SYSTEMS ANALYSIS DESIGN PHASE 2 SYSTEMS ANALYSIS Determining

SYSTEMS ANALYSIS & DESIGN PHASE 2 SYSTEMS ANALYSIS Determining Requirements

SDLC Phases PHASE 2 2 Phase 2: Systems Analysis Objectives à Learn how the current system works à Determine and document fully how the system could work better à Develop a logical model of the new system à Make recommendations to management SYSTEMS ANALYSIS & DESIGN 3 E

Chapter 3 Determining Requirements SYSTEMS ANALYSIS & DESIGN 3 E PHASE 2 3

Objectives PHASE 2 4 à Explain how systems analysis relates to business needs, problems, and opportunities à List and describe the types of system requirements that must be identified during systems analysis à Describe how to conduct a successful interview SYSTEMS ANALYSIS & DESIGN 3 E

Objectives PHASE 2 5 à Explain when and how to use fact-finding techniques, including interviews, documentation review, observation, questionnaires, sampling, and research à Set up effective documentation methods to use during systems development SYSTEMS ANALYSIS & DESIGN 3 E

Objectives PHASE 2 6 à Describe alternative systems development approaches, including joint application development (JAD) and rapid application development (RAD) à Explain object-oriented (O-O) systems development and how this approach differs from structured analysis and design SYSTEMS ANALYSIS & DESIGN 3 E

Introduction à Overview of systems analysis phase à Fact-finding techniques à Interviewing à Documentation review à Observation à Questionnaires à Sampling à Research à Methods used to record results SYSTEMS ANALYSIS & DESIGN 3 E PHASE 2 7

Overview of the Systems Analysis Phase PHASE 2 8 à Systems analysis phase tasks à Gather and record facts about the current system and what is required to support business needs à Three-step approach to decision-making à Determine the facts à Analyze the facts à Make a decision à Two steps in the systems analysis phase à Requirements determination (fact-finding) à Requirements analysis SYSTEMS ANALYSIS & DESIGN 3 E Click to see Figure 3 -1

The Challenge of Systems Analysis PHASE 2 9 à Large systems are especially challenging à Business systems must change rapidly à Systems analysts use various skills à Reverse engineering à Critical-thinking skills à Interpersonal skills SYSTEMS ANALYSIS & DESIGN 3 E

The Challenge of Systems Analysis à Requirements determination questions à Who does it? à What is done? à Where is it done? à When is it done à How is it done à Another important question à Why? SYSTEMS ANALYSIS & DESIGN 3 E Click to see Figure 3 -2 PHASE 2 10

The Challenge of Systems Analysis à Requirements analysis questions à Who should do it? à What should be done? à Where should it be done? à When should it be done? à How should it be done? SYSTEMS ANALYSIS & DESIGN 3 E PHASE 2 11

Systems Requirements PHASE 2 12 à Characteristics or features that must be included to satisfy business requirements à Outputs à Inputs à Processes à Timing à Controls à Volumes. sizes, and frequencies SYSTEMS ANALYSIS & DESIGN 3 E

Interviews à Determine the people to interview à Establish objectives for the interview à Prepare for the interview à Conduct the interview à Document the interview à Evaluate the interview à Unsuccessful interviews SYSTEMS ANALYSIS & DESIGN 3 E PHASE 2 13

PHASE 2 14 Interviews à Determine the people to interview à Select the right people à Consider informal structures SYSTEMS ANALYSIS & DESIGN 3 E Click to see Figure 3 -3

Interviews à Establish objectives for the interview à Determine the areas to be discussed à List the facts you want to gather à Solicit ideas, suggestions, and opinions à Keep questions consistent SYSTEMS ANALYSIS & DESIGN 3 E PHASE 2 15

PHASE 2 16 Interviews à Prepare for the interview à Schedule a specific day and time à Place a reminder call à Send a memo to managers SYSTEMS ANALYSIS & DESIGN 3 E Click to see Figure 3 -4

