Lecture 2 System Analysis & Design PDF

# System Analysis & Design ## Presented By Menna Ibrahim Gabr ## Chapter 1 Agenda Part 2 - Types of Information system - Project Team Roles and Skills ## Types of System A tree diagram that displays types of systems. Man-made information system branch leads to the following systems: - Formal S...

# System Analysis & Design ## Presented By Menna Ibrahim Gabr ## Chapter 1 Agenda Part 2 - Types of Information system - Project Team Roles and Skills ## Types of System A tree diagram that displays types of systems. Man-made information system branch leads to the following systems: - Formal System - Informal system - CBIS (Computer Based Information System) CBIS branch further leads to: - DSS (Decision Support System) - MIS (Management Information System) - ES (Expert system) - OS (Office System) - TPS (Transaction Processing System) ## Types of Information Systems - An information system is a collection of hardware, software, data, people and procedures that are designed to generate information that supports the day-to-day, short-range, and long-range activities of users in an organization. - Information systems generally are classified into five categories: office information systems, transaction processing systems, management information systems, decision support systems, and expert systems. ## Formal System - It has very clear workflow system communication flow down and authority. - Information flows from bottom to top level management. - It is based on organizational chart represented by the organization. - **Example:** A company's accounting system ## Informal & CBIS - **Informal Information System:** It is an employee-based system designed to meet personal and vocational needs and to help in the solution of work-related problems. It also funnels information upward through indirect channels. It works within the framework of the business and its stated policies. - **Ex:** office gossip network - **Computer Based Information System (CBIS):** This category of information system depends mainly on the computer for handling business applications. ## Classification of Information Systems A tree diagram that displays classification of information systems. The "Classification of IS" branch has two sub-branches: - **Operations support systems:** - **OIS (Office Information System):** Office information system, or OIS is an information system that uses hardware, software, and networks to enhance workflow and facilitate communications among employees. - With an office information system, also described as office automation (OS), employees perform tasks electronically using computers and other electronic devices, instead of manually. - **For example:** a registration department might post the class schedule on the Internet and e-mail students when the schedule is updated. In a manual system, the registration department would photocopy the schedule and mail it to each student's house. - An OIS supports a range of business office activities such as creating and distributing graphics and/or documents, sending messages, scheduling, and accounting. Furthermore, word processing, spreadsheets, databases, presentation graphics, email, Web browsers, Web page - All levels of users from executive management to non-management employees utilize and benefit from the features of an OIS. - OIS uses communications technology such as voice mail, facsimile (fax), videoconferencing, and electronic data interchange (EDI) for the electronic exchange of text, graphics, audio, and video. - **TPS (Transaction Processing System):** A transaction processing system (TPS) is an information system that captures and processes data generated during an organization's day-to-day transactions. - **A transaction** is a business activity such as a deposit, payment, order or reservation. - **These transactions** can be categorized into: batch transaction processing and real time transaction processing. - **Batch processing:** transaction data is collected over a period and all transactions are processed later, as a group. - **Real-Time Processing:** the computer processes transactions as they are entered. - **Example:** When you register for classes, your school probably uses OLTP. The registration administrative assistant enters your desired schedule, and the computer immediately prints your statement of classes. The invoices, - Today, most transaction processing systems use online transaction processing. - Some routine processing tasks such as calculating paychecks or printing invoices, however, are performed more effectively on a batch basis. For these activities, many organizations still use batch processing techniques. - **Management support systems:** - **MIS (Management Information System):** a management information system, or MIS, is an information system that generates accurate, timely and organized information so managers and other users can make decisions, solve problems, supervise activities, and track progress. - Because it generates reports on a regular basis, a management information system sometimes is called a management reporting system (MRS). - MIS often are integrated with TPS and generate information that management and other users need to perform their jobs. - To process a sales order, for example, the transaction processing system records the sale, updates the customer's account balance, and makes a deduction from inventory. Using this information, the related management information system can produce reports that recap daily sales activities; list customers with past due account balances; graph slow or fast selling products; and highlight inventory items that need reordering. - An MIS generates three basic types of information: detailed, summary and exception. - **Detailed information:** typically confirms transaction processing activities. A Detailed Order Report is an example of a detail report. - **Summary information:** consolidates information into a format that an individual can review quickly and easily. To help synopsize information, a summary report typically contains totals, tables, or graphs. An Inventory Summary Report is an example of a summary report. - **Exception information:** filters data to report information that is outside of a normal condition. These conditions, called the exception criteria, define the range of what is considered normal activity or status. - Exception reports help managers save time because they do not have