System Analysis and Design Quick Guide

3/25/2019 System Analysis and Design Quick Guide
SYSTEM ANALYSIS AND DESIGN QUICK GUIDE
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SYSTEM ANALYSIS AND DESIGN OVERVIEW
Systems development is systematic process which includes phases such as planning, analysis, design, deployment,
and maintenance. Here, in this tutorial, we will primarily focus on −
Systems analysis
Systems design
Systems Analysis
It is a process of collecting and interpreting facts, identifying the problems, and decomposition of a system into its
components.
System analysis is conducted for the purpose of studying a system or its parts in order to identify its objectives. It
is a problem solving technique that improves the system and ensures that all the components of the system work
efficiently to accomplish their purpose.
Analysis specifies what the system should do.
Systems Design
It is a process of planning a new business system or replacing an existing system by defining its components or
modules to satisfy the specific requirements. Before planning, you need to understand the old system thoroughly
and determine how computers can best be used in order to operate efficiently.
System Design focuses on how to accomplish the objective of the system.
System Analysis and Design (SAD) mainly focuses on −
Systems
Processes
Technology
What is a System?
The word System is derived from Greek word Systema, which means an organized relationship between any set of
components to achieve some common cause or objective.
A system is “an orderly grouping of interdependent components linked together according to a plan to achieve a
specific goal.”
Constraints of a System
A system must have three basic constraints −
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A system must have some structure and behavior which is designed to achieve a predefined objective.
Interconnectivity and interdependence must exist among the system components.
The objectives of the organization have a higher priority than the objectives of its subsystems.
For example, traffic management system, payroll system, automatic library system, human resources information
system.
Properties of a System
A system has the following properties −
Organization
Organization implies structure and order. It is the arrangement of components that helps to achieve
predetermined objectives.
Interaction
It is defined by the manner in which the components operate with each other.
For example, in an organization, purchasing department must interact with production department and payroll
with personnel department.
Interdependence
Interdependence means how the components of a system depend on one another. For proper functioning, the
components are coordinated and linked together according to a specified plan. The output of one subsystem is the
required by other subsystem as input.
Integration
Integration is concerned with how a system components are connected together. It means that the parts of the
system work together within the system even if each part performs a unique function.
Central Objective
The objective of system must be central. It may be real or stated. It is not uncommon for an organization to state
an objective and operate to achieve another.
The users must know the main objective of a computer application early in the analysis for a successful design and
conversion.
Elements of a System
The following diagram shows the elements of a system −
Outputs and Inputs
The main aim of a system is to produce an output which is useful for its user.
Inputs are the information that enters into the system for processing.
Output is the outcome of processing.
Processor(s)
The processor is the element of a system that involves the actual transformation of input into output.
It is the operational component of a system. Processors may modify the input either totally or partially,
depending on the output specification.
As the output specifications change, so does the processing. In some cases, input is also modified to enable
the processor for handling the transformation.
Control
The control element guides the system.
It is the decision–making subsystem that controls the pattern of activities governing input, processing, and
output.
The behavior of a computer System is controlled by the Operating System and software. In order to keep
system in balance, what and how much input is needed is determined by Output Specifications.
Feedback
Feedback provides the control in a dynamic system.
Positive feedback is routine in nature that encourages the performance of the system.
Negative feedback is informational in nature that provides the controller with information for action.
Environment
The environment is the “supersystem” within which an organization operates.
It is the source of external elements that strike on the system.
It determines how a system must function. For example, vendors and competitors of organization’s
environment, may provide constraints that affect the actual performance of the business.
Boundaries and Interface
A system should be defined by its boundaries. Boundaries are the limits that identify its components,
processes, and interrelationship when it interfaces with another system.
Each system has boundaries that determine its sphere of influence and control.
The knowledge of the boundaries of a given system is crucial in determining the nature of its interface with
other systems for successful design.
Types of Systems
The systems can be divided into the following types −
Physical or Abstract Systems
Physical systems are tangible entities. We can touch and feel them.
Physical System may be static or dynamic in nature. For example, desks and chairs are the physical parts of
computer center which are static. A programmed computer is a dynamic system in which programs, data,
and applications can change according to the user's needs.
Abstract systems are nonphysical entities or conceptual that may be formulas, representation or model of a
real system.
Open or Closed Systems
An open system must interact with its environment. It receives inputs from and delivers outputs to the
outside of the system. For example, an information system which must adapt to the changing environmental
conditions.
A closed system does not interact with its environment. It is isolated from environmental influences. A
completely closed system is rare in reality.
Adaptive and Non Adaptive System
Adaptive System responds to the change in the environment in a way to improve their performance and to
survive. For example, human beings, animals.
Non Adaptive System is the system which does not respond to the environment. For example, machines.
Permanent or Temporary System
Permanent System persists for long time. For example, business policies.
Temporary System is made for specified time and after that they are demolished. For example, A DJ system
is set up for a program and it is dissembled after the program.
Natural and Manufactured System
Natural systems are created by the nature. For example, Solar system, seasonal system.
Manufactured System is the manmade system. For example, Rockets, dams, trains.
Deterministic or Probabilistic System
Deterministic system operates in a predictable manner and the interaction between system components is
known with certainty. For example, two molecules of hydrogen and one molecule of oxygen makes water.
Probabilistic System shows uncertain behavior. The exact output is not known. For example, Weather
forecasting, mail delivery.
Social, HumanMachine, Machine System
Social System is made up of people. For example, social clubs, societies.
In HumanMachine System, both human and machines are involved to perform a particular task. For
example, Computer programming.
Machine System is where human interference is neglected. All the tasks are performed by the machine. For
example, an autonomous robot.
Man–Made Information Systems
It is an interconnected set of information resources to manage data for particular organization, under
Direct Management Control (DMC).
This system includes hardware, software, communication, data, and application for producing information
according to the need of an organization.
Manmade information systems are divided into three types −
Formal Information System − It is based on the flow of information in the form of memos,
instructions, etc., from top level to lower levels of management.
Informal Information System − This is employee based system which solves the day to day work
related problems.
Computer Based System − This system is directly dependent on the computer for managing business
applications. For example, automatic library system, railway reservation system, banking system, etc.
Systems Models
Schematic Models
A schematic model is a 2D chart that shows system elements and their linkages.
Different arrows are used to show information flow, material flow, and information feedback.
Flow System Models
A flow system model shows the orderly flow of the material, energy, and information that hold the system
together.
Program Evaluation and Review Technique (PERT), for example, is used to abstract a real world system in
model form.
Static System Models
They represent one pair of relationships such as activity–time or cost–quantity.
The Gantt chart, for example, gives a static picture of an activitytime relationship.
Dynamic System Models
Business organizations are dynamic systems. A dynamic model approximates the type of organization or
application that analysts deal with.
It shows an ongoing, constantly changing status of the system. It consists of −
Inputs that enter the system
The processor through which transformation takes place
The program(s) required for processing
The output(s) that result from processing.
Categories of Information
There are three categories of information related to managerial levels and the decision managers make.
Strategic Information
This information is required by topmost management for long range planning policies for next few years.
For example, trends in revenues, financial investment, and human resources, and population growth.
This type of information is achieved with the aid of Decision Support System (DSS).
Managerial Information
This type of Information is required by middle management for short and intermediate range planning
which is in terms of months. For example, sales analysis, cash flow projection, and annual financial
statements.
It is achieved with the aid of Management Information Systems (MIS).
Operational information
This type of information is required by low management for daily and short term planning to enforce day
today operational activities. For example, keeping employee attendance records, overdue purchase orders,
and current stocks available.
It is achieved with the aid of Data Processing Systems (DPS).
SYSTEM DEVELOPMENT LIFE CYCLE
An effective System Development Life Cycle (SDLC) should result in a high quality system that meets customer
expectations, reaches completion within time and cost evaluations, and works effectively and efficiently in the
current and planned Information Technology infrastructure.
System Development Life Cycle (SDLC) is a conceptual model which includes policies and procedures for
developing or altering systems throughout their life cycles.
SDLC is used by analysts to develop an information system. SDLC includes the following activities −
requirements
design
implementation
testing
deployment
operations
maintenance
Phases of SDLC
Systems Development Life Cycle is a systematic approach which explicitly breaks down the work into phases that
are required to implement either new or modified Information System.
