Week1.pdf

Course Module: Week 1 - Introduction to Information Systems Week: 1 Duration: 3hours Learning Objectives: After the completion of the chapter, students should be able to: 1. Define what is the definition, concepts of information systems; 2. Identify the principles of informati...

Course Module: Week 1 - Introduction to Information Systems Week: 1 Duration: 3hours Learning Objectives: After the completion of the chapter, students should be able to: 1. Define what is the definition, concepts of information systems; 2. Identify the principles of information systems, and players in the system game, roles of system analyst 3. Describe the roles and skills required of a system analyst and system designer. Module Outline 1. Introduction to System Analysis and Design o Definition of System o Major Components of System o Types of Information System o General System Principles o Player in the System Game o Overview of the SDLC o Roles and Required Skills ▪ System Analyst ▪ System Designer 2. Assessment 3. Conclusion and Q&A Detailed Content 1. Introduction to System Analysis and Design Definition of System ▪ a collection of interrelated components or elements that work together to achieve a specific goal or purpose. Systems can be found in various contexts, including natural, social, and technological environments. o System Analysis Definition: System analysis is the process of studying and understanding the requirements of a system to identify problems and opportunities for improvement. It involves gathering and analyzing information to determine what the system needs to accomplish.  Key Activities: ▪ Requirements Gathering: Collecting information from stakeholders through interviews, surveys, and observations to understand their needs and expectations. ▪ Feasibility Study: Assessing the technical, economic, and operational feasibility of proposed solutions to ensure they are viable. ▪ Modeling: Creating models (such as data flow diagrams, entity-relationship diagrams, and use case diagrams) to represent the system's processes and data structures. ▪ Identifying Problems: Analyzing existing systems to identify inefficiencies, bottlenecks, and areas for improvement. ▪ Documentation: Documenting the findings, requirements, and models to create a clear understanding of what the system should achieve. System Design Definition: System design is the process of defining the architecture, components, modules, interfaces, and data for a system to satisfy specified requirements. It translates the requirements identified during the analysis phase into a blueprint for building the system. Key Activities: ▪ Architecture Design: Defining the overall structure of the system, including hardware, software, and network components. ▪ Detailed Design Specifications: Creating detailed design documents that outline how each component will function, including user interfaces, data structures, and system processes. ▪ Database Design: Designing the database schema and data models to support data storage and retrieval needs. ▪ User Interface Design: Designing user interfaces that are intuitive and user- friendly. ▪ Prototyping: Developing prototypes or mock-ups to visualize design concepts and gather feedback from stakeholders. ▪ Integration Planning: Planning how different system components will interact and integrate with existing systems. o Relationship Between System Analysis and System Design ▪ Sequential Process: System analysis typically precedes system design. The analysis phase identifies what the system needs to do, while the design phase focuses on how to achieve those requirements. ▪ Interdependence: The findings from the analysis phase directly inform the design decisions. A thorough analysis ensures that the design is aligned with user needs and business goals.  ▪ Documentation: Both phases produce documentation that serves as a reference for stakeholders and guides the development process. o Major Components of System ▪ Interrelationships: The components of a system are interconnected, meaning that the behavior or state of one component can affect others. This interdependence is crucial for the system's overall functionality. ▪ Purpose: Every system is designed to achieve a specific goal or function. This purpose drives the design and operation of the system. ▪ Inputs and Outputs: Systems typically receive inputs from their environment, process those inputs, and produce outputs. For example, in an information system, data is inputted, processed, and then outputted as information. ▪ Feedback Mechanisms: Many systems include feedback loops that allow them to adjust and adapt based on the outputs they produce. This feedback can help maintain stability or improve performance. o Types of Systems: Systems can be categorized in various ways, such as: 1. Open vs. Closed Systems: Open systems interact with their environment, while closed systems do not. 2. Physical vs. Abstract Systems: Physical systems consist of tangible components, while abstract systems may involve concepts, processes, or methodologies. 