What is the system life cycle?

 The system life cycle is a structured process that guides

the planning, creation, testing, and deployment of an information system
 Ensures systems are systematically developed, meeting needs of
stakeholders, minimising risks and maximising efficiency
 The first stage is analysis, the purpose is to:
o Gather detailed requirements from stakeholders and analyse them to
understand what the system should accomplish

Research Methods
What are research methods?

 Research methods are different ways a systems analyst could analyse the
current IT system in order to help understand the state of the current
system
 Research methods enable an analyst to identify areas for improvement
 There are four main research methods:

Observation

 Watching users interact with the current system to see how it acts/works

Questionnaires

 A structured set of pre-determined questions to enable an analyst to get the

views of the existing system from:
o Workforce
o Clients
o Other system users

Interviews

 One-to-one question and answer sessions to enable an analyst to dig deeper

in to the views of existing users of the system

Looking at existing system (including paperwork)

 A full look at the state of the existing system including:

o Checking training manuals
o How paperwork is filed
o Operational instructions
o Accounts etc.
 Helps an analyst to identify the scale of the a problem, memory
requirements and any input/output devices
 Research method Advantages Disadvantages
 Reliable data
 Inexpensive  People don't always behave in
Observation  Good for getting an overall picture of the same way under observation
existing system

 Quick  Can't ask follow up questions

 Inexpensive  Low response rate
Questionnaires
 Can be anonymous  Answers might be vague

 Time consuming
 Can monitor body language and facial
 Cannot remain anonymous
queues
 Employees may be
 Gives employees an opportunity to
Interviews uncomfortable and not give
express opinions in safe environment
honest responses in fear of
 Can change questions based on responses
repercussions

 Obtain information that can't be obtained  Time consuming which can be

Looking at existing
from other methods costly
system

Analyse Current System

How do you analyse the current system?

 To fully analyse the current system , there are a number of key aspects that
must be identified, these include:
o Inputs: data or information entered into the system
o Outputs: data or information generated by the system
o Processing: tasks performed by the system on the inputs to produce the
outputs
o Problems: issues that users face with the current system
o User requirements: what users need from the new system
o Information requirements: data or information the new system must
process
 Data flow diagrams (DFDs) are useful for analysts to understand the inputs,
outputs and processing in the existing system
 A requirements specification is drawn up from the results of the analysis
o How the new system will work, be deployed and a time scale

Hardware and software selection

 Identify suitable hardware

o Consider system requirements, compatibility, and cost
o Justify choices based on user needs and system performance
 Identify suitable software
o Consider functionality, compatibility, and ease of use
o Justify choices based on user requirements and system efficiency
The second stage is design, the purpose is to:

o Develop architectural blueprints for the system, including database

design, user interfaces, and system interfaces.

File/Data Structures
What are file/data structures?

 File structures are considered during the design stage of the systems life cycle
and consist of defining:
o Field names
o Filed lengths
o Data types
o Primary keys
 A file consists of records and records are made up of fields
 Each record is identified by its unique primary key field

Data types

Data type Description Examples

Usernames, postcodes,
Alphanumeric Stores a combination of characters (letters or text) and numeric dataproduct codes, phone
numbers
Character A single letter/symbol A, B ,C etc.
Stores a combination of characters (letters, text, symbols, special
Text This_is_an_example
characters etc.) and numeric data
Boolean Stores data in a Yes/No or True/False format Y or N
Stores numerical data: 100

 Integers 1.50
Numeric  Decimals
 Currency £2.99
 Date/Time
18/05/2024 or 14:58
Case Study

A file structure for records containing information about cars

Field name Field length Data type Primary key?

Car_ID 6 Alphanumeric Yes
Year 4 Numeric: integer No
Make 20 Text No
Model 20 Text No
Cost 6 Numeric: currency No
Sold 1 Character No
Validation Routines
What are validation routines?

 Validation routines are checks placed on data being entered to ensure it

matches the design of the system
 Validation routines prevent errors and maintain data integrity

Validation
Description Examples
routine
For children aged between 5 and 10,
Ensures the data entered as a number falls within
Range check checks to make sure numbers <5 and >10
a particular range
are not accepted
Password must be a minimum of 8
Length check Checks the length of a string characters, checks to make sure the length
is >=8
Enter distance in whole miles, checks to
Type check Check the data type of a field
make sure decimals are not accepted
Ensures that the data has been entered in Enter date of birth (DD/MM/YY), check
Format check
the correct format to make sure the format is correct
Looks to see if any data has been entered in a Enter your username ,check to make sure
Presence check
field the filed has not been left blank
Barcodes
Check digits are numerical values that are
Check digit
the final digit of a larger code

Input & Output Formats

What are input and output formats?

