Professional Documents
Culture Documents
Systems Design,
Implementation, and
Operation
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INTRODUCTION
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INTRODUCTION
• Accountants must understand the entire systems
development process, since they are involved in
several ways:
– Helping to specify their needs.
– As members of the development team.
– As auditors after the fact.
• Accountants also help keep the project on track
by:
– Evaluating and measuring benefits.
– Measuring costs.
– Ensuring the project stays on schedule.
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INTRODUCTION
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INTRODUCTION
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INTRODUCTION
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CONCEPTUAL SYSTEMS DESIGN
Physical
Design
Implementation
And
Conversion
Operation
And
Maintenance
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Systems
Analysis
Physical
Design
Implementation
And
Conversion
Operation
And
Maintenance
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CONCEPTUAL SYSTEMS DESIGN
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CONCEPTUAL SYSTEMS DESIGN
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CONCEPTUAL SYSTEMS DESIGN
• The design team should identify a variety of
design alternatives and evaluate each with
respect to:
– How well it meets organizational and system
objectives
– How well it meets user needs
– Whether it is economically feasible
– Its advantages and disadvantages
• The steering committee evaluates the
alternatives.
• Click here to view some of the design
considerations and alternatives from Table 20-1
in your textbook.
Design Considerations
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CONCEPTUAL DESIGN
CONSIDERATIONS AND ALTERNATIVES
• How should the communications channel be
configured? • Point-to-point
• Multi-drop
• Line-sharing
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CONCEPTUAL DESIGN
CONSIDERATIONS AND ALTERNATIVES
• How should the communications channel be
configured?
• What type of communications channel
should be used? • Phone lines
• Coaxial cable
• Fiber optics
• Microwave
• Satellite
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CONCEPTUAL DESIGN
CONSIDERATIONS AND ALTERNATIVES
• How should the communications channel be
configured?
• What type of communications channel should be
used?
• What type of communications network
should be used? • Centralized
• Decentralized
• Distributed
• Local area
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CONCEPTUAL DESIGN
CONSIDERATIONS AND ALTERNATIVES
• How should the communications channel be
configured?
• What type of communications channel should be
used?
• What type of communications network should be
used?
• What type of storage media should be used
for data? • Tape
• Disk
• Diskette
• Hard drive
• CD
• Paper
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CONCEPTUAL DESIGN
CONSIDERATIONS AND ALTERNATIVES
• How should the communications channel be
configured?
• What type of communications channel should be
used?
• What type of communications network should be
used?
• What type of storage media should be used for
data?
• What type of data storage structure should
be used?
• Files
• Database
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CONCEPTUAL DESIGN
CONSIDERATIONS AND ALTERNATIVES
• How should the communications channel be
configured?
• What type of communications channel should be
used?
• What type of communications network should be
used?
• What type of storage media should be used for
data? • Random
• Sequential
• What type of data storage structure should be
• Indexed-sequential access
used?
• How should files be organized and
accessed?
© 2006 Prentice Hall Business Publishing Accounting Information Systems, 10/e Romney/Steinbart 18 of 171
CONCEPTUAL DESIGN
CONSIDERATIONS AND ALTERNATIVES
• What media should be used to input data?
• Keying
• OCR
• MICR
• POS
• EDI
• Voice
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CONCEPTUAL DESIGN
CONSIDERATIONS AND ALTERNATIVES
• What media should be used to input data?
• What format will the input take?
• Source documents
• Turnaround documents
• Source data automation
• Screen
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CONCEPTUAL DESIGN
CONSIDERATIONS AND ALTERNATIVES
• What media should be used to input data?
• What format will the input take?
• How will the system be operated? • In-house
• Outsourcing
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CONCEPTUAL DESIGN
CONSIDERATIONS AND ALTERNATIVES
• What media should be used to input data?
• What format will the input take?
• How will the system be operated?
• How frequently will outputs be produced?
• Instantly
• Hourly
• Daily
• Weekly
• Monthly
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CONCEPTUAL DESIGN
CONSIDERATIONS AND ALTERNATIVES
• What media should be used to input data?
• What format will the input take?
• How will the system be operated?
• How frequently will outputs be produced?
• What media will be used for output?
