Ministry of Higher Education Republic of Cameroon

Topic: System Analysis and Design By: ATSOPMENE VANETTE Spse NZOMO
IUGET, Bonaberie – Douala Peace – Work – Fatherland
Department of Computer Engineering Academic Year 2020/2021
&

INFORMATION SYSTEM &

SYSTEM ANALYSIS AND DESIGN
Level: HND1 By: ATSOPMENE VANETTE
Course Duration: 44Hours

Systems are created to solve problems. Systems development can generally be thought
of as having two major components: Systems analysis and Systems design. System design is
the process of planning a new business system or one to replace or complement an existing
system. But before this planning can be done, we must thoroughly understand the old system
and determine how computers can best be used to make its operation more effective. System
analysis, then, is the process of gathering and interpreting facts, diagnosing problems, and
using the information to recommend improvements to the system.

Lesson objectives

It is expected that after going through this lesson, you would be able to

- Understand information system, describe its components and various types of IS.
- Explain the different phases of system development life cycle
- Understand and describe Phases of system and software Design
- Learn the steps in project planning to develop a defensible plan and logical schedule.
- Design conceptual diagrams that will help in the design of an IS.

Course Contents
CHAPTER ONE – GENERAL INTRODUCTION.............................................................. 3
1.0 INTRODUCTION ..................................................................................................... 3
1.1. Data Processing Cycle ............................................................................................... 3
1.2. Information vs Data .................................................................................................. 4
1.2.1. Data ...................................................................................................................... 4
1.2.2. Information .......................................................................................................... 4
1.2.3 Classification of Information ..................................................................................... 5
1.3. INFORMATION SYSTEM...................................................................................... 6
1.3.1. What is a System? ................................................................................................ 6
1.3.2 What is an Information System? .......................................................................... 7

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1.3.3 Components of IS ................................................................................................ 7

1.3.4 Importance of an IS in an organization ................................................................ 7
1.3.5 Types of Information System............................................................................... 8
1.3.6 Importance of an Information System ............................................................... 10
1.3.7 Opportunities Provided By an Information System ........................................... 10
1.4 ORGANIZATIONAL STRUCTURE ................................................................... 11
1.4.1 What’s an organizational structure?................................................................... 11
1.4.2 Why should you develop a structure for your organization? ............................. 11
1.4.3 Organizational Structure of an Information System .......................................... 11
1.5 Revision Questions For Chapter 1 .............................................................................. 12

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CHAPTER ONE – GENERAL INTRODUCTION

1.0 INTRODUCTION

1.1. Data Processing Cycle

The term “data processing” (or by abuse
information processing) usually refers to the
manipulation off raw information (called data)
to produce useful information. Information
processing cycle refers to the sequence of
events which includes four principal stages:
Input, processing and output

1- Input: Data input refers to the various manual and automated ways by which data enter
the computer. This stage involves collection of data from the outside or also from within
the system. The input stage can be further broken down into data acquisition, data
entry and data validation.
- Data acquisition refers to the collection of the raw data from the outside so that it can
be put into an Information system.
- Data entry is the process of putting the acquired data into the IS. Example: typing
students details into a database
- Data validation refers to the process of checking the data to ensure it is error free. It
uses routines also called validation routines or check routines, that check for
correctness, meaningfulness and security of data that are input to the system.
 format check: e.g. date has to be in the format DD/MM/YY
 Data type check: e.g. the letter ‘O’ should not be typed instead of the integer 0.
 Range check: The month should lie between 1 and 12
 Limit check: the age should not be negative
 Presence check: e.g. Any customer must have a telephone number
 Consistency check: e.g. If Title = “Mrs”, then the gender = “F”
 …
2- Processing : In this stage the computer processes the minutest details entered. It is the
fact of manipulating data to produce information.

Common processing methods

 Batch Processing: This is a method where the information to be organized is sorted

into groups to allow for efficient and sequential processing.
 Online Processing: This is a method that utilizes Internet connections and
equipment directly attached to a computer. It is used mainly for information
recording and research.
 Real-Time Processing: This technique has the ability to respond almost
immediately to various signals in order to acquire and process information.

