1. LESSON 2 SYSTEM ANALYSIS & DESIGN PHASE
System Analyst study the requirements and draft the design using design tools
Design tools used are system run chart, data flow diagram (DFD) and the data dictionary
These charts and diagrams provide a basis for program specification preparation
We shall look into the details of how system run chart, data flow diagram (DFD) and the data dictionary are used

2. System Run Chart
A system run chart is a diagram showing an overview of a complete system
Pictorial representation of the logical interrelationship between the system using the data processing concept

3. System Run Chart It will show
Tasks carried out in the new system, whether MANUAL or by the COMPUTER
Device (disc, tape, drives, terminals, etc) used in the system
Media used for input, storage and output
Files used by the system

4. System Run Chart Case Study
At the end of each month, ICS Pte Ltd. will run a Payroll program to produce a coinage analysis report so as to prepare the pay packet for each of the employee. All transaction data are stored in the payment transaction file. To ensure that there is no error, the data has to be validated. Validated payment transaction file is then produced. The file is then used to update the payment master file. The payment master file will be used as the input to the coinage analysis program to produce the required report. The validation and updating process will also produce their respective reports.

5. System Run Chart for Payroll System

6. System Flow Chart Describe in outline of events in system
Show departments, function event & responsibility of each
Column format
Symbols connected by lines/arrows
Plain language annotation

7. NCC SYMBOLS FOR FLOWCHARTS

8. DATA FLOW DIAGRAM Also called DFD Tool for recording SA process
Users usually don’t understand whole system but only have an in-depth knowledge on part of the system
Presentation in DFD will allow the users to understand the full system in detail
Diagrammatic representation of the flow of data through a process/system or subprocess/subsystem
Shows what happens to the data as it goes through a process

9. Standard Symbols Used In Data Flow Diagram (DFD)
DFD shows
Sources & destinations of the data/information
Data flow depicted by their names
Data store where data/information are stored
Processes involved in the system

10. Standard DFD (Yourdon) Symbols Used Are
Source & destination
Data flow
Data store
Process

11. Case Study
The university of Zukota, located in central Africa, offers training courses in computer applications development.
Following is a brief description of the admission process for these training courses.
Applications for courses have to be sent to the University’s training department. Applications should contain personal details, training course(s) desired and (intended) donor name.
The training department’s staff stores the application details after some verification, and sends a letter of acceptance to the applicant and a letter of intimation to the respective donor.
On receipt of the donor’s confirmation, a Visa letter is then issued to the applicants.

12. Data Flow Diagram

13. Data Flow Diagram

14. Data Dictionary
Data Dictionary (DD) is used to document all data flows, data stores, process and sources/destinations of the data in the system
Either manual or automated system
Contain information:-
Data name -The name of the data item
Data description - A brief description of the data item
Aliases - Is the data referred by another name?
Data type - The data type of the data item
Length - The size of the data item
Data Values - Permissible values that can be stored
Used in - Which process(es) uses it

15. Data Dictionary
As an example, STOCK NO, will have the following details recorded.
Data name - STOCK NO
Data description - A unique number that identify each stock item
Aliases - ITEM-NUMBER
Data type - Character
Length - 5
Data Values
Used in - Data-entry-process
Check-stock-no-process
Update-master-process