System analysis and design is a process that many companies use to evaluate particular business

situations and develop ways to improve them through more optimal methods. Companies may use this
process to reshape their organization or meet business objectives related to growth and profitability.

System analysis and design deal with planning the development of information systems through
understanding and specifying in detail what a system should do and how the components of the system
should be implemented and work together. System analysts solve business problems through analyzing
the requirements of information systems and designing such systems by applying analysis and design
techniques.

System analysis refers to the process of gathering data, interpreting information, identifying issues and
using the results to recommend or develop possible system improvements. During this stage, companies
may also evaluate future business needs and how improvements may answer them.

Basically, it is a procedure of obtaining and analyzing information, specifying the hardships, and
decomposition of a system into its elements. If you are thinking about why system analysis is conducted,
then here is the answer.

It is conducted to survey a system or you can say its portions to specify its goals. It is a problem-solving
method that expands the system and guarantees that all the segments of the system work proficiently
to achieve their motivation and analysis indicates what the system ought to do.

System design involves the process in which an organization, in an appropriate situation, develops a
newer system or strategy to complement or replace an existing one. This design and development cycle
includes planning, analysis, design, implementation and maintenance.

It is a cycle of arranging another business system or supplanting a current system by characterizing its
segments or modules to fulfil the particular necessities.

Before arranging, you have to comprehend the old system altogether and decide how computers can
best be used to work productively. Thus, system design centers around how to achieve the target of the
system.

Objectives of the system analysis

 Most importantly, it assists with planning systems where subsystems may have clashing
destinations and it enables in comprehension of complicated structures.
 Likewise, System analysis assists with accomplishing bury similarity and solidarity of the
subsystems.
 System analysis gives a favorable position of comprehension and contrasting the subsystems
capacities and complete system.

Benefits of system analysis and design

The most common benefit of system analysis and design is improving upon a previous system and
enjoying increased operational efficiency. Here's a list of other benefits you and your employing
organization may enjoy from this practice:

 Enabling comprehension of complicated structures

 Allowing for better management of any business changes
  Aligning the organization with its environment and strategic priorities
 Minimizing IT issues and reducing the workload of IT employees
 Reducing costs in certain areas, saving the organization money and resources for use in other
departments
 Identifying potential risks and threats to the processes before they arise
 Improving the overall quality of the system
 Improving the usability of the system by employees
 Increasing productivity and customer satisfaction

Benefits of System Analysis

There are several explanations why you might want to analyze a system and here you will see some of
the benefits of system analysis.

 Save money

Analyzing the plans to be undertaken by any business is very important. However, there can indeed be
no 'perfect path'. Still, when the steps to be taken are properly analyzed before implementation, it can
prove to be of great benefit.

Firstly, there are certain places where the cost will be reduced. Also, it will minimize the chances of fatal
errors and prevent the downfall of the business. Last but not the least, the correct path also reduces the
scope for future errors.

 Effective skill use

Another important aspect of system analysis is that it is not very difficult to learn. This means that it
does not require any degree or professional skills. It can be easily taught.

Thus, employers can teach system analysis to employees by using diagrams, which makes it less time
consuming and also cost-efficient.

 Improves productivity

System analysis ensures that a product is made properly and delivered timely. This may seem to be a
small detail, but it plays a vital role in the field of business. When the system of making a product is
analyzed properly, it will greatly reduce the scope for errors.

Furthermore, the timely delivery of products ensures consumer satisfaction. It provides the capability to
make use of human resources to its full potential.

 Enable better management

System analysis makes managing the business easier and much more convenient. If the products are
finalized without analysis, there is a huge possibility of having a lot of errors in the final products.

Also, when system analysis is implemented, it makes the software more flexible. This way, it can adapt
to the changing business environment. Otherwise, the software will have to be made again from scratch,
which will cost a lot of time, money, and resources.

7 tools and techniques of system analysis and design

1. Data flow diagrams (DFD) or bubble charts

This technique helps organizations by organizing the initial requirements of a system in graphical form.
Many companies find this technique helpful when users want a notational communication language, but
the required system design remains unclear. DFDs illustrate how information flows between various
system functions and demonstrate the current implementation process of the system. They also
summarize what information the system processes, which transformations it performs, where it stores
data, what result it produces and where those results go. DFD graphic design often makes
communication easier between a user and an analyst or an analyst and a designer.

These diagrams come in two forms. A physical DFD describes how a current system operates and how an
organization can implement a new one. It reveals which functions a system performs and provides
details on hardware, software, files and people. A logical DFD focuses only on the data flow between
processes. It describes how the business operates, not just the system. Logical DFDs also explain system
events and the data required for each event.

2. Data dictionaries

A data dictionary is a structured receptacle for data elements in a system. It stores descriptions of all
data elements in data flow diagrams. These data elements may include processes, details and definitions
of data flows, data stores and data within those data stores. It also stores information about the
relationship between data elements. Data dictionaries generally improve the communication between
users and system analysts. They're also an important part of building a database because analysts can
use them to manipulate and control access of the database.

