MODULE 4

SYSTEM ANALYSIS,
SYSTEM DEVELOPMENT and SYSTEM MODELS

Information System Concept

System Concept: Computer Networks Interconnected Information systems Managing IT Infrastructure

System Analysis
Covering entire problem in context Systematic investigation of system objectives Deciding criteria for system effectiveness Evaluate alternatives in terms of effectiveness and cost Deciding boundaries and interfaces

System Concept
Group of interrelated, interdependent and interactive elements. Input Process - Output

Types of Systems
1. Conceptual and Empirical 2. Natural and Manufactured 3. Social, People-machine and Machine 4. Open and closed 5. Permanent and Temporary 6. Stationary and Non-stationary Systems 7. Subsystems and Super-systems 8. Adaptive and Non-adaptive 9. Stable and Unstable 10.Deterministic and Probabilistic

Need for System Analysis

First step to efficient System Design and Computerization of the system. 1. System Objective 2. System Boundaries 3. System Importance 4. Nature of the System 5. Role of the system as an interface. 6. Participation of Users 7. Understanding of Resource Needs 8. Assessment of feasibility: technical, financial and operational feasibility

Applying System Thinking to Information System

System Analyst
A person who conducts a methodological study and evaluation of an activity. Designing & implementing systems to suite organizational needs and translating into operations. Skills: Technical Skills, Interpersonal Skills, Management Skills, Analytical Skills

1. 2. 3. 4. 5. 6. 7. 8.

Multifaceted Role of Analyst: Innovator Mediator Project Leader Change Agent Investigator and Monitor Architect Psychologist Motivator

Database Administrator
A DA is a person who is responsible for the environmental aspects of a database. This includes 1. Recoverability: Creating & testing backups 2. Integrity 3. Security : access control to data 4. Availability : updated data 5. Performance 6. Development and Testing Support Responsibilities of DA: 1. Defining Schema(structure of the data) 2. Users interaction 3. Defining security and integrity checks 4. Defining backup/recovery procedures 5. Monitoring performance

Duties of Database Administrator

1. Installation of New Software 2. Configuration of hardware & software with the system administrator 3. Security administration. 4. Data analysis 5. Database design

Database Designer

1. 2. 3. 4.

1. 2. 3. 4. 5.

Role: Determine the data to be stored in the database Determine the relationships between the different data elements Superimpose a logical structure upon the data on the basis of these relationships. Activities: Requirement of Collection & Analysis Conceptual Database Design Data Model Mapping Physical Database Design Following elements are considered by Database Designer while designing the system: Data Flow Data stores Process Procedures Controls

System Development
When system approach to business problem solving is applied to information system development it is called Information System Development. Information System Development Cycle : Multistep process. Different Roles in System Development:

Project Managers
Support Staff System Analyst Users Technical Specialists System Stakeholders Software Programmers

System Development Life Cycle(SDLC) Developing Information System Solutions

1. Investigation

5. Maintenance

2. Analysis

4.

Implementation

3. Design

System Investigation
1. 2. 3. 4. Questions that have to be answered are: Is there any business problem or business opportunity? What is causing a problem? Would a new or improved information system help to solve the problem? What would be a feasible information system solution to our problem?

1 2

System Planning and Selection Feasibility Study Feasibility Report

System Analysis
System analysis is a systematic investigation of a real or planned system to determine the functions of the system and how they relate to each other and to any other system. It is an in-depth study of users information needs. Characteristics of the System Analysis: 1. Top-down approach 2. Use of tools and techniques( DFD, context diagram etc.) 3. Abstraction of models: Separation between physical model and logical model. Physical model: Surveying current system & designing new system. Logical model: Analyzing system requirements. 4. Users role 5. Iterative development 6. Use of advance technology: It makes it less complex 7. Use with prototyping

Primary objectives of System Analysis

1.
2.

To describe what the customer requires

To establish the basis for creation of software design

3.

To define a set of system requirements that can be validated after software building.

Stages in System Analysis

1. Analysis of the Organizational Environment. 2. Analysis of the Present System. 3. System Requirement Analysis. 1. Input requirement 2. Output Requirement 3. Processing Requirement 4. Storage Requirement 5. Control Requirements

System Analysis
Analysis of the Organizational Environment Analysis of the Present System

System Requirement analysis

System Requirements

System Design
System Analysis concerned about WHAT the new system has to do? Whereas System Design concerned about HOW it will be done? System analyst will do following things: 1. Scheduling for design activities 2. Determines different data inputs with the help of user. 3. Draws the logical model of a new system. 4. Drawing process model of the new system. 5. Writes program specifications 6. Ordering any hardware or software required by system design phase.

