Topic 4: IT systems

4.1 Systems design

An IT system is a combination of hardware, software, processes, and people working together

to process, store, transmit, and manage information within an organization. The effective
coordination and integration of these components contribute to the overall functionality and
success of the IT system. IT systems are pervasive in organisations. They are used for stock
control, booking, asset management, and logistics. These systems operate effectively
because they are designed and planned.

4.1.1 Understand the concept of an IT system:

 hardware
 software
 processes
 people

a. Hardware: This refers to the physical components of the IT system, such as computers,
servers, networking devices, storage devices, and other tangible equipment. Hardware
provides the infrastructure necessary for software applications to run and for data to be
processed and stored.

b. Software: Software encompasses the programs, applications, and operating systems

that enable users to perform specific tasks on the hardware. It includes both system
software (like the operating system) and application software (such as word processors,
databases, and other tools).

c. Processes: Processes in the context of IT systems refer to the series of actions or steps
that are executed to achieve a specific outcome. These can include business processes,
data processing workflows, and other procedures designed to accomplish tasks efficiently
and accurately.

d. People: People are a crucial component of any IT system. This includes individuals who
use the system to perform tasks, IT professionals responsible for managing and
maintaining the system, and stakeholders who define requirements and goals for the
system. The human element is integral to the successful design, implementation, and
operation of IT systems.
IT system types could include, e.g.:

 Information systems
◦ Transaction Processing Systems- A transaction process system (TPS) is an
information processing system for business transactions involving the
collection, modification and retrieval of all transaction data.
 ◦ Management Information Systems- Management Information Systems (MIS)
is the study of people, technology, organizations, and the relationships among
them.
◦ Executive Information Systems- An executive information system (EIS) is a
decision support system (DSS) used to assist senior executives in the decision-
making process.
◦ Decision Support Systems- A decision support system (DSS) is a computer program
application used to improve a company's decision-making capabilities.
 Control systems
◦ central heating systems
◦ vehicle management systems
◦ robotic systems
◦ security systems

 Communications systems
◦ email
◦ video conferencing
◦ Voice Over IP (VOIP)

 Expert Systems and Neutral Networks

◦ medical diagnosis
◦ engine diagnosis
◦ financial advice and transactions (robo trading)- Robotrader is a fully
automated trading software that can be used to trade in stock and commodity
markets
◦ rendering text to speech
◦ image recognition

4.1.2 Understand how to decompose a system into smaller sub-systems and components.

Decomposing a system into smaller sub-systems and components is a fundamental process in

system design and architecture. This decomposition allows for better manageability,
scalability, and modularization of the system.

The process of decomposing a system into simpler terms:

1. Understand what the system needs to do:

 Clearly know what the system is supposed to achieve and the things it needs to
do.

2. Figure out where the system starts and ends:

  Define what's part of the system and what's not.

3. List the main jobs the system has to do:

 Break down the big tasks into smaller, manageable jobs.

4. Break those jobs into even smaller pieces:

 Take each small job and break it into even tinier tasks.

5. Put similar tasks together into groups:

 Group tasks that are related to each other.

6. Look at each group as its own little system:

 Treat each group of tasks as a small, independent system.

7. Break down each group into individual parts:

 Take each group and break it into individual pieces, like building blocks.

8. Explain what each piece does:

 Clearly say what each building block is supposed to do.

9. Try to make each piece work on its own:

 Make sure each building block can do its job without relying too much on the
others.

10. Keep things separate and organized:

 Try to keep the building blocks from depending too much on each other. Keep
things neat and organized.

11. Make sure each piece has a specific job:

 Each building block should have a clear and specific purpose.

12. Think about how everything works together:

 Consider how the building blocks communicate and work together to make the
whole system function.

13. Make improvements and adjustments:

  If things change or you find a better way, go back and make adjustments.

4.1.3 Be able to design IT systems, from individual components and sub-systems, to meet
specified requirements.

Designing IT systems involves creating a plan for how different components and sub-systems
will work together to meet specific requirements.

Here's a step-by-step guide to designing IT systems:

Understand Requirements:Clearly define the requirements of the IT system. This includes

functional requirements (what the system should do) and non-functional requirements (how
well it should do it, e.g., performance, security).

Identify Components and Sub-Systems:Break down the system into smaller components and
sub-systems based on the identified requirements.

Define Interfaces:Clearly define how different components and sub-systems will communicate
with each other. This involves specifying the inputs, outputs, and data formats.

Choose Technologies:Select the appropriate technologies for each component, considering

factors like scalability, compatibility, and maintainability.

