Module 3

Study phase
Study phase activities
The study phase is the first life cycle phase in the process of creating a business
information system ,either a new system or a modification of an existing system .During the
study phase a preliminary analysis is carried out in sufficient depth to permit a technical and
economic evaluation of the proposed system. At the conclusion of the study phase a decision is
made whether or not to proceed with a design phase.

The principal study phase activities are,

Study phase
review
User need User review
Performance
specification

Study phase
Information Modified service Project report
service request request directive Study phase report Approval to
preparation proceed

System
Initial Feasibility
performance
investigation analysis
definition

Design

phase

1.User need
The creation of a computer based business information system begins with a stated user
need .this need may be a requirement for new information or for the solution of a problem. The
statement of need is a written request for information system service, which we shall refer to as
an information service request.The Information Service Request may define the user’s need
completely and may sufficient for an analyst to proceed with the design.In this case it would be
accepted as a contract between sponsor and information service organization.Normally Initial
Investigation must be completed before this.
2.Initial investigation
The first steps in the initial investigations are directed towards clarify the problem and
strengthening the analyst background in the problem area. if there is an existing system that is
performing some or all of the functions the new system is to perform the analyst must study this
system. Two major activities are fact finding and fact analysis. Fact finding activities include
reviewing existing manuals and procedures, preparing questionnaires, and conducting personal
interviews. Fact analysis is accomplished by techniques such as data element analysis ,input-
output analysis including data flow diagrams.After Initial Investigation system analyst presents
the results as modified information service request.

3. User review

The modified information services request reflects the analyst understanding of the
problem and states that person’s understanding of the system objectives .The modified request is
discussed with the user-sponser, and additional revisions are made if necessary. with the
concurrence of the user ,the modified information service request becomes the formal contract
between the user -sponser and the system analyst .this contract is called project directive.

4. System performance definition

It is the transition from a logical performance requirement to a physical one .the process
include the statement of general constraints ,identification of specific objectives ,and description
of the outputs to be provided.

5. Feasibility analysis

It is the identification of candidate systems and the selection of the most feasible.it is
accomplished by evaluating alternative methods for converting available input data into the
information outputs needed to meet the objectives of the system. each of the alternatives physical
system is called a candidate system and each must be described uniquely.

Candidate systems evaluated by identifying factors that affect system cost and performance and
by ranking each candidate in terms of these factors.

6. Study phase report preparation

After the feasibility study has been completed a study phase report is prepared for the
user-sponser of the system .it contains a summary of the feasibility study and present
recommendations related to proceeding with the design phase .An essential part of the study
phase report is a user oriented performance specification.It is the first of the 3 major baseline
specifications.
7. Study phase review

The study phase report is reviewed with the user–sponser and other affected
management. If the recommendation of the report are accepted ,the user issues a written approval
to proceed. This approval includes an authorization for man power and other resource
expenditures required for the design phase

The information service request

Information services is responsible for programming support and for information

resource management ,including communications ,data processing ,and office automation
equipment and operations and it will identify the formal request for information services support
as an information service request(ISR).Eg. of typical document consist of

1.Job title:Name: assigned by user to the work requested

2. New or rev: New job or Revised job

3. Requested date: Date the request is submitted.

4. Required date: Date the job should be completed

5. Objective: Purpose of the job

6.Labor: Authorization to spend labor hours and dollars.

7.Other:authorization to expend non labor hours and dollars

8.Anticipated benefits: List the benefits company derived from the system

9.Output description: external entity that receives the output

10.Input description: external entity that provide the intput

11.To be filled out by requestor

Requested by-name, department, title, telephone

Approved by- name, department, title, telephone

12.To be filled out by information services

File Number-identifier assigned to request

Accepted or not accepted

Signature- name,department,title,telephone

Remarks-filled by information services as appropriate. For eg:

Explanation of no acceptance, request for additional information etc:

13.Additional information: The requestor may use reverse side of the form, additional pages of
the form,as appropriate ,to describe more fully any part of the information service request.

There are 2 types of responses to an ISR.If all data and other resources
required to perform the task within authorized expenditure and time limits are available, ISR can
be accepted without modifications as a project directive

However if the job is new, if the system is large . ISR identified as limited ISR. This enables the
analyst to study the problem and to develop more definite ISR. After Initial investigation,
modified ISR is prepared by system analyst and reviewed by user sponsor. Here this modified
ISR is the project directive. During review if it is accepted without any change ,a final ISR is
drafted. Final ISR becomes contract between the user and analyst.
The Initial Investigation
The analyst commence an initial investigation armed with a limited
ISR.System analyst must contact individuals in the users organization and in other organization
that may be affected by the system.These individuals will be concerned about the analyst
activities.

Principal activities managed and performed during initial investigation are background
analysis,fact finding,fact analysis.Their purpose is to understand existing physical system and
development of proposed system.

