Systems analysis

and design
 Starter

https://www.youtube.com/watch?v=u7B3X-fbpAU
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.
 Analysis techniques
The methods are observation, questionnaires, interviews and Collecting Documents.
OBSERVATION
 Involves watching personnel using the existing system to find out exactly how it works.

Advantages
 The analyst can obtain reliable information about the current system.
 Information will not be biased as it’s the analyst’s point of view.
 It is a relatively inexpensive method

Disadvantages
 Some employees may feel uncomfortable being observed
 Employees may perform differently if they know they are being observed.
 Analysis techniques
Interview
People who use the system are interviewed to gauge their feedback.
Advantages
 Can ask open ended questions to gauge for more feedback.
 Questions can be modified during interview.
 It is a good method if the analyst wants to probe deeply into one specific aspect of
the existing system.
Disadvantages
 It is relatively expensive, due to the use of the analyst’s time.
 The interviewee cannot remain anonymous.
 It can be rather time consuming.
 Analysis techniques
Questionnaire
Questionnaires are distributed to employees/ customers to find out a range of opinions
about the current system.

Advantages
 The questions can be answered quite quickly.
 It is a relatively inexpensive method.
 Individuals can remain anonymous if they want.
 It allows quick analysis of the data.

Disadvantages
 Questionnaires may not be completed accurately.
 May not be all returned.
 Can not expand or clarify answers to questions.
Analysis techniques
Collecting Documents
Existing documentation for the current system is analysed to identify what data is
inputted and outputted.

Advantages
 Analyst's can see how current the paper system operates.
 Can obtain information critical to the system.

Disadvantages
 It can be a time consuming process.
 Due to the amount of time required this is a costly method.
Design
Verification
Verification is a way of preventing errors when data is copied from one medium to
another (e.g. from paper to disk/CD). There are two common ways that verification
checks are carried out:

 Double entry: in this method, data is entered twice, using two different people.
The computer compares the two entries, either after data entry or during the
data entry process and identifies any differences.

 Visual check: this is the checking for errors by comparing entered data on the
screen with the data in the original document (this is not the same as proof
reading).
Validation
Validation is a process where data is checked to see if it satisfies certain criteria/rules/protocols
when input into a computer, for example to see if the data falls within accepted boundaries.

Types of validation checks :

 Range check.
 Length check.
 Type check.
 Format check.
 Limit check.
 Presence check.
 Consistency check.
 Check digit
Validation check

Validation check Description Example/s

Range check Checks whether data is A person’s age should be

within given/acceptable in the range > 0 but < 150.
values

Length check Checks if the input data If a field needs six digits then
contains the required inputting a five- or seven-
number of characters. digit number, for example,
should cause an error
message.
Validation check

Validation check Description Example/s

Type check Checks that the input data A person’s name should not
does not contain invalid contain any numbers but a
characters. person’s height should only
contain digits.

Format/picture check Checks that data is in a Date should be in the form

specific format. dd/mm/yyyy.
Validation check

Validation check Description Example/s

Limit check Like range check except that Input data must be > 10.
only one of the limits
(boundaries) is checked.

Presence check Checks if data is actually In an electronic form, a

present and has not been person’s telephone number
missed out. may be a required field and
if no data is present this
should give rise to an error
message.
Validation check
Validation check Description Example/s

Consistency check Checks if fields correspond If ‘Mr’ has been typed into a
(tie up) with each other. field called title then the
gender field must contain
either ‘M’ or ‘Male’.

Check digit Looks at an extra digit which Check digits can identify
is calculated from the digits three types of error:
of a number and then put on ● if two digits have been
the end of the number. inverted during input, e.g.
13597 instead of 13579
● an incorrect digit entered
twice, e.g. 13559 typed in
instead of 13579
● a digit missed out
altogether, e.g. 1359 typed in
instead of 13579.
Development & Testing
Development
Create the file structure:
• Field Names
• (To store specific data)
• Set Specific Data Types
Validation Techniques:
• Validation rules will ensure the
correct data is entered into the fields.
Development & Testing
Development
User Interface:
• The user interface will allow the user
to interact with the system and input
data.
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).
 TESTING

Lesson Objectives

 Describe testing using normal data including definition and examples

 Describe testing using abnormal data including definition and

examples

 Describe testing using extreme data including definition and

examples
TESTING
Testing take place to ensure all components of
the system are working correctly before the
system is implemented.
• Software systems are developed in Modular
form which means each part of the system is
developed separately by the programmer.
• This allows each module of the system to be
tested separately once it has been
developed.
• If errors are found in the modules or full
program then then modifications will be
made to the system.
TESTING
 Testing of each module needs to be done to ensure each one functions correctly on its
own.
 Testing will use many different types of data, which will fall into one of three categories:
normal, extreme or abnormal.
TESTING
Normal: this is data which is acceptable/valid and has an expected (known)
outcome, e.g. the month can be any whole number in the range 1 to 12.

