Chapter 6

Design of new systems

Key Objectives:
Transforming Requirements: Converting user requirements into
a blueprint for constructing the system.
Ensuring Usability: Designing interfaces and interactions that
are user-friendly and effective.
Maintaining Integrity: Ensuring the system design adheres to
standards and principles, such as modularity, scalability, and
security.
Facilitating Implementation: Providing clear guidelines and
specifications for developers to build the system.
 Importance of System Design
 Reduces Complexity: Breaking down the system
into manageable parts.
 Improves Communication: Providing a clear visual
and textual representation of the system for
stakeholders.
 Facilitates Maintenance: Designing systems that
are easier to modify and extend.
 Output Design
• Output design is the process of determining how the system will present
information to users and other systems.
• It involves specifying the format, content, and medium of the outputs
generated by the system.
1. User Requirements:
Understand what users need from the system's output, including accuracy,
completeness, and timeliness.
2. Output Formats:
Design output formats such as reports, dashboards, printed documents, and
digital displays.
3. Medium of Output:
Determine how the output will be delivered, whether onscreen, printed,
emailed, or exported.
4. Accessibility:
Ensure that outputs are accessible to all users, including those
with disabilities.
Examples of Output Design:
 Reports: Financial statements, sales reports, and inventory
lists.
 Dashboards: Realtime monitoring of key performance
indicators (KPIs).
 Alerts/Notifications: Automated messages sent via email or
SMS.
 Input Design
• Input design defines how data will be entered into the
system.
• It focuses on making the data entry process efficient,
accurate, and user-friendly.
1. Input Methods:
Determine the methods for data entry, such as forms,
screens, scanners, or mobile devices.
2. User Interface Design:
Design user interfaces that are intuitive, minimizing
errors and the time required for data entry.
3. Validation and Verification:
Implement data validation checks to ensure data integrity (e.g.,
format checks, range checks).
4. Security:
Ensure that input data is secure, with measures like encryption and
authentication.
Examples of Input Design:
 Forms: Web or application forms for data entry.
 Scanners: Bar code or QR code scanners for inventory management.
 Voice Input: Systems that accept voice commands or input.
 General Control Principles
• General control principles are guidelines used to ensure that the
system operates reliably, securely, and accurately.
• They provide a framework for managing the design and operation of
information systems.
1. Authorization:
Ensuring that only authorized users can access the system and perform
specific actions.
2. Authentication:
Verifying the identity of users before allowing access to the system.
3. Audit Trails:
Keeping records of system activity to monitor usage and detect any
unauthorized access or errors.
4. Data Integrity:
Ensuring that data is accurate, consistent, and protected from unauthorized
changes.
5. Backup and Recovery:
Implementing procedures for data backup and recovery to protect against
data loss.
Examples:
Role Based Access Control (RBAC): Assigning permissions based on user
roles within the organization.
Encryption: Protecting data in transit and at rest using encryption techniques.
 System Controls
System controls are specific mechanisms implemented within a system to ensure
that it operates as intended and protects against errors, fraud, and unauthorized
access.
Types of System Controls
1. Input Controls:
Ensure that only valid and accurate data enters the system. Examples include:
Validation Checks: Format, range, and consistency checks during data entry.
Error Messages: Immediate feedback to users when incorrect data is entered.
2. Processing Controls:
Ensure that data is processed correctly within the system. Examples include:
Consistency Checks: Ensuring that data remains consistent as it is processed.
Transaction Logs: Recording all processing activities for later review.
3. Output Controls:
Ensure that system outputs are accurate and only accessible to authorized
users. Examples include:
Reconciliation Reports: Comparing output data with input or source data
to ensure accuracy.
Access Controls: Restricting who can view or print certain reports or
documents.
4. Security Controls:
Protect the system from unauthorized access, data breaches, and other
security threats.
Examples include:
Firewalls: Protecting the system from external threats.
Intrusion Detection Systems (IDS): Monitoring the system for suspicious
activities.
 Chapter 7
System Implementation
• System implementation is the process of deploying a new system or an
upgrade to an existing system into an operational environment.
Stages of Implementation:
1. Planning:
• Involves developing a detailed implementation plan that includes timelines,
resources, responsibilities, and risk management strategies.
2. Hardware and Software Installation:
• Involves setting up the necessary hardware and installing the software
components of the system.
3. Data Migration:
• The process of transferring data from the old system to the new one,
ensuring data integrity and compatibility.
4. System Testing:
• Ensures that the system functions as intended and meets the specified requirements
before going live.
5. User Training:
• Training end-users on how to operate the new system effectively.
6. Go Live and Support:
• The new system becomes operational, and support mechanisms are put in place to
address any issues that arise.
• Key Activities: Monitoring system performance, providing helpdesk support, and
resolving post implementation issues.
7. Post Implementation Review:
• Description: Assessing the success of the implementation, identifying areas for
improvement, and ensuring that the system meets business needs.
• Key Activities: Conducting feedback sessions, reviewing project outcomes, and
making necessary adjustments.
 System Testing
• System testing is the process of validating the entire system to ensure it meets specified
requirements and functions correctly.
Types of System Testing:
1. Unit Testing:
• Testing individual components or modules of the system to ensure they work correctly in
isolation.
• Objective: Detect defects at the module level before integration.
2. Integration Testing:
• Testing the interactions between different modules or components within the system.
