Myanma Computer Co., Ltd.

, Yangon
Course: COMP 1645
B.Sc. Top Up Programme
Date 2015 April

ASSIGNMENT

LODON HELP FORUM

Word Count
Supervisor
Prepared by
Student ID

: 4032 Words
: U Sann Lwin
: Zaw Htoo Aung
000899234

The University of Greenwich

IIntroduction
By learning Requirement Analysis, I have known how to build business Information System,
How process is running in the system, how people are working in the system, designing new
system with usecase, how rich picture is drawn from scenario. At Part(C), I have discussed
how are related between use case and rich picture and how they are useful. I hope my
report meets the requirements.

Table of Contents
Part A - Requirements Analysis using Rich Pictures ............................................ 4
A1. Rich Picture for London Help Forum ........................................................................ 4
A2. Discussion on environment presented in the Rich Picture .................................... 5

Part B - Requirements Analysis Using Use Case Modelling................................. 8

B1. Use case diagram for the e-legal system based upon the LCLC ........................... 8

B2. Documentation For Use Case Diagram ............................................................ 9

B2.1. Primary Scenario ...................................................................................................... 9
B2.2. Secondary Scenario............................................................................................... 10
B3. Documentation For Use Case Diagram .................................................................. 11

Part C - Critique of Use Cases and Rich Pictures ................................................ 13

Part A - Requirements Analysis using Rich Pictures

A1. Rich Picture for London Help Forum

A2. Discussion on environment presented in the Rich Picture

People, who are interested in, relate with, and support to organisation are called
stakeholder. The followings are stakeholders who are involved in the LHF environment.
Senior Executive Group (SEG)
SEG is the highest level in the London Help Forum (LHF). It has Chief Executive, Head of
Human Resources, Finance Director, Marketing Director, Administrative Services Director,
IT Director and Head of Member Charity Services. They make key decisions for LHF. They
are important because organisations improvement and fundings are depending on SEG.
IT Director (Julienne Black)
She is one of stakeholders. She is working as director of IT department in LHF. She is
handling LHFs whole IT infrastructure and has worked in LHF from past five years. She
ensures that HR and Payroll functions using in LHF are well supported or not. She has to
check LHFs website is up-to-date. She also introduced a system for Finance Department to
bid for fundings. She was involved in building of eLHF system that enables the
communication between head office and member charities. She is important as she makes
LHFs IT requirements which are able to function efficiently and with professional manner.
Jasmine Le Blanc
She is the chief executive of Leyton Community Legal Centre who founded the LCLC in year
2005. She recruits new solicitors and trains them to work in LCLC. She is important because
she makes decisions for LCLC, finds funding for LCLC and made her centre to be successful
with Best Advice Centre Award given by Prime Minister at year 2013.
Member Charities
Member Charities are members of LHF. They provides advices services such as problems
concerning with debt, housing, rent arrears,landlords and threats of homelessness for
Londoners. They are important because they provides free guidance for London residents.
Volunteers
Volunteers are also stakeholders in the system. They have to work in advice centres for
specific tasks. As LHF is a non-profit organisation, it needs more volunteers.
Directors of Member Charities
They are also stakeholder of the system. They have to provide monthly financial reports and
other reports requested by LHFs head offices and attend monthly meeting at LHF with Head
of Member Charity Services. They are important as they make funding for their charity and
communication between head office and member charities.
Funders
They are stakeholder of the system. They are from external sources. They check KPI of LHF
to continue to provide fundings to charity. Without them, there is no funding so that
organisation can be run. So, they are important.
Organisational Structure
London Help Forum (LHF) was established in 2008 to support London residents. In LHF,
Senior Executive Group is the highest position. It is made up with Chief Executives,
Financial Director, Head of Human Resources,Director of Marketing Department, Director of
Administrative Services, IT Director, and Head of Member Charity Service. SEG makes key
decision. All decisions made by SEG must be ratified by the Board Of Trustees. LHF head
office is based in Southwark, South East London. In head office, CE manages with his admin

teams. Administrative Services collect appropriate management for organisation.