PHASE 2 17 Interviews à Prepare for the interview à Schedule a specific day and time à Place a reminder call à Send a memo to managers à Create a list of questions à Use a variety of questions à Open-ended questions à Closed-ended questions à Range of responses questions à Send confirmation memo to interviewee SYSTEMS ANALYSIS & DESIGN 3 E Click to see Figure 3 -5

Interviews PHASE 2 18 à Conduct the interview à Introduce yourself à Describe the project à Explain your objectives à Ask questions in order à Summarize the main points à Explain the next course of action à Listen carefully - practice engaged listening SYSTEMS ANALYSIS & DESIGN 3 E

TRADEOFF PHASE 2 19 à What is the best location for the interview? à Interviewee’s office à Makes the interviewee more comfortable à Easier access to supporting material à Neutral location à Fewer interruptions à Advise interviewee to bring necessary items SYSTEMS ANALYSIS & DESIGN 3 E

A KEY QUESTION PHASE 2 20 à Does organization level affect interviews? à At Fast. Pak, Jesse Evans runs into a problem à Calls and visitors cause many interruptions à Interview process is time-consuming à Manager unwilling to reschedule meeting à What should Jesse do in this situation? SYSTEMS ANALYSIS & DESIGN 3 E

Interviews PHASE 2 21 à Document the interview à Keep note-taking to a minimum à Record the information quickly à Allow time between interviews à Thank the interviewee with a memo à Note the date, time, location, and purpose à Review the main points discussed SYSTEMS ANALYSIS & DESIGN 3 E

Interviews PHASE 2 22 à Evaluate the interview à Identify possible biases à Determine whether interviewees have necessary experience SYSTEMS ANALYSIS & DESIGN 3 E

TRADEOFF PHASE 2 23 à Tape recorders: pros and cons à Can be an effective tool à If people feel threatened à Discuss in advance à Reassure the interviewee à Turn off tape when indicated à Must use this technique carefully à You might rely too much on the recorder à Extra time needed to listen to taped material SYSTEMS ANALYSIS & DESIGN 3 E

A KEY QUESTION PHASE 2 24 à Should an analyst interview several people at the same time? à Jesse’s problem in the Fast. Pak interview à One person dominated the conversation à Meeting with two interviewees created a problem, not an opportunity à What should Jesse have done? SYSTEMS ANALYSIS & DESIGN 3 E

Interviews PHASE 2 25 à Unsuccessful interviews à Not all interviews are successful à Find a way to conclude an unsuccessful meeting à Consider alternatives SYSTEMS ANALYSIS & DESIGN 3 E

Other Fact-Finding Techniques à Document review à Observation à Questionnaires à Sampling work and work products à Graphics à Research SYSTEMS ANALYSIS & DESIGN 3 E PHASE 2 26

Other Fact-Finding Techniques PHASE 2 27 à Document review à Review existing system documentation à Obtain copies of actual forms and documents à Review blank copies of forms à Review samples of completed forms à Review software documentation SYSTEMS ANALYSIS & DESIGN 3 E

Other Fact-Finding Techniques PHASE 2 28 à Observation à Ask questions about present system operation à Observe all steps in the processing cycle à Examine each form, record, and report à Consider each person working with the system à Talk to people who receive current reports à Consider the Hawthorne Effect SYSTEMS ANALYSIS & DESIGN 3 E Click to see Figure 3 -6

Other Fact-Finding Techniques PHASE 2 29 à Questionnaires à Brief and user-friendly à Clear instructions à Questions in logical order à Simple wording to avoid misunderstanding à Avoid leading questions à Open-ending questions are difficult to tabulate à Limit questions raising concern/negative issues à Section for general comments à Test the questionnaire in advance SYSTEMS ANALYSIS & DESIGN 3 E Click to see Figure 3 -7

Other Fact-Finding Techniques à Sampling work and work products à Collect examples of actual documents à Sampling techniques à Systematic sample à Stratified sample à Random sample SYSTEMS ANALYSIS & DESIGN 3 E PHASE 2 30