• Paper
• Screen
• Voice
• Diskette
• CD
• Microfilm
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CONCEPTUAL DESIGN
CONSIDERATIONS AND ALTERNATIVES
• What media should be used to input data?
• What format will the input take?
• How will the system be operated?
• How frequently will outputs be produced?
• What media will be used for output?
• How will output be scheduled?
• On demand
• At predetermined times
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CONCEPTUAL DESIGN
CONSIDERATIONS AND ALTERNATIVES
• What media should be used to input data?
• What format will the input take?
• How will the system be operated?
• How frequently will outputs be produced?
• What media will be used for output?
• How will output be scheduled?
• What format will the output take?
• Narrative
• Table
• Graph
• Electronic file or communication
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CONCEPTUAL DESIGN
CONSIDERATIONS AND ALTERNATIVES
• What media should be used to input data?
• What format will the input take?
• How will the system be operated?
• How frequently will outputs be produced?
• What media will be used for output?
• How will output be scheduled?
• What format will the output take?
• What form will printed output take?
• Pre-printed forms
• Turnaround documents
• System-generated forms
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CONCEPTUAL DESIGN
CONSIDERATIONS AND ALTERNATIVES
• What media should be used to input data?
• What format will the input take?
• How will the system be operated?
• How frequently will outputs be produced?
• What media will be used for output?
• How will output be scheduled?
• What format will the output take?
• What form will printed output take?
• What processing mode will be used?
• Manual
• Batch
• Real time
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CONCEPTUAL DESIGN
CONSIDERATIONS AND ALTERNATIVES
• What media should be used to input data?
• What format will the input take?
• How will the system be operated?
• How frequently will outputs be produced?
• What media will be used for output?
• How will output be scheduled?
• What format will the output take?
• Personal computer
• What form will printed output take?
• Minicomputer
• • Mainframe
What processing mode will be used?
• What type of processor will be utilized?
© 2006 Prentice Hall Business Publishing Accounting Information Systems, 10/e Romney/Steinbart 28 of 171
CONCEPTUAL DESIGN
CONSIDERATIONS AND ALTERNATIVES
• What media should be used to input data?
• What format will the input take?
• How will the system be operated?
• How frequently will outputs be produced?
• What media will be used for output?
• How will output be scheduled?
• What format will the output take?
• What form will printed output take?
• What processing mode will be used? • Canned
• What type of processor will be utilized?
• Custom
• How will software be acquired? • Modified
© 2006 Prentice Hall Business Publishing Accounting Information Systems, 10/e Romney/Steinbart 29 of 171
CONCEPTUAL DESIGN
CONSIDERATIONS AND ALTERNATIVES
• How will transactions be processed?
• By batch
• Online
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CONCEPTUAL DESIGN
CONSIDERATIONS AND ALTERNATIVES
• How will transactions be processed?
• How frequently will updates occur?
• Instantly
• Hourly
• Daily
• Weekly
• Monthly
© 2006 Prentice Hall Business Publishing Accounting Information Systems, 10/e Romney/Steinbart 31 of 171
Systems
Analysis
Physical
Design
Implementation
And
Conversion
Operation
And
Maintenance
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CONCEPTUAL SYSTEMS DESIGN
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CONCEPTUAL SYSTEMS DESIGN
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CONCEPTUAL SYSTEMS DESIGN
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Systems
Analysis
Physical
Design
Implementation
And
Conversion
Operation
And
Maintenance
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CONCEPTUAL SYSTEMS DESIGN
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CONCEPTUAL SYSTEMS DESIGN
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INTRODUCTION
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PHYSICAL SYSTEMS DESIGN
• During the physical systems design phase, the
company determines how the conceptual AIS
design is to be implemented.
– The broad, user-oriented requirements of conceptual
design are translated into detailed specifications used
to code and test computer programs.
– Phases include:
• Designing output
• Creating files and databases
• Designing input
• Writing computer programs
• Developing procedures
• Building in controls
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Systems
Analysis
Physical
Conceptual
Systems Systems
Design Design
Proce-
Output File & DB Input Program Controls
dures
Design Design Design Design Design
Design
Implementation
And
Conversion
Operation
And
Maintenance
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Systems
Analysis
Conceptual
Systems
Design
Proce-
Output File & DB Input Program Controls
dures
Design Design Design Design Design
Design
Implementation
And
Conversion
Operation
And
Maintenance
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PHYSICAL SYSTEMS DESIGN
• Output Design
– The objective of output design is to
determine the nature, format, content,
and timing of printed reports,
documents, and screen displays.
