UNIT-1

What is System
The key term used most frequently. Understanding systems and how they work
is critical to understanding systems analysis and design.

Definition of a System and Its Parts

system is an interrelated set of business procedures (or components) used within
one business unit, working together for some purpose. For example, a system in
the payroll department keeps track of checks, whereas an inventory system keeps
track of supplies. The two systems are separate. A system has nine
characteristics. A detailed explanation of each characteristic follows, system
exists within a larger world, an environment. A boundary separates the system
from its environment. The system takes input from outside, processes it, and
sends the resulting output back to its environment.

Elements of a System:

1. Components : An irreducible part or aggregation of parts that makes up a

system; also called a subsystem.
2. Interrelated components : Dependence of one part of the system on one
or more other system parts.
3. Boundary : The line that marks the inside and outside of a system and
that sets off the system from its environment.
4. Purpose : The overall goal or function of a system.
5. Environment : Everything external to a system that interacts with the
system.
6. Interfaces : Point of contact where a system meets its environment or
where subsystems meet each other.
7. Constraints : A limit to what a system can accomplish.
8. Input : Inputs are the information that enters into the system for
processing.
9. Output : The main objective of a system is to get an output which is
helpful for its user. Output is the final outcome of processing.
Characteristics and types of system
• Organization
• structure and order
• Example: Hierarchical organization in a company.
• Computer system: organization of various components like input
devices, output devices, CPU and storage devices
• Interaction
• Between sub systems or the components
• Example: the main memory holds the data that has to be operated by
the ALU.
• Interdependence
• Component linkage
• Component dependence
• Integration
• How subsystems are tied together to achieve the system objective
• Central Objective
• Should be known in early phases of analysis

Types of Systems
• Physical or Abstract System
• Physical system: tangible entities
• static or dynamic in nature.
• Example : system-computer centre
• Desks and chairs are the static parts
• Programs, data, and applications can change according to the user's
needs.
• Abstract systems are conceptual. These are not physical entities.
They may be formulas, representation or model of a real system.
• Open Closed System- Majority of systems are open systems
• open system has many interfaces with its environment
• can also adapt to changing environmental conditions
• can receive inputs from, and delivers output to the outside of system
• Closed systems: Systems that don't interact with their environment.
Closed systems exist in concept only.
 •
• Man made Information System
• Information system is the basis for interaction between the user and
the analyst.
• Main purpose-manage data for a particular organization.

Further Categorized as:

1. Formal Information Systems: Responsible for flow of information from
top management to lower management But feedback can be given from
lower authorities to top management
2. Informal Information Systems: Informal systems are employee
based. These are made to solve the day to day work related problems.
3. Computer-Based Information Systems: This class of systems depends
on the use of computer for managing business applications

Information systems (IS)

in organizations capture and manage data to produce useful information
that supports an organization and its employees, customers, supliers, and
partners. Many organizations consider Information systems to be essential to
their ability to compete or gain competitive advamage. Most organizations have
come to realize that ail workers need ro participate in the development of
informatlon systems.
1. Transaction processing systems (TPSs)
2. Management Information systems (MISs)
3. Decision support systems (DSSs)
4. Executive information system (EIS)
5. Expert systems
6. Communications and collaboration system
 7. Automation systems
• Transaction processing systems (TPSs) process business transactions
such as orders, thne cards, payments, and reser'latlons.
• Management Information systems (MISs) use the transaction data to
produce lnformatlon needed by managers to run the business.
• Decision support systems (DSSs) help various decision makers Identify
and choose between options or decisions.
• Executive information system (EIS) are tailored to the
unique information needs of executives who plan for the business and
assess performance against those plans.
• Expert systems capture and reproduce the knowledge of an expert
problem solver or decision maker and then slmulate the “thinking" of that
expert.
• Communications and collaboration system enhance communlcatlon
and collaboration between people, both Internal and extenal to the
organization.
• Finally, office automation systems help employees create and share
documents that support day-to-day oftlce activities

IMPORTANT INFORMATION SYSTEM CONCEPTS

Systems analysts need to know several other important systems concepts:

1. Decomposition
2. Modularity
3. Coupling
4. Cohesion

Decomposition
is the process of breaking down a system into its smaller components. These
components may themselves be systems (subsystems) and can be broken down
into their components as well. Decomposing a system also allows us to focus on
one particular part of a system, making it easier to think of how to modify that
one part independently of the entire system. Decomposition is a technique that
allows the systems analyst to:
1. Break a system into small, manageable, and understandable subsystems
2. Focus attention on one area (subsystem) at a time, without interference
from other areas. Concentrate on the part of the system pertinent to a
particular group of users, without confusing users with unnecessary
details
3. Build different parts of the system at independent times and have the help
of different analysts

Modularity
is a direct result of decomposition. It refers to dividing a system into chunks or
modules of a relatively uniform size. Modules can represent a system simply,
making it easier to understand and easier to redesign and rebuild. For example,
each of the separate subsystem modules for the MP3 player shows how
decomposition makes it easier to understand the overall system.
Coupling
means that subsystems are dependent on each other. Subsystems should be as
independent as possible. If one subsystem fails and other subsystems are highly
dependent on it, the others will either fail themselves or have problems
functioning. components of a portable MP3 player are tightly coupled. The best
example is the control system, made up of the printed circuit board and its chips.
Every function the MP3 player can perform is enabled by the board and the
chips. A failure in one part of the circuit board would typically lead to replacing
the entire board rather than attempting to isolate the problem on the board and
fix it. Even though repairing a circuit board in an MP3 player is certainly
possible, it is typically not cost-effective; the cost of the labor expended to
diagnose and fix the problem may be worth more than the value of the circuit
board itself. In a home stereo system, the components are loosely coupled
because the subsystems, such as the speakers, the amplifier, the receiver, and the
CD player, are all physically separate and function independently. If the
amplifier in a home stereo system fails, only the amplifier needs to be repaired.

Cohesion
is the extent to which a subsystem performs a single function. In the MP3 player
example, supplying power is a single function. This brief discussion of systems
should better prepare you to think about computer-based information systems
and how they are built. Many of the same principles that apply to systems in
general apply to information systems as well. In the next section, we review how
the information systems development process and the tools that have supported
it have changed over the decades.

SOFTWARE SYSTEM
A software system is a system of intercommunicating components based
on software forming part of a computer system (a combination of hardware and
software). It "consists of a number of separate programs, configuration files,
which are used to set up these programs, system documentation, which
describes the structure of the system, and user documentation, which explains
how to use the system".[1]
The term "software system" should be distinguished from the terms "computer
program" and "software". The term computer program generally refers to a set
of instructions (source, or object code) that perform a specific task. However, a
software system generally refers to a more encompassing concept with many
more components such as specification, test results, end-user documentation,
maintenance records, etc.[2]
The use of the term software system is at times related to the application
of systems theory approaches in the context of software engineering. A software
system consists of several separate computer programs and
associated configuration files, documentation, etc., that operate together.[1] The
concept is used in the study of large and complex software, because it focuses
on the major components of software and their interactions. It is also related to
the field of software architecture.

The Importance of Systems and Processes

Systems and processes have a significant role in building a company. They

serve as the essential building blocks that support business the growth of your
business (and employee happiness too!)
The two most important factors of implementing systems and processes in your
business are efficiency and accuracy. This is what enables employers to monitor
and manage their staff whilst staying connected to the operational strategies of
the business.

Benefits of Systems and Processes in Business

Empower your team
Systems and processes can enhance your overall performance in your business.
All those mundane and repetitive tasks can be managed by a business system.
This means that your team can spend less time and effort on these insignificant
tasks, empowering them to take on more important roles that can be beneficial
to your business.

Clients Satisfaction
Using a systematic approach will also allow you to not only meet but exceed
your client’s expectations. You will be able to measure your business’
weaknesses and strengths more effectively, leaving you with a better
understanding of how to improve your business to meet your client’s needs.

Consistency
To ensure the efficiency and consistency of high-quality results, systems and
processes are essential! This will also help to improve your employees’
performance and productivity, by allowing them to complete their tasks faster
and more effectively.

Communication
Using systems such as Slack and Basecamp will create effective communication
space between you, your employees and your clients. It is important to ensure
that your team is aware of their responsibilities and that clients feel reassured
that you are there to help with any issues or inquiries. That is why having open
and clear communication is essential to boosting morale and running the
business smoothly.

