Information Systems System Analysis 421

Introductions David J. Lee –Who I Am Course Content –Course objectives –Course syllabus Who You Are System Analysis –What it is and how it fits in the SDLC

 David J. Lee  Vital statistics  Home number  Work number  -  Kraft Foods 24+years of true business systems experience  College of DuPage/ Illinois Benedictine College - 8+years of teaching experience  Business Systems Classes  Why am I teaching!  Enjoy the classroom  Keeps me current with technology Who Am I!

Teaching Style   Present via overheads  Encourage classroom discussions  Bring in real life business situations  Create a positive, fun learning environment  Tell the students what I am going to tell them, I will tell them and I will tell them what you told them

Course Objectives Become knowledgeable business users of computer resources as opposed to knowledgeable technicians of data processing and computer programming Understand the tools used and steps required to implement good business systems Understand the importance of the team in developing good business systems Learn how to prepare corporate documents necessary to build good business systems Very important system’s class Have fun and learn

Think Outside the Box

The Workforce In the USA

Course Syllabus Grading –Mid Term25% –Final exam25% –Class Participation05% –System Analysis Project45% Project start up (22.5%) Software Requirement Specifications (22.5%)

Class Project Initial project statement Knowledge acquisition –Current system review Interview preparation –Plan –Schedule Inputs, processing, outputs Problem areas Process improvements

Class Project Project start up –Initial project information gathering worksheet –Client alignment form Team alignment Project description Current situation Business objective Project scope Client alignment meeting Risk analysis Cost benefit Project duration

Class Project Software Requirement Specifications –Context diagrams –Data flow diagrams –Entity relationship diagrams –Requirement documents Interview

Who You Are Name Phone number and address Favorite Kraft product Educational Background Work Background –Job description, title, years of experience Why are you taking this class

Learning Objectives Definition of a System Describe four types of information systems: Transaction Processing Systems (TPS) Management Information Systems (MIS) Decision Support Systems (DSS) Expert Systems (ES Discuss the modern approach to systems analysis and design Describe the organizational roles involved in information systems development Describe the information systems development life cycle (SDLC) Discuss alternatives to the systems development life cycle Discuss the role of computer-aided software engineering (CASE) tools in systems development 1.2

Definition of a System A set of components that interact to accomplish some common purpose, specific results Systems are all around us… –Economic system –Brain –Registration –Business ( People, facilities, equipment, material) Subsystems - Systems contained within a larger organization (Kraft Foods ==> Sales, Operations, etc.… Information System - means by which data flows from one person or department to another

Business Information Systems Serves all systems of a business linking the components together in such a way that they effectively work toward the same purpose Information Systems Economic Resources People Money Material Machine Information Organizational Processes Productio n Marketing Finance Sales Other Goods and Service Products Services Payments Information InputProcessing Output

Types of Systems Transaction processing systems - the most fundamental system in an organization - aimed at improving the routine business (I.E. order management, accounts receivable, payroll) Management systems - Assist managers in making decisions and problem solving (I.E. Sales reporting, Summary reporting, etc.…) Decision Support - Data and tools are provided to the end users - decisions are not of a recurring nature Expert System New systems

Types of Information Systems Transaction Processing Systems –Business transactions are events that serve the mission of the business. Transaction processing systems are information system applications that capture and process data about (or for) business transactions. They are sometimes called data processing systems. Examples?

Types of Information Systems Management Information Systems –Management Information Systems supplement transaction processing systems with management reports required to plan, monitor, and control business operations. A management information system (MIS) is an information system application that provides for management-oriented reporting, usually in a predetermined, fixed format.

Types of Information Systems Decision Support Systems –Decision Support Systems are concerned with providing useful information to support the decision process. A decision support system (DSS) is an information system application that provides its users with decision-oriented information whenever a decision making situation arises. When applied to executive managers, these systems are sometimes called executive information systems. A DSS is designed to support unstructured decisions.

Types of Information Systems Decision Support Systems –A DSS provides one or more of the following types of support to the decision maker: Identification of problems or decision making opportunities (similar to exception reporting). Identification of possible solutions or decisions. Access to information needed to solve a problem or make a decision. Analysis of possible decisions, or of variables that will impact a decision. Sometimes this is called ‘what if’ analyses. Simulation of possible solutions and their likely results.

Types of Information Systems Decision Support Systems –A DSS can utilize a Data Warehouse. A data warehouse is a read-only, informational database that is populated with detailed, summary, and exception information that can be accessed by end users and managers with DSS tools that generate a virtually limitless variety of information in support of unstructured decisions.

