COMPUTER STUDIES GRADE 10 – 11 Page 3 of 256

THEME 1

System analysis specification and design

What is a system?
An organized combination of hardware, software, and users that interact to perform a task
and facilitate decision making in an organization.
Examples of systems are stock control, library, payroll, billing etc.

The Software development Life Cycle (SDLC)

This is a series of stages which are followed during the development of a system. Mainly
two people are involved in the development of a system i.e. the system analyst and the
programmer.

Systems analyst/system developer.

This is the person who studies a system with the aim of designing an improved
computerized version. He must maintain a close contact with the managers and the users
during the system development.
Programmer
This is the person who writes program code in a specific programming language. Usually a
programmer will write a program from a specification provided by the systems analyst
which specifies what the program should do.
COMPUTER STUDIES GRADE 10 – 11 Page 4 of 256

1.1 ACTIVITY - SYSTEM ANALYSIS

NAME: ………………………………………………………….. MARKS: 5
1. What is a system
…………………………………………………………………………………………………
……………………………… [1]
2. What is a system analyst
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……………………………… [1]
3. What is a programmer
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……………………………… [1]
4. What is system analysis
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……………………………… [1]
5. What is a system life cycle
…………………………………………………………………………………………………
……………………………… [1]

The stages of the system life cycle are ADDITEM

1. Analysis.
2. Design
3. Development
4. Implementation
5. Testing
6. Evaluation
7. Maintenance

Why a system has a limited lifespan?

 Improved service
 Better performance
 Reduced cost
 Stronger controls
 Update to support more information, new products or services
COMPUTER STUDIES GRADE 10 – 11 Page 5 of 256

ANALYSIS STAGE - it is done by the systems analyst

This is the most important stage and if it is not done properly a wrong system might be
produced.

What is done at the analysis stage?

The following are done at this stage.

1. Fact finding
This is when the system analyst uses the different fact finding techniques to find out
information about the following:
 how the current system works
 What can be done to improve it-setting up of objectives of a new system.
 What future developments need to be considered?

Fact finding techniques

These are methods which are used by the systems analyst to obtain the required
information from various people. They include interviews, questionnaires document study
and observation.

1. INTERVIEWS
This is when the systems analyst asks questions on a one to one basis from the people
who are using the system. Interviews will be done on people at different levels to find out
people’s feelings about the system.

Advantages of interviews
If you get trust from the people interviews will bring true feelings of the people.

Disadvantages of interviews
- People can be afraid of changing the current system so they may end up giving wrong
information.
COMPUTER STUDIES GRADE 10 – 11 Page 6 of 256

- It is difficult to get the required trust and confidence from the people so that they can
speak out freely.
-It can be difficult if there are too many people to be interviewed.
-The systems analyst cannot do anything else because he/she will be involved in the
process of interviewing unlike questionnaires i.e. it is time consuming.

2. QUESTIONNAIRES
This is when the systems analyst drafts questions on a paper and gives the questions to
people so that they can answer in writing.

Advantages of questionnaires
-People can give true information because they are not afraid of anyone since they are not
required to write their names on the questionnaire.
-It is an easy method of obtaining data from a large group of people.
-It is an easy method to obtain data form people who are far away.
-People can complete the questionnaire while the systems analyst can be doing other
things since he/she does not need to be there while the people are answering.

Disadvantages of questionnaires
-Questionnaires are boring to complete so people can just ignore them and put them aside.
-It is tiresome to gather data from all the questionnaires if a large group of people is
involved.
-If people are afraid of changing to a new system they can still give wrong or biased
information.

3. OBSERVATION
This is when the systems analyst goes to the site where the current system is being used
and sees/watches while users are using the system. This is considered the best method to
get true information. The system analyst will even attempt to use the system in the same
way the users are doing.
COMPUTER STUDIES GRADE 10 – 11 Page 7 of 256

Advantages
-It brings out other important aspects of the current system which are difficult to bring out in
interviews and questionnaires.
-There is no possibility of obtaining wrong information because the systems analyst is
there.

Disadvantages
The system analyst cannot continue with any other task because he/she is directly
involved in the observation, i.e. it is time consuming.