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 Distributed Processing: This method is commonly utilized by remote workstations

connected to one big central workstation or server. ATMs are good examples of this
data processing method.
3- Output: In this stage, the processed information is now transmitted to the user. Output
is the act of sending out information by a data processing system such as the computer.
4- Other stages : Other stages include:
(a) Storage: After the data has been processed, along with the output to the user, the data
is also stored.
(b) Retrieval: This is the reverse of storage
(c) Communication: This is the process of sending data or information to another places.
(d) Data verification: This is the process whereby the process is checked for accuracy and
inconsistencies after data migration. Data verification is used to prevent errors
occurring when data is copied from one medium to another. Common data verification
methods include:
- Proof reading (visual check): checked for errors by looking through the data. E.g.
proof-reading a typed document
- Double keying: This is a check to see whether the data has been keyed in correctly.
The data is keyed twice, and the computer will only accept the data for processing in
the two versions are identical.
- Parity: Used to check for transmission errors over network or between memory and
disk. An extra bit is added to each binary number before it is transmitted. Even parity
system makes sure that each number has an even number of “1” bits. After transmission
each number is checked to see if it still has an even number of “1” bits. If not, then the
computer will conclude that the corruption of data has occurred.
(e) Archiving: Archiving means taking the data off the main storage (e.g. hard drive) and
storing it offline (not immediately available) usually on tape in the way it will not take
up important hard disk space.
(f) Deleting: This is the process of erasing or wiping our recorder data (usually from a
recorded unit).

1.2. Information vs Data

1.2.1. Data
Data is raw, unorganized facts that need to be processed in order to make it meaningful.
Data can be something simple and seemingly random and useless until it is organized. Data
does not have any specific purpose. Example of data include : Yaounde, Nigeria, Washington,
Cameroon,Lagos, USA

1.2.2. Information
Information is data that has been organized, processed, interpreted and presented to be
meaningful and useful. An example of information is :

Cameroon: Yaoundé
Nigeria: Lagos
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USA, Washington
The diagram below demonstrates the relationship between data and information.

1.2.3 Classification of Information

Information classification is a process in which organisations assess the data that they
hold and the level of protection it should be given.
Organisations usually classify information in terms of confidentiality – i.e. who is granted
access to see it. A typical system will include four levels of confidentiality:
 Confidential (only senior management have access)
 Restricted (most employees have access)
 Internal (all employees have access)
 Public (everyone has access)
As you might expect, larger and more complex organisations will need more levels. Take
hospitals, for example: doctors and nurses need access to patients’ medical histories, which
are highly sensitive, but they shouldn’t have access to other types of information that would
fit that criteria, such as the hospital’s financial records.

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In cases such as this, a separate level must be created that accounts for specific job functions.
Information classification can be shown in the diagram below:

1.3. INFORMATION SYSTEM

1.3.1. What is a System?

We can define a System as a combination of resources or functional units working together to
accomplish a given task.

a) Basic element of a system

The basic elements of the system may be listed as:

→ Resources: Resources can be hardware, software or liveware (computer users).

→ Procedures: Every system functions under a set of rules that govern the system to
accomplish the defined goal of the system. This set of rules defines the procedures for
the system
→ Data/Information,
→ Processes: The systems have some processes that make use of the resources to achieve
the set goal under the defined procedures.

b) Characteristics of a system

Systems also exhibit certain features and characteristics, some of which are:

→ Objective: Every system has a predefined goal or objective towards which it works. A
system cannot exist without a defined objective.
→ Standards: It is the acceptable level of performance for any system. Systems should
be designed to meet standards.
→ Environment: Every system whether it is natural or man-made co-exists with an
environment. It is very important for a system to adapt itself to its environment.

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→ Feedback: Feedback is an important element of systems. The output of a system needs

to be observed and feedback from the output taken so as to improve the system and
make it achieve the laid standards.
→ Boundaries and interfaces: Every system has defined boundaries within which it
operates. Beyond these limits the system has to interact with the other systems.

c) Types of Systems

→ Manual Systems: These are systems that are basically mechanical in nature and do not
require or use any automation. Such systems existed predominantly in the past and were
not very reliable or fast.
→ Information Systems: (IS) Any system that makes use of automation and especially
harnessed by people, procedures, software, hardware and digital data is called an
information system (IS).

