COLLEGE OF PURE AND APPLIED SCIENCES (COPAS)

DEPARTMENT OF COMPUTER SCIENCE

COURSE OUTLINE

Course: CSC 311/357 Systems Analysis and Design (3 Units)

Semester: First, 2021/2022 Session, October, 2021 – February, 2022
Lecturer: Olumoye Mosud, PhD

Office: Department of Computer Science,

College of Pure and Applied Sciences (COPAS),
E:mail: mosud.olumoye@calebuniversity.edu.ng

Course Description
CCS 311/ CSC 357 Systems Analysis and Design (3 Units)
System concept, organisation of a DP department within system development life cycle (SDLC),
feasibility study, projects identification and selection fact-finding and analysis, process of system design,
design problem identification, definitions and solution, physical and implementation, data capture, data
recording transmission, conversion and possible effect, file design control and security, personnel
training, system testing and maintenance, evaluation process system documentation, report writing and
representation.

Recommended Texts:
Mosud, Y. O. (2008) Systems Analysis and Design Methods, Lagos: Rashmoye Press & Publishers.

Whitten, J. L., Bentley, L. D. & Dittman, K. C (2001) System Analysis and Design Methods (Fifth Edition),
New York: McGraw – Hill Irwin.

Information System Building Blocks (online), Retrieved from: http://www/

sunsite.queensu.ca/runs/Bus300/systemintegration/notes/ch2.htm.

French, C. S. (1996), Computer Science, Bookpower, London, Fifth Edition.

French, C.S. (2001), Data Processing and Information Technology,(Tenth Edition) London: Continuum

Laudon, K. C. and Laudon, J. P. (2001), Essentials of Management Information Systems, New Jersey:
Prentice Hall.

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Mosud, Y. O. (2005) Data Processing and Management Information Systems, Lagos: Rashmoye Press &
Publishers.

Course Objectives
The objectives of this course are stated as follows:
 Understand the need for system development
 Understand the concept of information systems in system development
 Understand the concept of system analysis and design
 Familiar with the various system development techniques
 Describe the term system analysis and its techniques
 Describe facts finding methods
 Explain the purpose and objectives of feasibility studies
 Understand system design and its techniques
 Explain quality assurance and its characteristics
 Understand the purpose of system implementation and conversion
 Describe the purpose of post implementation in system development

Course Performance Criteria:

Continuous Assessment:
a. (i) Mid-semester Test 20%
(ii) Assignments 20 %
b. Final Examinations 60%
Total 100%

Course Outline: October, 2019 – January, 2021

Week Day Topic Assignment Reference
1 5th October Introduction to system development Listed above
2 12th Oct – Concept of information systems in
system development
3 19th Oct System analysis and design
4 26th Oct System development techniques
5 2nd Nov System analysis and its techniques
6 9th Nov System design and its techniques
7 16th Nov Mid semester test
8 23rd Nov Facts finding methods
9 30th Nov Purpose and objectives of feasibility
studies
10 7th Dec System design and its techniques
11 14th Dec Quality assurance and its
characteristics
12 21st Dec System implementation, conversion
and Post implementation

**Assignments as directed by the lecturer in charge.

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 Chapter 1

CONCEPT OF A SYSTEM

Learning Objectives:
After studying this chapter you will be able to:
 Understand the concept of a system
 Identify the elements of a system
 Differentiate between a system environment and system boundary
 Classify systems into various groups
 Explain system planning, control and coordination

1.1 INTRODUCTION
The word system originated from the Greek word “systema” meaning an organized relationship among
functionary units. As a matter of fact the worlds we live in are full of different types of systems. These
include telephone systems, accounting systems, car systems, braking systems, a railway system, a
computer system, human circulatory systems, digestive system of animal, central nervous system, a
management information system to mention but a few.

However, of all the system mentioned the most pertinent to our study is the management information
system which is the subject of this book. It centers on the system approach applied to an organization,
on how management information flows, used in taking their timely decision, or is further processed.

