System life cycle:

●​ Whenever a new system is being made it needs to be fully evaluated and

make changes where necessary
○​ The entire process of checking and fixing faults is called systems life
cycle

Analysis:
●​ The first stage in the process in the analysis of the current systems
●​ Analysis:
○​ Research the current system
○​ Identification of input and output
○​ What processing takes place?
○​ Problems with current system
○​ User requirements for new system
○​ What are information requirements?
○​ Identify hardware and software for new systems
●​ There are 4 main ways to research current system, which are:
○​ Observation
■​ This method involves watching personnel using the existing
system to find out exactly how it works
■​ Advantages:
●​ The analyst obtains reliable data
●​ It's possible to get a overall better view of the system
●​ Relatively inexpensive method because it only involves
a analyst
●​ All inputs and outs of the current system is seen
■​ Disadvantage:
●​ Many people might be uncomfortable being watched
whilst doing their work
●​ If workers don't do things the standardise way and they
may feel like they can't do this if their being watched
○​ Interviews:
■​ This method involves a one on one questions and answers
session between the analyst and the user.
■​ Advantages;
 ●​ It helps the analyst probe deeply into a certain aspect of
the of the existing system
●​ It motivates the interviewee to answer more honestly
●​ The analyst can get more questions
●​ Its possible to modify question as the the interview
proceeds and ask questions specific to the interviewee
●​ Analyst can watch body language and facial
expressions
■​ Disadvantage;
●​ It can be time consuming
●​ It's expensive since you have to hire a team of
interviewers
●​ The interviewee can’t remain anonymous with this
method, and may hide information and not be honest
●​ Interviewee can give the answers they think the
interviewer wants
●​ Interviewee might not be available at the same time as
analyst
○​ Questionnaires:
■​ This method involves distributing questions to the workforce
and find out the existing views of the current system and find
out how key tasks are done
■​ Advantages:
●​ The questions can be answered fairly quickly
●​ Its relatively inexpensive
●​ People can remain anonymous
○​ This could potentially mean that people could give
more truthful responses
●​ Data can be analysed quickly
●​ Interviewees can fill the questionnaire in their own time
●​ Allows a greater number of people to take part
■​ Disadvantage:
●​ The number of returned questionnaires can be low
●​ Not a popular method
●​ The questions are rather rigid because they aren't
generic
○​ This means you also can't ask follow up questions
 ●​ There is no way to clarify a vague answer
●​ Users tend to exaggerate answers
●​ Since its anonymous interviewees might not take it
seriously
○​ Looking at existing documents:
■​ This method allows the analyst to see how existing files are
kept and it helps to get a general idea of the scale of the
problem, memory etc
■​ Advantages:
●​ It allows to get information that wasn't obtainable by any
other way
●​ The analyst can see for themselves how the current
system operates
■​ Disadvantages:
●​ It can be very time consuming
●​ It can be expensive
●​ After analysing problems with the current system they need need to find
out:
○​ What input and output takes place
○​ What processing is done
○​ What problems exist with the current system
○​ User and information requirements for the new system
●​ One of the main methods of finding this out is a data flow diagram (DFD)
○​ By using a DFD a analyst can find out:
■​ What inputs take place
■​ What output is produced
■​ What processing is done
■​ What storage is needed
■​ Any problems in the current system
●​ Potential areas where errors do and could occur
■​ User and information requirements

User requirements:
●​ Computer system developers don't understand how a business works and
business managers don't understand how computer systems could help
them. Too counter this problem user requirements are designed
 ○​ User requirements are written by analysts for the business
managers
○​ They are written in natural language with very few technical details
or jargon.
○​ Their purpose is to allow the customers to check that what the
analyst proposes
○​ The user requirements will also describe what the analyst thinks the
customer does with their system

Information requirements:
●​ This is the information that is needed to support the business, this
information is made up of:
○​ What is the data
○​ when( as in the timing)
●​ A systems analyst turns the information and user requirement into a
functional requirements specification
●​ Example of the requirements:
○​ Who the customers are and how hey interface with the system
○​ Who the vendors are and how they interface with the system

System specification:
●​ The DFD and other info gathering software processes allow the analysis
team to identify what hardware and software is need to run the new system
○​ Examples of input devices needed:
■​ barcode readers
■​ Scanners
■​ touch screens
○​ Examples of output devices needed:
■​ 3D printer
■​ very large 60” (152 cm) monitors
■​ Speakers
○​ Examples of software needed:
■​ operating system
■​ applications software
○​ Storage requirements:
■​ Size of storage
■​ Type of storage
Design:

●​ In this stage we will consider how the files containing data will be
structured
●​ In this stage it's also necessary to consider the format of data types being
stored
●​ A file is made up of records, each record is broken down into a field. One
of the fields must be unique and will act as a primary key field

Data type description examples

Alphanumeric This type of data can store alpha characters and A345FF
numeric data

character This is just a single letter X or d

Text This can be a string of letters or numbers or other example_of

symbols _

Boolean This data type stores data in a Yes/No or Y or N

True/False format

Numeric This data type is used to store numeric data

which is used to perform calculations (this does
not include telephone numbers, for example,
because these have to be stored as
alphanumeric data) There are several different

types of numeric data:

Integer 234

Decimal 25.54

currency $24.55

Date/time 14/05/2020

Validation routines:
●​ Validation is the process where data entered into a computer is checked to
see if it satisfies a certain criteria
Validation check Description examples

Range This checks to see if the data input Limiting a temperature range
lies between an acceptable upper from 10 to 50 degrees Celsius
value and an acceptable lower value

Type/character This checks to see if the data ●​ A person’s name should

entered is of the correct type not contain numbers
●​ A person’s height
should not contain
letters

Length This checks to see if the data input If a password contains eight
contains only the required number of characters, then an input with
characters seven characters or nine
characters, for example,
should produce an error
message

Format This checks to see if the data input is Ensures the date is entered in
in the correct format a format such as dd/mm/yyyy
(e.g. 10/12/2023)

Presence This checks that data has been For example, when using an
entered into a field and it has not online form, a person’s
been left empty telephone number may be a
‘required field’; if no data is
entered, this should give rise
to an error message

Check digit This is an extra digit added to a Check digits can identify three
number which has been calculated types of error:
from the other digits 1.​ if two digits have been
transposed during input
2.​ an incorrect digit has
been entered
3.​ a digit has been missed
out or extra digit added
Input formats:
●​ Data capture forms are used to input data into a computer
○​ These forms ensure data is imputed into the computer in the correct
format
■​ They need to be designed very carefully to ensure that the
format of the data matches
●​ Data capture forms will be either paper-based or electronic-based
depending on the application
○​ Paper based forms need to
■​ Have a heading to make the purpose of the form clear
■​ Make it clear to the person filling in the form where they must
place their answers
■​ Make use of text boxes which will limit the amount of
information collected
■​ make use of character boxes for data such as surnames,
telephone numbers, and so on
■​ make use of printed text boxes to allow for easy input of items
such as date of birth
■​ make use of tick boxes to make choices easier
■​ make sure there is sufficient space to write answers
■​ make use of clear fonts and clear text colours to ensure the
form is easy to read
○​ Computer based forms often have the following features:
■​ Use of text boxes to capture key data clearly
■​ Use of on screen help when completing the form
■​ Use of drop-down /combo boxes where there is limited options
■​ use of radio buttons and tick boxes requiring a single click of a
mouse to select
■​ automatic validation of data as it is entered
■​ control buttons
■​ double entry boxes to check correctness of key data

Output formats:
●​ The output system needs careful consideration because this is part of any
user interface and is the result
○​ This is the result of some form of processing
 ●​ Screen outputs should be designed:
○​ To make sure the size all the output fields is correct
○​ So that any instructions/ descriptions are clear
○​ So that the full screen is utilised
○​ So the colour and fonts make the output clear
●​ If the output is on paper,then consideration must also be given to the type
of output
○​ Items such as headers and footers, fitting on the page correctly

Development and testing:

Testing:
●​ One the design stage is fully completed it is then necessary to create the
system and fully test it
○​ This section considers some of the development stages and testing
strategies which are often adopted by system analysts
●​ If the system contains files then the file structure would need to be finalised
at this stage
○​ This is done because it is important that the correct data is stored in
files
Data The test design should determine how we can test
structure that all data is in a correct format or has been stored
in the correct way

File The testing design should test that the file structures
structure function correctly

