INTRODUCTION TO SYSTEM ANALYSIS AND DESIGN

OBJECTIVES 1

DEFINITION OF SYSTEM

System: A set of interrelated components working together to achieve a common

goal. Or

A system is an orderly grouping of inter-dependents components linked together

according to a plan to achieve a specific objective.

There are many common types of systems that we come into contact with every
day.
It is important to be familiar with different kinds of systems for at least two
reasons:
 First, even though your work as a systems analyst will probably focus on
one kind of system - an automated, computerized information system - it
will generally be a part of a larger system.
 Second, even though many types of systems appear to be quite different,
they turn out to have many similarities. There are common principles and
philosophies and theories that apply remarkably well to virtually all kinds of
systems. Thus, we can often apply to systems that we build in the computer
field, what we have learned about other systems, based on our own day-to-
day experience, as well as the experience of scientists and engineers in a
variety of fields. Thus, if we understand something of general systems
theory, it can help us better understand computerized (automated)
information systems.

We can also consider a definition of the basic term ‘system’ it provides several
definitions.
 A regularly interacting or interdependent group of items forming a unified
whole.
  An organized set of doctrines, ideas, or principles, usually intended to
explain the arrangements or working of a systematic whole.
 An organized or established procedure.
 Harmonious arrangement or pattern: order.
 An organized society or social situation regarded as stultifying
establishment.

Constraints Of A System
A system must have three basic constraints
 System must have some structure and behavior which is designed to achieve
a predefined objective
 Inter connectivity and independence must exist among the system
component
 The objectives of the organization have a higher priority than the objectives
of its system
For example traffic management system, payroll system, automatic library system,
human resources information system

Properties Of A System
A system has the following property
 Interaction: it is define by the manner in which the components operate with
each other.
 Central Objective: the objective of system must be central. It may be real or
stated it is not uncommon for an organization to state an objective and
operate to achieves another. The user must know the main objective of
computer application early in the analysis for a successful design and
conversion.
 Organization: organizations structures and order. It is the arrangements of
components that help to achieve predetermined objectives.
 Integration: integration is concerned with how a system component are
connected together its means that the parts of the system work together
within the system even if each part performs unique function

ELEMENT OF A SYSTEM
The following diagram shows the element of a system

CONTROL

INPUT PROCESSOR OUTPUT

Boundaries
FEEDBACK

Environment

Input And Output

 The main aim of a system is to produce an output which is useful for its user.
 Inputs are the information that enters into the system processing.
 Output is the outcome of processing

PROCESSOR
 The processor is the element of the system that involves the actual
transformation of input into output
 It is the operational components of a system processors may modify the
input either totally or partially, depending of the output specification.
 As the output specification change so does the processing. In some case
input is also modified to enable the processor for handling the
transformation

CONTROL
 the control element guides the system
 it is decision-making subsystem that controls the pattern of activities
governing input, processing and output
 the behavior of a computer system is controlled by the operating system and
software in order to keep system in balance, what and how much input is
needed is determine by output specification
FEEDBACK
 Feedback provides the control in a dynamic system
 Positive feedback is routine in nature that encourage the performance of the
system.
 Negative feedback is informational in nature that provides the controller
with the information for action.

ENVIRONMENT
 The environment is the super system within which an organization operate
 It is the source of external element that strike on the system
 It determines how a system must function. For example vendors and
competitors of organization environment provide constraints performance of
the business

BOUNDARIES AND INTERFACE

 A system should be define by its boundaries, boundaries are the limits that
identify its components, processes and interrelationship when it interface
with another system
 Each system has boundaries that determines its spheres of influence and
control
 The knowledge of the boundaries of a given system is crucial in determining
the nature of its interface with other system for successful design.

TYPES OF SYSTEMS
The system can be divided into the following
Physical System Or Abstract System
 Physical system are tangible entities, we can touch and feel them
 Abstract system are non-physical entities or conceptual that may be formulas
representation or model of real system

Open Or Closed System

 An open system must interact with its environment it receives inputs from
and delivers outputs to the outside of the system. For example an
 information system which must be adopt to the changing environment
conditions
 A closed system does not interact with its environment it is isolated from
environment influences. A completely closed system is rare in reality

Adaptive And Non-Adaptive

 Adaptive system responds to the change environment in a way to improve
their performances and to survive. For example human being and animals
 Non-adaptive system is the system which does not respond to the
environment. For example machines

Permanent and temporary system

 Permanent system persists for long time. For example business policies
 Temporary system is made for specific time and after that they are
demolished.

