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Chapter 2Succeeding as a Systems Analyst

2.12.1

Modern Systems Analysisand Design

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Learning Objectives Discuss the analytical skills, including

systems thinking, needed for a systems analyst to be successful

Describe the technical skills required of a systems analyst

Discuss the management skills required of a systems analyst

Identify the interpersonal skills required of a systems analyst

Describe the systems analysis profession

2.22.2

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Analytical Skills for Systems Analysis

Four Sets of Analytical SkillsSystems Thinking, the ability to see things as system.Organizational KnowledgeProblem IdentificationProblem Analyzing and Solving

2.32.3

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Systems Thinking

What is a System? A system is an interrelated set of business procedures used within one business unit working together for a purposeA system has nine characteristics -next slide.A system exists within an environmentA boundary separates a system from its environment

2.42.4

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Systems Thinking

Characteristics of a System Components, subsystemsInterrelated Components, dependence of subsystems on each other.BoundaryPurpose, the goal of the system.EnvironmentInterfaces, with environment or subsystems with each other. InputOutputConstraints, a limit on what a system can accomplish.

2.52.5

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Systems ThinkingImportant System Concepts

DecompositionThe process of breaking down a system into smaller componentsAllows the systems analyst to:

Break a system into small, manageable subsystemsFocus on one area at a timeConcentrate on component pertinent (relevant) to one group of usersBuild different components at independent times

2.62.6

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Systems ThinkingImportant System Concepts (Continued)

ModularityProcess of dividing a system into modules of a relatively uniform sizeModules simplify system design

CouplingSubsystems that are dependent upon each other are coupled

CohesionExtent to which a subsystem performs a single function

2.72.7

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Important System Concepts

Open system: a system that interacts freely with its environment, taking input and returning output. (all business IS are open)

Closed System: a system that cut off from its environment and does not interact with it.

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Systems Thinking

Important System Concepts (Continued)Logical System Description

Portrays the purpose and function of the system (describe the basic components and their relation focusing on the function)Does not tie the description to any specific physical implementation

Physical System DescriptionFocuses on how the system will be materially constructed

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Systems Thinking

Benefits from system thinkingIdentification of a system leads to abstractionFrom abstraction you can think about essential characteristics of specific systemAbstraction allows analyst to gain insights into specific system, to question assumptions, provide documentation and manipulate the system without disrupting the real situation

2.102.10

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Systems Thinking

Applying Systems Thinking to Information Systems

Information systems are subsystems in larger organizational systemsData flow diagrams represent information systems as systems

InputsOutputsSystem boundariesEnvironmentSubsystemsInterrelationships

2.112.11

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Organizational Knowledge

Understanding of how organizations workKnowledge of specific functions and procedures of organization and departmentHow work officially gets doneInternal policies, regulations, and rules.Competitive and Regulatory EnvironmentOrganizational Strategies and Tactics

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Problem Identification

Problem: Difference between an existing situation and a desired situationProblem Identification is the process of defining differencesDifferences are defined by comparing the current situation to the output of a model that predicts what the output should be

2.132.13

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Problem Analyzing and Solving

Four Phases (by Herbert Simon)

IntelligenceAll relevant information is collected (the first three phases of SDLC, identification and selection, initiation and planning, and analysis)

DesignAlternatives are formulated

ChoiceBest alternative solution is chosen

ImplementationSolution is put into practice

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Technical Skills for Systems Analysis

Constant re-education is necessary as technology changes rapidlyActivities to keep skills up-to-date

Trade publicationsProfessional societiesAttend classes or teach at a local collegeAttend courses sponsored by organizationConferences and trade showsBrowse WebsitesParticipate in new groups and conferences

2.152.15

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Technical Skills for Systems Analysis

Understanding of a wide variety of technologies is required

Microcomputers, workstations, minicomputers and mainframe computersProgramming languagesOperating systemsDatabase and file management systemsData communication standardsSystems development tools and environmentsWeb development languages and toolsDecision support system generators

2.162.16

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Management Skills for Systems Analysis

Four categoriesResource ManagementProject ManagementRisk ManagementChange Management

2.172.17

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Resource Management

Systems analyst needs to know how to get the most out of the resources of an organization, including team membersIncludes the following capabilities

