BBA 601 Management Information System (Study Material)

CHAPTER 4b: SYSTEM ANALYSIS & DESIGN

Chapter Outline: Introduction, Need for system analysis/components,System analysis of

existing system, System analysis of new requirement, System development models, Tools
for structured analysis.

#INTRODUCTION
 Dynamic, competitive & globally changing business environment have
revolutionized the way business is conducted world-wide.
 Technological advancements have made necessary that systems be made
adaptable to change.
 Users have become more literate and proper understanding of the system & the
rapidly changing environment within which the system would work makes it
necessary that system designer must analyze the requirements of the system in
light of the changing environment.
 In today’s times the analyst has to play the role of a business analyst, a technology
expert and a consultant in response to the changing requirements.
 System analysis which in plain & simple terms proper understanding of the
system has in today’s times become very complex as most of the systems today
are open and probabilistic in nature as opposed to closed and deterministic
systems in 70s & 80s.

#NEED FOR SYSTEM ANALYSIS / COMPONENTS

System Analysis is needed when over a period of time it is observed that:

1. SYSTEM OBJECTIVE CHANGES…….
2. SYSTEM BOUNDARIES CHANGES……
3. SYSTEM IMPORTANCE……..
4. NATURE OF THE SYSTEM……..
5. PARTICIPATION OF USERS……..
6. ASSESSMENT OF FEASIBILITY……

SYSTEM ANALYSIS OF EXISTING SYSTEM

 While analyzing existing system the system analyst should:
 Carry out analysis at a place where the system id functioning.
 Note down the key personnel & HOD
 Spend time with the operating personnel.
 Define scope & objectives.
 Collect all related documents.
 Collect outputs.
 Collect list of rules, guidelines, formulae etc.
 Check points, control, flow of information.
 Ensure that the system view & understanding is the same as that of the
operating personnel. If needed brainstorm & remove discrepancies.

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Compiled & prepared by: Soumitro Chakravarty, Faculty Member, Deptt. of Mgmt. BITEC, Lalpur
BBA 601 Management Information System (Study Material)

 Examine feasibility of ojectives.

 Based upon need devise revised systems flowchart & discuss with
personnel.
 Compare costs of old & revised systems.
 If justified obtain approval of new system from users & top management.
 Write manual for use of new system.

SYSTEM ANALYSIS OF A NEW REQUIREMENT

There are 5 stages:

1. DEFINITION OF THE SYSTEM & IT’S OBJECTIVE:

Activities carried out at this stage are:
 Define the system & it’s elements.
 Determine system boundaries & scope.
 Set objectives in line with business objectives.

2. DEVELOPMENT OF THE SYSTEM:

Activities carried out at this stage are:

 Analysis of existing system
 Analysis of similar systems
 Feasibility
 Conceptual design
 Initial prototype
 Integrated system

3. INSTALLATION OF THE SYSTEM & TESTING:

At this stage the new system is tested & implemented on a predefined

platform.

4. OPERATIONS OF THE SYSTEM:

The system is operated for a predetermined period.

1. REVIEW & EVALUATION:

Review whether objectives are met or not. Initiate need based corrective
measures.

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Compiled & prepared by: Soumitro Chakravarty, Faculty Member, Deptt. of Mgmt. BITEC, Lalpur
 BBA 601 Management Information System (Study Material)

#SYSTEM DEVELOPMENT MODELS

1. WATERFALL MODEL:
(Non Recursive)

MISSION &
GOALS

INFORMATION NEEDS
SPECIFICATIONS

ANALYSIS

SYTEM
DESIGN

PROCESS
DESIGN

TESTING

IMPLEMENTATION

MAINTENANCE

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Compiled & prepared by: Soumitro Chakravarty, Faculty Member, Deptt. of Mgmt. BITEC, Lalpur
BBA 601 Management Information System (Study Material)

 Waterfall model follows a sequential approach.

 There is no provision of moving back.
 Used in cases where basic rule based data & information needed.

2. SPIRAL MODEL:

 This model is used for more dynamic systems where specifications change
rapidly.
 There is a concept of backward flow based upon need.

