SYSTEM ANALYSIS AND DESIGN (Lesson 2)

ELEMENTS OF A SYSTEM

The following diagram shows the elements of a system –

Outputs and Inputs

 The main aim of a system is to produce an output which is useful for its user.
 Inputs are the information that enters into the system for processing.
 Output is the outcome of processing.
Processor(s)
 The processor is the element of a system that involves the actual transformation
of input into output.
 It is the operational component of a system. Processors may modify the input
either totally or partially, depending on the output specification.
 As the output specifications change, so does the processing. In some cases,
input is also modified to enable the processor for handling the transformation.
Control
 The control element guides the system.
 It is the decision–making subsystem that controls the pattern of activities
governing input, processing, and output.
 The behavior of a computer System is controlled by the Operating System and
software. In order to keep system in balance, what and how much input is
needed is determined by Output Specifications.
Feedback
 Feedback provides the control in a dynamic system.
  Positive feedback is routine in nature that encourages the performance of the
system.
 Negative feedback is informational in nature that provides the controller with
information for action.
Environment
 The environment is the “supersystem” within which an organization operates.
 It is the source of external elements that strike on the system.
 It determines how a system must function. For example, vendors and
competitors of organization’s environment, may provide constraints that affect the
actual performance of the business.
Boundaries and Interface
 A system should be defined by its boundaries. Boundaries are the limits that
identify its components, processes, and interrelationship when it interfaces with
another system.
 Each system has boundaries that determine its sphere of influence and control.
 The knowledge of the boundaries of a given system is crucial in determining the
nature of its interface with other systems for successful design.

SYSTEM DEVELOPMENT LIFE-CYCLE (SDLC)

. An effective System Development Life Cycle (SDLC) should result in a high quality
system that meets customer expectations, reaches completion within time and cost
evaluations, and works effectively and efficiently in the current and planned Information
Technology infrastructure.
System Development Life Cycle (SDLC) is a conceptual model which includes policies
and procedures for developing or altering systems throughout their life cycles.
SDLC is used by analysts to develop an information system. SDLC includes the
following activities −
 requirements
 design
 implementation
 testing
 deployment
 operations
 maintenance
Phases of SDLC
Systems Development Life Cycle is a systematic approach which explicitly breaks down
the work into phases that are required to implement either new or modified Information
System.
SYSTEM ANALYST
The system analyst is a person who is thoroughly aware of the system and guides the
system development project by giving proper directions. He is an expert having
technical and interpersonal skills to carry out development tasks required at each
phase.
He pursues to match the objectives of information system with the organization goal.
Main Roles
1. Defining and understanding the requirement of user through various Fact finding
techniques.
2. Prioritizing the requirements by obtaining user consensus.
3. Gathering the facts or information and acquires the opinions of users.
4. Maintains analysis and evaluation to arrive at appropriate system which is more
user friendly.
5. Suggests many flexible alternative solutions, pick the best solution, and quantify
cost and benefits.
 6. Draw certain specifications which are easily understood by users and
programmer in precise and detailed form.
7. Implemented the logical design of system which must be modular.
8. Plan the periodicity for evaluation after it has been used for some time, and
modify the system as needed.
Attributes of a Systems Analyst
The following figure shows the attributes a systems analyst should possess −

Interpersonal Skills
 Interface with users and programmer.
 Facilitate groups and lead smaller teams.
 Managing expectations.
 Good understanding, communication, selling and teaching abilities.
 Motivator having the confidence to solve queries.
Analytical Skills
 System study and organizational knowledge
 Problem identification, problem analysis, and problem solving
 Sound commonsense
 Ability to access trade-off
 Curiosity to learn about new organization
Management Skills
 Understand users jargon and practices.
 Resource & project management.
 Change & risk management.
 Understand the management functions thoroughly.
Technical Skills
 Knowledge of computers and software.
 Keep abreast of modern development.
 Know of system design tools.
 Breadth knowledge about new technologies.