Types of Information Systems Expert Systems –Expert Systems are an extension of the decision support system. An expert system is an information system application that captures the knowledge and expertise of a problem solver or decision maker, and then simulates the ‘thinking’ of that expert for those who have less expertise. Expert systems are implemented with artificial intelligence technology, often called expert system shells.

Types of Information Systems Office Information (Workflow) Systems –Office Information Systems are concerned with getting all relevant information to all those who need it. Office information systems support the wide range of business office activities that provide for improved work flow and communications between workers, regardless of whether or not those workers are physically located in an office.

Types of Information Systems Office Information (Workflow) Systems Office information systems may use the following technologies: –Electronic forms technology –Work group technology –Electronic messaging technology –Office automation suite technology –Imaging technology Lotus Notes is the most common example of software for this

Introduction to System Information Systems Analysis and Design –Complex process whereby computer-based information systems are developed and maintained Application Software –Result of systems analysis and design –Designed to support specific organizational functions or processes 1.5

Introduction to System Software engineering processes have been developed to assist in analysis and design –Methodologies Comprehensive, multi-step approaches to systems development –Techniques Processes that are followed to ensure that work is well thought-out, complete and comprehensible to others on the project team –Tools Computer programs to assist in application of techniques to the analysis and design process 1.6

Introduction to System Analysis Information Systems Analysis and Design –A method used by companies to create and maintain systems that perform basic business functions –Main goal is to improve employee efficiency by applying software solutions to key business tasks –A structured approach must be used in order to ensure success 1.7

Approaches to Systems Development Systems Analyst performs analysis and design based upon: –Understanding of organization’s objectives, structure and processes –Knowledge of how to exploit information technology for advantage 1.8

Approaches to Systems Development Three key components of an information system –Data –Data Flows –Processing Logic Data vs. Information –Data Raw facts –Information Derived from data Organized in a manner that humans can understand. 1.29

Approaches to Systems Development Data –Understanding the source and use of data is key to good system design –Various techniques are used to describe data and the relationship amongst data Data Flows –Groups of data that move and flow through the system –Include description of sources and destination for each data flow Processing Logic –Describe steps that transform data and events that trigger the steps 1.30

Approaches to Systems Development Process-Oriented Approach –Focus is on flow, use and transformation of data in an information system –Involves creating graphical representations such as data flow diagrams and charts –Data are tracked from sources, through intermediate steps and to final destinations –Natural structure of data is not specified –Disadvantage: data files are tied to specific applications 1.31

Approaches to Systems Development Data-Oriented Approach –Depicts ideal organization of data, independent of where and how data are used –Data model describes kinds of data and business relationships among the data –Business rules depict how organization captures and processes the data 1.32

Organizational Responsibilities in Systems Development Systems Analysts work in teams –Project Based –Includes IS Manager Programmers Users Other specialists –Characteristics of Successful Teams Diversity of backgrounds Tolerance of diversity Clear and complete communication Trust Mutual Respect Reward structure that promotes shared responsibility 1.33

Organizational Responsibilities in Systems Development IS Manager –May have a direct role in systems development if the project is small –Typically involved in allocating resources to and overseeing system development projects. Systems Analyst –Key individuals in the systems development process

Organizational Responsibilities in Systems Development Programmers –Convert specifications into instructions that the computer understands –Write documentation and testing programs Business Managers –Have power to fund projects and allocate resources –Set general requirements and constraints for projects 1.35

Organizational Responsibilities in Systems Development Other IS Managers/Technicians –Database Administrator Involved in design, development and maintenance of databases –Network and telecommunications experts Develop systems involving data and/or voice communications –Human Factors Specialists Involved in training users and writing documentation –Internal Auditors Ensure that required controls are built into the system 1.36

Organizational Responsibilities in Systems Development Skills of a Successful Systems Analyst –Analytical Understanding of organizations Problem solving skills System thinking –Ability to see organizations and information systems as systems –Technical Understanding of potential and limitations of technology –Management Ability to manage projects, resources, risk and change –Interpersonal Effective written and oral communication skills 1.37

System Project A system project is a planned worked effort, requiring the commitment of resources, which produces products to satisfy a defined customer need within a give period of time –Clear customer –Definable scope of work –Product of deliverable –Defined beginning and end

Systems Development Life Cycle Set of steps/activities that analysts, designers and users carry out to develop and implement information systems Key to project success - methodical approach to developing systems Different organizations, different number of steps, if you look close, it is the same process defined differently

