INTRODUCTION TO

SYSTEM ANALYSIS
FUNDAMENTALS
Chobodi Padmaperuma
Lecturer in Information Technology
BSc.in CS(UCSC), MCS, MCSSL
Outline
• System Analysis Fundamentals
• Importance of System Analysis
• Phases of System Analysis
• Stakeholder Identification
• Requirement Analysis
• System Design
What is 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.
• Analysis specifies what the system should do.
Importance of System Analysis
System analysis is a critical process in the development, maintenance, and
optimization of information systems and business processes. It plays a pivotal role in
ensuring that technology and software solutions effectively meet the needs and
goals of an organization. Here are some of the key reasons why system analysis is
important.
• Requirement Identification
• Problem Solving
• Cost-Efficiency
• Risk Management
• Design and Development
• User Satisfaction
Phases of System Analysis
• System analysis is typically divided into several phases or steps that guide the
process of understanding, defining, and designing a system or a solution to a
problem.
• These phases help ensure that the resulting system meets the needs and
expectations of stakeholders and is well-designed for its intended purpose.
• The exact number and details of the phases may vary depending on the specific
methodology or approach used, but the following are common phases in system
analysis:
Phases of System Analysis
• Feasibility Study
• Requirement Gathering and Analysis
• Problem Identification
• System Design
• System Specification
• Validation and Verification
• Cost-Benefit Analysis
• System Architecture
Stakeholder Identification
• Stakeholders in the system analysis process are individuals, groups, or entities
who have a vested interest in the outcome of a system development or
improvement project.
• They play various roles and contribute in different ways to ensure that the project
meets its objectives. Identifying and involving the right stakeholders is crucial for
the success of the project.
Stakeholders
• End Users
• Customers/Clients
• Business Owners/Management
• Project Managers
Requirements Analysis
• The process of gathering, documenting, and analyzing user requirements is a
critical phase in system analysis.
• It involves understanding the needs and expectations of the end-users and
stakeholders to ensure that the system being developed will meet their specific
requirements.
• Identify Stakeholders: Begin by identifying all the relevant stakeholders,
including end-users, business owners, subject matter experts, and anyone who will
have a vested interest in the system.
• Plan the Requirements Gathering: Develop a requirements gathering plan that
outlines the objectives, methodologies, and resources for the process. This plan
should specify how requirements will be collected, documented, and analyzed.
• Conduct Interviews: Schedule one-on-one interviews with key stakeholders to
gain a deeper understanding of their requirements and expectations. During
interviews, ask open-ended questions to encourage stakeholders to express their
needs and concerns.
• Surveys and Questionnaires: Depending on the size of the user base, consider
using surveys or questionnaires to collect input from a larger number of users.
Surveys can be structured with a mix of closed-ended and open-ended questions.
• Observations: Observing users in their work environment can provide valuable
insights. This method allows you to see how tasks are performed and identify pain
points or opportunities for improvement.
System Design
• System design is a crucial phase in the software development life cycle and
broader systems engineering processes. It involves transforming the requirements
gathered during system analysis into a detailed, comprehensive plan for building
and implementing the system.
• System design typically encompasses several key aspects, including architectural
design, technical specifications, and user interface design.
Implementation
• Coding: Software developers write code according to the specifications outlined in the
system design. This phase can involve multiple programming languages and
technologies, depending on the project's requirements. Code should be well-structured,
modular, and thoroughly documented to enhance maintainability.
• Database Setup: If the system includes a database, database administrators configure
and set up the database system. This includes creating tables, defining data structures,
and implementing security measures for data storage and retrieval.
• Integration: If the system needs to interact with external systems or components,
integration work is performed. This may involve using APIs, middleware, or custom
code to connect the system to other services or data sources.
• Hardware Setup: If the system involves hardware components, such as servers,
network infrastructure, or IoT devices, the hardware is configured and set up to support
the software.
Testing and Quality Assurance
• Testing and quality assurance (QA) are integral parts of the software development
and system implementation process.
• They are essential for ensuring that the software or system functions correctly,
meets the requirements, and delivers a high level of quality.
• Requirements Review
• Test Planning
• Test Design
• Test Environment Setup
• Test Execution
• Defect Reporting
• Regression Testing
• Performance Testing
• Security Testing
• Usability Testing
• User Acceptance Testing (UAT)
• Quality Assurance (QA)
• Test Automation
• Documentation
Deployment
• Once the system passes all necessary tests, it is deployed to a production
environment.
• Deployment may involve data migration, configuration adjustments, and ensuring
that the system is ready for use by end-users.
Maintenance and Updates
• As the system is used, ongoing maintenance, updates, and patches are necessary
to address bugs, enhance features, and adapt to changing requirements.
Case Study
Library Management System Upgrade:
• Scenario: A public library is facing challenges in managing its operations efficiently due to
outdated software and manual processes.
• System Analysis: System analysts are tasked with conducting a thorough analysis of the
existing system, including understanding user needs, identifying bottlenecks, and
assessing the feasibility of an upgrade.
• Solution: The team conducts interviews and surveys with library staff and users, creates
data flow diagrams to visualize processes, and identifies key requirements. They
recommend an integrated library management system with online catalog access, self-
checkout kiosks, and improved reporting capabilities.
• Outcome: The library successfully upgrades its system, resulting in improved patron
experiences, reduced staff workload, and better inventory management.
Library Management System Functional
Requirements:
• User Authentication:
• Requirement ID:
• Description: The system must provide user authentication for both library staff
and members. Users should log in with unique usernames and passwords.
• Priority: Must-Have
• Acceptance Criteria: Users can successfully log in with valid credentials, and
unauthorized access is denied.
• Member Registration:
• Requirement ID:
• Description: The system should allow members to register online or through
library staff. Member information (name, contact details, and library card number)
should be stored in the system.
• Priority: Must-Have
• Acceptance Criteria: Members can successfully register online, and staff can
register members in person.
• Check-Out and Check-In:
• Requirement ID:
• Description: The system must facilitate the check-out and check-in of library
materials. Members should be able to borrow and return items efficiently.
• Priority: Must-Have
• Acceptance Criteria: Members can check out items using their library cards, and
staff can process returns accurately.
• Catalog Management:
• Requirement ID:
• Description: The system must maintain a catalog of all library materials, including
books, media, and digital resources. This catalog should be searchable by title,
author, and keywords.
• Priority: Must-Have
• Acceptance Criteria: Users can search the catalog and view detailed information
about available materials.
• Hold and Reserve Items:
• Requirement ID:
• Description: Members should be able to place holds or reserve items that are
currently checked out. The system should notify Members when the reserved item
is available.
• Priority: Must-Have
• Acceptance Criteria: Members can place holds on items, and the system sends
notifications when items become available.
• Overdue Notifications:
• Requirement ID:
• Description: The system should generate and send overdue notifications to
members who have overdue items.
• Priority: Must-Have
• Acceptance Criteria: Members receive timely notifications about overdue items.
• Inventory Management:
• Requirement ID:
• Description: The system must support library staff in managing the library's
inventory by tracking item availability and shelving locations.
• Priority: Must-Have
• Acceptance Criteria: Staff can update item availability and shelving information.
• Reporting and Analytics:
• Requirement ID:
• Description: The system should provide reporting and analytics capabilities,
allowing library staff to track usage statistics, budget, and other key performance
indicators.
• Priority: Should-Have
• Acceptance Criteria: Staff can generate reports on library usage and financial data.
• Integration with External Databases:
• Requirement ID:
• Description: The system should be able to integrate with external databases and
online resources to provide members with access to a wide range of digital
content.
• Priority: Should-Have
• Acceptance Criteria: Members can access external databases and digital resources
through the system.
• Accessibility and User-Friendly Interface:
• Requirement ID:
• Description: The system should be accessible to users with disabilities and should
have a user-friendly interface.
• Priority: Must-Have
• Acceptance Criteria: The system complies with accessibility standards, and users
find it easy to navigate.
Another Case Study
Smart Home Automation System:
A company is developing a smart home system that controls lighting, heating, and
security. The case study can examine requirements for voice command integration,
security protocols, and remote access via mobile apps.
What happens when gathering
requirements is done poorly?
• Research shows that more than 70% of failed projects miss the mark due to a lack
of requirements gathering.
Scope Creep

