SYSTEM ANALYSIS AND REQUIREMENT DISCOVERY

3.1 System analysis

System analysis is a process of gathering and interpreting facts, diagnosing problems and
information’s recommend involvement on the system. It is a problem solving activities that
requires intensive communication between the system users and system developers. System is
studied to the minutest detail and analyzed. The system analyst plays the role of the interrogator
and dwells deep into the working of the present system. The system is viewed as a whole and the
input to the system are identified. The output of organization are traced to the various processes.
System analysis is concerned with becoming aware of the problems, identifying the relevant and
decisional variable, analyzing and synthesizing the various factors and determining an optimal or
at least a satisfactory solution or program of action. A detailed study of the process must be made
by various techniques like interviews, questionnaires ectotherm data collected by these sources
must be scrutinized to arrive to a conclusion. The conclusions is an understanding of how the
system functions. The system is called existing system. The designer now functions as a problem
solver and tries to short out the difficulties that the organizations faces. Preliminary study is
problem solving activities that requires insensitive communications between the system users and
developers’ does various feasibility studies. In these studies a rough figure of system activities can
be obtained, from which the decision about the straggles to be followed for effective system study
and analysis can e taken.

3.3 Problem Statement:

Problem Statement At present, the public can only know about the blood donation events through
conventional media means such as radio, news paper or television advertisements. There is no
information regarding the blood donation programs available on any of the portal. The current
system that is using by the blood bank is manual system. With the manual system, there are
problems in managing the donors' records. The records of the donor might not be kept safely and
there might be missing of donor's records due to human error or disasters. Besides that, errors
might occur when the staff keeps more than one record for the same donor. There is no centralized
database of volunteer donors. So, it becomes really tedious for a person to search blood in case of
emergency. The only option is to manually search and match donors and then make phone calls to
every donor. There is also no centralized database used to keep the donors' records. Each bank is
having their own records of donors. If a donor makes donation in different hospital, no previous
records can be traced except if the donor brings along the donation certificate. Hence, the donor is
considered to be a first-timer if they make blood donation in a new place. Without an automated
management system, there are also problems in keeping track of the actual amount of each and
every blood type in the blood bank. In addition, there is also no lert available when the blood
quantity is below its par level or when the blood in the bank has expired

PIECES framework:
A checklist for identifying problems with an existing information system.
 Performance
o Throughput
o Response Time
 Information (and Data)
o Outputs
 Lack of any information
 Lack of necessary information
 Lack of relevant information
 Too much information – information overload
 Information that is not in a useful format
 Information that is not accurate
 Information that is difficult to produce
 Information that is not timely to its subsequent use
o Inputs
 Data is not captured
 Data is not captured in time to be useful
 Data is not accurately captured – contains errors
 Data is difficult to capture
 Data us captured redundantly – same data is captured more than once
  Too much data is captured
 Illegal data is captured
o Stored Data
 Data is stored redundantly in multiple files and/or databases
 Stored data is not accurate
 Data is not secure from accident or vandalism
 Data is not well organized
 Data is not flexible – not easy to meet new information needs from stored
data
 Data is not accessible
 Economics
o Costs
 Costs are unknown
 Costs are untraceable
 Costs are too high
o Profits
 New markets can be explored
 Current marketing can be improved
 Control (and Security)
o Too little security or control
 Input data is not adequately edited
 Crimes (e.g. fraud, embezzlement) are (or can be) committed against the
data
 Ethics are breached on data or information – refers to data or information
getting to unauthorized people
 Redundantly stored data is inconsistent in different files or databases
 Data privacy regulations or guidelines are being (or can be) violated
 Processing errors are occurring (either by people, machines, or software)
 Decision- making errors are occurring
o Too much control or security
 Bureaucratic red tape slows the system
  Controls inconvenience customers or employees
 Excessive controls cause processing delays
 Efficiency
o People, machines, or computers waste time
 Data is redundantly input or copied
 Data is redundantly processed
 Information is redundantly generated
o People, machines, or computers waste materials and suppliers
 Effort required for tasks is excessive
 Materials required for tasks is excessive
 Service
o The system produces inaccurate results
o The system produces inconsistent results
o The system produces unreliable results
o The system is not easy to learn
o The system is not easy to use
o The system is awkward to use
o The system is inflexible to new or exceptional situations
o The system is inflexible to change
o The system is incompatible with other systems
o The system is not coordinated with other systems

Cause and effect Analysis:

Cause and effect diagram is also called Ishikawa diagram which is a visualization tool for
categorizing the potential causes of a problem in order to identify its root causes.
3.4Feasibility study:
Feasibility study is made to see if the project on completion will serve the purpose of organization
for the amount of work, effort and the time that spend on it . Feasibility study lets the developer
foresee the future of the project and the usefulness Feasibility study of a system proposal is
according to its workable, which is the impact on the organization, abaility to meet their users
needs and effective use of resources. Thus when a new applications is proposed it normally goes
through a feasibility study of this project such as Technical, economical and Operational
feasibilities. The fooling features :
3.4.1 Project plan:
A project plan is a formal document designed to guide the control and execution of a project. ... In
IT, the term project plan refers to a a Gantt chart or any other document that
displays project activities along a timeline. However, considering these documents alone as
a project plan is inaccurate

3.4.2 Economical Feasibility

The developing system must be justified by cost and benefit. Criteria to ensure that effort is
concentrated on project, which will give best, return at earliest. One of the factors, which affect
the development of new system, is the cost it would require.
The following are some of the important financial questions asked during preliminary
investigation:
o The cost conduct a full system.
 o The cost of the hardware and software.
o The benefit in the form of reduced cost or fewer costly errors.
Since the system is developed as part work, there is no manual cost to spend for the proposed
system. Also all the resources are already available, it give an indication of the system is
economically possible for development.

