Ch 13 Systems Analysis and Design

I. Ch 13 Systems Analysis and Design Lecture Outline

A. Competencies pg 356
1. Describe the six phases of the systems life cycle 2. Identify information needs and formulate possible outcomes 3. Analyze existing information systems and evaluate the feasibility of alternative systems 4. Identify, acquire, and test new system software and hardware 5. Switch from an existing information system to a new one with minimal risk 6. Perform system audits and periodic evaluations

B. Introduction pg 357

It takes considerable time and effort to create a system that is truly useful. History has many examples of where systems were not implemented properly, such as a General Motors $40 billion attempt to automate assembly lines, and an Internal Revenue Services attempt to automate tax returns Competent end users need to understand the importance of systems analysis and design They need to know the six phases of the system life cycle: Preliminary investigation Systems analysis Systems design Systems development Systems implementation, and Systems maintenance

C. Systems Analysis and Design pg 358

A system is a collection of activities and elements organized to accomplish a goal An Information system is a collection of hardware, software, people, procedures, and data

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Organizations need to change their information systems when they go through changes such as: organizational growth, mergers and acquisitions, new marketing opportunities, revisions in governmental regulations, and the availability of new technology Systems analysis and design is a six phase problem-solving procedure for examining and improving an information system. Steps include: Preliminary investigation: problems & needs are identified Systems analysis: present system studied, new requirements specified Systems design: new or alternative system is planned Systems development: new hardware & software are acquired, developed, and tested Systems implementation: new system installed and people trained to use it Systems maintenance: ongoing improvements and updates Systems analysts are the key people that utilize these phases to develop systems Many times end users develop there own systems since there is a backlog in the IT department, so it is helpful to use these phases

D. Phase 1: Preliminary Investigation pg 359

The preliminary investigation is usually initiated by an end user or manager who wants a system to do something it doesnt currently do. The text introduces an fictitious organization called Advantage Advertising to introduce system life cycle concepts Three key tasks to complete during the preliminary investigation phase include: Briefly defining the problem Suggesting alternative solutions Preparing a short report After presenting the report, the managers must make a decision on how best to proceed with the system changes. They can Ask for more information Kill the project Table the project: put it on hold for a later date Move forward with the project Note: these decisions will be made at the end of each phase in the systems life cycle

1. Defining the Problem

Start by examining whatever current information system is in use Use interviews and observations to determine what information is needed, by whom, when, and why

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An example is given for Advantage Advertising indicating that they have problems with their manual billing system

2. Suggesting Alternative Systems

Simply suggest some possible plans as alternatives to the present system It is not to evaluate whether these will completely solve the problem in the best way Examples might include hiring more secretaries, use an existing system for sharing information, or buying a new software package

3. Preparing a Short Report

Summary the results of the preliminary investigation, and suggest some alternative systems Management decides what to do with the project after reviewing the report. They can: Ask for more information Kill the project Table the project: put it on hold for a later date Move forward with the project Note: these decisions will be made at the end of each phase in the systems life cycle

E. Phase 2: Analysis pg 362

In the analysis phase, the present system is studied in depth, and new requirements are specified We are NOT concerned with the new design here, only in determining the requirements for the new system

1. Gathering Data

Data is obtained by using interviews, observations, questionnaires, and studying documents An organization chart is one such document, which shows the relationships of employees with their levels of authority and responsibility

2. Analyzing the Data

The idea is to learn how information currently flows, and to pinpoint why it isnt flowing appropriately Many tools are available including:

a) Checklists

A list of questions about key system issues

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For example, can reports be easily prepared from files and documents currently in use?

b) Top down analysis method

Start with top level components, and break them down into smaller components

c) Grid charts

Shows the relationship between input and output documents A checkmark at the intersection of a row (forms input) and column (reports output) means the input is used to create the output

d) Decision tables

Shows the decision rules that apply when certain conditions occur For example, if a project is less than $10,000, and the customer has a good credit history, the firm will accept the project without requiring a deposit

e) System flowcharts

Show the flow of input data to processing and finally to output It does not have to be a computerized system it can show a manual process

f) Data flow diagrams

Show the data or information flow within an information system Typical symbols include those for entities, processes, files, and data flows

g) Automated design tools

Software packages that evaluate hardware & software alternatives according to the requirements input by the system analysts Computer Aided Software Engineering (CASE) are automated design tools that help to manage the system analysis and development process

