chapter 1 system analysis fundamentals

NAME:-KEVAL.M.NAGARIA , MCA SEM-III , ENROLLMENT NO:-095370693050

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Chapter 1System analysis fundamentals


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Major Topics

• Information systems• Phases of analysis and design• System maintenance• CASE tools• Alternate methodologies• Question format• Interviewing techniques• Joint Application Design (JAD)• Questionnaires


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Information

• Information is an organizational resource, which must be managed as carefully as other resources.

• Costs are associated with information processing.

• Information processing must be managed to take full advantage of its potential.


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Categories

Information systems fall into one of the following eight categories:

• Transaction processing systems (TPS).• Office automation systems (OAS).• Knowledge work systems (KWS).• Management information systems (MIS).• Decision support systems (DSS).• Expert systems (ES) and Artificial Intelligence (AI).• Group decision support systems (GDSS) and Computer-Supported

Collaborative Work Systems.• Executive support systems (EES).


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New Technologies

New technologies are being integrated into traditional systems:

• Ecommerce uses the Web to perform business activities.• Enterprise Resource Planning (ERP) has the goal of

integrating many different information systems within the corporation.• Wireless and handheld devices, including mobile

commerce (mcommerce).• Open source software.


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Advantages of Using the Web

• The benefits of using the Web are:• Increasing awareness of the availability of the

service, product, industry, person, or group.• 24-hour access for users.• Standard interface design.• Creating a global system.


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Nature of Analysis and Design

Systems analysis and design is a systematic approach to:– Identifying problems, opportunities, and

objectives.– Analyzing the information flows in organizations.– Designing computerized information systems to

solve a problem.


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Systems Analyst

• Systems analysts act as:– Outside consultants to businesses.– Supporting experts within a business.– As change agents.

• Analysts are problem solvers, and require communication skills.

• Analysts must be ethical with users and customers.


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Systems Development Life Cycle

• The systems development life cycle is a systematic approach to solving business problems.

• It is divided into seven phases.• Each phase has unique activities.


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Phase 1

• Identifying:– Problems.– Opportunities.– Objectives.

• Personnel involved:– Analyst.– User management.– Systems management.


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Phase 2

• Determining information requirements:– Interview management, operations personnel.– Gather systems/operating documents.– Use questionnaires.– Observe the system and personnel involved.

• Learn the who, what, where, when, and how, and the why for each of these.


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Phase 2 (Continued)

• Personnel involved:– Analyst.– User management.– User operations workers.– Systems management.


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Phase 3

• Analyzing system needs:– Create data flow diagrams. – Document procedural logic for data flow diagram

processes.– Complete the data dictionary.– Make semistructured decisions.– Prepare and present the system proposal.– Recommend the optimal solution to management.


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Phase 3 (Continued)

• Personnel involved:– Analyst.– User management.– Systems management.


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Phase 4

• Designing the recommended system:– Design the user interface.• Design output.• Design input.

– Design system controls.– Design files and/or database.– Produce program specifications.– Produce decision trees or tables.


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Phase 4 (Continued)

• Personnel involved:– Analyst.– System designer.– User management.– User operations workers.– Systems management.


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Phase 5

• Developing and documenting software:– Design computer programs using structure charts,

Nassi-Schneiderman charts, and pseudocode.– Walkthrough program design.– Write computer programs.– Document software with help files, procedure

manuals, and Web sites with Frequently Asked Questions.


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Phase 5 (Continued)

• Personnel involved:– Analyst.– System designer.– Programmers.– Systems management.


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Phase 6

• Testing and maintaining the system:– Test and debug computer programs.– Test the computer system.– Enhance system.


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Phase 6 (Continued)

• Personnel involved:– Analyst.– System designer.– Programmers.– Systems management.


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Phase 7

• Implementing and evaluating the system:– Plan conversion.– Train users.– Purchase and install new equipment.– Convert files.– Install system.– Review and evaluate system.