Feasibility Study or Planning
Define the problem and scope of existing system.
Overview the new system and determine its objectives.
Confirm project feasibility and produce the project Schedule.
During this phase, threats, constraints, integration and security of system are also considered.
A feasibility report for the entire project is created at the end of this phase.
Analysis and Specification
Gather, analyze, and validate the information.
Define the requirements and prototypes for new system.
Evaluate the alternatives and prioritize the requirements.
Examine the information needs of enduser and enhances the system goal.
A Software Requirement Specification (SRS) document, which specifies the software, hardware, functional,
and network requirements of the system is prepared at the end of this phase.
System Design
Includes the design of application, network, databases, user interfaces, and system interfaces.
Transform the SRS document into logical structure, which contains detailed and complete set of
specifications that can be implemented in a programming language.
Create a contingency, training, maintenance, and operation plan.
Review the proposed design. Ensure that the final design must meet the requirements stated in SRS
document.
Finally, prepare a design document which will be used during next phases.
Implementation
Implement the design into source code through coding.
Combine all the modules together into training environment that detects errors and defects.
A test report which contains errors is prepared through test plan that includes test related tasks such as test
case generation, testing criteria, and resource allocation for testing.
Integrate the information system into its environment and install the new system.
Maintenance/Support
Include all the activities such as phone support or physical onsite support for users that is required once
the system is installing.
Implement the changes that software might undergo over a period of time, or implement any new
requirements after the software is deployed at the customer location.
It also includes handling the residual errors and resolve any issues that may exist in the system even after
the testing phase.
Maintenance and support may be needed for a longer time for large systems and for a short time for smaller
systems.
Life Cycle of System Analysis and Design
The following diagram shows the complete life cycle of the system during analysis and design phase.
Role of System Analyst
The system analyst is a person who is thoroughly aware of the system and guides the system development project
by giving proper directions. He is an expert having technical and interpersonal skills to carry out development
tasks required at each phase.
He pursues to match the objectives of information system with the organization goal.
Main Roles
Defining and understanding the requirement of user through various Fact finding techniques.
Prioritizing the requirements by obtaining user consensus.
Gathering the facts or information and acquires the opinions of users.
Maintains analysis and evaluation to arrive at appropriate system which is more user friendly.
Suggests many flexible alternative solutions, pick the best solution, and quantify cost and benefits.
Draw certain specifications which are easily understood by users and programmer in precise and detailed
form.
Implemented the logical design of system which must be modular.
Plan the periodicity for evaluation after it has been used for some time, and modify the system as needed.
Attributes of a Systems Analyst
The following figure shows the attributes a systems analyst should possess −
Interpersonal Skills
Interface with users and programmer.
Facilitate groups and lead smaller teams.
Managing expectations.
Good understanding, communication, selling and teaching abilities.
Motivator having the confidence to solve queries.
Analytical Skills
System study and organizational knowledge
Problem identification, problem analysis, and problem solving
Sound commonsense
Ability to access tradeoff
Curiosity to learn about new organization
Management Skills
Understand users jargon and practices.
Resource & project management.
Change & risk management.
Understand the management functions thoroughly.
Technical Skills
Knowledge of computers and software.
Keep abreast of modern development.
Know of system design tools.
Breadth knowledge about new technologies.
SYSTEM ANALYSIS & DESIGN SYSTEM PLANNING
What is Requirements Determination?
A requirement is a vital feature of a new system which may include processing or capturing of data, controlling the
activities of business, producing information and supporting the management.
Requirements determination involves studying the existing system and gathering details to find out what are the
requirements, how it works, and where improvements should be made.
Major Activities in requirement Determination
Requirements Anticipation
It predicts the characteristics of system based on previous experience which include certain problems or
features and requirements for a new system.
It can lead to analysis of areas that would otherwise go unnoticed by inexperienced analyst. But if shortcuts
are taken and bias is introduced in conducting the investigation, then requirement Anticipation can be half
baked.
Requirements Investigation
It is studying the current system and documenting its features for further analysis.
It is at the heart of system analysis where analyst documenting and describing system features using fact
finding techniques, prototyping, and computer assisted tools.
Requirements Specifications
It includes the analysis of data which determine the requirement specification, description of features for
new system, and specifying what information requirements will be provided.
It includes analysis of factual data, identification of essential requirements, and selection of Requirement
fulfillment strategies.
Information Gathering Techniques
The main aim of fact finding techniques is to determine the information requirements of an organization used by
analysts to prepare a precise SRS understood by user.
Ideal SRS Document should −
be complete, Unambiguous, and Jargonfree.
specify operational, tactical, and strategic information requirements.
solve possible disputes between users and analyst.
use graphical aids which simplify understanding and design.
There are various information gathering techniques −
Interviewing
Systems analyst collects information from individuals or groups by interviewing. The analyst can be formal,
legalistic, play politics, or be informal; as the success of an interview depends on the skill of analyst as interviewer.
It can be done in two ways −
Unstructured Interview − The system analyst conducts questionanswer session to acquire basic
information of the system.
Structured Interview − It has standard questions which user need to respond in either close (objective)
or open (descriptive) format.
Advantages of Interviewing
This method is frequently the best source of gathering qualitative information.
It is useful for them, who do not communicate effectively in writing or who may not have the time to
complete questionnaire.
Information can easily be validated and cross checked immediately.
It can handle the complex subjects.
It is easy to discover key problem by seeking opinions.
It bridges the gaps in the areas of misunderstandings and minimizes future problems.
Questionnaires
This method is used by analyst to gather information about various issues of system from large number of
persons.
There are two types of questionnaires −
Openended Questionnaires − It consists of questions that can be easily and correctly interpreted. They
can explore a problem and lead to a specific direction of answer.
Closedended Questionnaires − It consists of questions that are used when the systems analyst
effectively lists all possible responses, which are mutually exclusive.
Advantages of questionnaires
It is very effective in surveying interests, attitudes, feelings, and beliefs of users which are not colocated.
It is useful in situation to know what proportion of a given group approves or disapproves of a particular
feature of the proposed system.
It is useful to determine the overall opinion before giving any specific direction to the system project.
It is more reliable and provides high confidentiality of honest responses.
It is appropriate for electing factual information and for statistical data collection which can be emailed and
sent by post.
Review of Records, Procedures, and Forms
Review of existing records, procedures, and forms helps to seek insight into a system which describes the current
system capabilities, its operations, or activities.
Advantages
It helps user to gain some knowledge about the organization or operations by themselves before they
impose upon others.
It helps in documenting current operations within short span of time as the procedure manuals and forms
describe the format and functions of present system.
It can provide a clear understanding about the transactions that are handled in the organization, identifying
input for processing, and evaluating performance.
It can help an analyst to understand the system in terms of the operations that must be supported.
It describes the problem, its affected parts, and the proposed solution.
Observation
This is a method of gathering information by noticing and observing the people, events, and objects. The analyst
visits the organization to observe the working of current system and understands the requirements of the system.
Advantages
It is a direct method for gleaning information.
It is useful in situation where authenticity of data collected is in question or when complexity of certain
aspects of system prevents clear explanation by endusers.
It produces more accurate and reliable data.
It produces all the aspect of documentation that are incomplete and outdated.
Joint Application Development (JAD)
It is a new technique developed by IBM which brings owners, users, analysts, designers, and builders to define and
design the system using organized and intensive workshops. JAD trained analyst act as facilitator for workshop
who has some specialized skills.
Advantages of JAD
It saves time and cost by replacing months of traditional interviews and followup meetings.
It is useful in organizational culture which supports joint problem solving.
Fosters formal relationships among multiple levels of employees.
It can lead to development of design creatively.
It Allows rapid development and improves ownership of information system.
Secondary Research or Background Reading
This method is widely used for information gathering by accessing the gleaned information. It includes any
previously gathered information used by the marketer from any internal or external source.
Advantages
It is more openly accessed with the availability of internet.
It provides valuable information with low cost and time.
It act as forerunner to primary research and aligns the focus of primary research.
It is used by the researcher to conclude if the research is worth it as it is available with procedures used and
issues in collecting them.
Feasibility Study
Feasibility Study can be considered as preliminary investigation that helps the management to take decision about
whether study of system should be feasible for development or not.