3. Documenting Systems Analysis

The systems analysis report describes the: Current information system, The requirements for a new system, and a CE_IM13-4

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Possible development schedule Management will then review this report and decide what action to take before the next phase #3 System Design

F. Phase 3: Design pg 366

In the systems design phase, a new or alternative information system is designed It consists of three tasks:

1. Designing Alternative Systems

In almost all instances, more than one design can be developed to meet the information needs. Each alternative must be checked for feasibility including:

a) Economic feasibility

Will the costs of the new system be justified by the benefits How long will it take to pay for itself

b) Technical feasibility

Are reliable hardware, software, and training available to make the system work, and if not, can it be obtained?

c) Operational feasibility

Can the system actually be made to operate in the organization, or will people employees, managers, clients resist it?

2. Selecting the Best System

Management must consider four key questions when selecting the best (optimal) system Will the system fit in the organizations overall information system? Will the system be flexible enough so it can be modified in the future? Can it be made secure against unauthorized use? Are the benefits worth the costs?

3. Writing the systems design report

The systems design report is prepared for higher management and describes alternate designs. It presents the costs and benefits and outlines the effect of alternate designs on the organization It concludes by recommending one of the systems

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G. Phase 4: Development pg 368

In the systems development phase, software and hardware are acquired and tested This phase has three key steps:

1. Acquiring Software

Software can be acquired two ways: Purchase it e.g. buying off the shelf software, or Custom design it e.g. build it yourself or have someone else build it (write the programs, etc.)

2. Acquiring Hardware

A system may or may not require new hardware Switching or upgrading hardware can be a tremendously expensive proposition

3. Testing the New System

After the software and equipment have been installed, the system needs final testing. Sample data is fed into the system, and results analyzed

H. Phase 5: Implementation pg 369

In the systems implementation phase, the new information system is installed and people are trained to use it. Another name for system implementation is a system conversion There are four primary techniques to convert to a new system

1. Types of Conversion

a) Direct approach

Conversion is done by abandoning the old system and starting with the new It is a very risky way to do things, and typically only used if it is the only alternative

b) Parallel approach

The old and new system are run side by side until the new one is proved to be reliable Its a low risk approach to conversion It is expensive to keep both systems running

c) Pilot approach

The new system is tried out in only one part of the organization

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Once it works smoothly in the pilot, it is rolled out to the rest of the organization Its lower cost than the parallel approach, but has more risk (especially for the pilot part of the organization)

d) Phased approach

The new system is implemented gradually over a period of time The entire process is broken down into steps, and once the first step works, the next is added It is an expensive proposition, but low risk In general, the pilot and phased approaches are preferred for their balance of cost and risk. Pilot works best when many different people do similar tasks in different locations (e.g. post office operations) Phased works best when people are doing different operations

2. Training

Training is very important, but often overlooked One option is to begin training before the entire system is complete, so the users are used to working with it.

I. Phase 6: Maintenance pg 371

Maintenance has two parts: a system audit and a periodic evaluation. Most organizations spend more time and money on this phase than any others In the system audit, the systems performance is compared to the original specifications. If the new procedures are not improving productivity, some redesign may be necessary All systems should be evaluated from time to time to determine if they are performing as they should

J. Prototyping and Rapid Applications Development pg 372

Two alternate approaches requiring less time to develop systems include prototyping and rapid application development (RAD)

1. Prototyping

Prototyping means to build a model or prototype that can be modified before the actual system is installed. Users try out the model and offer suggestions to improve it This process is repeated until a viable system is developed It typically takes less time to develop systems this way

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2. Rapid Applications Development (RAD)

RAD involves the use of: Powerful development software, Small specialized teams of Highly trained personnel To develop the system in less time that a traditional approach Paying for these resources may cost more, but the system is developed faster

K. Using IT At DVD Direct A Case Study pg 373

1. Systems Analysis and Design at DVD Direct

This section briefly describes DVD Direct, a fictitious organization, to demonstrate how systems are developed by a business. In the case, customers are switching from DVDs delivered by mail to wanting them delivered over the Internet DVD Direct hopes to use streaming video to satisfy this need, and is developing a system to adapted to this new business model Use the Computing Essentials CD to follow this case

