ICT Theory – The Systems Life Cycle

The Systems Life Cycle

• 7.1 Analysis
• 7.2 Design
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Chapter 7: The Systems Life

• 7.3 Development and Testing

• 7.4 Implementation
• 7.5 Documentation
• 7.6 Evaluation
 ICT Theory –The Systems Life Cycle
The Systems Life Cycle
Systems Analysts will review an existing system which is currently not meeting
expectations. The steps shown below will be followed to develop a new system
which is fit for purpose.
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Chapter 7: The Systems Life

Analysis: Collecting information about the present system and identifying problems.

Design: Designing a new system to correct the problems identified in the analysis.

Development & Testing: Developing and testing new system.

Implementation: Replacing the old system with the new system.

Documentation: Creating technical and user documentation for new system.

Evaluation: Evaluating whether the new system meets the requirements of the
design requirements.
 ICT Theory– The Systems Life Cycle
The Systems Life Cycle
7.1 Analysis
Analysis techniques Advantages Disadvantages
Observation The use of the current system is • The analyst can obtain • Some employees may feel
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Chapter 7: The Systems Life

observed to find out how it reliable information about uncomfortable being

the current system. observed
works.
• Information will not be • Employees may perform
biased as it’s the analyst’s differently if they know
point of view. they being observed.
Interview People who use the system are • Can ask open ended • It can be a time
interviewed to gauge their questions to gauge to consuming process.
more feedback. • The interviewee cant
feedback.
• Questions can be modified remain anonymous with
during interview. this method.

Questionnaire Questionnaires are distributed • Questionnaires can reach • Questionnaires may not
to employees/ customers to a larger audience. be completed accurately.
s • Questions can be • May not be all returned.
find out a range of opinions
answered quickly using • Can not expand or clarify
about the current system. tick boxes – cheaper answers to questions.
method of analysing.

Collecting Existing documentation for the • Analyst's can see how • It can be a time consuming
current system is analysed to current the paper process.
Documents system operates. • Due to the amount of time
identify what data is inputted
• Can obtain information required this is a costly
and outputted. critical to the system. method.
 ICT Theory – The Systems Life Cycle
The Systems Life Cycle
7.1 Analysis

Data which is inputted, Problems with the The requirements of the user
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Chapter 7: The Systems Life

processed and outputted current system and the potential new system
into the system are are identified. are identified.
identified.
What could be What is the new system
Data may be paper based. improved? meant to do?

New System Requirements Specification

• Once the systems analysts have completed the analysis stage of the systems life cycle they
should be fully aware of the limitations of the current system.

• The next step will be to design a new system (normally computer based) to resolve the
problems identified by the users and the systems analyst.

• The Requirements Specification will be created which will outline the required
improvements and expectations for the new system.
 ICT Theory – The Systems Life Cycle
The Systems Life Cycle
7.2 Design
Based on the information from the analysis stage a new system will be designed. The new syste
Users should be able to interact with a system via a data capture form so is it easier and
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Chapter 7: The Systems Life

quicker to input data.

On-screen forms should:

• Appropriate spacing for each field.
• Screen filled/not too much white space.
• Clearly defined input area for each field.
• An easy to read font/font size.
• A sensible font colour/background colour.
• Drop down lists and tick boxes.
• No overlapping of items.
• Navigation aids

Tick boxes/radio Drop down lists Buttons:

buttons to enter to choose an • Go forward
choices option or backwards
• Add, Save and
delete
records
 ICT Theory– The Systems Life Cycle
The Systems Life Cycle
7.2 Design

Before a data input form can be created the database has to

be created. The following need to be considered:
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Chapter 7: The Systems Life

• Type of data which will captured and inputted.

• Different tables which may be required and relationships
which could be established.
• Different fields (including Key) which would be required.
• Data types that would be required for each field
• Text
• Integer (numeric)
• Double
• Boolean (Yes/No)
• OLE Object (Image)

Paper Based Forms Must Include:

• Clear heading and instructions.
• Use of text boxes to collect information such as name,
DOB etc.
• Use of tick boxes to make choices easier (Gender).
• Clear fonts and text styles.
 ICT Theory – The Systems Life Cycle
The Systems Life Cycle
7.2 Design
• Data Validation checks whether the data entered data
fulfils specific criteria to ensure the data is valid.
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Chapter 7: The Systems Life

• Different validation techniques can be used on different

fields depending on the type of data required for each field.

Presence Check To check if the data has been entered (is it present).
Range Check To check the data entered is in the correct range (Year 7 -12).

Length Check To check if item of text is too short or too long (check if full number has been entered).

Type Check To check if the type of data entered is correct (no letters in a numeric field).

Format Check To check if the data has been entered in the correct format (Date – DD/MM/YYYY)

Data Verification: Is a Proof Reading: Once data has Double Entry: The same
method of double been entered it will be checked data is required to be
checking the data to see if to see if it is correct (e.g. check entered twice (e.g. type new
it is correct. is name is spelt correctly). password twice).
 ICT Theory – The Systems Life Cycle
The Systems Life Cycle
7.3 Development and Testing

Development
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Chapter 7: The Systems Life

Create the file structure: Validation Techniques: User Interface:

Validation
Field Namesrules will ensure the correct data in entered into the fields. The user interface will allow the user t
(To store specific data)
Set Specific Data Types

Each step in the development stage will be checked to ensure there

are no errors in the system.