It identifies the possibility of improving an existing system, developing a new system, and produce refined
estimates for further development of system.
It is used to obtain the outline of the problem and decide whether feasible or appropriate solution exists or
not.
The main objective of a feasibility study is to acquire problem scope instead of solving the problem.
The output of a feasibility study is a formal system proposal act as decision document which includes the
complete nature and scope of the proposed system.
Steps Involved in Feasibility Analysis
The following steps are to be followed while performing feasibility analysis −
Form a project team and appoint a project leader.
Develop system flowcharts.
Identify the deficiencies of current system and set goals.
Enumerate the alternative solution or potential candidate system to meet goals.
Determine the feasibility of each alternative such as technical feasibility, operational feasibility, etc.
Weight the performance and cost effectiveness of each candidate system.
Rank the other alternatives and select the best candidate system.
Prepare a system proposal of final project directive to management for approval.
Types of Feasibilities
Economic Feasibility
It is evaluating the effectiveness of candidate system by using cost/benefit analysis method.
It demonstrates the net benefit from the candidate system in terms of benefits and costs to the
organization.
The main aim of Economic Feasibility Analysis (EFS) is to estimate the economic requirements of candidate
system before investments funds are committed to proposal.
It prefers the alternative which will maximize the net worth of organization by earliest and highest return of
funds along with lowest level of risk involved in developing the candidate system.
Technical Feasibility
It investigates the technical feasibility of each implementation alternative.
It analyzes and determines whether the solution can be supported by existing technology or not.
The analyst determines whether current technical resources be upgraded or added it that fulfill the new
requirements.
It ensures that the candidate system provides appropriate responses to what extent it can support the
technical enhancement.
Operational Feasibility
It determines whether the system is operating effectively once it is developed and implemented.
It ensures that the management should support the proposed system and its working feasible in the current
organizational environment.
It analyzes whether the users will be affected and they accept the modified or new business methods that
affect the possible system benefits.
It also ensures that the computer resources and network architecture of candidate system are workable.
Behavioral Feasibility
It evaluates and estimates the user attitude or behavior towards the development of new system.
It helps in determining if the system requires special effort to educate, retrain, transfer, and changes in
employee’s job status on new ways of conducting business.
Schedule Feasibility
It ensures that the project should be completed within given time constraint or schedule.
It also verifies and validates whether the deadlines of project are reasonable or not.
STRUCTURED ANALYSIS
Analysts use various tools to understand and describe the information system. One of the ways is using structured
analysis.
What is Structured Analysis?
Structured Analysis is a development method that allows the analyst to understand the system and its activities in
a logical way.
It is a systematic approach, which uses graphical tools that analyze and refine the objectives of an existing system
and develop a new system specification which can be easily understandable by user.
It has following attributes −
It is graphic which specifies the presentation of application.
It divides the processes so that it gives a clear picture of system flow.
It is logical rather than physical i.e., the elements of system do not depend on vendor or hardware.
It is an approach that works from highlevel overviews to lowerlevel details.
Structured Analysis Tools
During Structured Analysis, various tools and techniques are used for system development. They are −
Data Flow Diagrams
Data Dictionary
Decision Trees
Decision Tables
Structured English
Pseudocode
Data Flow Diagrams (DFD) or Bubble Chart
It is a technique developed by Larry Constantine to express the requirements of system in a graphical form.
It shows the flow of data between various functions of system and specifies how the current system is
implemented.
It is an initial stage of design phase that functionally divides the requirement specifications down to the
lowest level of detail.
Its graphical nature makes it a good communication tool between user and analyst or analyst and system
designer.
It gives an overview of what data a system processes, what transformations are performed, what data are
stored, what results are produced and where they flow.
Basic Elements of DFD
DFD is easy to understand and quite effective when the required design is not clear and the user wants a notational
language for communication. However, it requires a large number of iterations for obtaining the most accurate
and complete solution.
The following table shows the symbols used in designing a DFD and their significance −
Symbol Name Symbol Meaning
Square Source or Destination of Data
Arrow Data flow
Circle Process transforming data flow
Open Rectangle Data Store
Types of DFD
DFDs are of two types: Physical DFD and Logical DFD. The following table lists the points that differentiate a
physical DFD from a logical DFD.
Physical DFD Logical DFD
It is implementation dependent. It shows which It is implementation independent. It focuses only on the
functions are performed. flow of data between processes.
It provides low level details of hardware, software, It explains events of systems and data required by each
files, and people. event.
It depicts how the current system operates and how It shows how business operates; not how the system can
a system will be implemented. be implemented.
Context Diagram
A context diagram helps in understanding the entire system by one DFD which gives the overview of a system. It
starts with mentioning major processes with little details and then goes onto giving more details of the processes
with the topdown approach.
The context diagram of mess management is shown below.
Data Dictionary
A data dictionary is a structured repository of data elements in the system. It stores the descriptions of all DFD
data elements that is, details and definitions of data flows, data stores, data stored in data stores, and the
processes.
A data dictionary improves the communication between the analyst and the user. It plays an important role in
building a database. Most DBMSs have a data dictionary as a standard feature. For example, refer the following
table −
Sr.No. Data Name Description No. of Characters
1 ISBN ISBN Number 10
2 TITLE title 60
3 SUB Book Subjects 80
4 ANAME Author Name 15
Decision Trees
Decision trees are a method for defining complex relationships by describing decisions and avoiding the problems
in communication. A decision tree is a diagram that shows alternative actions and conditions within horizontal tree
framework. Thus, it depicts which conditions to consider first, second, and so on.
Decision trees depict the relationship of each condition and their permissible actions. A square node indicates an
action and a circle indicates a condition. It forces analysts to consider the sequence of decisions and identifies the
actual decision that must be made.
The major limitation of a decision tree is that it lacks information in its format to describe what other
combinations of conditions you can take for testing. It is a single representation of the relationships between
conditions and actions.
For example, refer the following decision tree −
Decision Tables
Decision tables are a method of describing the complex logical relationship in a precise manner which is easily
understandable.
It is useful in situations where the resulting actions depend on the occurrence of one or several
combinations of independent conditions.
It is a matrix containing row or columns for defining a problem and the actions.
Components of a Decision Table
Condition Stub − It is in the upper left quadrant which lists all the condition to be checked.
Action Stub − It is in the lower left quadrant which outlines all the action to be carried out to meet such
condition.
Condition Entry − It is in upper right quadrant which provides answers to questions asked in condition
stub quadrant.
Action Entry − It is in lower right quadrant which indicates the appropriate action resulting from the
answers to the conditions in the condition entry quadrant.
The entries in decision table are given by Decision Rules which define the relationships between combinations of
conditions and courses of action. In rules section,
Y shows the existence of a condition.
N represents the condition, which is not satisfied.
A blank against action states it is to be ignored.
X (or a check mark will do) against action states it is to be carried out.
For example, refer the following table −
CONDITIONS Rule 1 Rule 2 Rule 3 Rule 4
Advance Y N N N
payment made
Purchase Y Y N
amount = Rs
10,000/
Regular Y N
Customer
ACTIONS
Give 5% X X
discount
Give no X X
discount
Structured English
Structure English is derived from structured programming language which gives more understandable and precise
description of process. It is based on procedural logic that uses construction and imperative sentences designed to
perform operation for action.
It is best used when sequences and loops in a program must be considered and the problem needs
sequences of actions with decisions.
It does not have strict syntax rule. It expresses all logic in terms of sequential decision structures and
iterations.
For example, see the following sequence of actions −
if customer pays advance
then
Give 5% Discount
else
if purchase amount >=10,000
then
if the customer is a regular customer
then Give 5% Discount
else No Discount
end if
else No Discount
end if
end if
Pseudocode
A pseudocode does not conform to any programming language and expresses logic in plain English.
It may specify the physical programming logic without actual coding during and after the physical design.
It is used in conjunction with structured programming.
It replaces the flowcharts of a program.
Guidelines for Selecting Appropriate Tools
Use the following guidelines for selecting the most appropriate tool that would suit your requirements −
Use DFD at high or low level analysis for providing good system documentations.
Use data dictionary to simplify the structure for meeting the data requirement of the system.
Use structured English if there are many loops and actions are complex.
