The Need For System Analysis

When you asked to computerise a system, as a requirement of the data processing or the information need, it is necessary to analyze the system from different angles. While satisfying such need, the analysis of the system is the basic necessity for an efficient system design. The need for analysis stems from the following point of view.

System Objective: It is necessary to define the system objective(s). Many a times, it is observed that the systems are historically in operation and have lost their main purpose of achievement of the objectives. The users of the system and the personnel involved are not in a position to define the objective(s). Since you are going to develop a computer based system, it is necessary to redefine or reset the objective(s) as a reference point in the context of the current business requirement.

System Boundaries: It is necessary to establish the system boundaries which would define the scope and the coverage of the system. This helps to sort out and understand the functional boundaries of the system, the department boundaries in the system, and the people involved in the system. It also helps to identify the inputs and the outputs of the various sub-systems covering the entire system.

System Importance: It is necessary to understand the importance of the system in the organization. This would throw more light on its utility and would help the designer to decide the design features of the system. It would be possible then to position the system in relation to the other systems for deciding the design strategy and development.

Nature of The System: The analysis of the system will help the system designer to conclude whether the system is the closed type or open, and a deterministic or probabilistic. Such an understanding of the system is necessary, prior to design the process to ensure the necessary design architecture.

Role of the System as an Interface: The system, many a times, acts as an interface to the other systems. Hence through such an interface, it activates or promotes some changes in the other systems. It is necessary to understand the existing role of the system, as an

interface, to safeguard the interests of the other systems. Any modifications or changes made should not affect the functioning or the objective of the other systems.

Participation of Users: The strategic purpose of the analysis of the system is to seek the acceptance of the people to a new development. System analysis process provides a sense of participation to the people. This helps in breaking the resistance to the new development and it also ensure the commitment to the new system.

Understanding of Resource Needs: The analysis of the system helps in defining the resource requirements in terms of hardware and software. Hence, if any additional resources are required, this would mean an investment. The management likes to evaluate the investment form the point of view of return on such investment. If the return on the investment is not attractive, the management may drop the project.

Assessment of Feasibility: The analysis of the system helps to establish the feasibility from different angles. The system should satisfy the technical, economic and operational feasibility.

Many times, the systems are feasible from the technical and economic point of view: but they may be infeasible from the operational point of view. The assessment of feasibility will save the investment and the system designer's time. It would also save the embarrassment to the system designer as he is viewed as the key figure in such projects. One can approach the system analysis and design exercise in a systematic manner in steps, as shown in the Table below :

Steps Need for information Define the Systems Feasibility

Elaboration Define the nature of information. Also who wants and who uses. Decide the nature, type of the system and its scope Technical success

Explanation Identify the users and application of the information for achieving the objectives. Helps to determine the system ownership, its benefits and complexity. Hardware and software availability and capability, for

implementation. Economic viability Study the investment and benefits. Assess the improvement in value of the information. Determine the return on investment. Operational effectiveness Examine whether the system will perform as desired in terms of time and results. Are the users ready to use the system? Detailing the requirements Identify in precise terms, the Study the sources of strategic, functional and generating the Information. operational information needs. Establish I/O linkages. Modify the existing system to satisfy the needs. Conceptual system Determine the inputs, process Conceptualization is necessary and outputs, and design a to understand the system conceptual model. process. Detailing the system Draw the document flow Helps in bringing a clarity in charts and the data-flow the data-flow. The diagrams, the data and system responsibility centres and the hierarchy diagrams, the data process centres are identified. information versus its users mapping table. Structuring the system Break the system into its Helps in understanding the design hierarchical structure. data-flow from one level to the other and the processes carried out at each level. Conceptual model of Define step by step the usage Helps to put down the data computer system of files, processes and processing flow in the interface. Define the data computerized system. Draw structures and the validation the computer system charts. procedures. Break the system in Make a physical conversion ofModules will be data entry, programme modules the system into the data validation, data programme structures in a processing, reporting and logical order. storing. Develop the test data for Test the modules and the Confirms whether the checking the system ability integrity of the system in system design is

Install the system Implementation Review and maintenance

terms of input versus satisfactory. Suggests the output. Plan while box and modifications. black box testing. Install on the hardware. Install, test and run the system before the user is exposed in alive mode. Train the personnel. Run Help to identify the problems the system in parallel. Prepare and provide solutions. a system manual. Review the system through Helps to maintain the system audit trail and test data, also quality and the quality of confirm whether the objective information through is fulfilled. Carry out the modification, if necessary. modifications, if any.