Objectives: Subunits are

1. Analysis : Collecting information about the present system and identifying problems.
2. Design: Designing a new system to correct the problems identified in the analysis.
3. Development and testing : Developing and testing new system.
4. Implementation: Replacing the old system with the new system.
5. Documentation: Creating technical and user documentation for new system.
6. Evaluation: Evaluating whether the new system meets the requirements of the design
requirements.
Systems Analysts will review an existing system which is currently not meeting expectations.

Analysis

Evaluation Design

Documentation Development & testing

Implementation
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7.1 Analysis - Techniques

Technique Advantages Disadvantages

Observation : The use of • The analyst can obtain reliable • Some employees may feel
the current system is information about the current uncomfortable being observed
observed to find out how system. • Employees may perform
it works. • Information will not be biased as differently if they know they
it’s the analyst’s point of view. being observed.
Interview: People who use • Can ask open ended questions to • It can be a time consuming
the system are interviewed gauge to more feedback. process.
to gauge their feedback. • Questions can be modified • The interviewee cant remain
during interview. anonymous with this method.
Questionnaires: are • Questionnaires Can reach a large • Questionnaires may not be
distributed to employees/ audience. completed accurately.
customers to find out a • Questions can be answered • May not be all returned.
range of opinions about quickly using tick boxes –cheaper • Can not expand or clarify answers
the current system. method of analysing. to questions.
Examining documents: • Analyst's can see how current • It can be a time consuming
Existing documents for the the paper system operates. process.
current system are • Can obtain information critical to • Due to the amount of time
analysed to identify all the system. required this is a costly method.
data and documents

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7.1 Analysis – Purpose of Analysis

Data which is inputted, Problems with the The requirements of the

processed and current system are user and the potential
outputted into the identified. new system are identified.
system are identified.
Data may be paper What could be What is the new system
based. improved? meant to do?

Why do we analyse?
1. To find out limitations of the current system (as of now what the system does)

2. To find out the problems in the current system

3. To find out the new system requirements (input devices, output devices, storage
devices, memory up gradation, enhancement of screens, modification in the reports,
methods of processing)

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7.2 Design – Elements of a design stage
On Screen form
What all we design
• On screen forms & paper based forms
• Database and table structures
• Validation rules
• Output screens and reports

On screen forms: Key elements

• Appropriate spacing for each field.
• Screen is filled without leaving too much
of white space.
• An easy to read font & suitable size, a
sensible font colour & background colour.
• No overlapping of items.
Paper based form
• Drop down lists and tick boxes, Navigation
buttons. • Clear heading and instructions.
 Tick boxes/radio buttons • Use of text boxes to collect information
 Drop down lists such as name, DOB etc.
 Buttons: Forward, Backwards, Add • Use of tick boxes to make choices
record or Delete record, Save record easier(Gender).
etc. • Clear fonts and text styles.

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7.2 Design – Elements of a design stage
Database and table structures
• Suitable Field names
• Type of data which will be captured and inputted.
• Primary key and foreign keys
• Field size of each of the field so that no unnecessary storage is
lost
• Different tables which may be required to create relationships.
• Validation rules to be set
Revise from unit 18
Validation rules:
• Length check Output screens and reports
• Format check Output screens
• Range check • Clear heading and instructions.
• Limit check • Use of text boxes to display information from
• Type check each of the required field
• Presence check • No controls and no navigation buttons except
• Lookup list may be to search or Quit
• Boolean Logical Output Reports
• Check Digit Header and footer (organization name, date of
processing, page numbers, author, site address, etc)
along with all relevant details for the report.
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7.3 Development and testing
Development stage : to check and to ensure there are no errors in the system.
• Validation rules will be checked to see if only the correct values can be entered into the
relevant fields.
• User Interface: Check to see if they are user friendly and to see if the different
components work (navigation buttons).

Testing stage : To ensure all components of the system are working correctly before system
is given to the user to use.
• Software systems are developed in Modular form which means each part of the system
is developed separately by the programmer.
• This allows each module of the system to be tested separately once it has been
developed.
• If errors are found in the modules or full program then the modifications will be made to
the system.
• Modules combined to make Full Program. Before joining as one program all individual
module errors must be rectified.

Testing Plan:
• What is being tested (which part of the program Database structures, screens,
validation rules, report structures, program coding, hyperlinks)
• The test data that will be used
• The expected outcome of the Test. 6
7.4 Implementation
Method
Direct Implementation: The
existing system is stopped and
replaced by the new system
immediately.
Parallel running: New system is
implemented along the side of the
old system. Both systems are
working.
Phased implementation: The new
system is gradually introduced part
by part within the organization.
Eventually the old system will be
phased out over a period of time.
Pilot changeover: The new system
is trialed in one part or department
of an organization. If the pilot is
successful then it will be
implemented across all departments.
Advantages
• The whole system would have been
fully tested before it is implemented
so less chance of errors.
• Costs are reduced as only one system
is being used. No duplicate tasks.
• If the new system does not meet the
requirements then old system is
still available.
• Employees can be trained gradually
how to used the new system.
You only introduce a new part of
system if the current phase is working
correctly. If a part of the new system
does not meet the requirements then
you can always go back to point of
system which was working.
• If the new system does not meet the
requirements then only one
department is affected.
• Training can take place in one
department at a time. Then
employees could be used in other
departments to help with training.
Disadvantages
• If the new system fails then old
system is not available to fall back
to.
• There may not be enough time to
provide training to employees.
• Tasks will be duplicated as data is
inputted into both systems.
• This will require more employees
which will result in more salaries to
be paid for the employers.
• Time consuming as every part of the
system which is implemented needs
to be evaluated.
• A number of training sessions would
be required for employees when each
step of the new system is introduced.
• It could take a while for the whole
system to be implemented across all
departments.
• If the system fails in one department
then modifications and further
training would be required resulting
in delays.
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7.5 Documentation
User Documentation
The purpose of this documentation is to help
users to learn/know how to use system & to help
users to overcome day to day problems.
• The purpose of the system
• List of minimum hardware and software
required to use the system
• How to install the system
• How to start / stop the system
• How to use the features of the system
• Screen shots showing the system in
typical use
• Example inputs and outputs
• Explanations of any error messages that
might be shown
• A troubleshooting guide
Technical Documentation
It is to help the maintainers of the system . They are
technical people, who need to know exactly how the
system works. The purpose of this documentation is
to incorporate improvements to system, to know
how to repair and fix errors.
• The purpose of the system
• Details of the hardware and software
required for the system
• Details of data structures(data types, field
names, etc.)
• Details of expected inputs, validation
checks, how data is processed
• Diagrams showing how data moves through
the system
• Flowcharts describing how the system works
• The system coding- programs used in the
system
• Test plans and suggestions written after
each test done
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7.6 Evaluation
Why evaluation needed? How evaluation is done?

• The purpose of an evaluation is to assess • Comparing the solution with the original
the system to see if it does what it was task requirements & checking against the
supposed to do, that it is working well, Requirements Specification to see all
and that everyone is happy with it. requirements are fulfilled.
• Evaluating a new system in terms of the • Comparing the results of system testing to
efficiency, ease of use and the users' responses & analyse the users’
appropriateness of the solution responses to the results of testing the system
• To make sure user requirements have • Obtaining feedback from the user on the
been met new implemented system– interviews,
• To identify any shortcomings observation and questionnaires to identify
• To identify possible improvements limitations and to make improvements
• Terms of its efficiency, ease of use,
appropriateness of the solution