3.4.3 Technical Feasibility :

The system must be evaluated from the technical point of view. The assessment of this feasibility
must be based on the outline design of the system requirement in terms of input , output, program
and procedures. Having identified an outline system, the investigation must go on to suggest the
types of equipment, required method developing the system, running the system once it has been
designed.
Technical issues raised during the investigation are:
o Does the existing technology sufficient for the suggested one?
o Can the system expand if developed?
The project should be developed such the necessary functions and perform and achieved within
the constraints. The project is developed within latest technology. Through the technology may
become obsolete after some period of time, due to the fact that never version of same software
supports older versions, the system may still be used. So there are minimal constraints involved
with this project.

Operational Flexibility:
Proposed projects are beneficial only if they can be turned out into information system. That will
meet the organization’s operating requirements. Operational feasibility aspects of the project are
to be taken as an important part of the project implementation. Some of the important issues raised
are to test the operational feasibility of a project includes the following: -
• Is there sufficient support for the management from the users?
• Will the system be used and work properly if it is being developed and implemented?
• Will there be any resistance from the user that will undermine the possible application
benefits?
This system is targeted to be in accordance with the above-mentioned issues. Beforehand, the
management issues and user requirements have been taken into consideration. So there is no
question of resistance from the users that can undermine the possible application benefits.
The well-planned design would ensure the optimal utilization of the computer resources and would
help in the improvement of performance status.

3.5 Specific Requirements

The requirements of the Web-based management information system are to develop:

o a web based front end for entering donated blood details including the donor, his/her
blood group, sex, age, and status of the donated blood
o a web based front end for searching the information relating to a given donor or a given
blood group;
o a facility to still enter donor and donated blood information via Endnote and also
maintain the Endnote database using those details entered via the web front end and
o a facility to produce summary information of donor and donated blood particulars and
any other related activities.

3.5.1 Functional Requirements

In this research project we aim at developing a system which should improve on the current
one with a lot of functionalities and therefore the Major target or goal here is to:
o to develop a blood donor database that can support the five above mention sub-
databases that is to say; DonorDB, Donation DB, DiseaseDB, Transfusion DB and
Statistical DB
o to develop a client interface that allows privileged users to carry out tasks such as
inserting or modifying and deleting data in the database;
o to develop a searching functionality in order to allow normal and privileged users to
search the details of a given donor, blood group, stakeholder and if necessary a type
of disease common which causes one to need the donated blood
o to fully integrate the Web-based management information system to the World-
Wide-Web and hence allow access from any Internet networked terminal and Web
browser around the world;
o to develop a facility that can export details entered via the web front end to Endnote
as well as import and confidential detail from the Endnote Database;
o to develop a functionality that produces summary information of required data to
enhance decision making;
o to embed high security features in the Web DBMS to provide privacy, integrity;
o to allow privileged users to maintain the Web-based management information system
by adding/deleting particulars, backing-up or resetting the database and extract
online summary in the form of histograms for each donor and lists of free-format
comments. Thus a graphical reporting tool should be provided for analyzing the
data.
o and finally the system should be flexible enough to store data for several years and
also be able provide sufficient User and Administration Guides.

3.5.2 Non-functional Requirements:

The system must be developed to suit the particular needs of a user-friendly environment.
This means that the system must accommodate a clearly understandable user interface as
well as clear online help documentation at any stage of the user interaction with the system.
A fast response time in obtaining and providing information to the system may also prove to be a
significant advantage. In addition to these requirements, the system should also embrace the
following requirements:

Security:
Each user is required to log in. The system should log staff that has been assigned user names and
passwords. The system should be designed to make it impossible for anybody to logon without a
valid username and password. Data encryption should be employed to keep the user login name
and password secret.
Reliability:
The system would be used by about 50 staff working at the Red Cross headquarters and also some
other many staff in the collaborating clinics and hospitals. The system should have little or no
downtime and be able to handle multiple concurrent users.
Ease of Use:
The general and administrative views should be easy to use and intuitive.Online help and
documentation should be provided.
System and Browser compatibility Testing:
The system should be accessible on the following browsers - Microsoft Internet Explorer ,
NetScape Navigator and Mozilla .
Performance requirements:
Red Cross society Uganda has a UNIX server. This system would be designed to run on a minimum
hardware configuration of 500MHz x86 machines.Considering the vast hardware available at the
society , this would not pose any problems. The system should have a quick response time. For the
purpose of this research project, this would be defined as less than 5 seconds.
Server Software:
Operating System: Windows 10
PHP version: PHP 5.6+
Web Server: Apache Web Server. 2.4.25+
Database: MySQL 5.7.18+

3.5.4 Facts Finding Techniques:

We used four fact finding methods technique in our system analysis.
o Interview
o Questionnaire
o Record review
o Observation

Interview:
We used this technique frequently in the system analysis after questionnaires. The interview were
unstructured. We choose some people in the organization who were either decision maker or
operator or uses Some activity related with the project. As we interviewed them many helped us
to understand all stages involved.

Questionnaire:
We used this technique in the initial and Final phases of our project. In the initial phase we
Prepared some questionnaire to get some basic information about the current system. Then we
used the questionnaire to get some numerical data that was required or missing after all the
observation.

Record review:
This was the most beneficial technique for us wile making our database we studied the existing
file structure, documents used and generated in the organization. For every files registers we tried
to identify its significance need relation with other data item.

Observation:
While finding the facts we keenly observed all the activities and transaction usage of files and
document. Observation helped us in finding out the actual way functioning apart from the ideal or
desired.