Systems Planning, Analysis, and Design

Systems Planning,
Analysis, and Design
Chapter 12
2001 Prentice Hall Business Publishing, Accounting Information Systems, 8/E, Bodnar/Hopwood
12 - 1
Describe the relationship of systems analysis to

systems development as a whole.
Systems development consists primarily of three phases:

1 Systems analysis
2 Systems design
3 Systems implementation
This chapter discusses the first two of these phases.
Systems planning involves identifying subsystems within the
information system that need special attention for development.
Systems analysis begins after systems planning has identified
subsystems for development.
12 - 2
Systems Planning and

Feasibility Analysis
Objectives
Objectivesof
ofSystems
SystemsAnalysis
Analysis
1.1.Gain
Gainan
anunderstanding
understandingof
ofthe
theexisting
existingsystem
system(if
(ifone
oneexists).
exists).
2.2.Identify
Identifyand
andunderstand
understandproblems.
problems.
3.3.Express
Expressidentified
identifiedproblems
problemsininterms
termsof
ofinformation
informationneeds
needs
and
andsystem
systemrequirements.
requirements.
4.4.Clearly
Clearlyidentify
identifysubsystems
subsystemsto
tobe
begiven
givenhighest
highestpriority.
priority.
Focus
Focus
Identify critical success factors.
Identify critical success factors.
Give special attention to these factors.
Give special attention to these factors.
12 - 3

Cost
Cost Patterns
Patterns at
atVarying
Varying Development
Development Stages
Stages
Cost in
Dollars
Systems
Analysis
Systems
Systems
Design Implementation
12 - 4

1
2
An overall plan seeks to ensure the following

objectives:
Resources will be targeted to the subsystems
where the needs are greatest.
Duplication and wasted effort will be minimized.
Systems development in the organization will be
consistent with the overall strategic plan of the
organization.
12 - 5
Systems planning and feasibility

analysis involve seven phases:
1
2
3
4
5
6
7
Discussing and planning on the part of top management

Establishing a systems planning steering committee
Establishing overall objectives and constraints
Developing a strategic information systems plan
Identifying and prioritizing specific areas within the organization for
the systems development focus
Setting forth a systems proposal to serve as a basis of the analysis
and preliminary design for a given subsystem
Assembling a team of individuals for purposes of the analysis and
preliminary systems design
12 - 6

It is crucial that all major systems development efforts

have the support of top management.
A useful approach to guiding the overall systems
development effort is to have a steering committee,
representing top management and all major functional
areas within the organization.
General objectives include the overall strategic
objectives relating to the companys long-run planning
cycle.
12 - 7
Systems Planning and Feasibility Analysis
Key success factors must be incorporated into the objectives

for systems design.
What are key success factors?

These factors are those characteristics that distinguish a
company from its competitors and are the keys to its success.
The strategic systems plan should take the form of a written
document that incorporates both short-run and long-run goals
relating to the companys systems development effort.
The strategic plan should identify specific areas to be given
the highest priority.
12 - 8
Steps Involved in
Systems Analysis
Step
Step 1:
1:
Survey
Survey
Current
Current
System
System
Step
Step 2:
2:
Identify
Identify
Information
Information
Needs
Needs
Step
Step 4:
4:
Systems
Systems
Analysis
Analysis
Report
Report
Step
Step 3:
3:
Identify
Identify
Systems
Systems
Requirements
Requirements
12 - 9
Phase I: Survey the Present System
1
2
3
There are four objectives of the system survey:

Gain a fundamental understanding of the operational
aspects of the system.
Establish a working relationship with the users of the
system.
Collect important data that are useful in developing
the systems design.
Identify specific problems that require focus in terms
of subsequent design efforts.
12 - 10

Communication Gap Problem
Systems
SystemsAnalyst
Analyst
Job
Job
Security
Security
Uncertainty
Uncertainty
Resistance
Resistance
to
toChange
Change
Management
Management
12 - 11
Certain approaches can help bridge this communication gap.

Get to know as many people involved in the system as soon as
possible.
Communicate the benefits of the proposed system to the individuals
involved.
Provide assurances, to the degree possible, to all individuals that
there will be no losses of jobs or major changes in job responsibilities.
Provide assurance that there is a genuine concern with making life
better for those involved in the system.
12 - 12

When the survey has been completed, the
strengths and weaknesses of the subsystem
under study should be thoroughly analyzed.
What are some questions that might be asked in
evaluating the present system?
Is a given procedure necessary?
Does the procedure involve unnecessary steps?
12 - 13
Phase II: Identify Information Needs
The second major phase of systems analysis involves

identifying information requirements.
Systematic techniques can be used to gain an

understanding of decisions and information needs.
What are some of these techniques?
Identify the managers primary job responsibilities.

Identify the means by which the manager is evaluated.
Identify some of the major problems the manager faces.
Identify the means by which the manager
evaluates personal output.
12 - 14
Phase III: Identify the

Systems Requirements
The third phase of the system analysis project
involves specifying systems requirements.
Requirements can be specified in terms
of
inputs and outputs.
The input requirements for one subsystem will
specify, in turn, output requirements for another
subsystem.
12 - 15
Phase IV: Develop a

Systems Analysis Report
The final output of the systems analysis project
is a report.
What are key elements of this report?
a summary of the scope and purpose of the
analysis project
a reiteration of the relationship of the project to
the overall strategic information systems plan
12 - 16
Phase IV: Develop a

Systems Analysis Report
a description of any overall problems in the

specific subsystem being studied
a summary of the decisions being made and
their specific information requirements
specification of system performance
requirements
an overall cost budget
12 - 17
Discuss the major techniques for gathering

and organizing data for systems analysis.
A large portion of the systems analysts job is to collect and

organize facts.
There are a number of techniques that help the analyst
perform these tasks.
in-depth interview
- closed-ended questionnaire
structured interview
- document reviews
open-ended questionnaire
- observations
12 - 18
Fact-Gathering Techniques
What are some of the documents to be
reviewed?
flowcharts, organization charts, procedure
manuals, operations manuals, reference
manuals, historical records
The systems analyst needs formal techniques
for organizing facts.
12 - 19
Techniques for Organizing Facts

work measurement
functional analysis
work distribution
hierarchical function
flowcharting
matrix analysis
decision analysis
narratives
file/report summaries
12 - 20

Warnier-Orr methodology is another useful
technique.
This methodology is based on analyzing the
outputs of an application and factoring the
application into a hierarchical structure of
modules to accomplish the necessary
processing.
12 - 21

WarnierOrr Illustration
Determine
discount
Compute
total amount
due for
invoices
(n)
Due date > =

todays date
+
Due date <
todays date
Discount =
percent
gross amount
Discount = 0
Amount due =
gross
discount
Accumulate total
amount due
12 - 22
Structured Systems Analysis

Structured systems analysis begins with
a general logical data flow diagram.
This diagram is supported with detailed
data flow diagrams, data dictionaries,
access method descriptions, and specifics
on process logic.
12 - 23
Purchasing System
Context Diagram
Stores
Stores
Requisition
Purchasing
Purchasing
System
System
Purchase
Details
Purchase
Purchase
File
File
Purchase
Order
Vendors
Vendors
12 - 24
Expansion of Purchasing
System Context Diagram
Requisision
Details
Requisition
Stores
Stores
Details
Validate
Validate
Requisition
Requisition
Prepare
Prepare
Purchase
Purchase
Order
Order
Purchase
Order
Purchase
Purchase
File
File
Vendors
Vendors
12 - 25
steps involved in specifying systems

design alternatives.
Systems design is an orderly process that
begins at a very general level with the
setting of objectives for a particular system.
The process then proceeds to the more
detailed level with the specification of file
structures, processing operation, and form
design.
12 - 26
Steps in Systems Design

Systems
Systems
Planning
Planningand
and
Analysis
Analysis
Evaluate
Evaluate
Various
Various
Designs
Designs
Systems Design
Prepare
Prepare
Design
Design
Specifications
Specifications
Systems
Systems
Design
Design
Specifications
Specifications
Systems
Systems
Implementation
Implementation
Systems
Systems
Review
Reviewand
and
Control
Control
12 - 27
Step I: Evaluating Design

Alternatives
In every case, the systems design project arises out
of a specific need as determined by the systems
planning and analysis phase of the development
cycle.
What are some aspect of systems design?
enumeration of design alternatives
describing the alternatives
evaluating the alternatives
12 - 28
Step II: Preparing Design

Specifications
The primary role in developing design
specifications is that the designer should
work backward from outputs to inputs.
The designer should design all management
reports and operational output documents as
a first step in the process.
12 - 29
Design of System Elements

Reports
Reports
and
andOther
Other
Outputs
Outputs
Database
Database
Design
Design
Control
Control
Considerations
Considerations
Specify
Specify
Processing
Processing
Specify
Specify
Inputs
Inputs
Type
Typeof
ofControl
Control
Function
Functionof
ofControl
Control
Applicable
ApplicableSystems
SystemsComponent
Component
12 - 30
Step III: Preparing and

Submitting Specifications
The completed design specification should take the form of a

proposal.
The detailed design proposal should include everything necessary
to actually implement the design project.
What should the proposal include?
specific timetables for completion
Budget
description of personnel requirements
flowcharts
other diagrams that describe the system to be implemented
12 - 31
Step III: Preparing and

Submitting Specifications
A copy of all proposed system outputs would be

incorporated as well as specifics on any databases
to be created or modified.
Details regarding hardware and software should be
included.
Specific details relating to the input of data in the
system should be provided.
Specific volume and cost information should also be
provided.
12 - 32
various considerations relevant to

preparing design specifications
System
System Element
Element
Design
Design Consideration
Consideration
Output
Output
(report
(report or
or
document)
document)
Cost-effectiveness
Cost-effectiveness
Relevance
Relevance
Clarity
Clarity
Timeliness
Timeliness
Controls
Controls and
and
security
security
measures
measures
Cost-effectiveness
Cost-effectiveness
Comprehensiveness
Comprehensiveness
Appropriateness
Appropriateness
12 - 33
General Design Considerations

System
System Element
Element
Design
Consideration
Database
Database
Cost-effectiveness
Cost-effectiveness
Integration
Integration
Standardization
Standardization
Flexibility
Flexibility
Security
Security
Accuracy
Accuracy
Efficiency
Efficiency
Organization
Organization
12 - 34
System
System Element
Element
Design
Consideration
Data
Data
Processing
Processing
Cost-effectiveness
Cost-effectiveness
Uniformity
Uniformity
Integration
Integration
Accuracy
Accuracy
Data
Data input
input
Cost-effectiveness
Cost-effectiveness
Accuracy
Accuracy
Uniformity
Uniformity
Integration
Integration
12 - 35
Design Techniques
Designing a system is a creative activity.
Designers use certain techniques to assist in the design process.

systems flowcharting
data flow diagrams
Warnier-Orr diagrams
The process of designing specific forms is called forms design.
Forms design should focus on producing documents that provide
effective interface between managers and the information system.
12 - 36
Design Techniques
There are a number of techniques for
designing databases.
data structure diagrams
record layouts
file analysis sheets
file related matrices
12 - 37
Systems Design Packages
A number of prepackaged design methodologies are

available to assist in the systems development cycle.
CASE (computer-aided software engineering) can
produce data flow diagrams, narrative documentation,
screen and report prototypes, and data dictionary
descriptions.
The decision must be made as to whether the computer
software is to be built from scratch or purchased.
12 - 38
Choosing Software and

Hardware
What are some advantages of purchased software

packages?
less costly
already debugged
trials of the product prior to investing a great deal of money
What is the main disadvantage of purchased software
packages?
rarely exactly meets a companys needs
12 - 39

Systems Planning, Analysis, and Design

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Systems Planning,

Analysis, and Design

Describe the relationship of systems analysis to

Systems development consists primarily of three phases:

Systems Planning and

Systems Planning and

Systems Planning and

An overall plan seeks to ensure the following

Systems planning and feasibility

Discussing and planning on the part of top management

Systems Planning and

It is crucial that all major systems development efforts

Systems Planning and Feasibility Analysis

Key success factors must be incorporated into the objectives

What are key success factors?

Phase I: Survey the Present System

There are four objectives of the system survey:

Phase I: Survey the Present System

Phase I: Survey the Present System

Certain approaches can help bridge this communication gap.

Phase I: Survey the Present System

Phase II: Identify Information Needs

The second major phase of systems analysis involves

Systematic techniques can be used to gain an

Identify the managers primary job responsibilities.

Phase III: Identify the

Phase IV: Develop a

Phase IV: Develop a

a description of any overall problems in the

Discuss the major techniques for gathering

A large portion of the systems analysts job is to collect and

Techniques for Organizing Facts

What are some of these techniques?

Techniques for Organizing Facts

Techniques for Organizing Facts

Due date > =

Structured Systems Analysis

steps involved in specifying systems

Steps in Systems Design

Step I: Evaluating Design

Step II: Preparing Design

Design of System Elements

Step III: Preparing and

The completed design specification should take the form of a

Step III: Preparing and

A copy of all proposed system outputs would be

various considerations relevant to

General Design Considerations

Designing a system is a creative activity.

Designers use certain techniques to assist in the design process.

Systems Design Packages

A number of prepackaged design methodologies are

Choosing Software and

What are some advantages of purchased software

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