SYSTEM LIFE 

CYCLE
# Understand the Purpose of Systems
Analysis And Design.
# Be Able to Name the Six Stages of
Systems Analysis and Design.

Keywords:
Existing System/ Current System/ Old
System
New System/ Proposed System
 THE SYSTEM LIFE CYCLE                                                              10 MINUTES

What is the 'Systems Analysis' part?

This is where the existing system is looked at (analyzed) in detail and improvements
are suggested.
Existing systems that need to be improved are usually one of the following:
1. A paper-based system with no current use of computers at all.
2. Computer-based system that is no longer good enough to handle the task.
What is the 'Design' part?
# This is where detailed plans are created for the proposed new system.
# The plans are carefully produced to make sure that the proposed system will carry out
it’s intended purpose. They also help to minimize faults and errors.
# These plans are like 'blueprints' for the system developers to follow.
 MODELLING  (CONT...)                                                               10 MINUTES

What is the purpose of systems analysis and design?

# This is the process of looking at an existing system and then designing a new system that can
carry out the same tasks better (e.g. a billing system).
# If a system is developed without proper planning or design, serious faults and defects are usually
found in the system later on when it has been built.
# Any faults discovered once the system has been built are very expensive and time consuming to
1. ANALYSIS
SYSTEM LIFE CYCLE
 2 MINUTES​

LESSON
OBJECTIVE

ANALYSE AND DIFFERENTIATE

FOUR METHODS OF THE
ANALYSIS STAGE OF A
CURRENT SYSTEM.

Keywords: Questionnaires, Interviews
Observations, Cost benefits, and documentation.
Success Criteria:
All- students can categorize the approaches of system analysis of a new system.
Most- students can compare the approaches of system analysis of a new system.
Some students can differentiate the approaches of system analysis of a new system
 ENGAGE                                                                            5 MINUTES

Team A:

List any five free mobile apps on Social media

Team B:

List any five paid/ licensed Software

Extension:
Write any two differences between
free and licensed software.
VIDE
 ENGAGE

Team A:
WhatsApp, Snapchat, Instagram, Facebook and
LinkedIn.

Team B:
Windows Operating System, MS office 365, Adobe
Photoshop, Norton 360, Avast Antivirus

Extension:
1. Source code of Proprietary software is not publicly available. So,
coding cannot be modified. Whereas free software whose code is
available  so programmers can modify its code without any cost.
2. Users must pay to get the Proprietary software, whereas free
software for free of cost.
Other appropriate answers also acceptable
 ELABORATE                                                                          10 MINUTES

System Analysis: 
      Systems Analysts will review an existing system which is currently not meeting expectations.
What does analysis Involve?​
 Find out the problems with the current system.​
 Establish the problem that the customer needs solving.​
 Identify inputs, outputs and processing of the current system.​
 Identify the requirement of the new system.​
 Producing a cost benefit analysis ​
 there are four methods In System Analysis :
1. Observation
2. Interviews
3. Questionnaires
4. and Examination of Existing Documents
OBSERVATION (CONT...)                                                             10 MINUTES

 The method involves the systems analyst walking around the

organization and watching how things work with his/her own
eyes.
 By watching the current system being used, the analyst can
make notes about different facts:
 A systems analyst looks at a current (or a proposed system) in
detail and how to make it work better.
For example:
 What are the inputs, processes and outputs?
 What does the system do well?
 Are there any errors or faults with the current system?
OBSERVATIONS (CONT...)                                                             10 MINUTES

AdvantageS
• The analyst obtains reliable data.
• Analyst can see exactly what the current system does well and not so well.
• Not expensive to carry out as the employee is not taken away from their work.
Disadvantages
 People are generally uncomfortable being watched and may work in a different way.
 If workers perform tasks that violate standard procedures, they may not do this while
being watched.
 QUESTIONNAIRE (CONT...)                                                             10 MINUTES

# Prepared questions are given to users of the system and they are
left with the user to complete.
# Questionnaires usually focus on more simple questions and are
completed by ticking or circling options or shading boxes.
# The questionnaire will contain questions that are designed to
extract useful information about the current system / proposed
system.

