Chapter 7

Fatima Ashraf
The System’s Life Cycle
• 7.1 Analysis
• 7.2 Design
• 7.3 Development and Testing
• 7.4 Implementation
• 7.5 Documentation
• 7.6 Evaluation
• Systems Analysts will review an existing system which is currently not meeting
expectations. The steps shown below will be followed to develop a new system
which is fit for purpose.

Analysis: Collecting information about the present system and identifying

problems.

Design: Designing a new system to correct the problems identified in the analysis.

Development & Testing: Developing and testing new system.

Implementation: Replacing the old system with the new system.

Documentation: Creating technical and user documentation for new system.

Evaluation: Evaluating whether the new system meets the requirements of the
design requirements.
7.1 Analysis
Analysis techniques Advantages Disadvantages
Observation The use of the current system • The analyst can obtain • Some employees may
is observed to find out how it reliable information feel uncomfortable being
about the current system. observed
works.
• Information will not be • Employees may perform
biased as it’s the analyst’s differently if they know
point of view. they being observed.

Interview People who use the system are • Can ask open ended • It can be a time
interviewed to gauge their questions to gauge to consuming process.
more feedback. • The interviewee cant
feedback.
• Questions can be remain anonymous with
modified during this method.
interview.

Questionnaire Questionnaires are distributed • Questionnaires can reach • Questionnaires may not
to employees/ customers to a larger audience. be completed accurately.
s • Questions can be • May not be all returned.
find out a range of opinions
answered quickly using • Can not expand or clarify
about the current system. tick boxes – cheaper answers to questions.
method of analysing.

Collecting Existing documentation for • Analyst's can see how • It can be a time consuming
the current system is analysed current the paper system process.
Documents operates. • Due to the amount of time
to identify what data is
• Can obtain information required this is a costly
inputted and outputted. critical to the system. method.
7.1 Analysis
Data which is inputted, Problems with the The requirements of the user
processed and outputted into current system are and the potential new system
the system are identified. identified. are identified.

Data may be paper based. What could be What is the new system meant
improved? to do?

New System Requirements Specification

• Once the systems analysts have completed the analysis stage of the systems life cycle they
should be fully aware of the limitations of the current system.

• The next step will be to design a new system (normally computer based) to resolve the
problems identified by the users and the systems analyst.

• The Requirements Specification will be created which will outline the required
improvements and expectations for the new system.
7.2 Design
Based on the information from the analysis stage a new system will be designed. The new
system will hope to resolve the issues identified in the current system.
Users should be able to interact with a system via a data capture form so is it easier and
quicker to input data.

On-screen forms should:

• Appropriate spacing for each field.
• Screen filled/not too much white space.
• Clearly defined input area for each field.
• An easy to read font/font size.
• A sensible font colour/background colour.
• Drop down lists and tick boxes.
• No overlapping of items.
• Navigation aids

Tick boxes/radio buttons Drop down lists to Buttons:

to enter choices choose an option • Go forward or
backwards
• Add, Save and
delete records
7.2 Design
Before a data input form can be created the database has to
be created. The following need to be considered:
• Type of data which will captured and inputted.
• Different tables which may be required and relationships
which could be established.
• Different fields (including Key) which would be required.
• Data types that would be required for each field
• Text
• Integer (numeric)
• Double
• Boolean (Yes/No)
• OLE Object (Image)

Paper Based Forms Must Include:

• Clear heading and instructions.
• Use of text boxes to collect information such as name,
DOB etc.
• Use of tick boxes to make choices easier (Gender).
• Clear fonts and text styles.
7.2 Design
• Data Validation checks whether the data entered data fulfils
specific criteria to ensure the data is valid.
• Different validation techniques can be used on different
fields depending on the type of data required for each field.

Presence Check To check if the data has been entered (is it present).
Range Check To check the data entered is in the correct range (Year 7 -12).

Length Check To check if item of text is too short or too long (check if full number has been entered).

Type Check To check if the type of data entered is correct (no letters in a numeric field).

Format Check To check if the data has been entered in the correct format (Date – DD/MM/YYYY)

Data Verification: Is a Proof Reading: Once data has Double Entry: The same data
method of double checking been entered it will be checked is required to be entered
the data to see if it is to see if it is correct (e.g. check is twice (e.g. type new
correct. name is spelt correctly). password twice).
7.3 Development and Testing
Development

Create the file structure: User Interface:

Validation Techniques:
• Field Names • The user interface will allow
• Validation rules will ensure
• (To store specific the user to interact with the
the correct data in entered
data) system and input data.
into the fields.
• Set Specific Data Types

Each step in the development stage will be checked to ensure

there are no errors in the system.

• Validation rules will be checked to see if only the correct values

can be entered into the relevant fields.
• User Interface: Check to see if they are user friendly and to see
if the different components work (navigation buttons).
7.3 Development and Testing
Testing Testing take place to ensure all
components of the system are
Module 1 Module 2 Module 3 working correctly before the
system is implemented.
Modify if any Modify if any Modify if any
errors found errors found errors found
• Software systems are developed
Testing Testing Testing in Modular form which means
each part of the system is
developed separately by the
programmer.
Modules combined to make Full Program
• This allows each module of the
Modify if any errors found
system to be tested separately
Testing
once it has been developed.

