3/31/24, 9:46 PM System Analysis and Design - Overview

System Analysis and Design - Overview

Systems development is systematic process which includes phases such as planning,

analysis, design, deployment, and maintenance. Here, in this tutorial, we will
primarily focus on −

Systems analysis
Systems design

Systems Analysis
It is a process of collecting and interpreting facts, identifying the problems, and
decomposition of a system into its components.

System analysis is conducted for the purpose of studying a system or its parts in
order to identify its objectives. It is a problem solving technique that improves the
system and ensures that all the components of the system work efficiently to
accomplish their purpose.

Analysis specifies what the system should do.

Systems Design
It is a process of planning a new business system or replacing an existing system by
defining its components or modules to satisfy the specific requirements. Before
planning, you need to understand the old system thoroughly and determine how
computers can best be used in order to operate efficiently.

System Design focuses on how to accomplish the objective of the system.

System Analysis and Design (SAD) mainly focuses on −

Systems
Processes
Technology

Privacy - Terms

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What is a System?
The word System is derived from Greek word Systema, which means an organized
relationship between any set of components to achieve some common cause or
objective.

A system is “an orderly grouping of interdependent components linked together

according to a plan to achieve a specific goal.”

Constraints of a System

A system must have three basic constraints −

A system must have some structure and behavior which is designed to

achieve a predefined objective.

Interconnectivity and interdependence must exist among the system

components.
The objectives of the organization have a higher priority than the
objectives of its subsystems.

For example, traffic management system, payroll system, automatic library system,
human resources information system.

Properties of a System
A system has the following properties −

Organization

Organization implies structure and order. It is the arrangement of components that

helps to achieve predetermined objectives.

Interaction

It is defined by the manner in which the components operate with each other.

For example, in an organization, purchasing department must interact with

production department and payroll with personnel department.

Interdependence

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Interdependence means how the components of a system depend on one another.

For proper functioning, the components are coordinated and linked together
according to a specified plan. The output of one subsystem is the required by other
subsystem as input.

Integration

Integration is concerned with how a system components are connected together. It

means that the parts of the system work together within the system even if each
part performs a unique function.

Central Objective

The objective of system must be central. It may be real or stated. It is not

uncommon for an organization to state an objective and operate to achieve another.

The users must know the main objective of a computer application early in the
analysis for a successful design and conversion.

Elements of a System
The following diagram shows the elements of a system −

Outputs and Inputs

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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.

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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.

Types of Systems
The systems can be divided into the following types −

Physical or Abstract Systems

Physical systems are tangible entities. We can touch and feel them.

Physical System may be static or dynamic in nature. For example, desks and
chairs are the physical parts of computer center which are static. A
programmed computer is a dynamic system in which programs, data, and
applications can change according to the user's needs.

Abstract systems are non-physical entities or conceptual that may be

formulas, representation or model of a real system.

Open or Closed Systems

An open system must interact with its environment. It receives inputs from
and delivers outputs to the outside of the system. For example, an
information system which must adapt to the changing environmental
conditions.

A closed system does not interact with its environment. It is isolated from
environmental influences. A completely closed system is rare in reality.

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Adaptive and Non Adaptive System

Adaptive System responds to the change in the environment in a way to

improve their performance and to survive. For example, human beings,
animals.
Non Adaptive System is the system which does not respond to the
environment. For example, machines.

Permanent or Temporary System

Permanent System persists for long time. For example, business policies.

Temporary System is made for specified time and after that they are
demolished. For example, A DJ system is set up for a program and it is
dissembled after the program.

Natural and Manufactured System

Natural systems are created by the nature. For example, Solar system,
seasonal system.
Manufactured System is the man-made system. For example, Rockets, dams,
trains.

Deterministic or Probabilistic System

Deterministic system operates in a predictable manner and the interaction

between system components is known with certainty. For example, two
molecules of hydrogen and one molecule of oxygen makes water.
Probabilistic System shows uncertain behavior. The exact output is not known.
For example, Weather forecasting, mail delivery.

Social, Human-Machine, Machine System

Social System is made up of people. For example, social clubs, societies.

In Human-Machine System, both human and machines are involved to
perform a particular task. For example, Computer programming.

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Machine System is where human interference is neglected. All the tasks are
performed by the machine. For example, an autonomous robot.

Man–Made Information Systems

It is an interconnected set of information resources to manage data for

particular organization, under Direct Management Control (DMC).

This system includes hardware, software, communication, data, and

application for producing information according to the need of an
organization.
Man-made information systems are divided into three types −

Formal Information System − It is based on the flow of information in the

form of memos, instructions, etc., from top level to lower levels of
management.

Informal Information System − This is employee based system which

solves the day to day work related problems.
Computer Based System − This system is directly dependent on the
computer for managing business applications. For example, automatic library
system, railway reservation system, banking system, etc.

Systems Models

Schematic Models

A schematic model is a 2-D chart that shows system elements and their
linkages.

Different arrows are used to show information flow, material flow, and
information feedback.

Flow System Models

A flow system model shows the orderly flow of the material, energy, and
information that hold the system together.

Program Evaluation and Review Technique (PERT), for example, is used to

abstract a real world system in model form.

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Static System Models

They represent one pair of relationships such as activity–time or cost–

quantity.

The Gantt chart, for example, gives a static picture of an activity-time

relationship.

Dynamic System Models

Business organizations are dynamic systems. A dynamic model approximates

the type of organization or application that analysts deal with.

It shows an ongoing, constantly changing status of the system. It consists of

−

Inputs that enter the system

The processor through which transformation takes place
The program(s) required for processing

The output(s) that result from processing.

Categories of Information
There are three categories of information related to managerial levels and the
decision managers make.

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Strategic Information

This information is required by topmost management for long range planning

policies for next few years. For example, trends in revenues, financial
investment, and human resources, and population growth.
This type of information is achieved with the aid of Decision Support System
(DSS).

Managerial Information

This type of Information is required by middle management for short and

intermediate range planning which is in terms of months. For example, sales
analysis, cash flow projection, and annual financial statements.

It is achieved with the aid of Management Information Systems (MIS).

Operational information

This type of information is required by low management for daily and short
term planning to enforce day-to-day operational activities. For example,
keeping employee attendance records, overdue purchase orders, and current
stocks available.
It is achieved with the aid of Data Processing Systems (DPS).

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