Natural Manufactured System

 Natural system is creating by the nature. For example galaxies, solar
systems, and so on.
 Manufactured system is the man-made system. For example factories,
assembly lines

Deterministic Or Probabilistic System

 Deterministic system operates in a predictable manners and the interaction
between systems components is knows with certainty. For example two
molecules hydrogen and molecules of oxygen maker water.
 Probabilistic system shows uncertain behavior. The exact output is not
known. For example weather forecasting mail delivery.

Social, Human-Machine, Machine System

 Social system is made up of people. For example social clubs, societies,
customs, and so on.
 In human-machine system both human and machine are involves to perform
a particular task. For example computer programming
  Machine system is where human interface is neglected all the tasks are
perform by the machine. For example operating systems, database systems,
and so on.

Man-Made Information System

 It is an interconnected set of information resources to manage data for
particular organization under direct management control (DMC)
 This system includes hardware, software communication, data and
application for producing information according to the need of an
organization
Man-made information systems are dividing into three types
 Informal information system this is the employee based system which solves
the day to day work related problem
 Computer based system this system is directly dependent on the computer
for managing business applications. For example automatic library system,
railway reservation system banking system etc.
 Formal information system it is based on the flow of information in the form
of memos, instructions, etc. from top level to lower level of management.

Manual System
A manual system is like a bookkeeping system in which records maintenances is
done by hand without using a computer system or any automatic system. In this
types of system transactions are written in journals, from which the information
manual retrieved into a set of financial statements, these system suffer from higher
rate of inaccuracy, and they are much slower than computerized systems

Automated systems
Automated systems are the man-made systems that interact with or are controlled
by one or more computers. It is a combination of both software and hardware
which is designed and programmed to work automatically without the need of any
human operator to provide inputs and instructions for each operation. Automated
system allows you to monitor your processes in real time and identify problem as
they arrives enabling quick adjustments along the way. While manual systems can
be difficult to coordinate.
We can distinguish many different kinds of automated systems, but they all tend to
have common components:
 Computer hardware (CPUs, disks, terminals, and so on).
 Computer software: system programs such as operating systems, database
systems, and so on.
 Data: the information that the system remembers over a period of time.
 Procedures: formal policies and instructions for operating the system.

DIFFERENCE BETWEEN MANUAL SYSTEM AND AUTOMATIC SYSTEM

 Speed: the main difference between manual and computerized system is
speed according software processes data and create reports much faster than
manual systems calculations are done automatically in software programs
minimizing error and increasing efficiencies. Once data is input you can
create reports literally by pressing a button in a computerized system.
 Cost: another difference between manual system and computerized system is
cost manual accounting with paper and pencil is much cheaper than a
computerized system which requires a machine and software. Other
expenses associated with accounting software include training and programs
maintenance. Expenses can add up fast with coat for printers, paper inks, and
other supplies.
 Backup: a third difference between manual system computerized systems is
the ease of backup of a computerized system. All transaction can be saved
and backed-up in case of fire or other mishap. You cannot do this with paper
records unless you make copies of all pages-a long and inefficient process.

One way of categorizing automated systems is by application. However, this turns

out not to be terribly useful, for the techniques that we will discuss for analyzing,
modeling, designing, and implementing automated systems are generally the same
regardless of the application.
A more useful categorization of automated systems is as follows:

 Batch system: A batch system is one which in it, the information is usually
retrieved on a sequential basis, which means that the computer system read
through all the records in its database, processing and updating those records
for which there is some activity.
  On-line systems: An on-line system is one which accepts input directly
from the area where it is created. It is also a system in which the outputs, or
results of computation, are returned directly to where they are required.
 Real-time systems: A real-time system may be defined as one which controls
an environment by receiving data, processing them, and returning the result
sufficiently quickly to affect the environment at that time.
 Decision-support systems: These computer systems do not make decisions
on their own, but instead help managers and other professional "knowledge
workers" in an organization make intelligent, informed decisions about
various aspects of the operation. Typically, the decision-support systems are
passive in the sense that they do not operate on a regular basis: instead, they
are used on an ad hoc basis, whenever needed.

General Principles Of Automatic Systems

There are a few general principles that are of particular interest to people building
automated information systems. They include the following:
 The more specialized a system is, the less able it is to adapt to different
circumstances.
 The more general-purpose a system is, the less optimized it is for any
particular situation. But the more the system is optimized for a particular
situation, the less adaptable it will be to new circumstances.
 The larger a system is the more of its resources that must be devoted to its
everyday maintenance.
 Systems are always part of larger systems, and they can always be
partitioned into smaller systems.
 Systems grow. This principle could not be true for all systems, but many of
the systems with which we are familiar do grow, because we often fail to
take it into account when we begin developing the system.