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Compiled & prepared by: Soumitro Chakravarty, Faculty Member, Deptt. of Mgmt. BITEC, Lalpur
BBA 601 Management Information System (Study Material)

#STRUCTURED SYATEMS ANALYSIS & DESIGN(SSAD)

SSAD is an approach which develops a conceptual, logical & graphical model of the
system w.r.t to the objectives taking into consideration the constraints under which the
system operates.

STRUCTURED ANALYSIS TOOLS

DATA FLOW DIAGRAM (DFD)

 A DFD is a graphical representation of the logical flow of data.

 It helps in expressing the system’s requirements in a simple &
understandable form.
 It is also known as a bubble chart. It’s aim is to clarify the system
requirements and identify major transformations that will become
programs in systems design.
 It decomposes the requirement specifications down to the lowest level of
details.
 A DFD consists of a series of bubbles joined by lines representing the data
flow in the system.

There are four main symbols used in a DFD, which are mentioned below:

1. Square: It represents the source/destination of system data.

2. Arrow: It identifies data flow. It is a pipeline through which the

data flows.

3. Circle/Bubble: It represents a process that transforms incoming data flow

into outgoing data flow.

4. Open Rectangle: It represents a data store

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Compiled & prepared by: Soumitro Chakravarty, Faculty Member, Deptt. of Mgmt. BITEC, Lalpur
BBA 601 Management Information System (Study Material)

Rules to be followed in drawing a DFD:

1. Processes should be named and numbered. Name should represent the process.
2. The direction of flow is from top to bottom and from left to right.
3. When a process is exploded into lower levels, they should be numbered properly.
4. Process & data flows names should have the first letter capitalized.
DFD is very effective, when the required design is not clear and the user and the
analyst require some symbolic representation for communication.

Example of DFD (Payroll Processing):

Employee

Employee
Data

Payroll Salary
Processing Statement

Accounts
Deptt.
Employee File

Updated
Data

A DFD for Payroll Processing: Macro View

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Compiled & prepared by: Soumitro Chakravarty, Faculty Member, Deptt. of Mgmt. BITEC, Lalpur
 BBA 601 Management Information System (Study Material)
(Sink)

Employee

Employe
es Gross
Accounts Salary Salary
Net
Deptt. Gross salary Salary Statement
Processing Computation

Updated Data
(Source) Deductions

Various Deductions Updated Data on

Employees

A DFD for Payroll Processing: Exploded View

The main disadvantage of a DFD is that a large number of iterations are often required to
arrive at an accurate and complete solution.

DATA DICTIONARY
 A data dictionary is a set of precise and accurate definitions of all DFDs,
data elements and data structures.
 It supports documentation in a better way.
 Most databases have data dictionary as a desirable feature.
 Does not provide functional details and is thus not very acceptable among
non-technical users.

DECISION TABLE
 A decision table is best suited for dealing with complex branching routines.
 It is a matrix of rows & columns that shows conditions and actions.
 It consists of four sections as shown in the below figure.

Condition Stub (Questions) Condition Entry (Answers)

Action Stub (Possible Actions) Action Entry (Selection)
Stub Entry

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Compiled & prepared by: Soumitro Chakravarty, Faculty Member, Deptt. of Mgmt. BITEC, Lalpur
BBA 601 Management Information System (Study Material)

#MIS & SYSTEMS ANALYSIS:

 MIS is a conglomerate of various systems and hence Systems Analysis plays a

very central role in the development of MIS.
 Tools of systems analysis ensure systematic approach & chances of errors are
minimized.
 Helps in streamlining procedures of a company in line with business &
information objectives.
 Enables considering testing the feasibility of the system.
 Enables blending new technologies with the existing system for modern MIS.

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Compiled & prepared by: Soumitro Chakravarty, Faculty Member, Deptt. of Mgmt. BITEC, Lalpur
BBA 601 Management Information System (Study Material)

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Compiled & prepared by: Soumitro Chakravarty, Faculty Member, Deptt. of Mgmt. BITEC, Lalpur