 Input and output formats are design considerations for how data is
captured from (input) and displayed to (output) the users of a system

Input formats

 A data capture form is used to collect data from a user in a structured format
 Data capture forms should aid the collection of data by:
 o Having a user-friendly layout - short, visually appealing, logical flow
o Providing clear instructions - concise instructions at the beginning
o Using appropriate question types - multiple choice, drop downs,
checkboxes etc.
o Using validation routines

Output formats
  Showing the results of processing either paper-based on on a screen should
consider:
o Screen layouts: how information is presented to users on a screen
o Report layouts: how information is organised in a printed or digital report
o Readability, visual appeal, and efficient use of space


 The third stage is testing, the purpose is to:
o Verify that the system meets all requirements, functions correctly, and
is free of bugs through various testing methods.

Test Strategies
What are test strategies?

 A test strategy is a method of testing a completed system to ensure all parts

work as intended
 Systems are designed in a modular format
 Each module needs to be tested independently
 Testing is done again once all modules are joined together
 The results of testing may indicate changes need to be made, testing is
repeated once all changes have been made

Test designs

Test design Why?

Data structures Test all data is stored correctly
File structures Test all data is stored in the correct format
Input formats Test that data can be entered correctly
Output formats Tests that screen output and reports are in the correct format
Validation routines Tests that the system rejects unreasonable data being inputted
Test plans

 A test plan is designed and implemented to ensure thorough testing of a

system, it includes:
o Test data: specific data used for testing purposes
o Expected outcomes: predicted results based on test data
o Actual outcomes: results obtained from testing
o Remedial action: steps taken to fix identified issues

Test Data
What is test data?

 Test data is specific data used for testing purposes

 There are four main categories of test data that would be used whilst performing
final testing on a system
o Normal
 o Extreme
o Abnormal
o Live

Normal data

 Normal test data is data that should be accepted in the system

 Normal data has a known outcome

Extreme data

 Extreme data is data that is on the limits of what is acceptable

Abnormal data

 Abnormal data is data outside of the limits of what is acceptable

 Abnormal data should be rejected by the system

Live data

 Live data is data from the old system used on the new system
 Live data has known outcomes, so it can be compared to the new system to
ensure the new system works

 The fourth stage is implementation, the purpose is to:

o Deploy the system to the production environment and ensure all
components work together in the live setting.

scenario Title: __________________________________________

Group Members: __________________________________________

Instructions:

For each field in the system, identify the type of data you would use (normal, abnormal, or
extreme), the type of testing (unit, integration, system, or user acceptance), and the expected
result.

Test Field Test Data Type Testing Type Expected

No. Name Data (Normal/Abnormal/Extreme) (Unit/System/etc.) Result
1
2
3
4
5

Reflection Questions:

1. Which test case do you think is most important? Why?

2. How does testing help improve the quality of a system?

3. Can you think of a real-life situation where poor testing caused problems?

System Implementation
What is system implementation?

 System implementation is a process that happens after a system has been

fully tested and is working correctly
 Implementation happens in two stages:
o Data is transferred from old to new system
o System changeover
 A changeover is moving from the old system to the new system
 A Changeover can occur in four different ways
o Direct
o Parallel
o Pilot running
o Phased

Direct changeover
 The old system is replaced by the new system immediately
 Used when quick implementation is necessary
Parallel running
 Both old and new systems run simultaneously for a period before the old
system is phased out
 Used when a smooth transition with minimal risk is required
Pilot running
 The new system is implemented in a small, controlled environment before
full-scale implementation
 Used when testing the new system in a real-world setting
Phased implementation
  The new system is implemented in stages, with each stage replacing a part of
the old system
 Used when a gradual transition is preferred to minimise disruption

Implementation Advantages Disadvantages

 High risk of failure
 Fast implementation  No fallback
 Cost-effective as only one system is in  Users can't be trained on the
Direct changeover
operation new system
 No backup of the system

