DFC40243

SYSTEM ANALYSIS & DESIGN

TOPIC 1 INTRODUCTION TO SYSTEM
ANALYSIS AND DESIGN
SUMMARY
 This topic describes the introduction of information
systems, the systems analysis and design concepts and
various systems development methods.

 This topic also covers how to prepare project plan and

project management.

COURSE LEARNING OUTCOME

 Implement the appropriate model, tools and techniques
concept of System Analysis and Design for developing
project ( C3, PLO 2 )
TOPIC
1.1 Information System
 Information & Information System
 Information System components
 Various types of information system

1.2 System Development Approach

 System Development method (structured analysis,
object oriented analysis & Agile/Adaptive method)
 SDLC (System Development Life Cycle) activities (7)
 Life cycle models
 Project management activities (Planning, Scheduling,
monitoring & reporting)

1.3 Project Management

 Planning, Scheduling, monitoring & reporting)
 Work breakdown structures, task patterns & critical task
analysis
 Techniques for task completion time & cost
 Leadership & project manager
 Information
Data that has been changed into a useful form
of output.

Data that has been processed in a such a way

to be meaningful to a person who
receives it
 Information System
An information system (IS) can be defined as
a collection of procedures, hardware, software,
people and data, organized to generate
information to support an organization’s
objectives.
• For example, information systems handle daily business
transactions, improve company productivity, and help
managers make sound decisions.

• The IT department team includes systems analysts

who plan, develop, and maintain information systems.
Information System Components
 a) Hardware
A computer and its peripheral equipment:
input, output and storage devices; hardware
also includes data communication equipment.

• hardware can include

servers, workstations,
networks,
telecommunications
equipment, fiber-optic
cables, mobile devices,
scanners, digital capture
devices, and other
technology-based
infrastructure.
 b) Software
Software refers to the programs that control
the hardware and produce the desired
information or results. Software consists of
system software and application software.

Application software consists

System software manages
of programs that support day-to-
the hardware components,
day business functions and provide
which can include a single
users with the information they
workstation or a global network
require.
with many thousands of clients.
Examples :
Examples: operating system,
enterprise applications, include
security software, device
order processing systems, payroll
drivers
systems, and company
communications networks.
 c) Data
Data is the raw material that an information
system transforms into useful information.

In a typical payroll system,

data is stored in separate
tables, which are joined
together to form a database
that contains all the
information.
 d) Processes
Processes describe the tasks and business
functions that users, managers, and IT staff
members perform to achieve specific results.

To
build a successful
information system,
analysts must
understand business
processes and
document them
carefully.
 e) People
People who have an interest in an information
system are called stakeholders.

Stakeholders include the management group responsible

for the system, the users (end users) inside and
outside the company who will interact with the system,
and IT staff members, such as systems analysts,
programmers, and network administrators who develop
and support the system.
Can do trends analysis, exception
reporting. Result presented in graphical
form

Provides managers with information to

make decision.

Take data through TPS converts them

into meaningful form to manager

Handling data about business activity

• Captured
• Verified
• Accepted/rejected
 Types of Information System
• Record business transaction.

• process data generated by day-to-day business

operations.

• Examples of TPS include customer order

Transactio processing, accounts receivable, and warranty
n claim processing, Payroll System, Billing
Systems, Purchasing System Shipping of
Processing record
System

• MIS takes the relatively raw data available

through a TPS and converts them into a
meaningful aggregated form that managers need
to fulfill their responsibilities.

Management • Examples of MIS include financial planning

System, Logistic System, group decision support
Information
System
 Types of Information System
• A Decision Support System is an interactive
information system that assists a business in
making decisions for the management.
• Decision Support System analyze the data which is
used in decision making by the management of the
organization
Decision Support • Examples of DSS include executive Dashboard,
System Clinical decision support system, interactive maps

• Executive Information System (EIS) also known

as Executive Support System (ESS).