• Requires cooperation between users and
designers.
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PHYSICAL SYSTEMS DESIGN
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PHYSICAL SYSTEMS DESIGN
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PHYSICAL SYSTEMS DESIGN
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PHYSICAL SYSTEMS DESIGN
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PHYSICAL SYSTEMS DESIGN
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PHYSICAL SYSTEMS DESIGN
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PHYSICAL SYSTEMS DESIGN
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PHYSICAL SYSTEMS DESIGN
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PHYSICAL SYSTEMS DESIGN
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PHYSICAL SYSTEMS DESIGN
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PHYSICAL SYSTEMS DESIGN
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PHYSICAL SYSTEMS DESIGN
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Systems
Analysis
Conceptual
Systems
Design
Proce-
Output File & DB Input Program Controls
dures
Design Design Design Design Design
Design
Implementation
And
Conversion
Operation
And
Maintenance
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PHYSICAL SYSTEMS DESIGN
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PHYSICAL SYSTEMS DESIGN
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PHYSICAL SYSTEMS DESIGN
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PHYSICAL SYSTEMS DESIGN
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PHYSICAL SYSTEMS DESIGN
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Systems
Analysis
Conceptual
Systems
Design
Proce-
Output File & DB Input Program Controls
dures
Design Design Design Design Design
Design
Implementation
And
Conversion
Operation
And
Maintenance
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PHYSICAL SYSTEMS DESIGN
• Input Design
– Systems designers must identify the
different types of data input and optimal
input methods.
– There are two principal types of data
input:
• Forms
• Computer screens
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PHYSICAL SYSTEMS DESIGN
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PHYSICAL SYSTEMS DESIGN
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PHYSICAL SYSTEMS DESIGN
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PHYSICAL SYSTEMS DESIGN
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PHYSICAL SYSTEMS DESIGN
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PHYSICAL SYSTEMS DESIGN
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PHYSICAL SYSTEMS DESIGN
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PHYSICAL SYSTEMS DESIGN
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PHYSICAL SYSTEMS DESIGN
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PHYSICAL SYSTEMS DESIGN
• Preprint as much data as possible.
• Use appropriate weight and grade of paper.
• Use bold type, double-thick lines, and shading to
• Forms Designhighlight different parts of the form.
• Use a standard size and one that is consistent with
– Although inputforisfiling,
requirements evolving toward
binding, source data
or mailing.
automation, forms design
• If mailed to external is still the
parties, position important.
address for
placement in a window envelope.
– Following are important principles for
• Have copies of the form printed in different colors to
designing new forms
facilitate accurate and evaluating existing
distribution.
ones:
• Include clear instructions for completing the form.
• General considerations
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PHYSICAL SYSTEMS DESIGN
• Forms Design
– Although input is evolving toward source data
automation,• forms design is still important.
Place the form name at the top in bold type.
– Following are important
• Have principlesconsecutively.
the forms pre-numbered for
• If distributed to external parties, have company
designing new forms
name and pre-printed
and address evaluating on theexisting
form.
ones:
• General considerations
• Introductory section of form
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PHYSICAL SYSTEMS DESIGN
• Forms Design
• Group together logically related information
– Although input(e.g.,
is evolving toward
info about the source
customer, datathe
info about
automation, forms
product).design is still important.
• Provide sufficient room to record each item.
– Following are important principles for
• Order the data items consistent with the
designing newsequence
forms in and evaluating
which existing
the data is likely to be
ones: gathered.
• Use codes and check-offs in places where
• General considerations
standardized explanations are likely.
• Introductory section of form
• Main body of form
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PHYSICAL SYSTEMS DESIGN
• Forms Design
– Although input is evolving toward source data
automation, forms design is still important.
• Provide
– Following are space
important for:
principles for
–
designing new Recording
forms and final disposition of the form.
evaluating existing
– Approval signatures.
ones: – Dates of approval and final disposition.
• General considerations
– A dollar or numeric total.
