Public Management Information Systems System Analysis & Design Saturday, June 11, 2016 Hun Myoung Park, Ph.D. Public Management & Policy Analysis Program Graduate School of International Relations

2 System Development Life Cycle 1.Investigation (planning) 2.Systems analysis 3.Systems design 4.System development 5.Systems implementation 6.System maintenance

3 Why SDLC? Systematic approach to give guidelines for improving efficiency and effectiveness To avoid system failures: lack of communication (acceptance); politics (sunk costs) and leaderships; technical incompetence; education & training Considered as conceptual model and depending on institutional settings.

4 Caution in SDLC Programming is a part of system development Phases (steps) may not always be distinct and thus may overlap Phases are interrelated and interdependence Detecting errors in an early phase will save the cost

5 Prototyping Iterative approach to revise prototypes. “During each iteration, requirements and alternative solutions to the problem are identified and analyze, new solutions are designed, …” (p. 507) “[A]n iterative process involving analysts and users whereby a rudimentary version of an information system is built and rebuilt according to user feedback.” (p.195)

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7 Other Approaches Rapid application development (RAD) Agile (usage-centered) development Extreme programming (XP) Adaptive software development, lean software development, rational unified process, feature-driven development Customization, fast cycles, error-correction

8 Step 1. Investigation Determine organization’s objectives Business process reengineering (BPR) Feasibility analysis (economic, legal, operational, schedule feasibility) Describing (tangible and intangible) costs and benefits of each solutions Propose alternative solutions (keep or revise old system, or get a new system)

9 Step 2. System Analysis 1 Data collection to gather data for information needs, resources, and capabilities Data analysis for data modeling and activity modeling Requirement analysis is to “determine user, stakeholder, and organizational needs” (p526).

10 Step 2. System Analysis 2 Determine the nature and scope of the project. Sources of data –Observations of users (conversations) –Written documents –Computer-based information

11 Step 2. System Analysis 3 Traditional Data Collection –Interviews (individuals and groups) –Observing users –Questionnaires –Reviewing documents

12 Step 2. System Analysis 4 Joint application development (JAD) A highly organized intensive workshop to bring together system owners (managers), users, and technicians (e.g., analysts, programmers, engineers) to jointly define and design systems “[A]nalysts control the sequence of questions answered by users” (p.192)

13 Step 2. System Analysis 5 Computer-aided software engineering (CASE) tools Data flow diagram (DFD), System flowcharts (flow diagram) Connectivity diagrams, grid charts, decision tables, Object-oriented analysis

14 Step 2. System Analysis 6 Business process reengineering (BPR) “[L]ooking for new ways to perform current tasks” rather than “automating existing processes” (p.197). “[N]ot just to improve each business process, but, … to reorganize the complete flow of data … to eliminate unnecessary steps, achieve synergies among … separate steps…” (p.197).

15 Step 2. System Analysis 7 Key business processes are “structured set of measurable activities designed to produce a specific output for a particular customer or market” (p.198). Is an activity dysfunctional? Important? Feasible? Employ disruptive technologies that “enable the breaking of long-held business rules that inhibit …” (p.199).

16 Data Flow Diagram 1 A picture of the movement of data between external entities and the processes and data stores within a system Data flow (arrow) Process (work or actions) Data store in rectangular Source/sink

17 Data Flow Diagram 2 Context diagram or level-0 diagram Overview of an organizational system that shows the system boundaries, external entities that interact with the system, and the major information flows between the entities and the system Level-n diagram is a data flow diagram that is n nested decompositions from a process on a level-0

18 Data Flow Diagram 3 Data flow allows only one direction Data flow from and to data store means retrieving and updating information Process (verb) has to have input and output Data store must be moved by a process Source/sink

19 Context DFD

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21 Level 1 DFD

22 Context DFD

23 Level 0 DFD

24 Flowchart

25 Step 3. System Design 1 Logical and functional designs Defines input/output requirements (forms and reports) Design user interfaces and dialogues Design database/storage (data dictionary) Specifies H/W, S/W, and networking (telecommunication)

26 Step 3. System Design 2 System controls (I/O, process, database, telecommunication personnel control) Rules and procedure (security, privacy, data integrity, and backups--recovery). Described in request for proposal (RFP) specifying required resources (H/W, S/W)

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28 Highlights Iteration, but not a one-shot game Not a technicians’ job but all stakeholders’ jobs to improve their performances User centered approach; keep analyzing users needs all the time Emphasis on reliability, security, privacy especially for contracting out projects Importance of documentation in all stages.