L. A Look to the Future pg 374

1. Rapid Change

Most observers firmly believe that the pace of business is now faster than ever before To stay competitive, businesses must integrate new technologies into their existing way of doing business Drapkin Technology is a company that specializes in helping other companies to speed up the system development process. The company provides project assessment, analysis, design, development, implementation, and administration. More and more companies are expected to utilize services like this in the future

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M. Visual Summary at a glance Systems Analysis and Design pg 376

1. System Analysis and Design 2. Phase 1: Preliminary Investigation

a) Defining the problem b) Suggesting Alternative Systems c) Preparing a Short Report

3. Phase 2: Analysis

a) Gathering Data b) Analyzing the Data c) Documenting Systems Analysis

4. Phase 3: Design

a) Designing Alternative Systems

(1) Economic feasibility (2) Technical feasibility (3) Operational feasibility

b) Selecting the Best System c) Writing the Systems Design Report

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5. Phase 4: Development

a) Acquiring Software b) Acquiring Hardware c) Testing the New System

6. Phase 5: Implementation

a) Types of Conversion b) Training

7. Phase 6: Maintenance

a) Systems Audit b) Periodic Evaluation

8. Prototyping and RAD

a) Prototyping b) Rapid Applications Development N. Key Terms pg 318

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 automated design tool checklist computer-aided software engineering tools conversion data flow diagram decision table direct approach economic feasibility grid chart operational feasibility organization chart parallel approach phased approach pilot approach preliminary investigation prototyping rapid applications development 365 363 CASE 365 369 365 364 369 367 364 367 362 370 370 370 359 373 RAD 373 software used to verify a system design's requirements, e.g. CASE tools set of questions a systems analyst can use to collect information about a system software package used to design a computer system aka system implementation - changing from an old system to a new one design tool used to describe how data flows through a computer system design tool used to check procedures that should be done depending on conditions implementation phase in which you abandon the old to convert to the new checking if the benefits of a new system outweigh the costs design tool that matches the inputs to a system with the outputs checking if a new system will "fit" with the current systems in an organization analysis tool showing the working relationships of all the employees in an organization implementation phase in which you run both the old and new system until you are sure the new one works implementation phase in which you roll out the new system in steps implementation phase in which you test out a version of the system in one location, roll it out to others later first step in the system life cycle in which you set goals and needs for the new system creating a model of the new system which is tested and revised until you have a workable system technique used to speed up the system life cycle process for creating a new system

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18 19 20 21 22 23 24 25 26 27 28 29 30 31 system system flowchart systems analysis systems analysis report systems analyst systems audit systems design systems design report systems development systems implementation systems life cycle systems maintenance technical feasibility top-down analysis method 358 364 362 366 358 372 366 367 368 369 358 371 367 363 a collection of activities and elements organized to accomplish a goal design tool used to show the relationship of programs, data stores, inputs, outputs and data flows in a system phase in the system life cycle in which you collect data about the current system and plan requirements for new one final report from the analysis phase showing the current system, requirements for new, and possible development schedule person responsible for analyzing and planning systems for an organization comparing the new system's performance to the requirements set at the beginning of the design process phase in the system life cycle in which you plan out alternatives for building a new system final report from the design phase prepared for top management describing system alternatives and recommending one phase in the system life cycle in which you acquire the needed hardware, software, and system components to build it phase in the system life cycle in which you train users and roll out the new system for production use a phased approach to building and modifying an organization's computer systems final phase in the system life cycle in which you make modifications to enhance the system's performance checking to see if you can acquire the proper hardware, software, and people skills to build the system breaking a system into top level modules, and breaking each of these down in turn to help build the system

O. Chapter Review pg 319

1. Crossword

a) Across
1 6 7 13 16 17 18 19 20 PROTOTYPING OPERATIONAL RAD LIFE CYCLE (note: text has extra boxes for this word) ORGANIZATION AUDIT SYSTEM PHASED DECISION TABLE PG 373 PG 367 PG 373 PG 358 PG 362 PG 372 PG 358 PG 370 PG 364

b) Down
1 2 3 4 5 8 9 10 11 12 14 15 PILOT SYSTEMS ANALYSIS PARALLEL CONVERSION SYSTEM DESIGN DATA FLOW DIAGRAM GRID CHART SYSTEMS ANALYST FLOWCHART TECHNICAL CASE ECONOMIC PG 370 PG 362 PG 370 PG 369 PG 366 PG 365 PG 364 PG 358 PG 364 PG 367 PG 365 PG 367