• Introductory sectionindicate
• Clearly of form the distribution of
• Main body ofeach
formform.
• Conclusion section of form
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PHYSICAL SYSTEMS DESIGN
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PHYSICAL SYSTEMS DESIGN
• Computer screens are most effective when the following
principles are used:
– Organize the screen for quick, accurate, and complete entry
of the data.
• Minimize input by retrieving as much as possible from
the system.
• Example: If the customer number is entered, retrieve his
name/address data from the system.
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PHYSICAL SYSTEMS DESIGN
• Computer screens are most effective when the following
principles are used:
– Organize the screen for quick, accurate, and complete entry of
the data.
– Enter data in the same order it appears on the document.
© 2006 Prentice Hall Business Publishing Accounting Information Systems, 10/e Romney/Steinbart 81 of 171
PHYSICAL SYSTEMS DESIGN
• Computer screens are most effective when the following
principles are used:
– Organize the screen for quick, accurate, and complete entry of
the data.
– Enter data in the same order it appears on the document.
– Complete the screen from left to right and top to bottom,
grouping logically related data together.
© 2006 Prentice Hall Business Publishing Accounting Information Systems, 10/e Romney/Steinbart 82 of 171
PHYSICAL SYSTEMS DESIGN
• Computer screens are most effective when the following
principles are used:
– Organize the screen for quick, accurate, and complete entry of
the data.
– Enter data in the same order it appears on the document.
– Complete the screen from left to right and top to bottom,
grouping logically related data together.
– Design the screen so users can jump from one data entry
location to another or use a single key to go directly to
screen locations.
© 2006 Prentice Hall Business Publishing Accounting Information Systems, 10/e Romney/Steinbart 83 of 171
PHYSICAL SYSTEMS DESIGN
• Computer screens are most effective when the following
principles are used:
– Organize the screen for quick, accurate, and complete entry of
the data.
– Enter data in the same order it appears on the document.
– Complete the screen from left to right and top to bottom,
grouping logically related data together.
– Design the screen so users can jump from one data entry
location to another or use a single key to go directly to screen
locations.
– Make it easy to correct mistakes.
• Use clear and explicit error messages that are consistent
on all screens.
• Provide a help feature for online assistance.
© 2006 Prentice Hall Business Publishing Accounting Information Systems, 10/e Romney/Steinbart 84 of 171
PHYSICAL SYSTEMS DESIGN
• Computer screens are most effective when the following
principles are used:
– Organize the screen for quick, accurate, and complete entry of
the data.
– Enter data in the same order it appears on the document.
– Complete the screen from left to right and top to bottom,
grouping logically related data together.
– Design the screen so users can jump from one data entry
location to another or use a single key to go directly to screen
locations.
• Limit the number of menu options on a single screen.
– Make it easy to correct mistakes.
– Avoid clutter by restricting the amount of data on one
screen.
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Systems
Analysis
Conceptual
Systems
Design
Proce-
Output File & DB Input Program Controls
dures
Design Design Design Design Design
Design
Implementation
And
Conversion
Operation
And
Maintenance
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PHYSICAL SYSTEMS DESIGN
• Program Design
– Program development is one of the most time-
consuming activities in the SDLC.
– A structured programming process should be
followed:
• With structured programming, programs should be
subdivided into small, well-defined modules to reduce
complexity and enhance reliability and modifiability.
• Modules should interact with a control module rather than
with each other.
• To facilitate testing and modification, each module should
have only one entry and exit point.
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PHYSICAL SYSTEMS DESIGN
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PHYSICAL SYSTEMS DESIGN
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PHYSICAL SYSTEMS DESIGN
Systems
Analysis
• STEP ONE: Determine user
needs.
Conceptual – Occurs during the systems analysis
Design stage of the SDLC.
Physical
Design
Implementation
And
Conversion
Operation
And
Maintenance
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PHYSICAL SYSTEMS DESIGN
Systems
Analysis
• STEP TWO: Develop and
document a plan.
Conceptual – Occurs during the conceptual design
Design phase and the beginning of physical
design.
Physical
Design
Implementation
And
Conversion
Operation
And
Maintenance
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PHYSICAL SYSTEMS DESIGN
Systems
Analysis
• STEP THREE: Write the program
code.
