8/6/2019 The Need for System Analysis

1/4

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. Whilesatisfying 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, itis 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 involvedare not in a position to define the objective(s). Since you are going to develop a computerbased 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 woulddefine the scope and the coverage of the system. This helps to sort out and understandthe 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 thevarious 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 todecide the design features of the system. It would be possible then to position thesystem 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 orprobabilistic. Such an understanding of the system is necessary, prior to design theprocess 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 changesin the other systems. It is necessary to understand the existing role of the system, as an

8/6/2019 The Need for System Analysis

2/4

interface, to safeguard the interests of the other systems. Any modifications or changesmade 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 theacceptance of the people to a new development. System analysis process provides asense of participation to the people. This helps in breaking the resistance to the newdevelopment and it also ensure the commitment to the new system.

Understanding of Resource Needs: The analysis of the system helps in defining theresource requirements in terms of hardware and software. Hence, if any additionalresources are required, this would mean an investment. The management likes toevaluate 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 feasibilityfrom different angles. The system should satisfy the technical, economic andoperational 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 keyfigure in such projects. One can approach the system analysis and design exercise in asystematic manner in steps, as shown in the Table below :

Steps Elaboration Explanation

Need for information Define the nature of

information. Also whowants and who uses.

Identify the users and

application of the informationfor achieving the objectives.

Define the Systems Decide the nature, type of the

system and its scope

Helps to determine the system

ownership, its benefits and

complexity.

Feasibility Technical success Hardware and software

availability and capability, for

8/6/2019 The Need for System Analysis

3/4

Economic viability

Operational effectiveness

implementation.

Study the investment and

benefits. Assess theimprovement in value of theinformation. Determine thereturn on investment.

Examine whether the systemwill 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

strategic, functional and

operational information needs.

Study the sources ofgenerating the Information.Establish I/O linkages.Modify the existing system to

satisfy the needs.

Conceptual system Determine the inputs, process

and outputs, and design a

conceptual model.

Conceptualization is necessary

to understand the system

process.

Detailing the system Draw the document flowcharts and the data-flow

diagrams, the data and systemhierarchy diagrams, the datainformation versus its users

mapping table.

Helps in bringing a clarity inthe data-flow. The

responsibility centres and theprocess centres are identified.

Structuring the system

design

Break the system into its

hierarchical structure.

Helps in understanding the

data-flow from one level to

the other and the processescarried out at each level.

Conceptual model of

computer system

Define step by step the usage

of files, processes and

interface. Define the data

structures and the validationprocedures.

Helps to put down the data

processing flow in the

computerized system. Draw

the computer system charts.

Break the system in

programme modules

Make a physical conversion of

the system into the

programme structures in alogical order.

Modules will be data entry,

data validation, data

processing, reporting andstoring.

Develop the test data for

checking the system ability

Test the modules and theintegrity of the system in

Confirms whether thesystem design is

8/6/2019 The Need for System Analysis

4/4

terms of input versusoutput. Plan while box andblack box testing.

satisfactory. Suggests themodifications.

Install the system Install on the hardware. Install, test and run the system

before the user is exposed in

alive mode.Implementation Train the personnel. Run

the system in parallel. Prepare

a system manual.

Help to identify the problemsand provide solutions.

Review and maintenance Review the system throughaudit trail and test data, also

confirm whether the objective

is fulfilled. Carry out themodifications, if any.

Helps to maintain the systemquality and the quality of

information through

modification, if necessary.