BCA: 2nd SEMESTER US03CBCA27: STRUCTURED SYSTEMS

ANALYSIS AND DESIGN METHOD (SSADM)

UNIT: 2: SYSTEM DEVELOPMENT LIFECYCLE AND
STRUCTURED SYSTEMS ANALYSIS AND DESIGN METHOD
(SSADM)
 Introduction to System Development Life Cycle
System Analysis:
Problem Identification, Feasibility Study, System requirement analysis
System Design:
System design specification and programming, system implementation,
follow up and maintenance, evaluation
 Introduction and need of Structured Systems Analysis and Design (SSADM)
 SSADM Methodology:
System Survey, Structured Analysis, Structured Design, Hardware Study,
System Implementation and Maintenance
 Advantages of SSADM

System Development Life Cycle

SDLC is that there is a well defined process by which a system is conceived (analysis),
developed and implemented. SDLC recognizes the existence of a life cycle.
The main two steps of SDLC are:
1) System Analysis
2) System Design
Systems analysis involves:
1) Problem identification
2) Feasibility study and cost benefit analysis
3) System requirement analysis.
System design involves:
4) System design specifications and programming.
5) System implementation, follow up and maintenance
6) Evaluation of the system.

System Analysis

1) Problem identification
 One of the most difficult tasks of systems analysis is identifying the real problem of
the existing system. Experienced analysts spend considerable time in this task.
Without clear understanding of the problem in the system, any further work done will
lead to wastage of time and energy at a later stage.
 Hence, several questions must be posed before identifying the correct problem at this
stage itself. For example, the question may include
a. What is the actual problem?
 b. What are the causes for this problem?
c. Is it important to solve this problem?
d. How complex it is?
e. What are the likely solutions to this problem?
f. What type of benefit can be expected once the problem can be solved? And so
on.
 An important question is about how the problem can be notified? The problem may
come to the notice of the systems analyst from any one or more sources listed below:
Internal Environment External Environment
1. Company management 1. Customer
2. Employees of different 2. Management
department consultant
3. Internal auditors 3. Outside auditors

4. Data processing department 4.Government policies

5. Financial records 5. Competitions

 Further the types of problems which arise may be different. The types of problems
which are normally encountered in the systems are listed below:
1.Problem of Reliability: The system may not work properly all the time or for the
same procedure the system may give different results.

2.Problem of validity: Reports contain misleading (confusing) information.

3.Problem of Accuracy: Reports have many errors (for example in manual system,
the chances of having posting errors are more.)
4.Problem of Economy: The system is costly to maintain.
5.Problem of Timeliness: Reports are often late; queries are not answered in time.
6.Problem of capacity: Inadequate (insufficient) processing capacity, transmission
capacity and storing capacity.
7.Problem of Throughput: This is exactly the reverse of problem of capacity. Here
more capacity may be available but less work is being done. For ex, five
programmers doing the work which two programmers can accomplish.
 Problem identification also includes identifying the possible opportunities like new
market potential, new technology etc.
The advantages of problem identification in SDLC are:
 It helps in pinpointing the problems, setting proper system goals, determining the
boundaries of the project by taking into consideration the limitation of the available
resource.
 Before any further steps can be taken up, the problem must be stated in clear and
unambiguous words.
2) Feasibility Study and Cost Benefit Analysis
 Feasibility study is carried out whenever there is a complex problem or opportunity.
 It is in fact a preliminary investigation which emphasizes the “Look before you leap”
approach to any important project.
 A feasibility study is undertaken to determine the possibility or probability of either
improving the existing system or developing a completely new system. It helps to
obtain an overview of the problem and to get rough assessment of whether feasible
solutions exist.
Need for feasibility study
The feasibility study is needed to
1. Answer the question whether a new system is to be installed or not?
2. Determine the potential (possibility) of the existing system.
3. Improve the existing system.
4. Know what should be embedded in the new system.
5. Define the problems and objectives involved in a project.
6. Avoid costly repairs at a later stage when the system is implemented.
7. Avoid crash implementation of a new system.
8. Avoid the „hardware approach‟. i.e. getting a computer first, and then deciding
how to use it.
Method

