig information systems package selection within Bn SME. SMEs rarely have the IT infrastructure and experience to exploit more formal structured methods and tools in the specification of requirements for their information systems and their reliance upon packaged solutions is unavoidable in the early phases of their systems development.
Objectives The existence of an effective information system is important to manufacturing performance, but only when that the system is appropriate for the business. The fundamental questions that should be asked are: ‘What business are we in?’ and ‘What does the customer require?‘. It is only when these questions are answered properly and in detail that the SME can decide which software modules are appropriate for that particular business. For instance, many of the software modules required in planning production in a company producing fashion products will be different from that which suits a company producing complex capital equipment. This is because software should be a supporting tool rather than a business driver, although often sold as the latter. Information systems have commonly failed to address the underlying needs of the systems users due to both the unsuitability of the systems and their failure to deliver the promised goals. The aim of the research is to build upon previous work by the investigators in identifying the needs of
Package selection method: D Little
352
the manufacturing systems engineer or manager working in an SME as the target user. The main aim is the development of a simple software specification method, supported by a workbook and encapsulated within a software tool called SMEST (SME Support Tool) which can assist SMEs in both the specification of requirements and the package selection process. Since this method must be aimed at the manager with little knowledge of structured methods and tools, a workbook approach is adopted for the method. This method focuses on package selection rather than on bespoke software development because the second route is normally neither necessary nor practical in SMEs in the early phases of their systems development.
uncertainty of the processes and marketplace. These questions have been developed based upon extensive case study data conducted during the research and have been validated using questionnaires from over 40 respondents. Answering the questioi,s positions the company within the complexity/uncertainty matrix. Then, from this positioning, the strategic drivers for the business can be identified and, based upon reference models held within the tool, key information systems modules for that particular sector can be identified. Module 2-Gap Analysis: undertakes the comparison of existing information systems modules operating within the company against this information systems reference model to produce a gap analysis. The primary function of this is to identify key modules for the sector which are absent from the current implemented systems. Module 3-Requirements Specification: for the modules identified by the gap analysis, a specification of requirements document is produced based on NCC guidelines. A template for requirements specification is provided for the user to complete.
SME requirements specification and package selection method The method is based upon four main stages and has been implemented using an object-orientated approach in the form of a software tool to cover the first three stages. A holistic view of the method is given in Figure 1. The method is to be used as a structured decision aid and is comprised of the first three modules (see Figure 2 below) which lead to the generation of a requirements specification for package selection. The package selection process was seen to be outside the scope of this project because of the intensive requirement to populate the database with the details of a significant number of commercial packages. Module
l-Business Analysis: conducts an interactive business analysis in which the nature of the company and its business context is determined. This allows the positioning of the company within one of four generic sectors indicated on a matrix or ‘Manufacturing Grid’ based on complexity and uncertainty. First, a series of questions is asked in order to determine the complexity of the business and the
Analysis of specific domain
.
Software modules required to meet key domain requirements 1 Generation of requirements specification 1 Selection of suitable package Figure 1 General view of the method
This specification of requirements document can then be sent to vendors inviting them to reply in a standard format indicating how well their product fits the specification. This simplifies the selection of an appropriate packaged system by weighting the response from each vendor to the specification document. The population of the support tool with product profiles for a range of popular packages with the ability to score each against the specification of requirements would be a logical extension to the workbook as a fourth module. However, the work required for this is beyond the resources of this project.
Supporting software tool and workbook The supporting PC-based tool is based on a Windows 95 platform because this is necessary to support the Delphi development environment. The logic and the application rules of the method are implemented in an object-oriented programming environment called Delphi 2. This uses a comprehensive library of visual components and a suite of rapid application design tools in order to create efficient Windows applications with a minimum of manual coding. Delphi was chosen because Delphi’s integrated development environment (IDE) is ideal for writing Windows applications, with its visual editing controls, component library (including data base components and common Windows dialogues) and database engine. The IDE is designed to meet the needs of the developer and the Delphi IDE is claimed to have unique capabilities: l
,
An immediate feedback by WYSBYGI (What You See Before You Get It) environment in a compiled product. This will eliminate much of the lengthy
Package selection method: D Little
353
Module 1: Business
C4mplexityUnceitainty
Analysis
Grid
Identify lnduetrial
Sector I
Module 2 : Gap Analysis
Module 3 : Reauirements
$
Spe<iln I
Description of the method
Figure 2
‘envision-code-compile-run-debug-recode’ cycle of typical compiler products while simultaneously providing the immediate feedback more typical of interpreted tools. A two-way development tool to enhance productivity. Delphi IDE automatically synchronises any code changes into the visual representation of the application. An easily extensible IDE without ever leaving Delphi. You can add additional features without leaving the Delphi IDE.
