System Analysis And Design MINOR-1

Systems development is systematic process which includes phases such as

planning, analysis, design, deployment, and maintenance. Here, in this tutorial, we
will primarily focus on −

 Systems analysis
 Systems design

Systems Analysis
It is a process of collecting and interpreting facts, identifying the problems, and
decomposition of a system into its components.
System analysis is conducted for the purpose of studying a system or its parts in
order to identify its objectives. It is a problem solving technique that improves the
system and ensures that all the components of the system work efficiently to
accomplish their purpose.
Analysis specifies what the system should do.

Systems Design
It is a process of planning a new business system or replacing an existing system by
defining its components or modules to satisfy the specific requirements. Before
planning, you need to understand the old system thoroughly and determine how
computers can best be used in order to operate efficiently.
System Design focuses on how to accomplish the objective of the system.
System Analysis and Design (SAD) mainly focuses on −

 Systems
 Processes
 Technology

What is a System?
The word System is derived from Greek word Systema, which means an organized
relationship between any set of components to achieve some common cause or
objective.
A system is “an orderly grouping of interdependent components linked together
according to a plan to achieve a specific goal.”

Constraints of a System
A system must have three basic constraints −
  A system must have some structure and behavior which is designed to achieve a
predefined objective.
 Interconnectivity and interdependence must exist among the system components.
 The objectives of the organization have a higher priority than the objectives of its
subsystems.
For example, traffic management system, payroll system, automatic library system,
human resources information system.

Properties of a System
A system has the following properties −

Organization
Organization implies structure and order. It is the arrangement of components that
helps to achieve predetermined objectives.

Interaction
It is defined by the manner in which the components operate with each other.
For example, in an organization, purchasing department must interact with production
department and payroll with personnel department.

Interdependence
Interdependence means how the components of a system depend on one another.
For proper functioning, the components are coordinated and linked together
according to a specified plan. The output of one subsystem is the required by other
subsystem as input.

Integration
Integration is concerned with how a system components are connected together. It
means that the parts of the system work together within the system even if each part
performs a unique function.

Central Objective
The objective of system must be central. It may be real or stated. It is not uncommon
for an organization to state an objective and operate to achieve another.
The users must know the main objective of a computer application early in the
analysis for a successful design and conversion.

Elements of a System
The following diagram shows the elements of a system −
Outputs and Inputs
 The main aim of a system is to produce an output which is useful for its user.
 Inputs are the information that enters into the system for processing.
 Output is the outcome of processing.

Processor(s)
 The processor is the element of a system that involves the actual transformation of input
into output.
 It is the operational component of a system. Processors may modify the input either totally
or partially, depending on the output specification.
 As the output specifications change, so does the processing. In some cases, input is also
modified to enable the processor for handling the transformation.

Control
 The control element guides the system.
 It is the decision–making subsystem that controls the pattern of activities governing input,
processing, and output.
 The behavior of a computer System is controlled by the Operating System and software.
In order to keep system in balance, what and how much input is needed is determined by
Output Specifications.

Feedback
 Feedback provides the control in a dynamic system.
 Positive feedback is routine in nature that encourages the performance of the system.
 Negative feedback is informational in nature that provides the controller with information
for action.
Environment
 The environment is the “supersystem” within which an organization operates.
 It is the source of external elements that strike on the system.
 It determines how a system must function. For example, vendors and competitors of
organization’s environment, may provide constraints that affect the actual performance of
the business.

Boundaries and Interface

 A system should be defined by its boundaries. Boundaries are the limits that identify its
components, processes, and interrelationship when it interfaces with another system.
 Each system has boundaries that determine its sphere of influence and control.
 The knowledge of the boundaries of a given system is crucial in determining the nature of
its interface with other systems for successful design.

Types of Systems
The systems can be divided into the following types −

Physical or Abstract Systems

 Physical systems are tangible entities. We can touch and feel them.
 Physical System may be static or dynamic in nature. For example, desks and chairs are
the physical parts of computer center which are static. A programmed computer is a
dynamic system in which programs, data, and applications can change according to the
user's needs.
 Abstract systems are non-physical entities or conceptual that may be formulas,
representation or model of a real system.

Open or Closed Systems

 An open system must interact with its environment. It receives inputs from and delivers
outputs to the outside of the system. For example, an information system which must
adapt to the changing environmental conditions.
 A closed system does not interact with its environment. It is isolated from environmental
influences. A completely closed system is rare in reality.