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2. Multiple Choice
1 2 3 4 5 6 7 8 9 1 0 B D E A B D A B C B Systems life cycle Systems analyst Preliminary investigation Preliminary investigation Analysis CASE tools Systems analysis report Organization chart Technical feasibility Direct approach Pg 358 Pg 358 Pg 359 Pg 360 Pg 362 Pg 365 Pg 366 Pg 363 Pg 367 Pg 369

3. Matching
TERM system systems analysis & design systems analyst preliminary investigation systems analysis organization chart checklist grid chart decision table data flow diagram automated design tools economic feasibility operational feasibility systems design report systems development direct approach phased approach systems audit prototyping RAD MATCH N O Q K P I B G D C A F H S T E J R L M NUMBER 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 HINT Collection of activities and elements designed to accomplish a goal A six-phase problem-solving procedure for examining and improving an information system Computer professional who studies an organization's systems to determine what actions to take and how to use computer technology to assist them The first phase of the systems life cycle Data is collected about the present system A chart showing management levels and formal lines of authority A helpful record of questions that guides the systems analyst and end user through key issues for the present system Shows the relationship between input and output documents Table showing the decision rules that apply when certain conditions occur Shows the data or information flow within an information system Software package that evaluates hardware and software alternatives according to requirements given by the systems analyst Condition in which costs of designing a new system will be justified by the benefits it will provide Condition in which the design of a new system will be able to function within the existing framework of an organization Report prepared for higher management that describes the alternative designs suggested in the design phase Phase consisting of developing software, acquiring hardware, and testing the new system Approach for system implementation whereby the old system is abandoned for the new Systems implementation in which the new system is implemented gradually over a period of time Compares the performance of a new system to the original design specifications to determine if new procedures are improving productivity Building a modifiable model before the actual system is installed Involves the use of powerful development software and specialized teams as an alternative to the systems development life cycle approach PAGE 358 358 358 359 362 362 363 364 364 365 365 367 367 367 368 369 370 372 373 373

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4. Open-ended

a) What is a system? What are the six phases of the systems life cycle? Why do corporations undergo this process?

A system is a collection of activities and elements organized to accomplish a goal Preliminary investigation: problems & needs are identified Systems analysis: present system studied, new requirements specified Systems design: new or alternative system is planned Systems development: new hardware & software are acquired, developed, and tested Systems implementation: new system installed and people trained to use it Systems maintenance: ongoing improvements and updates Organizations need to change their information systems when they go through changes such as: organizational growth, mergers and acquisitions, new marketing opportunities, revisions in governmental regulations, and the availability of new technology See page 358

b) What are the tools used in the analysis phase? What is top-down analysis? How is it used?

Many tools are available including:

(1) Checklists

A list of questions about key system issues For example, can reports be easily prepared from files and documents currently in use?

(2) Top down analysis method

Start with top level components, and break them down into smaller components

(3) Grid charts

Shows the relationship between input and output documents A checkmark at the intersection of a row (forms input) and column (reports output) means the input is used to create the output

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(4) Decision tables

Shows the decision rules that apply when certain conditions occur For example, if a project is less than $10,000, and the customer has a good credit history, the firm will accept the project without requiring a deposit

(5) System flowcharts

Show the flow of input data to processing and finally to output It does not have to be a computerized system it can show a manual process

(6) Data flow diagrams

Show the data or information flow within an information system Typical symbols include those for entities, processes, files, and data flows

(7) Automated design tools

Software packages that evaluate hardware & software alternatives according to the requirements input by the system analysts Computer Aided Software Engineering (CASE) are automated design tools that help to manage the system analysis and development process See page 363

c) Describe each type of system conversion. Which is the most commonly used?
(1) Direct approach

Conversion is done by abandoning the old system and starting with the new It is a very risky way to do things, and typically only used if it is the only alternative

(2) Parallel approach

The old and new system are run side by side until the new one is proved to be reliable Its a low risk approach to conversion It is expensive to keep both systems running

(3) Pilot approach

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The new system is tried out in only one part of the organization Once it works smoothly in the pilot, it is rolled out to the rest of the organization Its lower cost than the parallel approach, but has more risk (especially for the pilot part of the organization)

(4) Phased approach

The new system is implemented gradually over a period of time The entire process is broken down into steps, and once the first step works, the next is added It is an expensive proposition, but low risk In general, the pilot and phased approaches are preferred for their balance of cost and risk. Pilot works best when many different people do similar tasks in different locations (e.g. post office operations) Phased works best when people are doing different operations See page 369

d) What is system maintenance? When does it occur?

