SYSADES/SYSANAL Final Project (SY 10-11)

TITLE: “An Analysis on the [Name of the System Analyzed] of [Name of Company]”

I. Chapter 1 (due on 10 Nov 20010)

• Company Background
• Statement of the Problem
• Objectives of the System
• Significance of the Study
• Scope and Limitation

II. Chapter 2
• Use Case Diagram of the Existing System (17 Nov 2010)
• Activity Diagrams of the Existing System (24 Nov 2010)
• Process time vs. Cycle Time (based on activity Diagrams) (24 Nov 2010)

III. Chapter 3
• Table of Recommendations (based on Activity Diagram in Chapter 2)
• Benchmarking
• Streamlining
• Use Case Diagram of the Proposed System (15 Dec 2010)

Appendices:
Interview Transcription
Existing Forms and Reports
Related Literature (mostly research for benchmarking)
Other important documents (company documents, brochures, etc.)

PROJECT SUBMISSION: January 6, 2010

Guidelines to follow in the documentation:

I. Chapter 1 – Organizing for Improvement

• Company Background
Should contain the following:
- Company Overview (Official Name, Address, Line of Business of the company)
- Company Logo (if applicable)
- Mission/Vision of the organization (what are its major strategies/aims)
- Company History
- Products and Services
- Number of Customers (regular customers or average number of customers)
- Number of Transactions (estimated)
- Organizational Chart (with number of personnel per Department if applicable)

• Statement of the Problem

 Point out the critical business process your study focuses on.
 Start this section with a paragraph containing the general problem followed by a bulleted
list of specific problems.
 Focus on the root problems and other consequences of these problems.
 Explain why this process/system was selected in terms of its importance to the company
or department in achieving its goals.
 Remember: This section should justify why you think this study is substantial.

• Objectives of the System

 This section should contain the goals of your study or proposed system.

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  Describe the improvement targets for effectiveness, efficiency and adaptability.
 Start this section with a paragraph containing the general objective followed by a bulleted
list of specific objectives.
 Answer the question “How will you address your problems?” for your general and specific
objectives.
 Some aims you should keep in mind when formulating your objectives are given below.
For example, “How will we achieve cost reduction and avoidance?” or ”How will we reduce
errors?”. The answers to these should be included in your objectives.
Tangible Benefits:
• Cost reduction and avoidance
• Error Reduction
• Increased Flexibility
• Increased speed of activity
• Increased speed of reports
• Improvement of management planning and control
• Opening new markets and increasing sales opportunities
Intangible Benefits:
• Competitive necessity
• Improved organizational planning
• Increased organizational flexibility
• Promotion of organizational learning and understanding
• Availability of new, better or more information
• Ability to investigate more alternatives
• Faster decision-making
• Information processing efficiency
• Improved asset utilization
• Improved resource control
• Increased accuracy in clerical operations
• Improved work process that can in turn improve employee morale
• Positive impacts on society

• Significance of the Study

 Explain the importance of the study in the critical processes pointed out in the Statement
of the Problem.
 Explain, in paragraph format, the significance of the study to the user, department,
company, and to the group.

• Scope and Limitation

 Define the boundaries of your study. Explain which general processes you examined and
which related processes you did not include. For example: say you are doing a patient
monitoring system; indicate that you confined the study to the monitoring of patient
appointments and payments, and the records of clinic fees and monthly dues are not included.
 Define terms and acronyms used in your study. For example, the acronym NCR refers to
National Capital Region; OCR refers to Official Customer Receipt.

II. Chapter 2 – System Analysis

• Use Case Diagram and Narratives

 Describe the different scenarios (context of the existing system functions) by means of
use case diagrams with corresponding narrative explanation.
 Use Case Diagram should clearly depict all the needed actors (entities) and use cases.
 All use cases should have corresponding narratives.
 Follow the template for the narrative given in class.

• Activity Diagrams

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  Present the detailed level the procedural flow of each of the specific use cases.
 The activity diagram is done through observation, interviewing, sampling and note-taking,
and by personally following the process steps.
 Activity Diagram should clearly depict the partitions (entities + process owners), and
action states (processes).
 Each Use Case in the Use Case Diagram corresponds to one Activity Diagram.