The aim of the software tool is to help the user manager or project engineer to produce a more effective requirements specification based upon identified areas for improvement and then to select an appropriate software package that matches their business needs. It does this by following the steps set out in the workbook which adopts a step-by-step approach and assumes no expertise. A feature of the workbook is the extensive use of screens captured from the tool itself (see examples in Figures 5 and 6). The tool also provides a level of security where different users have different rights and functions. Figure 4 shows a simple architecture of the system. The present menu structure of the tool is as follows:
Figure 3 is a diagram which shows how Delphi interfaces with the application and database management systems.
File Database Mangement System
Project View: View a project LogIn: Log a user into the system Change Password: Change the user’s password Who Am I: Identify the user Exit: Quit the program
1 U&abase Drivers
d
Borland DataBase Engine
Project Business Analysis: This will open the Business Analysis dialogue box where the user can open an existing project by clicking on the OK button or create a new one by clicking on the New button. The dialogue Create/Edit project contains two pages called complexity and uncertainty which present a range of questions (see Figure 5).
L Delphi
Application
1
Delphi
IDE
How Delphi interfaces with the application
Figure 3
Again by clicking on the Display Grid button, the Business Analysis Grid dialogue will pop-up using the answers of the complexity and uncertainty questions (see Figure 6).
BusinessContext
I
Gap Analysis: The Gap Analysis dialogue box pop-up,
asking the user to select the key modules which are absent from the current system provided from the available reference model. This then feeds into the requirements specification module.
I
1-1
Figure 4
Requirements
I
I
4 Packageselection
A simple architecture of the system
1 1
Specification: The contents for the requirements specification dialogue box opens and presents the user with a template for requirements specification. By clicking the OK button, the editor Word for Windows will open. The tool used the OLE
354
Figure 5 Business Analysis Module User Interface
Figure 6 Business Analysis Grid Screen
Package selection method: D Little
Package selection method: D Little
(Object Linking Embedded) Automation mechanism to open Word for Windows and to produce a requirements specification to NCC guidelines for the key modules identified in the gap analysis. To view the history of the project, select the project to highlight it, and then click on the OK button. This opens the History dialogue box for that project.
History:
Conclusions The resultant manufacturing-oriented methodology provides a means to define requirements specification in a simple manner without having to deal with the complexity associated with the modelling techniques. In addition to that a support tool is available. Its advantages can be categorised as follows: Relevant information is entered in a structured, easy-to-analyse form. This ensures uniform, complete documentation. The incorporation of a user friendly interface offers a comfortable means of creating and modifying the necessary information. Each modification of the project is maintained as an independent revision. This is mainly for auditing. The tool provides consistency checks by ensuring that the activities are not permitted until the preceding level has been completely processed. For example, the requirement specification level is not
35s
permitted until a final gap analysis associated with this project is confirmed. One of the key problems associated with enterprise modelling is the initial data capture phase. SMEST provides a user friendly approach to this whereby the SME manager can enter the data himself and quickly review the results. This enables the tool to be used as a ‘thinking aid’ in addition to the generation of a requirements specification for necessary additional software. The method and tool should be viewed as prototypes at this stage. Discussions have started with vendors and other research groups to discuss the feasibility of developing the tool further.
References 1 Little, D and Kenworthy, J K Best practice in short term scheduling. EPSRC GR/H20473. December 1991-February 1995. 2 Jordan, P, Browne, J and Jagdev, II S A production planning and control architecture for small manufacturing enterprise; 7’ke IFIP Working Conference on Concurrent Enaineetina, .., Seattle, USA. September l”995. 3 Little, D., Gavin, C.J., Hodgson, N. and Guenaoui, D. ‘Survey of SME information systems planning and operation’, CONTROL, Institute of Operations Management Vol 23 No 5 (1997) 17-20 4 Little, D and Gavin, C J Requirements for increased use of software engineering methods and tools in manufacturing industry. EPSRC GR/K40901. September 1994-November 1997. 5 Acs, Z and Audietsch, D Small firms and entrepreneurship. New York, Cambridge University Press: 1993. 6 Cartes, M, Berry, A and Ishaq, A Success in small and medium scale enterprises. New York, A World Bank Publication: 1987.