This article covers a variety of tasks related to systems analysis and design, including tasks such as requirement analysis, feasibility studies, graphical tools, input/output and program design, data validation, file design, system development, hardware and software requirements, implementation, testing, and maintenance. These topics can help individuals gain a better understanding of systems, which can aid in designing future systems.
In the past, systems analysis and design primarily focused on man-made systems that involved inputs, processes, and outputs. However, in modern times, the process involves examining and comprehending the workings of existing systems within an organization, to identify any issues and improve them through better techniques, technology, and procedures.
1. Systems Analysis
The process of systems analysis involves gathering and interpreting information about the current system, diagnosing problems, analyzing business requirements, and making recommendations for improvements. It involves identifying and examining the system to create a basis for designing a system that meets the predetermined goals or objectives. The objectives of systems analysis include understanding how the current system works, analyzing user requirements for a computer-based information system, and developing a logical model for a feasible solution to solve problems. Systems analysis is a detailed study of important business aspects and serves as the basis for a proposed system, which may be a new system or a modification of an existing one. The focus of systems analysis is on investigating how the system works, identifying user requirements, and determining the best solution to solve the problem.
2. Systems design
During the system analysis phase, the logical design of an information system is created, which outlines the functions and features of the system, as well as the relationships between its components. This design includes determining the necessary input, output, and processes required by the system, without considering how these tasks will be physically accomplished. In the system design phase, the logical design is then transformed into a physical design that considers user requirements, existing system data flow, and input/output specifications. Unlike logical design, physical design is a plan that outlines the actual implementation of the system.
3. Systems development
In the systems development phase, the main objective of the analyst is to construct a functional system that meets the specifications outlined in the system analysis and design phase. The system analyst closely monitors the development process to ensure that the system performs well and meets the expectations of the stakeholders. During this phase, databases and tables are created using database management software packages, and programs are written for data entry with validation checks to ensure that the data entered into the databases is accurate and reliable. Reports are generated, graphical user interfaces are created, and procedures, modules, menus, etc. are developed using computer programming languages or 4GL software packages. Additionally, plans are created to test the performance of the overall system.
4. Systems implementation
Systems implementation is the process of installing a newly developed information system at the user's site, which involves replacing the existing system with the new one. It is crucial for the transition from the old system to the new system to be smooth and acceptable to users to avoid any unpleasant situations or chaos that may lead to the rejection of the new system. Depending on the situation, the new system may replace a manual system or be a significant modification to the existing computer-based information system. Therefore, the system analyst should carefully plan and design methods for the changeover from the old system to the new system.
5. Systems Maintenance
After the implementation of the system, the system analyst's job is to maintain it and meet the users' requirements. Maintenance is a continuous process that involves evaluating and making necessary improvements based on users' feedback and external/internal factors such as environmental changes, policy changes, user preferences, and hardware/software platforms. The system analyst ensures that all components and modules of the system are corrected and fixed whenever faults are detected. This process is known as system maintenance and can include corrective, adaptive, enhancement, and preventive maintenance.
6. Requirement analysis
Requirement analysis involves transforming user ideas and needs into formal documents that serve as the basis for system design and development. It is a challenging and error-prone activity due to the communication gap between users and developers. Users often lack a technical understanding of software and struggle to explain their requirements, while system analysts may not fully grasp the user's problem or application.
A thorough requirement analysis has several advantages:
· It ensures that the system will meet the business needs and be acceptable to users.
· It helps to overcome communication barriers between users and system analysts.
· It reduces development costs by detecting and resolving errors and misunderstandings early on.
· It provides a standard for measuring the overall success of the system development.
7. Feasibility Study
A feasibility study determines if a proposed system is viable for an organization through tests to assess its usefulness. The study aims to propose the most suitable system for development by assessing alternative systems. It can be a quick or extensive process, depending on the complexity of the system request. The feasibility of a system can be assessed in terms of operational, technical, and economical feasibility.
8. Data and Process Modelling Techniques
These techniques are utilized by systems analysts during system analysis to visually represent how different processes of a system transform data into meaningful information.
8.1. System Flow Chart
It is a visual representation of the physical components of a system, such as programs, procedures, files, reports, screens, etc. It is a useful tool to show the interaction and linking of major components of a system in sequential order to achieve the final desired results.
8.2. Data Flow Diagram
A DFD is a visual representation of the logical flow of data in a system, showing the movement of data from the beginning to the end, regardless of whether the system is manual or automated. It displays only data flow, not program logic or processing steps.
8.3. Data Dictionary
It is an organized collection of precise and accurate definitions of all processes, data elements, data structures, data stores, and data flows of a system.
8.4. Decision Tree
It is a graphical representation used to describe logical conditions, actions, and rules, displaying all actions that result from various combinations of conditions as per logical rules. The graphical representation of conditions and outcomes resembles the branches of a tree.
8.5. Decision Table
It is a tabular form of the decision tree that describes a logical structure with all possible combinations of conditions, actions, and decision rules for initiating an action on the occurrence of various conditions. It shows conditions and actions in a simplified and orderly manner in a form of a matrix of rows and columns.
9. Conclusion
System analysis and design is the process of studying a business problem, identifying its requirements, and designing a solution to address those requirements. It involves analyzing the current system and identifying areas of improvement, designing and developing a new system, and implementing and maintaining the system. The process involves various techniques and tools such as data and process modeling, feasibility analysis, requirements analysis, system flowcharts, data flow diagrams, decision trees, and tables. The ultimate goal is to create an efficient and effective system that meets the needs of the organization and its users.
10. References
· http://ecoursesonline.iasri.res.in/mod/resource/view.php?id=4701
· https://www.horizontelecom.co.uk/blog/outsourcing-your-business-server-maintenance
· https://www.3sk.co.uk/services/system-software-development
· https://www.dreamstime.com/photos-images/quality
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