Information Gathering Techniques

The main aim of fact finding techniques is to determine the information requirements of
an organization used by analysts to prepare a precise SRS understood by user.
Ideal SRS Document should −
 Be complete, Unambiguous, and Jargon-free.
 specify operational, tactical, and strategic information requirements.
 solve possible disputes between users and analyst.
 use graphical aids which simplify understanding and design.
There are various information gathering techniques −
1. Interviewing
Systems analyst collects information from individuals or groups by interviewing. The
analyst can be formal, legalistic, play politics, or be informal; as the success of an
interview depends on the skill of analyst as interviewer.
It can be done in two ways −
 Unstructured Interview − The system analyst conducts question-answer
session to acquire basic information of the system.
 Structured Interview − It has standard questions which user need to respond in
either close (objective) or open (descriptive) format.
Advantages of Interviewing
 This method is frequently the best source of gathering qualitative information.
 It is useful for them, who do not communicate effectively in writing or who may
not have the time to complete questionnaire.
 Information can easily be validated and cross checked immediately.
 It can handle the complex subjects.
 It is easy to discover key problem by seeking opinions.
 It bridges the gaps in the areas of misunderstandings and minimizes future
problems.
2. Questionnaires
This method is used by analyst to gather information about various issues of
system from large number of persons.
There are two types of questionnaires −
 Open-ended Questionnaires − It consists of questions that can be easily and
correctly interpreted. They can explore a problem and lead to a specific direction
of answer.
  Closed-ended Questionnaires − It consists of questions that are used when the
systems analyst effectively lists all possible responses, which are mutually
exclusive.
Advantages of questionnaires
 It is very effective in surveying interests, attitudes, feelings, and beliefs of users
which are not co-located.
 It is useful in situation to know what proportion of a given group approves or
disapproves of a particular feature of the proposed system.
 It is useful to determine the overall opinion before giving any specific direction to
the system project.
 It is more reliable and provides high confidentiality of honest responses.
 It is appropriate for electing factual information and for statistical data collection
which can be emailed and sent by post.
3. Review of Records, Procedures, and Forms
Review of existing records, procedures, and forms helps to seek insight into a
system which describes the current system capabilities, its operations, or activities.
Advantages
 It helps user to gain some knowledge about the organization or operations by
themselves before they impose upon others.
 It helps in documenting current operations within short span of time as the
procedure manuals and forms describe the format and functions of present
system.
 It can provide a clear understanding about the transactions that are handled in
the organization, identifying input for processing, and evaluating performance.
 It can help an analyst to understand the system in terms of the operations that
must be supported.
 It describes the problem, its affected parts, and the proposed solution.
4. Observation
This is a method of gathering information by noticing and observing the people,
events, and objects. The analyst visits the organization to observe the working of
system and understands the requirements of the system.
Advantages
 It is a direct method for gleaning information.
 It is useful in situation where authenticity of data collected is in question or when
complexity of certain aspects of system prevents clear explanation by end-users.
 It produces more accurate and reliable data.
 It produces all the aspect of documentation that are incomplete and outdated.
5. Joint Application Development (JAD)
It is a new technique developed by IBM which brings owners, users, analysts,
designers, and builders to define and design the system using organized and intensive
workshops. JAD trained analyst act as facilitator for workshop who has some
specialized skills.
Advantages of JAD
 It saves time and cost by replacing months of traditional interviews and follow-up
meetings.
 It is useful in organizational culture which supports joint problem solving.
  Fosters formal relationships among multiple levels of employees.
 It can lead to development of design creatively.
 It Allows rapid development and improves ownership of information system.
6. Research or Background Reading
This method is widely used for information gathering by accessing the gleaned
information. It includes any previously gathered information used by the marketer from
any internal or external source.
Advantages
 It is more openly accessed with the availability of internet.
 It provides valuable information with low cost and time.
 It act as forerunner to primary research and aligns the focus of primary research.
 It is used by the researcher to conclude if the research is worth it as it is available
with procedures used and issues in collecting them.