4. Document study.
This is when the system analyst examines existing paper work such as receipts, monthly
statements, invoices etc. this is done to see how data is recorded and also to see how data
is processed. The advantage of document study is that there is no bias i.e. no chance of
getting wrong information and the disadvantage is that the documents may be too many to
go through all of them and this becomes a tiresome process.

Explain the importance of defining a given problem accurately

To avoid designing a wrong system: once it does not meet the requirements, then it is a
different system from what required.

Produce a feasibility study report

The systems analyst produces a report which will be explaining whether a new computer
system will be better than the current or existing system. It highlights the advantages and
disadvantages of both the current system and the new system. It will also give
recommendations on whether to proceed with developing a new system or to just continue
using the current system.

Areas covered by a feasibility study- The following should be looked at when producing
a feasibility report.
COMPUTER STUDIES GRADE 10 – 11 Page 8 of 256

a. Technical feasibility – Is the solution technically possible? Under technical feasibility,

the following questions are asked:
 Do we have the required technical expertise to develop the system?
 Do we have the employees who can use the new computerized system? If we don’t
have is it easy to get them?
 Do we have the hardware and software needed?
b. Economic feasibility- Can we afford to have the new system i.e. do we have enough
money? The analyst must perform a cost-benefit analysis and ask the following
questions.
 Is the solution economic to produce? If the cost of computerizing is so great that the
company could not make any profit form it then it is not feasible.
 Is the solution economic to run? Look into the requirements of running the system
e.g. Electricity bills, printing paper, qualified employees’ salaries etc. If the running
costs are higher than the expected benefits then there is no point in changing the
system.

c. Social feasibility- The following questions are asked.

 How is the new system going to affect our employees? Are they going to lose their
jobs or do we have to send them for training?
 Is the customer going to notice any difference? E.g. are there going to be any
reductions in prices, better and faster services.
 How long will it take to produce the system? If it takes too long the company may
have to shut which may negatively affect employees and customers.

3. Setting up of objectives of the new system

This involves determining what needs to be done. What is to be accomplished by the new
system? If objectives are wrongly set then a wrong system may be produced.

4. Requirements specification
The systems analyst sets up a requirements specification. This includes listing the
hardware and software requirements which will allow the objectives of the new system to
be met.

Documentation
This is a carefully written document which allows the analysts to understand the system for
future maintenance (making changes to the system). Sometimes the analyst may leave the
COMPUTER STUDIES GRADE 10 – 11 Page 9 of 256

company so if there is documentation; other analysts can read and proceed with the
system development.

1.1 ACTIVITY - SYSTEM ANALYSIS

NAME: ………………………………………………………….. MARKS: 16

Why does a system have a limited life span

……………………………………………………………………………………………......
…………………………………………………………………………………………… [2]

1. Why is it important to have correct systems requirements

……………………………………………………………………………………………......
…………………………………………………………………………………………… [2]
2. Why is a feasibility report needed
……………………………………………………………………………………………......
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3. Describe the four fact finding methods
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4. What is the relationship between systems requirement and system design

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COMPUTER STUDIES GRADE 10 – 11 Page 10 of 256

DESIGN STAGE
Both the programmer and the system analyst are involved at this stage.
What is done at the design stage?
NB: Design is done on paper.
 Design of input forms for entering data into the system.
 Design of output forms.
 Design of reports.
 Design validation rules on inputs, which allow only sensible data to be entered into
the system.
 Design of a test strategy to make sure that the system is tested.
 Design of test data, which will match the test strategy.
 Design the algorithms, which show how to solve the problem. These include the
Jackson’s structure diagram for top down design, data flow diagram and system
flowchart. Top down design is the breaking down of a large problem into smaller
problems, and these smaller problems are also further broken down into even
smaller problems and so on until the problem is easier to understand and solve.
 Design the file structures or tables and the relationships between the tables.
 Specify the hardware and the software needed.
 Convert the algorithms into a suitable programming language. This is done by the
programmer.
 Documentation to allow for future maintenance.

DEVELOPMENT STAGE
This is when the real work begins in particular, when a programmer/ analyst start to do the
major work on the project. Development is done on the computer.

 Develop input forms for entering data into the system.

