System Analysis and Design

Prof. V.Rajaraman

System Analysis and Design/ Systems Analysis and Design Life Cycle

Learning Objectives

Learning Objectives Nine Steps in designing Information Systems Tasks performed in each step. Nature of tasks performed by Systems Analysts The attributes of Systems Analysts. The tools used by Systems Analysts

V. Rajaraman/IISc. Bangalore
Indian Institute of Science Bangalore

//V1/June 04/1

System Analysis and Design

Prof. V.Rajaraman

System Analysis and Design/ Systems Analysis and Design Life Cycle

Learning Objectives

Motivation Designing Information system for an organization is very complex job. Students should know how to logically divide a complex job into smaller manageable steps. Each step must have a logical beginning and end and must be self contained. Division of large jobs into logical steps will Enable one to assess progress at the end of each step Steps may be assigned to persons with specialized competence Allocation of human and financial resources appropriate for each step can be planned.

V. Rajaraman/IISc. Bangalore
Indian Institute of Science Bangalore

//V1/July 04/1

LIFE CYCLE OF SYSTEMS ANALYSIS AND DESIGN

Steps involved in Analysis and Design 1. Requirements Determinations 2. Requirements Specifications 3. Feasibility Analysis 4. Final Specifications 5. Hardware Study 6. System Design 7. System Implementation 8. System Evaluation 9. System Modification

V.Rajaraman

M2/LU1/V1/2004

LIFE CYCLE OF SYSTEMS ANALYSIS AND DESIGN

Step 1 : Requirements Determination

Arrived at by a consensus among managers Priorities among applications determined Pick high priority applications.

V.Rajaraman

M2/LU1/V1/2004

LIFE CYCLE OF SYSTEMS ANALYSIS AND DESIGN

Step 2 : Requirements Specification Known as System Requirements Specification (SRS) Understand the existing System Applications where a system is required are listed Arrive at the specifications of the users Requirements after discussions with the user A system may encompass several applications

V.Rajaraman

M2/LU1/V1/2004

Life Cycle Of Systems Analysis And Design

Step 3 : Feasibility Analysis Formulate Goals of the system and quantify goals Find alternative methods of meeting the goals For each alternative assess resources needed - Human Resources - Time and Money - Equipment needed Assess cost of each alternative Find the best alternative method subject to resource constraints
V.Rajaraman M2/LU2/V1/2004 1

Life Cycle Of Systems Analysis And Design

Step 4 : Final Specifications Specifications would state what the system would achieve. Specification drawn up are improved for implementation. SRS written- given to user and agreement reached

V.Rajaraman

M2/LU2/V1/2004

Life Cycle Of Systems Analysis And Design

Step 5 : Hardware Study Determine Hardware and Software required to execute the application. Determine Response time,Volume of data to be processed, Frequency of reports etc & then pick the hardware.

V.Rajaraman

M2/LU2/V1/2004

Life Cycle Of Systems Analysis And Design

Step 6 : System Design Logical Design of the System Objects Identified Database Designed Program Specification drawn up Implementation Plan Drawn up Test Plan

V.Rajaraman

M2/LU2/V1/2004

Life Cycle Of Systems Analysis And Design

Step 7 : System Implementation Write Programs Create Database Document System Train Users Trial run of the system Test and Accept

V.Rajaraman

M2/LU2/V1/2004

Life Cycle Of Systems Analysis And Design

Step 8 : System evaluation Find out from Users whether the System meets specified requirements. List areas of dissatisfaction and find reasons Suggest if there has to be any improvements to the system

V.Rajaraman

M2/LU2/V1/2004

Life Cycle Of Systems Analysis And Design

Step 9 : System Modification Fix errors Add/Delete features as required by users Tune the Syste Continuously monitor system and assess performance

V.Rajaraman

M2/LU2/V1/2004

System Life Cycle Diagram

Requirements Determination Decision to Design Information System System Implementation System System Evaluation Revised Requirements System Maintenance
V.Rajaraman M2/LU2/V1/2004

User Requirements

Revised Prioritized Requirements Specifications Requirements Specification Feasibility Analysis Feasibility Study

