Chapter 5 - Systems Analysis

A) Introduction - Major tasks of Systems Analysis

• Establishing the systems scope
• Gathering study facts
• Analyzing study facts
• Communicating findings via a Systems Analysis Report
• study facts - pieces of info that reveal realities, situations, and relationships that warrant careful analysis and modeling

B) Relationship between Systems Analysis and Systems Development?

ICEBERG EFFECT - systems maintenance 80-90% of systems resources

outmoded methods produce systems that are:

1. difficult to maintain
2. unusable without major upgrades
3. unreliable
4. difficult to extend

Using Modern Methods to Reduce the Iceberg Effect (Fig. 5.3 & 5.4)

• SWAT (Specialists with Advanced Tools) Teams
• Applying Modeling Tools and Techniques in a Sample Case
• Dillison's case-
  • JAD,
  • DFD,
  • State Transition (Fig. 5.7),
  • Decison tree (Fig. 5.8)

C) Defining Scope of a New System

sources of study facts:

• The current system
• Other internal sources
• External sources

1. What should the New System Include?
2. What information is needed?
3. Who needs it?
4. When is it needed?
5. In what form is it required?
6. Where does it originate?
7. When and how can it be collected?

The Current System

1. What role does the current system have?
2. Is the current system any good?
3. Good enough?
4. Should I analyze and model the current system?
5. What subsystems in the current system should be analyzed?

• Advantages & Disadvantages of analyzing the current system
• Gathering Information from the People Who will Use the System
• In-house documents (Fig. 5.9)
• Gathering Information fron Sources Outside the User Organization

D) Techniques for gathering Additonal Information

Interviewing

• open-ended vs. close-ended questions
• primary vs. secondary questions
• funnel format (Fig. 5.11)
• inverted funnel format (Fig. 5.12)
• psychology of interviewing (Fig. 5.15)
  • Customizing Questions by Developing Preinterview Profiles
  • Recording and Evaluating the Interview Sampling - Nonstatistical vs. Statistical Sampling

Steps in Sampling Plan

1. Step 1: Determine Sampling Objectives
2. Step 2: Define the Population and the Sampling Unit
3. Step 3: Specify the Characteristic of Interest
4. Step 4: Determine the Sample Size
5. Step 5: Determine the Sample Selection Method and Execute It random number sampling systematic sampling block sampling
6. Step 6: Evaluate the Sample Results and Make an Inference

Observing

1. Getting Ready
2. Identify and define what is going to be observed
3. Estimate the length of time this observation will require
4. Secure proper management approval
5. Explain to the parties being observed what will be done and why
6. Conducting the Observation - analyst should become familar with surroundings and components periodically not the time note what is observed as specifically as possible refrain from making qualitative / value-judgement comments show proper courtesy and observe safety regulations
7. Document and Organize Observation Notes

E) Concluding Systems Analysis and Communicating the Findings

• give feedback to persons interviewed or observed
• verify findings with user personnel
• hold periodic status meetings with project management

Preparing the Systems Analysis Report

• Modularize the report;
• Cover page;
• TOC;
• Appendices
• Use good quality paper;
• 1" margins;
• paginate;
• spacing
• Use bullets;
• fonts;
• color

Report (for users, general and system management & steering comm.)

• Reasons and Scope of Systems Analysis
• List of Major Problems Identified
• Complete Statement and Definition of User Requirements
• List of Critical Assumptions
• Recommendations

Presenting the Findings

• Orally memorization vs. reading vs. extemporaneous
• use Audio & Visual Aids

Possible Outcomes of Systems Analysis

• Abandon the Project
• Postpone the Project
• Change the Project
• Continue the Project

Exercises: look over 1-27 ; turn in 5.28, 5.30, 5.31, 5.38, 5.41