Conceptual – Design in increasing levels of detail,
Design known as hierarchical program
design.
Physical – Begun during systems design and
Design
completed during systems
Implementation
implementation.
And
Conversion
Operation
And
Maintenance
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PHYSICAL SYSTEMS DESIGN
Systems • STEP FOUR: Test the program code.
Analysis
– Debugging is discovering and
Conceptual
eliminating program errors.
Design – Desk checking happens after a
program is coded and involves a
Physical visual and mental review to discover
Design programming errors.
– Programs are tested for logic errors
Implementation
And using test data that simulates both
Conversion valid transactions and all possible
Operation
error conditions.
And
Maintenance
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PHYSICAL SYSTEMS DESIGN
Systems
Analysis
– Large programs are often tested
in three stages:
Conceptual • Individual program modules.
Design
• The linkages between the module
and the control module.
Physical
Design • The interfaces between the
program being tested and other
Implementation application programs.
And
Conversion
Operation
And
Maintenance
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PHYSICAL SYSTEMS DESIGN
Systems
Analysis
– Errors need to be found as soon
as possible in the development
Conceptual process.
Design
– Errors discovered late cost 80-
Physical
1000% more to fix than those
Design found early.
Implementation
And
Conversion
Operation
And
Maintenance
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PHYSICAL SYSTEMS DESIGN
Systems
Analysis
• STEP FIVE: Document the
program.
Conceptual – Documentation explains how
Design
programs work and helps
Physical
correct and resolve errors.
Design – Includes flowcharts, record
Implementation
layouts, E-R diagrams, REA
And data models, narrative
Conversion
descriptions of the system, etc.,
Operation
And
organized in a manual.
Maintenance
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PHYSICAL SYSTEMS DESIGN
Systems
Analysis
• STEP SIX: Train program users.
– Often uses the program
Conceptual documentation.
Design
Physical
Design
Implementation
And
Conversion
Operation
And
Maintenance
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PHYSICAL SYSTEMS DESIGN
Systems
Analysis
• STEP SEVEN: Install the system.
- All components are brought
Conceptual together, and the company
Design
begins to use the system.
Physical
Design
Implementation
And
Conversion
Operation
And
Maintenance
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PHYSICAL SYSTEMS DESIGN
Systems
Analysis
• STEP EIGHT: Use and
modify the system.
Conceptual – Program maintenance is a
Design
response to any factors that
require program revision.
Physical
Design – Includes requests for:
• New or revised reports.
Implementation • Changes in input, file content, or
And
Conversion values such as tax rates.
• Error detection and correction.
Operation
And • Conversion to new hardware.
Maintenance
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Systems
Analysis
Conceptual
Systems
Design
Proce-
Output File & DB Input Program Controls
dures
Design Design Design Design Design
Design
Implementation
And
Conversion
Operation
And
Maintenance
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PHYSICAL SYSTEMS DESIGN
• Procedures Design
– Individuals who interact with a newly-designed
AIS need procedures to cover:
• Input preparation
• Transaction processing
• Error detection and correction
• Controls
• Reconciliation of balances
• Database access
• Output preparation and distribution
• Computer operator instructions
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PHYSICAL SYSTEMS DESIGN
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PHYSICAL SYSTEMS DESIGN
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Systems
Analysis
Conceptual
Systems
Design
Proce-
Output File & DB Input Program Controls
dures
Design Design Design Design Design
Design
Implementation
And
Conversion
Operation
And
Maintenance
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PHYSICAL SYSTEMS DESIGN
• Controls Design
– Improperly controlled input, processing, and
database functions produce information of
questionable value.
– Controls must be built into an AIS to ensure
its effectiveness, efficiency, and accuracy.
These controls should:
• Minimize errors
• Detect and correct errors when they do occur
– Accountants play a vital role in this area.
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PHYSICAL SYSTEMS DESIGN
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PHYSICAL SYSTEMS DESIGN
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PHYSICAL SYSTEMS DESIGN
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PHYSICAL SYSTEMS DESIGN
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PHYSICAL SYSTEMS DESIGN
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PHYSICAL SYSTEMS DESIGN
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PHYSICAL SYSTEMS DESIGN
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PHYSICAL SYSTEMS DESIGN
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PHYSICAL SYSTEMS DESIGN
• Important control concerns that must be
addressed include:
– Validity
– Authorization
– Accuracy
– Security
– Numerical control
– Availability
– • Can data be traced from source to output and vice
Maintainability
versa?