Ensure Modularity:Design components to be modular, meaning they can function

independently and be easily replaced or upgraded without affecting the entire system.

Consider Reusability:Identify opportunities for reusing existing components or leveraging

third-party solutions to save time and resources.

Address Security Concerns:Implement security measures at each level to protect against

potential threats. This includes data encryption, access controls, and other security practices.

Define Data Storage and Retrieval:Determine how data will be stored, retrieved, and
managed within the system. Choose appropriate database technologies and data storage
methods.

Plan for Scalability:Design the system to handle growth in terms of data volume, user load, or
additional features. Consider scalability both vertically (adding more resources to existing
components) and horizontally (adding more instances of components).

Optimize Performance:Ensure that the system performs efficiently. Optimize code, database
queries, and other processes to meet performance requirements.
Incorporate Fault Tolerance:Plan for system reliability by incorporating fault-tolerant
measures. This may involve redundancy, backup systems, and disaster recovery plans.

Consider User Experience:Design the system with a focus on user experience. Ensure that the
interface is intuitive, responsive, and meets user expectations.

Document the Design:Create comprehensive documentation that outlines the system

architecture, component functionalities, interfaces, and any design decisions made. This
documentation is valuable for future maintenance and updates.

Review and Iterate:Conduct reviews of the design with relevant stakeholders to gather
feedback. Be open to iterations and improvements based on feedback and changing
requirements.

Implementation Plan:Develop a plan for implementing the designed system. This includes
deployment strategies, testing procedures, and any necessary training for users.

4.1.4 Understand the concept of ‘fitness for purpose’ when evaluating systems.

Fitness for purpose is simply an evaluation of how well an organization or team delivers
what it is in the business of (its purpose).

"Fitness for purpose" is a concept used to evaluate systems and assess whether they meet the
specific needs and requirements for which they were designed. In essence, it involves
determining whether a system is suitable, effective, and capable of performing the tasks or
functions it was intended for.

Alignment with Requirements:A system is considered fit for purpose if it aligns well with the
specified requirements. It should fulfill the functional and non-functional criteria outlined
during the design and development stages.

User Satisfaction:The satisfaction of end-users is a critical factor in assessing fitness for

purpose. If the system meets the needs and expectations of its users, it is likely to be
considered fit for its intended purpose.

Effectiveness in Performance:The system should demonstrate effective performance in

carrying out its functions. This includes the accuracy, speed, and reliability with which it
performs tasks.

Reliability and Stability:Fitness for purpose implies that the system is reliable and stable under
various conditions. It should operate consistently and without unexpected failures.
Scalability:Depending on the requirements, a fit-for-purpose system should be capable of
scaling to handle increased loads or additional functionalities without significant degradation
in performance.

Adaptability to Changes:As business or user needs evolve, a system's fitness for purpose is
enhanced if it can adapt to changes easily. This includes accommodating updates,
integrations, or modifications.

Security and Compliance:A system must meet security standards and comply with relevant
regulations. Ensuring data integrity, confidentiality, and protection against unauthorized
access contributes to its fitness for purpose.

Cost-Effectiveness:The cost of implementing and maintaining the system should be

proportionate to the value it provides. A fit-for-purpose system is one that offers good value
for the resources invested in its development and operation.

Usability and User Interface:The system should have a user-friendly interface and be easy to
use. Usability is a crucial aspect of fitness for purpose, as it directly impacts user satisfaction
and efficiency.

Feedback and Continuous Improvement:Systems should be designed to receive feedback

from users and stakeholders. Continuous improvement processes ensure that the system
remains fit for purpose over time, adapting to changing needs and technology advancements.

Meeting Business Goals:Ultimately, the fitness for purpose is closely tied to whether the
system contributes to achieving the broader goals of the organization. It should support the
overall mission and objectives.

Question

A small business needs a new IT system.

The design of the new system needs to specify the hardware, software, and processes
required.

(a) The new IT system must be fit for purpose.

Explain how fitness for purpose of a new system is evaluated.

Ans.

• set of requirements (1)

• measurable criteria (1)

• agreed (with the customer/client) (1)

And at least one of:

• comparison of performance against criteria/specification (1)

• may involve product/delivery/installation (1)

Examples:

• There needs to be a set of criteria (1) agreed by the customer (1) that can be measured to
see if they have been met (1)

• A set of customer (1) requirements (1) that can be compared with delivered product (1)

4.2 Dataflow

4.2.1 Understand the concept of and need for dataflow diagrams.

A data flow diagram (DFD) is a visual representation of the information flow through a process
or system. DFDs help you better understand process or system operation to discover
potential problems, improve efficiency, and develop better processes.
4.2.2 Be able to interpret and create data flow diagrams for a given scenario.

