System Analysis and Design

Lecture Outline
▪ What is System
▪ System analysis
▪ System design
▪ Types of system design
▪ Properties of system
▪ Elements of system
▪ Designing a new system
▪ Development and implementation of new system
▪ documentation,
▪ types of documentation (program documentation, system documentation, operation documentation, user
documentation)
What is system
• A system can be defined as a set of interconnected or interdependent components or parts that
work together to achieve a particular goal or purpose.
• It could be a collection of elements, such as people, processes, procedures, software, hardware,
or any combination thereof, that interact and function as a unified whole.
• Systems are characterized by inputs (resources, information, or energy), processes (interactions
and transformations), outputs (results or outcomes), and feedback loops (information that is
returned to modify future inputs).
What is system
• Some examples:
1. Information system: These involve software, hardware, and networks working together to process,
store, and transmit data and information.
2. Biological Systems: Examples include the human body or ecosystems, where various organs,
organisms, or elements interact to sustain life.
3. Mechanical Systems: These involve machines, mechanisms, or devices that work together to
perform specific tasks or functions.
4. Social Systems: This includes organizations, societies, or communities with their own structures and
interactions.
System Analysis
• System analysis is the process of studying, understanding, and evaluating complex systems in
order to identify their components, interactions, and functionalities.
• It involves a detailed examination of the current system or situation to understand its objectives,
processes, problems, and requirements.
• The goal of system analysis is to improve efficiency, solve problems, and develop new systems
or enhance existing ones.
System Analysis
When to conduct system analysis:
• At the beginning of a project
• When implementing a new system
• When upgrading or improving an existing system
• In response to change
• In case of problem or inefficiencies
• Periodic reviews
System Design
• System design is the process of defining the architecture, components, modules, interfaces, and
data for a system to satisfy specified requirements. It involves turning requirements into an
architecture that describes the software, hardware, and network infrastructure to support the
system.
• System design is crucial as it forms the basis for the actual development and implementation of
the system.
• A well-thought-out and robust design can lead to a more efficient, maintainable, and scalable
system that meets the needs of its users and stakeholders.
Types of System Design
System design encompasses various types that cater to stages of the development process. Here are
some common types of system design:
• Architectural Design: Focuses on defining the structure and components of the system,
emphasizing the high-level layout and relationships between components. It's about creating the
overall system framework.
• Logical Design: Concentrates on the logical relationships between system components, such as
data flow, functionalities, and interactions.
• User Interface Design: Focuses on the design of the system's interface to make it user-friendly
and intuitive.
• Database Design: Involves designing the structure and organization of the system's database,
including tables, relationships, data models, and storage mechanisms.
Types of System Design
• Security Design: Concentrates on defining the security measures and protocols to safeguard the
system from unauthorized access, data breaches, and other security threats.
• Network Design: Involves planning and designing the system's network architecture, including
the physical and logical layout of the network, connections, and data transmission.
• Hardware Design: Focuses on specifying the physical hardware components required for the
system, such as servers, storage devices, and other infrastructure elements.
• Software Design: Concentrates on defining the software components, modules, functionalities,
and their interactions within the system.
• Testing and Quality Assurance Design: Involves creating a plan for testing the system design
to ensure that it meets the specified requirements, functions correctly, and is of high quality.
Characteristics/ Properties of System

Organization:
• Its implies structure and order. It is the arrangement of components that helps to achieve objectives.
• In the design of a business system, for example, the hierarchical relationships starting with the president on
top and leading downward to the blue – collar workers represents the organization structure. Its defines the
authority structure, specifies the formal flow of communication and formalizes the chain of command.
• Like – wise, a computer system is designed around an input device, a central processing unit, an output
device and one or more storage units. When linked together they work as a whole system for producing
information.
Characteristics/ Properties of System

Interaction:
• Interaction refers to the manner in which each component functions with other components of the system.
• In an organization, for example, purchasing must interact with production, advertising with sales and
payroll with personnel.
• In a computer system, the central processing unit must interact with the input device to solve a problem. In
turn, the main memory holds programs and data that the arithmetic unit uses for computation. The
interrelationship between these components enables the computer to perform.
Characteristics/ Properties of System

Interdependence:
• Interdependence means that parts of the organization or computer system depend on one another. They are
coordinated and linked together according to a plan.
• One subsystem depends on the input of another subsystem for proper functioning: that is, the output of one
subsystem is the required input for another subsystem. This interdependence is crucial in systems work.

Integration:
• Integration is concerned with how a system is tied together. It is more than sharing a physical part or
location. It means that parts of the system work together within the system even though each part performs
a unique function.
• Successful integration will typically produce a synergistic effect and greater total impact than if each
component works separately.
Characteristics/ Properties of System

Central objective:
• The last characteristic of a system is its central objective. Objectives may be real or stated. Although a