– Integrity
– Audit trail
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PHYSICAL SYSTEMS DESIGN
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PHYSICAL SYSTEMS DESIGN
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INTRODUCTION
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SYSTEMS IMPLEMENTATION AND
CONVERSION
• SYSTEMS IMPLEMENTATION
– Systems implementation is the process of
installing hardware and software and
getting the AIS up and running.
– Phases include:
• Developing a plan
• Preparing the site
• Installing and testing hardware and software
• Selecting and training personnel
• Completing documentation
• Testing the system
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Systems
Analysis
Conceptual
Systems
System Design
Implementation
And Physical
Conversion Systems
Design
Prepare site;
Complete
Install & test
documentation
hardware
Implementation Conversion
Planning
Select & Train Test
Personnel system
Operation
And
Maintenance
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Systems
Analysis
Conceptual
Systems
Design
Physical
Systems
Design
Prepare site;
Complete
Install & test
documentation
hardware
Implementation Conversion
Planning
Select & Train Test
Personnel system
Operation
And
Maintenance
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SYSTEMS IMPLEMENTATION AND
CONVERSION
• Implementation Planning
– An implementation plan consists of:
• Implementation tasks
• Expected completion dates
• Cost estimates
• Specification of the person(s) responsible for each task
– The plan specifies when the project should be
complete and operational.
– The implementation team should identify risk
factors that decrease the likelihood of successful
implementation, and the plan should contain a
strategy for coping with each of the risks.
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SYSTEMS IMPLEMENTATION AND
CONVERSION
• AIS changes may require adjustments to the
company’s organizational structure,
including:
– Creation of new departments.
– Elimination or downsizing of existing
departments.
– Changes even in the data processing department.
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Systems
Analysis
Conceptual
Systems
Design
Physical
Systems
Design
Prepare site;
Complete
Install & test
documentation
hardware
Implementation Conversion
Planning
Select & Train Test
Personnel system
Operation
And
Maintenance
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SYSTEMS IMPLEMENTATION AND
CONVERSION
• Site Preparation
– A large computer may require changes such as:
• New electrical outlets
• Data communications facilities
• Raised floors
• Humidity controls
• Special lighting
• Air-conditioning
• Security measures, such as:
– Fire protection
– Emergency power supply
• Space for equipment, storage, and offices
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SYSTEMS IMPLEMENTATION AND
CONVERSION
• Site preparation is a lengthy process and
should begin well ahead of the installation
date.
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Systems
Analysis
Conceptual
Systems
Design
Physical
Systems
Design
Prepare site;
Complete
Install & test
documentation
hardware
Implementation Conversion
Planning
Select & Train Test
Personnel system
Operation
And
Maintenance
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SYSTEMS IMPLEMENTATION AND
CONVERSION
• Select and Train Personnel
– Employees can be hired from outside or
transferred internally.
• Hiring within is usually more effective and less
costly, because the employees already understand
the business.
• Transferring displaced employees can enhance
loyalty and morale.
– Companies take training shortcuts because:
• Effective training is time-consuming and
expensive.
• Those who understand the system are maintaining
and upgrading it.
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SYSTEMS IMPLEMENTATION AND
CONVERSION
• When training is insufficient, the company will not
achieve the expected return on investment.
• The hidden cost is that users will turn to their
coworkers who have mastered the system for help.
Results in:
– Less productive coworkers
– Increased costs
• Effective training includes:
– Hardware and software skills
– Orientation to new policies and operations
• The training should be scheduled just before
systems testing and conversion.