Other Fact-Finding Techniques PHASE 2 31 à Graphics à Display fact-finding results graphically à Graphical format can highlight quality control problems/causes à Histogram is common tool to display questionnaire or sampling results Click to see Figure 3 -8 SYSTEMS ANALYSIS & DESIGN 3 E Click to see Figure 3 -9

Other Fact-Finding Techniques PHASE 2 32 à Research à Journals, periodicals, books à Internet sites à Hardware and software vendors à Independent firms that provide information à Newsgroups à Professional meetings, seminars, discussions à Site visits to observe a system in use Click to see Figure 3 -10 a SYSTEMS ANALYSIS & DESIGN 3 E Click to see Figure 3 -10 b

TRADEOFF PHASE 2 33 à Interviews à Work best with small number of people à More personal and familiar than questionnaires à People talk more freely in person à Interviewers can react immediately à Participation can be a human relations plus à Costly and time-consuming SYSTEMS ANALYSIS & DESIGN 3 E

TRADEOFF PHASE 2 34 à Questionnaires à Work best with large groups à Many people have opportunity for input à More convenient for recipients à Anonymous responses might be more candid à Questions must be designed carefully à Some recipients view questionnaires as intrusive, time-consuming, and impersonal SYSTEMS ANALYSIS & DESIGN 3 E

A KEY QUESTION PHASE 2 35 à Conduct interviews or send questionnaires? à Cyberstuff background à Several thousand sales transactions per week à Three-shift operation à 50 full-time and 125 part-time employees à Ann’s objective: information to analyze and resolve recent billing complaint problems à What are pros and cons of each technique? à What is the best way to select participants? SYSTEMS ANALYSIS & DESIGN 3 E

Recording the Facts PHASE 2 36 à The need for recording the facts à Keeping accurate records is essential à Basic rule: write it down à Guidelines for good documentation à Record information as soon as possible à Use the simplest recording method à Ensure that your work is understandable à Organize your documentation material à Consider a narrative list with simple statements SYSTEMS ANALYSIS & DESIGN 3 E

Recording the Facts PHASE 2 37 à Software tools à Word processing à Spreadsheets à Database à Presentation graphics à Personal or desktop information managers SYSTEMS ANALYSIS & DESIGN 3 E

Other Systems Development Techniques PHASE 2 38 à Introduction à Structured analysis and design is the most common method à Other techniques are available à Joint application development (JAD) à Rapid application development (RAD) à Object-oriented (O-O) systems development SYSTEMS ANALYSIS & DESIGN 3 E

Other Systems Development Techniques PHASE 2 39 à Joint application development (JAD) à Task force of users, managers, and IS staff à Objectives à Gather information à Discuss business needs à Define the new system requirements à Methods à Team usually meets at specific location à Team has project leader and recorder(s) à Key users participate in intense development effort à JAD can be costly, but highly effective SYSTEMS ANALYSIS & DESIGN 3 E Click to see Figure 3 -11

Other Systems Development Techniques PHASE 2 40 à Rapid application development (RAD) à Team method similar to JAD, but goes further à RAD phases resemble a mini-SDLC à Requirements planning, user design, construction, and cutover à RAD involves a continuous design process à Team can react quickly à Final objective is a functioning system à RAD can be faster and less costly, but stresses system mechanics rather than strategic needs SYSTEMS ANALYSIS & DESIGN 3 E

Other Systems Development Techniques PHASE 2 41 à Object-oriented (O-O) systems development à Object-based model à Objects and their attributes are abstract entities à Classes and subclasses SYSTEMS ANALYSIS & DESIGN 3 E

PHASE 2 42 Preview of Requirements Analysis Phase à Requirements analysis is the second major stage of the systems analysis phase à Requirements analysis objectives à Develop a logical design of the system à Create a system requirements document à Deliver a formal presentation to management SYSTEMS ANALYSIS & DESIGN 3 E