Maintenance has two parts: a system audit and a periodic evaluation. Most organizations spend more time and money on this phase than any others In the system audit, the systems performance is compared to the original specifications. If the new procedures are not improving productivity, some redesign may be necessary All systems should be evaluated from time to time to determine if they are performing as they should See page 371

e) Explain prototyping and RAD. When might they be used by corporations?

Prototyping means to build a model or prototype that can be modified before the actual system is installed. Users try out the model and offer suggestions to improve it This process is repeated until a viable system is developed It typically takes less time to develop systems this way RAD involves the use of: Powerful development software, Small specialized teams of Highly trained personnel Corporations may use this to develop the system in less time that a traditional approach CE_IM13-15

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Paying for these resources may cost more, but the system is developed faster See page 372

P. Using Technology pg 383

1. Visio

Visio is a popular tool used to help in the systems development process. This section has students go to the text web site to learn more about Visio

2. RAD

There are several software packages available to assist developers with RAD Rapid Application Development. One such tool is EntireX from Software AG Visit the text web site to learn more about the tool

Q. Expanding Your Knowledge pg 384

1. Computing Essentials CD

Encourages students to following along with the DVD Direct case using the materials on the CD

2. UML

Uniform Modeling Language (UML) is being used more extensively in industry to assist in system analysis. Have students search the web to find information about UML. See the Rational Software site focusing on UML

R. Building Your Portfolio pg 385

1. CASE Tools

CASE tools are used to automate and manage the elements of the analysis phase. Students are asked to write a one page paper titled CASE Tools and answer questions discussed in the text, such as a) Define CASE, etc.

2. Managing Choices

Students are asked to write a one page paper addressing what they would do if they were a manager about to implement a system that would cost some co-workers their jobs. The situation looks at the ethical considerations for both the company and the workers.

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II. Concept Checks at a glance

A. Ch 13 pg 359
1. What is a system?

A system is a collection of activities and elements organized to accomplish a goal An Information system is a collection of hardware, software, people, procedures, and data

2. Name the six phases of the systems life cycle

Preliminary investigation: problems & needs are identified Systems analysis: present system studied, new requirements specified Systems design: new or alternative system is planned Systems development: new hardware & software are acquired, developed, and tested Systems implementation: new system installed and people trained to use it Systems maintenance: ongoing improvements and updates

3. What do systems analysts do?

They utilize the six phases of the system life cycle to build systems They study an organizations systems to determine what actions to take and how to use computer technology to assist them

B. Ch 13 pg 362
1. What is the purpose of the preliminary investigation phase?

The purpose is to identify problems and needs with the system The preliminary investigation is usually initiated by an end user or manager who wants a system to do something it doesnt currently do.

2. What are the three tasks the systems analyst is concerned with during this phase?

Three key tasks to complete during the preliminary investigation phase include: Briefly defining the problem Suggesting alternative solutions

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Preparing a short report After presenting the report, the managers must make a decision on how best to proceed with the system changes. They can Ask for more information Kill the project Table the project: put it on hold for a later date Move forward with the project Note: these decisions will be made at the end of each phase in the systems life cycle

C. Ch 13 pg 366
1. What is the purpose of the analysis phase?

In the analysis phase, the present system is studied in depth, and new requirements are specified We are NOT concerned with the new design here, only in determining the requirements for the new system

2. List and describe the common analysis tools.

a) Checklists

A list of questions about key system issues For example, can reports be easily prepared from files and documents currently in use?

b) Top down analysis method

Start with top level components, and break them down into smaller components

c) Grid charts

Shows the relationship between input and output documents A checkmark at the intersection of a row (forms input) and column (reports output) means the input is used to create the output

d) Decision tables

Shows the decision rules that apply when certain conditions occur For example, if a project is less than $10,000, and the customer has a good credit history, the firm will accept the project without requiring a deposit

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e) System flowcharts

Show the flow of input data to processing and finally to output It does not have to be a computerized system it can show a manual process

f) Data flow diagrams

Show the data or information flow within an information system Typical symbols include those for entities, processes, files, and data flows

g) Automated design tools

Software packages that evaluate hardware & software alternatives according to the requirements input by the system analysts Computer Aided Software Engineering (CASE) are automated design tools that help to manage the system analysis and development process

