Elements of system

A system’s objectives are expressed in terms of output is needs to produce, the inputs are the data which are processed while the output i.e. information are the outcome of the process.

In addition there are two more components

i. Control
It makes the system to operate within tolerable performance levels. Control of the system is the decision maker that controls the activities of accepting input, process & producing the output.

ii. Feedback
It is the information on how well a system is performing & it is essential for system modifications.
System may use feedback for control the information generated by comparing results with acceptable level of performance (standards) and informing the control elements of the difference is termed as feedback.
In feedback control the output is fed back to input. It allows to be majored against some standards and making adjustment in the processing accordingly.
 

System planning

Data & Fact gathering techniques:

The specific methods that an analyst uses for collecting data about the requirement of a new system are called fact finding techniques.

1. Interview:

In this technique analyst collects information from individuals. It is a formal meeting where the analyst can obtain information about the operation of the present system and requirements of planned system.

Advantages

i. It is helpful for gathering information from individuals who do not communicate effectively by writing.

ii. It allows discovering areas for unrealistic expectation, misunderstanding to the proposed system.

iii. Analyst can observe the interviewee’s non verbal communication.

iv. This method gives the analyst the opportunity to motivate the interview to response freely & openly to questions.

Disadvantages

i. It is very time consuming.

ii. Success of interview is dependent on system analyst’s human relation skills.

iii. Interviewing may be impractical due to location of the interviewees.

Types of interview

i. Structured Interview:
In structured interview interviewer has specific set of questions to ask. All questions prepared in advance and answers are already available.

ii. Unstructured Interview:
In this method questions and corresponding responses are open ended. This are conducted with a general goal or subject.

Planning for interview

1. Purpose of interview should be clear. The purpose of meeting clearly explained to the all participant so that relevant document can be supplied in advance.

2. Proper time, duration and place for interview must be selected before so this will allow the participants to scheduled work accordingly.

3. Group Communication/Discussion:
When information is required from face to face communication but there is not enough time to conduct personal interview, group interviews can be held.

Advantages

i. There are many persons presents so more types of ideas and views can be discussed in short time.

ii. The comments of one person may prompt other person to contribute facts which they thoughts.

Disadvantages

i. The group may be dominated by a few persons.

ii. The situation could lead to a verbal fight between the persons and may need moderation.

iii. Internal politics of an organisation may determine what is said and what is left thus resulting in false picture.

3. Questionnaires:

Questionnaires are special purpose documents that allow the analyst to collect information and opinions from respondance. This is more structured and formal method of collecting data.

Advantages

i. When it is used for group of users, it is relatively cheap.

ii. A questionnaire can be administered to larger no of individual simultaneously.

iii. The respondance feels greater confidence.

Disadvantages

i. All the questions given in questionnaire are usually not answered completely.

ii. It is not possible to observe and analyse the respondance body language.

iii. Good questionnaires are difficult to prepare.

iv. Cost may be high.

Types of questionnaires –

I. Structured – Answer and question are fixed

II. Unstructured – Not fix pattern

4. On site observation:

It allows the analyst to gain information which cannot be obtained by other fact finding methods. It is also useful when analyst need to actually observe how documents are handled, what processes are carried on etc.
“On site observation provide close view of working of the real system. The analyst can observe people, objects, documents and occurrence of events.”

Advantages

i. Data collection by observation highly reliable.

ii. It is relatively inexpensive

Disadvantages

i. People usually feel uncomfortable when being watched.

ii. It is very time consuming.

iii. Some activities may take place odd time causing a scheduling inconvenience for system analyst.

Software Development Life Cycle (SDLC)

It is a well defined process by which a system is planned, developed and implemented. The system development starts with the requirement for improving their business system.

 There are following activities involves in SDLC :-

· Preliminary Investigation (Problem Identification)
· Feasibility study
· System analysis
· System designing
· Development of software
· System testing
· Implementation & Evaluation
· Maintenance

1. Preliminary Investigation & Problem Identification: 

One of most difficult task of the system analyst is identifying the real problem of the existing system. It defines the user requirements or what the user expects from the new system. This also includes the rough idea of the resource requirements as well as estimated time for completion and number of persons expected to be involve in each phase.

Problem identification helps in :-
i. Defining a problem

ii. Setting proper system goal

iii. Determining the boundaries of the project by considering the limitations of available resources.

2. Feasibility study:

It determine the possibility of either improving the existing system or developing the complete new system. It helps to obtain an overview of the problem and to get rough assessment of whether physical solution exist. The purpose of feasibility study is to determine whether the requested system successfully realizable.

There are four aspects of feasibility study :-

i. Technical feasibility

ii. Economical feasibility

iii. Operational feasibility

iv. Behavioural feasibility

i. Technical feasibility:
It involves the required and existing computer system, hardware, software & to what extent it can support the proposed application.
It answers following questions :-
o Whether the system can be carried out with existing equipments ?
o Whether the existing software is enough ?
o If a new technology is required how best it can be implemented ?

ii. Economic feasibility:
It involves post benefit analysis to determine the benefit and savings that are expected from new system and compared with costs. It benefits out weight cost then decision is made to design and implement new system.

iii. Operational feasibility:
It concerns with human, organisational and political aspects. It covers technical performance as well as acceptance within the organisation. It determines the general attitude and job skills of existing personals and whether any restructuring of jobs will be acceptable to the current user.

iv. Behavioural feasibility:
It includes how strong the reaction of staff will be towards the development of new system that involves computer’s use in their daily work. So resistant to change is identified.

