System Analyst

A systems analyst is a person who uses analysis and design techniques to solve
business problems using information technology. Systems analysts may serve as
change agents who identify the organizational improvements needed,
design systems to implement those changes, and train and motivate others to use
the systems.

Characteristics of a System Analyst

1) Knowledge of Organization: – A system analyst must understand the way in which various
organizations function. The analyst must understand the management structure and the
relationship between the department in an organization as many systems built for making
accounting, Financial Management, and supply chain management.
2) Knowledge of Computer system and software: – The system analyst must also know about the
recent developments in computer system and software.
3) Good Inter-Personal relations: – The analyst must be able to interpret user needs must be a
good listener and a good diploma- He/she must understand people and be able to influence them
to change their minds and attitudes.
4) Ability to communicate: – The analyst is also required to orally present his design to a group of
user.
5) Analytical Mind: – The analyst is required to find a solution to the problem using various
analytical tools such as decision tree, decision table etc.
6) Breath Knowledge of a system: – the analyst has to work with persons performing the various
job in an organization such as an accountant, salespersons, clerical staff, stores officers, purchase
officers, directors etc.
7) Flexibility and adaptability:-Different projects. No matter the same or different organization is
of a different nature.
8) Character and ethics:-The system analyst must have good moral and strong character.

Systems Analysis
Systems Analysis is a process of understanding in detail what a system should accomplish. It is
about understanding the goals and strategies of the business and defining the information
requirements that support those goals and strategies. Most importantly, systems analysis is not about
programming.

Key Role of a Systems Analyst

A Systems Analyst serves as a business professional who uses analysis and design techniques to
solve business problems using information technology. As we all know information technology is the
study, design, development, implementation, support or management of computer-based information
systems, particularly software applications and computer hardware, which deals with the use of
electronic computers and computer software to convert, store, protect, process, transmit, and securely
retrieve information. The typical problems a systems analyst solves are:

a) Customers want to order product anytime of the day.

b) Suppliers want to minimize inventory holding costs.
c) Marketing wants to know customer needs better.
d) Management want to analyze financial information more efficiently.

Systems Analyst Required Skills

Understanding the goals and strategies of a business and defining the information requirements
that support those goals and strategies are a mighty hard task done by a Systems Analyst. This task
requires specific skills and these are: Technical Knowledge, Business Knowledge and People
Knowledge.
1) Technical Knowledge and Skills
A Systems Analyst should have technical knowledge and skills in both tools and techniques.
When we say technical
knowledge and skills in tools, he/she should be acquainted or has knowledge with computers /
peripheral devices (hardware) ,communication networks and connectivity, database and database
management systems (DBMS), programming languages (for example, VB.NET or Java),
operating systems and utilities, software productivity packages, integrated development
environments (IDEs) for programming languages, and CASE tools, testing, documentation
support, reverse engineering, configuration management. On the other hand, when we say
technical knowledge and skills in techniques, he/she should be acquainted or has knowledge with
project planning, systems analysis, systems design, database design, network design, construction,
implementation, and systems support.

2) Business Knowledge and Skills

A Systems Analyst’s primary task is to solve business problems, thus he/she should know the
business functions performed by the organization. Some of these are:

-Strategies, plans, traditions, and values of the organization

-Organizational structure
-Organization management techniques
-Functional work processes

3) People Knowledge and Skills

Systems analysts need to understand how people think, learn, react to change, communicate,
and work (in a variety of jobs and levels). Interpersonal and communication skills are crucial in
obtaining information, motivating people, getting cooperation, understanding the complexity and
workings of an organization in order to provide necessary support.

Characteristics of a Good System Analyst

Being a Systems Analyst needs to be curious or inquisitive and have a vigorous mind. A System
Analyst needs to obtain the organizations’ goals and objective and define the information
requirement, in defining the information requirements one needs to be inquisitive, that proves the
importance of the said characteristic on being a Systems Analyst.

Characteristic of a good system analyst?

1. The system analyst must be able to communicate in writing and orally.

2. The analyst must easily get along with people.
3. The analyst must be a good listener and be able to react to what people say.
4. The analyst must be knowledgeable of technology. The analyst is not expected to know the
intricacies of programming, but a decent general knowledge of concepts and terms are
essential.
5. The analyst must be knowledgeable of business. The analyst is not expected to be an expert
in business but a decent understanding of the client's world is required.

Skills – ability to do something well.

Characteristics – a feature or quality that makes something or somebody recognizable.

