Introduction to

Topic 1 Information Systems Analysis

1. Computer System

 A computer system can be described as a combination of hardware and software

which people and organisations can use to undertake various processes and
functions.

2. Information System

 An information system can be described as a combination of software, hardware,

data, business processes and functions
 It can be used to increase the efficiency for strategic, managerial and operational
activities of an organisation, such as planning and decision-making.
 To enable the above activities, an organisation’s information is gathered,
processed, stored, used and distributed.

2.1 Types of Information Systems

2.1.1 Main types of information systems
 Executive Support Systems/Executive Information Systems (ESS/EIS)
 Management Information Systems (MIS)
 Decision Support Systems (DSS)
 Knowledge Management Systems (KMS)
 Transaction Processing Systems (TPS)
 Office Automation Systems (OAS)

2.1.2 Level of an Organization

 Information can be used by:
o senior management (strategic level information systems)
o middle management (managerial level information systems)
o operational staff (operational level information systems)
o organisation-wide staff (knowledge level information systems)

2.1.3 Activities for Information system

 strategic planning
 monitoring and controlling business activities
 operational procedures

2.2 Executive Support Systems/Executive Information Systems (ESS/EIS)

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 These enable senior management to make strategic decisions.

 Internal and external information is gathered, analysed and summarised from the
main functional areas of an organisation, such as manufacturing and sales.
 They allow an overview of the whole organisation.
 Examples include:
o planning for new products/services
o monitoring trends affecting products/services
o monitoring competitor’s performances

2.3 Management Information Systems

 Internal sources of information taken from an organisation’s transaction processing
systems are summarised into management reports for middle management.
 Examples include
o market research
o staff performance
o budgeting

2.4 Decision Support Systems

 These enable management to make decisions when there is uncertainty about the
potential outcomes of those decisions.
 Various tools and techniques are used to gather information, analyse the options
and alternatives, simulate situations and predict outcomes
 Examples include:
 deciding if the existing workforce will be able to keep up with production if sales of
a product increase

2.5 Knowledge Management Systems

 These enable employees to produce documents, graphics, etc, of knowledge and
expertise which they can then distribute to colleagues and/or customers via emails,
an intranet, the Internet.
 Advantages
o faster decision-making
o customer care and support
o employee training
o faster information retrieval

2.6 Transaction Processing Systems

 These enable routine transactions to be processed, such as updating records and
generating reports
 Examples include:

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o stock control systems
o payroll systems
o billing systems
o production systems
o purchasing systems
o sales and marketing systems

2.7 Office Automation Systems

 Facilitate the productivity of employees processing data and information.
 Examples include:
o software systems such as Microsoft Office
o software systems that enable teleworking
o software systems that allow staff to work whilst travelling

2.8 Potential benefits of introducing a new or updated information system to

an organization
 Improved decision-making
 Faster information retrieval
 A more efficient system
 A more reliable system
 A more user-friendly system
 A more secure system
 Improved planning

2.9 Desirable outcomes of a new or improved information system efficiency

 functionality
 accuracy
 robustness
 reliability
 ease of use
 extendibility
 maintainability

3. SDLC

 SDLC refers to the System Development Life Cycle.

 It is a method used for developing, implementing, maintaining and or replacing an
information system.
 It consists of a series of steps undertaken during the analysis and design of an
information system.

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3.1 Steps of the SDLC

 Planning - identify, analyse and prioritise the needs of a
new/upgraded information system
 Analysis - survey and structure the requirements of an information
system
 Design - convert the recommended solution of the analysis into a
new/upgraded information system
 Implementation - code, test, evaluate and install the new/upgraded
information system
 Maintenance - upgrade and develop the information system

3.2 THREE (3) procedures during the feasibility phase of the SDLC
 Undertaking a technical feasibility study
 Undertaking a financial feasibility study
 Undertaking a social feasibility study
 Undertaking a legal feasibility study

