1. Systems Analysis And Design
BS(Information Technology) P-II
LECTURE#4
COURSE TEACHER
SURHAN HAMEED MEMON
Institute of Information Technology
Mohtarma Benzair bhutto Shaheed Campus Dadu University of sindh

2. System Planning

3. What is Fact-gathering
Fact-finding is defined as gathering information and identifying important details.
An example of fact-finding is when a lawyer is investigating a case for his client and interviewing witnesses to try to put together what happened.
The formal process of using research, interviews, questionnaires, sampling, and other techniques to collect information about systems, requirements, and preferences.
The tools of systems analysis and design are used to document facts about an existing or proposed information system. These facts are in the domain of the business application and its end-users.
Therefore, systems analysts need to develop a detective mentality to be able to discern relevant facts!
- When might the analyst use fact-finding techniques?
- What kinds of facts should be collected? and
- How are facts collected?
Applying the tools and techniques for systems development in the classroom is easy. Applying those same tools and techniques in the real world may not work– that is, if they are not complemented by effective methods for fact-finding. 2

4. When do you perform fact gathering
Fact-gathering is most crucial to the system planning and system analysis phase that the analyst learns about the vocabulary, problems, opportunities, constraints, requirements, and priorities of a business and a system.
During systems design, fact-finding becomes technical as the analyst attempts to learn more about the technology selected for the new system.
During the systems support phase, fact-finding is important in determining that a system has decayed to a point where the system needs to be redeveloped. 3

5. What Fact-Finding Methods are Available
Questionnaires
Interviews
Group interview
Observation
Presentations
Prototyping
What types of facts must be collected?
Any information system can be examined in terms of four building blocks: DATA, PROCESSES, INTERFACES, and NETWORKS.
To be able to select the most suitable technique for use in any given situation, you will have to learn the advantages and disadvantages of each of the fact-finding techniques.
An analyst usually applies several of these techniques during a single systems project. 4

6. Fact-Gathering Techniques
Fact Gathering Through Interviews
Fact Gathering Through Questionnaires

7. Fact Gathering Through Interviews
Most commonly used, and normally most useful, fact-finding
technique.
Depth Interviews - Conversation is guided largely by
feelings and interest of the person being interviewed.
Structured Interviews - Useful after a depth interview for obtaining answers to a specific set of questions.

8. Interviewing and Listening
Gather facts, opinions
Observe body language and emotions
Guidelines
Plan
Checklist
Appointment
Listen
Seek a diverse view

9. Fact Gathering Through Questionnaires
What types of information
do you use to make decisions?
Two types of questions
Open-Ended Questionnaires
Closed-End Questionnaires

10. Open-Ended Questionnaires
Consider the term open-ended. “Open” actually describes the interviewee’s options for responding they are open.
The response can be two words or two paragraphs.
Persons provide written answers to general rather than specific questions.
The benefits of using open-ended questions are numerous and include the following:
Putting the interview at ease
Making it more interesting for the interview.
Allowing more spontaneity.
Possibly losing control of the interview
Potentially seeming that the interviewer is unprepared.

11. Closed-End Questionnaires
A closed question limits the response available to the interview.
You may be familiar with closed questions through multiple-choice exams in college.
You are given a question and five responses, but you are not allowed to write down your own response and still be counted as having correctly answered the question.
The benefits of using closed questions of either type include the following
Saving time.
Easily comparing interviews.
Getting to the point.
Keeping control over the interview.
Covering lots of ground quickly.
Getting to relevant data.

12. Interview Questions Interview Questions Open-Ended
No pre-specified answers
Close-Ended
Respondent is asked to choose from a set of specified responses
Additional Guidelines
Do not phrase questions in ways that imply a wrong or right answer
Listen very carefully to what is being said
Type up notes within 48 hours
Do not set expectations about the new system

13. Interviewing Groups Advantages More effective use of time
Enables people to hear opinions of others and to agree or disagree
Disadvantages
Difficulty in scheduling
Group Thinking
Nominal Group Technique
Facilitated process to support idea generation by groups
Individuals work alone to generate ideas which are pooled under guidance of a trained facilitator

14. Observation Effective technique for understanding system.
Possible to participate in, or watch, a person perform activities to learn about system.
Useful when validity of data collected is in question or when complexity of certain aspects of system prevents clear explanation by end-users.
Example: studying how a student learns through VERBAL PROTOCOLS.
For complex tasks, an interesting technique may be observing the professional perform their regular activities and observe some intrinsic characteristics that can’t be observed otherwise.
In certain scenarios, one may want to apply VERBAL PROTOCOLS.
In Verbal Protocols, one tries to go inside the mind of somebody that is performing a certain task. To do this, we must encourage them to think aloud. There is literature on how to best do this.

