Analysis

This involves investigating what is required from the new system and what facilities are available. It would probably include:

Details of the discussion with the user, usually in an interview Details of the current system including documents The end user requirements Data flow diagrams showing how data moves through the system

Input, processing and output requirements Data dynamics in the system Hardware and software available including version numbers, capabilities and limitations Details of the user’s current IT skill level and training needs Evaluation criteria for evaluating the success of your system

Interview with user This is designed to find out the needs of the user. Questions which may be asked are:

How do you store the information at present? What details do you store? What is the procedure when someone rings up to book a lesson? What is the procedure when someone passes their driving test? How long do you keep the information for? Have you much experience of using computers? What computer facilities do you have at present?

Current system Full details including copies of present paper of electronic system Description of how user uses present system Details of problems currently seen

Current system You should now be in a position to give a summary of the current system including the information and processes involved.

End user requirements The main aims of my new system are: Reduce the amount of paper work Have an easy to use system Speed up the time to make a booking Find information about a student quickly Keep past records Produce reports on…

Data flow diagrams Before designing the system you need to analyse in detail how data flows through the system using data flow diagrams (DFDs). Stage 1: Context diagram Stage 2: Sub tasks Stage 3: Sub task details

DFD symbols External entity Process Data store Flow of data 1

The first stage is to draw a simple context diagram: this shows the system at the centre and all the external entities providing data to or getting information from the system.

The next stage is to add more detail to the diagram by breaking down the system into sub tasks [check out slide 24] In this case the four tasks are: ¬ Student administration ¬ Lesson booking ¬ Instructor administration ¬ General administration Note that an external entity may appear more than once in this diagram. The diagonal line in the External entity oval indicates that the entity appears elsewhere.

We then take each sub task and break it down further into the various processes involved. Each process is numbered and relates to the Level 1 numbering. At this stage you should see a direct correlation with your project!

Input, processing and output requirements Data stores Student file Lesson file Instructor file Lesson type file Archive file

Input requirements Student details Instructor details Lesson details

Processing requirements Student joins school Edit student details Student leaves school Book a lesson Cancel a lesson Instructor joins school Edit instructor details Instructor leaves school Calculate lesson prices Delete unwanted records

Output requirements Timetables for instructors Student details from ID Instructor details from ID Income report

Data dynamics What happens to the data after an event such as passing a driving test. Does the data need to be updated? How long will it be kept?

Data dynamics After a user passes the theory and practical test their details will not be deleted from the system as they may go on to the Pass Plus Course. However, their data will be transferred to a separate data store from where it can be easily retrieved. Lessons a year old will be stored in a separate data store and then deleted after one more year.

Resources available Include details of the hardware resources, software resources and human resources including current skill level and training needs.

Evaluation criteria You must state clearly how you are going to evaluate your solution when it is finished You need to have a clear list of performance indicators, eg: The ease of use of the system The look and feel of the system Quality of output from the system Features in the system that will save time Accuracy of output

Don’t List as many criteria as you can in the hope of gaining more marks. Make vague statements such as ‘it will be quicker’. Do choose criteria that you can back up with evidence.

Performance indicators The system will reduce the amount of time spent looking through a folder when booking daily lessons. The interface will have common layouts, icons and styles to enable the user to ‘feel comfortable’ when using the system.