Designed by SIR.

OWEN NYAMAROPA

7.2 SECTION 2: SYSTEMS ANALYSIS AND DESIGN

TYPES OF SYSTEMS

BATCH PROCESSING
Data records are allowed to accumulate over a period of time or up to a pre -
determined number prior to them being processed as a single batch.

Once the batch processing starts, no user interaction is needed.

Data entry of batch processing can be on-line or off-line.

Off-line data entry data is keyed and kept on tape/disk using the another computer
not the main computer which will process the data later.

The method used is key -to-disk/key-to-tape technique.

On-line data entry data is input directly on the main computer but is stored on the
transaction file before processing later.

The steps in batch processing

The documents are scrutinised by a data control clerk. She will make sure that
documents are legible.

The source documents are then counted into batches and a batch header is filled in
for each batch and attached to the front of the batch, each batch is given a number
which is entered on batch header slip and recorded in a batch register.

Control totals are calculated manually for the batch and entered on batch header e.g.
the total of all payments would be calculated in a batch recording customer payments.

The batch of data is keyed in by a data preparation clerk and stored on disk or tape.

The batch is passed to the second data preparation clerk who switches the terminal to
verify mode and key the data for the second time. If any discrepancies are detected,
the clerk will check the source documents and make a correction if necessary.

The batch of data on a disk or tape is now ready to be validated by means of a

computer program. This is done on the computer used for processing.

If any errors are discovered by the validation program, these will be printed on a
validation report and the incorrect records in the batch will be retrieved and rekeyed.

The valid data is now held on a transaction file on a disk or tape and is ready to be
processed.

Batch processing is used for applications where:

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There are large amounts to be processed.

The data are similar in nature and require similar processing.

There is no timing constraint e.g. files don’t need to be updated immediately or a

response from the computer is not neede d straight away.

The application does not need interaction by the user.

Examples of applications which use batch processing

Payroll

Production of bank statements from customers files at periodic intervals.

The production of utility (gas, electricity and telephone) bills from customer records.

Advantages

Jobs can be processed when the computer system is less busy (e.g. overnight), so the
use of resources is being optimised.

Disadvantages

Up-to-the minute information is not available e.g. information on whether a particular

book is in the library or out on loan is not available.

Verification

Is a way of preventing errors when data is copied from one medium to another? There
are two common ways that verification checks are carried out:

Double entry: in this method, data is entered twice, using two different people. The
computer compares the two entries, either after data entry or during the data entry
process, and identifies any differences.

Visual check: this is the checking of errors by comparing entered data on the screen
with the data in the original document.

Validation

Is a process where data is checked to see if it satisfies certain criteria when input into
a computer/ A process of checking data to see if it is sensible in the context in which
it is being used, e.g. to see if the data falls within accepted boundaries.

Common validation methods

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Validation check Description Examples
Range check Checks whether data is A person’s age should be in the range
within given/acceptable >0 but <50
values
Length check Checks if the input data If a field needs six digits then
contains the required inputting a five- and seven-digit
number of characters number, for example, should cause
an error message.
Character/type Checks that the input data A person’s name should not contain
does not contain invalid any number but a person’s height
characters should only contain digits.
Format/picture Checks that data is in a Date should be in the form
check specific format dd/mm/yyyy.
Limit check Similar to range check Input data must be >0
except that only one limits
is checked
Presence check Checks if data is actually In a electronic form, a person’s
present and has not been telephone number may be a required
missed out. field and if no data is present this
should give rise to an error message.
Consistency check Checks if fields correspond If ‘Mr’ has been typed into a field
with each other. called title then the gender field
must contain either ‘M’ or ‘Male’.
Check digit Looks an extra digit which Checks digits can identify three types
is calculated from the digits of error:
of a number and then put
on the end of the number If two digits have been inverted
during input, e.g. 13597 instead of
13579
An incorrect digit entered twice, e.g.
13559 typed instead of 13579
A digit missed out altogether, e.g.
1359 typed instead of13579.

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On-line system

The input devices (which may be terminal, a barcode reader, a device to read
the magnetic strip on credit card etc.) must be connected to the computer
which held the information to be accessed.

The basic principle behind this approach is that as transactions takes place, all
associated files are updated

Real-time transaction processing is an example of on-line processing, e.g. flight

bookings and use of ATM (automatic teller machine) when getting money.

1Real-time process control is another example of online processing.

NB In real time transaction processing, files are updated in real -time but in real-real-
time process control, physical quantities such as temperature ar e continuously
monitored and the input processed sufficiently quickly to influence the input source

Distributed Processing

A system is one that allows software and data files to be distributed around a system.

An ordinary network will have a server contr olling it and the access to the hard drive,
which is connected to the server.

A distributed system might store the word processing software on one computer’s
hard drive, while the files of work are stored somewhere else, and the spreadsheet
software is stored on a third disk drive.

