SYSTEM LIFE CYCLE

OBJECTIVES
By the end of this presentation, students should be able to describe the
different stages in the system life cycle:

● Analysis
● Design
● Development
● Testing
● Implementation
● Documentation
● Evaluation
● Improvement
2
 INTRODUCTION

WHAT IS A COMPUTER SYSTEM?

• A computer system is a basic, complete, functional hardware

and software setup with everything needed to implement
computing performance .
01

Analysis
• Analysis is collecting information about the present system and
identifying problems 
• This is where the current system is looked at in detail to figure out
what changes need to be made to make to make the new system
better.
• Without a proper understanding of the client’s requirements, the
entire process can lead to endless repetitions and corrections.
• Ideally, after the initial discussions with the client an analyst will
sketch out the requirements. This is not always practical as the
program managers may have limited resources and certain strengths
and weaknesses.
 THE BASIC STEPS IN THE ANALYSIS STAGE CAN BE SUMMARIZED AS
FOLLOWS:

1. Fact finding/collecting data from the current system 

2. Description of the current system – establishing the inputs,
outputs and processing being done
3. Identification of the problems with the current system
4. Agreeing to the objectives with the customer
5. Identifying and with agreeing the customer’s requirements
6. Interpreting the customer’s requirements
7. Producing a cost-benefit analysis
8. Producing a data flow diagram
ANALYSIS TECHNIQUES 
OBSERVATION 
• Involves watching personnel/users using the
existing system to find out exactly how it works.
• The observation is ‘active’ when the analyst
directly observes the users and ‘passive’ when
they observe the people working in that
environment.
 ADVANTAGES & DISADVANTAGES OF
OBSERVATION
DISADVANTA
ADVANTAGE GES may feel
1. Some employees
1.   The analystScan obtain reliable uncomfortable being observed 
information about the current
2. Employees may perform
system.  
differently if they know they are
2. Information will not be biased as being observed.
it’s the analyst’s point of view

 
 INTERVIEWS

The analyst interviews a Involves a one-to-one

person or group of people question-and-
at the use or client-side in answer session between
order to gather information the analyst and
in a systematic manner. the employee/customer
 ADVANTAGES AND DISADVANTAGES OF DOING
INTERVIEWS
DISADVANTAGE
ADVANTAGES  S
1. Can ask open-ended questions to 1. It can be a time-consuming process.
gauge more feedback. 2. The interviewee can't remain
2. Questions can be modified during anonymous with this method
the interview. 3. Interviewees may not be honest.
3. The interviews can be planned in 4. Analysts needed to be involved in
advance. every interview.
 QUESTIONNAIRES
• Questionnaires are distributed to employees/ customers to find out a
range of opinions about the current system.
• Questionnaires are designed to extract useful information about the
current system.
• Sending specific questionnaires/surveys or checklists to the people
working in the user environment to find out their views on the
important tasks carried out.
 ADVANTAGES & DISADVANTAGES OF
USING QUESITONNARIES
ADVANTAGES
1. Used when many users are present.
2. Users remain anonymous, so more
honest answers are received.
3. Questionnaires can reach a larger
audience.
4. Questions can be answered quickly
using tick boxes – a cheaper method
of analyzing.
DISADVANTAGES
1. Questionnaire may not be completed
accurately.
2. Surveys may not be all returned.
3. Can not expand or clarify answers to
questions.
4. Doesn’t allow the elaboration of
answers.
5. Shouldn’t be too long.
6. Closed questions should be asked
 DOCUMENT ANALYSIS
• Existing documentation for the current system is analyzed to identify what data is
inputted and outputted.
• This just involves looking at paperwork for the current system.
• The collection of existing documents such as user manuals, process documents, and
software vendor manuals. This can provide input for the new system requirements.
ADVANTAGES AND DISADVANTAGES OF
DOCUMENT ANALYSIS
ADVANTA
documents toGES
1. Analyst sees examples of current
understand what data
is collected or output and identify
processes.
2. Analysts can see how current the
paper system operates.
3. Can obtain information critical to
the system.
DISADVANTAGES
1. Documents can be irrelevant,
inaccurate, missing, or not organized
systematically.
2. Documents only show output and don’t
show additional data needed.
3. It can be a time-consuming process.
4. Due to the amount of time required
this is a costly method.
02

DESIGN
After a detailed analysis and a clear understanding of the
requirements, the planned system must be designed. The
design phase of the system life cycle is important as it helps
show how the new system will look.