System Design
Types of System Design: 1. Logical Design(Blueprint): It deals with specifications of major features of the system that would meet the objectives. It deals with content requirements. Components: 1. Outputs(Reports, displays) 2. Inputs(Forms, receipts, documents) 3. Procedures(to collect, transform and output data) 4. Storage 5. Control(data integrity, security etc) 2. Physical Design: Blueprint as a input. Produces program specifications. Physical files or database. Designing user interface with help of hardware and software packages.

System Design

Logical System Design Physical System Design System Specifications

System Implementation
Overview of implementation phase

Implementation Activities

Acquisition of Hardware, Software and Services

Software Development or Modification

End User Training

System Documentation

Conversion

Employee Details Form

PERSONAL DETAILS Employee ID: Employee Name: Employee Address: PAN Number: PROFILE DETAILS Employee Designation: Years of experience:

Employee Photo & Signature Department Code: Employee skill set:

SALARY DETAILS Gross salary: Tax deductions : Other deductions: Net salary :

Example: Monthly Report Monthly Employee Attendance Report

Prepared On:01/11/2009 For the month October 2009

Employee ID P12453 P12453

Dept Code C89321 C89321

Casual Leaves Taken 1 2

Total Sick Leaves number of Taken leaves 1 0 2 2

Total Employable Days 25 25

P12453
P12455

C03214
C52313

0
1

1
2

1
3

26
24

Post Implementation Review & Maintenance

Monitoring, evaluating and modifying operational system to make necessary improvements. Maintenance of system is necessary for other failures and problems that arise during operation of the system.

System Maintenance is performed : 1. To correct errors 2. To keep system current 3. To improve the system.

Structured SAD
SSADM -Structured System Analysis and Design Methodology.

It is a system approach to analysis and design of information system.

It divides system development project into modules, steps and tasks, giving framework of the project. Sets out series of techniques and procedures for recording and communicating information in textual and diagrammatic format.

Objectives of SSADM

1. Ensure that projects can successfully continue and loss of staff should not affect the project. 2. Develop overall better quality system 3. Improve project management and control. 4. Making effective use of employees and developing them 5. Ensuring support of computer based tools 6. Improve communication between participants.

Advantages of SSADM
1. 2. 3. 4. 5. 6. Timeliness Usability Respond to changes in Business Environment Effective use of Skills Better Quality by reducing error rate. Productivity Improvement

SSADM Tools
SSADM Tools
Process Modeling Tools Structured English Logic Modeling Tools Decision Tree Decision Table Data Modeling Tools E-R Diagrams Data Dictionary

Data Flow Diagrams

Structured Diagram

Data Flow Diagram

DFDs describe a systems data and how the data interacts with the system. DFD is a graphical representation of system data and how the processes transform the data. It depicts functions and sub functions that transforms the data flow.

DFDs are used to determine requirements of the user.

While designing, DFD used to map out the plan & illustrate solutions to analysts and users.

Data Flow Diagram

Components: 1. Process:

2.

Data Flow:

3.

Store:

4.

External or internal Entities:

Top-Down approach for developing DFD

1. List down various business activities and then determine external entities, data flows, processes and data stores. 2. Create context diagram showing external entities and data flow from and to those.( Detailed processes and data stores NOT shown). 3. In next level diagram(diagram 0), draw general processes. Show data stores. 4. Create child diagrams for each of the processes in diagram 0.

DFD : Worker Payment System

Employee Record Employee Record

Overtime Rate Pay

Get Rate Overtime Pay Employee Pay File

Employee ID Overtime Information

Weekly Pay

Total Pay

Deduct Taxes

Net Payment

Issue Paycheck

Tax Weekly Timesheet Information

Check

Worker

Tax Rates

Worker

Context Diagram
CD is the highest level in a Data flow diagram(DFD).

CD represents entire system scope. So the process given number 0 ( 0 level context diagram).
All external entities are shown as well as major data flow to and from them. Data stores are not shown in context level diagram. Since the scope of the project is always subject to change, context level diagram is also subject to change.

Structured Chart
It is a top-down modular design tool. Structure: Number of rectangular boxes to represent modules and joining arrows to them. Hierarchical Structure. Easy representation of complex processes. Represents interaction between independent modules and data passing between them. It helps programmers in writing program codes. Structured charts show: 1 The size & complexity of the system 2. Number of identifiable functions & modules within each function 3. Whether is identifiable sub functions are manageable entities or should be broken down into smaller components.

Example for Structured Chart

Recruitment Process
1.1

Recruiting Employees
1.1.1 1.1.3 1.1.4

Publish advertisement

1.1.2

Collect CVs

Verifying & Sorting CVs

Scheduling Interviews

Decision trees
A decision tree is a decision support tool that uses a treelike graph or model of decisions and their possible consequences Graphical representation. Decision trees are prepared before doing knowledge codification. Decision tree is the hierarchically arranged semantic network. Closely related to decision table. It consists of nodes and links. Nodes : Goals Links : Decisions Read left to right All nodes represent cases or alternatives. Example: Discount policy for any customer

6 or more copies
Customer is bookstore Less than 6 copies Discount Policy

Discount 25%

Discount is NIL

50 or more copies 20-49 copies

Discount 15% Discount 10% Discount 5% Discount is NIL

Customer is library or individual

6-19 copies
Less than 6 copies

Decision Tables
It is a convenient way to organize information in systematic manner. It is a table defining problem and the actions to be taken. It shows relationships between conditions and actions.