Before we proceed in depth of management information system it is very imperative we have vivid
understanding of the meaning of a system.

1.2 DEFINITION OF A SYSTEM

A system can be defined as collection of interrelated components that are connected together in an
organized way with the common purpose of achieving an objective.

Another definition given by Graham Curtis goes thus:

A system can be defined as a collection of interrelated parts which when taken together forms a whole
such that:
❖ The collection has some purposes
❖ A change in any of the parts leads to or results from a change in some other part(s).
(Graham, C., 1998)
All the definitions given are comprehensive as they contain essential elements of parts, relationship and
objectives. That is a system cannot be a single entity.

Generally, systems are composed of sub-systems (parts) that are related to one another by means of their
inputs and outputs. It should be understood that sub-system is a system itself with objectives, inputs and
outputs. Sub-system can be defined as a system in its own right but whose operation does not dependent
on the services provided by other sub-system.

1.2.1 Objectives of a System

All systems generally have objectives. And in order to identify a particular system its objectives must be
specified. Though, the objectives of a system vary from one organization to another depending on the
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nature of the business. But the primary objective of any organization either a profit making or nonprofit
making organization is to satisfy the needs of its clients or markets.

Others objectives may include the following:

❖ To increase productivity
❖ To increase their profits in the market
❖ To ensure that procedures for operation are properly implemented
❖ To be able to compete favourably with other manufacturers in the market.

1.2.2 Characteristics of a System

1. All systems are made up of interrelated components or sub systems which can be explained as a
whole. This is referred to as holism or synergy which connotes that any whole is more than sum of its
individual components.

2. Systems are hierarchical in nature. That is systems are made up of sub-systems, and sub systems
made up of smaller parts.

3. A system must have an objective.

4. The parts of a system cannot be changed without affecting other component parts.

1.3 ELEMENTS OF A SYSTEM

The three basic elements that makes up a system are: Inputs, processes and outputs.
(i). Input: This consists of elements that enter the system for processing.

(ii). Process: This step unifies the whole process that links everything together to produce the desired
output.

(iii). Output: This represents the element that has been produced by the transformation process.

INPUTS PROCESS OUTPUTS

Figure 1.1 Transformation Process

Figure 1.1 shows how the three components interact to form a system. In all systems, transformation
process is controlled by information except for physical or mechanical ones. The information at the
output of a system is basically used for controlling the input of a system. This is known as feedback or
information feedback. (See section 1.7 for details on feedback)

1.4 SYSTEM ENVIRONMENT AND BOUNDARY

The term system environment refers to whatever lies outside the boundaries of a system or those
elements that are not in the system. However if anything lies outside a system and does not affect the
system, then that thing is not in the environment of the system. In effect, this means that the relevant
environment of any system comprises those elements with which it has some connection or relationship.

Some of the influences in the environment that may affect the organization and its output are weather,
location (physical environment), economic framework, government policies, legal influences,
international policies, social, cultural and demographic factors (general social environment), suppliers
and materials, customers, finance and Marketing.

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The system boundaries on the other hand are the features used in defining the extent of a system. The
boundaries of a system vary from one organization to another and can be determined by the management
of the organization. For example, in an organization the invoice may be within the boundary of the
accounting department.

1.5 CLASSIFICATIONS OF SYSTEMS

Systems can basically be grouped as follows:
(a). Closed or Open
(b). Formal or Informal
(c). Physical or Abstract
(d). Manual or Automated

(a). Closed or Open System

These are system that does not interact with their environments. They are completely isolated and
independent of their environments thereby making it impossible for the external environment or factors
to influence their behaviours. And the system invariably cannot exert any influence on the environment.
Closed systems are self contained that they do not have both inputs and outputs. Practically speaking
there are closed systems except when considering the universe as a whole. Closed systems are designed
for efficiency purpose.

