Systems Analysis and Design PDF

Systems Analysis and Design Presented by Dr (Maj) RMM Pradeep (Retd) © Copyright 2011 John Wiley & 1-1 Sons, Inc.  Introduction  The systems analyst.  The Systems Development Life Cycle (SDLC)....

Systems Analysis and Design Presented by Dr (Maj) RMM Pradeep (Retd) © Copyright 2011 John Wiley & 1-1 Sons, Inc.  Introduction  The systems analyst.  The Systems Development Life Cycle (SDLC).  Information system project identification and initiation.  Feasibility analysis. © Copyright 2011 John Wiley & 1-2 Sons, Inc.  INTRODUCTION  The systems development life cycle (SDLC) is the process of determining how an information system (IS) can support business needs, designing the system, building it, and delivering it to users.  The key person in the SDLC is the systems analyst, who analyzes the business situation, identifies the opportunities for improvements, and designs an IS to implement the improvements. © Copyright 2011 John Wiley & 1-3 Sons, Inc.  THE SYSTEMS ANALYST  The systems analyst plays a key role in IS development projects.  The systems analyst works closely with all project team members so that the team develops the right system in an effective way.  Systems analysts must understand how to apply technology in order to solve problems.  Systems analysts may serve as change agents who identify organizational improvement needed, design systems to implement those changes, and train and motivate others to use the systems. © Copyright 2011 John Wiley & 1-4 Sons, Inc.  Systems Analyst Skills  Technical – Must understand the technical environment, technical foundation, and technical solution.  Business – Must understand how IT can be applied to business situations.  Analytical – Must be problem solvers. © Copyright 2011 John Wiley & 1-5 Sons, Inc. (cont’d)  Interpersonal – Need to communicate effectively.  Management – Need to manage people and to manage pressure and risks.  Ethical - Must deal fairly, honestly, and ethically with other project members, managers, and systems users. © Copyright 2011 John Wiley & 1-6 Sons, Inc.  Systems Analyst Roles  Systems analyst - Focuses on the IS issues surrounding the system.  Business analyst - Focuses on the business issues surrounding the system.  Requirements analyst - Focuses on the eliciting the requirements from the stakeholders. © Copyright 2011 John Wiley & 1-7 Sons, Inc. (cont’d)  Infrastructure analyst - Focuses on technical issues  Change management analyst - Focuses on the people and management issues surrounding the system installation.  Project manager - Ensures that the project is completed on time and within budget, and that the system delivers the expected vale to the organization. © Copyright 2011 John Wiley & 1-8 Sons, Inc. Career Paths for Systems Analysts © Copyright 2011 John Wiley & 1-9 Sons, Inc.  THE SYSTEMS DEVELOPMENT LIFE CYCLE (SDLC) © Copyright 2011 John Wiley & 1-10 Sons, Inc. (cont’d)  The SDLC is composed of four fundamental phases: Planning Analysis Design Implementation  Each of the phases is composed of steps, which rely on techniques that produce deliverables (specific documents that explain various elements of the system). © Copyright 2011 John Wiley & 1-11 Sons, Inc.  Planning This phase is the fundamental process of understanding why an information system should be built, and determining how the project team will go about building it. © Copyright 2011 John Wiley & 1-12 Sons, Inc.  The planning phase has two steps: 1. During project initiation, the system’s business value to the organization is identified (How will it lower costs or increase revenues?). 2. During project management, the project manager creates a work plan, staffs the project, and puts techniques in place to help the project team control and direct the project through the entire SDLC. © Copyright 2011 John Wiley & 1-13 Sons, Inc.  Analysis  The analysis phase answers the questions of who will use the system, what the system will do, and where and when it will be used.  During this phase the project team investigates any current system(s), identifies improvement opportunities, and develops a concept for the new system. © Copyright 2011 John Wiley & 1-14 Sons, Inc.  The analysis phase has three steps: 1. Analysis strategy: This is developed to guide the projects team’s efforts. This includes a study of the current system and its problems, and envisioning ways to design a new system. 2. Requirements gathering: The analysis of this information leads to the development of a concept for a new system. This concept is used to build a set of analysis models. 3. System proposal: The proposal is presented to the project sponsor and other key individuals who decide whether the project should continue to move forward. © Copyright 2011 John Wiley & 1-15 Sons, Inc.  Design The design phase decides how the system will operate, in terms of the hardware, software, and network infrastructure; the user interface, forms, and reports that will be used; and the specific programs, databases, and files that will be needed. © Copyright 2011 John Wiley & 1-16 Sons, Inc.  The design phase has four steps: 1. Design Strategy: This clarifies whether the system will be developed by the company or outside the company. 2. Architecture Design: This describes the hardware, software, and network infrastructure that will be used. 3. Database and File Specifications: These documents define what and where the data will be stored. 4. Program Design: Defines what programs need to be written and what they will do. © Copyright 2011 John Wiley & 1-17 Sons, Inc.  