A list of the characteristics of a System Analyst, A Systems Analyst should be/have:

1) Technical Knowledge and Skills

2) Business Knowledge and Skills
3) People Knowledge and Skills
4) Inquisitive
5) Critical/Logical Thinker
6) Able to adjust to rapidly changing technology
7) Patient
8) Perseverance
9) Methodical
10)Broad-minded

Role of System Analyst

A System Analyst is responsible for analyzing, designing and implementing systems to fulfil
organizational needs. He/she plays a vital role in making operational the
management information system. The role of the system analyst has however changed.
The role of the analyst has however changed with time. Now a system analyst is seen more as a
change agent responsible for delivering value to an organization on its investments in
management information systems (that includes a heavy dose of information communication
technology investment). A dictionary definition of a system analyst (as per Random House
Dictionary) defines it as, ‘a person who conducts a methodical study and evaluation of an activity
such as business to identify its desired objectives in order to determine procedures by which these
objectives can be gained.
An organization requires system analysts as line managers normally do not have an
understanding of the kind of information-based solutions that are possible for their business
problems. A system analysts bridges this gap as he/she is has a thorough knowledge of both the
business systems and business processes. A system analyst is therefore in a position to provide
information system based solutions to organizations after having studied the problem that the
organization is facing. They understand both business and technology. They study a business
problem or opportunity and devise an information system enabled solution for it by detailing the
information system specifications. This set of specification that the analyst delivers is in a technical
format which is easily understandable to a technical (IT) specialist. The technical specialist might
not understand the business issue, if it comes directly from the line managers as he has very little
knowledge of business processes. The system analyst then bridges the gap between the two by
translating and transforming the business problem/opportunity into a information systems solution
and supplying the specification of such a system to the technologist who can then take up the task
and build the actual system.
This may sound very easy but it is actually not an easy task. In most cases, the analyst works as a
change agent. When devising a solution, the analyst does not restrict him/ her to the immediate
problem/opportunity at hand but also focuses on the future. This requires that an analyst suggest
some changes in the process of doing business to bring in greater efficiency in future. Inevitably, the
process of creating an information systems enabled solution is coupled with the activity of business
process reengineering through which change is brought in. The analyst uses the opportunity of
devising a solution to bring in change and make the organization more efficient. Thus, a system
analyst may also be considered as a change agent.
As we have pointed out in the previous section, the role of the analyst encompasses both the
business and technology domain. In addition, the analyst also works, as a change agent hence the
work of an analyst not only requires very good understanding of technical knowledge but also of
business and interpersonal skills.
The interpersonal skills required by a system analyst are:

 Communication: The analyst needs to be a very good communicator to understand and

communicate to the user group as well as to the1echnical specialists. Sometimes the users may not
 be able to communicate their needs fully to the analyst, but the analyst must be able to understand
their needs from incomplete communication of the users.
 Foresightedness and vision: The analyst must have foresight and vision, so that they can
factor in the future requirement of the users even if they have not factored that in the design. The
analyst must also have vision with regard to the technological changes. He/she must be able to
predict where the business needs and technological capabilities/constraints will be in the future.
They should also clearly communicate that the design holds good not only for the short term but
also the long term.
 Adaptability and flexibility skills: The analyst may be new to the environment of the
particular business but he/she has to be quick on the uptake and adapt fast to the culture and
environment of the organization. Some flexibility in the understanding of problems is also
required along with the flexibility to come up with alternative solutions.
 Selling: The analyst needs to have flair to sell their ideas and solutions to the users. Sometimes
this may be difficult as the users and clients might not know what solution will serve them best.
The analyst needs to employ his selling skills to convince the users on the suitability of a solution.
 Patience and rationality: The analyst needs to be patient and rational so that he/she do not
rush to a solution. If they make haste then they might miss critical information about the
problem/opportunity and end up promoting a wrong solution for the users. Rationality is also a
virtue for the system analyst, as this will help them in analyzing the problem/opportunity with a
clear mind without prejudice.
 Sound temperament: The analyst needs to remain calm in the face of adverse situations. Most
of the time the critical data that the analyst seeks is hard to come by and may be late in coming.
The analyst will have to put up with all this and be clam in such situations. Thus, the temperament
that he exhibits will help him in devising an appropriate solution for the client.
 Management skills: These skills are an absolute necessity for any analyst. The system analyst
has to deliver in spite of several constraints hence they must have good management skills to
manage time and resources at their disposal. The particular management skills that they need to
have are:

 Time management skills. This will help them adhere to the strict schedules of the task.
 Project management skills. This will help them manage the project within the boundaries
of time and cost.
 Man management skills. The analyst will need human resource skills so that they can
manage people working under him. This skill will also help them to connect to people in
the client organization so that there is greater acceptability for their solutions.
 Team management skills. The analyst must be a team player. They have to work in a
team and they should ensure smooth team functioning.
 Organizing and directing skills. These are basic managerial skills that the analyst must
have to conduct the analysis properly.
 Negotiation skills. The analyst should be a good negotiator to get his way around for the
purposes of selling his solution and to get the relevant data from the client.
 Leadership quality: The analyst must exhibit leadership and take initiative to
understand issues pertaining to the organization and its line of business in a proactive
manner so that they are well aware of the associated issues of the problem/opportunity as
well.
 Training and documentation capability: The analyst needs to be a good trainer as they
may be called upon to enhance the capacities of the users. Their documentation skills will
also have to be good, as without those skills the communication with the technical team
will remain incomplete.
 Presentation skills: The analyst must have good presentation skills that will help him to
communicate better.
 The technical skills required by the system analyst are:
  Creativity: This skill will ensure that the analyst can give the users novel technical
solutions for the same problem.
 Problem solving: This skill will help the analyst form a systems approach to problem
solving so that they are able to structure a problem even when there is none.
 Technical knowledge: The analyst needs to have concrete knowledge in the technical
domain so that they are able to generate alternative solutions to problem. Without the
technical know how they will not be able to develop the solution. The analyst must also
have a broad knowledge of the entire technical domain. The broad spectrum of
knowledge will help them be flexible in their solution approach and will ensure that they
have a better understanding of the future of technologies.

Roles of the Systems Analyst

The systems analyst systematically assesses how users interact with technology and how
businesses function by examining the inputting and processing of data and the outputting of
information with the intent of improving organizational processes. Many improvements involve
better support of users’ work tasks and business functions through the use of computerized
information systems. This definition emphasizes a systematic, methodical approach to analyzing—
and potentially improving—what is occurring in the specific context experienced by users and created
by a business.

Our definition of a systems analyst is necessarily broad. The analyst must be able to work with
people of all descriptions and be experienced in working with computers. The analyst plays many
roles, sometimes balancing several at the same time. The three primary roles of the systems analyst
are consultant, supporting expert, and agent of change.

Systems Analyst as Consultant

The systems analyst frequently acts as a systems consultant to humans and their businesses and,
thus, may be hired specifically to address information systems issues within a business. Such hiring
can be an advantage because outside consultants can bring with them a fresh perspective that other
people in an organization do not possess. It also means that outside analysts are at a disadvantage
because an outsider can never know the true organizational culture. As an outside consultant, you will
rely heavily on the systematic methods discussed throughout this text to analyze and design
appropriate information systems for users working in a particular business. In addition, you will rely
on information systems users to help you understand the organizational culture from others’
viewpoints.

Systems Analyst as Supporting Expert

Another role that you may be required to play is that of supporting expert within a business for
which you are regularly employed in some systems capacity. In this role the analyst draws on
professional expertise concerning computer hardware and software and their uses in the business.
This work is often not a full-blown systems project, but rather it entails a small modification or
decision affecting a single department.

As the supporting expert, you are not managing the project; you are merely serving as a resource
for those who are. If you are a systems analyst employed by a manufacturing or service organization,
many of your daily activities may be encompassed by this role.

Systems Analyst as Agent of Change

The most comprehensive and responsible role that the systems analyst takes on is that of an agent
of change, whether internal or external to the business. As an analyst, you are an agent of change
whenever you perform any of the activities in the systems development life cycle (discussed in the
next section) and are present and interacting with users and the business for an extended period (from
two weeks to more than a year). An agent of change can be defined as a person who serves as a
catalyst for change, develops a plan for change, and works with others in facilitating that change.

Your presence in the business changes it. As a systems analyst, you must recognize this fact and
use it as a starting point for your analysis. Hence, you must interact with users and management (if
they are not one and the same) from the very beginning of your project. Without their help you cannot
understand what they need to support their work in the organization, and real change cannot take
place.

If change (that is, improvements to the business that can be realized through information systems)
seems warranted after analysis, the next step is to develop a plan for change along with the people
who must enact the change. Once a consensus is reached on the change that is to be made, you must
constantly interact with those who are changing.

As a systems analyst acting as an agent of change, you advocate a particular avenue of change
involving the use of information systems. You also teach users the process of change, because
changes in the information system do not occur independently; rather, they cause changes in the rest
of the organization as well.

Qualities of the Systems Analyst

From the foregoing descriptions of the roles the systems analyst plays, it is easy to see that the
successful systems analyst must possess a wide range of qualities. Many different kinds of people are
systems analysts, so any description is destined to fall short in some way. There are some qualities,
however, that most systems analysts seem to display.

Above all, the analyst is a problem solver. He or she is a person who views the analysis of
problems as a challenge and who enjoys devising workable solutions. When necessary, the analyst
must be able to systematically tackle the situation at hand through skillful application of tools,
techniques, and experience. The analyst must also be a communicator capable of relating
meaningfully to other people over extended periods of time. Systems analysts need to be able to
understand humans’ needs in interacting with technology, and they need enough computer experience
to program, to understand the capabilities of computers, to glean information requirements from
users, and to communicate what is needed to programmers. They also need to possess strong personal
and professional ethics to help them shape their client relationships.