Administrative Services also manage Contracts and Fund Raising team. Under Head office,
there are five members that deliver advice services across London with twenty community
advice centres. Those members are managed by Head of Member Charity Services. Each of
advice centres has volunteers and employees. As head office requires free legal advice
centre, CE offers Leyton Community Legal Centre to become a member of LHF to do free
legal services for Londoners. So, LCLC is the member of charity services from LHF.
Systems that need to be built
It can be known that there will be systems that need to be built by observing issues and
requirements by member charity in rich picture.
The member charity faces problem in using eLHF system because of its restriction LHF
should repair eLHF to meet with charities requirements in record data and provide data to
head office as LHF forces its member charity to use eLHF system.
As Leyton Community Legal Centre becomes a member of LHF, it has to agree to work
within LHFs framework. The new sub-system for LCLC should be developed as eLegal that
will provide legal advice services which is new service to LHF. eLegal should include
functions to record staff information, clients information, solicitors information and produce
some sort of reports which is required by head office. eLegal system must send data feed to
head office daily basis. The new sub system should record funds usage and financial
information.
The Areas of conflict identified
There are many area of conflict that were identified at the rich picture provided in A1. A
member charity, Home4All sends an email to Mathew Lord that they cant record information
they need to record by using eLHF system as eHomeless System Interface is restrictive and
frustrating and their staff loses confidences by using ehomeless system. During the
development of eHomeless, they werent being consulted and so they dont have any ability
to change.
CE, Mathew Lord, wants to develop a number of free legal advice centres. But some of
senior executive group didnt agree with his plan.
Debt Support UK(DSU) will leave LHF if they need to continue to use eDebt system from
LHF. DSU wants to use in-house charity system.
A number of charity member doesnt want to eLHF system. They want to develop and use
in-house IT system like DSU did.
Issues that individual people discussed
The senior executive group didnt agree with plan that will develop new free legal advice
centre as they dont have enough fundings and understand IT needs and business process
of the legal advice sector.
Chief Executive of Leyton Community Legal Centre (LDLC), Jasmine, has difficultly in finding
funds for her centre since last year because of the recession and government cutbacks. The
biggest issue is that she has been call on her own time. She can no longer devote the same
number of hours to centre as she was promoted at her law firm.

Director of Member Charity Homes4All, John Ford, said he cant understand how LHFs IT
services can say LHF system is successful. They have to use spreadsheets to record some
of the clients information they need.
Culture and sub-culture identified
Senior Executive Group manages head office. They do making decisions for organisation.
They collect appropriate management information for organisation. They provide funds for
member charity to run advice centres. They review monthly financial reports provided by
member charity relating to use of funds. They do monthly meeting at head office with
member charity directors. For advices centres, director manage volunteers and employees,
they have to deliver services such as problems concerning with debt, housing, rent
arrears,landlords and threats of homelessness for Londoners.
In Head office, administrative services collect appropriate management information that is
required, by Board of Trustees and SEG. An administrative service manages Contracts and
Fund Raising Team.

High level processes that exist within the organisation

Many processes are carried out in organisation. Among those processes, organisation cant
run without some processes. eLHF is one of high level process doing in organisation. It can
gather data, record storage and reporting for services. It also gathers KPIs (Key
Performance Indicators) from local advices centres. Head office uses eLHF to create quires
and financial reports and extracts HR and training records. Without eLHF, the head office will
face difficultly in collecting information from local advice centres and cant ensure that local
advice centre staffs are being properly vetted and trained or not.
Legal Aid centre Leyton Community Legal Centre (LCLC) is also high-level process in
organisation. LCLC provide free legal advice to local community. Without LCLC, LHF will
face problems like fundings, IT needs and process of legal advice sector to develop new
advice centres. So LHF invited LCLC to join LHF and develop eLegal IT system for LCLC.
Find fundings is also a process for LHF, Head office needs to send KPI to funders and
funders will check KPI meet their requirement or not.
Sources of scrutiny within environment
Funders check whether KPIs from charity meets or not in order to connective to provide
funds and funding used by organisations.
Head office gathers and check HR information from local advice centres. Head office
ensures that local advice centre staffs are being well trained or not. They also check
financial report and KPI reports to keep track how member charity spends funding.
IT director have to ensure that HR and payroll functions are well support or not and member
charitys own in-house system meets with requirements of eHLF or not.
Local government and government also keep track on how LHF do their charity and how
they use funding and how they are benefit for Londoners.