Use decision tables when there are a large number of conditions to check and logic is complex.
Use decision trees when sequencing of conditions is important and if there are few conditions to be tested.
SYSTEM ANALYSIS & DESIGN SYSTEM DESIGN
System design is the phase that bridges the gap between problem domain and the existing system in a
manageable way. This phase focuses on the solution domain, i.e. “how to implement?”
It is the phase where the SRS document is converted into a format that can be implemented and decides how the
system will operate.
In this phase, the complex activity of system development is divided into several smaller subactivities, which
coordinate with each other to achieve the main objective of system development.
Inputs to System Design
System design takes the following inputs −
Statement of work
Requirement determination plan
Current situation analysis
Proposed system requirements including a conceptual data model, modified DFDs, and Metadata (data
about data).
Outputs for System Design
System design gives the following outputs −
Infrastructure and organizational changes for the proposed system.
A data schema, often a relational schema.
Metadata to define the tables/files and columns/dataitems.
A function hierarchy diagram or web page map that graphically describes the program structure.
Actual or pseudocode for each module in the program.
A prototype for the proposed system.
Types of System Design
Logical Design
Logical design pertains to an abstract representation of the data flow, inputs, and outputs of the system. It
describes the inputs (sources), outputs (destinations), databases (data stores), procedures (data flows) all in a
format that meets the user requirements.
While preparing the logical design of a system, the system analyst specifies the user needs at level of detail that
virtually determines the information flow into and out of the system and the required data sources. Data flow
diagram, ER diagram modeling are used.
Physical Design
Physical design relates to the actual input and output processes of the system. It focuses on how data is entered
into a system, verified, processed, and displayed as output.
It produces the working system by defining the design specification that specifies exactly what the candidate
system does. It is concerned with user interface design, process design, and data design.
It consists of the following steps −
Specifying the input/output media, designing the database, and specifying backup procedures.
Planning system implementation.
Devising a test and implementation plan, and specifying any new hardware and software.
Updating costs, benefits, conversion dates, and system constraints.
Architectural Design
It is also known as high level design that focuses on the design of system architecture. It describes the structure
and behavior of the system. It defines the structure and relationship between various modules of system
development process.
Detailed Design
It follows Architectural design and focuses on development of each module.
Conceptual Data Modeling
It is representation of organizational data which includes all the major entities and relationship. System analysts
develop a conceptual data model for the current system that supports the scope and requirement for the proposed
system.
The main aim of conceptual data modeling is to capture as much meaning of data as possible. Most organization
today use conceptual data modeling using ER model which uses special notation to represent as much meaning
about data as possible.
Entity Relationship Model
It is a technique used in database design that helps describe the relationship between various entities of an
organization.
Terms used in ER model
ENTITY − It specifies distinct real world items in an application. For example: vendor, item, student,
course, teachers, etc.
RELATIONSHIP − They are the meaningful dependencies between entities. For example, vendor
supplies items, teacher teaches courses, then supplies and course are relationship.
ATTRIBUTES − It specifies the properties of relationships. For example, vendor code, student name.
Symbols used in ER model and their respective meanings −
The following table shows the symbols used in ER model and their significance −
Symbol Meaning
Entity
Weak Entity
Relationship
Identity Relationship
Attributes
Key Attributes
Multivalued
Composite Attribute
Derived Attributes
Total Participation of E2 in R
Cardinality Ratio 1:N for E1:E2 in R
Three types of relationships can exist between two sets of data: onetoone, onetomany, and manytomany.
File Organization
It describes how records are stored within a file.
There are four file organization methods −
Serial − Records are stored in chronological order (in order as they are input or occur). Examples −
Recording of telephone charges, ATM transactions, Telephone queues.
Sequential − Records are stored in order based on a key field which contains a value that uniquely
identifies a record. Examples − Phone directories.
Direct (relative) − Each record is stored based on a physical address or location on the device. Address is
calculated from the value stored in the record’s key field. Randomizing routine or hashing algorithm does
the conversion.
Indexed − Records can be processed both sequentially and nonsequentially using indexes.
Comparision
File Access
One can access a file using either Sequential Access or Random Access. File Access methods allow computer
programs read or write records in a file.
Sequential Access
Every record on the file is processed starting with the first record until End of File (EOF) is reached. It is efficient
when a large number of the records on the file need to be accessed at any given time. Data stored on a tape
(sequential access) can be accessed only sequentially.
Direct (Random) Access
Records are located by knowing their physical locations or addresses on the device rather than their positions
relative to other records. Data stored on a CD device (directaccess) can be accessed either sequentially or
randomly.
Types of Files used in an Organization System
Following are the types of files used in an organization system −
Master file − It contains the current information for a system. For example, customer file, student file,
telephone directory.
Table file − It is a type of master file that changes infrequently and stored in a tabular format. For
example, storing Zipcode.
Transaction file − It contains the daytoday information generated from business activities. It is used to
update or process the master file. For example, Addresses of the employees.
Temporary file − It is created and used whenever needed by a system.
Mirror file − They are the exact duplicates of other files. Help minimize the risk of downtime in cases
when the original becomes unusable. They must be modified each time the original file is changed.
Log files − They contain copies of master and transaction records in order to chronicle any changes that
are made to the master file. It facilitates auditing and provides mechanism for recovery in case of system
failure.
Archive files − Backup files that contain historical versions of other files.
Documentation Control
Documentation is a process of recording the information for any reference or operational purpose. It helps users,
managers, and IT staff, who require it. It is important that prepared document must be updated on regular basis
to trace the progress of the system easily.
After the implementation of system if the system is working improperly, then documentation helps the
administrator to understand the flow of data in the system to correct the flaws and get the system working.
Programmers or systems analysts usually create program and system documentation. Systems analysts usually are
responsible for preparing documentation to help users learn the system. In large companies, a technical support
team that includes technical writers might assist in the preparation of user documentation and training materials.
Advantages
It can reduce system downtime, cut costs, and speed up maintenance tasks.
It provides the clear description of formal flow of present system and helps to understand the type of input
data and how the output can be produced.
It provides effective and efficient way of communication between technical and nontechnical users about
system.
It facilitates the training of new user so that he can easily understand the flow of system.
It helps the user to solve the problems such as troubleshooting and helps the manager to take better final
decisions of the organization system.
It provides better control to the internal or external working of the system.
Types of Documentations
When it comes to System Design, there are following four main documentations −
Program documentation
System documentation
Operations documentation
User documentation
Program Documentation
It describes inputs, outputs, and processing logic for all the program modules.
The program documentation process starts in the system analysis phase and continues during
implementation.
This documentation guides programmers, who construct modules that are well supported by internal and
external comments and descriptions that can be understood and maintained easily.
Operations Documentation
Operations documentation contains all the information needed for processing and distributing online and printed
output. Operations documentation should be clear, concise, and available online if possible.
It includes the following information −
Program, systems analyst, programmer, and system identification.
Scheduling information for printed output, such as report, execution frequency, and deadlines.
Input files, their source, output files, and their destinations.
Email and report distribution lists.
Special forms required, including online forms.
Error and informational messages to operators and restart procedures.
Special instructions, such as security requirements.
User Documentation
It includes instructions and information to the users who will interact with the system. For example, user manuals,
help guides, and tutorials. User documentation is valuable in training users and for reference purpose. It must be
clear, understandable, and readily accessible to users at all levels.
The users, system owners, analysts, and programmers, all put combined efforts to develop a user’s guide.
A user documentation should include −
A system overview that clearly describes all major system features, capabilities, and limitations.
Description of source document content, preparation, processing, and, samples.
Overview of menu and data entry screen options, contents, and processing instructions.
Examples of reports that are produced regularly or available at the user’s request, including samples.
Security and audit trail information.
Explanation of responsibility for specific input, output, or processing requirements.
Procedures for requesting changes and reporting problems.
Examples of exceptions and error situations.
Frequently asked questions (FAQs).
Explanation of how to get help and procedures for updating the user manual.
System Documentation
System documentation serves as the technical specifications for the IS and how the objectives of the IS are
accomplished. Users, managers and IS owners need never reference system documentation. System
documentation provides the basis for understanding the technical aspects of the IS when modifications are made.
It describes each program within the IS and the entire IS itself.