 Lower risk  Time-consuming

Parallel running  Easy comparison of systems  Resource-intensive

 Slower implementation
 Low risk as only trialled in one  Potential inconsistencies
department/centre/branch  Confusion as there are 2
 Allows for fine-tuning systems in use
Pilot running
 Staff have time to train with the new system  No backup for the
 Few errors as it's fully tested department/centre/branch
using the new system

 Reduced risk  Takes longer

Phased implementation  Easier to manage  Potential compatibility issues

Field Input Issue Detected Suggested Validation Validation Type

Date of Birth 20-04-2025 Invalid format Use format DD/MM/YYYY Format Check
Age 156 Unrealistic value Range 0–100 Range Check
Name Missing input Field required Presence Check
Email Address usermail.com Missing "@" symbol Must match email pattern Format Check

Technical Documentation
What is technical documentation?

Technical documentation is detailed information on the system's inner workings and

programming for developers and IT staff

Technical documentation enables the system to be:

Maintained, Repaired, Updated

 Technical documentation includes:
Purpose of the system/program Explanation of the system's intended function and goals
Limitations Known constraints or issues with the system
Program listing The code or scripts used in the system
Program language The programming language used to develop the system
Visual representations or descriptions of the system's logic and
Program flowcharts/algorithms
processes
Visual representations of the interactions between system
System flowcharts
components
Hardware & software requirements Necessary equipment and software to run the system
File structures Organisation and layout of the system's files and data
Collection of variables used within the system, including their
List of variables
names and purposes
Input format Structure and format for entering data into the system
Output format Structure and format for presenting data generated by the system
Sample runs/test runs Examples of system operation, including input and expected output
Techniques used to check and confirm the accuracy of data
Validation routines
entered into the system
User Documentation
What is user documentation?

User documentation is instructions and guidance for end-users on how to operate the
system

User documentation enables end-users to effectively use the system and overcome problems

User documentation includes:

Purpose of the system Explanation of the system's intended function and goals
Limitations Known constraints or issues with the system
Hardware & software requirements Necessary equipment and software to run the system
Loading/running/installing software Instructions for setting up the system on user devices
Saving files Procedures for storing data within the system
Printing data Steps to produce hard copies of system data
Adding records Instructions for creating new entries in the system
Guidelines for modifying or removing existing entries in the
Deleting/editing records
system
Input format Structure and format for entering data into the system
Output format Structure and format for presenting data generated by the system
Examples of system operation, including input and expected
Sample runs
output
Error messages Explanations of system warnings and error notifications
Error handling Steps to resolve issues and errors within the system
Troubleshooting guide/helpline Assistance for diagnosing and addressing common problems
Frequently asked questions Answers to common user inquiries
Glossary of terms Definitions of key terms and concepts related to the system
• Implementation stage: change over from old system to new system by 4 common
methods :
• Direct : Old system stopped overnight / replaced with new system immediately
( immediate benefits / reduce cost / but may be disaster
• Parallel : two systems running side by side until new system take over ( old system
working in case new system filed – train staff gradually / but more expensive / Time
consuming
• Pilot : The new system introduced in one part of company before whole company ( if
failed only one part affected / train staff in one area / less cost / but take time to
implement
• Phased : Only one part from the system introduce for all fully check the system / but
more expensive / time consuming

• Documentation : produce user documentation ( for end user ) and technical

documentation ( for developers / programmers
• User documentation: include.. how to ( load/ save / install / run /search / query / sort /
print out / add / delete )- purpose from the system / hardware and software
requirements / Error handling / trouble shooting guide / log-in and out / error messages
meaning / glossary of terms / limitation of the system / sample run with result.
• Technical documentation: include.. program coding and listing / computer language
used / program and system flowchart / purpose from the system / limitation of the
system / input formats / hardware and software requirements / known bugs of the
system / list of variables / file structure / sample run with result / output format /
validation rules / error messages and it meaning.
• Evaluation : evaluate the implemented system to see if the system resolved the issues
• The main evaluation points : Compare final solution with the requirements / Identify
any limitations or necessary improvements needs / Evaluate the user’s responses /
Compare results and performance for new system with old system / Interview users to
gather responses about new system / questionnaires to gather responses
• Results from evaluation :
 Update Hardware: user feedback / new hardware in the market /
changes in the company
Update software : changes in the company structure / changes in legalization