Open System
This is a system that interacts with its environment thereby receiving inputs and influences from the
environment and giving in return outputs and influences to the environment. Open systems are designed
for survival. Examples are all social organizations (e.g. demand for certificate by employers of labours).

(b). Formal or Informal System

A formal system is a type of system that is planned in advance and is used according to schedule. In
formal system policies and procesudres are documented very in advance. A practical example is to
conduct a scheduled meeting at the end of every week or month in which agenda of the meeting has
already been defined well in advance.

Informal System
This is the type of system that is not planned or defined by procedures. It is not used according to a
schedule. It works on need basis. For example, sales order processing system through telephone calls.

(c). Physical or Abstract Systems

Physical systems are tangible entities which may be static or dynamic. Examples are: Computer Systems,
vehicles and buildings.

Abstract Systems are conceptual entities. Example is a company

(d). Automated or Manual Systems

Automated systems are systems that does not require human intervention for its operation, the whole
process is automatic. Automation is the use of control systems and information technologies to reduce
the need for human work in the production of goods and services.

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In the scope of industrialization, automation is a step beyond mechanization. Whereas mechanization
provides human operators with machinery to assist them with the muscular requirements of work,
automation greatly decreases the need for human sensory and mental requirements as well. Automation
plays an increasingly important role in the world economy and in daily experience.

Automation has had a notable impact in a wide range of industries beyond manufacturing from where
it began. Once-ubiquitous telephone operators have been replaced largely by automated telephone
switchboards and answering machines. Medical processes such as primary screening in
electrocardiography or radiography and laboratory analysis of human genes, sera, cells, and tissues are
carried out at much greater speed and accuracy by automated systems. Automated teller machines have
reduced the need for bank visits to obtain cash and carry out transactions. In general, automation has
been responsible for the shift in the world economy from industrial jobs to service jobs in the 20th and
21st centuries

Advantages of Automated Systems

1. It replaces human operators in tasks that involve hard, physical or monotonous work.

2. It replaces humans in tasks done in dangerous environments i.e. fire, space, volcanoes, nuclear
facilities or underwater

3. It perform tasks that are beyond human capabilities in terms of size, weight and speed.

4. Economy improvement: Automation may improve the economy of enterprises, society or most of
humanity. For example, when an enterprise invests in automation, technology recovers its
investment; or when a state or country increases its income due to automation like Germany or Japan
in the 20th Century.

Disadvantages of Automated Systems

1. Unemployment rate increases due to machines replacing humans and putting those humans out of
their jobs.

2. Technical Limitation: Current technology is unable to automate all the desired tasks.

3. Security Threats/Vulnerability: An automated system may have limited level of intelligence; hence
it is most likely susceptible to commit error.

4. High Initial Costs: The research and development cost of automating a process may exceed the cost
saved by the automation itself. Also, the automation of a new product or plant requires a huge initial
investment in comparison with the unit cost of the product, although the cost of automation is spread
in many product batches of things

Manual System
Manual system on the other hand requires human intervention. It is a system involving data processing
which does not make use of stored-program computing equipment; by this somewhat arbitrary definition,
systems using other types of tabulating equipment, such as the card-programmed calculator, are
considered to be manual

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1.6 CLASSIFICATIONS OF SYSTEMS BY PREDICTIVE BEHAVIOURS
System can further be classified according to their predictive behaviours which are discussed as follows:
1. Deterministic System
This type of system is predictable; the output can be predicted from the input without any error provided
it is operating under a control. Deterministic system can also be referred to as mechanistic. Business and
economic systems do not belong to this category because they are unpredictable. Examples are: a
computer program and a machine producing a component.

2. Probabilistic or Stochastic Systems

In this type of system some conditions of the system can be predicted from their previous behaviours
which are highly probable since there is always an error. This makes it difficult for one to predict the
exactitude of a system in advance. Business and economic systems falls under probabilistic system. For
example, one may predict an average monthly sale of his commodity, but the exact value cannot be
predicted.

