Systems Analysis and Design

Blessings Ngwira (Lecturer)

Department of Information and Communication Technology
Msc, BSc, CCNA,HCIA,ITIL V4, ESEFA ERP
System Definition

 A system is a collection of different components that work together to

achieve some objectives. These components must work in harmony with
each other to accomplish the predefined goals.
 The three main components of a system are input, processing, and
output
 Boundary is the concept which separates the system from its
environment. Sometimes, for a system, boundary acts as an interface to
interact with the environment related to the system
Systems Analysis and Design

 The systems analysis phase is defined as a process of gathering and

interpreting facts, diagnosing problems, and using the information to
recommend improvements to the system.
 The systems design deals with how this improvement (generally in form
of requirements) can be achieved
Systems Analyst

 The systems analyst analyses the situation, identifies opportunities for

improvements and designs an information system to implement them
 System analysts acts as a bridge between customers, IT persons, and
stakeholders to develop information systems that meets business
requirements
 They are responsible for integrating business requirements
into technology and ensure the smooth functioning of the business
operations.
 They use both business and technical knowledge for analyzing business
processes, computer systems, and infrastructure to develop effective
strategies that can help in accomplishing daily needs of the organization
Systems Analysts

 The integration of technology into business requirements has to be

futuristic. It means systems analysts have to develop information
systems that are easy to upgrade in the future if the need arises.
 Systems Analysts develops user requirements which acts as a blueprint
for the programmers.
 They need to know exactly what users want
The Systems Analyst

 The systems analyst works closely with all project team members so
that the team develops the right system in an effective way
 Systems analysts must understand how to apply technology to solve
business problems
 In addition, systems analysts may serve as change agents who identify
the organizational improvements needed,design systems to implement
those changes, and train and motivate others to use the systems
The Systems Analyst

 It is important to remember that the primary objective of the systems

analyst is not to create a wonderful system. The primary goal is to
create value for the organization, which for most companies means
increasing profits.
 Many failed systems were abandoned because the analysts tried to build
a wonderful system without clearly understanding how the system
would support the organization’s goals, improve business processes, and
integrate with other information systems to provide value
Need for Systems Analysis and
Design
 A study conducted in 2008 found success is “improbable” in 68% of
technology projects. Many of the systems that aren’t totally abandoned
are delivered to the users significantly late, cost far more than expected,
and have fewer features than originally planned
Need for Systems Analysis and
Design
 An investment in an information system is like any other investment,
such as a new machine tool. The goal is not to acquire the tool, because
the tool is simply a means to an end; the goal is to enable the
organization to perform work better so that it can earn greater profits or
serve its constituents more effectively.
Need for Systems Analysis and
Design
 Systems analysis and design, as performed by systems analysts, seeks
to understand what humans need to analyze data input or data flow
systematically, process or transform data, store data, and output
information in the context of a particular organization or enterprise.
 By doing thorough analysis, analysts seek to identify and solve the right
problems
 Installing a system without proper planning leads to great user
dissatisfaction and frequently causes the system to fall into disuse
Need for Systems Analysis and
Design
 Systems analysis and design involves working with current and eventual
users of information systems to support them in working with
technologies in an organizational setting
 This means that there is more emphasis on working with software users;
on performing analysis of their business, problems, and objectives; and
on communicating the analysis and design of the planned system to all
involved
Analysis Process

 The basic process of analysis involves three steps:

 Understand the existing situation (the as-is system).
 Identify improvements.
 Define requirements for the new system (the to-be system).
Analysis Process

 Experience shows that it is useful to study the current situation

whenever possible. The insights gained from reviewing the existing
system can be quite valuable to the project team.
 To move the users “from here to there,” an analyst needs strong critical
thinking skills. Critical thinking is the ability to recognize strengths and
weaknesses and recast an idea in an improved form. These skills are
needed in order for the analyst to understand issues and develop new
and improved business processes that are supported by information
system technologies
Systems Analyst Skills

 New information systems introduce change to the organization and its

people.
 Leading a successful organizational change effort is one of the most
difficult jobs that someone can do. Understanding what to change,
knowing how to change it and convincing others of the need for change
require a wide range of skills
 These skills reduces the risk of resistance to change
 Systems Analyst Skills