It describes the system’s functions, the way they are implemented, each program's purpose within the entire
IS with respect to the order of execution, information passed to and from programs, and overall system
flow.
It includes data dictionary entries, data flow diagrams, object models, screen layouts, source documents,
and the systems request that initiated the project.
Most of the system documentation is prepared during the system analysis and system design phases.
During systems implementation, an analyst must review system documentation to verify that it is complete,
accurate, and uptodate, and including any changes made during the implementation process.
DESIGN STRATEGIES
TopDown Strategy
The topdown strategy uses the modular approach to develop the design of a system. It is called so because it
starts from the top or the highestlevel module and moves towards the lowest level modules.
In this technique, the highestlevel module or main module for developing the software is identified. The main
module is divided into several smaller and simpler submodules or segments based on the task performed by each
module. Then, each submodule is further subdivided into several submodules of next lower level. This process of
dividing each module into several submodules continues until the lowest level modules, which cannot be further
subdivided, are not identified.
BottomUp Strategy
BottomUp Strategy follows the modular approach to develop the design of the system. It is called so because it
starts from the bottom or the most basic level modules and moves towards the highest level modules.
In this technique,
The modules at the most basic or the lowest level are identified.
These modules are then grouped together based on the function performed by each module to form the
next higherlevel modules.
Then, these modules are further combined to form the next higherlevel modules.
This process of grouping several simpler modules to form higher level modules continues until the main
module of system development process is achieved.
Structured Design
Structured design is a dataflow based methodology that helps in identifying the input and output of the
developing system. The main objective of structured design is to minimize the complexity and increase the
modularity of a program. Structured design also helps in describing the functional aspects of the system.
In structured designing, the system specifications act as a basis for graphically representing the flow of data and
sequence of processes involved in a software development with the help of DFDs. After developing the DFDs for
the software system, the next step is to develop the structure chart.
Modularization
Structured design partitions the program into small and independent modules. These are organized in top down
manner with the details shown in bottom.
Thus, structured design uses an approach called Modularization or decomposition to minimize the complexity and
to manage the problem by subdividing it into smaller segments.
Advantages
Critical interfaces are tested first.
It provide abstraction.
It allows multiple programmers to work simultaneously.
It allows code reuse.
It provides control and improves morale.
It makes identifying structure easier.
Structured Charts
Structured charts are a recommended tool for designing a modular, top down systems which define the various
modules of system development and the relationship between each module. It shows the system module and their
relationship between them.
It consists of diagram consisting of rectangular boxes that represent the modules, connecting arrows, or lines.
Control Module − It is a higherlevel module that directs lowerlevel modules, called subordinate
modules.
Library Module − It is a reusable module and can be invoked from more than one point in the chart.
We have two different approaches to design a structured chart −
TransformCentered Structured Charts − They are used when all the transactions follow same path.
Transaction–Centered Structured Charts − They are used when all the transactions do not follow the
same path.
Objectives of Using Structure Flowcharts
To encourage a topdown design.
To support the concept of modules and identify the appropriate modules.
To show the size and complexity of the system.
To identify the number of readily identifiable functions and modules within each function.
To depict whether each identifiable function is a manageable entity or should be broken down into smaller
components.
Factors Affecting System Complexity
To develop good quality of system software, it is necessary to develop a good design. Therefore, the main focus on
while developing the design of the system is the quality of the software design. A good quality software design is
the one, which minimizes the complexity and cost expenditure in software development.
The two important concepts related to the system development that help in determining the complexity of a
system are coupling and cohesion.
Coupling
Coupling is the measure of the independence of components. It defines the degree of dependency of each module
of system development on the other. In practice, this means the stronger the coupling between the modules in a
system, the more difficult it is to implement and maintain the system.
Each module should have simple, clean interface with other modules, and that the minimum number of data
elements should be shared between modules.
High Coupling
These type of systems have interconnections with program units dependent on each other. Changes to one
subsystem leads to high impact on the other subsystem.
Low Coupling
These type of systems are made up of components which are independent or almost independent. A change in one
subsystem does not affect any other subsystem.
Coupling Measures
Content Coupling − When one component actually modifies another,then the modified component is
completely dependent on modifying one.
Common Coupling − When amount of coupling is reduced somewhat by organizing system design so that
data are accessible from a common data store.
Control Coupling − When one component passes parameters to control the activity of another
component.
Stamp Coupling − When data structures is used to pass information from one component to another.
Data Coupling − When only data is passed then components are connected by this coupling.
Cohesion
Cohesion is the measure of closeness of the relationship between its components. It defines the amount of
dependency of the components of a module on one another. In practice, this means the systems designer must
ensure that −
They do not split essential processes into fragmented modules.
They do not gather together unrelated processes represented as processes on the DFD into meaningless
modules.
The best modules are those that are functionally cohesive. The worst modules are those that are coincidentally
cohesive.
The worst degree of cohesion
Coincidental cohesion is found in a component whose parts are unrelated to another.
Logical Cohesion − It is where several logically related functions or data elements are placed in same
component.
Temporal Cohesion − It is when a component that is used to initialize a system or set variables performs
several functions in sequence, but the functions are related by timing involved.
Procedurally Cohesion − It is when functions are grouped together in a component just to ensure this
order.
Sequential Cohesion − It is when the output from one part of a component is the input to the next part
of it.
INPUT / OUTPUT & FORMS DESIGN
Input Design
In an information system, input is the raw data that is processed to produce output. During the input design, the
developers must consider the input devices such as PC, MICR, OMR, etc.
Therefore, the quality of system input determines the quality of system output. Welldesigned input forms and
screens have following properties −
It should serve specific purpose effectively such as storing, recording, and retrieving the information.
It ensures proper completion with accuracy.
It should be easy to fill and straightforward.
It should focus on user’s attention, consistency, and simplicity.
All these objectives are obtained using the knowledge of basic design principles regarding −
What are the inputs needed for the system?
How end users respond to different elements of forms and screens.
Objectives for Input Design
The objectives of input design are −
To design data entry and input procedures
To reduce input volume
To design source documents for data capture or devise other data capture methods
To design input data records, data entry screens, user interface screens, etc.
To use validation checks and develop effective input controls.
Data Input Methods
It is important to design appropriate data input methods to prevent errors while entering data. These methods
depend on whether the data is entered by customers in forms manually and later entered by data entry operators,
or data is directly entered by users on the PCs.
A system should prevent user from making mistakes by −
Clear form design by leaving enough space for writing legibly.
Clear instructions to fill form.
Clear form design.
Reducing key strokes.
Immediate error feedback.
Some of the popular data input methods are −
Batch input method (Offline data input method)
Online data input method
Computer readable forms
Interactive data input
Input Integrity Controls
Input integrity controls include a number of methods to eliminate common input errors by endusers. They also
include checks on the value of individual fields; both for format and the completeness of all inputs.
Audit trails for data entry and other system operations are created using transaction logs which gives a record of
all changes introduced in the database to provide security and means of recovery in case of any failure.
Output Design
The design of output is the most important task of any system. During output design, developers identify the type
of outputs needed, and consider the necessary output controls and prototype report layouts.
Objectives of Output Design
The objectives of input design are −
To develop output design that serves the intended purpose and eliminates the production of unwanted
output.
To develop the output design that meets the end users requirements.
To deliver the appropriate quantity of output.
To form the output in appropriate format and direct it to the right person.
To make the output available on time for making good decisions.
Let us now go through various types of outputs −
External Outputs
Manufacturers create and design external outputs for printers. External outputs enable the system to leave the
trigger actions on the part of their recipients or confirm actions to their recipients.
Some of the external outputs are designed as turnaround outputs, which are implemented as a form and reenter
the system as an input.
Internal outputs
Internal outputs are present inside the system, and used by endusers and managers. They support the
management in decision making and reporting.
There are three types of reports produced by management information −
Detailed Reports − They contain present information which has almost no filtering or restriction
generated to assist management planning and control.
Summary Reports − They contain trends and potential problems which are categorized and summarized
that are generated for managers who do not want details.
Exception Reports − They contain exceptions, filtered data to some condition or standard before
presenting it to the manager, as information.
Output Integrity Controls
Output integrity controls include routing codes to identify the receiving system, and verification messages to
confirm successful receipt of messages that are handled by network protocol.