Adaptive and Non Adaptive System

 Adaptive System responds to the change in the environment in a way to improve their
performance and to survive. For example, human beings, animals.
 Non Adaptive System is the system which does not respond to the environment. For
example, machines.

Permanent or Temporary System

 Permanent System persists for long time. For example, business policies.
  Temporary System is made for specified time and after that they are demolished. For
example, A DJ system is set up for a program and it is dissembled after the program.

Natural and Manufactured System

 Natural systems are created by the nature. For example, Solar system, seasonal system.
 Manufactured System is the man-made system. For example, Rockets, dams, trains.

Deterministic or Probabilistic System

 Deterministic system operates in a predictable manner and the interaction between
system components is known with certainty. For example, two molecules of hydrogen and
one molecule of oxygen makes water.
 Probabilistic System shows uncertain behavior. The exact output is not known. For
example, Weather forecasting, mail delivery.

Social, Human-Machine, Machine System

 Social System is made up of people. For example, social clubs, societies.
 In Human-Machine System, both human and machines are involved to perform a particular
task. For example, Computer programming.
 Machine System is where human interference is neglected. All the tasks are performed by
the machine. For example, an autonomous robot.

Man–Made Information Systems

 It is an interconnected set of information resources to manage data for particular
organization, under Direct Management Control (DMC).
 This system includes hardware, software, communication, data, and application for
producing information according to the need of an organization.
Man-made information systems are divided into three types −
 Formal Information System − It is based on the flow of information in the form of memos,
instructions, etc., from top level to lower levels of management.
 Informal Information System − This is employee based system which solves the day to
day work related problems.
 Computer Based System − This system is directly dependent on the computer for
managing business applications. For example, automatic library system, railway
reservation system, banking system, etc.
 System Development Life Cycle

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An effective System Development Life Cycle (SDLC) should result in a high quality
system that meets customer expectations, reaches completion within time and cost
evaluations, and works effectively and efficiently in the current and planned
Information Technology infrastructure.
System Development Life Cycle (SDLC) is a conceptual model which includes
policies and procedures for developing or altering systems throughout their life cycles.
SDLC is used by analysts to develop an information system. SDLC includes the
following activities −

 requirements
 design
 implementation
 testing
 deployment
 operations
 maintenance

Phases of SDLC
Systems Development Life Cycle is a systematic approach which explicitly breaks
down the work into phases that are required to implement either new or modified
Information System.
Feasibility Study or Planning
 Define the problem and scope of existing system.
 Overview the new system and determine its objectives.
 Confirm project feasibility and produce the project Schedule.
 During this phase, threats, constraints, integration and security of system are also
considered.
 A feasibility report for the entire project is created at the end of this phase.

Analysis and Specification

 Gather, analyze, and validate the information.
 Define the requirements and prototypes for new system.
 Evaluate the alternatives and prioritize the requirements.
 Examine the information needs of end-user and enhances the system goal.
  A Software Requirement Specification (SRS) document, which specifies the software,
hardware, functional, and network requirements of the system is prepared at the end of
this phase.

System Design
 Includes the design of application, network, databases, user interfaces, and system
interfaces.
 Transform the SRS document into logical structure, which contains detailed and complete
set of specifications that can be implemented in a programming language.
 Create a contingency, training, maintenance, and operation plan.
 Review the proposed design. Ensure that the final design must meet the requirements
stated in SRS document.
 Finally, prepare a design document which will be used during next phases.

Implementation
 Implement the design into source code through coding.
 Combine all the modules together into training environment that detects errors and
defects.
 A test report which contains errors is prepared through test plan that includes test related
tasks such as test case generation, testing criteria, and resource allocation for testing.
 Integrate the information system into its environment and install the new system.

Maintenance/Support
 Include all the activities such as phone support or physical on-site support for users that
is required once the system is installing.
 Implement the changes that software might undergo over a period of time, or implement
any new requirements after the software is deployed at the customer location.
 It also includes handling the residual errors and resolve any issues that may exist in the
system even after the testing phase.
 Maintenance and support may be needed for a longer time for large systems and for a
short time for smaller systems.

Life Cycle of System Analysis and Design

The following diagram shows the complete life cycle of the system during analysis
and design phase.
Role of System Analyst
The system analyst is a person who is thoroughly aware of the system and guides
the system development project by giving proper directions. He is an expert having
technical and interpersonal skills to carry out development tasks required at each
phase.
He pursues to match the objectives of information system with the organization goal.