SOFTWEAR, LIMITED PHASE 2 43 à SWL has completed a preliminary investigation à Several problems were revealed à Input errors à Overtime to correct errors and produce reports à The IS team recommended further analysis à Mr. Jeremy approved the recommendation à The systems analysis phase now is underway SYSTEMS ANALYSIS & DESIGN 3 E

PHASE 2 44 SOFTWEAR, LIMITED à Human resources department interview à Review of organization charts Click to see Figure 3 -12 SYSTEMS ANALYSIS & DESIGN 3 E Click to see Figure 3 -13

PHASE 2 45 SOFTWEAR, LIMITED à Human resources department interview à Review of organization charts à Interview with Meredith Rider à Preparation Click to see Figure 3 -14 SYSTEMS ANALYSIS & DESIGN 3 E Click to see Figure 3 -15

PHASE 2 46 SOFTWEAR, LIMITED à Human resources department interview à Review of organization charts à Interview with Meredith Rider à Preparation à Forms Click to see Figure 3 -16 Click to see Figure 3 -18 Click to see Figure 3 -17 Click to see Figure 3 -19 SYSTEMS ANALYSIS & DESIGN 3 E Click to see Figure 3 -20

PHASE 2 47 SOFTWEAR, LIMITED à Human resources department interview à Review of organization charts à Interview with Meredith Rider à Preparation à Forms à Explanatory memo to Mike Feiner à Confirmation memo to Meredith à Follow-up memo to Meredith after interview Click to see Figure 3 -21 SYSTEMS ANALYSIS & DESIGN 3 E Click to see Figure 3 -22

PHASE 2 48 SOFTWEAR, LIMITED à Payroll department interview à Interview with Nelson White, lead payroll clerk à Review of SWL’s Systems and Procedures Manual SYSTEMS ANALYSIS & DESIGN 3 E Click to see Figure 3 -23

PHASE 2 49 SOFTWEAR, LIMITED à Payroll department interview à Interview with Nelson White, lead payroll clerk à Review of SWL’s Systems and Procedures Manual à Review of sample payroll deduction registers SYSTEMS ANALYSIS & DESIGN 3 E Click to see Figure 3 -24

SOFTWEAR, LIMITED PHASE 2 50 à Business information services interview à Interview with Linda De. Marco, customer relations manager for BIS à New program called CHIPS à Determination that CHIPS will not handle SWL’s needs SYSTEMS ANALYSIS & DESIGN 3 E

SOFTWEAR, LIMITED PHASE 2 51 à New plans and developments à Upcoming changes at BIS present problems à No obvious solution to stock purchase deduction processing à Limited results expected unless the payroll project scope is expanded à Announcement that SWL will move forward with new Employee Savings and Investment Plan (ESIP) à ESIP target date of April 1, 1999 SYSTEMS ANALYSIS & DESIGN 3 E

SOFTWEAR, LIMITED PHASE 2 52 à The revised project à Objective: to determine requirements for the overall payroll system à Carla Moore to work with Rick Williams à Conduct additional interviews and follow-up interviews à Review of payroll report samples à Payroll Register SYSTEMS ANALYSIS & DESIGN 3 E Click to see Figure 3 -25

SOFTWEAR, LIMITED PHASE 2 53 à The revised project à Objective: to determine requirements for the overall payroll system à Carla Moore to work with Rick Williams à Conduct additional interviews and follow-up interviews à Review of payroll report samples à Payroll Register à Employee Compensation Record SYSTEMS ANALYSIS & DESIGN 3 E Click to see Figure 3 -26

SOFTWEAR, LIMITED PHASE 2 54 à The revised project à Objective: to determine requirements for the overall payroll system à Carla Moore to work with Rick Williams à Conduct additional interviews and follow-up interviews à Review of payroll report samples à Payroll Register à Employee Compensation Record à SWL employee paycheck and stub SYSTEMS ANALYSIS & DESIGN 3 E Click to see Figure 3 -27