3. Simple vs. Complex Systems: Simple systems have few components and interactions, while complex systems have many interrelated parts and behaviors. o Types of Information System Information systems can be categorized into several types based on their functions, users, and the nature of the information they handle. ▪ Transaction Processing Systems (TPS): These systems handle day-to-day transactions of an organization, such as sales, receipts, cash deposits, payroll, and inventory management. They are designed to process large volumes of routine transactions quickly and accurately. ▪ Management Information Systems (MIS): MIS provide managers with tools to organize, evaluate, and manage departments within an organization. They typically generate reports based on data collected from TPS and help in decision-making processes. ▪ Decision Support Systems (DSS): DSS assist in making decisions by analyzing large volumes of data and providing insights. They often use data from MIS and external sources to support complex decision-making scenarios.  ▪ Executive Information Systems (EIS): EIS are specialized systems designed for senior executives to provide easy access to internal and external information relevant to their strategic goals. They often feature dashboards and visualization tools to present data in a user-friendly manner. ▪ Customer Relationship Management Systems (CRM): CRM systems help organizations manage interactions with current and potential customers. They store customer data, track sales, and manage marketing campaigns to improve customer service and satisfaction. ▪ Enterprise Resource Planning Systems (ERP): ERP systems integrate various business processes and functions into a single comprehensive system. They facilitate the flow of information across different departments, such as finance, HR, manufacturing, and supply chain management. ▪ Knowledge Management Systems (KMS): KMS are designed to facilitate the organization, sharing, and analysis of knowledge within an organization. They help in capturing and disseminating knowledge to improve decision-making and innovation. ▪ Supply Chain Management Systems (SCM): SCM systems manage the flow of goods, information, and finances as products move from supplier to manufacturer to wholesaler to retailer to consumer. They help optimize supply chain operations and improve efficiency. ▪ Human Resource Management Systems (HRMS): HRMS are used to manage employee data, recruitment, payroll, performance evaluation, and benefits administration.They streamline HR processes and improve employee management. ▪ Content Management Systems (CMS): CMS are used to create, manage, and modify digital content, often for websites and online platforms. They allow users to publish and organize content without needing extensive technical knowledge. o General System Principles The general system principles are foundational concepts that help in understanding how systems operate and interact. Here are some key general system principles: 1. Holism: - A system should be viewed as a whole rather than just a collection of its parts. The interactions and relationships between components are crucial for understanding the system's behavior. 2. Interdependence:  - The components of a system are interdependent, meaning that a change in one part of the system can affect other parts. This principle emphasizes the importance of understanding the relationships within the system. 3. Feedback: - Systems often include feedback mechanisms that allow them to adjust and adapt based on their outputs. Feedback can be positive (enhancing change) or negative (counteracting change) and is essential for maintaining stability. 4. Boundaries: - Every system has defined boundaries that distinguish it from its environment. Understanding these boundaries is important for identifying what is included in the system and what is external to it. 5. Environment: - Systems exist within an environment that can influence their operation. The environment includes external factors that can affect the system's performance and behavior. 6. Hierarchy: - Systems can be organized into hierarchies, where larger systems are composed of smaller subsystems. This principle helps in understanding the complexity of systems and their organization. 7. Equifinality: - A system can reach the same final state from different initial conditions and through different paths. This principle highlights the flexibility and adaptability of systems. These principles provide a framework for analyzing and designing systems, helping to ensure that all relevant factors are considered in the development and management of complex systems. o Player in the System Game In the context of systems analysis and design, the "players" in the system game refer to the various stakeholders and roles involved in the development and implementation of a system. Here are the key players typically identified, along with their page references from the provided document: ▪ Users: Users are the individuals who will interact with the system on a daily basis. They provide input on requirements and help ensure that the system meets their needs. ▪ Business Analysts: Business analysts focus on understanding the business needs and requirements. They act as a bridge between the stakeholders and the technical team, ensuring that the system aligns with business goals. ▪ Systems Analysts: Systems analysts are responsible for the technical aspects of system design and implementation. They analyze requirements,  design system architecture, and ensure that the system functions as intended. ▪ Project Managers: Project managers oversee the entire project, ensuring that it is completed on time, within budget, and