There are two types of data dictionaries. An active dictionary relates to a specific database and updates
automatically with a data management system. Its connection to a specific database sometimes makes it
more challenging to transfer data. A passive data dictionary doesn't connect to a specific server or
database, which can improve data transference efforts. These dictionaries don't update automatically
and require manual maintenance to prevent asynchronous metadata.

3. Decision trees

Decision trees assist businesses with defining complex relationships and decisions in an organized
diagram. These diagrams reveal alternate conditions and actions in a horizontal tree shape and
demonstrate which conditions an organization may consider first, then each one in order of importance.
A decision tree illustrates the relationship of each condition to its action, which allows analysts to
consider decision sequences and identify the best one. This depicts a single representation of
relationships between the conditions and actions, which may limit information about other
combinations of actions an analyst can test.

4. Decision tables

Decision tables can improve the general understanding of a complex logical relationship by providing a
matrix of rows and columns for defining an issue and possible actions. Organizations may find this tool
useful in situations where certain actions rely on the occurrence of one or a combination of conditions.
In a decision table, decision rules define the relationships between decisions, conditions and actions.
Here are the general components of a decision table:
Condition stub: This section is the upper left quadrant and lists all the conditions a professional can
check in a situation.

Action stub: This is the lower left quadrant and defines the actions the system can perform to meet a
specific condition.

Condition entry: This is the upper right quadrant and provides answers to questions an organization asks
in the condition stub section.

Action entry: This is the lower right quadrant and identifies the appropriate action from the answers to
the conditions in the condition entry section.

5. Structured English

System analysts often use structured English because it often provides more understandable and precise
descriptions of a process. It often helps non-technical users understand a computer program's design by
separating it into logical steps using straightforward English words. Organizations may benefit from this
method when they consider sequences and loops in a program and an issue requires sequences of
actions with decisions.

This process results from a structured programming language based on procedural logic that employs
imperative sentences and construction to perform operations for an action. It doesn't contain a strict
syntax rule and expresses all logic through sequential decision structures and iterations. Here are a few
of the guidelines that professionals typically follow when using Structured English:

 Write clear and unambiguous statements.

 Use one line per logical element.
 Capitalize keywords.
 Underline words or phrases that appear in a data dictionary.
 Mark comment lines with an asterisk.

6. Pseudocodes

A pseudocode typically uses structural rules of a normal programming language, but professionals use it
for human interpretation instead of machine interpretation. This means that pseudocodes often omit
details required for machine-reading, such as language-specific code. It expresses logic in plain English
and often uses physical programming logic while not using actual coding. Professionals may use this
alongside structured programming as well. They typically create a pseudocode while initially managing a
new algorithm and then translate that code into the target programming language. It often replaces
flowcharts in a program.

7. Simulations

A simulation usually involves developing a numerical model that illustrates a system's activity in the
form of individual events in the system's individual segments. This method helps system analysts
conduct testing investigations on the general model of a system. It often helps organizations evaluate
the effects of changes in a process or segment. Analysts can also use simulations to predict how new
systems may function and perform compared to an old system.

Tools and Techniques of System Analysis

  Grid Charts

Grid charts are an even strategy for speaking to the connection between two arrangements of
elements. A grid chart analysis is valuable in dispensing with pointless reports or superfluous
information things from reports.

It can likewise be utilized for distinguishing the obligations of different directors for a specific sub-
system. Also, grid charts can be viably used to follow the stream of different exchanges and reports in
the association.

 Simulation

The simulation includes the development of a model that is generally numerical. As opposed to
legitimately portraying the general conduct of the system, the simulation model depicts the activity of
the system as far as individual occasions of the individual segments of the system.

Thus, simulation generally is nothing more or less than the method of conducting testing investigations
on the model of the system.

 Decision Tree

A few choices include a series of steps. The result of the first choice aids the second; the third choice
relies upon the result of the second, etc. In such kind of circumstances of decision-making uncertainty
encompasses each progression, so we face uncertainty, heaped on uncertainty.

So, decision trees are the model to manage such an issue. They are additionally significant in decision
making in a probabilistic circumstance where different feelings or choices can be drawn (as though they
are the parts of a tree) and the ultimate results can be perceived.

 System Flow Chart

A system flow chart is a chart or pictorial portrayal of the coherent progression of activities and data in
an association. It portrays the connection between input handling and yields thinking about the whole
system.

A standard arrangement of images is commonly used for the development of system flow charts.

 Decision Tables

Decision tables are graphical methods for speaking to a grouping of legitimate decisions. It is set up in a
tabular structure. It records every conceivable condition and related arrangement of activities.

A decision table comprises the four sections that are condition stub, condition entries, action stub, and
action entries.