Main Roles
 Defining and understanding the requirement of user through various Fact finding
techniques.
 Prioritizing the requirements by obtaining user consensus.
 Gathering the facts or information and acquires the opinions of users.
 Maintains analysis and evaluation to arrive at appropriate system which is more user
friendly.
 Suggests many flexible alternative solutions, pick the best solution, and quantify cost and
benefits.
 Draw certain specifications which are easily understood by users and programmer in
precise and detailed form.
 Implemented the logical design of system which must be modular.
 Plan the periodicity for evaluation after it has been used for some time, and modify the
system as needed.

Attributes of a Systems Analyst

The following figure shows the attributes a systems analyst should possess −

Interpersonal Skills
 Interface with users and programmer.
 Facilitate groups and lead smaller teams.
 Managing expectations.
 Good understanding, communication, selling and teaching abilities.
 Motivator having the confidence to solve queries.

Analytical Skills
 System study and organizational knowledge
 Problem identification, problem analysis, and problem solving
 Sound commonsense
 Ability to access trade-off
 Curiosity to learn about new organization

Management Skills
  Understand users jargon and practices.
 Resource & project management.
 Change & risk management.
 Understand the management functions thoroughly.

Technical Skills
 Knowledge of computers and software.
 Keep abreast of modern development.
 Know of system design tools.
 Breadth knowledge about new technologies.

System Analysis & Design - System

Planning

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What is Requirements Determination?

A requirement is a vital feature of a new system which may include processing or
capturing of data, controlling the activities of business, producing information and
supporting the management.
Requirements determination involves studying the existing system and gathering
details to find out what are the requirements, how it works, and where improvements
should be made.

Major Activities in requirement Determination

Requirements Anticipation
 It predicts the characteristics of system based on previous experience which include
certain problems or features and requirements for a new system.
 It can lead to analysis of areas that would otherwise go unnoticed by inexperienced
analyst. But if shortcuts are taken and bias is introduced in conducting the investigation,
then requirement Anticipation can be half-baked.
Requirements Investigation
 It is studying the current system and documenting its features for further analysis.
 It is at the heart of system analysis where analyst documenting and describing system
features using fact-finding techniques, prototyping, and computer assisted tools.

Requirements Specifications
 It includes the analysis of data which determine the requirement specification, description
of features for new system, and specifying what information requirements will be provided.
 It includes analysis of factual data, identification of essential requirements, and selection
of Requirement-fulfillment strategies.

Information Gathering Techniques

The main aim of fact finding techniques is to determine the information requirements
of an organization used by analysts to prepare a precise SRS understood by user.
Ideal SRS Document should −

 be complete, Unambiguous, and Jargon-free.

 specify operational, tactical, and strategic information requirements.
 solve possible disputes between users and analyst.
 use graphical aids which simplify understanding and design.
There are various information gathering techniques −

Interviewing
Systems analyst collects information from individuals or groups by interviewing. The
analyst can be formal, legalistic, play politics, or be informal; as the success of an
interview depends on the skill of analyst as interviewer.
It can be done in two ways −
 Unstructured Interview − The system analyst conducts question-answer session to
acquire basic information of the system.
 Structured Interview − It has standard questions which user need to respond in either
close (objective) or open (descriptive) format.
Advantages of Interviewing
 This method is frequently the best source of gathering qualitative information.
 It is useful for them, who do not communicate effectively in writing or who may not have
the time to complete questionnaire.
 Information can easily be validated and cross checked immediately.
 It can handle the complex subjects.
 It is easy to discover key problem by seeking opinions.
 It bridges the gaps in the areas of misunderstandings and minimizes future problems.
Questionnaires
This method is used by analyst to gather information about various issues of system
from large number of persons.
There are two types of questionnaires −
 Open-ended Questionnaires − It consists of questions that can be easily and correctly
interpreted. They can explore a problem and lead to a specific direction of answer.
 Closed-ended Questionnaires − It consists of questions that are used when the systems
analyst effectively lists all possible responses, which are mutually exclusive.
Advantages of questionnaires
 It is very effective in surveying interests, attitudes, feelings, and beliefs of users which are
not co-located.
 It is useful in situation to know what proportion of a given group approves or disapproves
of a particular feature of the proposed system.
 It is useful to determine the overall opinion before giving any specific direction to the
system project.
 It is more reliable and provides high confidentiality of honest responses.
 It is appropriate for electing factual information and for statistical data collection which can
be emailed and sent by post.