Decision Tables
Conditions Stub Action Stub Conditions Entries Action entries

Dcision table is like spreadsheet. Decision trees are prepared before doing knowledge codification. Two parts: 1. List of conditions and their respective values 2. List of conclusions Read Top to Bottom

IF___ THEN Condition

IF product_code>=120 THEN give 20% discount

Example of Decision Table

Condition Entry
Condition Stub 1 2 Y N 3 N N Y Y 4 N N Y N Y 5 N N Y N N Y 6 N N Y N N N Customer is bookstore Y Order size > 6 copies Y Customer is library or individual Order size 50 copies or more Order size 20-49 copies Order size 6-19 copies Allow 25%discount Allow 15% discount Allow 10% discount Allow 5% discount Allow no discount Action Stub X X X X X Action Entry

IF(Condition)

THEN(Action)

System Development Models

SDM are pictorial representation of the reality. Distinction: Logical model & Physical Model Process Models: Requirement analysis, design, coding, testing, implementation. E.g. Software process model. Waterfall Model Prototyping Model Spiral Model RAD Model

System Development Models

Water Fall Model

Mission & Goals Info. Need & Specific ation Analysis System Design Process Design Testing Implement ation Maintena nce

Water Fall Model

1. 2. Classical life cycle model. Linear sequential Flow among phases Document driven. Each phase gives one or more documents (as a output) that form input to the next phase. Reviews at the end of each phase. End of each phase is identified clearly to start next phase. Assumptions: For a successful project, all phases must be performed. Any different ordering of the phases will result in less successful software product.

Water Fall Model

Output of earlier phase is called intermediate products. 1. Requirement documents, 2. Design documents etc. 3. Project Plan 4. Detailed design document, 5. Test plan and test reports 6. Final code 7. Software manuals 8. Review report Advantages of Waterfall Model: 1. Each phase is not finished without documentation. 2. Concrete evidence of progress. 3. Testing is done at each and every phase 4. Organized approach provides robust separation of phases.

Water Fall Model

Limitations: 1. Too robust. 2. All knowledge gathering in the beginning of the entire project. 3. New information system becomes useful only when it is totally finished.

Prototyping Model
Prototype is a working model of the actual system. This model of system development is suitable when requirements are incomplete, inconsistent and unclear. Instead of freezing the requirements, system design & coding is done. Throwaway Prototype. Based on currently known requirements, prototype is built. Better user involvement in formulating final stable requirements. At any point users can access the system. Prototyping is suited for complicated and large systems. It helps in understanding customer needs.

Requirement Gathering Quick Design

Refine Requirements
Customer Evaluation of Prototype Design

Build Prototype

Implement Test

Maintain

Spiral model
It is an evolutionary software process model that couples the iterative nature of prototyping. Also it is having controlled and systematic aspects of Water Fall Model. Spiral model gives emphasis on risk management techniques. Each round of the spiral identifies sub-problem having highest risk and its solution. Spiral Model risk avoidance driven.

Determine Objectives, alternatives, constraints

Identify and resolve risk

Plan next phase

Develop next level product

Spiral Model
1. 2. 3. Clockwise direction. Each loop represents a phase in software process. First loop - Feasibility study, Second loop Requirement analysis and so on. Each phase may have two to three loops. Advantages : Risk identification and reduction. Iterative process Systematic approach

RAD Model
RAD Rapid Application Development. It is an incremental software process model that emphasizes a short development cycle. Rapid speed adaption of Water Fall Model. Quick reviews are possible. Encourages users feedback It requires commitment from developer and user side. Difficult to attain high performance. Not applicable for highly technical projects. Assumptions: 1. Requirements are well understood 2. Project scope is not very high. It requires highly skilled and well-trained developers.

Database Management System(DBMS) Importance Creates integrated and collaborative business environment. Quick access to data using query asking. Use of non-procedural languages such as SQL(Structured Query Language). Queries help to access data without waiting for reports from information system department. DBMS is foundation for KMS, ERP, SCM, DM,DW and many more applications.

Database Management System(DBMS)

1. 2. 3. 4.

Characteristics Sharable : e.g. sales order information Consistent Reduced redundancy Standardized

Database Management System(DBMS) Concepts

A database is a collection of records or data in structured format so that data can be easily retrieved for analysis and calculations. Entity Attributes Relationships Table Record Fields