Example
 Invoice/Receipt

Order part/Process order

Order(s)

Stock room(Staff)

Create/raise/write reports

Supplier/wholesaler/manufacturer
 Fuel type

Fuel volume

Fuel price

Pump Number

Cash/Money

Print receipt
(b) Sometimes, customers leave without paying for the fuel. In order to stop this, the
service station puts a camera and a motion sensor on each of the four pumps.
The service station will have a date- and time-stamped photograph of all vehicles
using the service station.
Draw a flow chart to describe this process.
(6)
4.3.1 Understand the concept of and need for flow charts.

What is a flowchart?

A flowchart is a diagram that depicts a process, system or computer algorithm.

4.3.2 Be able to interpret and create flow charts for a given scenario.
 4.4.1 Understand the advantages and disadvantages of IT systems for individuals and
organisations.

 Advantages of Information System. 1) Storage and protection of information. 2) More

efficiency and greater productivity. 3) Reduced risk of errors. 4) Better communication.
 Disadvantages of Information System. 1) Expensive. 2) Reduction in jobs. 3) Security
breaches.

Advantages of IT Systems:

Increased Efficiency:

Individuals: Automation of routine tasks allows individuals to focus on more creative and
complex aspects of their work.

Organizations: Streamlined processes and automation contribute to increased productivity and

efficiency in various operations.

Improved Communication:

Individuals: Facilitates real-time communication through email, instant messaging, and video
conferencing, allowing individuals to connect regardless of geographical locations.

Organizations: Enhances collaboration among teams, both within the organization and with
external partners.

Access to Information:

Individuals: Provides easy access to a vast amount of information, supporting research,

learning, and personal development.

Organizations: Enables quick access to relevant data, fostering informed decision-making.

Global Connectivity:

Individuals: Allows individuals to connect with people globally, fostering cultural exchange and
collaboration.

Organizations: Facilitates global business operations, expanding market reach and

opportunities.

Innovation and Competitive Advantage:

Individuals: Access to innovative tools and platforms encourages creativity and personal
development.

Organizations: IT systems enable businesses to adopt new technologies, stay competitive, and
innovate in their products and services.

Cost Savings:

Individuals: Online tools and services often reduce personal expenses on travel,
communication, and entertainment.

Organizations: IT systems can streamline processes, reduce paperwork, and lower operational
costs.

Data Storage and Retrieval:

Individuals: Cloud storage provides a convenient and secure way to store personal data and
files.

Organizations: Efficient data storage and retrieval systems contribute to better data
management and analytics.

Disadvantages of IT Systems:

Security Concerns:

Individuals: Risk of identity theft, data breaches, and privacy invasion.

Organizations: Cybersecurity threats, including malware, phishing, and hacking, pose significant
risks to sensitive data.

Dependency and Reliability Issues:

Individuals: Reliance on technology may lead to stress and frustration when systems fail.

Organizations: Downtime, system failures, or technical glitches can disrupt business operations.

Social Isolation:

Individuals: Excessive reliance on virtual communication may lead to reduced face-to-face

interactions.

Organizations: Virtual work environments can impact team cohesion and employee
engagement.
Initial Costs and Maintenance:

Individuals: Purchasing and maintaining devices and software can be expensive.

Organizations: Initial setup costs, ongoing maintenance, and software updates can strain
budgets.

Job Displacement:

Individuals: Automation and technology advancements may lead to job displacement in certain
industries.

Organizations: Implementing advanced technologies may require reskilling employees, and

there could be resistance to change.

Ethical Concerns:

Individuals: Concerns related to privacy, data ethics, and the misuse of personal information.

Organizations: Ethical considerations in data handling, AI applications, and technology use.

Environmental Impact:

Individuals and Organizations: The production and disposal of electronic devices contribute to
environmental concerns.

4.4.2 Understand how a range of contemporary digital devices, peripheral devices, storage
devices and memory are used in IT systems to meet the needs of individuals and
organisations.

Digital Devices:

1. Personal Computers (PCs):

 Individuals: Used for various tasks like browsing, word processing, gaming, and
entertainment.

 Organizations: Essential for office tasks, software development, data analysis,

and communication.

2. Laptops and Notebooks:

 Individuals: Portable and suitable for on-the-go computing needs.

 Organizations: Used for remote work, business meetings, and field operations.

3. Smartphones and Tablets:

  Individuals: Integral for communication, social media, productivity, and
entertainment.