Below is a list of tasks that are carried out:

• Designing data capture forms/input forms
•  Designing screen layouts, output forms and reports
• Producing systems flowcharts and/or pseudo code
• Designing and agreeing on the file structures and tables:  
•  Selecting and designing the hardware requirements 
•  Selecting and designing the software requirements 
•  Producing algorithms or program flowcharts 
•  Designing a testing strategy/plan
•  Selecting and designing validation rules that need
to be used 
•  Selecting the most appropriate data verification methods 
 Verification
• Verification is a way of preventing errors when data is copied from one
medium to another. There are two ways of verification, double entry and
visual check.
• Double entry: Data is entered twice, using two different people. The
computer compares the two entries, either after data entry or during the
data entry process, and identifies any differences. 
• Visual check: Checking for errors by comparing entered data on the
screen with the data in the original document (not the same as
proofreading).
 Validation
• Validation is the process whereby data is checked to see if it satisfies certain criteria
when input into a computer, for example, to see if the data falls within accepted
boundaries. 
Range Check: To check if data is within the set range. E.g., Days of a week must be
between 1 and 7.
Length Check: Checks if the input data contains the required number of characters. E.g. If
a field needs six digits, then inputting a five- or seven-digit number, for example, should
cause an error message. 
• Character/type Check: To check the data type. E.g. A phone number field cannot include
letters.
Format/picture Check: Checks that data is in a specific format. E.g. Date should be in the
form dd/mm/yyyy.
Limit Check: Like range check except that only one of the limits (boundaries) is checked.
E.g. Input data must be > 10. 
Presence Check: To check for missing data in a field. The system does not proceed if this
data is not entered. E.g. For an exam application form, the roll number is mandatory.
 03
DEVELOPMENT
AND TESTING 
• After the system design, programmers work on the design modules
such as input, output and processes and write the code to make each
module functional.
• The programs for all modules are then linked together as a complete
system or solution.
• A testing strategy is planned by the system analyst and the test plan
will comprise details of all the modules or programs to be tested.
 DEVELOPMENT STAGES 
Create the file Structure:
• Field Names
- To store specific data
• Set specific Data types.

Validation Techniques:
• Validation rules will ensure correct data is entered into the fields.

User Interface:
• The user interface will allow the user to interact with the system and input data.
EACH STEP IN THE DEVELOPMENT STAGE WILL BE CHECKED TO
ENSURE THERE ARE NO ERRORS IN THE SYSTEM. 
• If the system contains files (e.g. a database) then the file structure needs to be
finalized at this stage (e.g. what type of data is being stored in each field, length
of each field, which field will be the key field, how the data files will be linked,
etc.)

•  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 
During the testing process,
The testing takes place to
every part of the system
ensure all components of
will be checked in order to
the system are working
locate any errors. These
correctly before the
errors will be  corrected
system is implemented.
and re-tested 
• Testing of each module needs to be
done to ensure each one functions
correctly on its own

• Even though each individual

module may work satisfactorily,
when they are all put together
there may be data clashes,
incompatibility and memory issues

• It is a very time-consuming process,

but the system must be as perfect
as possible before it goes live
A typical test plan would include: 

• What is being tested 

• The test data that will be used  
• The expected outcome of the
Test.
NORMAL DATA
Normal data – data within a given range
Example – 10% - 90% 

ABNORMAL DATA
Abnormal data – data outside the range
(limits) Example – Less than 0% or more
than 100%

