Systems Analysis

NGUYEN TRAN DUYEN PHU, MBA

 Is a series of subsystems
comprised of interrelated
System
procedures to help achieve a
well-defined goal.

Consist of related methods

Procedures necessary to complete various
work processes.
Objectives for Developing and Using Systems

1. To maximize the efficient utilization of the

organizational resources.
2. To control operating costs.
3. To improve operating efficiency.
4. To help achieve the objectives of the organization.
5. To help carry out the various functions of the
organization.
 Advantages of Systems
1. Various functions of the organization are better
coordinated.
2. Wasteful, unproductive, and uneconomical
activities are eliminated.
3. The operating efficiency of the organization is
improved.

4. More effective control can be exerted over various

activities and functions.
 Disadvantages of Systems

1. A certain amount of operating flexibility may be

destroyed when using a system.

2. Any inefficiency that is built into the system likely

will disproportionately increase as work flows
through the system.

3. A totally integrated system may be affected

somewhat when changes are made in one of its
subsystems.
Characteristics of Well-Designed Systems

Flexible
Adaptable

Systematic
Functional

Simple
Resourceful
 Elements of Systems

Flow of work through a system

Input begins with the input of some
type of resource.

The transformation of input into

desired output takes place during
Processing the processing element, which
is composed of methods and
procedures.
 Elements of Systems

Interaction between the input

Output and processing elements
produces output.

Enables the system to determine

Feedback whether results are meeting
expectations.

Has both internal and external

Controlling
dimensions.
Steps Used in Designing or Modifying Systems

1. Clearly define the process to be studied.

2. Outline the details of the present process.

3. Analyze the present process.

4. Outline the improved process.

5. Install the new process.

Systems and Procedures Tools
Workload Chart
Flow Process Chart
Office Layout Chart
Right- and Left-Hand Chart
Operator-Machine Process Chart
Horizontal Flow Process Chart
EDP Block Diagram
 Workload Chart

Is also referred to as work distribution chart.

Identifies

1. Major activities performed by a given work

unit.
2. Amount of time a work unit as a whole spends on
each activity.
3. Activities performed by each employee and the
amount of time he/she spends performing the
activities.
Workload Chart Provides Answers
To These Questions
1. Is the work unit performing the work it is
intended to perform?
2. Are employees performing too many duplicate
operations?
3. Are the tasks that each employee performs of a
related nature?

4. Are the special skills and talents of the

employees being used to the fullest extent?
Workload Chart Provides Answers
To These Questions

5. Are the major functions of the work unit

actually consuming the greatest amount of
work time and effort?
6. Are the employees’ workloads evenly
distributed?

7. Are the employees productive?

8. Is the flow of work efficient?

Documents Used in Workload Chart Method

Daily Log Used by employees to keep

track of their daily activities.

Identifies the tasks per-

Summary Log formed by employees over
a longer period of time.

Provides a composite list

Activity List
of departmental activities
listed in descending order.
 Flow Process Chart

Is especially useful for identifying each

step in a specific work process.

Various steps comprising a process are

categorized as:
Operation
Transportation
Inspection
Delay
Storage
Each operation step is classified as a get ready, do,
or put away step.

Special attention should be focused on the

do steps because if they can be eliminated,
then the get ready and the put away steps can
probably be eliminated as well.
 Office Layout Chart

Is frequently used in conjunction with the flow

process chart.

Is well-suited for visualizing workflow.

Is used to identify backtracking, criss-crossing,

and inefficient workflow patterns.

Is completed by charting flow of work through the

premises.
 Right- and Left-Hand Chart

Is used to identify hand movements in a

particular work process.

Categories of movement:
Operation
Transportation
Hold
Delay

Contains space to summarize the present and

proposed processes and differences between them.
 Operator-Machine Process Chart

Is used to study the relationship between an operator

and the machine he or she uses.

Focuses on the opportunities to eliminate, simplify,

or combine as many steps as possible.
 Horizontal Flow Process Chart

Is useful for illustrating work processes that involve

multicopy forms.

Chart follows the movement of each copy of the

form through a given work area.

Is useful for outlining various procedures in each

subsystem.
 EDP Block Diagram

Is used in working with a variety of computer-

based processes.

Involves a series of well-defined symbols that

are interconnected with lines.

Involves a series of steps for which a “yes” or

“no” response is required.