Input The testing design should determine how we can

formats test that all data can
be entered into the system correctly

Output The test design should determine how we can test

formats that screen outputs and reports are all in the correct
format

Validation The test design should determine what data is

routine needed to test to see if all the validation rules work
Test strategies:
●​ Software is often developed in modular form
○​ This method allows it to be broken down into smaller parts known as
modules.
○​ Each module is developed separately by a programmer
●​ Each module needs to be separated to see if it functions correctly
○​ If there is any problems its modified then tested again
●​ Once the development module is done the whole system needs to be
tested together as a whole
○​ Even though each module works individually, when they are put
together there may be data clashes or incompatibility,memory issues
■​ All of this lead to a need to improve the input and output
method, file/database structure,validation and verification
methods
Test plan,Test data and live data:
●​ Tonce the testing design and strategy have been determined it then
becomes necessary to formulate a test plan for each module
○​ Each test plan should include:
■​ A list of all the tests to be performed
■​ What data is to be used in the testing
■​ What live data should be used
■​ what the expected outcomes are from the testing
■​ Do the actual outcomes match what is expected?
●​ There is three different types of data types:
○​ Normal:
■​ This data is acceptable and within the limit of acceptability
○​ Extreme:
■​ This data is at the limits of acceptability
○​ Abnormal
■​ This data is outside the limit of acceptability

Implementation:
Implementation Design of implementation Advantages and disadvantages of the
method method method

Direct With this method the old ●​ This method can be disastrous if the
system is stopped overnight new system fails because the old
and the new system system is no longer available
introduced immediately ●​ The benefits are immediate
●​ Costs are reduced (because only
one system is used there is no need
to pay for two sets of staff)

Parallel With this method, the old and ●​ If the new system fails, only one part
new systems are run side by is affected; the remainder is
side for a time before the new unaffected
system takes over altogether ●​ It is possible to gradually train staff
●​ It is more expensive than direct
because extra staff are needed
●​ It is also more time consuming than
direct because data needs to be
entered into two systems

Pilot With this method, the new ●​ It is possible to train staff in one area
system is introduced into one only, which is much faster and less
branch or office of the costly than parallel
company and its performance ●​ If the new system fails, only one part
assessed before being is affected; the remainder is
introduced elsewhere in the unaffected
company

Phased With this method, only part of ●​ If the latest part fails, it is only
the new system is introduced necessary to go back in the system
and, only when it proves to to the point of failure; hence failure
work satisfactorily, is the next is not disastrous
part introduced, and so on, ●​ More expensive than direct because
until the old system is fully it is necessary to evaluate each
replaced phase before moving to the next
stage
●​ Very time consuming because each
part needs to be fully evaluated
before making any further changes
to the system
Documentation;
●​ Once the new system is fully developed, a considerable amount of
documentation also needs to be produced for:
○​ People who may need to modify or develop the system further at
some later stage
○​ The end-user.
●​ Technical documentation us designed to help programmers to make
improvements to the system or repair/maintain the system
○​ This can consist of the following:
■​ Program listing/coding
■​ Program language used
■​ Program flowcharts/algorithms
■​ System flowcharts
■​ Purpose of the system/program/software
■​ Limitations of the system
■​ Hardware requirements
■​ Software requirements
■​ Minimum memory requirements
■​ Known ‘bugs’ in the system
■​ List of variables used
●​ And their meanings
■​ File structures
■​ Sample runs
●​ With results and actual test data being used
■​ Output formats
■​ Validation rules
■​ Meaning of error messages
●​ User documentation is designed to help users to learn how to use the
software or system
○​ This can consist of the following
■​ How load/install/run the software
■​ How to save files
■​ How to do a search
■​ How to sort data
■​ How to print out
■​ How to add,delete or amend records
■​ The purpose of the system/program/software package
 ■​ Limitations of the system
■​ Screen layouts(input formats)
■​ Print layouts(output format)
■​ Hardware requirements
■​ Software requirements
■​ Sample runs
●​ With results and actual test data used
■​ Error handling/meaning of errors
■​ Troubleshooting guide/helplines/FAQs
■​ How to log in /log out
■​ Tutorial
■​ Error messages
■​ Glossary of terms

Evaluation;
●​ Once a system is up and running it is necessary to do some evaluation and
carry out any maintenance is necessary
○​ some of the things to be considered when evaluating how well the
new system has worked:
■​ Compare the final solution with the original task requirements
■​ Identify any limitations of the system
■​ Evaluate the users responses to using the new system
■​ Compare test results from the new system with results from
the old system
■​ Compare performance of the ne system with the performance
of the old system
■​ Observe some users performing certain tasks
■​ Measure the time taken to complete tasks
■​ Interview users to gather responses about how well the new
system works
■​ Give out questionnaires to gather responses about the ease of
use of the new system