EXTREME DATA
Extreme data – data on the boundaries of
the range or at the limits of acceptability.
Example – 0%-5% or 95-100%
 7.4
IMPLEMENTATIO
N
After the development and testing phase, the system undergoes implementation to
check its functionality. This is like an application phase, where the system is run and
checked. There are five important steps in the implementation phase:
1. Hardware and software: All hardware and software must be fully operational
before the implementation phase.
2. Data files: The data required from the old system must be converted to any new
format.
3. Training: The system users will need some training about the system and how to
use it
4. Documentation: All documents should be in place and shared with the user. These
included the user document on how to use a system and the system document that
contains details such as the design, programs, coding, and data dictionary.
5. Changeover to the new system: The old system is completely replaced by the new
system.
 METHODS OF IMPLEMENTATION
DIRECT CHANGEOVER
• The new system replaces the old system immediately.
• The old system is shut down and the new system is started overnight. This
is a very fast method of changeover.
ADVANTAGES AND DISADVANTAGES OF USING THE DIRECT
CHANGEOVERADVANTAGES
ADVANTAGES DISADVANTAGES
1. Fastest method of implementation 1. If the new system fails, you might lose all
2. This method is very cost-effective the data.
as it involves running only one 2. Running the system across the organization
system. becomes time-consuming.
3. The old system is removed so there is no
system to go back to if things go wrong.
 PARALLEL RUNNING
The old system remains functional and runs alongside the new system for a set
time. This method is used to minimize risk when introducing a new computer
system.
ADVANTAGES AND DISADVANTAGES OF PARALLEL
RUNNING
ADVANTAGES DISADVANTAGES
1. There is no data loss as the data 1. This method is very costly as it
from the old system is not involves the running of two systems.
deleted. 2. Expensive if paying two sets of
2. If the new system fails, then no workers.
data will be lost.
 PHASED IMPLEMENTATION
• In this method, the new system is implemented in a phased manner, one part
at a time, until the old system is fully replaced.

ADVANTAGES AND DISADVANTAGES OF PHASED

IMPLEMENTATION
ADVANTAGES
1. The errors can be found more easily
in part of the system than in the entire
system.
2. It is not difficult to return to a previous
phase if the new one doesn’t function
properly.
DISADVANTAGES
1. Working in phases is time-consuming.
2. It is only suitable for systems consisting
of separate modules.
3. If there is a problem, then some data
may be lost.
 PILOT RUNNING IMPLEMENTATION
• This introduces the new system to only one part or branch of the organization
before giving access to everyone.
ADVANTAGES AND DISADVANTAGES OF PILOT
RUNNING IMPLEMENTATION
ADVANTAGES
DISADVANTAGES
1. If the system does not work for
one part of the organisation, and 1. If the system fails in one of the branches,
the other parts remain unaffected. data can be lost.
2. There is plenty of time available to 2. Running the system across the organisation
train staff. becomes time-consuming
3. The system implementation can be
managed easily.
05

Documentation
Once the new system is fully developed, a
considerable amount of documentation needs to be
produced o For the end user o For people who may
need to modify or develop the system further at
some later stage. There is some overlap between the
two types of documentation, but the basic
requirements are shown below 
Technical Documentation: Technical documentation
is designed to help programmers & analysts who
need to make improvements or repair/maintain to
the system.
User Documentation: User documentation is
designed to help users to learn how to use the
software or system
USER
DOCUMENTATIO
N
TECHNICAL
DOCUMENTATIO
N
EVALUATION 
The final stage of the system life cycle is
to evaluate the new system which has
been implemented in full. The purpose of
the evaluation is to refer back to the
requirements specification to
see whether the new system has
resolved the issues of the
previous system and met the
requirements stated in the design.
STEPS IN EVALUATION 
ADVANTAGES & DISADVANTAGES OF SLC
ADVANTAGES
1. Better management control over
the entire development project
2. Transparency and visibility of all
the processes
3. Clarity of requirements
4. A single vision of a product for all
the parties involved
5. Predictable results in terms of
time, costs, and deliverables
6. Reduced risk of going off the track
DISADVANTAGES
1. Due to assumptions made at the start of
the project, if different unexpected
circumstances complicate the
development process, that can lead to
more complications in the future.
2. Several approaches are not flexible.
3. It may be hard to estimate the overall
costs at the start of the software project.
4. Performing testing at the end of the
development process can slow down
development teams.