What are the issues to consider as you compile a checklist of specific tasks to be observed and questions to be asked during an observation of current operating procedures?

Question

What will be an ideal response?

Answer 1

1. Ask sufficient questions to ensure that you have a complete understanding of the present system operation. A primary goal is to identify the methods of handling situations that are not covered by standard operating procedures. For example, what happens in a payroll system if an employee loses a time card? What is the procedure if an employee starts a shift 10 minutes late but then works 20 minutes overtime? Often, the rules for exceptions such as these are not written or formalized; therefore, you must try to document any procedures for handling exceptions.?2. Observe all the steps in a transaction and note the documents, inputs, outputs, and processes involved.?3. Examine each form, record, and report. Determine the purpose each item of information serves.?4. Consider each user who works with the system and the following questions: What information does that person receive from other people? What information does this person generate? How is the information communicated? How often do interruptions occur? How much downtime occurs? How much support does the user require, and who provides it??5. Talk to the people who receive current reports to see whether the reports are complete, timely, accurate, and in a useful form. Ask whether information can be eliminated or improved and whether people would like to receive additional information.