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Rakesh S.

Pandya
Systems Analysis & Design
Objectives
What are information systems, and their
purpose?
What is the role an employee play in the
development and use of information systems?
Who are information system users? How is the
definition changing in todays environment?
What are systems analysis and design?
Where do systems analysts work?
What modern business and technology trends are
affecting information systems development?
What are various steps in designing a system?


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Systems Analysis and Design - (RS Pandya)
Information Systems (IS) &
Information Technology (IT)
An information system (IS) is an arrangement of
people, data, processes, communications, and
information technology that interact to support
and improve day-to-day operations in a business,
as well as support the problem-solving and
decision-making needs of management and
users.


Information technology (IT) is a contemporary
term that describes the combination of
computer technology (hardware and software)
with telecommunications technology (data,
image, and voice networks).
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Stakeholders for System
A stakeholder is any person who has an
interest in an existing or new information
system. Stakeholders can be technical or
nontechnical workers.
For information systems, the stakeholders
can be classified as:
System owners ( Department, User)
System users (Self , Internal and External)
Systems analysts (IT professionals, Sys. Owners)
System designers (IT Professionals)
System builders
IT vendors and consultants
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Building Blocks (Pillars) of a System
Approaches for System Analysis
Problem-Solving
True problem situations, either real or
anticipated, that require corrective action
Opportunities to improve a situation despite
the absence of complaints
Directives to change a situation regardless of
whether anyone has complained about the
current situation
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Approaches for System Analysis
1. Identify the problem.
2. Analyze and understand the problem.
3. Identify solution requirements or
expectations.
4. Identify alternative solutions and decide a
course of action.
5. Design and implement the best solution.
6. Evaluate the results. If the problem is not
solved, return to step 1 or 2 as appropriate.

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Business Trends and Drivers
Total quality management (TQM)
Continuous process improvement (CPI)
Globalization of the economy
Information technology problems and
opportunities
Year 2000 problem (Y2K)
Euro currency directive
Enterprise resource planning (ERP)
Electronic commerce (EC or E-commerce)
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The Systems Analyst as a Facilitator
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Skills Required by Systems Analysts
Working knowledge of information technology
Computer programming experience & expertise
General business knowledge
Problem-solving skills
Interpersonal communication skills
Interpersonal relations skills
Flexibility and adaptability
Character and ethics
Systems analysis and design skills
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INFORMATION SYSTEM
BUILDING
BLOCKS
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Building Blocks an Information System
The building blocks for an Information System can be :

Data, Information, Process and their Interfaces .
information technology
Users at front- and back-office of the organization
Describe five classes of information system
applications (transaction processing, management
information, decision support, expert, and office
automation systems) and how they interoperate.
Various groups of stakeholders in information
system development.
The focuses for information systems.

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Building Blocks an Information System
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Data and Information
Data are raw facts about the organization
and its business transactions. Most data
items have little meaning and use by
themselves.

Information is data that has been refined
and organized by processing and purposeful
intelligence. The latter, purposeful
intelligence, is crucial to the definition
People provide the purpose and the
intelligence that produces true information.
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Information Systems & Technology
An information system (IS) is an arrangement of
people, data, processes, communications, and
information technology that interact to support
and improve day-to-day operations in a business
as well as support the problem-solving and
decision making needs of management and users.

Information technology is a contemporary term
that describes the combination of computer
technology (hardware and software) with
telecommunications technology (data, image, and
voice networks).
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Front-Office & Back-Office
Information Systems
Front-office information systems support business
functions that reach out to customers (or
constituents).
Marketing
Sales
Customer management
Back-office information systems support internal
business operations and interact with suppliers (of
materials, equipment, supplies, and services).
Human resources
Financial management
Manufacturing
Inventory control
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Front-Office & Back-Office
Information Systems
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Classes of Information Systems
Transaction processing systems
Management information systems
Decision support systems
Expert systems
Office automation systems
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Information Systems Applications
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Information System Building Blocks
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The DATA Focus
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The PROCESS Focus
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The INTERFACE Focus
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Information System Building Blocks
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The Role of the Network in IS
DATA
Building
Blocks
PROCESS
Building
Blocks
INTERFACE
Building
Blocks
The Network
Edit Date: 8/3/00 11:38:23 AM
Caption: Role of the Network in Information Systems
Type of Art: Line (portrait) Software: Visio Authors: Whitten, Bentley, and Dittman
Filename: Drawing1
Figure 2.8
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INFORMATION SYSTEM
DEVELOPMENT
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Information System Development
A system development process required to achieve the
Capability Maturity Model (CMM) for quality management.
Every system has its life cycle and development methodology.
There are eight basic principles of system development which
includes definition of problems, opportunities, and directives.
In early days there were traditional and basic phases of
system development. Every phase includes the purpose,
inputs, and outputs.
Later new methods of system development includes
computer-aided systems engineering (CASE), application
development environments (ADEs), and process and project
management technology as automated tools for system
development.
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Building Blocks for Information
System Development
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The CMM Process Management Model
The Capability Maturity Model (CMM) is a framework to
assess the maturity level of an organizations information
system development and management processes and
products. It consists of five levels of maturity as
measured by a set of guidelines called the key process
areas.
Level 1 - Initial: System development projects follow no prescribed
process.
Level 2 - Repeatable: Project management processes and practices are
established to track project costs, schedules, and functionality.
Level 3 - Defined: A standard system development process (sometimes
called a methodology) is purchased or developed, and integrated
throughout the information systems/services unit of the organization.
Level 4 - Managed: Measurable goals for quality and productivity are
established.
Level 5 - Optimizing: The standardized system development process is
continuously monitored and improved based on measures and data
analysis established in Level 4.
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Capability Maturity Model (CMM)
Level
5
OPTIMIZED
Level
4
MANAGED
Level
3
DEFINED
Level
2
REPEATABLE
RISK
COMPETITIVENESS
Level
1
INITIAL
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Life Cycle versus Methodology
A system life cycle divides the life of an
information system into two stages, systems
development and systems operation and
support.
A system development methodology is a very
formal and precise system development
process that defines (as in CMM Level 3) a set
of activities, methods, best practices,
deliverables, and automated tools that system
developers and project managers are to use to
develop and maintain information systems and
software.
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A System Life Cycle
Conversion
Obsolescence
Lifetime
of a
System
LIFE CYCLE STAGE
System Development
using
System Development
Methodology
LIFE CYCLE STAGE
System Operation
and Support
using
Information Technology
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Principles of System Development
Get the owners and users involved.
Use a problem-solving approach.
Establish phases and activities.
Establish standards.
Justify systems as capital investments.
Dont be afraid to cancel or revise scope.
Divide and conquer.
Design systems for growth and change.
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Phases of a Representative Methodology
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Overlap of System Development Phases
ID
1
2
3
4
5
6
7
8
9
Project management
Preliminary investigation
Problem analysis
Requirements analysis
Decision analysis
Design
Construction
Implementation
Operations and support
May Jun Jul Aug Sep Oct Nov Dec Jan
2001 2002
Task Name
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The PIECES Problem-Solving Framework
P the need to improve Performance
I the need to improve Information (& data)
E the need to improve Economics, control
costs, or increase profits
C the need to improve Control or security
E the need to improve Efficiency of people
and processes
S the need to improve Service to customers,
suppliers, partners, employees, etc.
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FAST System Development Phases
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Cross Life Cycle Activities
Cross life cycle activities are activities that
overlap many or all phases of the methodology.
Fact-finding
Documentation and presentation
Feasibility analysis
Process and project management
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A repository is a
database where
system developers
store all
documentation,
knowledge, and
products for one
or more
information
systems or
projects.
Sharing Knowledge via a Repository
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Alternative Methodology for
Systems Development
Model-Driven Development (MDD)
Rapid Application Development (RAD)
Commercial Off-the-Shelf Software (COTS)
Maintenance and Reengineering

or hybrids of the above
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Model-Driven Development (MDD)
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Rapid Application Development (RAD)
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Commercial Off-the-Shelf (COTS)
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Hybrid: Rapid Architected Development
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Hybrid: Multiple Implementation
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Hybrid: Staged Implementation
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Maintenance and Reengineering Route
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Automated Tools and Technology
Computer-aided systems engineering (CASE)
Application development environments (ADEs)
Process and project managers
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CASE Tools
(Computer Added Software Engineering Tools)
Software Engineering is the establishment and use of sound
engineering principles in order to obtain economically software
that is reliable and works efficiently on real machines.
CASE is an application of a systematic, disciplined, quantifiable
approach to the development, operation and maintenance of
software i.e. the application of engineering to software.
CASE provides automation and aided design to developers in
almost every single developer program for the last couple
decades
CASE Tool and Method Categories -
Data Modelling
Model and Program Transformation
Refactoring tools
Source code generation
Unified Modelling Language
Documentation

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CASE Tools
(Computer Added Software Engineering Tools)
Process
Provides the glue that holds the layers
together; enables rational and timely
development; provides a framework
for effective delivery of technology;
forms the basis for management;
provides the context for technical
methods, work products, milestones,
quality measures, and change
management
Methods
Provide the technical "how to" for
building software; rely on a set of
basic principles; encompass a broad
array of tasks; include modeling
activities
Tools
Provide automated or semi-automated
support for the process and methods
(i.e., CASE tools)
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Tools

Methods

Processes

Quality
Focus
CASE Architecture
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Activity cost distribution
Systems Analysis and Design - (RS Pandya)
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ADE Tools
Application development environments (ADEs)
are integrated software development tools that
provide all the facilities necessary to develop
new application software with maximum speed
and quality. A common synonym is integrated
development environment (IDE)
ADE facilities may include:
Programming languages or interpreters
Interface construction tools
Middleware
Testing tools
Version control tools
Help authoring tools
Repository links
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SYSTEMS
ANALYSIS
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Objectives of Systems Analysis
Systems analysis includes
preliminary investigation,
problem analysis,
requirements analysis, and
decision analysis phases
number of approaches for solving business system
problems.
This relates with information system building
blocks, with inputs, outputs, techniques, and
steps.

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Systems Analysis vs.
Systems Design
Systems analysis is a problem-solving technique
that decomposes a system into its component
pieces for the purpose of studying how well those
component parts work and interact to
accomplish their purpose.
Systems design (also called systems synthesis) is
a complementary problem-solving technique (to
systems analysis) that reassembles a systems
component pieces back into a complete system -
hopefully, an improved system. This may
involves adding, deleting, and changing pieces
relative to the original system.
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Systems Analysis involves
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Context of Systems Analysis
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Model-Driven Analysis Methods
Model-driven analysis emphasizes the drawing of
pictorial system models to document and validate
both existing and/or proposed systems. Ultimately,
the system model becomes the blueprint for
designing and constructing an improved system.

A model is a representation of either reality or
vision. Just as a picture is worth a thousand
words, most models use pictures to represent the
reality or vision.
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Model-Driven Methods
Structured analysis is a model-driven, process-centered
technique used to either analyze an existing system, define
business requirements for a new system, or both. The models
are pictures that illustrate the systems component pieces:
processes and their associated inputs, outputs, and files.

Information engineering (IE) is a model-driven and data-
centered, but process-sensitive technique to plan, analyze, and
design information systems. IE models are pictures that
illustrate and synchronize the systems data and processes.

Object-oriented analysis (OOA) is a model-driven technique
that integrates data and process concerns into constructs
called objects. OOA models are pictures that illustrate the
systems objects from various perspectives such as structure
and behavior.
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A Simple Process Model
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A Simple Data Model
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A Simple Object Model
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TRANSCRIPT COURSE
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Accelerated Analysis Methods
Accelerated analysis approaches emphasize
the construction of prototypes to more
rapidly identify business and user
requirements for a new system.

A prototype is a small-scale, incomplete, but
working sample of a desired system.
Prototypes cater to the Ill know what I
want when I see it way of thinking that is
characteristic of many users and managers.
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Accelerated Analysis Methods
Discovery prototyping (sometimes called
requirements prototyping) is used to identify the
users business requirements by having them react
to a quick-and-dirty implementation of those
requirements.

Rapid architecture analysis is an approach that
attempts to derive system models (as described
earlier in this section) from existing systems or
discovery prototypes.

Reverse engineering technology reads the program
code for a database, application program, and/or user
interface and automatically generates the equivalent
system model.
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Requirements Discovery Methods
Requirements discovery includes those
techniques to be used by systems analysts to
identify or extract system problems and
solution requirements from the user
community.
Fact-finding (or information gathering) is a classical
set of techniques used to collect information about
system problems, opportunities, solution
requirements, and priorities.
Sampling
Research
Observation
Questionnaires and surveys
Interviews
Joint requirements planning (JRP) techniques use
facilitated workshops to bring together all of the
system owners, system users, systems analysts, and
some systems designer and builders to jointly perform
systems analysis.
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Business Process Redesign Methods
Business process redesign is the application
of systems analysis methods to the goal of
dramatically changing and improving the
fundamental business processes of an
organization, independent of information
technology.
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Systems Analysis Phases
Preliminary Investigation Phase

Problem Analysis Phase

Requirements Analysis Phase

Decision Analysis Phase
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Preliminary Investigation Phase
Context
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Preliminary Investigation Phase
Tasks
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Sample Request for System Services
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Problem Statements
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Problem Analysis Phase Context
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Problem Analysis Phase Context
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Cause-and-Effect Analysis
Cause-and-effect analysis is a technique in
which problems are studied to determine
their causes and effects.
In practice, effects can be symptomatic of
more deeply rooted or basic problems
which, in turn, must be analyzed for causes
and effects until such a time as the causes
and effects do not yield symptoms of other
problems.
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System Improvement Objectives
An objective is a measure of success. It is something
that you expect to achieve, if given sufficient resources.
Reduce the number of uncollectible customer accounts by
50 percent within the next year.
Increase by 25 percent the number of loan applications that
can be processed during an eight-hour shift.
Decrease by 50 percent the time required to reschedule a
production lot when a workstation malfunctions.

A constraint is something that will limit your flexibility
in defining a solution to your objectives. Essentially,
constraints cannot be changed.
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Cause-and-Effect / System
Improvement Objectives
PROBLEMS, OPPORTUNITIES, OBJECTIVES, AND CONSTRAINTS MATRIX
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Requirements Analysis Phase
Context
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Requirements Analysis Phase Tasks
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Business Requirements
A functional requirement is a description of
activities and services a system must
provide.

A nonfunctional requirement is a
description of other features,
characteristics, and constraints that define a
satisfactory system.
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Logical System Models
Logical system models depict what a system
is or what a system must donot how the
system will be implemented. Because logical
models depict the essential requirements of
a system, they are sometimes called essential
system models.
Process models (e.g., data flow diagrams)
Data models (e.g., entity relationship
diagrams)
Interface models (e.g., context diagrams)
Object models (e.g., Uniform Modeling
Language diagrams)
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A Simple Interface Model
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Requirements Statement
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Decision Analysis Phase Context
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Decision Analysis Phase Tasks
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Feasibility Analyses
Technical feasibility. Is the solution
technically practical? Does our staff have the
technical expertise to design and build this
solution?

Operational feasibility. Will the solution fulfill
the users requirements? To what degree? How
will the solution change the users work
environment? How do users feel about such a
solution?

Economic feasibility. Is the solution cost-
effective?

Schedule feasibility. Can the solution be
designed and implemented within an
acceptable time period?
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Candidate Systems Matrix
(Continued)
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Candidate Systems Matrix
(concluded)
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Feasibility Matrix
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INPUT DESIGN AND PROTOTYPING
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Input Design & Prototyping
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Data Capture, Entry, and Processing
Data capture is the identification and acquisition of
new data (at its source).
Source documents are forms used to record business
transactions in terms of data that describe those
transactions.
Data entry is the process of translating the source
data or document (above) into a computer readable
format.
Data processing is all processing that occurs on the
data after it is input from a machine readable form.
In batch processing, the entered data is collected into files
called batches and processed as a complete batch.
In on-line processing, the captured data is processed
immediately
In remote batch processing, data is entered and edited on-
line, but collected into batches for subsequent processing.
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Taxonomy for Computer Inputs
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Data Capture Data Entry Data Processing
Keyboard
Data usually captured
on a business form
that is the source
document for input.

Data can be collected
real time also.
Data entered via
keyboard. This is the
most common input
method prone to
data errors.
OLD Batch processing
method and submitting
outputs to user.