to search through a detailed report for exceptions. Instead, an exception report brings exceptions to the manager's attention in an easily identifiable form - It helps them focus on situations that require immediate decisions or actions. - Inventory Exception Report that notifies the purchasing department of items it needs to reorder. - **DSS (Decision Support System):** A computerized program used to support determinations, judgments, and courses of action in an organization or a business. A DSS sifts through and analyzes massive amounts of data, compiling comprehensive information that can be used to solve problems and in decision making. - **ES (Expert System):** Artificial Intelligence is a piece of software that simulates the behavior and judgment of a human or an organization that has experts in a particular domain is known as an expert system. - An expert system is an Al software that uses knowledge stored in a knowledge base to solve problems that would usually require a human expert thus preserving a human expert's knowledge in its knowledge base. - The Expert system does by acquiring relevant knowledge from its knowledge base and interpreting it according to the user's problem. - The data in the knowledge base is added by humans that are expert in a particular domain and this software is used by a non-expert user to acquire some information. - It is widely used in many areas such as medical diagnosis, accounting, coding, games etc. - They can advise users as well as provide explanations to them about how they reached a particular conclusion or advice. ## Levels of Systems A triangle diagram that displays three levels of systems: - **Operational Level:** OIS, TPS - **Tactical Level:** OIS, MIS - **Strategic Level:** OIS, DSS, ES ## Project Team Roles & Skills - Business Analyst - System Analyst - Infrastructure Analyst - Change Management Analyst - Project Manager ## Project Team Skills - The project team needs a variety of skills. All analysts need to have general skills, such as change management, ethics, communications, and technical. However, different kinds of analysts require specific skills in addition to these. - **Business analysts** usually have business skills that help them to understand the business issues surrounding the system, whereas **systems analysts** also have significant experience in analysis and design and programming. - The **infrastructure analyst** focuses on technical issues surrounding how the system will interact with the organization's technical infrastructure. - The **change management analyst** focuses on people and management, issues surrounding the system installation. - In addition to analysts, project teams will include a project manager, Technical Writers, programmers, and other specialists. ## Business Analyst - A business analyst focuses on the business issues surrounding the system. - These issues include identifying the business value that the system will create, - developing ideas and suggestions for how the business processes can be improved, - and designing the new processes and policies in conjunction with the systems analyst. - This individual will likely have business experience and some type of professional training. - Represents the interests of the project sponsor and the ultimate users of the system. - A business analyst assists in the planning and design phases but is most active in the analysis phase. ## Systems Analyst - A systems analyst focuses on the IS issues surrounding the system. - This person develops ideas and suggestions for how information technology can improve business processes, designs the new business processes with help from the business analyst, - Designs the new information system and ensures that all IS standards are maintained. - A systems analyst will likely have significant training and experience in analysis and design, programming, and even areas of the business. - He or she represents the interests of the IS department and works intensively through the project but perhaps less so during the implementation phase. ## Infrastructure Analyst - An infrastructure analyst focuses on the technical issues surrounding how the system will interact with the organization's technical infrastructure (e.g., hardware, software, networks, and databases). - An infrastructure analyst's tasks include ensuring that the new information system conforms to organizational standards and identifying infrastructure changes needed to support the system. - This individual will probably have significant training and experience in networking, database administration, and various hardware and software products. - He or she represents the interests of the organization and IS group that will ultimately have to operate and support the new system once it has been installed. An infrastructure analyst works throughout the project but perhaps less so during planning and analysis phases. ## Change Management Analyst - A change management analyst focuses on the people and management issues surrounding the system installation. - The roles of this person include ensuring that the adequate documentation and support are available to users, providing user training on the new system, and developing strategies to overcome resistance to change. - This individual should have significant training and experience in organizational behavior in general and change management in particular. - Represents the interests of the project sponsor and users for whom the system is being designed. - A change management analyst works most actively during the implementation phase but begins laying the groundwork for change during the analysis and design phases. ## Project Manager - A project manager is responsible for ensuring that the project is completed on time and within budget and that the system delivers all benefits intended by the project sponsor. - The role of the project manager includes managing the team members, developing the project plan, assigning resources, and being the primary point of contact when people outside the team have questions about the project. - This individual will likely have significant experience in project management and has probably worked for many years as a systems analyst beforehand. - He or she represents the interests of the IS department and the project sponsor. - The project manager works intensely during all phases of the project. ## Summary - Types of Information system - Project Team Roles and Skills