Test Plan Logical Design Functional Specifications

System Design

System Specification Analysis

Configuration Data Hardware Study

Physical Requirements

Budget & schedule

Improved System
8

Role Of Systems Analyst

Defining Requirements - Involves Interviewing Users Prioritizing Requirements - Obtain Users Consensus Fact Gathering - Data, Facts, Opinions of Managers - Lower level Users should be consulted

V.Rajaraman

M2/LU3/V1/2004

Role Of Systems Analyst

Analysis and evaluation - Arrive at appropriate system Solving problems - Hazy requirements converted into specific requirements - Suggest many alternative solutions - Quantify cost and benefits

V.Rajaraman

M2/LU3/V1/2004

Role Of Systems Analyst

Drawing up specifications - Functional Specifications - Understood by users and programmers - Accepted by users - Precise and detailed - Account for possible changes

V.Rajaraman

M2/LU3/V1/2004

Role Of Systems Analyst

System Design Logical design of system - Objects identification - Normalizing database - Test plan Design must be modular to accommodate change

V.Rajaraman

M2/LU3/V1/2004

Role Of Systems Analyst

Evaluating Systems - Evaluation after use for sometime - Plan periodicity for evaluation - Modify as needed

V.Rajaraman

M2/LU3/V1/2004

Attributes Of A Systems Analyst

Knowledge Of Organisation - Knowing users jargon & practices - Know Management functions. Knowledge Of Computers And Software - Knowledge of system design tools - Keep abreast of modern developments

V.Rajaraman

M2/LU3/V1/2004

Attributes Of A Systems Analyst

Good Interpersonnal Relations - Need to work as team member - Lead smaller teams - Interface with programmers & Users - Motivator. Ability To Communicate - Oral Presentation - Report Writing - Answer queries
V.Rajaraman M2/LU3/V1/2004 7

Attributes Of A Systems Analyst

Analytical Mind - Problem solving attitude - Ability to assess trade offs - Sound commonsense - Curiosity to learn about new organizations Breadth Of Knowledge - Broad Liberal Knowledge - Variety of jobs to be tackled in diverse organizations

V.Rajaraman

M2/LU3/V1/2004

Tools Used By Systems Analyst

Data Flow Diagram Decision Tables Modeling Language such as UML Normalization of Databases Testing tools ISO/CMM procedure manuals

V.Rajaraman

M2/LU3/V1/2004

System Analysis and Design

System Analysis and Design /System Analysis and Design Life Cycle Worked Examples

Prof. V.Rajaraman

2.1 Who do you think should participate in determining the information requirements of a students hostel? Warden of hostel Hostel Superintendent Accountant Student Representatives Principal of college is consulted at the beginning

2.2 What is the difference between information requirement determination and specification? Information requirement determination attempts to find out what strategic, tactical, operational information is needed to effectively manage an organization. Information specification defines the manner in which the information will be presented and what analyzed data it 2.3 Why is feasibility analysis necessary before designing a system? Feasibility analysis mean to analyze whether there is a reasonable chance of the project succeeding given the constraints of computing equipment, human resources, data availability i.e. before investing money and time one should know what resources are needed for it to succeed and whether the resources are available. If the resources are limited, then the goals to be met by the system can be curtailed. One should have a quantitative and qualitative idea of cost of the system and what benefits one may gain from the system. 2.4 What benefits do you expect if an information system for a hostel is designed? Mess bills will be promptly generated and can give itemized details of extras. Can control mess expenses by finding out consumption of various items against an average. Can try to optimize daily menus based on cost of vegetables etc. Can find out the names of the students with large dues left and sending them reminders. Can quickly find out which student stays in which room and his home address when needed.

V. Rajaraman/IISc. Bangalore
Indian Institute of Science Bangalore

//V1/July 04/1

System Analysis and Design

System Analysis and Design /System Analysis and Design Life Cycle Worked Examples