15. Presentation
Something set forth to an audience for the attention of the mind
A speech or talk in which a new product, idea, or piece of work is shown and explained to an audience.

16. What is Prototyping
The prototyping approach is an iterative process involving a close working relationship between the designer and the users.
Prototyping is an engineering technique used to develop partial, but functional versions of a system or applications.
Prototypes can be quickly developed using many of the 4GLs and object-oriented programming languages available today.
Prototypes can be built for simple outputs, computer dialogues, key functions, entire subsystems, or even the entire system.
A prototype, according to Webster's dictionary, is ``an original or model on which something is patterned'' and/or ``a first full-scale and usually functional form of a new type or design of a construction (as an airplane).''
Engineers build prototypes of engines, machines, automobiles, and the like, prior to building the actual products.
Prototyping allows engineers to isolate problems in both requirements and designs.
Traditionally, physical design has been a paper-and-pencil process. Analysts drew pictures that depicted the layout or structure of outputs, inputs, and files and the flow of dialogue and procedures. This is a time-consuming process that is prone to considerable error and omissions. Frequently, the resulting paper specifications did not prove themselves inadequate, incomplete, or inaccurate until programming started.

17. Feasibility Study
A Feasibility Study is the analysis of a problem to determine if it can be solved effectively.
The results determine whether the solution should be implemented.
This activity takes place during the project initiation phase and is made before significant expenses are engaged.

18. Definition of Feasibility Studies
Feasibility studies address things like where and how the business will operate.
They provide in-depth details about the business to determine if and how it can succeed, and serve as a valuable tool for developing a winning business plan.
A feasibility study is an evaluation of a proposal designed to determine the difficulty in carrying out a designated task.
The feasibility study concluded that the project would be able to be implemented to success as it was carefully planned.
A feasibility study precedes technical development and project implementation.

19. Types of feasibility Study
Technical feasibility
Economic feasibility
Operational feasibility

20. Technical Feasibility
The assessment is based on an outline design of system requirements in terms of Input, Processes, Output, Fields, Programs, and Procedures.
Details how you will deliver a product or service (i.e. materials, labor, transportation, where your business will be located, technology needed, etc.

21. Economic feasibility
Economic analysis is the most frequently used method for evaluating the effectiveness of a new system commonly known as cost/benefit analysis.
The decision is made to design and implement the system.
Estimate the total capital requirements.
Estimate equity and credit needs.
Budget expected costs and returns.

22. Operational feasibility
Its a measure of how well a proposed system solves the problems, and takes advantages of the opportunities identified during scope definition and how it satisfies the requirements identified in the requirements analysis phase of system development.

23. System selection plan

24. Information Systems Planning (ISP)
An orderly means of assessing the information needs of an organization and defining systems, databases, and technologies that will best meet those needs
ISP must be done in accordance with the organization's mission, objectives, and competitive strategy.
Baseline Project Plan

25. Information Systems Planning

26. The Process of Identifying and Selecting IS Development Projects
Two main process are used to identifying the projects.
Top-down Planning
Bottom-up Planning

27. Top-down planning
Top-down source are projects identified by top management or by a diverse steering committee.
Attempts to gain a broad understanding of information system needs of the entire organization and offers:
Broader perspective
Improved integration
Improved management support
Better understanding

28. Bottom-up planning
Bottom-up source are project initiatives stemming from managers, business units, or the development group.
The process varies substantially across organizations
Identifies IS development projects based on solving specific operational business problems or taking advantage of specific opportunities.
Can be faster and less costly, so may be beneficial in certain circumstances.

29. Deliverables and Outcomes
Primary deliverable from the first part of the planning phase is a schedule of specific IS development projects.
Outcome of the next part of the planning phase project initiation and planning is the assurance that careful consideration was given to project selection and each project can help the organization reach its goals.

30. Incremental commitment
A strategy in systems analysis and design in which the project is reviewed after each phase and continuation of the project is rejustified.

31. Corporate and Information Systems Planning
To benefit from a planning-based approach for identifying and selecting projects:
An organization must analyze its information needs thoroughly.
Plan its projects carefully.
Corporate strategy involves:
Mission statement
Objective statements
Description of competitive strategy

32. Mission statement
A statement that makes it clear what business a company is in.
Objective statement:
A series of statements that express an organization’s qualitative and quantitative goals for reaching a desired future position.

33. Competitive strategy
Competitive strategy is the method by which an organization attempts to achieve its mission and objectives.
Main types:
Low-cost producer
Product differentiation
Product focus