Background analysis

The analyst makes background analyses related to the proposed

application in order to become familiar with the organization environment and the physical
process related to the new or revised system .the analyst must understand the structure of the
organization with in which the current system is operating and with in which the new system will
be expected to operate. The analyst may have occasion to recommented organizational
changes.therefore the system analyst should 1) Obtain or prepare organization chart 2)obtain or
prepare organization function list and 3)learn the names and duties of the people shown in the
organization chart

FACT FINDING TECHNIQUES

The analyst collect data from two principal sources written documents
and personnel who are knowledgable about or involved in the operation of the system under
study.the analyst select the fact finding techniques judged to be most appropriate to the situation.

Simply means collecting information about existing system.

The fact finding techniques that analyst oftern employ include

1) Data collection- Here analyst collect all documents/data carriers related to system under
study.Eg: of document or data carriers are forms,reports,records etc:

2)Correspondence and questionnaires- Correspondance helps the analyst to explain the purpose
of investigation and to inform what is expected from them.Normally interviews are preceded by
correspondence.

Questionnaire means set of questions prepared by analyst to ask to the user to collect information
about system. Questionnaires should be in brief.(eg:Is system slow?,Is system fast?How much
time to execute?This is an efficient method to obtain response from people who are at remote
location.
3)personnel interviews

It is the most fruitful way of obtaining information.An interview is a person-to-person

communication.The analyst here, is more a receiver than sender in interviews.So analyst must
be good listeners.

Interview guidelines

1. Plan the interview.

2. Be flexible according to the person who is being interviewed.

3. Be informed, but don’t attempt to be “the expert”.

4. Be punctual.

5. Know the person who is being interviewed.

6. Avoid the use of potentially threatening devices such as camera.

4)Observation

During data collection,experienced analyst observe the operation of existing system and form
questions based on observation.Then on that basis they arrive at a conclusion.

5)Resaerch

Research is particularly important when a new application is being considered.Because it is a

stimulating approach to problem solving.All fact finding methods we have discussed are forms
of in- house research.There are many out- house source of informationIt include trade and
professional publications .

Eg: The journal for systems management, Data Management

Fact Analysis Techniques

Fact finding and fact-analysis are related activities. As they collect information,
efficient analysts organize, analyze and use it to identify additional information needs.
There are many useful techniques for the organization and analysis of collected documents.

Four fact analysis techniques are

1. Data element analysis

2. Input-output analysis
 3. Recurring data analysis

4. Report use analysis

1. Data element analysis

 Analyst should understand the meanings of the data names and the codes that appear in
the manuals, procedures, charts, etc they have collected.

 It has 2 steps

 Assign a number to each data element

 Write the meaning of each numbered data element in a piece of paper.

2. Input-output analysis

 It is a general term for all analysis techniques based upon the process that converts inputs
to outputs.Analysis based on that concept called input-output analysis.

 Different tools for input output analysis are information oriented system flow chart,
process oriented system flow chart, DFD, etc

3. Recurring data analysis

 The system analyst may analyze recurring data.

 One form is prepared for this purpose

 Document name and identifying numbers are entered across top of the sheet

 All data elements are associated with first form.

 Significance of Recurring data analysis are:

 Unnecessary i/p and o/p data duplication is deleted. This lead to form
simplification, consolidation, and elimination

 Redundant data elements and files can be located

 4. Report use analysis

 A useful technique for dealing with reports that are suspect because of a lengthy
distribution list is s report use analysis

 A form is constructed and the data elements are associated with identified users of the
report.It helps to find data elements not required by many individuals in distribution
list.There may be a chance to find report that no one uses.

Feasibility study
Feasibility study means to check whether the proposed system is feasible or not. Most
difficult part of feasibility analysis is the identification of candidate systems and evaluation of
their performance and cost.

Steps in Feasibility Analysis

1. Complete formation of system team
2. Review data flow diagrams
3. Develop system candidates
4. Perform preliminary evaluation of candidates
5. Prepare detailed description of candidates
6. Identify meaningful system characteristics
7. Determine performance and cost for each candidate
8. Weigh system performance and cost characteristics by importance
9. Select “best” candidate

1. Complete formation of system team

 Team should be a group of involved, interested people who can represent their
respective areas to help define system problems and develop methods of solution.
 Involvement of users and management in planning a system makes it “their” system
than analysts system
 Analyst need to work closely with representatives of user organization.Because they
provide information about existing system and user requirements for new systems.So
first step is to complete the system team by adding qualified participants.
  It is better to include 1 or more representatives from management and someone with
uptodate technical information.

2. Review system data flow diagrams

 Data Flow Diagrams allow visualization of physical characteristics of new system
 Reviewing DFD proceeds without difficulty as team already has required sketches
and data element lists of all outputs identified during system performance definition
 Sketches of various output along with DFD help us to focus input,output,process and
data transformation of new system.