 Develop output forms.
 Develop reports.
 Develop validation rules on inputs, which allow only sensible data to be entered into
the system.
 Develop the file structures or tables and the relationships between the tables.
 Develop code using a suitable programming language. This is done by the
programmer.
 Documentation to allow for future maintenance.
COMPUTER STUDIES GRADE 10 – 11 Page 11 of 256

IMPLEMENTATION AND INSTALLATION STAGE

This is when the new system is set up using the specified hardware and software and get it
to produce the required output. It is important to plan for this stage because at this stage is
where you determine which change over method you will use, how you will train your staff
and what hardware and software you need.

Tasks carried out at this stage are:

1. The training of staff takes place at this stage so that the staff can be ready to use
the new system. Staff can be trained using user manuals or they can be given
lectures or lessons.
2. Make a backup of data before changing to the new system.
3. Set up the hardware and the software according to the requirements specification.
4. Transfer data from the old system to the new system. Data may need to be modified
so that it can be compatible with the new system.
5. Decide on the changeover method, i.e. straight, parallel running or phased
changeover.

Types of system changeover (types of system implementation)

There are several ways of changing from the old system to the new system and these
depend on the nature and size of the system.

1. Straight or direct changeover

This is the complete replacement of the old system with the new system at one go. It is
also called the “Big Bang”
Advantage.
It is a cheaper method than parallel running because only one system will be used and
therefore resources are not wasted on two systems.
Disadvantage
This method is risky because the new system might be having some errors which were not
discovered during testing. When those errors occur, it will stop the business from running.
COMPUTER STUDIES GRADE 10 – 11 Page 12 of 256

2. Parallel running
this is when the old and the new system are run together in parallel for a period of time
until everyone is satisfied that the new system is working successfully. Then the old
system can be dropped.
Parallel running is expensive because two systems are being run at the same time but its
advantage is that it allows all errors with the new system to be corrected before it can be
implemented permanently.

3. Phased changeover
This is changing the system in a number of stages rather than all at once. Parts of the old
system are replaced by the new system in stages. Parts of the new system are replaced
with the new system in stages.

Advantage
It is less risky than direct changeover because it’s not the whole system which is
implemented but only part of it.

Disadvantage
If the stage which has been implemented still has errors then the whole system may not
work properly since stages are dependent on each other.

Methods of staff training

1. Lectures can be offered to staff. This means the experts in using the system will have to
offer training lessons to staff.

Advantage
Staff can ask questions on the topics they don’t understand and the experts will properly
explain things to them to make them understand.
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Disadvantage
The company may have to shut down so that workers can be trained. This means there will
be no or less business going on during the time the staff will be trained which may lead to
low productivity.

This method is also expensive because the company will have to hire a training venue and
also pay the experts who are offering the lectures to staff.

2. Using computerized training packages

This means staff will use CAL/CBT to get training on how to use the system

Advantage
Staff can train at any time on their own. This means they can even train in the evening and
that allows the business to run during the day and productivity will not be affected.

Workers can repeat sections which they don’t understand until they understand.

Staff can have a better understanding because of the multimedia features in the
computerized training packages.

3. User manuals / user documentation.

These are documents which contain instructions on how to use the system. Staff can use
these documents to study how to use the system.

Staff can train at any time on their own. This means they can even train in the evening and
that allows the business to run during the day and productivity will not be affected.

Disadvantage
It may be difficult for staff to understand some sections and they may need further
explanations.
COMPUTER STUDIES GRADE 10 – 11 Page 14 of 256

TESTING STAGE
Testing is not a stage on its own but it is done during other stages which are design and
implementation. A system must be tested to make sure that it is working correctly.
NB: Testing is also done during the design and implementation stages
Testing is done to check for syntax errors (language grammar error) when coding. When
the program is syntax error free, the programmer checks for logical errors (if the program is
producing the required output.

Types of testing
 Unit testing
This is testing done on individual module/unit/component of the software to
determine whether one is fully functional as they are being produced. Usually a
large system is broken down into smaller subsystems (modules), which are easier
to handle and solve. Each of this module is tested individually, with standard,
extreme and abnormal data.
 Integration testing
This is the type of testing which is done on modules as they are being linked
together. Errors may occur when bringing the modules together.
 System testing
This is done on the whole system by independent testers who did not take part in
the development of the system. This stage is important because it proves that the
application meets the technical, functional and business requirements set by the
client.
 User acceptance testing
This is the type of testing that is done by the user so that they may check if the
system is really satisfying their needs. User may also find other errors which may
then be solved before the system is finally handed over to them.
COMPUTER STUDIES GRADE 10 – 11 Page 15 of 256

Test data.
This is the data that is selected to be used for testing the system. Every system should be
tested with standard data, extreme data and abnormal data to see how it will behave.

Types of test data

1. Standard data or normal data.
This is data which is normal and acceptable to the system.

2. Extreme data
This is data, which indicates the beginning and the end values. i.e. data at the ends or
extremes.

3. Abnormal data.
This is data that is out of range and it should not be accepted by the system.

Example of selecting appropriate test data.

If mark < 0 and mark > 0 then
Print “ERROR”
Endif
The following table shows how the above validation rule will be tested for normal, abnormal
and extreme data.
Example of test data Type of test data Expected result
10, 30, 99 Normal data Values accepted as
normal
-1, 120, -80 Abnormal Error message. Values
not accepted because
they are abnormal.
0 and 100 Extreme Value accepted
COMPUTER STUDIES GRADE 10 – 11 Page 16 of 256

THE EVALUATION STAGE

The evaluation stage of the software development process requires the customer and the
system analyst to review the software. The software should be evaluated at all stages in
the process, not just when the software is complete. e.g. How well the customer’s problem
has been understood, should be evaluated at the analysis stage and the user interface
should be evaluated at the design stage.

The system is evaluated the system against the following questions:

1. Does this software meet the user requirements? Are all the objectives met?
2. Is it fit for purpose?

To answer these questions, the original aims of the software must be evaluated using the
following criteria.

 Reliability
 Portability
 Efficiency
 Maintainability
 User friendliness

MAINTENANCE STAGE
This is a process which makes sure that the system continues to work properly in the
future. A system has a limited life span and therefore it needs maintenance.

Types of maintenance
1. Adaptive maintenance
This is maintenance done to make the system cope with any changes which might have
occurred. For example: changes in technology may occur like if a new printer is brought
then the system should be updated with new printer drivers.
Changes in business values such as increase in VAT means the system must be updated
to meet the new changes.
Software upgrades also need adaptive maintenance for example if a new operating system
is purchased, then the system needs to be adjusted to be compatible with the new
operating system.
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2. Corrective maintenance
This is maintenance done to correct any errors which may be discovered during running of
the system.
3. Perfective maintenance
This is done to improve the performance of the system. There will be no errors but the
company may just want to make the system faster, more user-friendly and more efficient.

DOCUMENTATION
All stages of the system life cycle should be carefully documented.

Importance of documentation
-It allows for future maintenance of the program because the organization’s needs may
change causing the system to be changed.
-It allows other system developers to understand and carry on with the system
development if a developer leaves before finishing the system development.
-It gives instructions to users on how to use the system.

Types of documentation
There are two types of documentation which are technical documentation and user
documentation.

Technical documentation
This is the documentation which describes how the system was developed.

What is found in a technical documentation?

1. System flowchart-a diagram which shows
a. The tasks to be carried out.
b. The devices to be used.
c. Input, storage and output devices
2. Entity relationship diagrams-diagrams showing the type of relationships between the
tables.
3. Data flow diagrams-to show how data is being processed in the system.
4. Structure diagrams –to show how the system has been broken down into modules
using top-down design.
COMPUTER STUDIES GRADE 10 – 11 Page 18 of 256

5. Algorithms and program listings for each modules

6. A test plan and data used to test the system.

User Documentation
This is the documentation which tells the user how to use the system.

What is found in a user documentation?

1. A user guide with instructions on how to
- install the system
- load the system
- log on and off the system
- Troubleshoot and solve errors on the system.
2. Examples of input
3. Examples of output
4. Screen shots

Validation
-this is the checking of data by the computer at the input stage to make sure that only
sensible data is input. It is formulating rules that ensure that only sensible data in entered
into the computer system. E.g. validation of exam marks to make sure no values below 0
and above 100 are entered.