meets the specified requirements. They coordinate the efforts of all players involved in the project. ▪ Developers: Developers are responsible for writing the code and building the system based on the specifications provided by the systems analysts. They play a crucial role in the technical implementation of the system. ▪ Quality Assurance (QA) Testers: QA testers are responsible for testing the system to identify any defects or issues before it is deployed. They ensure that the system meets quality standards and functions correctly. ▪ Stakeholders: Stakeholders include anyone with an interest in the system, such as management, investors, and regulatory bodies. Their input and approval are often necessary for the project's success. ▪ Technical Support Staff: Technical support staff provide assistance and maintenance for the system after it is implemented. They help users troubleshoot issues and ensure the system operates smoothly. These players each have distinct roles and responsibilities, and their collaboration is essential for the successful development and implementation of a system. o Overview of the SDLC The Systems Development Life Cycle (SDLC) is a structured process used for developing information systems. It outlines the stages involved in the planning, creation, testing, and deployment of a system. Here’s an overview of the SDLC, including its phases and key activities: ▪ Planning: This initial phase involves defining the scope of the project, identifying stakeholders, and determining the feasibility of the project. It sets the foundation for the entire development process. Key Activities: Project charter creation, feasibility studies, resource allocation. ▪ Analysis: In this phase, the requirements of the system are gathered and analyzed. This includes understanding user needs, business processes, and system requirements. Key Activities: Requirements gathering, use case development, logical data modeling, and documentation of business requirements. ▪ Design: The design phase translates the requirements into a blueprint for building the system. This includes architectural design, interface design, and database design.  Key Activities: Creating design specifications, system architecture design, and hardware/software selection. ▪ Development: During this phase, the actual coding and building of the system take place. Developers create the software based on the design specifications. Key Activities: Coding, unit testing, and integration of system components. ▪ Testing: The testing phase involves verifying that the system meets the specified requirements and identifying any defects. Various types of testing (e.g., functional, performance, security) are conducted. Key Activities: System testing, user acceptance testing (UAT), and bug fixing. ▪ Implementation: In this phase, the system is deployed to the production environment. This may involve user training, data migration, and system configuration. Key Activities: Deployment planning, user training, and system rollout. ▪ Maintenance: After implementation, the system enters the maintenance phase, where it is monitored and updated as needed. This includes fixing issues, making enhancements, and ensuring the system continues to meet user needs. Key Activities: Ongoing support, system updates, and performance monitoring. The SDLC is iterative, meaning that feedback from later phases can lead to revisiting earlier phases to refine and improve the system. This structured approach helps ensure that the final product is of high quality and meets the needs of its users. 2. Roles and Required Skills o System Analyst The role of a systems analyst is crucial in the development and implementation of information systems. They act as a bridge between business needs and technical solutions. Here are the key roles and required skills of a systems analyst: Roles: ▪ Requirements Gathering: Collect and analyze business requirements from stakeholders to understand their needs and expectations. ▪ System Design: Create detailed specifications and design documents that outline how the system will function and meet business requirements.  ▪ Process Modeling: Develop models (such as data flow diagrams and entity- relationship diagrams) to represent the system's processes and data structures. ▪ Feasibility Analysis: Assess the feasibility of proposed solutions in terms of technical, economic, and operational aspects. ▪ Collaboration: Work closely with project managers, developers, and other stakeholders to ensure that the system is developed according to specifications. ▪ Testing and Validation: Participate in system testing to ensure that the system meets the defined requirements and functions correctly. ▪ User Training and Support: Provide training and support to end-users to help them understand and effectively use the new system. ▪ Documentation: Create and maintain documentation related to system requirements, design specifications, and user manuals. Required Skills of a Systems Analyst: ▪ Analytical Skills: Ability to analyze complex problems, identify solutions, and make data-driven decisions. ▪ Technical Proficiency: Knowledge of programming languages, database management, and software development methodologies. ▪ Communication Skills: Strong verbal and written communication skills to effectively convey information to both technical and non-technical stakeholders. ▪ Interpersonal