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System Analysis and Design Assignment

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Introduction

SYSTEM ANALYSIS & DESIGN ASSIGNMENT Task 1 - The System Life Cycle What is Systems Analysis? Systems analysis is the process of investigation and existing system - usually manual - to discover how it works and what the problems are. And then to design a new improved system, usually involving computers (hardware and software) and implementing the changes. This is so that it will provide a faster, cheaper, easier to use and more efficient system. The analyst must be a good communicator, capable of obtaining information from existing employees without becoming an annoyance. People often feel threatened when re-organisation takes place. Those who are likely to be affected like to be involved and kept informed of any changes. Stage 1 - Problem Identification The user (usually a department i.e. Sales) will recognise that there is a problem with the information that they are currently using. The problem might be some of the following: * The data is not available * Data is available only after a large clerical exercise, performed manually * Data is obtained too slowly * Data is not detailed enough or is in the wrong format * The present system is too costly to maintain * New legislation may require access to new information * New technology may make possible what was previously impossible * Large volumes of data require repetitive processing * All of the above. If the user does not change then they may become inefficient, uncompetitive and lose business to other rival companies. External changes may be forced on to the user. For example if head office makes a decision to computerise the company, then all branches must also do so. The requirements of any new system are written down as a term of reference, which will contain: 1. The objectives of the new system, e.g. cost reductions, management information, increased volume of business, better customer service etc. ...read more.

Middle

If they wish to leave the library then they must return their library cards and their file is removed from the Members File. Problems associated with this: The use of manual registration forms and membership tickets can create extra work when it comes to storing, sorting and locating specific data. The Members folder could become lost, damaged or even destroyed in event of a fire. * Storing the Membership Forms When the student returns their form, the Learning Centre staff places this in the Member File. The forms within the member file cabinet are stored in chronological order, meaning the Learning Centre can find records of members according to the date that they joined the library. Problems associated with this: As the membership forms are manually stored in the Member File, it is not an easy process in locating a member other than by the date in which they joined. Locating a specific member's registration form can therefore be a long task. * Adding New Books to the Library & Removing Them When a new book is added to the Learning Centre stock, two separate cards are created. The first card sorts the book by title and is placed in the Book File by Title Order. The second card created sorts the book by Subject matter - for example 004 - and is placed in the Book File by subject order. This 004 reference is referred to as an Accession ID number (or 'aggie' ID) and is used within the Learning Centre to locate books on the shelves, according to the subject matter. Therefore all new books are placed on the shelves according to the category, e.g. Psychology, Computer Hardware, Computer Software. If a book is to be removed from the library, the cards are removed from the Book File (title and subject order) and the book is physically removed from the learning centre shelf. ...read more.

Conclusion

By Class This report allows the learning centre staff to see how many people in each class are members of the library. The report will be sorted by Class, giving the staff quick access to the information that they need. Output 3 Title Report of books on a particular subject Who needs this Staff and members Fields Needed DeweyID, AccessionID, BookTitle, BookAuthor, Year, Publisher, ISBN, Pages Output Format List on screen and printed Sorted By DeweyID This report allows the learning centre staff to see how many people in each class are members of the library. The report will be sorted by Class, giving the staff quick access to the information that they need. Output 4 Title Overdue Books which have not been returned Who needs this Staff Fields Needed DeweyID, AccessionID, BookTitle, BookAuthor, DateBorrowed, DateDueBack, MemberID, FirstName, Surname, Street, Town, Postcode, Class Output Format List on screen, printed or used as mail merge Sorted By DeweyID This report allows the learning centre staff to see how many books are overdue, and take action if necessary. All necessary fields are available, including the name of the book, the date the book was due back and the name and address of the student who has not returned it. This can therefore be imported into mail merge to send a letter to the student. Output 5 Title All Books Borrowed during the last week Who needs this Staff Fields Needed DeweyID, AccessionID, BookTitle, BookAuthor, DateBorrowed, DateDueBack, MemberID, FirstName, Surname, Street, Town, Postcode, Class Output Format List on screen, printed or used as mail merge Sorted By DeweyID This report allows the learning centre staff to see how many books are overdue, and take action if necessary. All necessary fields are available, including the name of the book, the date the book was due back and the name and address of the student who has not returned it. This can therefore be imported into mail merge to send a letter to the student. ?? ?? ?? ?? ...read more.

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