Prof. V.Rajaraman

2.5 What activities will you carry out during implementation of a hostel information System? 1. Programs Written for a. Mess accounting b. Billing c. Stores control 2. Database Created a. Students b. Mess stores c. Mess finance 3. Training a. Hostel office staff will be trained to input data and generate queries 4. Documentation a. Documentation of the system will be created. 5. Testing a. The computerized system will be operated in parallel with the manual system and tested. 2.6 When should a system should be evaluated? A rough thumb rule is to evaluate a system when the "transients die down and it reaches a quasi "steady-state". Transients are caused by changes made due to errors in the system and when some minor changes are introduced. Normally a system is evaluated after being in use for 6 months, but this period may vary according to the application. 2.7 Are excellent programmers necessarily excellent system analysts? Justify your answer. A Programmer is not necessarily an excellent system analyst. A programmer is given clear specification and designs efficient programs. He need not have good communication skills and inter-personal relations. A programmer works with clear specifications whereas an analyst has to arrive at clear specifications from fuzzily stated requirements. 2.8 Why should a systems analyst be able to communicate well? He has to understand users requirements mostly by interviewing them and thus he has to ask the right questions, listen carefully and summarize orally the gist of

V. Rajaraman/IISc. Bangalore
Indian Institute of Science Bangalore

//V1/July 04/1

System Analysis and Design

System Analysis and Design /System Analysis and Design Life Cycle Worked Examples

Prof. V.Rajaraman

conversation. He also must be able to present and explain orally to the users the system designed by him and clarify doubts they may have after the oral presentation. His

main job is to interact with the management, users and the programmers so it is obvious that he must possess good communication skills.

V. Rajaraman/IISc. Bangalore
Indian Institute of Science Bangalore

//V1/July 04/1

System Analysis and Design

Prof. V.Rajaraman

System Analysis and Design/Information Gathering

Multiple Choice Questions

Systems Analysis and Design Life Cycle 2.1 The major goal of requirement determination phase of information system development is a. determine whether information is needed by an organization b. determine what information is needed by an organization c. determine how information needed by an organization can be provided d. determine when information is to be given 2.2 Information requirements of an organization can be determined by a. interviewing managers and users and arriving at the requirements based on consensus b. finding out what similar organizations do c. telling organization what they need based on your experience d. sending a questionnaire to all employees of the organization 2.3 It is necessary to prioritize information requirements of an organization at the requirements determination phase as a. b. c. it is always good to prioritize there are conflicting demands from users there are constraints on budgets, available time, human resource and requirement d. all good organization do it

2.4 Requirement specification is carried out a. after requirements are determined

b. before requirements are determined c. d. simultaneously with requirements determination independent of requirements determination

2.5 The role of a system analyst drawing up a requirements specification is similar to a. architect designing a building

b. a structural engineer designing a building c. d. a contractor constructing a building the workers who construct a building

V. Rajaraman/IISc. Bangalore
Indian Institute of Science Bangalore

M2/V1/July 04/1

System Analysis and Design

Prof. V.Rajaraman

System Analysis and Design/Information Gathering

Multiple Choice Questions

2.6 It is necessary to consult the following while drawing up requirement specification a. b. c. d. only top managers only top and middle management only top, middle and operational managers top, middle and operational managers and also all who will use the system

2.7 In order to understand the working of an organization for which a computer based system is being designed, an analyst must a. b. c. look at only current work and document flow in the organization discuss with top level and middle level management only interview top, middle, line managers and also clerks who will enter data and use the system d. only clerical and middle level staff who have long experience in the organization and will be users of the system 2.8 A feasibility study is carried out a. after final requirements specifications are drawn up b. c. d. during the period when requirements specifications are drawn up before the final requirements specifications are drawn up at any time

2.9 The main objective of feasibility study is a. to assess whether it is possible to meet the requirements specifications

b. to assess if it is possible to meet the requirements specified subject to constraints of budget, human resource and hardware c. to assist the management in implementing the desired system

d. to remove bottlenecks in implementing the desired system 2.10 It is necessary to carry out a feasibility study as a. top management can not ensure that a project is feasible before calling a system analyst b. c. top management is not sure what they want from the system even though top management is in favor of the system, technology may not be mature for implementation d. all organizations do it

2.11 Feasibility study is carried out by

V. Rajaraman/IISc. Bangalore
Indian Institute of Science Bangalore

M2/V1/July 04/2

System Analysis and Design

Prof. V.Rajaraman

System Analysis and Design/Information Gathering

Multiple Choice Questions

a.

