System Analysis Phase

Overview

At the end of this lesson you should be able to:

1. Learn what are the steps and techniques we need to use for a successful
documentation.
2. Understand what is Information Management Software

Project Management?
Tasks without proper guidance from someone who knows how to
manage them, will only result in failure or less-valued.

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 Documentation
Keeping accurate records of interviews, facts, ideas, and observations
is essential to successful systems development. The ability to manage
information is the mark of a successful systems analyst and an important skill
for all IT professionals.

The need for recording facts

As you gather information, the importance of a single item can be overlooked

or complex system details can be forgotten. The basic rule is to write it down.
You should document your work according to the following principles:

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  Record information as soon as you obtain it.
 Use the simplest recording method possible.
 Record your findings in such a way that they can be understood by
someone else.
 Organize your documentation so related material is located easily.

Often, systems analysts use special forms for describing a system,

recording interviews, and summarizing documents. One type of
documentation is a narrative list with simple statements about what is
occurring, apparent problems, and suggestions for improvement. Other
forms of documentation that are described in this chapter include data flow
diagrams, flowcharts, sample forms, and screen captures.

Software Tools

Many software programs are available to help you record and document
information. Some examples are described here.

Productivity Software

Productivity software includes word processing, spreadsheet, database

management, presentation graphics, and collaboration software programs.
Although Microsoft Office is the best-known set of productivity software
programs, other vendors offer products in each of these categories.

Using word processing software such as Microsoft Word, you can create
reports, summaries, tables, and forms. In addition to standard document
preparation, the program can help you organize a presentation with
templates, bookmarks, annotations, revision control, and an index. You can
consult the program's Help system for more information about those and
other features. You also can create fill-in forms to conduct surveys and
questionnaires, as described earlier in this chapter.

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 Spreadsheet software, such as Microsoft Excel, can help you track and
manage numeric data or financial information. You also can generate graphs
and charts that display the data and show possible patterns, and you can use
the statistical functions in a spreadsheet to tabulate and analyze
questionnaire data. A graphical format often is used in quality control analysis
because it highlights problems and their possible causes, and it is effective
when presenting results to management. A common tool for showing the
distribution of questionnaire or sampling results is a vertical bar chart called
a histogram.

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 Most spreadsheet programs can create histograms and other charts
that can display data you have collected. Image below displays a typical
histogram that might
have resulted from
the questionnaire
shown in image on
the next page.

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 Database management software allows you to document and organize
fact-finding results such as events, observations, and data samples. You can
use a database program such as Microsoft Access to manage the details of a
complex project, create queries to retrieve specific information, and generate
custom reports.
Presentation graphics software, such as Microsoft PowerPoint, is a
powerful tool for organizing and developing your forma l presentation.
Presentation graphics programs enable you to create organization charts that
can be used in a preliminary investigation and later during requirements
modeling. These high-quality charts also can be included in written reports
and management presentations.
Collaboration software is the latest weapon in the struggle to boost
productivity. More than ever, people work in teams and use Web-based
software such as Google Docs and Microsoft Web Apps to access data and
share files. Google and others are betting that cloud computing will create a
virtual workplace, where people will be able to interact in real time, with all
the benefits of a traditional face-to-face workplace, but none of the
limitations.
Graphic Modeling Software
Microsoft Visio is a popular graphic modeling tool that can produce a
wide range of charts and diagrams. Visio includes a library of templates,
stencils, and shapes. An analyst can use Visio to create many types of visual
models, including business processes, flowcharts, network diagrams,
organization charts, and many more. For example, in image on the next page,
the analyst used drag-and-drop shapes to represent a business process.

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 Information Management
Software
Busy IT professionals need to manage email, text messages, personal
contacts, meetings, appointments, deadlines, and much more. They also
require powerful tools to capture, organize, and access project
documentation and details. Although there is a substantial overlap, two broad
categories have evolved: Software that is better-suited for handling personal
data; and information management programs designed for the large amount
of information generated by an IT project. The following sections describe
popular examples of both software types.

Personal data management. A personal information manager (PIM), such as

Microsoft Outlook, includes a personal calendar, a to-do list with priorities
and the capability to check off completed items, and powerful contact
management features. Outlook can manage e-mail and appointments, and
supports collaboration and team projects. Novell's Group Wise is another
popular PIM, and a quick search on the Web will reveal many other options,
including pay ware, shareware, and some free programs.

Project data management. Although a PIM such as Microsoft Outlook can

handle day-to-day activities, tasks, and schedules, it is not the best way to
capture and organize large amounts of information. Instead, analysts use
information management software such as Microsoft OneNote, which is a
powerful, flexible tool that can handle many different types of input, including
text, handwritten notes, images, audio and video recording, Web links, and
much more. OneNote is included in most versions of the Office suite. In the
example shown in image on the next page, the analyst is using OneNote to
store fact-finding results, and has elected to make the notebook accessible on

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the Web. Notice that during the interview with Joy Brooks, the analyst used
an audio recording tool.

Image on the next page shows another popular information manager

called Evernote, which claims to have more than 20 million users. Evernote is
available as a free download at www.evernote.com. In a January, 2012 PC
World article, author Michelle Mastin compared the two programs. She noted
that OneNote does a better job of handling multimedia content, adding free-
form notes, and providing templates. However, in her view, Evernote is a
better choice for entering basic text, and offers stronger cross platform
compatibility.

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 Answer this first

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