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SYSTEMS IMPLEMENTATION AND
CONVERSION
• Types of training include:
– Technical training from vendors
– Self-study manuals
– Computer-aided instruction
– Videotape presentations
– Role-playing
– Case studies
– Experimenting with the AIS under the guidance of
experienced users
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Systems
Analysis
Conceptual
Systems
Design
Physical
Systems
Design
Prepare site;
Complete
Install & test
documentation
hardware
Implementation Conversion
Planning
Select & Train Test
Personnel system
Operation
And
Maintenance
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SYSTEMS IMPLEMENTATION AND
CONVERSION
• Three types of documentation must be
prepared for new systems:
– Development documentation
• Describes the AIS and includes:
– A system description
– Copies of output, input, file, and database layouts
– Program flowcharts
– Test results
– User acceptance forms
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SYSTEMS IMPLEMENTATION AND
CONVERSION
• Three types of documentation must be
prepared for new systems:
– Development documentation
– Operations documentation
• Includes:
– Operating schedules
– Files and databases accessed
– Equipment, security, and file retention requirements
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SYSTEMS IMPLEMENTATION AND
CONVERSION
• Three types of documentation must be
prepared for new systems:
– Development documentation
– Operations documentation
– User documentation
• Teaches users how to operate the AIS.
• Includes a procedures manual and training materials.
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Systems
Analysis
Conceptual
Systems
Design
Physical
Systems
Design
Prepare site;
Complete
Install & test
documentation
hardware
Implementation Conversion
Planning
Select & Train Test
Personnel system
Operation
And
Maintenance
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SYSTEMS IMPLEMENTATION AND
CONVERSION
• Test the System
– Inadequate system testing has contributed to the
failure of systems.
– All of the following should be given a trial run in
realistic circumstances.
• Documents and reports
• User input
• Operating and control procedures
• Processing procedures
• Computer programs
– Should also test:
• Capacity limits
• Backup and recovery procedures
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SYSTEMS IMPLEMENTATION AND
CONVERSION
• Three common forms of testing include:
– Walk-throughs
• Step-by-step reviews of procedures or program logic.
– Attended by the development team and users early in system
design.
– Focus is on organization:
• Input
• Files
• Outputs
• Data flows
– Subsequent walk-throughs are attended by programmers.
• Address logical and structural aspects of program code.
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SYSTEMS IMPLEMENTATION AND
CONVERSION
• Three common forms of testing include:
– Walk-throughs
– Processing test transactions
• Determines whether the program operates as
designed.
• Requires both valid and erroneous data.
• The correct response for each test should be
specified in advance.
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SYSTEMS IMPLEMENTATION AND
CONVERSION
• Three common forms of testing include:
– Walk-throughs
– Processing test transactions
– Acceptance tests
• Uses copies of real transactions and files
rather than hypothetical ones.
– Users develop acceptance criteria.
– Then make final decision whether to accept
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SYSTEMS IMPLEMENTATION AND
CONVERSION
• Three common forms of testing include:
– Walk-throughs
– Processing test transactions
– Acceptance tests
• Even software purchased from an
outside vendor must be tested
thoroughly before installation.
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Systems
Analysis
Conceptual
Systems
Design
Physical
Systems
Design
Prepare site;
Complete
Install & test
documentation
hardware
Implementation Conversion
Planning
Select & Train Test
Personnel system
Operation
And
Maintenance
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SYSTEMS IMPLEMENTATION AND
CONVERSION
• Systems Conversion
– Conversion is the process of changing from the old
AIS to the new.
– Many elements must be converted, including:
• Hardware
• Software
• Data files
• Procedures
– The process is complete when the new AIS has
become a routine, ongoing part of the system.
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SYSTEMS IMPLEMENTATION AND
CONVERSION
• Conversion Approaches
– Four conversion approaches are used to
change from an old to a new system:
• Direct conversion
• Parallel conversion
• Phase-in conversion
• Pilot conversion
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SYSTEMS IMPLEMENTATION AND
CONVERSION
• Conversion Approaches
– Four conversion approaches are used to
change from an old to a new system:
• Direct conversion
• Parallel conversion
• Phase-in conversion
• Pilot conversion
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SYSTEMS IMPLEMENTATION AND
CONVERSION
• Direct conversion
– Immediately terminates the old AIS when the
new one is introduced.
– Appropriate when:
• The old AIS has no value; or
• The new AIS is so different that comparisons
between the two are meaningless.
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SYSTEMS IMPLEMENTATION AND
CONVERSION
• Main advantage to direct conversion:
– It’s inexpensive
• Main disadvantage:
– It provides no backup AIS.
• There is a high risk of failure unless the
new system has been very carefully
developed and tested.