Systems Development Life Cycle Kraft Project startup Analysis System design Development and test Implementation Maintenance Accenture Project,Development & Planning Systems Design Installation Production Systems

Systems Development Life Cycle Series of steps used to manage the phases of development for an information system Consists of six phases: –Project Identification and Selection –Project Initiation and Planning –Analysis –Design –Implementation –Maintenance Phases are not necessarily sequential Each phase has a specific outcome and deliverable Individual companies use customized life cycles 1.41

Systems Development Life Cycle Project Identification and Selection –Two Main Activities Identification of need Prioritization and translation of need into a development schedule –Helps organization to determine whether or not resources should be dedicated to a project. Project Initiation and Planning –Two Activities Formal preliminary investigation of the problem at hand Presentation of reasons why system should or should not be developed by the organization 1.42

Systems Development Life Cycle Initial project information Confirm project approval Risk analysis Development strategy Work plans Cost benefit analysis Project alignment

Systems Development Life Cycle -Analysis Understand the System Data gathering –Interview, observe, gather written documents Data analysis –Charts, narratives, DFD, ERD System prototypes –User view of the system Preliminary plans –Testing –Roll out –Training

SDLC - Physical design Technical prototype –System architecture –Physical data model –Software specifications Screens, reports, flows Batch flows Screen flow diagrams Recovery plan Performance and Capacity –Plans Unit, system and integration testing Training Rollout

SDLC - Development and test Build test and production environments Develop code/application Develop user acceptance plan Conduct testing (unit, system, acceptance and integration) Conduct pilot training class

SDLC - Implementation Develop production turnover plan Conduct conversion from old system to new system Develop installation plan Conduct pilot implementation

System Development Traditional process –Project startup05% –Projd defn/log15% –Physical design10% –Dvlp/test60% –Implementation10% New process –Project startup10% –Projd defn/log20% –Physical design15% –Dvlp/test45% –Implementation10% Why the change????????????

System Development Life Cycle General guidelines for Project phases –Single project or phase should cover less than six months –Can not go to the next phase unless you can estimate the work effort –Without a committed client there is no project –Allows for checkpoints –This class will work on the beginning phases

System Cost to Correct Error

A “Simple” Process for Making Lunch

Traditional Development Process

Alternative Development Process Tools to aid and improve the system process –Tools and Techniques to Address those Problems Parallel Rapid Application Development Rapid Prototype JAD Case Phased Development Spiral Development Package Systems

Parallel

RAD Rapid Applications Development is the merger of structured techniques with prototyping techniques and JAD to accelerate systems development. Iterative JAD or structured modeling and prototype development. Can be best of both worlds

Rapid Prototyping Build a quick and dirty system to test concepts, demonstrate to the user, and get feedback Use that feedback to build real system Must still do some pre-design analysis Users may want to keep the prototype Bottom up coding instead of top down

Rapid Prototyping

Joint Application Design Joint Application Design (JAD) –Users, Managers and Analysts work together for several days –System requirements are reviewed –Structured meetings Group problem solving techniques are used to brainstorm ideas and negotiate solutions  Integrated approach leads to more buy in and better managerial commitment  Developed by IBM in the 1980s  Supports the analysis stage only

CASE Computer-aided software engineering (CASE) tools –Facilitate creation of a central repository for system descriptions and specifications Tools that automate the SAD process Toolkit is set of tools for one stage Workbench is set of tools across stages Includes  Analysis, design, specification tools; prototyping tools, DBMS systems, 4gls, code generators, visual environments, etc.

ProcessProduct Planning Analysis Design Implementation Project Plan System Proposal System Specification New System and Maintenance Plan Process and Deliverables

Why do Projects fail! Roles and responsibilities not clearly defined Project factors not balanced – Success = Client expectation + schedule + budget Project did not maintain 3X3 alignment –Managing client expectations Poor project communication Poorly run project - project management is a core competency of any IS organization

Summary Information systems analysis and design –Process of developing and maintaining an information system Modern approach to systems analysis –Process-Oriented –Data-Oriented 1.62

Summary Four types of information systems –Transaction Processing (TPS) –Management Information Systems (MIS) –Decision Support (DSS) –Expert Systems (ES) 1.63

Summary Systems Development Life Cycle (SDLC) –Project Identification and Selection –Project Initiation and Planning –Analysis –Design –Implementation –Maintenance 1.64

Summary Alternatives to Systems Development Life Cycle –Prototyping –Rapid Application Development (RAD) –Joint Application Design (JAD) Computer-aided software engineering (CASE) tools 1.65