3. Develop system candidates

 Develops candidate systems which produces output identified in data flow diagrams
 System team helps analyst in brainstorming various hardware combinations.This step
include consideration of hardware devices that can handle total system functions like
input,output,processing,storage etc:
4. Perform preliminary evaluation of candidates
 Preliminary evaluation of system candidate done to narrow down number of
candidates to a manageable number
 Systems which are not practical due to high cost or overkill for task is eliminated
 Candidates which are beyond technical knowledge beyond the company or against
cooperate philosophy may also be dropped

5. Prepare detailed descriptions of candidates

 The fifth step in feasibility analysis is to prepare detailed descriptions of the systems
appearing in the candidate system matrix.
 The detailed descriptions should include flowcharts and narratives, specific
constraints, identified inputs, processing requirements, and storage requirements.
6. Identify meaningful system characteristics

 Evaluation of candidates are based on performance and cost

 Performance evaluation relates to accuracy, control capability, flexibility, growth
potential, response time, storage requirements and usability.These are qualitative
criteria not quantitative.Here we use qualitative measurements like
best,good,bad,worst etc:
 Cost evaluation include cost of developing the system and operating it after its
implementation.
 Major cost factors are equipment, facilities and training
7. Determine performance and cost for each candidate

 Develop entries for candidate evaluation matrix

 Accuracy of a candidate refers to accuracy of system.
 Control capability refers to security of the system by protecting from mistakes made
by humans and from fraud or illegal manipulation
 Flexibility refers to ease of adjusting the system
 Response time refers to total elapsed between submission of data by user and its
return as processed information
  Storage requirements refers to main as well as auxiliary storage for files

8. Weight system performance and cost characteristics

 Sometimes after step 7 best candidate system identified.In that case feasibility
analysis completed.But sometimes best candidate not identified.So we have to
prepare weighted candidate evaluation matrix.
 Weighed candidate evaluation matrix is prepared which weighs candidate evaluation
entries by their importance and applies a rating number
Steps
1. Divide evaluation criteria into categories of importance like very
important,moderately important,important.
2 . Assign weighting factor to each category.
3. Rate each candidate for each criteria.This rating is with a scale of 1 to 5(5 very
good,1 worst)
4. Calculate score for each criteria by multiplying rating by weight.
5. Add score column to determine total score.

9. Select “best” system

  Candidate with highest total score is probably the best system
 Analyst should present to users and management for their acceptance or rejection
 Basically the best system is the system which meets the performance requirements at
least cost

Study Phase Report

 The study phase report is a carefully prepared document.

 It is a management-oriented report that must be free of computer jargon so that it can be

understood by senior managers who may not have a computer-oriented background

1. SYSTEM SCOPE

 System title

 Problem statement and purpose

 Constraints

 Specific objectives

 Method of evaluation

2. CONCLUSIONS AND RECOMMENDATIONS

 Conclusions

 Recommendations

3. PERFORMANCE SPECIFICATION

 External performance specification

 Internal performance specification

4. PLANS AND COST SCHEDULES

 Detailed milestones - study phase

 Major milestones - all phases

 Detailed milestones - design phase

There are5.5 sections.
APPENDICES
1. System scope As appropriate
  The discussion of system scope is based on the project directive and on the performance
definition activities by which specific objectives where identified.

a) System title
b) Problem statement and purpose-contain brief description of problem and system
objective.Result of Initial investigation referred in this area.
c) Constraints-means time or money that limit solution that an analyst may consider.For
eg:Development of online account recievable system is to be completed within 14
months.
d) Specific objectives-derrived from general objective.
e) Method of evaluation- means how accomplishment of objectives is to be measured.

2. Conclusions and recommendations

 The Conclusions and recommendations are presented next in the report in order to
emphasize them and to accommodate the executive who may not need to read the entire
report.

a)The Conclusions reflect the significant result of the system performance definition and
feasibility analysis activities.

b)The Recommendations relate to the user’s decision either to proceed with a design phase or to
terminate the project.

3. Performance specification

 The Performance specification is the system performance communication link between

the user and the analyst.

a) External performance description

b) Internal performance description

 External performance description describe the interaction of the system with its
operating environment, that is, input, outputs, interfaces with other system and resource
needs.
 Internal performance description describe the internal environment of the system. It
includes a data flow diagram or a process-oriented flowchart and describes the related
data processing operations and storage requirements.

4. Plans and cost schedules

 The plans and cost schedules prepared at the beginning of the study phase are updated
here.
 The report also includes two additional sets of project plans and cost schedules.

a) Major milestone-all phases

It is prepared for entire project.It specifies main activities that should be completed and
cost needed for the proposed system to become operational

b) Detailed milestone-study phase

It is prepared for study phase.It contains specific information about activities and
associated cost that are authorized for subsequent phases.

5. Appendices

 Appropriate appendices are included in the study phase report.

 They are sections at the end of report that is non essential information on the topic but
still might be helpful for reader.
 Typically, they contain the project directive, the significant results of the initial
investigation etc: