System, Analysis and Design.

BAYERO UNIVERSITY, KANO

FACULTY OF COMPUTER SCIENCE AND
INFORMATION TECHNOLOGY
DEPARTMENT OF COMPUTER SCIENCE

SYSTEM ANALYSIS AND

DESIGN

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System, Analysis and Design.

WHAT IS A SYSTEM?
A system is a collection of components that work together to realize specific objectives.
The three (3) basic components of a system are:
• Input
• Output
• Processing

WHAT IS ANALYSIS?
Analysis is the examination of something in detail. It involves identifying problems and
recommending solutions for overcoming such problems.

WHAT IS DESIGN?
Design is creating a detailed plan of something.

WHAT IS SYSTEM ANALYSIS AND DESIGN?

System Analysis and Design refers to the process of examining a business situation with the
intent of improving it through better procedures and methods.

TYPES OF SYSTEM
The following are types of systems:
 Management information systems (MIS)
 Decision support systems (DSS)
 Group decision support systems (GDSS)
 Executive support systems (ESS)
 Artificial Intelligence and Expert System (AIES)
 Transaction Processing System (TPS)
 Office Automation System and Knowledge Work System (OAS/KWS)
 Computer – Supported Collaborative Work System (CSCWS)

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System, Analysis and Design.

NEED FOR SYSTEM ANALYSIS AND DESIGN (SAD)

Installing a system without proper planning leads to user dissatisfaction and frequently leads to
system failure and as such SAD is needed for proper planning in structure, analysis and design
of systems.
With system analysis and design, Analysts seek to identify and solve the right problems.
System analysis and design is used to analyze, design and implements improvements in the
support of users and functioning of businesses.

STEPS INVOLVED IN SYSTEM ANALYSIS AND DESIGN

(LIFE CYCLE OF SYSTEMSANALYSIS AND DESIGN)

Steps involved in Analysis and Design

1. Requirements Determinations
2. Requirements Specifications
3. Feasibility Analysis
4. Final Specifications
5. Hardware Study
6. System Design
7. System Implementation
8. System Evaluation
9. System Modification

Step 1: REQUIREMENTS DETERMINATION

This is the stage that involves determining the Application with the highest priority among
Applications outlined by an organization. The Application chosen is arrived at as a result of
consensus among Managers.

Step 2: REQUIREMENTS SPECIFICATION

Also known as System Requirements Specification (SRS)
This is the understanding of the existing System Applications and where a system is required
are listed. Arrive at the specifications of the users’ Requirements after discussions with the
user. Also, a system may encompass several applications

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System, Analysis and Design.

Step 3: FEASIBILITY ANALYSIS

A feasibility study is a test of a system proposal according to its workability. Impact on the
organization, ability to meet user needs, and effective use of resources. It consists of Technical,
Operational, Schedule and Economical.

Step 4: FINAL SPECIFICATIONS

Specifications would state what the system would achieve. Specifications drawn up are
improved for implementation.Finally SRS written would be given to user and an agreement is
reached.
Step 5: HARDWARE STUDY
 Determine Hardware and Software required to execute the application.
 Determine Response time, Volume of data to be processed, Frequency of reports and
then pick the hardware.
Step 6: SYSTEM DESIGN
This stage involves Logical Design of the System, identifying Objects, Database Design, Program
Specification, Implementation and Test Plan
Step 7: SYSTEM IMPLEMENTATION
This stage includes Writing Programs (Coding), Create Database, Document System, Train Users,
Trial run of the system etc.
Step 8: SYSTEM EVALUATION
This stage finds out from users whether the system meets specified requirements. List areas of
dissatisfaction and find reasons for them. And finally suggest if there has to be any
improvements to the system.
Step 9: SYSTEM MODIFICATION
 This involves fixing errors
 Adding/Deleting features as required by users
 Tuning the System
 Continuously monitoring system

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System, Analysis and Design.

 Assessing the performance of the system.