1.3.2 What is an Information System?

An Information System (IS) is defined as an organized collection of technical and
human resources for the processing, storing and distribution of an organization’s information.
An IS using a computer is called a Computer Based Information System (CBIS).

1.3.3 Components of IS
The 5 components that must come together in order to produce a Computer-Based Information
system are:

 Hardware: The term hardware refers to machinery. This category includes the
computer itself, which is often referred to as the central processing unit (CPU), and all
of its support equipments.
 Software: The term software refers to computer programs and the manuals (if any) that
support them.
 Data: Data are facts that are used by programs to produce useful information.
 Procedures: Procedures are the policies that govern the operation of a computer
system. "Procedures are to people what software is to hardware" is a common analogy
that is used to illustrate the role of procedures in a CBIS.
 People: Often the most over-looked element of the CBIS are the people, probably the
component that most influence the success or failure of information systems.

1.3.4 Importance of an IS in an organization

To gain the maximum benefits from your company's information system, you have to exploit
all its capacities. Importance of IS within an organisation are numerous:

 Communication: Part of management is gathering and distributing information, and

information systems can make this process more efficient by allowing managers to
communicate rapidly.
 Operations: How you manage your company's operations depends on the
information you have. Information systems can offer more complete and more recent
information, allowing you to operate your company more efficiently.
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 Decisions: The company information system can help you make better decisions by
delivering all the information you need and by modelling the results of your decisions.
 Records: Your Company needs records of its activities for financial and regulatory
purposes as well as for finding the causes of problems and taking corrective action.

1.3.5 Types of Information System

Information systems differ in their business needs. Also depending upon different levels in
organization information systems differ. Three major information systems are:
1. Transaction processing
2. Management information system
3. Decision support system
4. Executive Information System

1.3.5.1 Executive Information System (EIS):

This is a computer based system intended to help and support the information and
decision making needs of senior executives of a company or organization. It provides easy
access to internal and external information needed to achieve the strategic goals of the
organization. It is commonly considered as a specialized form of DSS.

Functions of a EIS in terms of data processing requirements

Inputs Processing Outputs
External Data Summarizing Summary reports
Internal Files Simulation Forecasts
Pre-defined models "Drilling Down" Graphs / Plots

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1.3.5.2 Decision support system (DSS)

A decision support system is a computer application that helps users analyse problems
and make business decisions more confidently. It uses data routinely collected in organizations
and special analysis tools to provide information support to complex decisions. To store all
the necessary decision-making data, DSSs or EISs often use extremely large databases, called
data warehouses. A data warehouse stores and manages the data required to analyze
historical and current business circumstances. DSS manipulate and build upon the information
from a MIS and/or TPS to generate insights and new information.

Functions of a DSS in terms of data processing requirements

Inputs Processing Outputs
Modelling
Internal Transactions Summary reports
Simulation
Internal Files Forecasts
Analysis
External Information? Graphs / Plots
Summarizing

1.3.5.3 Management Information system (MIS)

The MIS is defined as a system which provides information support for decision
making in the organization. They use the results of transaction processing and some other
information also. It is an information system that generates accurate, timely and organized
information so managers and other users can make decisions, solve problems, supervise
activities, and track progress. An important element of MIS system is database. MIS are built
on the data provided by the TPS

Functions of a MIS in terms of data processing requirements

Inputs Processing Outputs
Internal Transactions Sorting Summary reports
Internal Files Merging Action reports
Structured data Summarizing Detailed reports

1.3.5.4 Transaction Processing System (TPS)

A transaction processing system (TPS) is an information system that captures and
processes data generated during an organization’s day-to-day transactions. A transaction is
any activity of an organization including a business activity such as a deposit, payment, order
or reservation. As computers became more powerful, system developers built online
transaction processing systems. With online transaction processing (OLTP) the computer
processes transactions as they are entered.