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SYSTEMS IMPLEMENTATION AND
CONVERSION
• Conversion Approaches
– Four conversion approaches are used to
change from an old to a new system:
• Direct conversion
• Parallel conversion
• Phase-in conversion
• Pilot conversion
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SYSTEMS IMPLEMENTATION AND
CONVERSION
• Parallel conversion
– Operates the old and new systems
simultaneously for a period of time.
– You can process transactions with both
systems, compare output, reconcile
differences, and make corrections to the new
AIS.
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SYSTEMS IMPLEMENTATION AND
CONVERSION
• Main advantage to parallel conversion:
– It protects the company from errors.
• Main disadvantage:
– It is costly and stressful for employees to process all
transactions twice.
• Because companies often experience problems
during conversion, parallel processing has
gained widespread popularity.
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SYSTEMS IMPLEMENTATION AND
CONVERSION
• Conversion Approaches
– Four conversion approaches are used to
change from an old to a new system:
• Direct conversion
• Parallel conversion
• Phase-in conversion
• Pilot conversion
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SYSTEMS IMPLEMENTATION AND
CONVERSION
• Phase-in conversion
– Gradually replaces elements of the old AIS with the
new one.
– The new system is often phased in a module at a
time.
– Main Advantage:
• Data processing resources can be acquired over time.
– Disadvantages:
• Costs of creating temporary interfaces between old and new
AIS.
• Time required to make the complete conversion.
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SYSTEMS IMPLEMENTATION AND
CONVERSION
• Conversion Approaches
– Four conversion approaches are used to
change from an old to a new system:
• Direct conversion
• Parallel conversion
• Phase-in conversion
• Pilot conversion
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SYSTEMS IMPLEMENTATION AND
CONVERSION
• Pilot conversion
– Implements a system in just one part of the
organization, e.g., a branch office or a single store.
– When problems with the system are resolved, the
new system could be implemented at the remaining
locations.
– Advantages:
• Localizes conversion problems and allows training in a live
environment.
– Disadvantages:
• Long conversion time.
• Need for interfaces between old and new systems.
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SYSTEMS IMPLEMENTATION AND
CONVERSION
• Data Conversion
– Data conversion can be time-consuming,
tedious, and expense.
– The difficulty and magnitude is easy to
underestimate.
– Data files may need to be modified in three
ways:
• Files may be moved to a different storage medium
(e.g., tape to disk).
• Data content may be changed (e.g., fields added
or deleted).
• A file or database format may be changed.
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SYSTEMS IMPLEMENTATION AND
CONVERSION
• Steps in the data conversion process:
– Decide which data files need to be converted.
– Check files for completeness and data inaccuracies,
and remove any inconsistencies.
– Do the actual data conversion.
– Validate the new files to ensure data were not lost
during conversion.
– If the file conversion is lengthy, update the new files
with transactions that occurred during data
conversion.
– After conversion and testing, monitor the system to
make sure it runs smoothly and accurately.
– Document the conversion activities.
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Systems
Analysis
Conceptual
Systems
Design
Physical
Design
Implementation
And
Conversion
Operation
And
Maintenance
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OPERATIONS AND MAINTENANCE
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OPERATIONS AND MAINTENANCE
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OPERATIONS AND MAINTENANCE
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OPERATIONS AND MAINTENANCE
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OPERATIONS AND MAINTENANCE
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OPERATIONS AND MAINTENANCE
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OPERATIONS AND MAINTENANCE
– Timeliness
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OPERATIONS AND MAINTENANCE
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OPERATIONS AND MAINTENANCE
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OPERATIONS AND MAINTENANCE
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OPERATIONS AND MAINTENANCE
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OPERATIONS AND MAINTENANCE
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OPERATIONS AND MAINTENANCE
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OPERATIONS AND MAINTENANCE
– Documentation
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OPERATIONS AND MAINTENANCE
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OPERATIONS AND MAINTENANCE
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SUMMARY AND CONCLUSIONS
• You’ve learned in more depth about the activities
that take place in the conceptual design phase of
the systems development life cycle (SDLC).
• You’ve also learned about activities that take
place in the physical systems design phase.
• You’ve explored what happens during the systems
implementation and conversion process.
• Finally, you’ve learned about the activities in the
last phase of the systems development life cycle—
the systems operation and maintenance process.
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