• Objective: Ensure that integrated components work together as intended.
3. System Testing:
• Testing the complete system as a whole, including its interactions with external
systems.
• Objective: Validate that the system meets all functional and non-functional
requirements.
4. User Acceptance Testing (UAT):
• Testing conducted by end-users to ensure the system meets their needs and
expectations.
• Objective: Confirm that the system is ready for deployment from a user perspective.
5. Performance Testing:
• Evaluating the system's performance under expected load conditions.
• Objective: Ensure the system can handle real-world usage without performance
degradation
 Implementation Strategy
• The implementation strategy defines the approach taken to deploy the system into
the operational environment.
• Common Implementation Strategies:
1. Direct Cutover:
• The old system is completely replaced by the new system in a single, planned
switchover.
• Advantages: Immediate use of the new system, often lower costs.
• Challenges: High risk if the new system fails, as there is no fall-back option.
2. Parallel Implementation:
• Both the old and new systems run concurrently for a period of time until the new
system is validated.
• Advantages: Reduced risk as the old system serves as a backup, allows for
comparison between systems.
• Challenges: Higher operational costs and workload, as both systems need to be
maintained.
3. Phased Implementation:
• The new system is implemented in phases or modules, gradually replacing
parts of the old system.
• Advantages: Lower risk, manageable workload, and allows for adjustments
based on feedback.
• Challenges: Longer implementation timeline and potential for integration
issues.
4. Pilot Implementation:
• The new system is first implemented in a small, controlled environment or
with a limited group of users before full-scale deployment.
• Advantages: Allows for testing and refinement in a real-world setting,
minimizes risk.
• Challenges: Limited scope, and results from the pilot may not fully represent
the broader implementation.
 Training Techniques
• Training is essential to ensure that users can effectively operate the new system.
Common Training Techniques:
1. Instructor Led Training:
• Traditional classroom based training where an instructor teaches users how to use
the system.
• Advantages: Direct interaction with the trainer, immediate feedback, and hands-on
practice.
• Challenges: Requires scheduling and can be resource intensive.
2. Online Training (eLearning):
• Self paced training delivered through online platforms, often with interactive
modules and quizzes.
• Advantages: Flexibility, scalability, and consistency in training delivery.
• Challenges: May lack realtime support, and user engagement can vary.
3. Workshops:
• Interactive sessions where users work on real-life scenarios within the new system.
• Advantages: Hands-on experience, Problem-solving, and collaboration among users.
• Challenges: Requires more preparation and active facilitation.
4. One-on-one Coaching:
• Personalized training where a trainer works individually with a user.
• Advantages: Tailored to the user's specific needs, allows for in-depth learning.
• Challenges: Time-consuming and not scalable for large groups.
5. Documentation and Manuals:
• Written guides and manuals that users can refer to for instructions and
troubleshooting.
• Advantages: Provides a reference that users can access anytime.
• Challenges: Users may not read or fully understand the material without additional
support.
 System Maintenance
• System maintenance involves the ongoing process of monitoring, updating,
and improving the system after it has been implemented.
• It ensures that the system continues to function correctly and efficiently.
Types of System Maintenance:
1. Corrective Maintenance:
• Fixing errors or bugs that are discovered after the system has been deployed.
• Objective: Restore the system to its intended functionality.
2. Adaptive Maintenance:
• Modifying the system to accommodate changes in the environment, such as
new regulations or evolving business needs.
• Objective: Ensure the system remains relevant and compliant with external
changes.
3. Perfective Maintenance:
• Enhancing the system's performance or adding new features based
on user feedback.
• Objective: Improve system usability, performance, and
functionality.
4. Preventive Maintenance:
• Regularly updating the system to prevent future issues, such as
upgrading software, patching security vulnerabilities, and
optimizing performance.
• Objective: Minimize the risk of system failure and extend the
system's lifespan.
 Titles for a baseline project plan:
1. Baseline Project Plan for Educational Reform in Ethiopia
2. Baseline Plan for Infrastructure Development in Rural Areas
3. Strategic Baseline Plan for Enhancing Healthcare Access in Urban
Centers
4. Baseline Project Plan for Agricultural Innovation and
Sustainability
5. Comprehensive Baseline Plan for the Digitization of Tax Systems
6. Baseline Project Plan for Renewable Energy Expansion in
Ethiopia
7. Baseline Framework for Poverty Reduction Initiatives in
Developing Countries
8. Initial Baseline Plan for Urban Transportation System
Modernization
9. Strategic Baseline Plan for Improving Water Resource
Management
10. Baseline Project Plan for Small Business Development in
Emerging Markets
11. Baseline Project Plan for Improving Educational Access in Rural
Communities
12. Initial Baseline Plan for Disaster Preparedness and Response
Systems
13. Strategic Baseline Plan for Enhancing Public Transportation
Networks
14. Baseline Project Plan for Enhancing Financial Inclusion in
Underserved Populations
15. Initial Baseline Framework for Climate Change Adaptation
Initiatives
16. Comprehensive Baseline Plan for Strengthening Healthcare
Infrastructure
17. Baseline Project Plan for Sustainable Urban Development
18. Baseline Framework for Enhancing Agricultural Productivity in
Arid Regions
19. Strategic Baseline Plan for Implementing Digital Transformation in
Government Services
20. Baseline Project Plan for Promoting Renewable Energy in Rural
Communities