• Validation rules will be checked to see if only the correct

values can be entered into the relevant fields.
• User Interface: Check to see if they are user friendly and to see
if the different components work (navigation buttons).
 ICT Theory– The Systems Life Cycle
The Systems Life Cycle
7.3 Development and Testing

Testing Testingtakeplacetoensureall
componentsofthesystem are
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Chapter 7: The Systems Life

Module 1 Module 2 Module 3

workingcorrectlybefore the
Modify if any errors found Modify if any errors found Modify if any errors found system is implemented.

Software systems are developed in Modu

Testing Testing Testing
is
developedseparatelyby the
Modules combined to make Full Program programmer.

Modify if any errors found This allows each module of the system to

Testing If errors are found in the modules or full

Modifications which could be made:

• Data/file structures
• Validation Rules
• Input methods & output formats
 ICT Theory – The Systems Life Cycle
The Systems Life Cycle
7.3 Development and Testing
A typical test plan would include: Example: Test
• What is being tested Scores
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Chapter 7: The Systems Life

• The test data that will be used

• The expected outcome of the Test. 0 – 100% (Range)
Below are examples of three different types of test data that could be entered -10% Boundary
into the system. Once the system has been fully tested then live data (actual
data that would be entered) will be entered into the system. Results are
0%
compared to those produced from the current system. 5%

Normal
10% R
20%
Normal data – data within a (given) 30% A
range Example – 10% - 90%
40% N
Abnormal 50%
Abnormal data – data outside the range (limits) 60% G
Example – Less than 0% or more than 100% 70%
80%
E
Extreme
Extreme data – data on the boundaries of the range or at the limits of 90%
acceptability. 95%
Example – 0%-5% or 95-100% 100% Boundary
110%
 ICT Theory – The Systems Life Cycle
The Systems Life Cycle
7.4 Implementation

Advantages Disadvantages
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Chapter 7: The Systems Life

Direct Changeover The existing system is stopped • The whole system • If the new system fails
and replaced by the new would have been fully then old system is not
system immediately. tested before it is available to fall back
implemented so less to.
The data that was inputted chance of errors.
into existing system is now • There may not be
inputted into the new system. • Costs are reduced as enough time to provide
only one system is training to employees.
being used. Tasks are
not duplicated.
Parallel Running The existing and new system • If the new system does • Tasks will be duplicated
work together for a period of not meet the as data is inputted into
time until the new system requirements then old both systems.
fully takes over. system is still
available. • This will require more
Data is inputted into both employees which will
systems whilst they are • Employees can be result in more costs
running at the same time. trained gradually how (paying salaries) for
to used the new system. the employers.
 ICT Theory – The Systems Life Cycle
The Systems Life Cycle
7.4 Implementation

Advantages Disadvantages
Cycle
Chapter 7: The Systems Life

Phased The new system is gradually • You only introduce a • Time consuming as every
introduced. When parts of the new part of system if part of the system which
Implementation new system are working at a the current phase is is implemented needs to
satisfactory level then more working correctly. be evaluated.
elements of the system are • If a part of the new
phased in. system does not meet • A number of training
the requirements then sessions would be
Eventually the old system will be you can always go back required for employees
phased out over a period of when each step of the
to point of system
time. new system is introduced.
which was working.
Pilot Running The new system is • If the new system does • It could take a while
piloted (trialled) in one part not meet the for the whole system
(department) of an organisation. requirements then to be implemented
If the pilot is successful then it only one department is across all departments.
will be implemented across all affected.
departments. • If the system fails in one
• Training can take place department then
Example: If a new system is in one department at modifications and further
introduced in book store which is a time. Then training would be
part of a chain. Then eventually if employees could be required resulting in
the system is successful it will be used in other delays.
introduced to all of the books departments to help
stores in that chain (WHS). with training.
 ICT Theory – The Systems Life Cycle
The Systems Life Cycle
7.5 Documentation

There are two types of documentation that should be produced when creating a new system:
• User Documentation
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Chapter 7: The Systems Life

• Technical Documentation

User Documentation Technical Documentation

The user documentation is intended to The maintainers are usually technical people, who
help the users of the system. need to know exactly how the system works.

User documentation usually includes: Technical documentation usually includes:

• List of minimum hardware and • Details of the hardware and software
software required to use the required for the system
system • Details of data structures (data types, field
• How to install the system names, etc.)
• How to start / stop the system • Details of expected inputs
• How to use the features of the system • Details of validation checks
• Screenshots showing the system • Details of how data is processed
in typical use • Diagrams showing how data moves
• Example inputs and outputs through the system
• Explanations of any error • Flowcharts describing how the system works
messages that might be shown
• A troubleshooting guide
 ICT Theory – The Systems Life Cycle
The Systems Life Cycle
7.6 Evaluation

The final stage of the system life cycle is to evaluate the new system which has been
implemented in full. The purpose of the evaluation is refer back to the
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Chapter 7: The Systems Life

requirements specification to see whether the new system has resolved the issues
of the previous system and met the requirements stated in the design.

1 2 3
Compare the solution with the originalIdentify Evaluate the users’
any limitations and necessary improvements
task requirements. to theresponses
system. to th

After the evaluation is complete if there are any problems or limitations with the
Based on the feedback necessary adjustments could be made to improve the ove