Grow your Business

Overall, having effective systems and processes will enable your business to
reduce costs, boost revenues and achieve growth. By making a process more
efficient, you are reducing the cost of running the process itself. Over time, your
business will be able to boost its profits, as your team, with the help of
Good Business Systems Make All the Difference
Starting early with effective systems and processes will help your business be
more consistent, productive, confident and accelerate your overall
growth. While some companies may choose to hire professionals, you may
prefer to handle your systems and processes on your own and by having the
helping hand.

ORGANIZATION PROCESSES
The organization processes enable all organization components to work together
without any conflict to reach the organization’s goal. Therefore, without clear
and effective organizational processes, your business will be at significant risk.

The organization processes refer to a collection of tasks and activities that

enable the organization to reach its goals efficiently. Organization processes are
divided into two main categories: The main organization’s processes and the
second is the assistant processes.
Each of these processes contains many sub-processes and tasks within them. So,
these processes represent the primary missions of the organization. But the
whole basic concept of the organization processes consists of the processes
mentioned above. This article shows you how these processes enable the
organization to reach its goals quickly and efficiently. Let’s go

Why the organization processes are important?

First of all, there is no organization without organization processes. Any firm is
called an organization if it builds on specific and transparent processes. These
processes enable all firm components to work together without any conflict to
reach the goal—that is why these processes are called Organization processes
because it organizes the firm.

1. The processes of the organization provide clarity to the employees.

By paying heeds to the different methods of how to get the tasks
done. As a result, all the departments within the organization can
work well together like a properly fueled machine.
2. Thorough organization processes pitch a roadmap for authorities,
responsibilities, internal discussions, brings clarity within the
organization, resolves grievances, and finally helps employees
focus on the goals.
These processes, help the new-level employees by providing them
a clear picture of the company in general. When there is clarity on
human resources, guidance, and proper managerial authority, it
becomes really easy for the firm to function well.
3. The organization processes help foster growth in a more productive
way.

Finally, without clear and effective processes, your business will be

unorganized. And it is risky to be unorganized. This puts you in danger of
losing your business and lose the balance of your life also.
For more information about the importance of organizing, read the “Is
Organizing Skill or Hobby?” article.

Main Organization Processes

Marketing is responsible for identifying the target customers and defining the
desires and needs that the organization wants to satisfy. Then it
The production process is used by the organization to produces goods or
services for customers according to the specification setting by the marketing
process.
Any task or job needs employees to undertake. Therefore, the human resource
department process was established. The human resource process is responsible
for selecting, training, and evaluating the employees for the company and taking
care of all their affairs to do the work required of them optimally.
Money is the fuel for any process. The organization spends the money to
complete all of its requirements. The financial process is responsible for
determining the budget required for the work of the enterprise. It is also
responsible for monitoring money spending as needed and specified.
We want to point out that each of the previous processes contains many sub-
processes and tasks within them. Instead, these processes represent the main
missions that the organization needs to take care of. That is why the
organization processes are sometimes called organization missions.
In the following sections, we will go deep inside each of these processes.

Marketing
Marketing is another process that is necessary for any organization. This
process makes sure that the products and services of the organization satisfy
customers’ needs.
The overall marketing process goes around in an endless series to capture end
customers’ interest. A company can easily upgrade the marketing process by
analyzing the current market scenario, implementing a strategy, and finally
delivering the product to the customers.

Production
The organization usually produces a good or service that satisfies customer
demand.
One of the essential considerations in the production process is the type of
goods and services the organization produces. There are three types of
productions in general. They are mass production, customization, and mass
customization.
Other than that, two essential steps are followed, the first being how inputs are
converted to outputs and the second being the average timing. In mass
production, goods are produced in large batches all at once. On the other hand,
in customization, a firm delivers products and services one at a time.

Human resources
Human resource is an integral part of the organization. It deals with the
employees and the problems they are facing in the organization.
Human resources consist of steps: talent acquisition, staffing, evaluation,
orientation, and induction.
Human resource management significantly forms a critical part of an
organization. Without a proper HR department, an organization will fail to
understand the employees. An HR department improves the performance of an
employee and makes sure that they work dedicatedly.