To conduct a detailed feasibility study, an expert committee appointed is known as

“Steering Committee”. This committee generally consists of system analyst,
representatives from the departments which are likely to benefit from the project and
a chairman who is generally a key person in the organization.
The committee will look into
1. Technical feasibility
2. Economic feasibility
3. Operational feasibility.
1. Technical feasibility
• Can the work for the project be done with the present equipment, current
procedures, existing software technology and available personnel?
• If new technology is needed what alternatives will be needed in the present
structure. This will require a close examination of the present system. The
technical feasibility should ask questions related to:
1. Adequacy (capability) of available technology.
2. Adequacy of hardware
3. Available of computer
4. Operating time and support facilities etc.
2. Economic feasibility:
1. Identify the alternatives.
2. Determine costs and expected savings of each of the alternatives.

The costs must include both onetime costs and recurring costs.
One time cost may include:
a. Feasibility study cost
b. The cost of converting from present system to new system.
c. Construction or modelling of computer room/facilities.
d. Cost involved in software packages.
 Recurring costs may include:
a. Rental or purchase of equipments.
b. Salaries of personnel
c. Supplies
d. Equipment maintenance
In general, costs should be calculated for a five year period.
Further, return on investment in information system is a must at this stage
itself.
Return on investment analysis
Profitability and Return On Investment (R. O. I. ) are the two yardsticks
(measure) of measuring business performances.
ROI= Net Earning/Total Investment
ROI clearly indicates whether you are working on a right problem or not.
3. Operational or Behavioural Feasibility
• Will the system be used, if it is implemented? Will there be resistance
from users? This is necessary because “equipments do not cry but people
do cry”.
• The existing personnel normally worry about job security, loss of peer
group, changes in job context and so on whenever new systems are
proposed. If their voices are not heard at this stage, the problem will be
magnified at the implementation stage.
3. System Requirement Analysis:
Hence the requirement analysis will determine
1. What outputs are needed?
2. What inputs are needed to obtain these outputs?
3. What operations it must perform to obtain these outputs?
4. What resources must be used?
5. What operational and accounting controls are needed? Etc.
Different ways to assess the user requirements include:
1. Asking users directly.
2. Interviews.
3. Questionnaires.
4. Counting transactions and documents often by sampling.
5. Developing flowcharts.
 Requirements Analysis is one of the most important part of the system designing
process. The requirements analysis stage should yield a requirements statement
specifying enough details about the new system requirements.
 Finally it is necessary to document and present the requirements using special
tools like system flow charts, data flow diagrams and presentation graphics so that
system designer can understand the requirements clearly.
System Design
4. System Design Specifications and Programming
 As we move from system analysis to system design we are in fact moving from the
conceptual to the physical aspects of the life cycle i.e. we are moving from “what”
part to “how” part in system development.
 Now the stage is set for the system to be defined in terms of its specifications. These
specifications are:
 1. Output design
2. Input designs
3. Procedures
4. Information flow
5. Files and databases
6. Volumes
7. Manually used forms
8. Program specification etc.
 In addition, information on personnel, money, hardware facilities and their estimated
costs must be available. The estimated cost should not be more than actual cost of
implementation.
 The various steps in system design are in figure.