• If errors are found in the

Modifications which could be made:
modules or full program then
• Data/file structures
• Validation Rules then modifications will be made
• Input methods & output formats to the system.
7.3 Development and Testing
A typical test plan would include: Example: Test
• What is being tested Scores
• The test data that will be used
• The expected outcome of the Test. 0 – 100% (Range)
Below are examples of three different types of test data that could be entered -10% Boundary
into the system. Once the system has been fully tested then live data (actual 0%
data that would be entered) will be entered into the system. Results are
compared to those produced from the current system. 5%

Normal
10% R
20%
Normal data – data within a (given) range
30% A
Example – 10% - 90%
40% N
Abnormal 50%
Abnormal data – data outside the range (limits) 60% G
Example – Less than 0% or more than 100% 70%
80%
E
Extreme
Extreme data – data on the boundaries of the range or at the limits of 90%
acceptability. 95%
Example – 0%-5% or 95-100% 100% Boundary
110%
7.4 Implementation
Advantages Disadvantages

Direct Changeover The existing system is stopped • The whole system would • If the new system fails
and replaced by the new system have been fully tested then old system is not
immediately. before it is implemented available to fall back to.
so less chance of errors.
The data that was inputted into • There may not be enough
existing system is now inputted • Costs are reduced as time to provide training
into the new system. only one system is being to employees.
used. Tasks are not
duplicated.

Parallel Running The existing and new system • If the new system does • Tasks will be duplicated as
work together for a period of not meet the data is inputted into both
time until the new system fully requirements then old systems.
takes over. system is still available.
• This will require more
Data is inputted into both • Employees can be employees which will
systems whilst they are running trained gradually how to result in more costs
at the same time. used the new system. (paying salaries) for the
employers.
 Advantages Disadvantages

Phased The new system is gradually • You only introduce a • Time consuming as every
introduced. When parts of the new part of system if the part of the system which
Implementation new system are working at a current phase is working is implemented needs to
satisfactory level then more correctly. be evaluated.
elements of the system are • If a part of the new
phased in. system does not meet • A number of training
the requirements then sessions would be
Eventually the old system will be you can always go back required for employees
phased out over a period of to point of system which when each step of the
time. was working. new system is introduced.

Pilot Running The new system is • If the new system does • It could take a while for
piloted (trialled) in one part not meet the the whole system to be
(department) of an requirements then only implemented across all
organisation. If the pilot is one department is departments.
successful then it will be affected.
implemented across all • If the system fails in one
departments. • Training can take place department then
in one department at a modifications and further
Example: If a new system is time. Then employees training would be
introduced in book store which could be used in other required resulting in
is part of a chain. Then departments to help delays.
eventually if the system is with training.
successful it will be introduced
to all of the books stores in that
chain (WHS).
7.5 Documentation
There are two types of documentation that should be produced when creating a new system:
• User Documentation
• Technical Documentation

User Documentation Technical Documentation

The user documentation is intended to The maintainers are usually technical people,
help the users of the system. who need to know exactly how the system
works.
User documentation usually includes:
• List of minimum hardware and Technical documentation usually includes:
software required to use the system • Details of the hardware and
• How to install the system software required for the system
• How to start / stop the system • Details of data structures (data types, field
• How to use the features of the names, etc.)
system • Details of expected inputs
• Screenshots showing the system in • Details of validation checks
typical use • Details of how data is processed
• Example inputs and outputs • Diagrams showing how data moves through
• Explanations of any error the system
messages that might be shown • Flowcharts describing how the system works
• A troubleshooting guide • SRS, SDS, Coding, Testing Doucment
• User Manual
7.6 Evaluation
The final stage of the system life cycle is to evaluate the new system which has been
implemented in full. The purpose of the evaluation is refer back to the requirements
specification to see whether the new system has resolved the issues of the
previous system and met the requirements stated in the design.

1 2 3
Identify any limitations
Compare the solution Evaluate the users’
and necessary
with the original task responses to the results
improvements to the
requirements. of testing the system.
system.

• After the evaluation is complete if there are any problems or

limitations with the system from a technical or user point of view then
the system analyst will refer back to the design stage of the systems
life cycle.
• Based on the feedback necessary adjustments could be made to
improve the overall efficiency and usability of the new system
Real life example: Develop a e-commerce platform

1. Planning and Analysis: In this phase, business analyst and program manager will gather
requirements from business stake holders about how e-commerce should work and what
features it should contain. They will create detailed SRS (Software Requirement
Specification) documents. Business analysts will get review SRS document with business
stake holders and will get sign off on it.
2. Design: SRS documents will be sent to developers. Developers will go through the
documents and will understand requirements. Designers will be design web pages.
Developers will prepare high level system architecture.
3. Development: Development will do coding in this phase. They will develop the web
pages, API’s required to implement the functionality.
4. Testing: Testing will perform end to end functionality testing. They will make sure e-
commerce platform working fine without any bugs.
5. Deployment and Maintenance: Code will be deployed and will be available to customer.
Customer can use the e-commerce after this deployment. Same process will be applied
for developing any new features.