• A type of management support system that

facilitates and supports senior executive
information and decision-making needs.
Executive
Information System
 System Development Method

Many options exist for developing information systems, but the

most popular alternatives are:

• structured analysis, which is a traditional method that

still
is widely used,

• object-oriented (O-O) analysis, which is a more recent

approach that many analysts prefer, and

• agile methods, also called adaptive methods, which

include the latest trends in software development.
 Structured Analysis Object Oriented Agile/Adaptive
Analysis Method
Description • Represents the • View the system • Stresses
system in terms of in terms of intense team-
data and the objects that based effort.
processes that act combine data and • Break
upon the data. processes. development
• System development is • More interactive. process down
organized into phases, into cycles, or
with deliverables and iteration that
milestone to measure add
progress. functionality.
• Each iteration
is designed,
built, and
tested in an
ongoing
process.
 Structured Analysis Object Oriented Agile/
Analysis Adaptive
Method
Modeling • Data Flow • Various object- • Tools that enhance
Tools Diagrams(DFDs) oriented diagrams communication,
and process depict system such as
descriptions. actors, methods collaborative
• Business Process and messages. software,
modeling. • Business process brainstorming and
modeling. whiteboards.
• Business process
modeling, works
well with agile
method.
 Structured Analysis Object Oriented Agile/
Analysis Adaptive
Method
Pros • Traditional method, which • Integrates easily • Very flexible and
has been very popular over with object- efficient in
time. oriented dealing with
• Relies heavily on written programming change.
documentation. languages. • Stresses team
• Frequent phase iteration • Code is modular interaction and
can provide flexibility and reusable, which reflects a set of
comparable with other can reduce cost and community-
methods. development time. based values.
• Well-suited to project • Easy to maintain • Frequent
management tools & and expand. deliverables
techniques. constantly
validate the
project and
reduce risk.
 Structured Analysis Object Oriented Agile/Adaptive Method
Analysis
Cons • Changes can be • Somewhat newer • Team members need a
costly, especially in method might be high level of technical
later phases. less familiar to and communications
• Requirements are development team skills.
defined early, and members. • Lack of structure and
can change during • Interaction of objects documentation can
development. and classes can be introduce risk factors.
• Users might not be complex in larger • project might be
able to describe systems. subject to scope
their needs until change as user
they can see requirement change.
examples of
features and
functions.
 What is SDLC
• SDLC is a process followed for a software
project, within a software organization.
• It consists of a detailed plan describing how to
develop, maintain, replace and alter or enhance
specific software.
• The life cycle defines a methodology for
improving the quality of software and the
overall development process.
SYSTEM DEVELOPMENT LIFE CYLE

1.Planning

7.Maintenance 2. Analyze

SDLC
ACTIVITIES

6.Implementation 3. Design

5. Testing 4. Development
SYSTEM DEVELOPMENT LIFE CYLE

Purpose – identify the nature and scope of the business opportunity or

problem.
Systems request-begins the process & describes problems or
desired changes
Includes preliminary investigation - key part is a feasibility study The
deliverable for planning is Preliminary Investigation Report
Purpose - to build a logical model of the new system
Perform fact-finding using techniques such as interviews, surveys,
document review, observation, and sampling.
Build business models, data and process models, and object models
The deliverable for the systems analysis phase is the system
requirements document.

Purpose- to create a physical model that will satisfy all documented requirements for the
system
Design the user interface and identify necessary outputs, inputs, and processes.
Avoid misunderstanding through manager and user involvement.
The deliverable for this phase is the system design specification.
SYSTEM DEVELOPMENT LIFE CYLE

The work is divided in modules/units and actual coding is

started.
The code is produced so it is the main focus for the developer. This is
the longest phase of the software development life cycle.

After the code is developed it is tested against the requirements to

make sure that the product is actually solving the needs addressed
and gathered during the requirements phase.
During this phase unit testing, integration testing, system
testing, acceptance testing are done.

The objective of the systems implementation phase is to deliver a

completely functioning and documented information system.
Final preparations include converting data to the new system’s files,
training users, and performing the actual transition to the new
system.
SYSTEM DEVELO.PMENT LIFE CYLE

New system supports operations. Maintenance

changes correct errors or meet requirements.
Enhancements increase system capability
(scalable design – system can expand to
meet new business requirements & volume).
Deliverables-Operational information system
 Group Activities

Discuss and Describe various types of life

cycle models below: (Reference: E-Book)

Waterfall Iterative and

Model Spiral Model increment
development

Rapid Extreme
Agile Prototyping
Application Programming
Model
Development
Model
Joint
Rapid Application
Application
Development (RAD)
Development
(JAD)
 Waterfall Model

• A linear-sequential life cycle model.