Skills: Ability to work collaboratively with diverse teams and build relationships with stakeholders. ▪ Problem-Solving Skills: Capability to identify issues and develop effective solutions in a timely manner. ▪ Project Management: Understanding of project management principles to help manage timelines, resources, and deliverables. ▪ Attention to Detail: Meticulousness in documenting requirements and specifications to ensure accuracy and completeness. ▪ Adaptability: Willingness to learn new technologies and adapt to changing business needs and environments. ▪ Business Acumen: Understanding of the business domain and industry in which the organization operates to align technical solutions with business goals. These roles and skills are essential for a systems analyst to effectively contribute to the successful development and implementation of information systems. o System Designer The role of a system designer is critical in the development of information systems, as they focus on creating the architecture and design specifications that guide the development process. Here are the key roles and required skills of a system designer: Roles of a System Designer: System Architecture Design: Define the overall structure of the system, including hardware, software, and network components, to ensure they work together effectively. Detailed Design Specifications: Create detailed design documents that outline how each component of the system will function, including user interfaces, data structures, and system processes. Integration Planning: Plan how different system components will interact and integrate with existing systems or third-party applications. User Interface Design: Design user interfaces that are intuitive and user-friendly, ensuring a positive user experience. Database Design: Develop the database schema and data models to support the system's data storage and retrieval needs. Prototyping: Create prototypes or mock-ups of the system to visualize design concepts and gather feedback from stakeholders. Collaboration with Developers: Work closely with developers to ensure that the system is built according to the design specifications and to address any technical challenges that arise. Documentation: Maintain comprehensive documentation of design decisions, specifications, and architectural diagrams for future reference and maintenance. Performance Optimization: Analyze system performance and make design adjustments to improve efficiency, scalability, and reliability. Required Skills of a System Designer: Technical Proficiency: Strong knowledge of programming languages, software development frameworks, and database management systems. Design Skills: Proficiency in design methodologies and tools, including UML (Unified Modeling Language) and various modeling techniques. Analytical Skills: Ability to analyze complex systems and identify design solutions that meet both functional and non-functional requirements. Problem-Solving Skills: Capability to troubleshoot design issues and develop effective solutions.  Communication Skills: Strong verbal and written communication skills to convey design concepts and specifications to both technical and non-technical stakeholders. Attention to Detail: Meticulousness in creating design documents and specifications to ensure accuracy and completeness. Collaboration and Teamwork: Ability to work effectively in a team environment, collaborating with other designers, analysts, and developers. Project Management: Understanding of project management principles to help manage design timelines and deliverables. User-Centered Design: Knowledge of user-centered design principles to create interfaces and experiences that meet user needs. Adaptability: Willingness to learn new technologies and adapt designs to changing business requirements and technological advancements. These roles and skills are essential for a system designer to effectively contribute to the successful design and implementation of information systems. For more detailed insights into the roles and skills of a system designer, you can refer to the following pages: 3. Assessment o Individually, make an infographic material that could reflects the roles and required skills of System Analyst and System Designer. Scoring Criteria: Organization (40%) - Information is presented logically, enhancing understanding of the data. Clarity (30%)- The message is clear and effectively informs or persuades the audience. Use of References (30%)- Appropriate and credible sources are cited, enhancing the infographic's credibility. 5. Conclusion and Q&A Recap: Summarize the importance of system analysis and design and the phases of the SDLC. Q&A: Encourage students to ask questions and share their thoughts on the topics covered. References 1. Dennis, A., Wixom, B. H., & Roth, R. M. (2021). Systems Analysis and Design (8th ed.). Wiley. 2. Input Definition & Meaning | Britannica Dictionary. (n.d.). https://www.britannica.com/dictionary/input#:~:text=%5Bnoncount%5D%20%3A%20advi ce%20or%20opinions,the%20start%20of%20the%20project. Suggested Readings "The Role of System Analysis and Design in Business" - Journal of Business Research  "Understanding the Systems Development Life Cycle" - IEEE Software This module provides a comprehensive introduction to system analysis and design, setting the foundation for the subsequent weeks of the course.