• Target vs. Actual Time (based on the UCN and AD)

 Adopt the format of the Process Time vs. Cycle Time table in the presentation of
Analyzing System Needs.
 This section may be additional support that certain activities take too much time, or that
the proposed system will minimize or lessen the cycle time of the critical process.
 Indicate the unit of measure (seconds, minutes, hours, etc.) the group used in estimating
the time.
 Include the total at the bottom of the columns for both process and cycle time.

• RCA Diagram and Conclusions

• Introduce the need for RCA based on your analysis
• Show the results of the RCA using the Fishbone Diagram RCA Technique
• Have 1-2 paragraphs stating the conclusion.

III. Chapter 3 – System Design

• Table of Recommendations
 This section should be in table format with three(3) columns:
 1st column: Problem to be addressed (taken from the statement of the problem)
 2nd column: Recommended change needed to improve (which tools, roles, or methods
should be changed?)
 3rd column: Which activities from Chapter II: Activity Diagrams will be affected by this
change?

• Use-Case Diagram of the Proposed System

 This section should describe the phases of the entire PROPOSED system, highlighting
the use cases which were affected by your proposed changes to the current system.
 Use Case Diagram should clearly depict all the needed actors (entities) and use cases.
 The Proposed UCD should have a detailed explanation of what changes were
incorporated based on your Table of Recommendations.

• Benchmarking
 Present your DATA ANALYSIS (phase 4) findings.
 Benchmark with at least 1 direct competitor. If no data on direct competitors are available,
then world-class benchmarking should be done. Refer to trade journals like Fortune 500 or
research over the internet.
 Before presenting your DATA ANALYSIS findings, you should provide a paragraph or two
containing the background or overview of the competitor you used for your benchmarking
(what kind of company, what line of business, etc.).
 There should be at least seven metrics (7) for benchmarking.
 You should derive the most of the metrics you will use for benchmarking from the
Objectives of the Study. For example, if one of your objectives is to reduce overall cycle time,
then benchmark overall cycle time. Other examples may include the number of approvals per
form and the number of forms used.
 You may also derive metrics from industry standards. For example, the number of
sandwich varieties may be a benchmark in the industry of fastfood chains.

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  Required benchmark metrics to include are: number of customers, number of
transactions per day (or week or month, etc), number of branches, and type of information
system (CBIS, semi-automated, manual).

• Streamlining
 Based on the changes you propose to the existing system, describe which of the 12
streamlining tools you used (I expect this to be more than one. Automation should not be the
only tool you used) and briefly describe how you applied it in your system design.
 For example, if you say you applied Duplication Elimination, explain that instead of
making 3 copies of a certain form, only one copy is needed in the new design. Explain why
you propose this change and the advantages of the new design.

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Title page format:
(centered both horizontally and vertically)

A Systems Analysis Study on the

[Name of the System Analyzed]
of [Name of Company]

Presented to the
Computer Applications Program
School of Management and Information Technology
De La Salle – College of Saint Benilde

In Partial fulfillment of the

Requirements of the subject
Systems Analysis

Submitted By:
<Names of the project team members in LN, MN MI format>
<Subject and Section>
<Month, Year>

Submitted To:
<Name of the Subject Professor>

General Guidelines for Documentation: DEADLINE of DOCUMENTATION: DEC. 3 (Class time)

1. Use Arial 11, 1.5 spacing, short bond paper.
2. Remember to have in the footer section, right justified:
• The Name of your System (on the first line)
• Page x of y (on the second line; where x is the page number and y is the total number of pages)
3. Black ink will do. However, it is preferable if the pictures in the process walkthrough are in color.
4. Your documentation should be submitted in a clean sliding folder. Ring-bound projects should be
considered for lengthy documentation.
5. Again: When in doubt, ASK!!  Please try to plan early, so that you can fully understand the
guidelines.

Presentation Particulars: (30 min)  To be discussed further in class.

I. Group Presentation (10 min)
• Short introduction of the company and the group (1-2 slides)
• Overview of the existing system (1 slide)
• Bulleted list of the problems uncovered (1 slide)
• Use-Case and Activity Diagrams of the Existing system
• Bulleted list of present problems with corresponding recommendation (1 slide)
• Use-Case Diagram of the Proposed System

II. Q&A (15 min)

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