3. Self-organizing or Adaptive System

This type of system adapts and reacts to inputs or stimuli. It adapts to its environment by adjusting its
behavior, though the manner of adaptation is not certain and the same inputs do not always yield the
same responses. Examples are social groups, plant and organizations.

4. Coupling and Decoupling (Integration and Disintegration)

If sub-system are integrated or tightly connected, it makes the system complex to understand. And if one
of the sub systems should stop functioning this may affect the whole system. One solution is to decouple
or disintegrate the connection so that the system can operate with degree of independence.

1.7 SYSTEM PLANNING, CONRTOL AND COORDINATION

1.7.1 System Planning
System planning involves allocating resources for a particular task and setting up performance standard
which acts as a laid down rule for a future occurrence. It can also be described as a basic management
function involving formulation of one or more detailed plans to achieve optimum balance of needs or
demands with the available resources. The planning process involves the following:
❖ Identifying the goals or objectives to be achieved
❖ Formulating strategies to achieve them
❖ Arranging or creating the means required, and
❖ Implementing, directing and monitoring all steps in their right sequence
An example of system planning is the budget plan of an organization.

1.7.2 System Control

Control is very crucial in the transformation process of a system. Control is a monitoring process
undertaken to ensure that operations proceed according to plan, and is exercised in organizational
systems by feedback loops. In manufacturing, control refers to a device or mechanism installed or
instituted to guide or regulate the activities or operation of an apparatus, machine, person or system.

Generally, control is carried out using information. Feedback loops gather information on past
performance from the output side of a system, and uses it to govern future performance by adjusting the
input side of the system. The basic elements of control are: plan, measurement, comparison, feedback of
variations and actions (if necessary).

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The study of feedback control is called cybernetics. The general nature of feedback is shown in figure
1.2 which consist of the following:
❖ A process which accepts inputs abd converts them to output.
❖ A sensor, which monitors the state of the process.

Figure 1.2 Feedback Control (Courtesy of Curtis, 1998)

❖ A controller, this accepts data from the sensor and follow standard given externally. The
controller then generates adjustments or decisions, which are fed into it and affect the process.
❖ A comparator which is within the controller compares the sensed data with the standard and
passes an indication of the deviation of the standard from the monitored data to the effectors.
❖ The effector within the controller acts on the basis of the output of the comparator to make an
adjustment to the output from the controller.

Feedback loops gather information on past performance from the output side of a system, and uses it to
govern future performance by adjusting the input side of the system. Feedback can be grouped into two
namely:
❖ Positive Feedback
❖ Negative Feedback

Positive feedback causes a system to repeat or magnify an amendment or an action. Also, it acts in the
same direction as the measured deviation that is it strengthens the way the system is moving. An example
of a positive feedback is a business system where the advertisement budget is linked to sales such that
an increase ahead of the original target causes the advertisement budget to increase or to be sustained.

Negative feedback on the other hand seeks to dampen or reduce fluctuations around a standard. The
corrective action would be in opposite direction of the deviation. For example the production quantities
above the organization’s plan would cause action to be taken in order to reduce production levels by
changing some its inputs, such as the amounts of materials, labour and other relevant resources.
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Feed forward loops on the other hand react to immediate or forthcoming dangers by making adjustments
to the system in advance in order to cope with the problem in good time. Feed forward reflects on style
and insight, and relies heavily on information about the environment to anticipate critical changes in the
non-controllable variables before they have an effect on the system. The essence of feed forward control
is the manager’s ability to sense imminent problems and to take prior corrective action.

1.7.3 System Coordination

System coordination can be described as the synchronization and integration of activities,
responsibilities, command and control structures to ensure that the resources of an organization are used
most efficiently in pursuit of the specified objectives. Along with organizing, monitoring, and
controlling, coordinating is one of the key functions of management.

SUMMARY
A system can be defined as a collection of interrelated components that are connected together in an
organized way with the common purpose of an achieving an objective.

