System Analysis and Design Assignment

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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.
  2. Constraints on cost, resources available, areas of business to be left unchanged.
  3. Times available.
  4. Expected reports required from the new system.
  5. Problems with the current system.
  6. Suggest solutions by management.

Stage 2 – Feasibility Study

This is a short examination of the problem in order to determine whether it is worth-while to do the project. Some of the factors which are considered at this stage include the following:

Technically Feasible: Has this been done before? Do the staff have the skills to do it? Do we have the right hardware?

Economially Feasible: Can it be afforded?

Legally Feasible: – What laws apply to what we want to do?

Operationally Feasible: Will it be compatible with our other systems? How will it work?

Socially Feasible: What are the opinions of the Unions? What is the effect on customers? Will staff redundancies, re-training, re-location or deskilling be required?

A feasibility report is produced for management of the organisation, on which they can base their decisions as to whether the project should continue, stop or be delayed (due to higher priority projects).

Stage 3 – Systems Analysis

This stage is only performed if there is a positive decision from the feasibility report. This involves the detailed examination of the existing system using various methods, with the aim of obtaining a complete understanding of how it works and how it will change in the future.

Various Methods Used:

  1. Interviews – We should interview employees as they have a detailed knowledge of how the systems works and we should interview the managers because they know how the whole system works.

Pick a time and place which is suitable. Detailed questions may be asked with the opportunity to discuss further points. The answers given may be incomplete, misleading or not relevant. The answers given may be as expected (but not what really happens).

  1. Questionnaires – These are useful for collecting information from many people quickly, who are scattered over a wide area. However, low response rates are common – there is no opportunity to ask further questions – ambiguous questions may produce different answers.

  1. Observations – These are used to reveal working pattern and any bottlenecks where information flows are held up. They show office layouts and plans. They reveal working practices. They back-up information gathered from interviews and questionnaires.

  1. Record Inspection – This involves examining all the written records, e.g. data capture forms, filing systems and invoices sent out.

At this stage the analysis will have a clear idea of how the present system operates, and the problems associated with it. Specifications will now be drawn up, detailing what the new system will do in very precise terms.

This involves much discussion with the user so that agreement is reached and a contract signed. Any changes at a later stage may prove to be very costly (new contract).

Software Packages Vs. Program Solution

After the analyst has decided what the requirements are for the new system, he or she must decide whether to write programs of this own (bespoke) or to by an existing package.

A software package is composed of a set of programs, plus the documentation (user guide) needed to operate those programs (with staff training or telephone support). Typical items in a user guide include:

  • Purpose of program
  • System Requirements
  • Loading Instructions
  • Operating Instructions (Input and Output screenshots)
  • Error messages and what action to take.

Advantages of Software Packages

  1. Available off-the-shelf, while a bespoke program takes a long time to develop.
  2. There may be a choice of programs available.
  3. They may be viewed before purchase.
  4. Opinions of current users may be sought before purchase.

  1. The package should be cheaper because the development costs are shared by all the purchasers.

  1. The package may exist as a family of programs, which can integrate data.

Disadvantages of Software Packages

  1. There may be no programs available for a specific task.
  2. The package may only perform a certain amount of the required tasks, e.g. 60% and modifications may be costly.
  3. The way in which the organisation works may need to change to suit the new package.
  4. The package may not link with existing packages.

Programmed solutions will have the opposite advantages and disadvantages, to those listed above for the software package solution.

Stage 4 – Technical Design

An analyst can now start the detailed work of designing the new system. This will involve designing the following:

  1. Reports – These will consist of the outputs of the new system

  1. Data Input Screens –  For the entry of data

  1. File Structures – Defined using field names, data types, validation, help messages, indexed, mandatory etc.

  1. File Processing – What operations are required, e.g. open and close, add, delete, calculate, modify, sort, merge etc.

  1. Data Collection Forms – Designed to collect data for input to computer.

  1. Data Input – Is the data scanned in? Is the data keyed in manually? Will a barcode reader be required?
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  1. Hardware Required – Type of hardware needed and the quantity? Printers required? What volume of data?

  1. Security Procedures – Who has access to the data? What privileges will they have? Will a firewall be necessary to protect data?

All this work needs to be clearly documented using system flow charts – a graphical representation of how the system will work. This makes it easier to understand because it shows manual operations, hardware devices used and files involved.

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