COURSE TITLE: SYSTEM ANALYSIS AND DESIGN

PAPER CODE: CSE 4205

LECTURER: MASESE CHUMA- 0701260004

TOPIC: INTRODUCTION TO SYSTEMS ANALYSIS AND DESIGN

CHAPTER: ONE

Objective

By the end of this session, students will be able to:

1. To define system analysis and design
2. To understand properties of a system and its elements
3. To discuss types of system and models
OUTLINE

1.0 Introduction
2.0 Systems Analysis
3.0 Systems Design
4.0 What is a System?
5.0 Constraints of a System
6.0 Properties of a System
7.0 Elements of a System
8.0 Types of Systems
9.0 Systems Models
10.0 Categories of Information
11.0 summary

introduction
Systems development is systematic process which includes phases such as planning,
analysis, design, deployment, and maintenance. Here, in this class, 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:

1. A system must have some structure and behavior which is designed to achieve
a predefined objective.
2. Interconnectivity and interdependence must exist among the system
components.

3. 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 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.

Systems Models

Schematic Models
A schematic model is a 2-D chart that shows system elements and their linkages.

Different arrows are used to show information flow, material flow, and
information feedback.

Flow System Models

A flow system model shows the orderly flow of the material, energy, and
information that hold the system together.

Program Evaluation and Review Technique (PERT), for example, is used to

abstract a real world system in model form.

Static System Models

 They represent one pair of relationships such as activity–time or cost–quantity.
The Gantt chart, for example, gives a static picture of an activity-time
relationship.

Dynamic System Models

Business organizations are dynamic systems. A dynamic model approximates the
type of organization or application that analysts deal with.

It shows an ongoing, constantly changing status of the system. It consists of:

a) Inputs that enter the system
b) The processor through which transformation takes place
c) The program(s) required for processing
d) The output(s) that result from processing.

Categories of Information

There are three categories of information related to managerial levels and the decision
managers make.

Strategic Information
This information is required by topmost management for long range planning
policies for next few years. For example, trends in revenues, financial investment,
and human resources, and population growth.

This type of information is achieved with the aid of Decision Support System
(DSS).
Managerial Information
This type of Information is required by middle management for short and
intermediate range planning which is in terms of months. For example, sales
analysis, cash flow projection, and annual financial statements.

It is achieved with the aid of Management Information Systems (MIS).

Operational information
This type of information is required by low management for daily and short-term
planning to enforce day-to-day operational activities.
For example, keeping employee attendance records, overdue purchase orders,
and current stocks available.

It is achieved with the aid of Data Processing Systems (DPS).

SUMMARY

System 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.
System 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:
i. Systems;
ii. Processes
iii. Technology