OVERVIEW OF SYSTEM ANALYS AND DESIGN

Objectives Defining a system The role of computer in Information Systems Characteristic and element of Information System The various types of IS The different types of specialised IS

Prolog System analysis and design refers to the process of examining a business situation with the intent of improving it through better procedures and methods. System analysis and design relates to shaping organizations, improving performance and achieving objectives for profitability and growth, The emphasis is on system in action. The relationships among subsystems and their contribution to meeting a common goal.

Analysis System System analysis is the process of gathering and interpreting facts, diagnosing problems, and using the information to recomend improvements to the system. Analysis specifies what the system should do.

Design System System design is the process of planning a new business system or one to replace or complement an existing system. But before this planning can be done, we must thoroughly understand the old system and determine how computer can best be used to make its operation more effective. Design states how to accomplish the objective.

Notice that each of the processes mentioned involves people, managers and employees have good ideas about what works and what does not, about what flows smoothly and what causes problems, about where is change is needed and where it is not, especially about where change will be accepted and where it will not. Despite technology, people are still the keys that make the organizations work. Thus, communicating and dealing with people are very important.

System Term system is derived form the Greek word systema, which means an organized relationshinp among functioning units or components. A system exist because it is designed to achieve one or more objectives.

Definition A system is an orderly grouping of interdependent components linked together according to a plan to achieve a specific objective. The word component may refer to physical parts or a system in a multi level structure, may be simple or complex. Each component is part of total system and has to do its share of work for the system to achieve the intended goal.

Implications of system concept A system must be design to achieve a predetermined objective Interrelationships and interdependece must exist among the components. The objectives of the organization as a whole have a higher priority than the objectives of its subsystems.

Characteristic of a system Organization, implies structure and order Interaction refer to the manner in which each component functions with other components of the system. Interdependence, means that parts of the organization or computer system depend on one another. Integration refers to the holism of systems, and concern with how a system is tied together. Central objective

Elements of a system Outputs and inputs Processor(s) Control Feedback Environment Boundaries and interface

Outputs and Inputs A major objective of a system is to produce an output that has value to its user, it must be in line with expectations of the intended user. Inputs are the elements that enter the system for processing. Output is the outcome of processing First concern is to determine the user’s requirements of a proposed computer system – specification of the output that computer is expected to provide for meeting user requirements.

Processor The processor is the element of a system that involve the actual transformation of input into output. It is the operational component of a system Processors may modify the input totally or partially.

Control The control element guides the system. It is the decision – making subsystem that controls the pattern of activities governing input, processing, and output. In an organizational context, management as a decision – making body controls the inflow, handling and outflow of activities that affect the welfare of the business. Knowing attitudes of individual who controls the area is being considered can make a difference between the success and failure of installation.

Feedback Feedback measures output against a standard in some form of cybernetic procedure that includes communication and control. Positive feedback reinforce the performance of the system; Negative feedback generally provides the controller with information for action

Environment The environment is the suprasystem within which an organization operates. It is the source of external elements that impinge on the system. For example : the organization’s environment, consisting of vendors, competitors, and others, may provide constraints and consequently influence the actual performance of the business.

Boundaries and Interfaces Boundary is the limits that identify its components, processes and interrelationship when it interfaces with another system. Each system has boundaries that determine its sphere of influence and control.

Types of System Common clasifications are : Physicall or abstract IS Open or closed IS Man – made IS

Natural – Abstract Physical systems are tangible entities that may be static or dynamic operation. They can be seen and counted. Abstract systems are conceptual or non-physical entities. They may be as straightforward as formulas of relationships among sets of variables or models.

Open – closed An open system has many interfaces with its environment. It permits interaction across its boundary, it receives inputs from and delivers outputs to the outside. A closed system is isolated from environmental influenced. In reality, a completely closed system is rare.

Man – made IS

Categories of Information There are 3 categories of information related to managerial levels and the decison managers make. 1st Level 2nd Level 3rd Level

Management and Information Levels in Typical organization

1 st Level 1st level is strategic information, relates to long – range planning policies that are of direct interest to upper management. Information such as population growth, trends in financial investment and human resources changes would be of interest of top company officials This type of information is achieved with the aid of Decision Support System (DSS)

2nd Level 2nd Level of information is managerial information. It is of direct use to middle management and department heads for implementation and control. This information is of use in short – and intermediate – range planning – that is months rather than years. It is maintained with the aid of management information systems (MIS)

3rd Level The third information level is operational information which is short-term, daily information used to operate departments and enforce the day of day rules and regulations of business. Operational information is established by data processing (DPS)

Computer – Based Information Systems A third class of information system relies on the computer for handling business applications. The computer is now a required source of information. System analysis relies heavily on computers for problem solving.

MIS – Management Information System MIS is a person – machine system and a highly integrated grouping or information – processing functions designed to provide management with a comprehensive picture of specific operation. Operationally, MIS should provide for file definition, file maintence and updating, transaction and inquiry processing and database(s)

DSS – Decision Support System DSS advances the capabilities of MIS. It assists management in making decisions. Term of DSS : Decision – emphasizes decision making in problem situations, not information, processing, retrieval, or reporting. Support – requires computer aided decision situations with enough structure to permit computer support System – accentuates the integrated nature of solving, suggesting a combined “man”, machine and decision environment.