This can speed access to files because there is no single bottle neck which all the
information must pass through; however the security and maintenance of the system
are more complicated.

Another type of distributed system is to distribute the entire programs and data to
more than one place on the network.

This speeds up access to the data but means that if data is updated on one part of the
system it may not be on others, which means that the different versions of the data
need to be compared and amended on a regular basis.

Centralised processing

Characterised by the presents of processing intelligence only at the central

computer/machine

The central machine is called the host and the peripherals called the dumb terminals.

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THE SYSTM DEVELOPMENT LIFE CYCLE (SDLC)

System Analysis and Design

Stages in System Development Life Cycle
Problem identification

Fact finding

Feasibility study

Analysis

Design

Development and testing

Implementation

Documentation

Evaluation and maintenance

Problem Identification

Is the preliminary investigation of a problem used to decide whether a solution is

possible and how it may be done.

The initial definition of the problem is the important first stage. If it is not done
correctly, the wrong problem may be solved.

What prompts a new system

The current system may be no longer suitable for the purpose

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Technological developments may have made the current system redundant or
outdated.

The current system may be too inflexible or expensive to mai ntain.

Fact finding

It is concerned with finding out about the existing system i.e. how things are done at
the moment before suggesting any improvements.

There are four common methods used in fact finding.

Observation

Involve watching personnel using the existing system to find out exactly how it works.

Advantages Disadvantages

The analyst obtained reliable data People are generally uncomfortable

being watched and may work in a
It is possible to see exactly what is
different way.
being done
If workers perform tasks that violate
It is relatively in expensive method.
standard procedures, they may not do
this while being watched.

Questionnaires

Involves sending out questionnaires to the work force and /or to customers to find
out their views of the existing system and find out how some of the key tasks are
carried out.

Advantages Disadvantages

It is possible to find out the views of a Often the number of returned

large number of pupil. questionnaires is low.

It is a relatively an inexpensive method . There is no way to clarify a vague o r

incomplete answer to a question.
Individuals can remain anonymous if
they want. The questions have to be carefully
constructed to elicit unambiguous
It allows quick analysis of the data.
answers.

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Interviewing

Involves a one-to-one question and answer session between the analyst and the
employee/customer.

Advantages It is a good method if the analyst wants

to probe deeply into one specific
It gives the opportunity to motivate the
aspect of the existing system.
interviewee into giving open and
honest answers to the analyst’s Disadvantages
question.
It can be rather time consuming.
It allows the analyst to probe for more
It is relatively expensive, due to the
feedback from the interviewee, as it is
use of the analyst’s time.
easier to extend a question.
The interviewee cannot remain
It is possible to modify questions as
anonymous.
interview proceeds and ask questions
specific to the interviewee.

Document inspection

Allows the analyst to see how the paper files are kept, look at operating instructions
and training manuals, check the accounts, etc.

Advantages

It allows information to be obtained

which was not possible by any of the
other methods.

The analyst can see for themselves how

the paper system operates.

It allows the analyst to get some idea

of the scale of the problem, memory
size requirements, type of input/output
devices needed, etc

Disadvantages

It can be very time consuming.

Because of the analyst’s time, it is a

relatively expensive method.

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The Feasibility Study

The aim of the feasibility study is to un derstand the problem and to determine
whether the project is worth proceeding and will work at a reasonable cost.

The following are usually included in a feasibility report:

A brief description of the system and any problems with the existing system.

The objectives of the proposed system.

Details of what part of the business is being looked at.

A list of some alternative solutions considered and why these alternatives were
rejected.

The human, technical, legal, operational and economic factors:

Do the staff have the expertise to cope with the new systems?

Is the technology available, that is, can it be done?

Is there enough money to go ahead?

A plan for the implementation

Technical feasibility

Technical feasibility means investigating whether the technology exists to implement

proposed system, or whether this is a practical proposition, e.g. are necessary
hardware and expertise available.

Economic feasibility

Economic feasibility has to do with establishing the cost effectiveness of the

proposed system – if the benefits do not outweigh the cost, then it is not worth going
ahead.

Legal feasibility

It determines whether there is any conflict between the proposed system and legal
requirements – for example, will the system contravene the Data Protection Act?

Operational feasibility

Is concerned with whether the current work practises and procedures are adequate to
support the new system

Social feasibility

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Social feasibility is how the organisational change will affect the working lives of
those affected by the new system. E.g. new technology can bring resistance to change
among older staff.

The completion of this stage is marked by the production of a feasibility report

produced by the system analyst. If the report concludes that the project should go
ahead, and this is agreed by senior managers, detailed analysis will proceed.

The Analysis phase

The system analyst will need to look at the system in greater detail than for the
feasibility study.

Included in the analysis phase are :

Detailed objectives of the proposed system

Facts about the old system being replaced by the new system

Any constraints on the system: these are limitations on the solution to the problems.

An update on the cost/benefit analysis

An update of the plan for further development of the sy stem