System Development Grade 12 - 020847

SYSTEM
DEVELOPMENT
SYSTEM DEVELOPMENT LIFE CYCLE
GRADE 12
MARIO@2021 ST CLEMENT'S SEC

SYSTEM
A system is a set of organized components which interact in
a given environment and within a specified boundary to
achieve collective goals and objectives.

Information system
▪It is a structured organization of people, data, processes,
information presentation and information technology
working together in supporting decision making, improving
operations and solve problems in the organization.
▪It is an integrated set of components for collecting, storing
and processing data for providing knowledge and digital
products.

Purposes of developing information
system
▪ Improving data collection, processing and
communication
▪ On-line analytical processing
▪ For sharing information
▪ Increasing productivity

Motivation for developing new
information systems
▪ New opportunities Need to improve PIECES
▪P = performance
▪ Problems
▪I = information
▪ Directives ▪E = economics
▪C = control security
▪E= efficiency
▪S= services

Methods or Approaches to system
development
1.Waterfall
2.Iterative
3.Spiral
4. Rapid Application Development
5. Structured system development

EXERCISE
1.St Clément's secondary school has been using manual systems for its
information insemination. You are a system developer and you are contacted
by the school.
(a)What two methods can you use to develop St Clément's information
system?
(b) What is information system?
(c) State two objectives to develop this information system
(d)Give two benefits that would come with the introduction of the new system
at St Clements.
Waterfall
▪ This method is used in system development life circle to
create a system with linear and sequential approach.
▪ It is a sequential step by step approach
▪ It has 7 stages
1.Requirements 2.Analysis 3.Design
4.Coding 5.Testing
6.Implementation 7.maintenance
Requirements
Analysis
Design
coding
Testing
Implementation
Maintenance
Advantages
oEach stage must be completed before you go to the next stage
oIt is suited for smaller projects where requirements are well
defined
oAny changes in software is made during the process of process
of development.

Disadvantages
oErrors can only be fixed during the stage

oIt is not good for complex project
oIt is slow

Exercise
1.Define waterfall model

2. List the phases in waterfall model
3. Why this model is not suitable for a complex project?

Spiral model
oIt was design to overcome the weaknesses of waterfall.

oIt has more emphasis on risk analysis.
oIt creates risk-driven approach with the aim of reducing failure
through iterative use of prototypes.
oIt has four stages
1.Planning
2.Design
3.Construct
4.Evaluation
Spiral model
ST CLE
Phases
▪Planning: it starts with gathering of requirements
▪Design: it starts with the design in the baseline spiral and involves
architectural, logical design, physical product and final design in the
successive spirals.
▪Construct: refers to development of final software product at every
spiral.
▪Evaluation and risk analysis: this includes identifying, estimating and
observing technical feasibility
▪after testing the build at the end of first iteration, user evaluates the
software and provides feedback
▪the process of iteration along the spiral caries on throughout the life of
the software.

advantages
▪Software is produced early in the
software life cycle
▪Risk handling
▪Flexible requirements
▪It is good for large and complex projects.

Disadvantages
▪It is not suitable for small projects
▪It may go indefinitely
▪It is expensive
▪Difficult in time management

Exercise
Evaluation
implementation Problem identification
Design Analysis
1. What stage should the Action plan be worked out?

2. State two advantages of spiral model.
3. Explain what happens on evaluation stage.

Rapid Application Development
▪ RAD is a collection of approaches whose
aim is to quickly develop and deploy
information systems.
Examples of RAD approaches
(i) Prototyping:
▪ it involves creating a simplified working
model of the proposed system then showing
it to the users for views and comments.
▪ It can be improved to come up with the final
system.
(ii) Joint Application Development
▪ All the stakeholders are involved. Such as

owners, programmers, analysts and users.
▪ By the end of the meeting working
prototypes would have been developed
which is very close to the final solution.
Structured system development
▪ It defines a set of stages that should be followed
when developing a system.
▪ Each stage is well documented and specifies the
activities to be carried out by the system analyst
and the team while developing a system.
▪ At the end of each stage, deliverable is produced
which forms the basis for contracting next stage.
methodologies
▪ Soft system methodology (SSM)
▪ Structured design
▪ Yourdon structured method (YSM)
▪ Jackson structured programming (JSP)
▪ Structured System Analysis Development
(SSADM)
Stages in SSADM
1. Feasibility study
2. Investigating of the current environment
3. Business system options
4. Requirement specifications
5. Technical system options
6. Logical design
7. Physical design
Stages of System Development
(SDLC)
▪It is a conceptual model which includes policies and
procedures for developing a system
▪It is the application of analytical processes to the
planning, design and implementation of new and
improved information system.
▪It is a complete set of stages through which a system is
developed, deployed and maintained.
▪It divides the life of an information system into two
(a) Development stage
(b) Operation and support stage
Stages
1. Problem recognition and definition
3. Fact finding
4. Analysis
5. Design
6. system construction
7. Testing
8. Implementation
9. Evaluation and Maintenance
1. Problem recognition and definition
▪Its done during preliminary investigation
▪It seeks to answer two question
1. Is the proposed project worth pursuing?
2. Is the project worth looking at?
Perform
Feasibility study
Define the problem Define scope
What are the
What is it you want What are the
costs? Benefits?
to solve? boundaries?

