Chapter (7)

The systems life cycle

 I. Analysis

II. Design

III. Development and

testing

IV. Implementation

V. Documentation

VI. Evaluation

The stages in the Systems life cycle

I. Analysis
 1. Research the current system

2. Identification of input and output

3. What processing takes place?

Analysis 4. Problems with the current system

5. User requirements for the new system

6. What are the information requirements?

7. Identify hardware and software for the new system

1. Analyse the current system

Observation

Questionnaires

Interviews

Looking at existing paperwork

 Observation
 This method involves watching personnel using the
existing system to find out exactly how it works
 Advantages
 The analysis obtains reliable data
 Possible to get an overall view of the system
 Inexpensive method
 Disadvantages
 People are uncomfortable being watched
 People may work in a different way
 Questionnaires
 This method involves distributing questionnaires to the workforce, clients,
users
 To find out their views of existing system
 To find out how the tasks are carried out
 Advantages
 The questions can be answered quite quickly
 It is relatively inexpensive method
 Individual can remain anonymous
 Disadvantages
 The number of returned questionnaires is often low
 Incomplete answer to a question
 The questions are rather inflexible
Interviews

 This method involves a one-to-one question and answer

session between analyst and customer/employee.
 Advantages
 It gives the opportunity to motivate the interviewee
 The analyst can get more feedback from interviewee
 It is possible to ask specific questions to the interviewee
 Disadvantages
 It can be rather time consuming
 It is relatively expensive
 The interviewee can’t remain anonymous
Looking at existing paperwork

 This method allows the analyst to see how the paper files are kept
 Look at operating instructions and training manuals
 Check the accounts information
 Advantages
 Information to be obtained which is not possible by any other methods
 Analyst can see how the paper system operates
 Disadvantages
 Very time-consuming method
 It is relatively expensive method
Record and analyse information about the
current system

» what input and output takes place

» what processing is done
» what problems exist with the current system
» user and information requirements for the new system

▪ One method the analyst can use is a data flow diagram (DFD).
 Data flow diagram (DFD)

 DFD helps the analyst by showing data flows, input and output
requirement, processing and the type of data storage needed.
 DFDs are used to describe:
 The need to identify inputs, outputs and processing of the current
system
 The need to identify problems with the current system
 The need to identify the user and information requirements for the new
system (page-173)
 System specifications:
 Identify and justify suitable hardware for the new system
 Idenfity and justify new software and storage for the new system (page-174)
 Data Flow Diagram (Booking a flight)
2. Flight details
1. Flight
are input by
schedule
Available flights customer
checked

Customer makes a
6. E-ticket is flight enquiry 3. Booking
issued to system
customer (Database)

4. Flight data is
5. Flight booking collected and
is confirmed confirmation
made
II. Design
 1. File structures and data structures

2. Input formats, including data capture forms

Design
3. Output formats, including screen layouts and
report layouts

4. Validation routines
File structures and data structures
▪ A file is made up of a number of records, and each record is broken up into
fields.
▪ One of the fields must be unique and will act as the primary key field – this is
to allow each record to be uniquely identified.
 File Structure
 The fields used in the files include:
 Field Name
 Field Length
 Field Type
 Suitable validation check

Field Name Field Length Field Type Validation

check
Product_code 8 Alphanumeric Length check

Manufacture_year 4 Numberic Range check

Data Type
Validation routines
 Validation is a process where data is checked to see if it satisfies certain
criteria when input into a computer.
 Validation check:
 Range check
 Lookup check
 Length check
 Character/type check
 Format/picture check
 Presence check
 Consistency check
 Check digit
Validation check Description Examples
Range check Checks whether data is within Check if person’s age is >0 and <150
acceptable values
Lookup check Checks whether data enter exists and Check if value exists by using query
is stored in a table

Length check Check if the input data contains the Check if a field needs six digits, if input
required number of characters with 5 digits, it should show error

Character/type Check that the input data doesn’t A person’s name should not contain any
check contain invalid characters numbers

Format/picture Check that data is in a specific format Date should be in the form of
check dd/mm/yyyy

Presence check Check if data is actually present and Person’s phone number may be required
has not been missed out field.

Consistency Check if fields correspond with each If Title is “Mr”, the Gender should be
check other “Male”

Check digit This is an extra digit added to a If two digits have been trasposed during
number which is calculated from the input, 13597 instead of 13579
digits.
 Input formats (data capture forms)
 used to input data into a computer
 will be either paper-based or electronic-based depending on the
application
Computer-based data capture form
 Use of text boxes to caputre key data clearly
 Use of on-screen help when completing the form
 Use of drop-down boxes or combo boxes where there are limited choices
 Use of radio buttons and tick box, requiring a single click of a mouse to
select
 Use of checkboxes when there are lists of options.
 Use of control buttons (such as next form, save, clear entry, etc.)
 Use of double entry boxes with verification rules to check correctness of key
data (example: email address and password)
 Use of automatic validation of data as it is entered
Output formats – Screen output/display

 Screen outputs should be designed to

 make sure the size of all output fileds is correct
 make sure that all descirptions are clear
 Make sure the full screen is utilised
 The colors and fonts (size, type) make the output clear
 Fitting the page correctly
 Reports should clearly show all fileds
Output formats – Screen output/display example