3. What is a systems analysis report?

The systems analysis report describes the: Current information system, The requirements for a new system, and a Possible development schedule Management will then review this report and decide what action to take before the next phase #3 System Design

D. Ch 13 pg 368
1. What is the purpose of the design phase?

In the systems design phase, a new or alternative information system is designed It consists of three tasks:

a) Designing Alternative Systems

In almost all instances, more than one design can be developed to meet the information needs. Each alternative must be checked for feasibility including:

(1) Economic feasibility

Will the costs of the new system be justified by the benefits How long will it take to pay for itself CE_IM13-19

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(2) Technical feasibility

Are reliable hardware, software, and training available to make the system work, and if not, can it be obtained?

(3) Operational feasibility

Can the system actually be made to operate in the organization, or will people employees, managers, clients resist it?

b) Selecting the Best System

Management must consider four key questions when selecting the best (optimal) system Will the system fit in the organizations overall information system? Will the system be flexible enough so it can be modified in the future? Can it be made secure against unauthorized use? Are the benefits worth the costs?

c) Writing the systems design report

The systems design report is prepared for higher management and describes alternate designs. It presents the costs and benefits and outlines the effect of alternate designs on the organization It concludes by recommending one of the systems

2. Distinguish between economic, technical, and operational feasibility

See above

3. Identify the factors that need to be considered when choosing the best systems design.

See above in Selecting the best system

E. Ch 13 pg 369
1. What is the purpose for the development phase?

In the systems development phase, software and hardware are acquired and tested

2. What are the ways by which application software can be obtained?

Purchase it e.g. buying off the shelf software, or

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Custom design it e.g. build it yourself or have someone else build it (write the programs, etc.)

F. Ch 13 pg 371
1. What is the goal of the implementation phase?

In the systems implementation phase, the new information system is installed and people are trained to use it.

2. Briefly describe the four approaches to conversion.

a) Direct approach

Conversion is done by abandoning the old system and starting with the new It is a very risky way to do things, and typically only used if it is the only alternative

b) Parallel approach

The old and new system are run side by side until the new one is proved to be reliable Its a low risk approach to conversion It is expensive to keep both systems running

c) Pilot approach

The new system is tried out in only one part of the organization Once it works smoothly in the pilot, it is rolled out to the rest of the organization Its lower cost than the parallel approach, but has more risk (especially for the pilot part of the organization)

d) Phased approach

The new system is implemented gradually over a period of time The entire process is broken down into steps, and once the first step works, the next is added It is an expensive proposition, but low risk In general, the pilot and phased approaches are preferred for their balance of cost and risk. Pilot works best when many different people do similar tasks in different locations (e.g. post office operations) Phased works best when people are doing different operations

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G. Ch 13 pg 372
1. What is the purpose of the maintenance phase?

To ensure that the system is performing like it should be. If not, modifications may need to be made to improve performance

2. Name the two parts of the maintenance phase?

The system audit: done after implementation of a new system to ensure that the original goals are being met Periodic evaluations: check the system on a regular basis to ensure that it is performing as it should if not, modifications may be in order

H. Ch 13 pg 373
1. What is meant by prototyping?

Prototyping means to build a model or prototype that can be modified before the actual system is installed. Users try out the model and offer suggestions to improve it This process is repeated until a viable system is developed It typically takes less time to develop systems this way

2. What is involved in RAD?

RAD involves the use of: Powerful development software, Small specialized teams of Highly trained personnel To develop the system in less time that a traditional approach Paying for these resources may cost more, but the system is developed faster

III.List of Figures at a glance

Ch 13 pg 358 figure 13-1 The six-phase systems life cycle o Image showing six phases in a systems life cycle including Preliminary investigation Systems analysis Systems design Systems development Systems implementation Systems maintenance