Example
The current POS system has the problem to replace
a) Inefficient manual operations such as inventory management
and sales
tracking with efficient computerized information system.
As a analyst you need to answer the following questions
1. What are the shortcomings of the current system?
2. What types of records are kept after a sale? (personal,
progress, legal or Miscellaneous)
3. What procedure is followed to complete the transaction?
4. How is new stock re-ordered?
5. How customers are rewarded?
▪its aim is to establish the costs and benefits of the new
system.
▪It is assessed in four ways
1. Operational feasibility:
2. Schedule feasibility
3. Technical feasibility
4. Economical feasibility

EXERCISE 3
1. Define a flowchart.
2. Outline the factors that need to be considered during system
requirement specification stage.
3. Define structured chart.
4. Why is the structured chart regarded as a top-down design tool.
5. List key components of a structured chart

3. Fact finding/ Information gathering
▪Find facts about the existing system
▪Methods of collecting data
1. Document review( receipts, reports, backup files etc)
2. Interviews
3. Questionnaires
4. Observations
5. Automated methods

(a) interviews
▪It is a face-to-face or electronic interaction

between the interviewer and interviewee.
Advantages of interviews
•Non verbal can be used and observed
•Questions can be rephrased instantly for
clarification
Disadvantages of interviews
•it is difficult to organize

•They are time consuming
•Interviewee may not open up on personal
or sensitive issues.
(b) Questionnaires
▪It’s a document that contains a set of question that
helps the researcher to collect information.
Advantages of Questionnaires
•Sincere responses are possible
•The respondent can fill the questionnaire at their
own pace

Disadvantages of Questionnaires
•Good questionnaires are difficult to prepare

•Language ambiguity may lead to
misunderstanding of questions
(c) Observation
▪This method requires the researcher to watch closely
as the subject under observation performs activities
in order to learn about the current system.
Advantages of observation
▪The concepts that are too difficult for non-technical
staff to explain can be observed.
Disadvantages
▪The need to be on-site consumes a lot of time

▪Interferences.
(d) Automated Methods
▪This is the collection of data using devices
that automatically capture data from the
source such as video cameras and tape
recorders.

Preparing and Presenting the fact finding
report (details)
1. Cover letter written by the person who gathered the facts
2. Title page
3. Table of content
4. Executive summary
5. Outlines of the system study
6. Details of the result study
7. Summery section

Requirements Specification
▪It is prepared after the facts have been consolidated into a
report.
COMPONENTS
1. Output specifications
2. Input specifications
3. File/data stores
4. Hardware and software requirements
4. System Analysis
▪This is a process of breaking down a complex system into
small manageable parts that can easily be modelled to
understand the processes and data needs.
▪analyzing the needs of the end users to ensure the new
system can meet their expectations.

Analysis tools
❖ Data flow diagrams
❖ Entity relationship models
❖ Data dictionaries
❖ Decision tables
❖ Decision trees
❖ Structured English and structured charts

(a) System flowcharts
▪A system flowchart breaks down the

entire system development activities
and displays their and logic flow in
graphical form.

Standard symbols for system flow charts
Predefined Document
Start Terminator Process
process
Database Input/output On-page

Manual input
connector decision
Off page
Manual
Display connector
operations
User massage
Sequential
Direct access data data

Designing a system flowchart
➢System Flowchart design illustrates a sequence of operations that a system
goes through in or to process information.
Steps to follow
1. Write a title
2. Identify the trigger event
3. Document the logical flow of data from the trigger event to the end and
represent it with system flowchart symbols.
4. When there are many alternatives at the decision stage, follow the most
important and continue with it.