Implementation  During the implementation phase, the system is either developed or purchased (in the case of packaged software) and installed.  This phase is usually the longest and most expensive part of the process. © Copyright 2011 John Wiley & 1-18 Sons, Inc.  The implementation phase has three steps: 1. System Construction: The system is built and tested to make sure it performs as designed. 2. Installation: The old system is turned off and the new one is turned on. 3. Support Plan: Includes a post- implementation review as well as a systematic way for identifying changes needed for the system. © Copyright 2011 John Wiley & 1-19 Sons, Inc.  SUMMARY  The Systems Analyst is the key person in the development of information systems.  The Systems Development Lifecycle consists of four stages: Planning, Analysis, Design, and Implementation. © Copyright 2011 John Wiley & 1-20 Sons, Inc. Part Two © Copyright 2011 John Wiley & 1-21 Sons, Inc.  PROJECT IDENTIFICATION AND INITIATION  A project is identified when someone in the organization identifies a business need to build a system.  A need may surface when an organization identifies unique and competitive ways of using IT.  To leverage the capabilities of emerging technologies such as cloud computing, RFID, Web 2.0 © Copyright 2011 John Wiley & 1-22 Sons, Inc.  Business Process Management (BPM)  Nowadays many new IS projects grow out of BPM.  BPM is a methodology used by organizations to continuously improve end-to- end business processes. © Copyright 2011 John Wiley & 1-23 Sons, Inc.  BPM Process  Defining and mapping the steps in a business process.  Creating ways to improve on the steps in the process that add value  Finding ways to eliminate or consolidate steps in the process that do not add value  Creating and adjusting electronic workflows to match the improved process maps. © Copyright 2011 John Wiley & 1-24 Sons, Inc. (cont’d)  Business process automation (BPA) – technology components are used to complement or substitute manual process.  Business process improvement (BPI) – creating new, re-designed processes to improve the workflows, and/or utilizing new technologies enabling new process structures.  Business process reengineering (BPR) – changing the fundamental way in which the organization operate. © Copyright 2011 John Wiley & 1-25 Sons, Inc.  Project sponsor  The project sponsor is a person (or group) who has an interest in the system’s success  The project sponsor will work throughout the SDLC to make sure that the project is moving in the right direction from the perspective of the business.  The project sponsor serves as the primary point of contact for the project team.  The size or scope of the project determines by the kind of sponsor that is involved. © Copyright 2011 John Wiley & 1-26 Sons, Inc. (cont’d)  The business need drives the high-level business requirements for the system. Business requirements describe the reasons for developing the system and outline the benefits it will provide the organization  The project sponsor has the insights needed to determine the business value that will be gained from the system.  Tangible value can be quantified and measured easily (reduction in operating costs).  An intangible value results from an intuitive belief that the system provides important, but hard-to-measure benefits © Copyright to 2011 John Sons, Inc. the Wiley & organization. 1-27  System Request The document that describes the business reasons for building a system and the value that system is expected to provide. The project sponsor usually completes this form as part of a formal system selection process within the organization. © Copyright 2011 John Wiley & 1-28 Sons, Inc.  Elements of System Request Form  The sponsor describes the person who will serve as the primary contact for the project  the business need presents the reasons prompting the project.  The business requirements of the project refer to the business capabilities that the system will need to have. © Copyright 2011 John Wiley & 1-29 Sons, Inc. (cont’d)  The business value describes the benefits that the organization should expect from the system.  Special issues are included on the document as a catchall category for other information that should be considered in assessing the project. © Copyright 2011 John Wiley & 1-30 Sons, Inc. (cont’d)  The completed system request is submitted to the approval committee for consideration.  The committee reviews the system request and makes an initial determination of whether to investigate the proposed project or not.  If so, the next step is to conduct a feasibility analysis. © Copyright 2011 John Wiley & 1-31 Sons, Inc. Elemen Description Examples t Project The person who initiates Several members of the finance Sponsor the project and who department , Vice president of serves as the primary marketing, IT manager , Steering point of contact for the committee , CIO, CEO project on the business Busines The business-related Increase sales , Improve market share , s Need reason for initiating the Improve access to information , Improve system customer service , Decrease product defects , Streamline supply acquisition processes Busines system will provide Provide onIine access to information , s Capture customer demographic Require information, Include product search ments capabilities, Produce management reports Include online user support Busines The benefits that the 3% increase in sales , 1% increase in s Value system will create for market share , Reduction in headcount the organization by 5*FTEs , $200,000 cost savings from decreased supply costs, $150,000 savings from removal of existing © Copyright 2011 John Wiley & 1-32 system Sons, Inc.  