 These skills can be broken down into six major categories: technical, business,
analytical, interpersonal, management, and ethical
 Analysts must have the technical skills to understand the organization’s existing
technical environment, the new system’s technology foundation, and the way in which
both can be fit into an integrated technical solution
 Business skills are required to understand how IT can be applied to business situations
and to ensure that the IT delivers real business value
Systems Analyst Skills

 Analysts are continuous problem solvers at both the project and

the organizational level, and they put their analytical skills to the test
regularly.
 Often, analysts need to communicate effectively, one-on-one with users
and business managers (who often have little experience with
technology) and with programmers (who often have more technical
expertise than the analyst does)
 They must be able to give presentations to large and small groups and
to write reports.
 Not only do they need to have strong interpersonal abilities, but they
also need to manage people with whom they work, and they must
manage the pressure and risks associated with unclear situations
Systems Analyst Skills

 Finally, analysts must deal fairly, honestly, and ethically with other
project team members, managers, and system users. Analysts often
deal with confidential information or information that, if shared with
others, could cause harm (e.g., dissent among employees); it is
important for analysts to maintain confidence and trust with all people.
Systems Analyst Roles

1. The systems analyst role

 Focuses on the IS issues surrounding the system.
 This person develops ideas and suggestions for ways that IT can support
and improve business processes, helps design new business processes
supported by IT,designs the new information system, and ensures that
all IS standards are maintained. The systems analyst will have
significant training and experience in analysis and design and in
programming.
Systems Analyst Roles

2. The business analyst role

focuses on the business issues surrounding the system. This person helps
to identify the business value that the system will create, develops ideas
for improving the business processes, and helps design new business
processes and policies. The business analyst will have business training
and experience, plus knowledge of analysis and design.
Systems Analyst Roles

3. The requirements analyst role

 focuses on eliciting the requirements from the stakeholders associated
with the new system. As more organizations recognize the critical role
that complete and accurate requirements play in the ultimate success of
the system, this specialty has gradually evolved.
 Requirements analysts understand the business well, are excellent
communicators, and are highly skilled in an array of requirements
elicitation techniques
Systems Analyst Roles

 4. The infrastructure analyst role focuses on technical issues

surrounding the ways the system will interact with the organization’s
technical infrastructure (hardware,software, networks, and databases).
 This person ensures that the new information system conforms to
organizational standards and helps to identify infrastructure changes
that will be needed to support the system. The infrastructure analyst will
have significant training and experience in networking, database
administration, and various hardware and software products. Over time,
an experienced infrastructure analyst may assume the role of software
architect, who takes a holistic view of the organization’s entire IT
environment and guides application design decisions within that context
Systems Analyst Roles

5. The change management analyst role

 focuses on the people and management issues surrounding the system
installation. This person ensures that adequate documentation and
support are available to users, provides user training on the new
system, and develops strategies to overcome resistance to change.
 The change management analyst will have significant training and
experience in organizational behavior and specific expertise in change
management.
Systems Analyst Roles

 The project manager role ensures that the project is completed on time
and within budget and that the system delivers the expected value to
the organization.
 The project manager is often a seasoned systems analyst who, through
training and experience, has acquired specialized project management
knowledge and skills
Systems Analyst Roles

 In a big organization, dedicated resources and experts to perform various duties are
made available. Systems Analyst has to perform analysis only. Systems Analyst here
plays a role of visionary and leads organization toward better systems.
 The duties of a Systems Analyst in a medium firm are to analyze and provide
design of the system.
 In a small organization, the duties of a Systems Analyst cover a big span. He has to
do analysis, design, and programming.
 Systems Analyst is a motivator to develop or modify the systems at the
organizations and brings positive change by suggesting quality procedures in the
business
for foreseeing the future
 The main responsibility of the system analyst is to bridge the gap between the user
and the software developer
Information Gathering

 A systems analyst must obtain a clear understanding of an existing

system in order to decide how much improvement can be made with the
new system in the context of fact finding techniques
 It is the responsibility of the analyst to understand the existing system
before making any changes. This will help the analyst to evaluate the
performance of the new system compared with the previous system
Information Gathering

