1. Phase 2 – Systems Analysis
Requirements Modeling
Chapter 1

2. Objectives
Explain systems analysis phase activities and the end product.
Describe joint application Development.
Describe Unified Modeling Language.
Explain the use of functional decompositional diagrams.
Describe system requirements.
Scalability
Total cost of ownership

3. Objectives Describe how to conduct a successful interview.
Explain when and how to use factfinding techniques.
Develop effective documentation methods to use during systems development.

4. Systems Analysis Overview

5. Requirements modeling
Involves investigation and fact-finding to describe the current system and define the requirements for the new system
Must use critical thinking skills
Interpersonal skills become particularly important

6. System Development Methods
Structured Analysis – IT staff has central role – common method of systems development
JAD – team approach for fact-finding and requirements modeling
RAD – team approach that speeds up IS development and produces a functioning IS

7. JAD

8. JAD Agenda

9. Modeling Tools and Techniques
UML (Unified Modeling Language)
Use Case Diagrams – visually represents the interaction between users and IS
Actor (user)
Sequence Diagrams – show the timing of transactions between objects as they occur
Functional Decomposition Diagrams (FDD)
Top-down representation of business functions and processes – similar to drawing organization chart

10. Use Case Diagram

11. Use Case Diagram

12. Sequence Diagrams

13. Functional Decomposition Diagram

14. SYSTEMS ANALYSIS REQUIREMENTS DETERMINATION REQUIREMENTS ANALYSIS
MAKE A DECISION

15. SYSTEMS ANALYSIS Learn exactly what takes place in current system
Determine/document what should take place
Develop and make recommendations to management

16. SYSTEMS ANALYSIS
Phase is complex because information systems are large, difficult to define and subject to change
Must understand/integrate system needs of all users (possibly conflicting needs)

17. System Requirements
Characteristic or feature that must be included in an information system to satisfy business requirements and be acceptable to users
Benchmarks to measure overall acceptability of finished system

18. SYSTEM REQUIREMENT basis for further development of new system
documented requirements are standards against which we measure the completed IS

19. System Requirements Categories
Scalability
Total cost of ownership
Outputs
Inputs
Processes
Performance
Controls

20. FACT FINDING
WHO
WHAT
WHERE
WHEN
HOW
WHY

21. Who, What, …

22. INTERVIEW STEPS Determine who to interview Establish objectives
Develop interview questions
Prepare for interview
Conduct interview
Document interview
Evaluate interview

23. Determine WHO to Interview
All levels of organization
Organization chart
informal structures

24. ESTABLISH OBJECTIVES
determine general areas to be discussed -- framework
objectives depend on who is being interviewed

25. DEVELOP INTERVIEW QUESTIONS
List of questions to help keep you on track
May not ask all questions on list
May ask questions not on list
Open-ended, closed-ended, range of response

26. PREPARE FOR INTERVIEW Schedule day/time for interview
Inform department supervisor
Send completed list of questions/topics to interviewee

27. CONDUCT INTERVIEW Introduce Yourself
Summarize project objectives/progress
Summarize interview objectives
Ask questions -- open to closed
Summarize main points
Identify what still needs to be done
Thank interviewee

28. CONDUCT INTERVIEW
LISTEN

29. Best place for Interview???

30. DOCUMENT INTERVIEW
Time immediately after interview to record events and information

31. TAKING NOTES
USING A TAPE RECORDER

32. EVALUATE INTERVIEW
Did you get all the required information?
If not, why?
If not, how will you get it?

33. UNSUCCESSFUL INTERVIEWS
End interview tactfully
Don’t have to ask all identified questions
Must get information elsewhere

34. OTHER FACT FINDING TECHNIQUES

35. DOCUMENT REVIEW Review existing system documentation
May not be up-to-date
Get copies of actual forms (blank and completed)

36. OBSERVATION Personal observation of current operating procedures
Seeing system in action
Should verify system documentation and interview results!!!!

37. HAWTHORNE EFFECT Study performed in 1920’s
Worker productivity improved whether the environmental conditions were made better or worse

38. QUESTIONNAIRE
Document containing a number of standard questions that you ask a large number of people
Gain limited amount of information from many sources
anonymous

39. INTERVIEW VS. QUESTIONAIRE

40. SAMPLING Collect examples of actual documents/data Systematic
Records, reports, data entry documents, work requests…
Systematic
Stratified
Random
Purpose of sample is to ensure that it represents the overall population accurately

41. RESEARCH Review journals, periodicals, books
attend professional meetings, seminars
formal or informal discussions with other professionals
Site visitations
ANYTHING EXTERNAL TO THE COMPANY

42. Good writing is important
Documentation
Record info as you obtain it
Simple format
Should be understood by non-IS staff
Good writing is important

43. What’s Next?? Requirements Analysis Create Formal Report
Formal Presentation

44. Softwear, Limited
Systems Planning: systems request to investigate problems with the company’s payroll system.
Systems analyst Rick Williams found several problems during the preliminary investigation.
Input errors
Need for manual preparation of various reports
Requirements modeling begins.

45. Softwear, Limited

46. Softwear, Limited

47. Softwear, Limited
Rick learned errors occurred in employee stock purchase deductions.
Needed to study the process.
Reviewed org chart and decided to interview Manager of human resources administration.
Sends a memo to HR director.
Makes appointment with Meredith.

48. Softwear, Limited

49. Softwear, Limited Interview results:
Hired employees complete a Payroll Master Record Form.
HR completes from with salary info.
If rate or status changes a Payroll Status Change Form is completed.

50. Initial Interview Meredith explained:
Hired employees complete a Payroll Master Record Form.
HR completes with salary info.
HR completes a Payroll Status Change Form.
After 90 days, CU deductions.
After 180 days, stock purchase plan.
HR forwards to payroll.

51. Interview Memo

52. Interview Doc

53. Next Steps Interviewed lead payroll clerk, Nelson.
Confirmed process that Meredith relayed.
Added process of time sheet.
Deductions:
CU handled weekly.
Uses report from payroll processor (BIS).
Stock is purchased monthly.
Does by hand, no report available.

56. BIS Interview
Currently using GAPP, Generalized Automated Payroll Program
Developed in 1991, with many updates.
Just released CHIPS, Comprehensive High-powered Interactive Payroll System.
BIS looks forward to the conversion!
Gapp will be supported for one year, with no further enhancements.

57. BIS Interview Rick described cycle problems.
SWL was their only customer with more than one deduction cycle.
Programming CHIPS to meet SWL needs would not be feasible.
Could possibly add it on later for them specially.
No release date on CHIPS, sometime next year. Still in development.
Monthly fee should not increase more than 30%.
More specifics in a few months.

58. New Developments Rick meet with his manager and the director of IT.
He requested the scope of the project be changed.
In requesting this from VP of Finance, they learned that a new 401K program was approved.

59. Revised Project Carla Moore, PA was assigned.
Needed to determine new requirements.
Same and additional people were interviewed.
HR rep
Payroll Clerks
Produced a Functional Decomposition Diagram

60. 3-34

61. Questions???
P. 3.39

62. NEW CENTURY HEALTH CLINIC
preliminary investigation recommended a detailed analysis of
patient record system
patient and insurance billing system
patient scheduling system

63. NEW CENTURY HEALTH CLINIC
After DISCUSSION, Associates agreed to hire you to perform Systems Analysis
Group Discussion -- 1,2,3 p. 3.44
One case submitted per team