3. System analysis:

It involves detailed understanding of all important facts of the business area under investigation. This require data collection from a verity of sources such as questionnaires, forms, interviews, study of existing documents. It can be involved the direct observation in the organisation and collected documents to understand the whole existing system.

4. System designing:

In this process the primary object is to identify user requirements and to build a system that satisfies these requirements. Design of the system is mainly the logical design that can be sketch on a paper or on a computer. It includes physical design elements, describes the data to be inputted.

The process involved in manipulation of data & output design represents:-
i. File structure, storage devices etc.
ii. Database is also designed in this phase.
iii. Changes to be made in the organisational structure of the firm are outlines.
iv. Input, Output, files, forms and procedures are planned.
v. Finally standards for testing, documentation, system control are designed.

5. Development of software:

Development is a phase where detailed design is used to actually construct and build the system. In this phase the system is decided whether to buy commercial software or to develop new customized program with the help of the programmers. The choice depends upon the cost of software and cost of programming.

6. System testing:

Testing is a process of making sure that the program performs the intended task. Once the system is designed it should be tested for validity. During this phase the system is used experimentally to ensure that software does not fail and it will work according to its specification. It is tested with special test data.

7. Implementation & Evaluation:

This is the final phase of development. It consists of installing hardware, programs, collecting data and organizing people to interact with and run the system. In this phase user actually starts using the system therefore it also involves training of users and provides friendly documentation.
Evaluation is the process of verifying the capability of a system after it put into operation to see whether it meets the objective or not. It includes response time, overall reliability and limitations user behaviour.

8. Maintenance:

It is process of incorporating changes in the implemented existing system.
i. Enhancement:
Adding new functions or additional capability of the system.

ii. Adaptation:
Customizing the software to run in a new environment.

iii. Correction:
Correcting the bugs in the existing software.

System analyst and his Roles

System Analyst:

A system analyst is a person responsible for the development of software and hardware solution to the efficient working of the organization. Analysts study the environment and problems of an organization to determine whether a new information method can provide solution to the problem.
The main job of system analyst is to provide right type of information, in right quantity at the right time in post effective manner to the management or the end user.

Roles of System Analyst:

· Defining IT requirements of organization
· Gathering Data/Facts
· Analyzing the problem
· Setting priority amongst requirements
· Problem solving
· Drawing Specification
· Designing System
· Evaluating System

1. Defining IT requirements of organization:

The most imp and difficult task of an analyst is to understand the organization’s requirement’s information. It includes interviewing users finding out what information is they are using in the current system.

2. Gathering Data/Facts:

For gathering data or facts, written documents are important because these documents represent the formal information flow in the system. The analyst studies documents such as input forms, output records, invoices etc to understand how data are passed and used in the present system.

3. Analyzing the problem:

After gathering data or facts the analyst analyses the working of current system and find out to what extent it meet the user’s needs.

4. Setting priority amongst requirements:

In the organization there are many types of users, each user has different types of information needs. It may not e possible to satisfy the requirements of everyone due to limited availability of resources so it is necessary to give priority. The priorities are set on the basis of urgency and importance of user’s need.

5. Problem solving:

The system analyst helps IT users to solve their information problems. In that role he must understand the problem and suggest solutions.

6. Drawing specification:

The analyst obtains the input and output specification for optimal functioning of the system to be developed.

7. Designing system:

Once the specifications are accepted by the management the analyst gets on to the design of the system. The analyst must be aware of the latest design tools for the system design so analyst also knows as architect.

8. Evaluating system:

An analyst must critically test the performance of the designed system with specifications after it has been in use for a reasonable period of time.

System and Types

System:

A system is a organized combination of resources working together to convert inputs into useful output. It is derived from a Greek word ‘system’. A system is an organized grouping of interdependent components working together according a plan to fulfill predetermined objectives.

System is combination of different factors which perform different functions. It handles by user and administrator who has a knowledge and skill about that system.

Characteristics of system:

· Predetermined Objectives

· It can be further subdivided

· All components can be interdependent or interrelated

Types of System: 

· Physical System

· Abstract System

· Open System

· Close System

· Deterministic System

· Probabilistic System

· Introduction System

Explanation:

1. Physical System :

A physical system can be tangible or visible which can be touch and also be counted. Physical system can be operated statically or dynamically.

2. Abstract System:

It can be conceptual or intangible.

For ex: A model of organization represents the concept.

3. Open System:

An open system is that interacts freely with outside environment and also it can be affected from outside environment. When the environment changes the open system must also change in order to adopt itself to the environment otherwise it will be fail.

4. Deterministic System:

Deterministic system operates in a manner that stat of the system at a time is already determined and we can also predict the next state of the system without error.
For ex: The output of computer system is deterministic.

5. Probabilistic System:

The probabilistic system works in a predictable manner. If we can predict the stat of the system then it is probabilistic.

For ex: Economic forecasting.