The three basic elements that make up a system are the inputs, processes and outputs.

A system environment refers to whatever lies outside the boundaries of a system or the elements that are
not in the system, while system boundaries are the features used in defining the extent of a system.

Systems can basically be grouped as Closed or Open, Formal or Informal, Physical or Abstract, and
Manual or Automated

Systems can be classified according their predictive behaviours. These are deterministic system,
probabilistic system, self organizing system, coupling and decoupling system.

System planning involves allocating resources for a particular task and setting up performance standard
which acts as a laid down rule for a future occurrence. Control is a monitoring process undertaken to
ensure that operations proceed according to plan. System coordination can be described as the
synchronization and integration of activities, responsibilities, command and control structures to ensure
that the resources of an organization are used most efficiently in pursuit of the specified objectives.

REVIEW QUESTIONS ON CHAPTER ONE

1. (a) Define the term system
(b) State four characteristics of a system.
(c) Differentiate between a system environment and system boundary

2. Briefly explain the following elements of system:

(a) Input (b) Process (c) Output

3. (a) What do you understand by a system

(b) Write short notes on the following system classification
(i) Adaptive System (ii) Probabilistic System
(iii) Deterministic System

4. Distinguish between the following pairs of systems:

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 (a). Closed or Open (b). Formal or Informal
(c). Physical or Abstract (d). Manual or Automated

5. Briefly explain the following terms:

(a) System planning (b) System control
(c) System coordination

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 Chapter 2
Introduction to System Development

Learning Objectives:
After studying this chapter you will be able to:
 Undersatnd the concept of system development
 Explain some of the methods of system development
 Define the term feasibility study and analyze its major categories
 Discuss facts finding methods and the various ways in which an analyst can be used
to gather information

2.1 INTRODUCTION
New computer systems are built to replace existing manual system, and the new systems may
be replaced by another newer system after some time as a solution to some types of challenges
the organization perceives it is facing. These challenges may be one in which the
managements and the employees realizes that the organization is not performing up to
expectation or to probably take advantage of new opportunity to perform more successfully.

The series of steps taken in developing a new system which is expected to be an attempt to
improve on the old system is called the system life cycle. These series of activities are system
analysis, system design, programming testing, conversion and production and maintenance.
In this chapter the general overview of system development and other methods of system
development such as system life cycle will be discussed in detail.

2.2 SYSTEM ANALYSIS AND DESIGN

Before purchasing and installing a computer system in an organization the first thing is to
identify the application areas such as word processing, accounting or budgeting. Also to be
identified are the end users literature in order to know the likely candidate for each of the
application packages.

This approach may work in a small business organization that needs computer assisted
support for its standard procedure. However, the approach may be unsuitable for the
development of a more complex system requiring a great amount of data to process as
obtainable in large organization.

The large organizations are most likely to develop their own systems or pay specialist that will
develop their information system for them. The information specialist identifies the
requirement of the organization and a suitable system is designed that conforms to their
needs. Other needs of system analysis and design include purchasing of the hardware and
installation, and writing of program. The system will be tested and necessary amendments
made. And staff training will be organized.

Finally, after the system is running, continuous maintenance will be carried out which
requires people with different areas of experts.

2.3 GENERAL OVERVIEW OF SYSTEM DEVELOPMENT

The term system development refers to all the series of activities that go into producing an
information system as a solution to the challenge or problem facing the organization. These
activities are:

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(1). Systems Analysis
The term system analysis is a problem solving technique that decomposes a system into its
component pieces for the purpose of studying how well those component parts work and
interact to accomplish their purpose. (Definition Courtesy of Whitten, J. L. et al 2001)

The stage describes the early phase of system development which consists of the definition of
the problem, identifying the cause, specifying the solution and recognizing the information
requirement that must be met by the system solution.

Some other activities involved in this phase are

❖ Feasibility study: Systems analysis also involves a feasibility study which is to
determine whether the solution is feasible or achievable given the organization
resources and other constraints.