managers of the organization

b. system analyst in consultation with managers of the organization c. users of the proposed system

d. systems designers in consultation with the prospective users of the system 2.12 Initial requirements specification is a. not changed till the end of the project b. continuously changed during project implementation c. only a rough indication of the requirement

d. changed and finalized after feasibility study 2.13 Final specifications are drawn up by a. b. c. system analyst in consultation with the management of the organization the managers of user organization system analyst in consultation with programmers

d. system designers along with users 2.14 The main goal of arriving at a final specification is a. b. to tell the organizations managers how the system will function to tell the organizations managers what the proposed system will achieve in a language understood by them c. to compute the cost of implementing the system

d. to assist in designing the system 2.15 The final specifications are arrived at a. after feasibility study

b. during feasibility study c. d. just before implementation phase when the system is being designed

2.16 System approval criteria are specified a. when the final specifications are drawn up

b. during feasibility study c. d. 2.17 during the requirements specifications stage during system study stage

System test plan is specified a. when the final specifications are drawn up

b. during feasibility study

V. Rajaraman/IISc. Bangalore
Indian Institute of Science Bangalore

M2/V1/July 04/3

System Analysis and Design

Prof. V.Rajaraman

System Analysis and Design/Information Gathering

Multiple Choice Questions

c. d.

during the requirements specifications stage during system study stage

2.18 Hardware study is required a. b. to find out cost of computer system needed to determine the type of computer system and software tools needed to meet the final system specification c. d. to make sure that the system does not become obsolete to find how to implement the system

2.19 Hardware study is carried out a. after the final system is specified

b. at the requirements specification stage c. before the requirements are specified

d. whenever management decides it is necessary 2.20 System design is carried out a. as soon as system requirements are determined

b. whenever a system analyst feels it is urgent c. after final system specifications are approved by the organization

d. whenever the user management feels it should be done 2.21 The primary objective of system design is to a. b. c. d. design the programs, databases and test plan design only user interfaces implement the system find out how the system will perform

2.22 The primary objective of system implementation is i) to build a system prototype ii) to train users to operate the system iii) to implement designed system using computers iv) write programs, create databases and test with live data a. i, iii b. i, ii, iii c. ii ,iii d. ii, iv

V. Rajaraman/IISc. Bangalore
Indian Institute of Science Bangalore

M2/V1/July 04/4

System Analysis and Design

Prof. V.Rajaraman

System Analysis and Design/Information Gathering

Multiple Choice Questions

2.23 During system implementation the following are done i) programs are written and tested with operational data ii) user documentation is created and users trained iii) programmers are recruited and trained iv) the system is tested with operational data

a. i and iii b. ii and iii c. ii and iv d. i, ii & iv 2.24 System evaluation is carried out a. b. c. after the system has been operational for a reasonable time during system implementation whenever managers of user organization want it

d. whenever operational staff want it 2.25 The main objective of system evaluation is a. to see whether the system met specification

b. to improve the system based on operational experience for a period c. to remove bugs in the programs

d. to asses the efficiency of the system 2.26 Systems are modified whenever a. b. c. d. users requirements change new computers are introduced in the market new software tools become available in the market other similar organization modify these system

2.27 The main objective of system modification is a. b. c. d. to use the latest software tools to meet the users new/changed needs to use the latest hardware to have the most modern system

2.28 To easily modify the existing system it is necessary to a. b. use good software tools use the best hardware available

V. Rajaraman/IISc. Bangalore
Indian Institute of Science Bangalore

M2/V1/July 04/5

System Analysis and Design

Prof. V.Rajaraman

System Analysis and Design/Information Gathering

Multiple Choice Questions

c. d.

design the system which can be changed at low cost keep the programming team happy

2.29 It is necessary to design an information system to easily accommodate change, because a. new computers are introduced every year

b. new computer languages become popular every year c. organizations requirements change over a period of time

d. systems need continuous debugging 2.30 Changing an operational information system is a. impossible

b. expensive and done selectively c. d. never required usually done

2.31 System analysts have to interact with i) managers of organizations ii) users in the organization iii) programming team iv) data entry operator

a. b.

iii and iv i, ii and iii

c. ii, iii and iv d. ii and iii 2.32 The primary responsibility of a systems analyst is to a. specify an information system which meets the requirements of an organization b. c. d. write programs to meet specifications maintain the system meet managers of the organization regularly