3.3 Gather information in Analysis and Requirements

 The purpose of analysis and requirements capture is to provide:
 a description of all aspects of the current information system
 a description of any problems that exist
 a recommendation how to solve any problems and/or enhance or replace the
current system
 a detailed specification (solution) for a new/upgraded information system

3.4 Content of Analysis and Requirements Specification

 A detailed specification is necessary that details:

o the structure of how the information system is organised
o how it functions (e.g. data flow diagrams)
o what data is input, processed and output
o user requirements
o customer requirements
o performance requirements
o hardware requirements

3.5 Software requirements specification (SRS)

 It is provided details of the functional requirements of the system, such as the
interactions between the users and the software
 The non-functional requirements, e.g. the quality standards.
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 verification - ensuring that the information system is being developed correctly and
that its design and implementation is following the recommended solution
 validation - ensuring that the correct information system is being developed and
that it meets the user’s needs as recommended

3.6 Difficulties trying to collect information

 Users might not really know what they want from the system
 It might be difficult to gather information from users, e.g. they are too busy to attend
interview, complete questionnaires or are reluctant to be observed at work
 Users may be reluctant to participate, perhaps fearful that they may lose their jobs
as a result of changes

3.7 Analysis and Requirements Capture in Specific Contexts

 Identifying the stakeholders (the organisation and its staff and customers)
 Using interviews, focus groups, observations, questionnaires to gather information
from stakeholders
 Identifying the aims, functions and constraints (technical, operational, economic,
legal and ethical) of the system.

4. Methodology

 The procedure to be taken when collecting information, analysing information and

documenting the requirements
 The tools and techniques that are used when undertaking these steps.

4.1 Types of Information System Analysis and Design Methodologies

 Hard Systems methodology - focuses on the technical requirements of a system
 Soft Systems Methodology - focuses on user requirements
 Combined soft/ hard methodology - focuses on a combination of technical/user
requirements
 Organisation-oriented methodology - focuses on the aims and technical aspects of
an organisation
 People-oriented methodology - focuses on user requirements
 Process-oriented methodology - focuses on processes and the relationships
between them
 Object-oriented methodology (OOMs) - focuses on the relationships between each
aspect of the system

4.2 Factors to choose Methodologies

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 There are several methodologies available for the analysis and development of
information systems. However, a combination of methodologies can also be used
which one used depends on:
 The level of complexity of the existing/proposed information system
 Technical considerations
 Organisational considerations
 User considerations

4.3 Prototyping
 A systems analysis methodology that involves producing a model / prototype
 Demonstrates the proposed features of a product/service/system
 It can be reviewed and refined for the part of a system.

REVIEW QUESTIONS

Sample Question
 Identify THREE (3) aims of an information system. (3)

March 2014
 Describe THREE (3) benefits of using a methodology to aid the analysis of an
organization’s information system. (3)

June 2014
 Identify THREE(3) types of feasibility study that can be undertaken as part of Structured
Systems Analysis and Design Methodology. (3)
 Explain what is meant by a cost benefit analysis.

December 2014
 State THREE (3) benefits that an executive support system can provide for an
organization. (3)

March 2015
 State THREE (3) tasks that can be undertaken by an information system. (3)
 Identify THREE (3) procedures that are undertaken during the feasibility phase of the
systems development lifecycle. (3)
 Outline FOUR (4) advantages of implementing a new information system to an
organization. (4)

June 2015
 Identify THREE (3) stages of the systems development life cycle and briefly describe the
purpose of each stage that you have identified. (3)
 Briefly explain what is meant by the term prototyping. (3)

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 Identify TWO (2) tasks that users can perform during information systems analysis. (2)

September 2015
 State FOUR (4) factors that should be considered when choosing an appropriate
methodology to undertake information systems analysis. (4)
 State THREE (3) reasons why an organisation might choose to implement an
executive support system. (3)
 Identify THREE (3) types of feasibility study reports. (3)

December 2015
 Identify THREE (3) aims of an information system. (3)

March 2016
 Briefly explain THREE (3) potential benefits to an organisation when it updates its
information system. (3)
 State FOUR (4) reasons why cost benefits analysis is undertaken. (4)

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