For example:
• Is the current system easy to use? YES/NO
• Does the current system freeze or crash? YES/NO
• How fast does the current system handle tasks? SLOW/FAST/VERY FAST

# Questionnaires quick way of gathering basic information about a current system.

# Questionnaires quickly can be analyzed by using OMR (Optical Mark Readers).
QUESTIONNAIRES (CONT...)                                                             10 MINUTES

AdvantageS
• Faster to complete all questionnaires
• Cheaper to produce questionnaires than pay/employ an interviewer
• Individuals can remain anonymous therefore they are more truthful.
• More people can answer the questionnaire than can be interviewed.
• They can fill it in in their own time.
Disadvantages
• Too inflexible cannot ask follow up questions
• Users tend to exaggerate their responses as they are anonymous.
• As it’s anonymous people may not take it seriously.
• Cannot expand on their answers/limited in their responses
• Examining documents of the existing system
INTERVIEW (CONT...)                                                             10 MINUTES

# Interviews take place face-to-face and usually involve more detailed

questions than questionnaires.
# The interviewer talks to people at various levels of the business
(managers, directors, employees etc).
# Different questions might be asked to different employees

For example:
• A manager/director might be asked questions focused on the exact requirements of a new system
• An employee might be asked questions about the current system, how they use it and any problems that they might
have.

# Interviews allow for more complex questions to be asked. This often gives more detailed information .
INTERVIEW (CONT...)                                                             10 MINUTES

Advantages
 It gives the opportunity to motivate the interviewee into giving open and honest answers
to the analyst’s questions.
 It allows the analyst to enquiry for more feedback from the interviewee, as it is easier to
extend a question.
 It is possible to modify questions as the interview proceeds and ask questions specific to
the interviewee.
 It is a good method if the analyst wants to probe deeply into one specific aspect of the
existing system.

Disadvantages
 It can be rather time consuming
 It is relatively expensive, due to the use of the analyst’s time
 The interviewee cannot remain anonymous
 Individual Activity                                                                                                      5 minutes

GE School has developed a new computerized system to timetable lessons and examinations. The school needs
the new system to be in use before the start of the new school year 2022-2023. 
The school is planning to implement the new system using either direct changeover or parallel running.  

Team A Team B Team C

Discuss the advantages of Discuss the advantages and The system analyst recommend
parallel running compared disadvantages of using to implement the Direct
with direct changeover as a direct changeover compared changeover, but the school feel
method of implementing with parallel running as a parallel running.
the system. method of implementing the Describe direct changeover and
In your answer,  you would use system. parallel running, giving
and give reasons for Parallel In your answer,  you would use different benefits and
Running method. and give reasons for Direct drawbacks of using each
Changeover method. method of implementation.

Challenging Question:
Write any two appropriate circumstances for using Parallel Running
method.
 Individual Activity                                                                                                      4 minutes

Team A Team B Team C

 If the new system fails, the old
system is still available. This
way, no data will be lost.   takes time  Benefit one from:
 Staff can be trained in the new
system gradually as the
changeover doesn’t happen
immediately.
 Excellent way to test the data
in new system using old data.  system will have been fully tested.
Other appropriate answers also acceptable
• Benefits are immediate Direct changeover:
The old system is stopped in one day and the new system
function whereas in parallel it
is started immediately.
• Costs are reduced as there is only • The benefits are immediate
one system to maintain but in • Costs are reduced as there is only one set of staff 
parallel, there are two systems and two • Less likely to fail as it has been thoroughly tested
sets of workers.  Drawback:
• Fewer chances of bugs as the If the new system fails there is no system to fall back
onto/no backup
Parallel running:
• Data only needs to be entered into The old and new systems run side by side until the
one system but with parallel running new system takes over
data has to be entered into two Benefit one from:
systems therefore is more • The old system can be used as a backup
time consuming. • Staff can be trained gradually/get used to the new
system
Drawback one from:
• More time consuming as the data needs to be entered
into two systems
• More costly as there are two sets of staff

Challenging Question:
1. Large and Risky system: Because large systems have a high risk of failure
2. Lack of confidence in the new system: Little experience in computer
3. Sufficiency of resources: Resources available eg.: manpower, time and money.
Pilot Running MODELLING  (CONT...)                                                            5 MINUTES

Math Dept Science Dept In Pilot Running, the new system will be trialled/ piloted in one

Commerce
department before being installed in another department.

Dept
Language
Dept ICT Dept Once the pilot system is running successfully, the new system
is introduced to all other departments of the organization.

A 'pilot' is someone who guides others - someone who leads the way.

Phased Implementation

In Phased Implementation, a part of the system is given to all the

staff members, slowly replacing the old system until a fully new
system takes over.

Both Pilot and Phased is a medium-risk but lengthy

method of replacing an old system with a new one.