 The designer uses certain standard tools and techniques to organize and work through
the system specifications like output design, input design etc. These traditional tools
are:
1. System flow charts, computer procedure chart.
2. Decision tables
3. Input processing and output charts.
 A system analyst begins the design process by identifying reports and other outputs of
the system. The formats of the reports are decided by this stage and the specific data
are pinpointed.
 In the input design the data to be input, calculated or stored are described. Format of
the input forms and the procedures for processing are laid down at this stage.
  The designer than decides in the file design the following aspect.
1. Types of files
2. File structure
3. File organization including file access method
4. Choice of storage medium and availability of hardware.
 Designer must take care to provide complete and clearly outlined software
specification. Depending on the need, cost of software, availability of programmers
etc. finally documentation is essential to test the programs and carry on maintenance.
 When system design is completed, full details of developed system will be available.
This stage is the second check point and the system project team must take a decision
to implement the system or to stop implementation based on practicability
(probability) of design.
 A final report prior to the implementation phase including procedural flow charts,
record layouts and a working plan for implementing the system is prepared.
5. Implementation, follow up and Maintenance:
 Implementation may not be a creative process but certainly is a difficult task. This is
because users have to accept the system. Hence human considerations will have to be
attended very carefully.
 Implementation includes:
1. Site preparation
2. Installation of new equipment
3. User‟s training, seminars, meeting to gain user support
4. Use of new inputs and procedures
5. Trial and parallel runs of the system on the computer
6. Gradual phasing out of the old system.
 Maintenance is the „tail end‟ of the life cycle but it is most expensive and consumes
energy, cost and time in the long run.
 After a new system has been implemented, problems and errors and discrepancies
differences appear and must be fixed. This requires „system maintenance‟ as an
ongoing process.
 Generally hardware vendors take the burden of hardware maintenance.
 In case of software, vendors provide newer versions which help system enhancements
thereby increasing processing capabilities.
 Hence the systems analyst needs to concentrate more on “document maintenance” and
system efficiency.
 When the system maintenance becomes more costly and time demanding, new
systems will have to be thought of, thereby completing the full system life cycle.
6. Evaluation of the system
 Evaluation is nothing but feedback for the system. This is the third and final
checkpoint of SDLC. Naturally evaluation considers the strengths and weaknesses of
a system. It includes
1) Development evaluation: This decides whether the system is developed on
time and within the budget. Also it includes assessment of development
methods and tools.
2) Operational evaluation: This consider
a) Response time
b) Ease of use
c) Reliability of computation
 d) Adequacy of storage capability etc.
3) User management Assessment Evaluation: How often managers use the
information system and how far they are satisfied judge the real worth of a
system. If the management is satisfied then generally the organization also is
satisfied.

 What is SSADM?
Structured systems analysis and design is a well defined approach in the form of
methodology. It is not new. SSADM is in fact a modified form of SDLC. Hence we
can also call SSADM as SDLC using structured techniques
SSADM consists of:
1. System Survey
2. Structured Analysis
3. Structured Design
4. Hardware study
5. Implementation and
6. Maintenance
 SSADM Methodology
1. System survey
The first step in SSADM is system survey. The sub activities in survey are
1.Identify the scope of the current system.
2.Identify and list the deficiencies in the current system by taking into
consideration the user requirements.
3.Establish new system goals and identify the constraints.
4.Prepare a document consisting of
 goals and objectives
 customized project life cycle
 constraints regarding technical and procedural aspect
 cost benefit analysis

This phase is similar to feasibility study in SDLC.

2. Structured Analysis
The second stage in SSADM is Structured Analysis which is the most important
part. Structured Analysis is a set of techniques and graphical tools. They allow
the analyst to develop a new kind of system specifications that are easily
understandable to the user. Here the 'analyst uses graphic symbols, Data Flow
Diagrams (DFDs) and Data Dictionaries (DDs) to represent the system.
Sub process 2.1: To study current system:
Here while studying the current system, the analyst identifies
1. The external entities
2. The list of processes performed in the current system
3. Sequence of these processes
4. Data used for the processes
5. How the processes are performed etc.