Functions of a TPS in terms of data processing requirements

Inputs Processing Outputs
Transactions Validation Lists
Events Sorting Detail reports

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Listing Action reports

Merging Summary reports?
Updating
Calculation

1.3.5.5 Other types of information systems

a) Office Automation System (OAS): These are systems that use varied computer machinery
and software to digitally create, collect, store, manipulate and relay office information
needed for accomplishing basic tasks in an organisation. All office functions like dictation,
typing, filing, copying, fax, telex, microfilm and records management, telephone and
telephone switch board operations are included.
b) Expert system (ES): An expert system is an information system that captures and stores
the knowledge of human experts and then imitates human reasoning and decision-making
processes for those who have less expertise. Expert systems are composed of two main
components: a knowledge base and inference rules.
- A knowledge base is the combined subject knowledge and experiences of the human
experts.
- The inference rules are a set of logical judgments applied to the knowledge base each
time a user describes a situation to the expert system.
c) Integrated Information Systems (IIS): With today’s sophisticated hardware, software
and communications technologies, it is often difficult to classify a system as belonging
uniquely to one of the information system types discussed. Although expert systems still
operate primarily as separate systems, organizations increasingly are consolidating their
information needs into a single, integrated information system.

1.3.6 Importance of an Information System

Information system has the following advantages to any organization or system:
a) IS help an organization in decision making
b) They help to improve performance
c) Efficient in business communication
d) They help in record taking in an organization
e) Problem identification is easier with an IS in an organization.

1.3.7 Opportunities Provided By an Information System

Various career opportunities exist in the field of Information Systems. Thus, students can
find an area that interests them and pursue it further. Although career opportunities are
numerous, each one requires that a graduate possesses the following basic skills:

 Analytical skills
 Interpersonal skills
 Presentation skills
 Problem identification skills
 Report writing skills
 Self-development skills
 Time management skills
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Career opportunities in the field of Information Systems include:

 Systems or business analyst
 Project manager
 Information officer
 Database administrator
 Business intelligence
 ICT consultant
 Web design
 Programmer
 Systems architect

1.4 ORGANIZATIONAL STRUCTURE

1.4.1 What’s an organizational structure?

An organizational structure defines how activities such as task allocation, coordination
and supervision are directed towards the achievement of organizational aims. It can also be
considered as the viewing glass or perspective through which individuals see their organization
and its environment. Organizational structure determines how the roles, power and
responsibilities are assigned, controlled, and coordinated, and how information flows between
The different levels of management. A structure depends on
the organization's objectives and strategy.

 In a centralized structure, the top layer of management has most of the decision
making power and has tight control over departments and divisions.
 In a decentralized structure, the decision making power is distributed and the
departments and divisions may have different degrees of independence.

1.4.2 Why should you develop a structure for your organization?

 Structure gives members clear guidelines for how to proceed. A clearly-

established structure gives the group a means to maintain order and resolve
disagreements.
 Structure binds members together. It gives meaning and identity to the people who
join the group, as well as to the group itself.
 Structure in any organization is inevitable -- an organization, by definition, implies
a structure.

1.4.3 Organizational Structure of an Information System

An organizational chart illustrates the organizational structure. It is
Visual representation of how a firm intends authority, responsibility,
and information to flow within its formal organizational structure. It usually depicts different
management functions (accounting, finance, human resources, marketing, production, R&D,
etc.) and their subdivisions as boxes linked with lines along which decision
making power travels downwards and answerability travels upwards.
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1.5 Revision Questions For Chapter 1

1) Define the following terms as related to Information System
a) Data
b) Information
c) System
d) Information System
2) In a tabular form, differentiate between Data and Information.
3) With the help of diagrams, write short notes on any fours (04) Information
systems of your choice.
4) What is the difference between a manual system and an information system?
5) Why is it important for an organization to implement an information system?
Give 5 reasons.
6) What are various occupations that could be available for one who has
specialized information system design and analysis?
7) Why is developing a structure important to any organization?
8) Is it advisable for an organization to classify its information? Why/why not ?

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