Systems Analysis

When a company wants to change to a computerised system, the requirements of the company are studied and analysed, then it is decided or not the computerised system will improve the efficiency of the company. If yes, a computer system is created. This is known as Systems Analysis

S YSTEMS ANALYSIS

AND

D ESIGN

Systems are created to solve problems. So, before a system is created, there must be a problem. Once the problem is defined, a system is developed to solve it. The investigation will result in finding out the best course of action: a) whether to leave things as they are, b) upgrade the current system, or c) develop a new computerised system. If it is decided that a new system is to be developed, the next phase is analysis. Analysis involves carrying out a detailed study of the present system, leading to the specifications of a new system. As the weaknesses of the current system are identified, the user will specify what s/he wants out of the new system. Here, the aim target of analysis is a specification of what the new system is to accomplish. Based on the user requirements, the new system must be designed. The features of the new system are specified and the costs of implementing them and the benefits of the system are estimated. Then, input, output and processing specifications are drawn up in detail. When the design is completed, implementation begins. Implementation involves the actual programming and testing of the new system. The system is then installed (put in place ready to be used) and is ready to go into operation. When it is operating, the system may be monitored to determine if it is performing up to expectations and if not, modifications (changes) will be made. As time goes by, the system may have to be changed because of changing requirements, like more customers, more employees or even new technology. Eventually, the useful life of the system comes to an end because changes are too expensive or the equipment used is outdated. It becomes necessary and economical to replace the old system with a new one. Thus the life cycle of a system ranges from problem definition to death.

S YSTEM L IFE C YCLE

The system life cycle is the name given to a various tasks which have to be carried out when a new information technology system is being created. The System Life Cycle could be organised as follows: 1. Detailed Problem Definition 2. Feasibility study 3. Analysis 4. System Design 5. Programming 6. Testing 7. Implementation 8. Maintenance These stages form a cycle because after a period of time the system will need modifying or replacing and the process has to be repeated.

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A team of developers work through the System Life Cycle. It is essential that there is good communication between the developers, as well as with the client.

1. Problem Definition Problem Definition

2. Feasibility Study

3. System Analysis

4. System Design

5. Programming

6. Testing

7. Implementation

8. Maintenance

THE STAGES OF SYSTEMS ANALYSIS

P ROBLEM D EFINITION
This should give a clear picture of what the physical system is. First a survey of the system is done which helps in identifying the scope of the system. There must be an in-depth study of identification of users requirements, and the limitations and problems of the present system. Its important to define precisely what is required. The opinion of the people working in the organisation should be considered.

F EASIBILITY S TUDY
Feasibility study is the decision of whether to convert a manual system into a system using information technology. An investigation of a problem is carried out to decide if a solution is possible and how it may be done. It helps businesses decide if converting from a manual to an information technology method is going to be successful and worthwhile. So, a feasibility study gives a company the opportunity to either stop the systems design process and stay with the manual method or continue developing a new information technology system and say what things they would like to be automated using IT. In the process of feasibility study, the cost and benefits are estimated with greater accuracy. An estimate of the cost of the whole project is indicated so that the management would be in a better position to decide in favour or against continuing with the project.

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At the end of this stage, the analyst: defines the problem decides what information is needed to solve it and why decides what data should be stored for future use establishes what calculations are to be done finds out what output is required estimates the approximate cost of the hardware writes a report on his investigations

S YSTEMS ANALYSIS
Analysis involves a detailed study of the current system to find out what features the current system has and what additional features should be included. This will lead to specifications of a new system. The analyst will usually: Research how the previous system worked through the use of interviews, on-site observation (observes the manual system and looks at how it works) existing documentation, questionnaires (eg: asks users of the current system for their opinion of it and how it can be improved) and experience. Sometimes this may be formally documented to provide a basis for the new system. Identify the main requirements for the system (requirements specification) Identify what is input to the system and output from the system Describe the system using data flow diagrams and a commentary Define the input, output and processing requirements for each process identified Develop a data model. This may include normalised entity descriptions and entity-relationship diagrams. Identify the likely hardware and software constraints. Specify the hardware and the software required to carry out the development The systems analyst then estimates what will be needed for the new system, specifies what the new system is to do and how it is to operate.