FEASIBILITY ANALYSIS  Feasibility analysis guides the organization in determining whether to proceed with a project.  Feasibility analysis also identifies the important risks associated with the project that must be managed if the project is approved. © Copyright 2011 John Wiley & 1-33 Sons, Inc. (cont’d)  As with the system request, each organization has its own process and format for the feasibility analysis, but most include techniques to assess three areas: – Technical feasibility – Economic feasibility – Organizational feasibility  The results of evaluating these three feasibility factors are combined into a feasibility study deliverable that is submitted to the approval committee at the end of project initiation. © Copyright 2011 John Wiley & 1-34 Sons, Inc.  Technical Feasibility  Technical feasibility is the extent to which the system can be successfully designed, developed, and installed by the IT group.  It is, in essence, a technical risk analysis that strives to answer the question: “Can we build it?” © Copyright 2011 John Wiley & 1-35 Sons, Inc. (cont’d)  Risks can endanger the successful completion of a project. The following aspects should be considered: – Users’ and analysts’ should be familiar with the application. – Familiarity with the technology – Project size – Compatibility of the new system with the technology that already exists © Copyright 2011 John Wiley & 1-36 Sons, Inc.  Economic Feasibility  Economic feasibility analysis is also called a cost-benefit analysis, that identifies the costs and benefits associated with the system.  This attempts to answer the question: “Should we build the system?” © Copyright 2011 John Wiley & 1-37 Sons, Inc.  Cash Flow Analysis and Measures  IT projects involve an initial investment that produces a steam of benefits over time, along with some on-going support costs.  Cash flows, both inflows and outflows, are estimated over some future period. © Copyright 2011 John Wiley & 1-38 Sons, Inc.  W0 W1 W2 W3 Buying 500/= 2500/ 5000/ = = Sales 1000/ 5000/ 12000/ = = = Setup 5000/ = Profit for the 500/= 2500/ 7000/ week = = Actual Profit (5000/ (4500/ (2000/ 5000/ =) =) =) = © Copyright 2011 John Wiley & 1-39 Sons, Inc. Simple cash flow projection © Copyright 2011 John Wiley & 1-40 Sons, Inc.  Common methods for evaluating a project’s worth  Return on Investment (ROI) ROI=(Total Benefits – Total Costs)/Total Costs Break-Even Point (BEP) © Copyright 2011 John Wiley & 1-41 Sons, Inc. Break-Even Point (BEP) © Copyright 2011 John Wiley & 1-42 Sons, Inc.  Discounted cash flow technique  Discounted cash flows are used to compare the present value of all cash inflows and outflows for the project in the today’s rupee terms.  Net present value (NPV): the difference between the total PV of the benefits and the total PV of the costs. © Copyright 2011 John Wiley & 1-43 Sons, Inc. 100.00 received in 3 years with a required rate of return of 10% has a PV of 75.13. © Copyright 2011 John Wiley & 1-44 Sons, Inc. Discounted cash flow projection © Copyright 2011 John Wiley & 1-45 Sons, Inc.  Steps to conduct an economic feasibility analysis 1. Identify Costs and Benefits 2. Assign Values to Costs and Benefits 3. Determine Cash Flow 4. Assess Project’s Economic Value - ROI - BEP - NPV © Copyright 2011 John Wiley & 1-46 Sons, Inc.  Identify Costs and Benefits  The costs and benefits and be broken down in to four categories: – Development costs – Operational costs – Tangible benefits – Intangibles © Copyright 2011 John Wiley & 1-47 Sons, Inc. Assign Values to Costs and Benefits  Once the types of costs and benefits have been identified, the systems analysts needs to assign specific money values to them. © Copyright 2011 John Wiley & 1-48 Sons, Inc.  Determine Cash Flow A formal cost-benefit analysis usually contains costs and benefits over a selected number or years to show cash flow over time. - Determine ROI - Determine BEP - Determine NPV © Copyright 2011 John Wiley & 1-49 Sons, Inc. (cont’d) © Copyright 2011 John Wiley & 6 % rate of return 1-50 Sons, Inc.  Organizational Feasibility  Organizational feasibility of the system is how well the system ultimately will be accepted by its users and incorporated into the ongoing operations of the organization.  There are many organizational factors that can have an impact on the project, and seasoned developers know that organizational feasibility can be the most difficult feasibility dimension to assess.  In essence, an organizational feasibility analysis is to answer the question “If we build it, will they come?” © Copyright 2011 John Wiley & 1-51 Sons, Inc. (cont’d)  One way to assess the organizational feasibility is to understand how well the goals of the project align with the business objectives and organizational strategies.  A second way to assess the organizational feasibility is to conduct stakeholder analysis.  A stakeholder is a person, group, or organization that can affect a new system - Project champion - System users - Organizational management - Other stakeholders © Copyright 2011 John Wiley & 1-52 Sons, Inc.  SUMMARY  The Systems Analyst is the key person in the development of information systems.  The Systems Development Lifecycle consists of four stages: Planning, Analysis, Design, and Implementation.  Project Identification and Initiation recognize a business need that can be satisfied through the use of information technology.  System Request describes the business value for an information system.  A Feasibility Analysis is used to provide more detail about the risks associated with the proposed system. © Copyright 2011 John Wiley & 1-53 Sons, Inc.