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Phase 7 (Continued)

• Personnel involved:– Analyst.– System designer.– Programmers.– User management.– User operations workers.– Systems management.


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Rapid Application Development

Rapid Application development (RAD) is an object-oriented approach to systems development.


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System Maintenance

• System maintenance is: – Removing undetected errors, and– Enhancing existing software.

• Time spent on maintenance typically ranges from 48-60 percent of total time.


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System Enhancements

Systems are enhanced for the following reasons:– Adding additional features to the system.– Business and governmental requirements change

over time.– Technology, hardware, and software are rapidly

changing.


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CASE Tools

– CASE tools are automated, microcomputer-based software packages for systems analysis and design.

– Four reasons for using CASE tools are:• To increase analyst productivity.• Facilitate communication among analysts and users.• Providing continuity between life cycle phases.• To assess the impact of maintenance.


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CASE Tool Categories

CASE tools may be divided into several categories– Upper CASE (also called front-end CASE) tools,

used to perform analysis and design.– Lower CASE (also called back-end CASE). These

tools generate computer language source code from CASE design.

– Integrated CASE, performing both upper and lower CASE functions.


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Upper CASE

Upper CASE tools:– Create and modify the system design.– Store data in a project repository.– The repository is a collection of records, elements,

diagrams, screens, reports, and other project information.

– These CASE tools model organizational requirements and define system boundaries.


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Lower CASE

• Lower CASE tools generate computer source code from the CASE design.

• Source code may usually be generated in several languages.


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Advantages of Generating Code

– Time to develop new systems decreases.– The time to maintain generated code is less than to

maintain traditional systems.– Computer programs may be generated in more than

one language.– CASE design may be purchased from third-party

vendors and tailored to organizational needs.– Generated code is free from program coding errors.


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Reverse Engineering

• Reverse engineering is generating the CASE design from computer program code.

• Source code is examined, analyzed, and converted into repository entities.


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Reverse Engineering (Continued)

• Reverse engineering produces (depending on the tool set used):– Data structures and elements, describing the files,

records, and field.– Screen designs, if the program is online.– Report layouts for batch programs.– A structure chart showing the hierarchy of the

modules in the program.– Database design and relationships.


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Advantages of Reverse Engineering

Reverse Engineering has the following advantages:– Reduced system maintenance time.– Program documentation is produced for loosely

documented programs.– Structured programs may be generated from

unstructured, older programs.– Future system maintenance is easier to implement.– Unused portions of programs may be eliminated.


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Object-Oriented Analysis and Design

• Object-oriented (O-O) analysis and design is used to build object-oriented programs.

• O-O programming examines the objects of a system.

• Objects are grouped into classes for optimal reuse and maintainability.


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The Unified Modeling Language

• The Unified Modeling Language (UML) is an industry standard for modeling object-oriented systems.

• It breaks down a system into a use case model.


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Extreme Programming (XP)

• Extreme programming takes good software development practices and pushes them to the limit.

• It is based on:– Values.– Principles.– Core practices.


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Extreme Programming (XP) (Continued)

• Extreme programming values are:– Communication.– Simplicity.– Feedback.– Courage.


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Alternate Methodologies

• Alternate methodologies are available for analyzing systems.

• These include:– Prototyping.– ETHICS.– Project Champions.– Soft Systems Methodology.– Multi-view.


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Interviewing

• Interviewing is an important method for collecting data on information system requirements.

• Interviews reveal information about:• Interviewee opinions.• Interviewee feelings.• About the current state of the system.• Organizational and personal goals.• Informal procedures.


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Planning the Interview

Five steps in planning the interview are:– Reading background material.– Establishing interview objectives.– Deciding whom to interview.– Preparing the interviewee.– Deciding on question types and structure.


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Question Types

There are two basic types of interview questions:– Open-ended.– Closed.