Review of Records, Procedures, and Forms

Review of existing records, procedures, and forms helps to seek insight into a system
which describes the current system capabilities, its operations, or activities.
Advantages
 It helps user to gain some knowledge about the organization or operations by themselves
before they impose upon others.
 It helps in documenting current operations within short span of time as the procedure
manuals and forms describe the format and functions of present system.
 It can provide a clear understanding about the transactions that are handled in the
organization, identifying input for processing, and evaluating performance.
 It can help an analyst to understand the system in terms of the operations that must be
supported.
 It describes the problem, its affected parts, and the proposed solution.

Observation
This is a method of gathering information by noticing and observing the people,
events, and objects. The analyst visits the organization to observe the working of
current system and understands the requirements of the system.
Advantages
 It is a direct method for gleaning information.
  It is useful in situation where authenticity of data collected is in question or when
complexity of certain aspects of system prevents clear explanation by end-users.
 It produces more accurate and reliable data.
 It produces all the aspect of documentation that are incomplete and outdated.

Joint Application Development (JAD)

It is a new technique developed by IBM which brings owners, users, analysts,
designers, and builders to define and design the system using organized and
intensive workshops. JAD trained analyst act as facilitator for workshop who has
some specialized skills.
Advantages of JAD
 It saves time and cost by replacing months of traditional interviews and follow-up meetings.
 It is useful in organizational culture which supports joint problem solving.
 Fosters formal relationships among multiple levels of employees.
 It can lead to development of design creatively.
 It Allows rapid development and improves ownership of information system.

Secondary Research or Background Reading

This method is widely used for information gathering by accessing the gleaned
information. It includes any previously gathered information used by the marketer
from any internal or external source.
Advantages
 It is more openly accessed with the availability of internet.
 It provides valuable information with low cost and time.
 It act as forerunner to primary research and aligns the focus of primary research.
 It is used by the researcher to conclude if the research is worth it as it is available with
procedures used and issues in collecting them.

Feasibility Study
Feasibility Study can be considered as preliminary investigation that helps the
management to take decision about whether study of system should be feasible for
development or not.
 It identifies the possibility of improving an existing system, developing a new system, and
produce refined estimates for further development of system.
 It is used to obtain the outline of the problem and decide whether feasible or appropriate
solution exists or not.
 The main objective of a feasibility study is to acquire problem scope instead of solving the
problem.
 The output of a feasibility study is a formal system proposal act as decision document
which includes the complete nature and scope of the proposed system.
Steps Involved in Feasibility Analysis
The following steps are to be followed while performing feasibility analysis −
 Form a project team and appoint a project leader.
 Develop system flowcharts.
 Identify the deficiencies of current system and set goals.
 Enumerate the alternative solution or potential candidate system to meet goals.
 Determine the feasibility of each alternative such as technical feasibility, operational
feasibility, etc.
 Weight the performance and cost effectiveness of each candidate system.
 Rank the other alternatives and select the best candidate system.
 Prepare a system proposal of final project directive to management for approval.

Types of Feasibilities

Economic Feasibility
 It is evaluating the effectiveness of candidate system by using cost/benefit analysis
method.
 It demonstrates the net benefit from the candidate system in terms of benefits and costs
to the organization.
 The main aim of Economic Feasibility Analysis (EFS) is to estimate the economic
requirements of candidate system before investments funds are committed to proposal.
 It prefers the alternative which will maximize the net worth of organization by earliest and
highest return of funds along with lowest level of risk involved in developing the candidate
system.

Technical Feasibility
 It investigates the technical feasibility of each implementation alternative.
 It analyzes and determines whether the solution can be supported by existing technology
or not.
  The analyst determines whether current technical resources be upgraded or added it that
fulfill the new requirements.
 It ensures that the candidate system provides appropriate responses to what extent it can
support the technical enhancement.

Operational Feasibility
 It determines whether the system is operating effectively once it is developed and
implemented.
 It ensures that the management should support the proposed system and its working
feasible in the current organizational environment.
 It analyzes whether the users will be affected and they accept the modified or new
business methods that affect the possible system benefits.
 It also ensures that the computer resources and network architecture of candidate system
are workable.

Behavioral Feasibility
 It evaluates and estimates the user attitude or behavior towards the development of new
system.
 It helps in determining if the system requires special effort to educate, retrain, transfer,
and changes in employee’s job status on new ways of conducting business.

Schedule Feasibility
 It ensures that the project should be completed within given time constraint or schedule.
 It also verifies and validates whether the deadlines of project are reasonable or not.