V. Rajaraman/IISc. Bangalore
Indian Institute of Science Bangalore

M2/V1/July 04/6

System Analysis and Design

Prof. V.Rajaraman

System Analysis and Design/Information Gathering

Multiple Choice Questions

2.33 The responsibilities of a system analyst include i) defining and prioritizing information requirement of an organization ii) gathering data, facts and opinions of users in an organization iii) drawing up specifications of the system for an organization iv) designing and evaluating the system a. b. c. i and ii i, ii and iv i, ii, iii and iv

d. i, ii and iii 2.34 The most important attribute of a systems analyst is a. excellent programming skills

b. very good hardware designing skills c. very good technical management skills

d. very good writing skills 2.35 Among the attributes of a good systems analyst the following are essential i) knowledge of organization ii) analytical mind iii) ability to communicate orally iv) excellent mathematical abilities a. i and ii

b. i, ii and iii c. i, ii and iv

d. i, iii and iv 2.36 Among the attributes of a systems analyst the following are most important i) knowledge of computer systems and currently available hardware ii) good interpersonal relations iii) broad knowledge about various organizations iv) very good accountancy knowledge a. b. c. i, iii and iv i and iii i, ii and iv

d. i, ii and iii 2.37 Managers in organizations should not design their own systems as

V. Rajaraman/IISc. Bangalore
Indian Institute of Science Bangalore

M2/V1/July 04/7

System Analysis and Design

Prof. V.Rajaraman

System Analysis and Design/Information Gathering

Multiple Choice Questions

a.

systems have to interact with other systems

b. they do not have the special skills necessary to design systems c. d. it is not their job they are always very busy

2.38 Systems analyst should use software tools in their work as a. all analysts use them

b. they assist in systematic design of systems c. d. they are inexpensive they are easily available

V. Rajaraman/IISc. Bangalore
Indian Institute of Science Bangalore

M2/V1/July 04/8

System Analysis and Design

Prof. V.Rajaraman

System Analysis and Design/Information Gathering

Multiple Choice Questions

Key to Objective Questions

2.1

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V. Rajaraman/IISc. Bangalore
Indian Institute of Science Bangalore

M2/V1/July 04/9

System Analysis and Design

Prof. V.Rajaraman

System Analysis and Design/System Analysis and Design Life Cycle

Question Bank

Module 2: System Analysis and Design Life Cycle 2.1 2.2 How is information requirements arrived at in an organization? Who do you think should participate in determining the information requirements of a student hostel? 2.3 2.4 As a student what information would you consider as important in a students hostel? What is the difference between information requirement determination and specification? 2.5 2.6 2.7 2.8 Specify the information requirement you stated in answer to question 2.3. What do you understand by the term consensus? Why is feasibility analysis necessary before designing a system? In designing an information system for a hostel what constraints should be taken into account during feasibility analysis? 2.9 2.10 What benefits do you expect if an information system for a hostel is designed? What factors are taken into account in arriving at the final specifications of an information system? 2.11 2.12 2.13 2.14 What should be the important characteristics of the final specifications? What are the inputs and outputs of the system design phase? What activities are carried out in the system implementation phase? What activities will you carry out during implementation of a hostel information system? 2.15 2.16 2.17 2.18 2.19 When should a system be evaluated? What are the characteristics of a good information system? What special skills should a systems analyst possess? Why should a systems analyst be able to communicate well? Are excellent programmers necessarily excellent systems analysts? answer. 2.20 2.21 2.22 List eight tasks performed by systems analysts. List six desirable attributes of a systems analyst. Should managers design their own systems? disadvantages of such a decision? 2.23 What are the tools currently available to design systems? What are the advantages of using these tools? What are the advantages and Justify your

V. Rajaraman/IISc. Bangalore
Indian Institute of Science Bangalore

//V1/July 04/1

System Analysis and Design

Prof. V.Rajaraman

System Analysis and Design/Information gathering

Pointers

REFERENCE BOOKS

1. Most of the material including the case study has been adapted from Chapter 4, Analysis and Design of Information Systems by V.Rajaraman published by Prentice Hall of India 2002 with permission from publisher. 2. Systems Analysis and Design, by K.E.Kendell and J.E.Kendell published by Pearson Education Asia 2002 discuss in detail fact gathering in pp.117-196. They cover interviewing, questionnaire use and observing an organization very thoroughly.

V. Rajaraman/IISc

M3/V1/July 2004/1

Indian Institute of Science Bangalore