SYSTEMS ANALYSIS DESIGN PART 1 THE SYSTEMS ANALYST

SYSTEMS ANALYSIS & DESIGN PART 1 THE SYSTEM’S ANALYST TOOLKIT Part 1 Communications Tools Part 2 Feasibility and Cost Analysis Tools Part 3 Project Management Tools Communications Tools

TOOLKIT 1 The Systems Analyst’s Toolkit 2 Part 1 Communications Tools Part 2 Feasibility and Cost Analysis Tools Part 3 Project Management Tools Part 4 Alternative Systems Development Methodologies SYSTEMS ANALYSIS & DESIGN 4 E

TOOLKIT 1 The Systems Analyst’s Toolkit Part 1 Communications Tools SYSTEMS ANALYSIS & DESIGN 4 E 3

TOOLKIT 1 Objectives 4 à List the guidelines for successful communications à Explain the importance of effective letters, memos, and e-mail communication à Describe the organization of written reports that are required during the SDLC and explain each report section à List the guidelines for effective oral communication SYSTEMS ANALYSIS & DESIGN 4 E

TOOLKIT 1 Objectives à Organize and plan an oral presentation à Use speaking techniques to achieve your objectives SYSTEMS ANALYSIS & DESIGN 4 E 5

TOOLKIT 1 Introduction 6 à Successful systems analysts must have good written and oral communications skills à The Systems Analyst’s Toolkit provides guidelines for successful communications à Written communications à Oral communications SYSTEMS ANALYSIS & DESIGN 4 E

Guidelines for Successful Communications TOOLKIT 1 7 à The major objective is to make sure that your communication answers the questions why, who, what, when, and how SYSTEMS ANALYSIS & DESIGN 4 E

Guidelines for Successful Communications TOOLKIT 1 8 à Know why you are communicating and what you want to accomplish à Issues to consider à Is this communication necessary? à What am I trying to accomplish? à What specific results am I seeking? SYSTEMS ANALYSIS & DESIGN 4 E

Guidelines for Successful Communications TOOLKIT 1 9 à Know who your targets are à Issues to consider à What are the organizational and knowledge levels of the audience, and what are their information needs? à What is my overall communication strategy? à What feedback am I getting from the audience? SYSTEMS ANALYSIS & DESIGN 4 E

Guidelines for Successful Communications TOOLKIT 1 10 à Know what is expected of you, and when to go into detail à Issues to consider à This issue is related to the organizational and knowledge levels of the audience à Will the recipients expect you to address a specific issue or topic? à Will cost estimates or charts be expected? SYSTEMS ANALYSIS & DESIGN 4 E

Guidelines for Successful Communications TOOLKIT 1 11 à Know how to communicate effectively à Issues to consider à The Toolkit contains many helpful suggestions à Use your own experience à Observe the successful (and unsuccessful) experience of others SYSTEMS ANALYSIS & DESIGN 4 E

Guidelines for Successful Communications TOOLKIT 1 12 à Most importantly, know your subject à Consider what others will expect you to know and what questions they will ask à If you do not know the answer to a question, it is better to say “I don't know, but I’ll find out” rather than to guess SYSTEMS ANALYSIS & DESIGN 4 E

TOOLKIT 1 Written Communications 13 à Good writing is an essential skill à Written errors exist long after spoken words are forgotten à The major objective is to avoid grammatical, typographical, and spelling errors à There are many sources of information about developing good writing skills à Courses, especially business writing courses à Bookstores and libraries SYSTEMS ANALYSIS & DESIGN 4 E

TOOLKIT 1 Written Communications 14 à Suggestions for preparing written documents à Know your audience à Use active voice whenever possible à Keep your writing concise à Use one paragraph to convey a single idea à Use the right style à Use lists à Use short, easy-to-understand words à Check your work à Avoid repeating the same word too often à Check your spelling SYSTEMS ANALYSIS & DESIGN 4 E

TOOLKIT 1 15 Written Communications à Email, memos, letters à Most companies have standard formats à Templates give your work a consistent look à E-mail is less formal, but you still must follow the rules of good writing SYSTEMS ANALYSIS & DESIGN 4 E Click to see Figure 1 -1

TOOLKIT 1 Written Communications 16 à Reports à You prepare many reports during the SDLC à You can use a basic format and modify it as necessary à Cover letter à Introduction (title page, table of contents, brief description) à Summary à Findings à Recommendations (can include alternatives) à Appendix SYSTEMS ANALYSIS & DESIGN 4 E Click to see Figure 1 -2

TOOLKIT 1 Oral Communication 17 à An oral presentation might be necessary at any time during systems development à Oral presentations are especially important à At the end of the preliminary investigation à At the conclusion of the systems analysis phase SYSTEMS ANALYSIS & DESIGN 4 E

TOOLKIT 1 Oral Communication 18 à Define the audience à The presentation must meet the needs of the audience à Senior managers usually require less detail and a strategic overview SYSTEMS ANALYSIS & DESIGN 4 E

TOOLKIT 1 Oral Communication 19 à Define the objectives à Inform management of the status of the current system à Describe your findings concerning current system problems à Explain the alternative solutions that you developed à Provide detailed cost and time estimates à Recommend the best alternative and explain the reasons for your selection SYSTEMS ANALYSIS & DESIGN 4 E

TOOLKIT 1 Oral Communication 20 à Organize the presentation à Plan the presentation in three stages à Introduce yourself and describe your objectives à Make your presentation in a logical, clear manner à Deliver a conclusion that summarizes the main points and asks for questions SYSTEMS ANALYSIS & DESIGN 4 E

TOOLKIT 1 Oral Communication 21 à Define any technical terms à Avoid specialized or technical terminology whenever possible à Explain any terms that might be unfamiliar to the audience SYSTEMS ANALYSIS & DESIGN 4 E

TOOLKIT 1 22 Oral Communication à Prepare presentation aids à Visual aids can help the audience follow the logic of the presentation and hold their attention à Visual aids also can help you stay on track à Presentation graphics and slide shows are particularly effective techniques à First prepare the content, then focus on visual aids à Too many graphics, colors, or special effects will distract the audience SYSTEMS ANALYSIS & DESIGN 4 E Click to see Figure 1 -3

TOOLKIT 1 Oral Communication 23 à Practice is the most important part of your preparation à Rehearse several times à Be sure the presentation flows smoothly and the timing is correct à Do not write a script à Try to establish good rapport with the audience SYSTEMS ANALYSIS & DESIGN 4 E

TOOLKIT 1 Oral Communication 24 à The presentation à Sell yourself and your credibility à Control the presentation à Answer questions appropriately à Use good speaking techniques à Speak clearly and confidently à Control the pace of your delivery à Practice ways to control your nervousness SYSTEMS ANALYSIS & DESIGN 4 E

TOOLKIT 1 25 End Tookit Part 1 SYSTEMS ANALYSIS & DESIGN 4 E