System flowchart
Stores module
Low stock level Print

Update file
purchase
order
Receive &
Computer
Re-Order Stock Update Stock
stock levels file
Explanation
1. A product is an item in the inventory ready for sale
2. Using the barcodes, the system checks for products product
details including price in the stock file.
3. The system creates the sales invoice and computes loyalty
points
4. After receiving payment and computing change, the system
prints the sales receipt.
5. The system updates the inventory automatically and writes
loyalty points to the client’s card.
start
Re-
order
level?
Generate re-
order reports
Dispatch to
suppliers
Produ
ct
receiv
ed?
Process
payments
end
Data flow diagrams (DFD)
▪A data flow diagram is a graphical model used to represent an

information system processes and data storage.
▪It depicts what a system ought to do not how it will do it
▪Four standard Symbol
External
Process Entity Data store Data flow

1. Process Represents a Transformation, something that the system
does. Such as processing data through some calculation, receiving
data, updating records etc.
2. Data Store Represents a file or database that stores data from a
process for the system. When developing the system, a data store
becomes a database or a flat file.
3. External Entity this is a physical object that interacts with the
system by inputing or receiving something from the system.
4. Data flow represents the flow of data to and from processes

When creating data flow diagram
observe the following
1. Identify processes, inputs and outputs.
2. Identify data stores
3. Identify data flows and how they flow from on process to the
next.
4. Data cannot flow between two data stores without a process in
between them.
5. An external entity cannot write directly into data store but has to
go through a process.

Example
Using a data flow diagram create a point of Sale System.
Components
External entities
1. Buyer 2. Supplier
Processes
1. Bar code reading 2. File referencing
3. Sale Processing 3. Loyalty points calculation
5. Stock file Update
Data stores
1. Stock inventory 2. Loyalty points file
POS DFD Context Diagram
Purchase order Order + payments
supplier Goods + invoice Retail store Receipt +goods + Buyer

POS system points

POS Data flow diagram Level 1
Item bar code Item details
Customer Scan Barcode Reference file
Item details
Receipt + loyalty points
Update
Process Sale Stock file
Stock volumes
Stock levels
Re-order Process Stock order Stock + invoice

Supplier
Stores process

5. System Design
▪this is the process of synthesizing or putting together
components that will address all the system requirements.
▪It reassembles a properly analyzed system into logical
model of structures that represent the solution.
▪Structured chart is a top and down hierarchical diagram
that enables a system developer to design a system by
organizing it into a hierarchy of modules and sub-modules
of a system

Components of a Structured chart
1. Modules
2. conditions
3. Loops
4. Data couples
5. Control couples

Execution Control Sequence
A
A1 A2 A3
A is the root module while A1, A2 and A3 are sub-modules

1. Create the process of sales Module
with the following sub-modules.
(a) scan bar codes
(b) Read reference file
(c) compute total bill and change
(d) print receipt
(e) Update stock file

Process sale
Read Compute Bill Update stock

Scan Bar Code Print receipt
Reference File & Change file

6. System Construction
▪it refers to coding, installation and testing of the program
module and their components.
▪The purpose of construction phase is to develop and test
functional system that fulfils business and design
requirements.

Environments
1) High level structured languages. Such as Pascal, COBOL
2) Fourth generation languages. Such Visual Basic, Visual COBOL,
Delphi Pascal
3) Object Oriented Programming languages. Such as Java, C++, C#
4) Customizing off the shelf applications. Such as Microsoft Access
and Oracle.

Testing the system
▪ it is done in order to validate whether:
1. The specified requirements have been met.
2. The users are satisfied with the system.

7. System implementation
▪It is a process of delivering the system to the users in the day to day
operating environment.

File conversion
▪This is when the new system is implemented and the format
changes from manual to computerized.
Factors to consider: whether
1. A new operating system is required
2. New hardware is required
3. New application software is required
4. New database is required

System changeover strategies
❖System changeover means how to stop using old system
and start using the new one.
1. Straight changeover
2. Parallel changeover
3. Phased changeover
4. Pilot changeover

Straight changeover
▪The old system is stopped and discarded and the new system starts
immediately.
Changeover point
Old system New system
Advantages Disadvantages
▪ Cheaper to implement ▪ In case of a failure there is no fallback strategy
▪ Easier to implement since the system is discarded
▪ The risk to business continuity is very high

Parallel changeover
▪Both the old and new systems are run concurrently for sometime
until the users have confidence in the new system.
Disadvantages
▪ More expensive
▪ A lot of time is wasted
Advantages
NEW SYSTEM ▪ In case the new system fails, a
OLD SYSTEM
fallback strategy is available
▪ Better testing of a new system is
done in a real environment