Predicting resource usageTracking resource consumptionEffective use of resourcesEvaluation of resource qualitySecuring resources from abusive useRelinquishing resources when no longer needed

2.182.18

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Project Management

Two GoalsPrevent projects from coming in latePrevent projects from going over budget

Assists management in keeping track of project’s progressConsists of several steps

Decomposing project into independent tasksDetermining relationships between tasksAssigning resources and personnel to tasks

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Risk Management

Ability to anticipate what might go wrong in a projectMinimize risk and/or minimize damage that might resultPlacement of resourcesPrioritization of activities to achieve greatest gain

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Change Management

Ability to assist people in making transition to new systemAbility to deal with technical issues related to change

ObsolescenceReusability

2.212.21

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Interpersonal Skills for Systems Analysis

Mastery of interpersonal skills is paramount (very important) to success as a Systems AnalystFour types of skills:

Communication skillsWorking alone and with a teamFacilitating groupsManaging expectations

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Communication Skills

Effective communication helps to establish and maintain good working relationships with clients and colleaguesSkills improve with experienceThree types used by Systems Analyst

Interviewing and ListeningQuestionnairesWritten and Oral Presentations

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Interviewing and Listening

Means to gather information about a projectListening to answers is just as important as asking questionsEffective listening leads to understanding of problem and generates additional questions

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Questionnaires

Advantages:Less costly than interviewsResults are less biased due to standardization

DisadvantagesLess effective than interviews due to lack of follow-up

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Written and Oral Presentations

Used to document progress of project and communicate this to othersCommunication takes several forms:

Meeting agendaMeeting minutesInterview summariesProject schedules and descriptionsMemoranda requesting informationRequests for proposals from vendors and contractorsOral presentations

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Steps to Improving Communication Skills

PracticeConduct a training classVolunteer to speak

Videotape presentation and do a self-appraisal of your skillsMake use of college writing centersTake classes on business and technical writing

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Working Alone and with a Team

Working alone on aspects of project involves managing:

Time (your own schedule)CommitmentsDeadlines

Team work involves establishing standards of cooperation and coordination

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Facilitating Groups

Involves guiding a group without being a part of the groupUseful skill for sessions such as Joint Application Development (JAD)

2.292.29

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Managing Expectations

Managing expectations is directly related to successful system implementationSkills for successful expectation management

Understanding of technology and workflowsAbility to communicate a realistic picture of new system to usersEffective education of management and users throughout systems development life cycle

2.302.30

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Systems Analysis as a Profession

Standards have been established for education, training, certification and practice as a system analyst.Several aspects:

Standards of PracticeEthicsCareer Paths

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Standards of Practice

Endorsed Development MethodologySpecific procedures and techniques to be used during development processPromote consistency and reliability across all of an organization’s development projects

Approved Development PlatformsOrganizations standardize around a specific development platform that exist in the organization, such as DBMS and 4GLs.

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Standards of Practice

Standardization of RolesRoles are becoming better defined across organizations

Development of a Common Language

Common programming languagesCommon modeling languages, such as Unified Modeling Language (UML)

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Ethics

Professional EthicsACM Code of Ethics – See Figure 2-10

Business EthicsStockholder approach

Any action taken by a business is acceptable as long as it is legal and maximizes stockholder profit

Stakeholder approachAny action that violates rights of stakeholder must be rejected

Social Contract approachAny action that is deceptive, can dehumanize employees or that could discriminate is rejected

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Career Paths

ConsultingInformation Systems within a large corporationSoftware vendorsOther opportunities outside of systems analysis

2.352.35

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Summary

Skills of Successful Systems AnalystAnalytical

Systems Thinking

TechnicalChange over timeProgramming LanguagesOperating SystemsDatabase Management SystemsData CommunicationsSystems Development Techniques

2.362.36

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Summary

Skills of a Successful Systems Analyst (Continued)

ManagementResourcesProjectsRiskChange

2.372.37

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Summary

Skills of a Successful Systems Analyst (Continued)

InterpersonalInterviews and QuestionnairesWritten and Oral PresentationsFacilitating Groups

Systems Analysis as a CareerStandards of PracticeEthicsCareer Paths

2.382.38