 The best analysts will thoroughly search for requirements using a variety
of techniques and make sure that the current business processes and
the needs for the new system are well understood before moving into
design.
 You don’t want to discover later that you have key requirements wrong
Information Gathering

 The analyst should carefully determine who is included in the

requirements definition process.
 The choice to include (or exclude) someone is significant; involving
someone in the process implies that the analyst views that person as an
important resource and values his or her opinions. You must include all
of the key stakeholders (the people who can affect the system or who
will be affected by the system)
Information Gathering

 Various fact finding methods are available that help the systems
analysts to collect information about the existing system. For example,
the systems analyst can review documents, conduct interviews and
questionnaires and perform onsite observations and Joint Application
Development (JAD) operations.
 Systems analysts usually apply more than one of these techniques to
ensure an accurate and comprehensive investigation of the existing
system
Information Gathering

 Another important technique that helps in collecting information related

to a software system is sampling
 Sampling is a technique that helps collect information related to a large
software system by investigating smaller and randomly selected items
of the software. While examining these selected elements, it is assumed
that the analysis will reveal useful information about the existing
software system as a whole
 Sampling reduces costs, speeds up the data gathering process and
improves effectiveness
Information Gathering Techniques
Documents Analysis

 Various kinds of reports and records that store information related to the
existing system are maintained in an organization. These reports and
records can provide valuable information regarding the organization, its
operations and activities to the systems analysts
 A review of available documentation is a logical starting point when
seeking insight into a system
 Reference to inputs, outputs and files implemented in any given
procedure will be helpful in documenting current operations.
Documents Analysis

 Project teams often use document analysis to understand the as-is

system. Under ideal circumstances, the project team that developed the
existing system will have produced documentation, which was then
updated by all subsequent projects.
 In this case, the project team can start by reviewing the documentation
and examining the system itself.
Documents Analysis

 Procedure manuals and forms are excellent sources of information

because they describe the format and functions of the present system
 An input form can be used to identify the various data items captured
for processing.
 An output form or report can be used to evaluate the performance
of the process or to notice the different information products that are being
generated from the system
Document Analysis

 Paper reports, memorandums, policy manuals, user training

manuals, organization charts, and forms. Problem reports filed by the
system users can be another rich source of information about issues with
the existing system.
Onsite Observation

 Observation allows analysts to gain information they cannot obtain by

any other fact finding methods. With thorough observation, you can gain
first hand information whereas by reviewing the documents, you get
only secondary information. This
 method is really useful when analysts want to observe how transactions
are handled, when and where the documents are captured, how the data
flows or how activities are carried out, and so on
 ‘Observation is the process of recognizing and noting people, objects
and occurrences to obtain information.
Onsite Observation

 The objective of an onsite observation is to get as close as possible to

the actual system being studied. As observers, analysts follow certain
rules. While making observations, they are more likely to listen than talk
with a sympathetic and genuine interest when information is conveyed.
Care is taken not to argue with the persons being observed.

 Observation provides a more tangible perspective of what is

described in the documentation. It also brings out the aspects of the
documentation that are incomplete or outdated

.
Onsite Observation

 Observation, the act of watching processes being performed, is a

powerful tool to gain insight into the as-is system. Observation enables
the analyst to see the reality of a situation, rather than listening to
others describe it in interviews or JAD sessions.
Steps for Observation

 Decide what is to be observed.

 Decide the level of activities.
 Create categories for capturing key activities.
 Prepare materials for observations.
 Decide the time for observation.
Onsite Observation

 observation method is subject to what is known as the Hawthorne effect.