Part B - Requirements Analysis Using Use Case Modelling

B1. Use case diagram for the e-legal system based upon the LCLC

B2. Documentation For Use Case Diagram

B2.1. Primary Scenario
UseCase Name: Record Client Information
Precondition: Admin Staffs must login to use the system
1.
2.
3.
4.

Clients fill assessment form after initial appointment

Admin staffs fill clients information from assessment form which is filled by clients
They will check whether clients are Londoners or not and relate with criminal law or not
If they are Londoners and not relating with criminal law, admin staffs will save client
information
Post-condition; client information will be saved into eLegal
UseCase Name: Record Volunteers Information
Precondition: Admin Staffs must be authorised to use the system
1. Admin Staffs enters new volunteers personal information
2. DBS check information will be attached along with information
3. Admin Staffs has to ensure that new solicitor will attend a half day induction
4. Admin Staffs submit all information to database.
Post-condition; Volunteers information will be saved into eLegal
Secondary Scenario
2. DBS check information will be attached along with information
in this event, what if DBS check information is expired is to think.
3. Admin Staffs has to ensure that new solicitor will attend a half day induction
in this step , what will happen if they dont attend a half day induction.
4. Admin Staffs submit all information to database.
in a situation if they dont follow rules and conditions issued by LHF framework and
LCLC is needed to take account.
UseCase Name: Record Volunteers Information
Precondition: Hao must be authorised to use the system
1. Hao creates new rota a week in advance
2. Hao sends email those rota to staffs
3. Hao records what hours solicitor can do in that week
4. Hao confirm rota.
Post-Condition: Rota for each pro bo no solicitor will be saved
UseCase Name: Assign Appointments
Precondition: Admin staffs must be login to use system
1.
2.
3.
4.
5.

Admin Staffs create new appointment

Admin Staffs will check which time probono solicitor are free
Admin Staffs will save new appointment
Receptionist will add second appointment if it is needed after first interview
if clients miss appointment or dont cancel appointment within at least 24 hours, admin
staffs will remove that client from system
Post-conditon: appointments time and solicitor for each client will be saved.

UseCase Name: Record Local solicitor

Precondition: Admin staffs must be login to use system
1. Admin Staffs add new local solicitor that can solve crime law and criminal court.
2. Admin Staffs fill information about local solicitor.
3. Admin Staffs save local solicitors information.
4. Client will be provided information for local solicitor if they ask for help with criminal trial
Post-condition: The system will save local solicitor information and display if clients need.
UseCase Name: record letter
Precondition: Pro bono solicitor must login to record and write letter for client
1.
2.
3.
4.
5.

Pro bono Solicitor create a new letter for clients

Pro bono solicitor will write a letter to a third party behalf of client
After writing it, Pro bono solicitor will submit the letter
The system will notify email to admin staffs for new letter
Admin staffs will print out copies.

Post-Condition: the system will print out letter and admin staffs can send copies
Use Case Name: Produce Report
Actor: Jasminee Le Blanc
Precondition: All information about client, solicitor and appointment has been saved
1. Jasmine selects specific information to produce reports that she wants
2. She search key information to produce by entering specific ID or name
3. The system will produce the reports like how many clients working with and how
successful the service has been which is wanted by Jasmine and LHF head office.
Post-condition: Report will be produced