NEW Data being
processed online as soon
as it has been keyed.
Mouse
Same as above. Mouse serves as a
pointing device for
screen with GUI
facilities. It can be
used in conjunction
with keyboard.
Same as above.

Faster use for online and
real time data processing.
Touch
Screen
Same as above.

Used for command
rather than data
entry.

Can be used for
handwriting data
entry.
Same as above.
Process
Methods
Taxonomy for Computer Inputs
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Data Capture Data Entry Data Processing
Point of Sale
Data is captured at
Point of Sales on line
either thru keyboard
or barcode reader.
ATM, Barcode reader
or on line keyboards.
Direct data entry.
Data is almost always
processed immediately for
online inquiry or
transaction.
Sound
Date is captured as
close to the source as
possible even when
the customer is
remotely located.
Data is entered
using touch tones
(e.g. telephones)
with limited options.
Processing of data is
immediate for online
inquiry or transaction.
Speech
Same as above.

Data (or commands)
are in the form of
speech.
Same as above.
Optical Mark
Data is recorded on
optical scan sheets as
marks or precisely
formed letters,
numbers and
punctuation.
Eliminates the need
for data entry.
Data is processed in a
batch form.
Process
Methods
Taxonomy for Computer Inputs
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Data Capture Data Entry Data Processing
Magnetic link
Data is usually pre-
recorded on forms
that are subsequently
completed by the
customer.
A magnetic ink
reader reads the
magnetized data.
(e.g. MICR cheques)
Data is almost always
processed as batch.
Electromagnetic
Date is recorded
directly on the object
to be described by
data.
Data is transmitted
by radio frequency.
Processing of data is
immediate for online
inquiry or transaction.
Smartcard
Same as above.

Data is read by
smartcard readers.
Same as above.
Biometric
Unique human
characteristics
become data (e.g.
finger prints, eye
retina, voice etc.)
Data being captured
by biometric sensor
(used at security,
medical centers).
Data is processed
immediately.
Process
Methods
Input Implementation devices
Keyboard
Mouse
Point-of-sale terminals
Sound and speech
Automatic data capture
Optical mark recognition (OMR)
Bar codes
Optical character recognition (OCR)
Magnetic Ink character reader
Electromagnetic transmission
Smart cards reader
Biometric reader and sensor

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Guidelines
Input Design
Capture only variable data.
Do not capture data that can calculated or stored in
computer programs as constants.
Use business codes for appropriate attributes.
Source Document / Form Design
Include instructions for completing the form.
Minimize the amount of handwriting.
Data to be entered (keyed) should be sequenced so
that it can be read like a book, that is, top-to-
bottom and left-to-right.
When possible, based input design on known
metaphors.

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Design of Data Entry Form
(Bad Format)
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Design of Data Entry Form
(Good Format)
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Metaphoric Screen Design
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Internal Controls for Inputs
Each input, and the total number of inputs should
be monitored (to minimize the risk of lost
transactions).
For batch processing
Use batch control slips
Use one-for-one checks against post-processing detail
reports
For on-line systems
Log each transaction as it occurs
Assign each transaction a confirmation number
(common in web-based systems)
Validate all data
Existence checks
Data type checks
Domain checks
Combination checks
Self-checking digits
Format checks
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GUI Components (or Controls)
Common GUI controls
Text boxes
Radio buttons
Check boxes
List boxes
Drop down lists
Combination boxes
Spin boxes
Buttons
Hyperlinks

Advanced controls
Drop down calendars
Slider edit controls
Masked edit controls
Ellipsis controls
Alternate numerical spinners
Check list boxes
Check tree boxes
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Input Design Process
Identify system inputs and review logical
requirements.
Select appropriate input components/controls.
As necessary, design any source documents.
Design, validate and test inputs using some
combination of:
Layout tools (e.g., hand sketches, spacing charts, or
CASE tools.
Prototyping tools (e.g., spreadsheet, PC DBMS, 4GL)
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OUTPUT DESIGN AND PROTOTYPING
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Output Design & Prototyping
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Internal Outputs
Internal outputs are intended for the internal
system owners and system users within an
organization.
Detailed reports present information with little or
no filtering.
Summary reports categorize information for
managers who do not want to wade through
details.
Increasingly presented inn graphical formats using
charts.
Exception reports filter detailed information
before presenting it.
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Detailed Report
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Summary Report
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Exception Report
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External Outputs
External outputs leave an organization.
Intended for customers, suppliers, partners,
or regulatory agencies.
Turnaround documents are external outputs that
eventually re-enter the system as inputs
Most bills and invoices include a stub to be
returned by the customer with payment.
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External Document
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Turnaround Document
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Taxonomy for Computer Outputs
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Internal Output
(Reporting)
Turnaround
Output (Reporting)
External Output
(Transactions)
Printer
Detailed summary or
exception print outs
for internal usages.