❖ Information Requirement: This is the most difficult aspect of the system analysis
which defines the specific information requirement that must be met by the system
solution selected. In most level the basic information requirements of a new system
involves identifying who needs what information where, when and how. Requirement
analysis also states the objectives of a new or improved system, economic, technical
and time constraints, as well as the organization goals, procedures, and decision
processes.

(2). System Design

This is also referred to as systems synthesis and is a complementary problem -solving
technique to system analysis that reassembles system’s component pieces into a complete
system which is hoped to be an enhanced system. Systems design details how a system will
meet the information requirements as determined by the systems analysis. This may involve
adding, deleting and changing component pieces relative to the original system.

The design of an information system can be sub-divided into logical and physical design
specification.
❖ Logical Design: This spells out the component parts of the system and their
relationship to one another as they would appear to users. Logical design also describes
the control input, outputs and processing actions to be performed and controls that
the system solution will do logically and not the physical implementation.

❖ Physical Design: This is the process of transforming the abstract logical design into
the required technical design as the new system. Physical design also provides the
specifications for hardware, software, manual procedure and transformation of the
abstract logical design into a functioning system.

(3). Programming
At this stage the design specifications that were prepared during the design stage are now
translated into program code required by the machine.

(4). Testing
Testing provides the answer to the problem “will the system produce the desired result under
known conditions”? Comprehensive testing must be carried out on the designed system to
ascertain whether it produces the right results. Testing is a time consuming exercise, and
costly because as much as fifty percent of the entire development budget may be spent at this
stage. Testing has to be carefully prepared, result reviewed and correction made where
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necessary. In some cases part of the system may have to be redesigned. Testing an information
system can be grouped into three activities.

❖ Unit Testing: This is also referred to as program testing. It is the process of testing,
each unit or program that makes up a system separately. The purpose of this testing
is to guarantee that programs are error free, but this may be practically difficult to
achieve.

❖ System Testing: It involves testing the functioning information system as a whole

whether the units or modules will function together as planned. Some examined areas
include performance time, capacity for file storage, recovery and restart capabilities.
❖ Acceptance Testing: This test provides final clearance or certification that the system
can commence operation in a production setting. Systems tests are evaluated by end-
users and reviewed by the management. When all parties are satisfied with the new
system that it conforms to their specifications and standards, it is then formally
accepted for installation.

(5). Conversion
This is the process of changing from the older existing system to the newly developed system.
Conversion provides an answer to the question. “Will the new system work under real
conditions?” There are four major conversion strategies that can be used.
❖ Parallel Strategy: This strategy involves bringing both the old system and its potential
replacement to run together for some time until everyone is assured that the new
system is functioning correctly. This mode of conversion is the safest approach because
in case there is any error or processing disruption with the new system, one can easily
reverses back to the old system. Although, the strategy is very expensive since
additional staff or resources may be needed for the entire system.

❖ Direct Cutover Strategy: This is a very risky conversion method where the new system
completely replaces the old one. There will be no other system to fall back if there is
any problem with the new system.

❖ Pilot Study Strategy: In this method of conversion, new system is introduced to a

limited area in the organization until it is proved to be functional.

❖ Phased Approach Strategy: This introduces the new system in stages, either by
function or by organizational units. For example, if it is by function, a newly introduced
payroll system may start with casual or hourly workers that are paid daily, later those
paid weekly, followed by those paid monthly. If the system is introduced by
organizational unit, the head office might be converted first, followed by regional office
and later their branches.

(6). Production and Maintenance

Production is the next stage after the new system has been installed and the conversion
completed. During this time the system is reviewed by the end-users and technical specialists
to determine how well it has met its original goals. The changes in hardware, software,
documentation or procedure for production system to correct errors, meet new requirements,
or improve processing efficiency are termed maintenance.

REVIEW QUESTIONS ON CHAPTER TWO

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