• The client ends up asking for way more work than you first agreed to.
• You thought you just had to design the pages in the main navigation, but found
out the client wanted you to do all the pages. Not knowing the project’s exact
requirements always creates scope creep.
Running out of resources

• Not having enough time, materials, or team members to get the work done.
• Your web designer is also committed to another big project and is struggling to
find the time to get all the pages done. This could jeopardize the entire project (or
even multiple projects).
Missing deadlines

• Experiencing delays and not meeting agreed on project deadlines.

• The client ends up paying more than they planned to. Clients thought they’d only
be paying you $3K, but are now about to get slapped with a bill for $5K.
Poor project delivery

• You deliver a project filled with issues or that doesn’t help the client achieve their
goals. Here are two common examples:
• You create the website, but a bunch of pages lead to error codes
• You deliver a very aesthetically-appealing website but one that isn’t designed to
generate more sales.
Best Practices
• Successful system analysis is a complex process that requires effective
communication, collaboration, and documentation to ensure that a project meets
its objectives and delivers value to stakeholders.
Communication
• Active Listening
• Clarify Ambiguities
• Open and Honest Communication
• Use Multiple Communication Channels
• Regular Updates
• Feedback Loops
Collaboration
• Cross-Functional Teams
• Effective Facilitation
• Conflict Resolution
• User Involvement
• Iterative Approach
• Collaborative Tools
Documentation
• Structured Documentation
• Version Control
• Traceability
• Change Management
• Collaborative Document Editing
• Regular Reviews
• User-Friendly Documentation
• Training
• Knowledge Sharing
Definition of Requirement Engineering