Details of employees

Employee No: 32110

First Name: Michael

Last Name: Pitt

Gender: Male

Date of birth: 16/10/1980

Department: Sales

Has the highest sales success for 2020 and

Additional notes:
should be considered to join the traning
department
Print record Next record
 Report example
Employees Report

Last Name First Name Job Title Business Address

Phone

Pitt Michael Sales 111 111 1111 1st Avenue

Manager
Hawkin Jason Sales 222 222 2222 2nd Avenue
Manager
Amin Manjit Sales 333 333 3333 3rd Avenue
Manager
III. Development and Testing
Development
 If the system contains files (database), the file structure would need to be
finalised.
 Make sure the data populating the files (database) is the right type, that
conforms to certain rules such as verification and validation.
 The types of hardware have already been considered.
 How the screen and any input devices will be used to collect the data and
the way the output will be presented.
 Testing strategies
 Software is oftern developed in modular form.
 This method allows the software to be broken down into smaller part known
as modules.
 Each part is developed separately by a programmer, then tested to see if it
functions correctly.
 Once each module is completed, the whole system needs to be tested.
 Even though each module may work, when they are all put together, they
may be data clash, incompatibility or memory issues, etc.
 It is very time-consuming process, but it has to be as perfect as possible
before the system goes live.
Testing data
 Four categories:
Normal
Abnormal
Extreme
Live
Testing data
 Normal
 This is data that is acceptable and has an expected outcome.
 Example: Month can be any whole number in the range of 1 to 12
 Abnormal
 This is data outside the limits of acceptability.
 Example: Month value can not be -1, -15, 32, 3.5, july, etc.
 Extreme
 This is data at the limit of acceptability.
 Exampe: Extreme value of month can be 1 or 12.
 Live
 This is data with known outcome.
 Live data is entered into the new system and the result compared with
those produced from the exsiting system
IV. Implementation
 Implementation Stages
Scan the document
Transfer paper files or
electronic files into the Key in the data
new system
Download the file into the
database

Direct changeover

Changeover to the new Parallel running

system
Pilot implementation

Phase implementation
There is a need to train
staff on the new system
Direct changeover method
 The old system is stopped over night and the new system is introduced
immediately
 Advantages
 The benefits are immediate
 Costs are reduced since only one system is used
 No need to pay for two sets of staff
 Less of a mulfunction if the new system has been fully tested
 Disadvantages
 This method can be disastrous if the new system fails since the old system is no
longer available
 Parallel Running Method

 The old and new system run side by side for a time before the new system
takes over altogether.
 Advantages:
 If the new system fails, the old system is still available as a backup
 It is possible to gradually train staffs
 Disadvantages:
 It is more expensive than direct since extra staff are needed to run both
 It is more time consuming than direct since data needs to be entered into two
systems
 Pilot running
 The new system is introduced into one branch of the company.
 Its performance assessed before introduced elsewhere in the company.
 Advantages
 If the new system fails, only one branch/part is affected.
 It is possible to train staff in one area only.
 It is much faster and less costly than parallel.
 Disadvantages
 More expensive than direct change over
 It takes longer to implement the new system across the whole company.
 The branch taking part in the pilot can lose data.
Phase implementation
 Only part of the new system is introduced.
 When it proves to work satisfactory, the next part is introduced and so on,
until the old system is fully replaced
 Advantages
 If the latest part fails, it is only necessary to go back to the point of failure.
 It is possible to ensure the system works properly before expending
 Staff can be trained gradually
 Disadvantages
 More expensive than direct changeover since it is necessary to evaluate each
phase
 Very time consuming since each department needs to be fully evaluated
IV. Documentation
Documentation
 User documentation
 Is designed to help users to learn how to use the software or system.
 Technical documentation
 Is designed to help programmers, analysts to make improvements to the system.
User documentation
 Screen layout (input format)
 How to install the software
 Print layout (output format)
 How to save files
 Hardware requirements
 How to sort data
 Software requirements
 How to do print outs
 Sample runs
 The purpose of the system  How to log in and log out
 Limitation of the system  Error messages
 Technical documentation
 Program coding  Known ‘bugs’ in the system
 Programming language used  List of variable used
 Program flowcharts/algorithms  File structure
 System flowcharts  Sample runs
 Purpose of the system  Validation rules
 Limitation of the system  Meaning of error messages

 Hardware requirement
 Software requirement
VI. Evaluation
 Evaluation
 Once a system is up and running it is necessary to do some evaluation and
carry out any maintenance if necessary.
 List of things considered when evaluatinng how well the new system has
worked:
 Compare the final solution with the original task
 Identity any limitations of the system
 Identify any necessary improvements that need to be made
 Evaluate the user’s response
 Compare the performance of the new system with the old system
 Measure the time taken to complete tasks
 Interview user or give out questionnaires to gather responses about how well the new
sytem works
 Evaluation
 Some result from the evaluation may lead to two things happening:
 Update of hardware because:
 Of feedback from end-users
 New hardware comes on the market
 Changes within the company require new devices
 Update of software because:
 Of feedback from end-users
 Changes to the company structure
 Changes in legislation that may require modifications to the software