• Each phase must be completed before the next phase
can begin and there is no overlapping in the phases.
 Waterfall Model

• All these phases are cascaded to each other in which

progress is seen as flowing steadily downwards (like a
waterfall) through the phases.
• The next phase is started only after the defined set of goals
are achieved for previous phase and it is signed off, so the
name "Waterfall Model".
• Model phases do not overlap.
 Spiral Model

• The spiral model combines the idea of

iterative development with the systematic,
controlled aspects of the waterfall model.
 Spiral Model

• Spiral model is a combination of iterative

development process model and sequential
linear development model i.e. waterfall model
with very high emphasis on risk analysis.
• It allows for incremental releases of the
product, or incremental refinement through
each iteration around the spiral.
 Iterative and Incremental
Development
• Iterative process starts with a simple implementation of
a subset of the software requirements and iteratively
enhances the evolving versions until the full system is
implemented.
 Iterative and Incremental
Development
• In incremental model the whole requirement
is divided into various builds.
• During each iteration, the development
module goes through the requirements,
design, implementation and testing phases.
• Each subsequent release of the module
adds function to the previous release.
• The process continues till the complete
system is ready as per the requirement.
 Agile Model

• combination of iterative and incremental process models with

focus on process adaptability and customer satisfaction by
rapid delivery of working software product.
 Agile Model

• Agile Methods break the product into small

incremental builds. These builds are provided in
iterations. Each iteration typically lasts from
about one to three weeks. Every iteration
involves cross functional teams working
simultaneously on various areas like planning,
requirements analysis, design, coding, unit
testing, and acceptance testing.
• At the end of the iteration a working product is
displayed to the customer and important
stakeholders.
 Agile Model-advantages

• Advantages:
– Very flexible and efficient in
dealing with change.
– team interaction and reflect a set of
community-based values.
– frequent deliverables constantly
validate the project and reduce
risk.
 Agile Model-Disadvantages

• Disadvantages:
– team members need a high level of
technical and interpersonal skills.
– a lack of structure and documentation
– can introduce risk factors.
– the overall project may be subject to
significant change in scope as user
requirements continue to evolve during
the project.
 Prototyping Model

• The Software Prototyping refers to building

software application prototypes which display
the functionality of the product under
development but may not actually hold the
exact logic of the original software.
 Prototyping Model

• Prototype is a working model of software with

some limited functionality.
• The prototype does not always hold the exact
logic used in the actual software application and
is an extra effort to be considered under effort
estimation.
• Prototyping is used to allow the users evaluate
developer proposals and try them out before
implementation.
• It also helps understand the requirements
which are user specific and may not have
been considered by the developer during
product design.
 Rapid Application Development
(RAD)
• Rapid application development (RAD) is a team-
based technique that speeds up information systems
development and produces a functioning information
system..
 Rapid Application Development
(RAD)
• Companies use RAD to reduce cost and
development time, and increase the
probability of success.
• RAD relies heavily on prototyping and user
involvement.
• The RAD process allows users to examine a
working model as early as possible, determine if
it meets their needs, and suggest necessary
changes.
 Rapid Application Development
(RAD) –Advantage & disadvantages
• Advantage-systems can be developed more
quickly with significant cost savings.
• Disadvantage:
– RAD stresses the mechanics of the system itself
and does not emphasize the company’s strategic
business needs.
– The risk is that a system might work well in
the short term, but the corporate and long-
term objectives for the system might not be
met.
– the accelerated time cycle might allow less
time to develop quality, consistency, and
design standards.
 Joint Application Development
(JAD)
• Joint Application Development (JAD) is a user
requirements elicitation process that involves the system
owner and end users in the design and development of an
application through a succession of collaborative
workshops.
• The JAD approach leads to shorter development
lifecycles and greater client satisfaction because it draws
users and information systems analysts together to
jointly design systems in facilitated group sessions.
 Joint Application Development
(JAD)
• A JAD team usually meets over a period of days or
weeks in a special conference room or at an off-site
location.
• It is most applicable to the development of business
systems, but it can be used successfully for shrink-
wrap and systems software.
• It produces its savings by shortening the elapsed time
required to gather a system’s requirements and by
gathering requirements better, thus reducing the number
of costly downstream requirements changes.
 Joint Application
Development (JAD)-
Advantages & disadvantages
• Compared with traditional methods, JAD is more
expensive and can be cumbersome if the group is
too large relative to the size of the project.
• JAD allows key users to participate effectively in
the requirements modeling process.
• JAD can result in a more accurate statement of
system requirements, a better understanding of
common goals, and a stronger commitment to the
success of the new system.
Systems Development Guidelines

• Prepare an overall project plan and stick to

it. Complete the tasks in a logical sequence.
Develop a • Develop a clear set of ground rules and be
Plan sure that everyone on the team
understands them clearly.