Printed or screenformat reports should include a date/time for report printing and the data. Multipage reports
contain report title or description, and pagination. Preprinted forms usually include a version number and
effective date.
Forms Design
Both forms and reports are the product of input and output design and are business document consisting of
specified data. The main difference is that forms provide fields for data input but reports are purely used for
reading. For example, order forms, employment and credit application, etc.
During form designing, the designers should know −
who will use them
where would they be delivered
the purpose of the form or report
During form design, automated design tools enhance the developer’s ability to prototype forms and reports
and present them to end users for evaluation.
Objectives of Good Form Design
A good form design is necessary to ensure the following −
To keep the screen simple by giving proper sequence, information, and clear captions.
To meet the intended purpose by using appropriate forms.
To ensure the completion of form with accuracy.
To keep the forms attractive by using icons, inverse video, or blinking cursors etc.
To facilitate navigation.
Types of Forms
Flat Forms
It is a single copy form prepared manually or by a machine and printed on a paper. For additional copies of
the original, carbon papers are inserted between copies.
It is a simplest and inexpensive form to design, print, and reproduce, which uses less volume.
Unit Set/Snap out Forms
These are papers with onetime carbons interleaved into unit sets for either handwritten or machine use.
Carbons may be either blue or black, standard grade medium intensity. Generally, blue carbons are best for
handwritten forms while black carbons are best for machine use.
Continuous strip/Fanfold Forms
These are multiple unit forms joined in a continuous strip with perforations between each pair of forms.
It is a less expensive method for large volume use.
No Carbon Required (NCR) Paper
They use carbonless papers which have two chemical coatings (capsules), one on the face and the other on
the back of a sheet of paper.
When pressure is applied, the two capsules interact and create an image.
TESTING AND QUALITY ASSURANCE
The software system needs to be checked for its intended behavior and direction of progress at each development
stage to avoid duplication of efforts, time and cost overruns, and to assure completion of the system within
stipulated time.The software system needs to be checked for its intended behavior and direction of progress at
each development stage to avoid duplication of efforts, time and cost overruns, and to assure completion of the
system within stipulated time.
System testing and quality assurance come to aid for checking the system. It includes −
Product level quality (Testing)
Process level quality.
Let us go through them briefly −
Testing
Testing is the process or activity that checks the functionality and correctness of software according to specified
user requirements in order to improve the quality and reliability of system. It is an expensive, time consuming,
and critical approach in system development which requires proper planning of overall testing process.
A successful test is one that finds the errors. It executes the program with explicit intention of finding error, i.e.,
making the program fail. It is a process of evaluating system with an intention of creating a strong system and
mainly focuses on the weak areas of the system or software.
Characteristics of System Testing
System testing begins at the module level and proceeds towards the integration of the entire software system.
Different testing techniques are used at different times while testing the system. It is conducted by the developer
for small projects and by independent testing groups for large projects.
Stages of System Testing
The following stages are involved in testing −
Test Strategy
It is a statement that provides information about the various levels, methods, tools, and techniques used for
testing the system. It should satisfy all the needs of an organization.
Test Plan
It provides a plan for testing the system and verifies that the system under testing fulfils all the design and
functional specifications. The test plan provides the following information −
Objectives of each test phase
Approaches and tools used for testing
Responsibilities and time required for each testing activity
Availability of tools, facilities, and test libraries
Procedures and standards required for planning and conducting the tests
Factors responsible for successful completion of testing process
Test Case Design
Test cases are used to uncover as many errors as possible in the system.
A number of test cases are identified for each module of the system to be tested.
Each test case will specify how the implementation of a particular requirement or design decision is to be
tested and the criteria for the success of the test.
The test cases along with the test plan are documented as a part of a system specification document or in a
separate document called test specification or test description.
Test Procedures
It consists of the steps that should be followed to execute each of the test cases. These procedures are specified in
a separate document called test procedure specification. This document also specifies any special requirements
and formats for reporting the result of testing.
Test Result Documentation
Test result file contains brief information about the total number of test cases executed, the number of errors, and
nature of errors. These results are then assessed against criteria in the test specification to determine the overall
outcome of the test.
Types of Testing
Testing can be of various types and different types of tests are conducted depending on the kind of bugs one seeks
to discover −
Unit Testing
Also known as Program Testing, it is a type of testing where the analyst tests or focuses on each program or
module independently. It is carried out with the intention of executing each statement of the module at least once.
In unit testing, accuracy of program cannot be assured and it is difficult to conduct testing of various input
combination in detail.
It identifies maximum errors in a program as compared to other testing techniques.
Integration Testing
In Integration Testing, the analyst tests multiple module working together. It is used to find discrepancies between
the system and its original objective, current specifications, and systems documentation.
Here the analysts are try to find areas where modules have been designed with different specifications for
data length, type, and data element name.
It verifies that file sizes are adequate and that indices have been built properly.
Functional Testing
Function testing determines whether the system is functioning correctly according to its specifications and
relevant standards documentation. Functional testing typically starts with the implementation of the system,
which is very critical for the success of the system.
Functional testing is divided into two categories −
Positive Functional Testing − It involves testing the system with valid inputs to verify that the outputs
produced are correct.
Negative Functional Testing − It involves testing the software with invalid inputs and undesired
operating conditions.
Rules for System Testing
To carry out system testing successfully, you need to follow the given rules −
Testing should be based on the requirements of user.
Before writing testing scripts, understand the business logic should be understood thoroughly.
Test plan should be done as soon as possible.
Testing should be done by the third party.
It should be performed on static software.
Testing should be done for valid and invalid input conditions.
Testing should be reviewed and examined to reduce the costs.
Both static and dynamic testing should be conducted on the software.
Documentation of test cases and test results should be done.
Quality Assurance
It is the review of system or software products and its documentation for assurance that system meets the
requirements and specifications.
Purpose of QA is to provide confidence to the customers by constant delivery of product according to
specification.
Software quality Assurance (SQA) is a techniques that includes procedures and tools applied by the software
professionals to ensure that software meet the specified standard for its intended use and performance.
The main aim of SQA is to provide proper and accurate visibility of software project and its developed
product to the administration.
It reviews and audits the software product and its activities throughout the life cycle of system
development.
Objectives of Quality Assurance
The objectives of conducting quality assurance are as follows −
To monitor the software development process and the final software developed.
To ensure whether the software project is implementing the standards and procedures set by the
management.
To notify groups and individuals about the SQA activities and results of these activities.
To ensure that the issues, which are not solved within the software are addressed by the upper
management.
To identify deficiencies in the product, process, or the standards, and fix them.
Levels of Quality Assurance
There are several levels of QA and testing that need to be performed in order to certify a software product.
Level 1 − Code Walkthrough
At this level, offline software is examined or checked for any violations of the official coding rules. In general, the
emphasis is placed on examination of the documentation and level of incode comments.
Level 2 − Compilation and Linking
At this level, it is checked that the software can compile and link all official platforms and operating systems.
Level 3 − Routine Running
At this level, it is checked that the software can run properly under a variety of conditions such as certain number
of events and small and large event sizes etc.
Level 4 − Performance test
At this final level, it is checked that the performance of the software satisfies the previously specified performance
level.
SYSTEM IMPLEMENTATION AND MAINTENANCE
Implementation is a process of ensuring that the information system is operational. It involves −
Constructing a new system from scratch
Constructing a new system from the existing one.
Implementation allows the users to take over its operation for use and evaluation. It involves training the users to
handle the system and plan for a smooth conversion.
Training
The personnel in the system must know in detail what their roles will be, how they can use the system, and what
the system will or will not do. The success or failure of welldesigned and technically elegant systems can depend on
the way they are operated and used.
Training Systems Operators
Systems operators must be trained properly such that they can handle all possible operations, both routine and
extraordinary. The operators should be trained in what common malfunctions may occur, how to recognize them,
and what steps to take when they come.
Training involves creating troubleshooting lists to identify possible problems and remedies for them, as well as
the names and telephone numbers of individuals to contact when unexpected or unusual problems arise.
Training also involves familiarization with run procedures, which involves working through the sequence of
activities needed to use a new system.
User Training
Enduser training is an important part of the computerbased information system development, which must
be provided to employees to enable them to do their own problem solving.