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Open-Ended Questions

– Open-ended interview questions allow interviewees to respond how they wish, and to what length they wish.

– Open-ended questions are appropriate when the analyst is interested in breadth and depth of reply.


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Advantages of Open-Ended Questions

Eight benefits of open-ended questions are:– Puts the interviewee at ease.– Allows the interviewer to pick up on the interviewee's

vocabulary.• Reflect education, values, attitudes, and beliefs.

– Provides richness of detail.– Reveals avenues of further questioning that may have

gone untapped.


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Advantages of Open-Ended Questions

Eight Benefits of open-ended questions are: (continued)– Provides more interest for the interviewee.– Allows more spontaneity.– Makes phrasing easier for the interviewer.– Useful if the interviewer is unprepared.


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Disadvantages of Open-Ended Questions

The five drawbacks include:– May result in too much irrelevant detail.– Possibly losing control of the interview.– May take too much time for the amount of useful

information gained.– Potentially seeming that the interviewer is

unprepared.– Possibly giving the impression that the interviewer

is on a "fishing expedition”


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Closed Interview Questions

• Closed interview questions limit the number of possible responses.

• Closed interview questions are appropriate for generating precise, reliable data that is easy to analyze.

• The methodology is efficient, and it requires little skill for interviewers to administer.


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Benefits of Closed Interview Questions

Six benefits are:– Saving interview time.– Easily comparing interviews.– Getting to the point.– Keeping control of the interview.– Covering a large area quickly.– Getting to relevant data.


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Disadvantages of Closed Interview Questions

Four drawbacks of closed interview questions include:– Boring for the interviewee.– Failure to obtain rich detailing.– Missing main ideas.– Failing to build rapport between interviewer and

interviewee.


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Attributes of Open-ended and Closed Questions


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Bipolar Questions and Probes

• Bipolar questions are those that may be answered with a ‘yes’ or ‘no’ or ‘agree’ or ‘disagree’.

• Bipolar questions should be used sparingly.


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Probing Questions

• Probing questions elicit more detail about previous questions.

• The purpose of probing questions is:– To get more meaning.– To clarify.– To draw out and expand on the interviewee's

point.


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Question Sequencing

The three basic ways of structuring interviews are :– Pyramid, starting with closed questions and

working toward open-ended questions.– Funnel, starting with open-ended questions and

working toward closed questions.– Diamond, starting with closed, moving toward

open-ended, and ending with closed questions.


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Pyramid Structure

• Begins with very detailed, often closed questions

• Expands by allowing open-ended questions and more generalized responses

• Is useful if interviewees need to be warmed up to the topic or seem reluctant to address the topic


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Funnel Structure

• Begins with generalized, open-ended questions

• Concludes by narrowing the possible responses using closed questions

• Provides an easy, nonthreatening way to begin an interview

• Is useful when the interviewee feels emotionally about the topic


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Diamond Structure

• A diamond-shaped structure begins in a very specific way

• Then more general issues are examined• Concludes with specific questions• Combines the strength of both the pyramid

and funnel structures• Takes longer than the other structures


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Closing the Interview

• Always ask “Is there anything else that you would like to add?”

• Summarize and provide feedback on your impressions.

• Ask whom you should talk with next.• Set up any future appointments.• Thank them for their time and shake hands.


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Interview Report

• Write as soon as possible after the interview.• Provide an initial summary, then more detail.• Review the report with the respondent.


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Joint Application Design (JAD)

• Joint Application Design (JAD) can replace a series of interviews with the user community.

• JAD is a technique that allows the analyst to accomplish requirements analysis and design the user interface with the users in a group setting.


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When to Use JAD

JAD may be used when:– Users are restless and want something new.– The organizational culture supports joint problem-

solving behaviors.– Analysts forecast an increase in the number of

ideas using JAD.– Personnel may be absent from their jobs for the

length of time required.