Involve • Ensure that users are involved in the

Users and development process, especially when
identifying and modeling system
Listen requirements.
Carefully to • When you interact with users, listen
them closely to what they are saying.
Systems Development Guidelines

• Try to keep the project on track and

Use Project avoid surprises.
Management • Create a reasonable number of checkpoints
Tools and — too many can be burdensome, but too
Techniques few will not provide adequate control.

• Managers need to know the cost of

Develop developing and operating a system, and the
Accurate Cost value of the benefits it will provide.
and Benefit • You must provide accurate, realistic cost
Information and benefit estimates, and update them as
necessary.
Systems Development Guidelines

• Be flexible within the framework of

your plan. Systems development is a
dynamic process, and overlap often
Remain exists among tasks.
• The ability to react quickly is especially
Flexible important when you are working on a
system that must be developed rapidly
 System Management

• Project management is the discipline of planning,

organizing, and managing resources to bring about the
successful completion of specific project goals and
objectives.
• Project management for IT professionals includes
planning, scheduling, monitoring and controlling,
and reporting on information system development.
• The primary challenge of project management is to
achieve all of the project goals and objectives while
honoring the preconceived project constraints.
 a) Project Planning

• Project planning includes identifying all

project tasks and estimating the completion
time and cost of each.
 b) Project Scheduling

• Project scheduling involves the creation of a specific

timetable, usually in the form of charts that show tasks,
task dependencies, and critical tasks that might delay the
project.
• Scheduling also involves selecting and staffing the
project team and assigning specific tasks to team
members.
• Project scheduling uses Gantt charts and PERT/CPM
charts.
 c) Project Monitoring

• Project monitoring requires

guiding, supervising, and
coordinating the project team’s
workload.
• The project must
manager
monitor the progress, evaluate the
results, and take corrective action
when necessary to control the
project and stay on target.
 d) Project Reporting

• Project reporting includes regular progress reports to

management, users, and the project team itself.
• Effective reporting requires strong communication
skills and a sense of what others want and need to
know about the project.
System Management
 Steps in Project Planning

• 3 key steps:
a) Create a work breakdown
structure.
b) Identify task patterns.
c) Calculate the critical path.
Step 1: Work breakdown Structure

• A work breakdown structure (WBS) involves

breaking a project down into a series of smaller tasks.
 Step 2: Identify Task Pattern

• Tasks in a work breakdown structure

must be arranged in a logical sequence.
• In any project, large or small, tasks
depend on each other and must be
performed in a sequence
 Step 2: Identify Task Pattern

• Task patterns can involve dependent

tasks, multiple successor tasks, and
multiple predecessor tasks.
• In larger projects, these patterns can be
very complex, and an analyst must
study the logical flow carefully.
What Are the Main Types of Task
Patterns?
Dependent tasks
• When tasks must be completed one after another, like the
relay race
• Task 2 cannot start until Task 1 is completed

Multiple Successor Tasks,

• When several tasks can start at the same time, each is
called a concurrent task
• successor Tasks 2 and 3 both can begin as soon
• as Task 1 is finished.

multiple predecessor tasks

• Suppose that a task requires two or more prior tasks to be
completed before it can start.
• Task 3 cannot begin until Tasks 1 and 2 are both
completed
Types of Task Patterns
Types of Task Patterns
 Step 3: Calculate Critical Path
Analysis
• A critical path is a series of tasks which, if
delayed, would affect the completion date of
the overall project.
• If any task on the critical path falls behind
schedule, the entire project will be delayed.
• Project managers always must be aware of the
critical path, so they can respond quickly to
keep the project on track.
Create Workbreakdown Structure

• Before creating work breakdown structures,

you should understand the two primary chart
types:
– Gantt charts
– PERT/CPM charts.
 Gantt Chart

• A Gantt chart is a horizontal bar chart that

represents a set of tasks.
• A Gantt chart also can simplify a complex
project by
combining several activities into a task
group.
• Gantt charts can present an overview of the project’s
status, but they do not provide enough detailed
information, which is necessary when managing a
complex project.
 Gantt Chart