User training involves how to operate the equipment, troubleshooting the system problem, determining
whether a problem that arose is caused by the equipment or software.
Most user training deals with the operation of the system itself. The training courses must be designed to
help the user with fast mobilization for the organization.
Training Guidelines
Establishing measurable objectives
Using appropriate training methods
Selecting suitable training sites
Employing understandable training materials
Training Methods
Instructorled training
It involves both trainers and trainees, who have to meet at the same time, but not necessarily at the same place.
The training session could be oneonone or collaborative. It is of two types −
Virtual Classroom
In this training, trainers must meet the trainees at the same time, but are not required to be at the same place. The
primary tools used here are: video conferencing, text based Internet relay chat tools, or virtual reality packages,
etc.
Normal Classroom
The trainers must meet the trainees at the same time and at the same place. They primary tools used here are
blackboard, overhead projectors, LCD projector, etc.
SelfPaced Training
It involves both trainers and trainees, who do not need to meet at the same place or at the same time. The trainees
learn the skills themselves by accessing the courses at their own convenience. It is of two types −
Multimedia Training
In this training, courses are presented in multimedia format and stored on CDROM. It minimizes the cost in
developing an inhouse training course without assistance from external programmers.
Webbased Training
In this training, courses are often presented in hyper media format and developed to support internet and
intranet. It provides just–intime training for end users and allow organization to tailor training requirements.
Conversion
It is a process of migrating from the old system to the new one. It provides understandable and structured
approach to improve the communication between management and project team.
Conversion Plan
It contains description of all the activities that must occur during implementation of the new system and put it into
operation. It anticipates possible problems and solutions to deal with them.
It includes the following activities −
Name all files for conversions.
Identifying the data requirements to develop new files during conversion.
Listing all the new documents and procedures that are required.
Identifying the controls to be used in each activity.
Identifying the responsibility of person for each activity.
Verifying conversion schedules.
Conversion Methods
The four methods of conversion are −
Parallel Conversion
Direct Cutover Conversion
Pilot Approach
PhaseIn Method
Method Description Advantages Disadvantages
Parallel Provides fallback when Causes cost
Conversion Old and new systems are used new system fails. overruns.

simultaneously.
Offers greatest security New system may not
and ultimately testing of get fair trail.
new system.
Forces users to make No fall back if
new system work problems arise with
Direct
New system is implemented and old system new system
Cutover
is replaced completely. Immediate benefit from
Conversion
new methods and Requires most
control. careful planning
Allows training and A long term phasein
installation without causes a problem of
unnecessary use of whether conversion
Pilot Supports phased approach that gradually resources. goes well or not.
Approach implement system across all users
Avoid large
contingencies from risk
management.
Provides experience and Gives impression
line test before that old system is
Working version of system implemented in implementation erroneous and it is
PhaseIn one part of organization based on feedback, not reliable.
Method it is installed throughout the organization all When preferred new
alone or stage by stage. system involves new
technology or drastic
changes in performance.
File Conversion
It is a process of converting one file format into another. For example, file in WordPerfect format can be
converted into Microsoft Word.
For successful conversion, a conversion plan is required, which includes −
Knowledge of the target system and understanding of the present system
Teamwork
Automated methods, testing and parallel operations
Continuous support for correcting problems
Updating systems/user documentation, etc
Many popular applications support opening and saving to other file formats of the same type. For example,
Microsoft Word can open and save files in many other word processing formats.
PostImplementation Evaluation Review (PIER)
PIER is a tool or standard approach for evaluating the outcome of the project and determine whether the project
is producing the expected benefits to the processes, products or services. It enables the user to verify that the
project or system has achieved its desired outcome within specified time period and planned cost.
PIER ensures that the project has met its goals by evaluating the development and management processes of the
project.
Objectives of PIER
The objectives of having a PIER are as follows −
To determine the success of a project against the projected costs, benefits, and timelines.
To identify the opportunities to add additional value to the project.
To determine strengths and weaknesses of the project for future reference and appropriate action.
To make recommendations on the future of the project by refining cost estimating techniques.
The following staff members should be included in the review process −
Project team and Management
User staff
Strategic Management Staff
External users
System Maintenance / Enhancement
Maintenance means restoring something to its original conditions. Enhancement means adding, modifying the
code to support the changes in the user specification. System maintenance conforms the system to its original
requirements and enhancement adds to system capability by incorporating new requirements.
Thus, maintenance changes the existing system, enhancement adds features to the existing system, and
development replaces the existing system. It is an important part of system development that includes the
activities which corrects errors in system design and implementation, updates the documents, and tests the data.
Maintenance Types
System maintenance can be classified into three types −
Corrective Maintenance − Enables user to carry out the repairing and correcting leftover problems.
Adaptive Maintenance − Enables user to replace the functions of the programs.
Perfective Maintenance − Enables user to modify or enhance the programs according to the users’
requirements and changing needs.
SYSTEM SECURITY AND AUDIT
System Audit
It is an investigation to review the performance of an operational system. The objectives of conducting a system
audit are as follows −
To compare actual and planned performance.
To verify that the stated objectives of system are still valid in current environment.
To evaluate the achievement of stated objectives.
To ensure the reliability of computer based financial and other information.
To ensure all records included while processing.
To ensure protection from frauds.
Audit of Computer System Usage
Data processing auditors audits the usage of computer system in order to control it. The auditor need control data
which is obtained by computer system itself.
The System Auditor
The role of auditor begins at the initial stage of system development so that resulting system is secure. It describes
an idea of utilization of system that can be recorded which helps in load planning and deciding on hardware and
software specifications. It gives an indication of wise use of the computer system and possible misuse of the
system.
Audit Trial
An audit trial or audit log is a security record which is comprised of who has accessed a computer system and what
operations are performed during a given period of time. Audit trials are used to do detailed tracing of how data on
the system has changed.
It provides documentary evidence of various control techniques that a transaction is subject to during its
processing. Audit trials do not exist independently. They are carried out as a part of accounting for recovering lost
transactions.
Audit Methods
Auditing can be done in two different ways −
Auditing around the Computer
Take sample inputs and manually apply processing rules.
Compare outputs with computer outputs.
Auditing through the Computer
Establish audit trial which allows examining selected intermediate results.
Control totals provide intermediate checks.
Audit Considerations
Audit considerations examine the results of the analysis by using both the narratives and models to identify the
problems caused due to misplaced functions, split processes or functions, broken data flows, missing data,
redundant or incomplete processing, and nonaddressed automation opportunities.
The activities under this phase are as follows −
Identification of the current environment problems
Identification of problem causes
Identification of alternative solutions
Evaluation and feasibility analysis of each solution
Selection and recommendation of most practical and appropriate solution
Project cost estimation and cost benefit analysis
Security
System security refers to protecting the system from theft, unauthorized access and modifications, and accidental
or unintentional damage. In computerized systems, security involves protecting all the parts of computer system
which includes data, software, and hardware. Systems security includes system privacy and system integrity.
System privacy deals with protecting individuals systems from being accessed and used without the
permission/knowledge of the concerned individuals.
System integrity is concerned with the quality and reliability of raw as well as processed data in the
system.
Control Measures
There are variety of control measures which can be broadly classified as follows −
Backup
Regular backup of databases daily/weekly depending on the time criticality and size.
Incremental back up at shorter intervals.
Backup copies kept in safe remote location particularly necessary for disaster recovery.
Duplicate systems run and all transactions mirrored if it is a very critical system and cannot tolerate any
disruption before storing in disk.
Physical Access Control to Facilities
Physical locks and Biometric authentication. For example, finger print
ID cards or entry passes being checked by security staff.
Identification of all persons who read or modify data and logging it in a file.
Using Logical or Software Control
Password system.
Encrypting sensitive data/programs.
Training employees on data care/handling and security.
Antivirus software and Firewall protection while connected to internet.
Risk Analysis
A risk is the possibility of losing something of value. Risk analysis starts with planning for secure system by
identifying the vulnerability of system and impact of this. The plan is then made to manage the risk and cope with
disaster. It is done to accesses the probability of possible disaster and their cost.
Risk analysis is a teamwork of experts with different backgrounds like chemicals, human error, and process
equipment.
The following steps are to be followed while conducting risk analysis −
Identification of all the components of computer system.