 Organizations: Support mobile workforces, communication, and access to

business applications.

4. Wearable Devices:

 Individuals: Fitness trackers, smartwatches, and augmented reality glasses for

health monitoring, notifications, and immersive experiences.

 Organizations: Used in healthcare for patient monitoring and in industries for

hands-free operation.

Peripheral Devices:

1. Printers:

 Individuals and Organizations: Used for document printing, including reports,

invoices, and presentations.

2. Scanners:

 Individuals and Organizations: Convert physical documents into digital formats

for storage and sharing.

3. External Hard Drives:

 Individuals: Provide additional storage for personal files, backups, and

multimedia.

 Organizations: Used for data backup and storage expansion.

4. USB Flash Drives:

 Individuals and Organizations: Portable storage for transferring and sharing

files.

5. Webcams and Microphones:

 Individuals: Essential for video conferencing, online meetings, and content

creation.

 Organizations: Support remote collaboration and virtual communication.

6. Keyboards and Mice:

 Individuals and Organizations: Input devices for interacting with computers

and navigating software.
Storage Devices:

1. Hard Disk Drives (HDD) and Solid-State Drives (SSD):

 Individuals and Organizations: Used for primary storage of operating systems,

applications, and user data.

2. Network Attached Storage (NAS):

 Individuals and Organizations: Centralized storage accessible over a network

for sharing and collaboration.

3. Cloud Storage:

 Individuals and Organizations: Internet-based storage services for remote

access, collaboration, and data backup.

Memory:

1. RAM (Random Access Memory):

 Individuals and Organizations: Fast, volatile memory used by the computer's

CPU for active tasks and running applications.

2. ROM (Read-Only Memory):

 Individuals and Organizations: Non-volatile memory containing firmware or

BIOS, essential for system boot-up.

3. Flash Memory:

 Individuals: Found in USB drives, SD cards, and SSDs for portable storage.

 Organizations: Used in enterprise storage solutions and embedded systems.

4. Cache Memory:

 Individuals and Organizations: High-speed memory used to store frequently

accessed data for quick retrieval by the CPU.
The dummy (pacifier):
• monitors the baby’s temperature and sends an alert if the temperature goes
too high
• can be located if lost
• works with a smartphone.
Give four ways in which the system could accomplish these tasks.
(4)
The country of Varma Loko has several large towns, joined by a toll road.
Every vehicle has a passive RFID tag with a unique ID, linked to the driver’s account.
Each entry to the toll road has a check point. It uses a radar set to detect if a vehicle is
present or not.
When a vehicle is detected at a check point its tag ID is read. The barrier is then raised
to allow the vehicle to pass and dropped again afterwards.
Drivers are charged a fixed toll each time they pass through a check point.
The system updates the driver’s account by adding the toll charge.
Drivers must pay into their account at a physical payment point.

Draw a dataflow diagram for the system.(12)

A small business needs a new IT system.

The design of the new system needs to specify the hardware, software, and processes
required.
(a) The new IT system must be fit for purpose.
Explain how fitness for purpose of a new system is evaluated.
(3)
Figure 1 is a diagram of the network for the new IT system.
Figure 1

(b) (i) The system designer should consult with the people who will be working with
the new IT system. One of these would be the business owner.
Give two other people who should be consulted.
(2)

employee/user (1)
• network manager (1)
• network administrator (1)
• (network) technician (1)
architect

(ii) Explain two network-based security processes that should be specified and
designed for the new IT system.
(4)
A transport company runs bus services on several routes in a large town.
The company has an IT system that provides passenger services at bus stops
including:
● a scrolling display that gives details of the next three buses that are due to arrive
● a contactless card terminal with a touch screen that allows a passenger to
add credit to and/or check the credit remaining on a card and displays the
transactions.
Displays and transactions are handled by the company’s server.
Real time information for each bus’s location is produced by:
● buses connecting to the company by 3G signals
● buses reporting their current location as they pass each bus stop.
(b) Explain why a dataflow diagram is useful when planning an information system.

(3)
(b) When a player wants to play the online game they must log in to their account.
If a player has forgotten their password, they must start a ‘change password’
process.
Clicking on the ‘forgot my password’ button starts the process.
The player must then:
• enter their email address
• enter their date of birth
• click the ‘change password’ button.
The system then checks the email address and date of birth against stored
records.
If a match is found a random password is generated and emailed to the player.
If a match is not found an error message is generated and the player must try
again.
Here is a partially completed flowchart.
Complete the flowchart to show how the ‘change password’ process works.(6)