B2.2. Secondary Scenario

UseCase Name: Record Volunteers Information
Precondition: Admin Staffs must be authorised to use the system
2. When DBS check information is expired
3. They dont attend a half day induction.
4. They dont follow rules and conditions issue by LHF framework and LCLC
Use Case Name: Produce Report
Actor: Jasminee Le Blanc
2. If Jasmine fill wrong information
3. If searched information is not found
B3. Description and justification on the process

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B3. Documentation For Use Case Diagram

Choosing the actors from use case diagram
LCLC advice service will stop without any staffs, volunteers and client. So, they are very
important for LCLC. As Hao Lee, Senior Administrative Officer is busy with his task, he cant
give much time on some process done by admin department and so another admin staff has
to help in doing process like recording volunteers information, client information, assigning
appointment for clients which are done by Hao Lee. They can do those process effectively
and efficiently under the instruction of Hao Lee. So admin staffs are the actors and the key to
the system.
Hao Lee, Senior Administrative Officer organises Rota for solicitors every week and send
those rota to solicitor. And then he confirms what time solicitor will volunteer for clients. He
also has to check DBS (Disclosure Barring Test) for new volunteers according to LHF
framework. He also print out letters, which are needed to be sent to third party instead of
client written by solicitor. And then he has to send those letters to third party and keep
copies clients file. He also did the filing system for LCLC. He can do his best for LCLC. So
he is the actor for system.
LCLC is success under instruction and management of Jasmine. She can be regarded as a
primary actor. She interviews and trains new volunteers. She finds funds for LCLC to
continue to give free legal advice service. She do the arrangement of reports which shows
how many clients LCLC has been working with and how successful the service is. She also
has to make reports for LHF head office to get funds.
Pro Bono Solicitor gives free legal advice to clients who ask for help at LCLC. She/he has to
volunteer at least 7 hours for LCLC. She/he volunteers for free. She/he makes appointments
with clients. He/she writes letters for clients. LCLC cant give services without them. So, Pro
Bono Solicitor is actor in the system.
Identification of primary scenario
Each use case diagram must has at least one primary scenario, primary scenario describe
the sequence of events that need to be done by actor. To document primary scenario, I read
facts from interview, which is related to the new system. After reading facts, I list all events
and actions done by every person. After listing those events and actions, I sort out all event
list sequent. After it, I group events and actions by event list. For example, I list the client
records like following.
- Clients fill assessment form after initial appointment
- Admin staffs fill clients information from assessment form which is filled by clients
- They will check whether clients are Londoners or not and relate with criminal law or not
- if they are Londoners and not relating with criminal law, admin staffs will save client
information.
The above are the activities done by actor. After those activities by event list, i gave the
appropriate process name rating to those listed events. After give process name, i draw the
use case diagram with those primary scenarios. Primary scenarios are important for the
system to be developed.
Identification of secondary scenario
Not every system can be perfect. Every system probably can have errors. So we have to
define some alternative paths and scenarios for process. In order to document, I have to
check primary scenarios and check some other actions can be taken at the same point from
primary scenarios or not, something can go wrong or not and another behaviour can happen
at the same point or not. After checking it, we can document secondary scenario. I will use
produce report to document secondary scenario as an example. We have to write complete
scenarios for alternative path like following.

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if Jasmine fill wrong information, alternative path will be arisen. The system only stores the
specific information filled and saved by volunteers. When Jasmine fill wrong information, the
system will display warning message that the information she entered was not in the system
and let her try to fill information again.
If search information is not found, alternative path will be arisen. The system will produce no
reports and display error message like No information to produce report and then roll back
to beginning.
Assumption
Making some assumption can show the clear understanding of the use case. We have to
ask those assumption questions to persons who are in charge of doing process concerning
with those assuming question.
Assuming that the client needs another appointment after second appointment. The question
will be How will you arrange for that client who still need another appointment after second
appointment as LCLC has a rule of advising client only two appointment?. That question
should ask to receptionist who arranges second appointment for client.
Assuming that the client who drawn out from client list came to LCLC and ask for help as a
new client. The question will be Will you register for that client and make appointment for
him?. That question should ask to admin staffs who ask them to fill form.
Assuming that head office ask LCLC information to send. The question will be How do you
send reports to the head office when you dont have information they requested?. That
question should ask to Jasmine who gives report to LHF head office.