Extreme: this is data at the limits of acceptability/validity, e.g. the month can be
either of the two end values i.e. 1 or 12.

Abnormal: this is data outside the limits of acceptability/validity and should be

rejected or cause an error message. For example, all the following values are not
allowed as inputs for the month:
● negative numbers (e.g. –1, –15)
● any value greater than 12 (e.g. 32, 45)
● non-integer values (e.g. 3.5, 10.75).
Implementation
 Once the system is fully tested, the next stage is to fully implement it.
Some of the stages in this process include:
 Train staff on the new system.
 Transfer paper files or electronic files to the new system.
 Changeover to the new system :
 Direct changeover.
 Parallel running.
 Pilot implementation.
 Phased implementation.
Direct Changeover
 The existing system is stopped and replaced by the new system
immediately.
 The data that was inputted into existing system is now inputted
into the new system
Advantages Disadvantages

 The benefits are immediate.  If the new system fails, then old system is
 Costs are reduced – since only one system is not available to fall back to.
used there is no need to pay for two sets of  There may not be enough time to provide
staff. training to employees.
 There is less likelihood of a malfunction since
the new system will have been fully tested.
 This method can be disastrous if the new
system fails.
Parallel Running
• The existing and new system work together for a period until the
new system fully takes over.
• Data is inputted into both systems whilst they are running at the
same time.
Advantages Disadvantages

 If the new system fails, the old system  It is more expensive than direct
is still available as a back-up. changeover, since extra staff are
 It is possible to train staff gradually. needed to run both systems
 Staff have time to get used to the new together.
system.
Pilot Running
• The new system is piloted (trialed) in one part (department) of
an organisation. If the pilot is successful, then it will be
implemented across all departments.
Advantages Disadvantages
 If the new system fails, only one part
of the company is affected.  It is more expensive than direct
 It is possible to train staff in one area changeover, since each pilot scheme
only, which is much faster and less needs to be evaluated before the
costly than parallel running. next stage is introduced.
 The costs are also less than parallel
running, since only one part of the
system is being used in the pilot.
Phased Implementation
• The new system is gradually introduced. When parts of the new
system are working at a satisfactory level then more elements of
the system are phased in.
• Eventually the old system will be phased out over a period.

Advantages Disadvantages

 If the latest part fails, it is only  This is more expensive than direct
necessary to go back in the system to changeover, since it is necessary to
the point of failure, hence failure is evaluate each phase before moving
not disastrous. to the next stage.
 It is possible to ensure the system
works properly before expanding.
Documentation
 Once the new system is fully developed, a considerable amount of
documentation needs to be produced :
a) for the end user (User Documentation/Manual )
b) for people who may need to modify or develop the system
further at some later stage (Technical Documentation).
User Documentation
The user documentation is intended to help the users of the system.
User documentation usually includes:
 List of minimum hardware and software required to use the system.
 How to install the system .
 How to start / stop the system.
 How to use the features of the system .
 Screenshots showing the system in typical use .
 Example inputs and outputs .
 Explanations of any error messages that might be shown .
 A troubleshooting guide
Technical Documentation
The maintainers are usually technical people, who need to know exactly how the
system works.
Technical documentation usually includes:
 Details of the hardware and software required for the system.
 Details of data structures (data types, field names, etc.)
 Details of expected inputs.
 Details of validation checks.
 Details of how data is processed.
 Diagrams showing how data moves through the system.
 Flowcharts describing how the system works.
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 requirements specification to
see whether the new system has resolved the issues of the previous system and
met the requirements stated in the design.

Identify any limitations

Compare the solution Evaluate the users’
and necessary
with the original task responses to the results
improvements to the
requirements. of testing the system.
system.
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