Finance
Another necessary process of an organization is the finance department.
Imagine yourself in a situation where you are the boss of an organization. You
need a sudden list of materials for the production, but the budget has already
been exceeded; what do you do? It is here where the finance process comes into
the picture.
With the help of a fully strategized finance process, an organization can keep
tabs on the budget. Finance also helps smartly evaluate an economic
expenditure to work consistently without exceeding the set budget.
An organization process that is properly implemented can result in a work
environment wherein all team members tend to be aware of the respective
responsibilities. If these processes are not appropriately conducted, the results
could yield frustration, confusion, loss of efficiency, and limited effectiveness.
So, make the most of the dedicated steps of the organization process to ensure
the overall success of your business.

SYSTEM MODELS

Introduction to System Models

Models are necessary to better understand the project. They represent the
information that software transform, the functions that enable this
transformation, the features that users desire, and the system’s behaviour as the
transformation is taking place. There are various system models like analysis
model, system model, context model, behavioural model, data model and object
model.

Various System Models

Given below are the various system models:

1. Analysis Model
The analysis model represents the user requirements by depicting the software
in three different domains: information domain, functional domain, and
behavioural domain. This model is multidimensional. If any deficiency remains
in the analysis model, then the errors will be found in the ultimate product to be
built. The design modelling phase depends on the analysis model. The Analysis
model uses diagrammatic form and text to describe the requirement of data,
functions and behaviour of the software to be built.
Mostly it is designed by a software engineer, or system analyst or modeller or
project manager. This model describes the problem from the user’s end. The
essence of the problem is described without any consideration of how a solution
will be implemented, and implementation details indicate how the essence will
be implemented.

2. Design Model
Design Model provides variety and different views of the system just like
architecture plan for House. Different methods like data-driven, pattern-driven
or object-oriented methods are used for constructing the design model. And all
these methods use a set of design principles for designing a model. Design must
be traceable to the analysis model. User interfaces should consider the user first.
Always consider the architecture of the system to be built. Focus on the design
of data. Component level design should exhibit functional independence. Both
user and internal must be designed. Components should be loosely coupled.

3. Context Model
The context model is used to specify the boundaries of a system. It represents
the system as a whole. When we want to design a context model, we should
know the answer and what process make up a system? Social and organizational
issues may affect the decision on where to position the system boundaries. This
model shows the system and its relationship with other systems.

4. Behavioural Model
Behavioural Model describe the overall behaviour of the system. To represent
system behaviour, two models use one is Data processing model, i.e. DFD (Data
Flow Model), and another is state machine model, i.e. state diagram.

Data Flow Diagram:

It is used to model the system data processing, also known as a functional
model, as it is a graphical representation of an enterprise function within a
defined scope. It shows end to end processing of data. It takes an input –
process – output view of the system. It can be easily converted into software as
they just represent the flow of data objects. This diagram enables a software
engineer to develop a model of the information domain and Functional domain
at the same time. The data processing model is the core modelling activity in
structured analysis.

5. State Machine Model

The state is the mode or condition of being. A state diagram is a dynamic model
that shows changes of state that an object goes through during its lifetime in
response to an event. It is used to help the developer better understand any
complex functionality of specialized areas of the system. It depicts the dynamic
behaviour of the system in response to an external and internal event. Likewise,
it uses various notation to show the function such as initial state, final state,
state, transition, event, action, history site, signal, the action inside the state,
self-transition.
6. Data Model
Analysis modelling starts with data modelling. Software Engineer defines all
data objects which are required for the system. It is used to describe the logical
structure of the data processed by the system. ER (Entity Relation Attribute
Model) is one type of data model that illustrates the entities in the system, their
attributes and relationships between entities. Elements of data modelling help to
provide appropriate information to understand the problem.
This data modelling concept is called as cardinality. ER diagram consists of
information required for each entity or data objects as well as it shows the
relation between object also. IT shows the structure of the data in terms of the
tables. There are three types of relations that exist between these objects – one
to one relation, one to many relations and many-to-many relation.

7. Object Model
Object model consists of former properties and procedures and methods which
tell us how to access these properties. The goal of class modelling is to describe
the object. An object is a concept, abstraction or thing which identifies that has
meaning for an application. The object model shows individual objects and the
relation between them. It is helpful for documenting test cases and discussing
examples. It is very useful to understand uncovered rules definition of resources
and their relationship. Object diagrams are valuable because they support the
investigation of requirements by modelling the examples from the problem
domain.