The systems analyst must be a self-disciplined, self-motivated individual who is able to manage
and coordinate other people, as well as innumerable project resources. Systems analysis is a
demanding career, but, in compensation, an ever-changing and always challenging one.

System Analysts are IT professionals who act as a mediator between clients and technical team.
They are responsible for integrating business requirements into technology and ensure smooth
functioning of the business operations. They use both business and technical knowledge for
analyzing business processes, computer systems, and infrastructure to develop effective strategies
that can help in accomplishing daily needs of the organization. To perform their job, system
analysts have to be proficient in programming language, the configuration of systems, and multiple
operating systems.

According to U.S. Bureau of Labor Statistics (BLS), employment for system analysts is
projected to grow by 9 percent in the next ten years. Important roles and responsibilities of system
analysts are:
Act as a middleman and an architect.
System analysts liaise between customers, IT persons, and stakeholders to develop information
systems capable of delivering business requirements. The integration of technology into business
requirements has to be futuristic. It means systems analysts have to develop information systems
that are easy to upgrade in the future if the need arises. They have to design an information system
architecture according to the user’s requirements which acts as a blueprint for the programmers. For
that, they need to know exactly what users want and also have to build good relationships and
rapport with them to understand their requirements as well as convey correct and complete
information to the development team.

Agent of Change
System analysts are also known as an agent of change since they use different approaches to
bring changes in the information system that can facilitate business operations. The biggest hurdle
for the role of system analysts is the skepticism of people about accepting the change. So, they
prefer users' participation for easy exchange of information. When stakeholders, management, and
clients are ready for the technological changes, a final system is made.

Investigator and Monitor

In defining a problem or finding reasons for the failure in a system, system analysts play a role
of an investigator. They gather information to determine or investigate why an existing system is
not working well and is facing problems and what changes should be implemented to solve these
issues. After creating alternative solutions for problems, system analysts monitor the information
system regularly and take steps to avoid increased costs, and the waste of resources and time.

Motivator and Sales Person

Effective user participation and training with proper motivation to use the system are important
factors to achieve system acceptance. Another important role that system analysts play is of a
salesperson, which involves selling a system to the users. This process takes place at each stage of
system life cycle. To play the role of a motivator and sales person, system analysts have to hold
good communication, sales, and persuasion skills.

Responsibilities of System Analysts:

Defining User Requirements
The basic and most important step for system analysts is to understand user’s requirements
clearly. To get the hang, they have to interview users and prepare questionnaires, observe the
current system, and plan system configuration. This phase is important to understand how the
current system functions and what users want from the new systems. Participation of users is
needed so that their views related to the system are taken into consideration to build the new one.

Prioritizing Requirements
Large systems do have various requirements which are not equal and are, therefore, not possible
for the team to implement all of them at the same time. Also, various types of users in the
organization have different types of information needs that cannot be satisfied due to various
constraints such as limited resources, budgetary constraints, time sensitivity, feasibility, etc.
Therefore, system analysts have to prioritize users’ requirements using their social and analytical
skills.

Gathering Data and Facts

System analysts act as researchers and gather various facts and data with the active cooperation
from the users of the system. They consult users from time to time to obtain necessary information
related to the system, and whether there is any last-minute requirement. This process is important
because analysts have to organize and document information into functional specification to solve
to develop a system.
Analyzing the Problem
After gathering data and facts, system analysts analyze various problems, their causes, and
effects on business operations. They analyze and identify the requirements to be fulfilled through
technological means. They remove unnecessary data, focus on the important ones, and change or
modify the working system accordingly to make it more user-friendly.

Solving Problems
System analysts help IT users to solve information problems by using different approaches in
which one good source of solutions is to take suggestions from others. With this approach, analysts
develop and evaluate a set of possible alternative solutions and then compare and choose the best
one to implement. They have to compare the alternative solutions on the basis of cost, benefits, risk
factors, etc. and decide the best with management's help.

Drawing Specifications
System analysts are responsible for drawing precise and clear specifications for programmers
and managers to understand easily. That includes text, documents, and flow charts for visual
understanding of computer programmers. These are presented in a detailed form as they lay the
foundations for optimal functioning of the system.

Designing and Evaluating Systems

At last, when the analysts are done with the preparation of the system's specifications, they
design and implement the system along with the development team so that the management’s goal
is achieved. With the knowledge of advanced programming tools, they act as an architect and
develop new systems. After the system is developed, they test the performance and recommend
necessary modifications.

Due to the various roles and responsibilities of a system analyst, he/she has to be a multifaceted
personality who is able to manage and coordinate with various people.