The Hawthorne effect suggest that when people are aware that they are
being watched, they tend to act differently. The systems analyst who is
unaware of this fact may draw erroneous conclusions.
Interviews

 Your personal ability to talk with other people and listen to them is
probably the most important asset you have for getting along in the
business world.
 As a systems analyst, it is one of the most important tools for gathering
primary data for a personal interview.
 It is an excellent way to understand what is happening in a system by
interviewing and talking directly with responsible individuals who
perform various activities in an organization.
Interviews

 Systems interviewing refers to just talking with people in order to find

out how the system is functioning and how they expect their future
systems to run.
 Interviewing must be adopted throughout the system study because it
can produce up-to-date information whereas the organization charts and
other documents are atleast six months behind the times
Interviews

 The initial requirements for a successful interview are to develop a

cordial atmosphere and put the respondent in a relaxed mood. Then,the
interviewer proceeds with asking questions properly, obtaining valuable
and reliable responses and recording them accurately and completely
Interviews

 A useful strategy for the analyst to employ is to begin requirements

gathering by interviewing senior managers to gain an understanding of
the project and get the “big picture.”
 These preliminary interviews can then be followed by document analysis
and, possibly,observation of business processes to learn more about the
business domain, the vocabulary, and the as-is system. More interviews
may then follow to collect the rest of the information needed to
understand the as-is system
Interview Steps

 In general, interviews are conducted one on one (one interviewer and

one interviewee),
 but sometimes, due to time constraints, several people are interviewed
at the sametime
 There are five basic steps to the interview process: selecting
interviewees, designing interview questions, preparing for the interview,
conducting the interview, and postinterview follow-up
Interview Steps

 Selecting Interviewees An interview schedule should be created, listing

who will be interviewed, the purpose of the interview, and where and
when it will take place.
 The project sponsor, key business users, and other members of
the project team can help the analyst determine who in the organization
can best provide important information about requirements.
These people are listed on the interview schedule in the order in which they
should be interviewed.
Interview Steps

 It is important to include both managers who manage the processes and

staff who actually perform the processes to gain both high-level and low-
level perspectives on an issue
 Designing Interview Questions There are three types of interview
questions:
 closed-ended questions, open-ended questions, and probing questions.
 Closed-ended questions require a specific answer eg multiple questions
exam
Interview Steps

 Closed-ended questions are used when the analyst is looking for

specific, precise information
 (e.g., how many credit card requests are received per day). In general,
precise ques-tions are best. For example, rather than asking “Do you
handle a lot of requests?”
 It is better to ask “How many requests do you process per day?”
Interview Steps

 Closed-ended questions enable analysts to control the interview and

obtain the information they need. However, these types of questions
don’t uncover why the answer is the way it is, nor do they uncover
information that the interviewer does not think to ask ahead of time.
Interview Steps

 Open-ended questions are those that leave room for elaboration on the part of
the interviewee. They are similar in many ways to essay questions that you might
find on an exam
 Open-ended questions are designed to gather rich information and give the
interviewee more control over the information that is revealed during the
interview
 The third type of question is the probing question. Probing questions follow
up on what has just been discussed in order for the interviewer to learn more, and
they often are used when the interviewer is unclear about an interviewee’s answer.
 They encourage the interviewee to expand on or to confirm information from a
previous response, and they are a signal that the interviewer is listening and
interested in the topic under discussion
 Donot ask questions about information that is readily available from other sources
Interview Steps

 At the initial stage of an IS development project the as-is process can be

unclear, so the interview process begins with unstructured interviews,
interviews that seek a broad and roughly defined set of information.
 In this case, the interviewer has a general sense of the information
needed, but few closed-ended questions to ask
 As the project progresses, the analyst comes to understand the business
process much better, and he or she needs very specific information about
how business processes are performed. At this time, the analyst conducts
structured interviews in which specific sets of questions are developed prior
to the interviews. There usually are more closed-ended questions in a
structured interview than in the unstructured approach
Interview Steps

 Preparing for the Interview It is important to prepare for the

interview in the same
way that you would prepare to give a presentation.
 You should have a general interview plan which lists the questions that
you will ask in the appropriate order;
 anticipates possible answers and provides how you will follow up with
them; and identifies segues between related topics. Confirm the areas in
which the interviewee has knowledge so you do not ask questions that
he or she cannot answer.
 Review the topic areas, the questions, and the interview plan, and
clearly decide which ones have the greatest priority in case you run out
of time.
Interview Steps