• The position of the bar shows the planned starting and

ending time of each task, and the length of the bar
indicates its duration.
• On the horizontal axis, time can be shown as elapsed time
from a fixed starting point, or as actual calendar dates.
 PERT/CPM Chart

• PERT is a bottom-up technique, because it

analyzes a large, complex project as a series of
individual tasks.
• To create a PERT chart, you first identify all the project
tasks and estimate how much time each task will take to
perform.
• Next, you must determine the logical order in which
the tasks must be performed. For example, some tasks
cannot start until other tasks have been completed.
 PERT/CPM Chart

• In other situations, several tasks can be performed at

the same time.
The top screen is a Gantt chart with 11 tasks, and a PERT chart in
the bottom screen shows the same project. Although not visible in
this zoomed-out view, the PERT chart boxes provide detailed
information about task duration, start dates, and finish dates.
Create Work breakdown Structure
(WBS)

• Identify task in a WBS

– Listing the task
– Estimating task duration
 TAS
K
• A task, or activity, is any work that has a
beginning and an end and requires the use of
company resources such as people, time, or
money.
• Examples : conducting interviews,
designing a report, selecting software,
waiting for the delivery of equipment, or
training users.
 EVENT

• Event, or milestone is a recognizable

reference point that you can use to monitor
progress.
• In addition to tasks, every project has events, or
milestones
• Example : an event might be the start of user
training, the conversion of system data, or the
completion of interviews.
• A milestone such as Complete 50 percent of
program testing would not be useful
information unless you could determine exactly
when that event will occur.
 a) Listing the task

1. Highlighting the individual tasks

 a) Listing the task

2. Adding bullets makes the tasks

stand out more clearly
 a) Listing the task

3. Number the tasks and create a table

 a) Listing the task

• Gantt Chart
 b) Estimating task duration

• Task duration can be hours, days, or

weeks — depending on the project.
• Project managers often use a weighted
formula for estimating the duration of
eachtask.
• The project manager first makes three time
estimates for each task:
– optimistic,or best-case estimate (B),
– probable-case estimate (P),
– pessimistic, or worst-case estimate (W).
 b) Estimating task duration

• Project managers consider four factors

affecting duration:
– Project size
– Human resources
– Experience with similar projects
– Constraints
Sample Task Summary
 Sample Task Summary

• If you are using Microsoft Project or Open

Workbench, the process is exactly the same.
• You must identify the tasks, durations, and
task patterns. You might have to develop this
information on your own
 Using Gantt Chart

• Enter the tasks, durations, and predecessor tasks,

the program automatically performs the
calculations, detects the task patterns, and creates
a Gantt chart
Using PERT/CPM CHART
 Project Management Software

• Microsoft Project - is a full-featured project

management program that holds the dominant
share of the market.
• Open Workbench - is available as free
software, complete with manuals and
sample projects.
 Project Management Software

• Open Workbench is open-source software

that is supported by a large group of users and
developers.
• Support options include community forums that
are open to all users, various training packages,
and third-party support.
• cost-effective alternative that would compare
favorably to Microsoft Project.
• Open Workbench also can exchange files with
Microsoft Project by importing and exporting the
data in XML file format.
Open Workbench
Microsoft Project
Leadership and Project Manager

• Usually is a senior systems analyst or an IT

department manager if the project is large.
Leadership and Project Manager

• Project managers typically perform four

activities, or functions:

Project Planning

Project Scheduling

Project Monitoring

Project Reporting
Leadership and Project Manager

• Includes identifying all project

tasks and estimating the
Project completion time and cost of
each.
Planning

• Involves the creation of a

specific timetable
Project • Involves selecting and staffing
Scheduling the project team and assigning
specific tasks to team
members
Leadership and Project Manager

• Requires guiding, supervising, and

coordinating the project team’s

Project workload.
• The project manager must monitor the

Monitoring
progress, evaluate the results, and take
corrective action when necessary to
control the project and stay on target.

• Includes regular progress reports to

management, users, and the project

Project team itself.

• Effective reporting requires strong

Reporting
communication skills and a sense of
what others want and need to know
about the project.
Leadership and Project Manager
• In addition to the project manager, most large
projects have a project coordinator.
• A project coordinator handles administrative
responsibilities for the team and negotiates with
users who might have conflicting requirements or
want changes that would require additional time
or expense.