stated objective may be the real objective, it is not uncommon for an organization to state one objective
and operate to achieve another.
• The important point is that users must know the central objective of a computer application early in
analysis for a successful design and conversion.
• Political as well as organizational considerations often cloud the real objective. This means that the analyst
must work around such obstacles to identify the real objective of the proposed change.
Elements of System
• In most cases, systems analysts operate in a dynamic environment where change is a way of life.
The environment may be a business firm, a business application, or a computer system.
• To reconstruct a system, the following key elements must be considered:
1. Outputs and inputs
2. Processor(s)
3. Control
4. Feedback
5. Environment
6. Boundaries and interface
Elements of System
1. Outputs and Inputs:
• A major objective of a system is to produce an output that is be in line with the expectations of the
intended user, irrespective of the nature of the output (goods, services, or information)
• Inputs are the elements (material, human resources, and information) that enter the system for processing.
Output is the outcome of processing.
• Determining the output is a first step in specifying the nature, amount, and regularity of the input needed to
operate a system.
2. Processor(s):
• The processor is the element of a system that involves the actual transformation of input into output. It is
the operational component of a system. Processors may modify the input totally or partially, depending on
the specifications of the output. This means that as the output specifications change so does the processing.
Elements of System
3. Control
• The control element guides the system. It is the decision making body controls the inflow, handling and
outflow of activities that affect the welfare of the business.
• In a computer system, the operating system and accompanying software influence the behavior of the
system. Management support is required for securing control and supporting the objective of the proposed
change.
4. Feedback
• Feedback measures output against a standard in some form of cybernetic procedure that includes communication and
control. Output information is fed back to the input and / or to management (Controller) for deliberation. After the output
is compared against performance standards, changes can result in the input or processing and consequently, the output.
• Feedback may be positive or negative, routing or informational. Positive feedback reinforces the performance of the
system. It is routine in nature. Negative feedback generally provides the controller with information for action.
Elements of System
5. Environment
• The environment is the “suprasystem” within which an organization operates. It is the source of external
elements that impinge on the system. In fact, it often determines how a system must function. For example,
the organization’s environment, consisting of vendors, competitors, and others, may provide constraints
and, consequently, influence the actual performance of the business.
6. Boundaries and Interface
• A system should be defined by its boundaries – the limits that identify its components, processes and
interrelationship when it interfaces with another system.
• For example, a teller system in a commercial bank is restricted to the deposits, withdrawals and related
activities of customers checking and savings accounts.
Designing a New System
• Designing the new system involves designing the elements of the systems, that are architecture, modules
and components, the different interfaces of those components and the data that goes through that system
• The purpose of the System Design process is to provide sufficient detailed data and information about the
system and its system elements to enable the implementation consistent with architectural entities as
defined in models and views of the system architecture.
Designing a New System
Elements of a System for designing new systems
1. Architecture - This is the conceptual model that defines the structure, behavior and more views of a system.
We can use flowcharts to represent and illustrate the architecture.
2. Modules - This are components that handle one specific tasks in a system. A combination of the modules make
up the system.
3. Components - This provides a particular function or group of related functions. They are made up of modules.
4. Interfaces - This is the shared boundary across which the components of a the system exchange information
and relate.
5. Data - This the management of the information and data flow.
Implementation of a New System
• Software implementation is the processes and procedures needed to take software applications
and tools from planning and development to the production stage.
• The structured and systematic approach for implementing a software takes you through each
stage of the process from initial project initiation to delivery
Process of Development/Implementation
Implementation of a New System
1. Initiate: In the Initiate phase, the goals, roles, budgets, timelines and governance are established and
clearly documented. The key stakeholders are brought together for the project kick off to ensure a common
direction and commitment. In many instances, a steering committee will be established. From the kick-off,
a Project Initiation Document (PID) is created that sets out how the project is to be managed including
resources, responsibilities and how to measure outcomes.
2. Control: The Control phase spans the entire software implementation project and is designed to ensure the
project stays on track and any issues are identified and addressed as early as possible. It puts in place
mechanisms for monitoring and managing all aspects of the project such as project risks, development
issues, required actions and decisions, change requests, budgets, and commercials are monitored through
the life of the project.
Implementation of a New System
3. Execute: The Execute phase is broken down into four elements:
• Design: This involves a detailed analysis of features to be implemented as well as setting out system usage and
the underlying process affected. For this, a Solutions Design Document is developed and an Acceptance Test
Plan (ATP) is created.
• Build: This involves developing and delivering the software to meet your specific business needs. The new
system is built to the specifications set out in the design phase with milestones established for progress &
delivery.
• Acceptance Test: In this phase, the Acceptance Test Plan created in the Initiation phase is executed – allowing
for any changes necessary due to alteration in the build. Often a readiness review is conducted to ensure the plan
will meet the goals of the project.
• System Deploy: The transition and live operation are closely monitored to ensure a smooth migration or
upgrade as well as to guarantee the live system is performing to levels expected and that user adoption is high.
Implementation of a New System
4. Close: The Close stage includes the project wrap up meeting and final status reports. Measure the
effectiveness of the management of the engagement. Importantly, it should also put in place a continuous
improvement element that establishes a future roadmap for enhancement and optimization.
Documentation
• Documentation refers to the process of recording and detailing information related to a system, project,
process, or any set of activities.
• It serves as a reference, providing guidance, instructions, and explanations for users, developers,
stakeholders, or anyone involved with the subject matter.
• Documentation can take various forms and serves different purposes based on its intended audience and
use.
• Here are some common types of documentation
1. Program documentation
2. System documentation
3. Operation documentation
4. User documentation
Documentation
1. Program documentation: Program documentation focuses on the technical aspects of the software or code
itself. It is aimed at developers and individuals involved in the coding, maintenance, and enhancement of the
software. Includes comments within the code, code structure explanations, algorithms used.
2. System documentation: System documentation provides an overview of the entire system including
architecture, components, modules, interfaces, databases, workflows, and system design decisions. It is aimed
at developers, system architects, project managers.
3. Operation documentation: Operation documentation focuses on how to operate and manage the system. It is
meant for system administrators and IT support staff. Includes information on system setup, installation,
configuration, maintenance procedures, troubleshooting guides, and system monitoring instructions.
4. User documentation: User documentation is intended for end-users or stakeholders who interact with the
system. It aims to guide users on how to use the system effectively. Contains user guides, manuals, tutorials,
FAQs, and any information necessary for users to understand the system's features.