 Be sure to prepare the interviewee as well. When you schedule the

interview, inform the interviewee of the reason for the interview and the
areas you will be discussing far enough in advance so that he or she has
time to think about the issues and organize his or her thoughts.
 Conducting the Interview When you start the interview, the first goal
is to build rapport with the interviewee so that he or she trusts you and
is willing to tell you the whole truth, not just give the answers that he or
she thinks you want.
 You should appear to be professional and an unbiased, independent
seeker of information. The interview should start with an explanation of
why you are there and why
Interview Steps

 you have chosen to interview the person, and then move into your
planned interview questions.
 It is critical to carefully record all the information that the interviewee
provides. In our experience, the best approach is to take careful notes—
write down everything the interviewee says, even if it does not appear
immediately relevant.
 Don’t be afraid to ask the person to slow down or to pause while you
write,
 because this is a clear indication that the interviewee’s information is
important to you. One potentially controversial issue is whether or not to
tape-record the interview
Interview Steps

 As the interview progresses, it is important that you understand the

issues that are discussed. If you do not understand something, be sure
to ask
 One good strategy to increase your understanding during an interview is
to periodically summarize the key points that the Interviewee is
communicating
 Finally, be sure to separate facts from opinion.
Interview Steps

 It is helpful to check the facts because any differences between the facts
and the interviewee’s opinions can point out key areas for improvement.
 As the interview draws to a close, be sure to give the interviewee time
to ask questions or provide information that he or she thinks is
important but was not part of your interview plan
Joint Application Development (JAD)

 Joint application development (or JAD as it is more commonly known) is

an information gathering technique that allows the project team, users,
and management to work together to identify requirements for the
system
 Capers Jones claims that JAD can reduce scope creep by 50%,
and it prevents the requirements for a system from being too specific or
too vague, both of which can cause trouble during later stages of the SDLC
Joint Application Development (JAD)

 JAD is a structured process in which 10 to 20 users meet under the

direction of a facilitator skilled in JAD techniques. The facilitator is a
person who sets the meeting agenda and guides the discussion, but
does not join in the discussion as a participant.
 He or she does not provide ideas or opinions on the topics under
discussion
Questionnaires

 Interviews are one of the best tools to collect information from a limited
number of people. However, sometimes the systems analyst needs to
gather information from a large number of people regarding certain
issues. In such situations, the most efficient way to obtain information is
through questionnaires. A questionnaire asks people to respond to
various written questions which are presented to them in a formal
document
Questionnaires

 The use of standardized questions in a questionnaire can help capture

more data that is reliable. By using questionnaires, which is an
information gathering technique, the systems analyst can collect
valuable information from the people in the organization who may be
affected by the current and proposed system
Advantages of Questionnaires

 The following are some of the benefits provided by questionnaires:

 Well designed and interpreted, questionnaires are very effective in
surveying people’s interests, attitudes, feelings and beliefs.
 Open-ended questions can be used by the analyst to learn more about
feelings, opinions and general experiences of the respondent. A closed-
end questionnaire controls the frame of reference by presenting
respondents with specific responses from which they can choose.
Questionnaire

 Questionnaires help in the collection of a huge amount of data about

what problems they are experiencing with their work and about what
they expect from a new or modified system. Developing a useful
questionnaire takes quite sometime, but in doing so, you can gather lots
of information without spending time in face-to-face interviews
Questionnaire

 In certain situations, such as doing an in-depth analysis of a manager’s

decision-making process, an interview is a better choice than a questionnaire.
The following are the situations in which questionnaires should be used:
 The people who are to be questioned are widely dispersed, for example in
different departments or branches of the same organization.
 The project involves a large number of people and you want to know what
proportion of a given group approves or disapproves of a particular feature
of the proposed system.
 The analyst wants to determine the overall opinion before the systems
project is given any specific direction
Questionnaire

 Today more questionnaires are being distributed in electronic

form, either via e-mail or on the Web. Electronic distribution can save a
significant amount of money, compared with distributing paper
questionnaires
Types of Questions:

 The following are the types of questions:

 (i) Open-Ended: These are questions that can be easily and correctly
 interpreted. They are more objective and less leading and mean to
encourage a full answer.
 (ii) Closed-Ended Questions: These are the questions that are used when
the systems analyst is able to effectively list all possible responses to
the question.
 All possible responses of the closed questions should be mutually
exclusive