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Part C - Critique of Use Cases and Rich Pictures

Difference between rich picture and use case diagram
Rich picture is a soft methodology tools to analyse the environment of LHF using expressed
situation. It focuses on the human factors and problems happening within organisation. It
can identify thoughts, views and problems of people within organisation. It can identify soft
factor like social factor that is hard to control and evaluate. It cant analyse the system
requirement to be developed. The purpose of it is to get view of the environment of LHF. It
also show LHFs processes, stakeholder involved in those processes and the potential
problems.
Use Case can be defined the requirements for the new system which will be develop for
LCLC. it documents the system behaviour to be developed. It shows the interaction between
the process and the person. It can show the summary of the system with a single picture. It
can be easily understand by other users. It is the validation of system, can clearly show the
scope of system, and needs from system and what tasks and jobs are important for system.
Use as an analyst
I used rich picture to identify the expressed situation of the LHF such as how they works,
how they manage top level to operational level, which stakeholders is facing which
difficulties and what is their responsibilities and the conflicts between stakeholders and the
problems within LHF. The rich picture has no rule and restriction to draw, it can have every
type of graphical representations and it should be simple and easy to understand by
everyone. The key characteristics were found by drawing rich picture for LHF system.
- People/ Stakeholders involved in LHF.
For Example; we can identify stakeholders are SEG, volunteers and so on
- Organisational Structure of LHF.

For Example; In LHF, Senior Executive Group is the highest position. SEG is
made up with Chief Executives, Financial Director, Head of HR, Marketing
Director, Administrative Services Director, IT Director, and Head of Member
Charity Service. SEG makes key decision for LHF. All decisions had to be
ratified by the Board Of Trustees.
Conflict between stakeholders means different opinion between stakeholders

For Example; CE, Mathew Lord, wants to develop a number of free legal
advice centres. But some of senior executive group didnt agree with his plan.
- Issues that is faced by people in organisation
For Example; LHF doesntt have enough funding to develop new legal advice
centre
-

Culture
For Example; Senior Executive Group manages head office. They do making
decisions for organisation. For advices centres, director manage volunteers
and employees, they have to deliver services such as debt problems and
problems with landlords, housing and rent arrears and threat of
homelessness to Londoners.

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- Processes that are carried out within organisation.

- eLHF is one of high level process doing in organisation. It can gather data,
record storage and reporting for services.
I used use case diagram to show the requirements and process, which is needed to be done
by stakeholder in the organisation. Use case diagram is used to develop a new system
called eLHF that will be used in new member charity of LHF, LCLC.
There are limitations and rules in use case unlike in rich picture. The characteristic used in
drawing use case diagram
Actor - a person who will carry out tasks in LCLC. Eg; Hao Lee, Jasmine
Association - is the interaction between process and actor. eg; Admin Staff records clients.
Test Case- processes which have to be done by actor Eg; Record Volunteers
By using Rich Picture and Use Case in analysis, I have known the advantages and
disadvantages of both.
Different types of graphic like cartoon symbol can be used in drawing rich picture for LHF.
No expert is needed to interpret the rich picture. Rich picture shows conflicts, emotions, and
opinion of stakeholders within LHF.
Unlike use case, it cant be used to develop, as it can be only show the environment of LHF.
All information of LHF cant be covered in rich picture.
Use case diagram is drawn to say more details of the rich picture. Use case diagram can
help to develop the system to meet the requirement. Unexpected conditions and errors can
be considered through primary and secondary scenario. It does the process of requirement
definitions, planning and prioritising of development and validation of system.
As a result, both rich picture and use case are complementary. By using both of it, eLHF
system will be perfect, analysis will be better and can develop a complete system.

Reference
Rich Pictures | SSWM. 2015. Rich Pictures | SSWM. [ONLINE] Available at:
http://www.sswm.info/content/rich-pictures. [Accessed 24 April 2015].

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