Phased changeover
▪A new system is implemented in phases or stages
Advantages
▪ The risk of failure is low
▪ Slow but sure
OLD SYSTEM NEW SYSTEM
Disadvantages
▪ Takes a lot of time to finalize.
▪ Risk of incompatibility
between elements
Pilot changeover
▪This is the combination of parallel operation and straight
changeover
▪It involves implementing a new system at a selected sites while the
old system continues to operate.
Advantages
▪ Reduced risk of system failure.
▪ Less expensive
▪ All features of the new system can be fully tested
Disadvantages
▪ No backup system if things
go wrong

8. System Evaluation and
Maintenance
➢System evaluation or (review or audit) is a formal process of going
through the specifications and testing the system after implementation to
find out whether it meets the user requirements.
➢ It assess an information system whether functional requirements and
non-functional requirements are met
▪Functional requirements are those that can be measured or observed
directly. e.g. user input, report generated and Database.
▪Non-functional requirements are those that are difficult to measure. e.g.
user satisfaction, availability, interoperability, security, integrity etc.

▪System maintenance is the adjustment and enhancement
of requirements or correction of errors after a system has
been implemented.

System documentation
oThis is a life long process in the system development life cycle.
oIt consists of the following:
1. Report on fact finding
2. Requirements specifications
3. System and module flowcharts
4. Database tables/files structure/description
5. Sample test data and expected output
6. Report generated from the system.

EXERCISE 1
1. what is problem definition?
2. List types of feasibility
3. What does the technical feasibility do?
4. Define the term system development life cycle
5. At what stage does the system change hands from the
development team to the users?
6. Define the term feasibility study as used in system development

EXERCISE 2
1. State four methods that can be used to gather
information during system development.
2. State two advantages of interviews over questionnaires.
3. Give two examples of information gathering technique.

EXERCISE 4
1. Outline seven steps followed in system development life cycle
2. Outline three disadvantages of questionnaires.
3. Give two advantages of straight changeover over parallel
changeover.
4. Define file conversion.
5. Draw and name four flowchart symbols and give their meaning.

REFERENCE
Yamikami Mbewe (2017) Excel & Advance is Computer
Studies Learner’s book Grade 12. LONGHORN, Nairobi.

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SYSTEM

MARIO@2021 ST CLEMENT'S SEC

MARIO@2021 ST CLEMENT'S SEC

MARIO@2021 ST CLEMENT'S SEC

MARIO@2021 ST CLEMENT'S SEC

MARIO@2021 ST CLEMENT'S SEC

MARIO@2021 ST CLEMENT'S SEC

MARIO@2021 ST CLEMENT'S SEC

oErrors can only be fixed during the stage

MARIO@2021 ST CLEMENT'S SEC

1.Define waterfall model

MARIO@2021 ST CLEMENT'S SEC

oIt was design to overcome the weaknesses of waterfall.

MARIO@2021 ST CLEMENT'S SEC

MARIO@2021 ST CLEMENT'S SEC

MARIO@2021 ST CLEMENT'S SEC

implementation Problem identification

1. What stage should the Action plan be worked out?

MARIO@2021 ST CLEMENT'S SEC

▪ All the stakeholders are involved. Such as

MARIO@2021 ST CLEMENT'S SEC

MARIO@2021 ST CLEMENT'S SEC

MARIO@2021 ST CLEMENT'S SEC

MARIO@2021 ST CLEMENT'S SEC

▪It is a face-to-face or electronic interaction

•it is difficult to organize

MARIO@2021 ST CLEMENT'S SEC

•Good questionnaires are difficult to prepare

▪The need to be on-site consumes a lot of time

MARIO@2021 ST CLEMENT'S SEC

MARIO@2021 ST CLEMENT'S SEC

MARIO@2021 ST CLEMENT'S SEC

MARIO@2021 ST CLEMENT'S SEC

▪A system flowchart breaks down the

MARIO@2021 ST CLEMENT'S SEC

Database Input/output On-page

MARIO@2021 ST CLEMENT'S SEC

MARIO@2021 ST CLEMENT'S SEC

Low stock level Print

▪A data flow diagram is a graphical model used to represent an

MARIO@2021 ST CLEMENT'S SEC

MARIO@2021 ST CLEMENT'S SEC

MARIO@2021 ST CLEMENT'S SEC

Purchase order Order + payments

supplier Goods + invoice Retail store Receipt +goods + Buyer

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Re-order Process Stock order Stock + invoice

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MARIO@2021 ST CLEMENT'S SEC

MARIO@2021 ST CLEMENT'S SEC

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Read Compute Bill Update stock

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MARIO@2021 ST CLEMENT'S SEC

MARIO@2021 ST CLEMENT'S SEC

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