S YSTEM D ESIGN
A detailed description showing how the new system will be constructed is produced. Design can include: a drawing of the System flowchart to show the flow of information description of the input and output formats and contents produce a specification for each program in the system list general routines and standards for use within the system establish the security and recovery procedures produce time-scale and budget information for the remaining work Detailed design of the user interface, and the validation (what methods of checking will be used) and verification of the input data. Detailed design of the storage and organisation of the data Detailed specifications and structure diagrams of each process (functional specification) A test plan for both the individual functions and the system as a whole. This will include the test data to be used. any new hardware and software that may be required is identified the type of program to use for the new system is decided upon (a general purpose package that is already available such as MS Access = cheaper method or/and a customised program created by a high-level programming language = more expensive)

P ROGRAMMING
The programmer converts the program specifications into computer instructions, which we refer as programs.

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T ESTING
Testing makes sure the system works as described in the specification and a test run of the system is done removing all the bugs, if any. A test plan should be developed and run on a given set of test data. The output of the test run should match the expected results. Testing is to ensure that: the programs work together correctly invalid data is trapped security and recovery techniques are safe the expected results are obtained depending on the input abnormally large volumes of data are acceptable To obtain systems tests, the analyst needs to design or obtain data to test the valid conditions data to test the error conditions data to check the volume handling Tests are repeated until the entire system functions correctly

T RAINING
Its useless to have a good system if the users dont know how to use it. The users have to be trained to use the new system. Usually, personal explanation is far better than studying a users manual because the user can ask questions when in doubt. Training and Support can be in either through telephone support and/or on-site support. The users need to learn how to: execute the package enter the data process the data (processing details) take out the reports

D OCUMENTATION
Documentation is the written information and diagrams which enable the development of the system. The documentation usually consists of technical documentation, user documentation and if necessary installation instructions. It includes technical documentation, maintenance documentation, systems documentation, program documentation. (refer to Documentation notes)

I MPLEMENTATION
Implementation is the process of starting to use an information system in a real situation after having designed and developed it. It may include final testing. Different approaches are used depending on the size of the system and the properties of the data being processed. There are four major methods of implementing a system direct, parallel, staggered and pilot-run.
manual manual

computerised

computerised

Parallel Implementation Pilot Run

manual

Direct implementation Staggered Implementation

computerised

pilot

computerised

computerised computerised

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Parallel implementation The computerised system operates for a short period of time while the manual system is still running. Advantages: Manual results can be compared with the results of the computerised system. Failure of the computerised system at the early stage, does not affect the working of the organisation, because the manual system continues to work, as it used to do. The disadvantage is that for some time there is redundancy of work. At some point in time, the manual system is phased out. Direct implementation The manual system is stopped and the implementation of the computerised system starts. The disadvantage of this implementation is that it is hard to go back to the manual system if the computerised system fails. Thus the computerised system has to be very sound (good and reliable). Staggered implementation This involves replacing part of a system with a new system while some tasks continue to use the old system. This enables training and installation to be spread over a period of time. This way of implementing a system is another way of minimising failure. For example, a supermarket chain might install a new system in a few of its braches to begin with and phase the introduction into its other branches as they are refurbished. This initial phase of the implementation will inevitably involve some parallel running. Also called Phased implementation Pilot run A pilot run is used to test thoroughly a system and gather information about the success of the computerised system before it is implemented. This is aimed to minimise errors when a system is implemented after the manual system is phased out.

M AINTENANCE
Maintenance is necessary to eliminate errors in the system during its working life and to tune the system to any variations in its working environment. So, maintenance is important to ensure that the system continues to run smoothly to meet changed requirements, e.g.: Addressing problems not previously identified Modifying the software when circumstances change, for example, the amount of data increases, the system is to be used in a new area or the data needs to be processed slightly differently Replacing the computer hardware Adding new facilities to the software If a major change to a system is needed, a new project may have to be set up to carry out the change. The new project will then proceed through all the life cycle phases. Maintenance is carried out not only to correct errors but also gives the user of the new system a chance to request that the system be modified or altered slightly

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