Sub process 2.2: To derive logical equivalent DFD

 A physical model is a pictorial representation showing how the job is performed
physically. This includes the sequence of operations, people, computer
processing, paper forms etc. But to understand the information system properly it
is necessary to know where from the data emanates? How does it move? Where
does it end? Etc.
This requires a pictorial representation of the system that shows what processes
must be performed, the flow of the data through the system and the data stores
(files) that are required. That is a logical DFD of the working of the current
system is needed. This is what exactly the sub process 2.2 does.
Sub process 2.3: Develop logical model of new system
The logical DFD obtained in 2.2 is modified on the basis of the survey conducted
and according to user‟s requirements. This new DFD will inform the user which
requirements of his will be met. The output of this sub process is a new logical
DFD of the proposed' system. The output will also include data elements, files,
outputs, inputs etc. i.e. a new data dictionary.
Sub process 2.4: Establish man-machine interface
The output of 2.3 is the logical DFDs and DDs for the proposed system. But to
bring this conceptual idea to the real life world, we need DFDs relating physical
things like people, forms, computers and their relationships. This is done by
preparing physical DFDs for proposed system in this Subprocess. The activities
in this sub process include identifying.
1.How will the new system work?
2.Processes, sequence of processes, data used for the 'processes etc. and
3.The interaction between manual and automated process
The output of this sub process is the new physical DFDs which will serve as the
input for the sub processes 2.5. And 2.6.
Sub process 2.5: Quantify Costs and Benefits:
Here, the various options are identified in terms of costs and benefits
Cost
 One time cost
1. Cost of converting from present system to proposed system.
2. Construction or remodeling of existing facilities.
3. Hardware cost.
Recurring cost

1. Salary of personnel
2. Supplies
3. Equipment maintenance
Benefit
Tangible benefit
1. Reduction in cost of operation.
2. Increased value in sales and net income.
3. Reduced time in completing the tasks.
Intangible Benefits
1. Customer satisfaction
2. Better employee morale due to better facilities.
3. Better company image.
 4. Satisfaction to management about entering into newer
information technologies
The life span of the new system has to be decided by taking into consideration
Net Present Value and Internal Rate of Return of the future cost benefits. The
output of this sub process will be the cost benefit analysis report which will serve
as the input for sub process 2.6.
Sub process 2.6: Select the best option
The inputs for this sub process are cost benefit analysis report and physical DFD
of proposed system. In this sub process, the most important activity of taking the
decision of selecting the best option is carried out. This selection outlines the
hardware and software requirements.
The estimated budget for the proposed system is worked out. The outputs of this
sub process are:
1. Estimated budget
2. Physical requirements and s
3. DFDs for the selected option. Sub process
Sub process 2.7: Package Specifications
Now that all the conceptual thinking of the analysis phase is over, the only
remaining task is to collect the products of analysis and organize them into
finished structured specifications. This process is called "Packaging". The final
result of this is the structured specifications which consist of an interpreted set of
DFDs, DDs and process descriptions. This is done through the usage of
Structured English, Decision Tables and Decision Trees.

