1. Systems Analysis and Design
Chapter 12

2. Introduction
The system is a collection of activities and elements organized to accomplish a goal
The information system elements ( Hardware, software, people, data…etc) work to provide info to run an org.
Sometimes, organizations need to change their IS:
Growth
New marketing opportunities
New technology
Mergers and acquisitions

3. System Analysis and Design
Six-phase problem-solving procedure for examining and improving an information system
System (key term) – a system is defined as a collection of activities and elements organized to accomplish a goal.
To avoid confusion, the flow of information must follow a route that is defined by a set of rules and procedures. These at times need to be changed or revised.
Systems analysis and design (key term) is a six-phase procedure for examining and improving an information system. These six stages make up the systems life cycle (Key term) . The Life Cycle is used by computer professionals known as systems analysts (key term) to study systems and determine what actions to take and how to use computer technology to assist.
Preliminary Investigation (key term) – information, problems or needs are identified.
Systems analysis (key term) – study the present system and specify new requirements
Systems Design (key term)– The third phase is to design a new model or make adjustments to the current model to fit new needs or changes in technology
Systems Development (key term)– The fourth phase is Development – This is the acquisition of new software and/or hardware and the testing of that new acquisition
Systems Implementation (key term) – The information system is installed and people are trained.
Systems Maintenance (key term) – is ongoing as the system is periodically evaluated and updated if necessary.
*The following slides provide an overview of each of the six phases

4. Phase 1: Preliminary Investigation
Examining the current IS to determine what info is needed, by whom, when and why?
Some alternatives to the current system are suggested
During Phase I, you have received a request from a user to see if there is a more efficient or easier way to get his/her job done
There are three tasks to be completed:
The problem is “defined” by you in coordination with the user
Suggesting Alternative Systems.
Prepare a short report to submit to higher management to see if management will finance the second phase – Systems Analysis
To document the phase1, a short report is prepared to the management

5. Phase 2: Systems Analysis
Data is collected about the present system, by interviews, questionnaires, looking at docs
Data is then analyzed to determine the requirements of the new system using: Top-down analysis, grid charts and flowcharts
In Phase 2, the analyst observes and interviews people involved with the system that is being reviewed.
Gathering Data - The organizational chart (key term) within the group helps determine who reports to whom and how information should be flowing through the system.
Analyzing the data - The analyst might use a grid chart, or decision table, or a system flow chart. Check lists and automated tools are sometimes used in this phase. Documenting systems analysis - At the “end” of this phase, the analyst again writes a summary of his/her findings, called the systems analysis report (key term), to give to management before proceeding to step 3 – design a new system or restructuring the current system
To document the phase2, a system analysis report is prepared to the management

6. Phase 3: Systems Design
Alternatives are designed and evaluated according to: economic feasibility, technical feasibility, and operational feasibility
Selecting the best system according to its flexibility, security, and benefits.
This phase consists of looking at the feasibility of alternative systems:
Economic feasibility (key term) - Will new system be economical?
Technical feasibility (key term) - Is it technically possible?
Operational feasibility (key term) - How will the new/revised system be received by employees, managers, clients?
Selecting the best system - Will the new system fit in with current organization? After the test system is selected, will it fit within the organization; is it flexible enough to be modified; can it be made secure; and are the benefits worth the cost?
Writing the systems design report (key term)– prepared for higher management; a report is prepared that presents costs versus benefits and outlines alternatives and makes a recommendation on which way to proceed.
To document the phase3, a system design report is prepared to the management

7. Phase 4: Systems Development
Acquiring software in two options: purchasing off-the-shelf software or designing custom programs
Considering company growth, expandable networks, and training
Here it is important to emphasize that the software is acquired first – whether it is off-the-shelf or custom designed, software needs to be the first consideration. The product needs to accomplish the task that has been reviewed in the previous three steps.
AFTER the software is determined, then the analyst(s) looks at the hardware – will the current hardware work or is there a need to upgrade? This can be as expensive as the software. Also important at this point is to consider if and where should new equipment go. Depending upon the activities of the user, he/she may or may not need new equipment when the system is implemented.
Finally before moving on – TEST, TEST, TEST the proposed system! Be sure that it is accomplishing the task that was originally requested and recommended in the initial systems analysis. Use Sample Data. Check to verify that the person requesting the changes is actually one of the people (groups) testing the new system!
Using sample data, The new system is tested. This step can take several months for complex systems

8. Phase 5: Systems Implementation
Also known as conversion
Converting from the old system to the new one
Types of conversion approaches include:
Direct: leaving the old and starting
up the new.
Parallel: old and new systems are
operated side by side.
Pilot: the new system is tried out
in only part of the org.
Phased: the new system is implemented
gradually over phases
Training people to use the new system
There are a variety of ways of implementing new systems: direct, parallel, pilot or phased. How the new system is incorporated will depend upon how expensive each approach is in the current organization. In some cases, throwing out the “baby with the bathwater” is the best way to implement a new system. Other times due to resistance to change, using a pilot or phased approach may work better. In all cases, cost may become the determining factor.
Four Types of conversions (key term) or ways of systems implementation (key term)
Direct approach (key term) – abandon the old system and start up a new one, not recommended, too risky.
Parallel approach (key term) – old and new systems are operated side by side until new one is reliable
Pilot approach (key term) – new system is tried out in only one part of the organization first
Phased approach (key term) – new system is implemented gradually over a period of time
Generally the pilot and phased approaches are the favored methods
Remember that the more people believe to be involved, the more likely they are to accept the changes!
Training - should be considered very important. People tend to adapt to change when they are involved both in the decision-making process and knowing that they will get “help” in learning the new system.

9. Phase 6: Systems Maintenance
Once the system is operational, the systems analyst performs the system audit by comparing the new system to the original design specifications
This step has been considered the “last” step in implementing systems analysis. It is important for ALL parties to realize that maintenance is on-going, and every system needs to be evaluated on a regular basis to be sure it is meeting the needs of the people involved! This applies to the “lowest” production worker to the “highest” CEO.
All these people need to evaluate the system to be sure that all needs are being met and that technology is keeping up with the demand in the environment.
Systems audit (key term) – the system’s performance is compared to the original design specifications to determine whether the new procedures are actually furthering productivity; further modifications may be needed and made
Periodic evaluation – all systems should be evaluated from time to time to determine whether they are meeting the goals and providing the service as specified
The new system is periodically evaluated to ensure that it is operating efficiently