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JAD Personnel

JAD involves:– Analysts– Users– Executives– Observers– Scribe– Session leader


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Benefits of JAD

The potential benefits of using JAD are:– Time is saved, compared with traditional

interviewing.– Rapid development of systems.– Improved user ownership of the system.– Creative idea production is improved.


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Drawbacks of Using JAD

Potential drawbacks of using JAD are:– JAD requires a large block of time to be available

for all session participants.– If preparation is incomplete, the session may not

go very well.– If the follow-up report is incomplete, the session

may not be successful.– The organizational skills and culture may not be

conducive to a JAD session.


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Questionnaires

Questionnaires are useful in gathering information from key organization members about:– Attitudes.– Beliefs.– Behaviors.– Characteristics.


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When to Use Questionnaires

Questionnaires are valuable if:– Organization members are widely dispersed.– Many members are involved with the project.– Exploratory work is needed.– Problem solving prior to interviews is necessary.


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Question Types

Questions are designed as either:– Open-ended• Try to anticipate the response you will get.• Well suited for getting opinions.

– Closed• Use when all the options may be listed.• When the options are mutually exclusive.


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Open-Ended and Closed Questions


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Questionnaire Language

Questionnaire language should be:– Simple.– Specific.– Free of bias.– Not patronizing.– Technically accurate.– Addressed to those who are knowledgeable.– Appropriate for the reading level of the respondent.


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Measurement Scales

• The two different forms of measurement scales are :– Nominal.– Interval.


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Nominal Scales

• Nominal scales are used to classify things into categories.

• It is the weakest form of measurement.• Data may be totaled.

What type of software do you use the most?1 = Word Processor2 = Spreadsheet3 = Database4 = An Email Program


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Interval Scales

• An interval scale is used when the intervals are equal.

• There is no absolute zero.• Examples of interval scales include the

Fahrenheit or centigrade scale.

How useful is the support given by the Technical Support Group?NOT USEFUL EXTREMELY AT ALL USEFUL 1 2 3 4 5


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Validity and Reliability

Questionnaires must be valid and reliable.– Reliability of scales refers to consistency in

response--getting the same results if the same questionnaire was administered again under the same conditions.

– Validity is the degree to which the question measures what the analyst intends to measure.


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Problems with Scales

There are three problems associated with poorly constructed scales:– Leniency.– Central tendency.– Halo effect.


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Leniency

• Caused by easy raters.• Solution is to move the “average” category to

the left or right of center.


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Central Tendency

Central tendency occurs when respondents rate everything as average.

• Improve by making the differences smaller at the two ends.

• Adjust the strength of the descriptors.• Create a scale with more points.


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Halo Effect

• When the impression formed in one question carries into the next question

• Solution is to place one trait and several items on each page.


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Designing the Questionnaire

Good response rates can be achieved with consistent control of questionnaire.– Allow ample white space.– Allow ample space to write or type in responses.– Make it easy for respondents to clearly mark their

answers.– Be consistent in style.


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Order of Questions

• Place most important questions first.• Cluster items of similar content together.• Introduce less controversial questions first.


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Web Form Questionnaires

Controls (fields) used on Web forms:– Single line text box.– Scrolling text box, used for one or more paragraphs of text.– Check box for yes-no or true-false answers.– Radio button for mutually exclusive yes-no or true-false

answers.– Drop-down menu for selection from a list.– Submit or Clear buttons.


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Methods of Administering the Questionnaire

Methods of administering the questionnaire include:– Convening all concerned respondents together at

one time.– Personally administering the questionnaire.– Allowing respondents to self-administer the

questionnaire.– Mailing questionnaires.– Administering over the Web or via email.


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Electronically Submitting Questionnaires Administering a questionnaire electronically

has the following benefits:– Reduced costs.– Collecting and storing the results electronically.

chapter 1 system analysis fundamentals

Documents

mca sem

traditional systems

design systems analysis

different information

collaborative work systems

systems analyst chapter

expert systems es

decision support systems