TYPES OF VALIDATION CHECKS

Type check- done to make sure that the correct type of data is entered e.g. cannot enter a
letter in a number field.
Range check-to make sure that numbers are in the correct range. E.g. on test marks they
cannot be below 0 and cannot be above 100.
Length check or character count-to make sure that a string of characters does not
exceed the limit. Usually done on names.
Total check-to make sure that a series of numbers is entered correctly. Calculate the total
of all the numbers and enter it. The computer will recalculate the total and compare it with
the one you entered.
Picture / Format check-to make sure that certain fields are in the correct format e.g. 3
letters followed by 6 digits.
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Check digit- an extra digit is added to the end of a number or code. This is done to make
sure that the correct data is entered. Done on credit card numbers.
Presence check – to see whether data has been entered in that field at all. It should not
be left blank. Done on credit card numbers, account numbers names etc

VERIFICATION
This is checking whether entered data is correct by re-entering and comparing or double-
checking. E.g. verification of passwords.

Ways of verifying data

1. Re-enter the data and compare the two sets of data. If they are the same then the
data has been entered correctly.
2. Double-check the data on the screen to make sure it is correct.
COMPUTER STUDIES GRADE 10 – 11 Page 20 of 256

1.1 ACTIVITY - SYSTEM ANALYSIS

NAME: ………………………………………………………….. MARKS: 35
1. A systems analyst has been asked by a bookshop owner to computerize the records he keeps
about his books. He will not be keeping records of customers. The systems analyst must first
of all collect information about the existing system.
a. Describe three methods which would be used to collect this information.
…………………………………………………………………………………………………………
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b. The data entered will need to be verified. Describe two methods of verifying data.
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………………………………………………………………………………………………….… [2]
2. A company wishes to replace its existing data processing system with a more up-to-date
system. After consultation, two alternative methods for converting from the old to the new
system are proposed, parallel and phased.
a) Describe
i. Parallel conversion
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……………………………………………………………………….…………………………… [2]
ii. Phased conversion.
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b) Describe two tasks that may have to be carried out when converting from the old to
the new system.
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…………………………………………………………………………………………………… [2]
3. A systems analyst has designed a new computer system for a large company.
(a) Name two methods of implementing this new system and describe one advantage of using
each method. (Do not give the same advantage for Method 1 and Method 2.)
…………………………………………………………………………………………………………
…………………………………………………………………………………………………… [2]
COMPUTER STUDIES GRADE 10 – 11 Page 21 of 256

b. Before the system is implemented, it needs to be fully tested. One of the tests will be to check
that the company does not pay a worker more than $800 per week.
Use examples of a worker’s pay to explain what is meant by normal test data, abnormal test data
and extreme test data.
…………………………………………………………………………………………………………
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……………………………………………………………………………………………………. [3]
3. State two reasons why a software system will require maintenance
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……………………………………………………………………………………………………..……… [2]
5. Imagine you have just taken the job of Analyst/Programmer for AQA Solutions, a large software
development company. You are assigned the task of corrective maintenance of software, which
was developed by a programmer who no longer works for AQA Solutions.
a. Name four types of information you expect to find in maintenance documentation and explain
how each would assist you in your task of correcting the reported bugs.
3. Describe the following stages of the systems life cycle.
a) Analysis
…………………………………………………………………………………………………… [1]
b) Design
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c) Implementation
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4. A large company is going to replace its current computer system with a new one. The
system has been created and is now going to be implemented. After the system is
implemented, the company will be given documentation to go with the system. This will
consist of technical documentation and user documentation. Describe three different items
that each type of documentation will contain.
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…………………………………………………………………………………………………….. [3]
8. A program has been written to process student marks in a set of tests.
a) Describe two validation checks that could be made on a student name.
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COMPUTER STUDIES GRADE 10 – 11 Page 22 of 256

…………………………………………………………………………………………………………… [2]
b) Describe two validation checks that could be made on a mark.
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c) State four factors that should be considered as part of a feasibility study, explaining the
importance of each.
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…………………………………………………………………………………………………………… [4]

5. Name two methods of implementing a new computer system. Give one advantage and one
disadvantage of each method chosen.
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…………………………………………………………………………………………………………… [2]
10. A company has decided to set up call centers in different countries. Regular training sessions,
using video conferencing, will be carried out.
Describe another method of training staff using modern computer technology.
…………………………………………………………………………………………………………………
…………………………………………………………………………………………………………… [1]