Identification of all the threats and hazards that each of the components faces.
Quantify risks i.e. assessment of loss in the case threats become reality.
Risk Analysis – Main Steps
As the risks or threats are changing and the potential loss are also changing, management of risk should be
performed on periodic basis by senior managers.
Risk management is a continuous process and it involves the following steps −
Identification of security measures.
Calculation of the cost of implementation of security measures.
Comparison of the cost of security measures with the loss and probability of threats.
Selection and implementation of security measures.
Review of the implementation of security measures.
OBJECT ORIENTED APPROACH
In the objectoriented approach, the focus is on capturing the structure and behavior of information systems into
small modules that combines both data and process. The main aim of Object Oriented Design (OOD) is to improve
the quality and productivity of system analysis and design by making it more usable.
In analysis phase, OO models are used to fill the gap between problem and solution. It performs well in situation
where systems are undergoing continuous design, adaption, and maintenance. It identifies the objects in problem
domain, classifying them in terms of data and behavior.
The OO model is beneficial in the following ways −
It facilitates changes in the system at low cost.
It promotes the reuse of components.
It simplifies the problem of integrating components to configure large system.
It simplifies the design of distributed systems.
Elements of ObjectOriented System
Let us go through the characteristics of OO System −
Objects − An object is something that is exists within problem domain and can be identified by data
(attribute) or behavior. All tangible entities (student, patient) and some intangible entities (bank account)
are modeled as object.
Attributes − They describe information about the object.
Behavior − It specifies what the object can do. It defines the operation performed on objects.
Class − A class encapsulates the data and its behavior. Objects with similar meaning and purpose grouped
together as class.
Methods − Methods determine the behavior of a class. They are nothing more than an action that an
object can perform.
Message − A message is a function or procedure call from one object to another. They are information sent
to objects to trigger methods. Essentially, a message is a function or procedure call from one object to
another.
Features of ObjectOriented System
An objectoriented system comes with several great features which are discussed below.
Encapsulation
Encapsulation is a process of information hiding. It is simply the combination of process and data into a single
entity. Data of an object is hidden from the rest of the system and available only through the services of the class.
It allows improvement or modification of methods used by objects without affecting other parts of a system.
Abstraction
It is a process of taking or selecting necessary method and attributes to specify the object. It focuses on essential
characteristics of an object relative to perspective of user.
Relationships
All the classes in the system are related with each other. The objects do not exist in isolation, they exist in
relationship with other objects.
There are three types of object relationships −
Aggregation − It indicates relationship between a whole and its parts.
Association − In this, two classes are related or connected in some way such as one class works with
another to perform a task or one class acts upon other class.
Generalization − The child class is based on parent class. It indicates that two classes are similar but have
some differences.
Inheritance
Inheritance is a great feature that allows to create subclasses from an existing class by inheriting the attributes
and/or operations of existing classes.
Polymorphism and Dynamic Binding
Polymorphism is the ability to take on many different forms. It applies to both objects and operations. A
polymorphic object is one who true type hides within a super or parent class.
In polymorphic operation, the operation may be carried out differently by different classes of objects. It allows us
to manipulate objects of different classes by knowing only their common properties.
Structured Approach Vs. ObjectOriented Approach
The following table explains how the objectoriented approach differs from the traditional structured approach −
Structured Approach Object Oriented Approach
It works with Topdown approach. It works with Bottomup approach.
Program is divided into number of submodules or Program is organized by having number of classes
functions. and objects.
Function call is used. Message passing is used.
Software reuse is not possible. Reusability is possible.
Structured design programming usually left until end Object oriented design programming done
phases. concurrently with other phases.
Structured Design is more suitable for offshoring. It is suitable for inhouse development.
It shows clear transition from design to Not so clear transition from design to
implementation. implementation.
It is suitable for real time system, embedded system It is suitable for most business applications, game
and projects where objects are not the most useful development projects, which are expected to
level of abstraction. customize or extended.
DFD & ER diagram model the data. Class diagram, sequence diagram, state chart
diagram, and use cases all contribute.
In this, projects can be managed easily due to clearly In this approach, projects can be difficult to manage
identifiable phases. due to uncertain transitions between phase.
Unified Modeling Language (UML)
UML is a visual language that lets you to model processes, software, and systems to express the design of system
architecture. It is a standard language for designing and documenting a system in an object oriented manner that
allow technical architects to communicate with developer.
It is defined as set of specifications created and distributed by Object Management Group. UML is extensible and
scalable.
The objective of UML is to provide a common vocabulary of objectoriented terms and diagramming techniques
that is rich enough to model any systems development project from analysis through implementation.
UML is made up of −
Diagrams − It is a pictorial representations of process, system, or some part of it.
Notations − It consists of elements that work together in a diagram such as connectors, symbols, notes,
etc.
Example of UML Notation for class
Instance diagramUML notation
Operations Performed on Objects
The following operations are performed on the objects −
Constructor/Destructor − Creating new instances of a class and deleting existing instances of a class. For
example, adding a new employee.
Query − Accessing state without changing value, has no side effects. For example, finding address of a
particular employee.
Update − Changes value of one or more attributes & affect state of object For example, changing the
address of an employee.
Uses of UML
UML is quite useful for the following purposes −
Modeling the business process
Describing the system architecture
Showing the application structure
Capturing the system behavior
Modeling the data structure
Building the detailed specifications of the system
Sketching the ideas
Generating the program code
Static Models
Static models show the structural characteristics of a system, describe its system structure, and emphasize on the
parts that make up the system.
They are used to define class names, attributes, methods, signature, and packages.
UML diagrams that represent static model include class diagram, object diagram, and use case diagram.
Dynamic Models
Dynamic models show the behavioral characteristics of a system, i.e., how the system behaves in response to
external events.
Dynamic models identify the object needed and how they work together through methods and messages.
They are used to design the logic and behavior of system.
UML diagrams represent dynamic model include sequence diagram, communication diagram, state
diagram, activity diagram.
Object Oriented System Development Life Cycle
It consists of three macro processes −
Object Oriented Analysis (OOA)
Object oriented design (OOD)
Object oriented Implementation (OOI)
Object Oriented Systems Development Activities
Objectoriented systems development includes the following stages −
Objectoriented analysis
Objectoriented design
Prototyping
Implementation
Incremental testing
ObjectOriented Analysis
This phase concerns with determining the system requirements and to understand the system requirements build
a usecase model. A usecase is a scenario to describe the interaction between user and computer system. This
model represents the user needs or user view of system.
It also includes identifying the classes and their relationships to the other classes in the problem domain, that
make up an application.
ObjectOriented Design
The objective of this phase is to design and refine the classes, attributes, methods, and structures that are
identified during the analysis phase, user interface, and data access. This phase also identifies and defines the
additional classes or objects that support implementation of the requirement.
Prototyping
Prototyping enables to fully understand how easy or difficult it will be to implement some of the features of the
system.
It can also give users a chance to comment on the usability and usefulness of the design. It can further define a use
case and make usecase modeling much easier.
Implementation
It uses either ComponentBased Development (CBD) or Rapid Application Development (RAD).
Componentbased development (CBD)
CODD is an industrialized approach to the software development process using various range of technologies like
CASE tools. Application development moves from custom development to assembly of prebuilt, pretested,
reusable software components that operate with each other. A CBD developer can assemble components to
construct a complete software system.
Rapid Application Development (RAD)
RAD is a set of tools and techniques that can be used to build an application faster than typically possible with
traditional methods. It does not replace SDLC but complements it, since it focuses more on process description
and can be combined perfectly with the object oriented approach.
Its task is to build the application quickly and incrementally implement the user requirements design through
tools such as visual basic, power builder, etc.
Incremental Testing
Software development and all of its activities including testing are an iterative process. Therefore, it can be a
costly affair if we wait to test a product only after its complete development. Here incremental testing comes into
picture wherein the product is tested during various stages of its development.

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3/25/2019 System Analysis and Design Quick Guide

Symbol Name Symbol Meaning

Sr.No. Data Name Description No. of Characters

CONDITIONS Rule 1 Rule 2 Rule 3 Rule 4

Method Description Advantages Disadvantages

Parallel Provides fallback when Causes cost

Conversion Old and new systems are used new system fails. overruns.

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