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Ch 13 Systems Analysis and Design o Its important to point out that following a development life cycle encourages standardization, and all the benefits this results in. Ch 13 pg 359 figure 13-2 Preliminary Investigation o Photo of employees talking in a conference room o At this stage in the systems life cycle, key managers discuss the feasibility of making a system change, outlining the goals of the change Ch 13 pg 360 figure 13-3 Phase 1: Preliminary investigation o Image outlining some of the tasks in this stage, including Defining the problem Suggesting alternative solutions Preparing a report And then moving to the next phase analysis Ch 13 pg 361 figure 13-4 One step in defining problems with the current system is to interview executives o Photo showing two employees talking, presumably discussing problems with the current system Ch 13 pg 361 figure 13-5 Management meets to evaluate the preliminary investigation report o Photo of employees talking, presumably discussing the preliminary report o After reviewing the report, management must make a decision to kill the project, put it on hold, or move ahead to the next phase Ch 13 pg 362 figure 13-6 Phase 2: Systems Analysis o Image of the tasks taking place in the analysis phase including: Gathering information Analyzing the data Reporting on the findings And moving on to the next phase design Ch 13 pg 363 figure 13-7 Example of an organization chart o Image of a typical organization chart showing the relationship of the CEO Chief Executive Officer Vice Presidents accounting, marketing, production, human resources, research (the key functional areas of a business) Other levels of management and non management employees o Such charts are helpful for finding areas of authority and responsibility Ch 13 pg 364 figure 13-8 Example of a grid chart o Image showing a grid chart, listing the Forms (input) and Reports (output) helping to identify data as it flows from input to output o An example might show how information from a time sheet is posted onto a clients bill for those services Ch 13 pg 364 figure 13-9 Example of a decision table o Image showing Conditions, Actions, and Decision rules for a sample decision table

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Ch 13 Systems Analysis and Design o These can be useful for making sure you have a rule for all major actions that may occur during business transactions or business decisions, e.g. create a decision table to track the actions when using an automated phone service Ch 13 pg 365 figure 13-10 Example of a system flowchart o Image showing program flowchart listing the steps to process data coming into a program, how its processed, and how it will be output o A systems flowchart would show the relationship of programs in a system, showing user inputs, when programs get executed, and outputs back to the user Ch 13 pg 365 figure 13-11 System flowchart symbols o Image showing a few symbols such as Manual input Process Offline storage Document o These symbols could also be used on program flowcharts Ch 13 pg 365 figure 13-12 Example of a data flow diagram o Image showing how data flows from a person through a system, identifying basic information types as they move through the system Ch 13 pg 365 figure 13-13 Data flow diagram symbols o Image showing a few key symbols used in a DFD including Entities e.g. client Process e.g. verify account File e.g. client database Data flow e.g. billed mail Ch 13 pg 366 figure 13-14 Summary of analysis tools o Table listing some of the key analysis tools along with a brief description, including: Checklists Top-down analysis Grid charts Decision tables System flowcharts Data flow diagrams Automated design tools Ch 13 pg 366 figure 13-15 Systems analysis documentation o Photo of several documents and people working with them, including Time charts Calendars and schedules Report layouts, etc. Ch 13 pg 367 figure 13-16 Phase 3: Systems Design o Image outlining the tasks in this phase, including:

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Ch 13 Systems Analysis and Design Designing alternative systems Selecting the best system Writing & presenting the system design report Moving on to the next phase development Ch 13 pg 368 figure 13-17 Phase 4: Systems Development o Image outlining the tasks in this phase, including: Acquiring software Acquiring hardware Testing the new system Moving on to the next phase implementation Ch 13 pg 369 figure 13-18 To test a system, sample data is entered and problems are resolved o Image of employees talking in a meeting, presumably discussing any problems encountered while testing a system Ch 13 pg 370 figure 13-19 Phase 5: Systems Implementation o Image outlining the tasks in this phase, including: Choosing and using the conversion strategy Training the users Moving on to the next phase maintenance Ch 13 pg 371 figure 13-20 Types of conversion o Table listing the system conversion strategies, including Direct: abandon the old Parallel: run old and new side by side Pilot: convert part of an organization first Phased: implement gradually Ch 13 pg 371 figure 13-21 A pilot group from Creative Services tests the new system o Photo of employees working for a fictitious organization, shown working to test out a new system Ch 13 pg 372 figure 13-22 Phase 6: Systems Maintenance o Image outlining the tasks in this phase, including: Performing a systems audit Performing periodic evaluations Ch 13 pg 372 figure 13-23 Summary of the systems life cycle o Table listing the phases and activities in a typical systems life cycle including: Preliminary investigation Systems analysis Systems design Systems development Systems implementation Systems maintenance Ch 13 pg 373 figure 13-24 SimuSys from IBM CE_IM13-25

Ch 13 Systems Analysis and Design o Screen shot of SimuSys, a product that can help manage the creation of system prototypes

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