3. Structured Design
Structured Design is a data-flow based methodology. The input for structured
design is structured specifications which is the output of structure (analysis. It
also receives input from the hardware study. (Step
What we do in the system design process is to convert the logical design
specifications (Le. structured specifications) into technical design specifications.
In short, system design involves transforming a logical design into a physical
design. This step is much more exacting than designing logical design
specifications. Here the important activity is "Software Packaging".
The Software packaging includes:
1. Input-output design
2. Files and Database design
3. Program design and
4. Control Design
Activities that run parallel to this detailed design steps of software packaging are:
1. Equipment specifications
2. Test specifications and
3. User interface specifications
The main input, structured specifications (i.e. logical design specifications) is
used to derive structure charts. The most difficult step in SSADM is that of
converting DFDs of structured specifications into software packages. To do
this, we need to construct what is called structuredcharts. A Structured chartis a
 documentation technique. It shows the hierarchy of modules and their
interrelationships in a program or a system.
While a DFD considers a sequential order of processes the structured chart
begins with the most important process (BOSS) and then goes on to its
subordinate processes. The top level of structured chart shows the most
important division of work, the lowest level at the bottom shows the details.
This is essential to divide the total design.
Process into smaller independent modules which in turn help to have flexibility
in the design, any changes made in one particular module will not affect the
other modules. Hence this technique provides a top-down, flexible design
which is easier to maintain.
To maintain a dialogue with users during the process of system design is often
difficult. Wise designers make it a point to involve users at several stages in the
design and more particularly in the earlier stages of the design itself. For this,
they use a technique called Structured Walk through. A Structured Walk
through is an organized step bystep tracing through of a design by a group of
people. The group may be peer group or users. The purpose of Walk through is
to find where improvement can be made in the system or in the development
process.
There are two types of Structured Walk thorough.
1.A Preliminary Design Walk through
2.A Detailed Design Walk through
In addition a Pseudo code Walk through is performed just before a design is
coded.
Walkthroughs are conducted
1. To catch design errors in advance
2. To improve communication and
3. To fine tune a design
4. Configuring Hardware Study
This step considers the physical requirements of the proposed system. It is based
on the new physical DFDs, DD of Step 2.
Here we should specify the details of the configuration to be used in the
implementation stage. These configuration details go as input for equipment
specification process in Step3. The cost involved and the present worth of the
benefits to be accrued are considered here for hardware specifications.
5. Constructing the System and Implementation
The implementation process begins after the management has accepted the new
system. System implementation consists of five components
1. System Acquisition
2. Programming
3. Testing
4. Conversion
5. Documentation
1. System Acquisition: It involves the purchase of hardware, packaged software
and software services. Here the systems analyst and designer work together to
determine the best place to make these outside purchases. Another important
part of system acquisition is the actual purchase of goods and services.
 2. Programming: It is the writing of instructions to be read and executed by a
computer. Programming is performed by computer programmer or
programmer rather than by systems analyst or designer. Normally teams of
programmers work under the direction of lead programmer-typically a system
designer. Tasks in programming include writing the coded instructions, testing
each segment of the code and testing the entire computer programme once it is
completed.
3. Testing: It consists of putting together the various coded pieces of a design,
testing them and correcting the parts of the code or the design that are not
correct. At this stage some errors are introduced purposely to test whether they
will be spotted by the program.
4. Conversion: Once the system has been tested successfully then the .part
which remains is that of putting them into the operation. The conversion
team must manage the smooth changeover from the old system to the new
system. This requires :
1. Training of personnel
2. Modifying parts of the old system
3. Running parallel system or dual system until everything
goes as planned.

5. Documentation: Documentation means putting it in the written form

about how a system is designed or functions. The documentation includes
1. Design Documentation: It describes the overall system design and
includes system flowcharts, all input/output formats, file description,
control requirements and report specifications.
2. Program Documentation: It consists of programming specifications
like program logic, graphic aids, input-output formats etc.
3. Training Documentation: It includes user training manuals and
materials to be used in the conversion and the installation of new
system.
4. Operations Documentation: It contains instructions for normal
operations as well as directions for handling problems and
breakdowns.
5. User reference Documentation: It carries on after training is over and
the system is installed. It should provide quick, clear answers like a
dictionary.
6. Maintenance: This is the last step in the system life cycle. However it takes the
longest duration. Maintenance may be corrective, adaptive or perfective. In
corrective maintenance .errors or bugs ere rectified. In the adaptive maintenance
the user requirements if any are still considered and the necessary changes are
made. In perfective maintenance efforts will be constantly going on to perfect the
system in terms of response time and resource requirements.
DFD for SSADM

DFD for Structured Analysis

DFD for Structured Design

Advantages of SSADM
Some of the important advantages of SSADM are:
a. Good Documentation: In the structured methodology well defined
documentation takes place. Hence it is easy for the analysts, users and
programmers to understand and use.
b. Better Communication: Since structured methodology is graphic it provides
easy to understand presentation of the application. The DFD, for example,
presents a better picture than any other comparative tool.
c. Standardization: Before the emergence of the structured methods, the
systems analyst used to have their own methods of designing computerized
system. But structured methodology offers very little scope for individual
approach.
d. Modularization: The process is partitioned so that we have clear picture of
the smaller modules which is essential to understand the system thoroughly.
e. Logical Design: The SSADM is more logical than physical. The elements of
the system do not depend on vendor or hardware.
f. User oriented: The SSADM consults user at every stage of development·
thereby leaving no scope for rejection after the system is implemented.
g. Maintainability: The need for maintenance arises due to errors, modified
user requirements and enhancements. The structured methodology takes into
account this aspect, hence maintenance becomes cheaper.