e.g. Management
Reports
Business transaction
outputs on business
forms or invoices(as
input)
e.g. phone bills,
invoices
Business transactions
outputs on business
forms (as processed
output)
e.g. cheques, dividend
warrant etc.
Screen
Same as above but
outputs cab be viewed
on monitors.
Same as above but
outputs and
transactions can be
viewed and entered
on monitors.
Same as above but
outputs and
transactions can be
viewed and entered on
monitors.
Point-of-Sale
Terminals
Information printed or
displayed on a special
purpose terminals
dedicated for specific
business function.

e.g. shift schedule,
railway inquiry etc.
Information printed
or displayed on a
special purpose
terminals dedicated
for specific business
transaction.

e.g. at grocery shop,
credit card etc.
Information printed or
displayed on a special
purpose terminals
dedicated for specific
business transaction.

e.g. at bank or on ATM
machine account
balances are displayed.
Distribution
Delivery
Taxonomy for Computer Outputs
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Internal Output
(Reporting)
Turnaround Output
(Reporting)
External Output
(Transactions)
Multimedia
(audio or
video)
Information
transformed into
speech for internal
users.
Information transformed
into speech for external
users who respond with
speech or tone input data.
Information
transformed into
speech for external
users.
E-mail
Displayed messages
related to internal
business
information.
Displayed messages
intended to initiate
business transaction.
Messages related to
business
transactions.
Hyperlinks
Web-based links to
internal information
thru HTML or XML
formats.
Web-based links
incorporated into Web-
based input pages to
provide users with access
to additional information.
Web-based links
incorporated into
Web-based
transactions.
Microfiche
Archival of internal
management reports
to microfilm that
requires minimal
physical storage
space.
Not applicable unless there
is an internal need to
active turnaround
documents.
Not applicable
unless there is an
internal need for
copies of external
reports.
Distribution
Delivery
Output Implementation Methods
Printed output
Tabular output presents information in columns.
Zoned output places text and numbers into
designated areas
Screen output
Graphic output is the use of pictorial charts to
convey information in ways that demonstrate trends
and relationships that cannot be easily seen in
tabular formats.
Point-of-sale terminals
Multimedia
E-mail
Hyperlinks
Microfilm
Or microfiche

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Systems Analysis and Design - (RS Pandya)
Output Design Guidelines
Outputs should be simple to read and interpret.
Every output must have a title.
Every output should time and date stamped.
Reports and screens should include headings.
Fields and columns should be clearly labeled.
Reports should include legends for all abbreviations.
Use information hiding to expand and contract information.
Information should never have to be manually edited.
Information should be balanced across the page or screen.
Provide for easy navigation within information.
Avoid computer jargon and most error messages.
The timing of outputs is important.
The distribution of (or access to) outputs must be
sufficient to assist all relevant users.
Outputs must be acceptable to the system users
who will receive them.
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Output Design Process
Identify system outputs and review logical
requirements.
Specify physical output requirements.
As necessary, design any preprinted forms.
Design, validate and test outputs using some
combination of:
o Layout tools (e.g., hand sketches, spacing
charts, or CASE tools.
o Prototyping tools (e.g., spreadsheet, PC DBMS,
4GL)
o Code generating tools (e.g., report writer)
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A Simple Object Model
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Student
-ID Master
-Name
-Grade Point Average

Admission
Specialization subject
Request for Classes
Change of Address
Result
Collage leaving Certificate
Course
-Subject
-Number
-Title
-Credit

Create a Course
Delete from Course master
Change in Course master

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