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System, Analysis and Design.

SYSTEM ANALYST
WHAT IS A SYSTEM?

A collection of components that works together to realize some objectives.

WHO IS AN ANALYST?

An analyst is someone who solves problem.

DEFINE SYSTEM ANALYST:

A system analyst is the person who selects and configures computer systems for an
organization or business. His or her job typically begins with determining the intended purpose
of the computers. To summarize, the system analyst's job is to choose the most efficient
computer solutions for a business, while making sure the systems meet all the company's
needs. Therefore, the system analyst must have a solid understanding of computer hardware
and software and should keep up-to-date on all the latest technologies. He must also be willing
to listen to the constant needs and complaints of the users he builds systems for.

ROLE OF A SYSTEM ANALYST

1. Perform analysis and design:

 Understanding of organization’s objectives, structure and processes

 Knowledge of how to exploit information technology for advantage

2. Approach to problem solving:

 Research and understand the problem.

 Verify that the benefits of solving the problem outweigh the costs.
 Define the requirement for solving the problem.
 Develop a set of solutions (alternatives).
 Decide which solution is best, and make a recommendation.
 Define the details of the chosen solution.
 Implement the solution.
 Monitor to make sure that you obtain the desired results.

3. Gather fact

 Consult low level users

 Opinion of managers

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System, Analysis and Design.

4. System design

5. Evaluating changes

ATTRIBUTE OF SYSTEM ANALYST

1. Good interpersonal relations

2. Communication skills
3. Analytical skills
4. Technical skills
5. Knowledge of the organization
6. Creative

SYSTEM ANALYST TOOLS

1. Data flow diagram: Is a graphical representation of the flow of data through an

information system, modeling its process aspects. They are a preliminary step used to
create an overview of the system which can later be elaborated. It shows what kinds of
information will be input to and output from the system, where the data will come from
and go to, and where the data will be stored.

ELEMENT IN DATA FLOW DIAGRAM

i. External entity
ii. Data flow
iii. Process
iv. Data store

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System, Analysis and Design.

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System, Analysis and Design.

2. Decision table: Are precise yet compact way to model complicated logic. Decision
tables, like flowcharts and if-then-else and switch-case statements, associate conditions
with actions to perform, but in many cases do so in a more elegant way.

3. Modeling Language such as UML: Is any artificial language that can be used to express
information or knowledge or systems in a structure that is defined by a consistent set of
rules.
Unified Modeling Language is a general purpose modeling language in the of software
engineering.

4. Normalization of Database: Is the process of organizing the fields and tables of a

relational database to minimize redundancy and dependency.

5. Testing tools
6. ISO/CMM procedure manuals

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System, Analysis and Design.

INFORMATION GATHERING
STRATEGY FOR GATHERING INFORMATION

1. Identify information sources

2. Develop a method of obtaining information
3. Use information flow model of the organization

METHOD FOR GATHERING INFORMATION

1. Interviews
2. Questioning
3. Questionnaires
4. Observation
5. Study of existing organizational documents, forms and reports.

INTERVIEW

An interview is a conversation between two or more people where questions are asked by the
interviewer to elicit facts or statements from the interviewee.

PLANNING AN INTERVIEW

1. Make a list of people to interview

2. Write down the questions to be asked

INTERVIEW TECHNIQUES

1. Make appointment
2. Assign time
3. Be punctual and pay attention to what users says
4. Do not use computer jargon
5. Obtain both qualitative and quantitative information
6. State what you understand and get it confirmed
7. Do not prolong interview
8. Record if permitted

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System, Analysis and Design.

QUESTION

Is an expression of inquiry that invites or calls for reply.

TYPE OF QUESTIONS

1. Open-ended questions (allow for much longer responses and therefore more
information) e.g. What is your view on the introduction of the e-Learning system.
2. Close-ended questions (answers to closed questions can often be either right or wrong,
they are usually easy to answer) e.g. Have you used the e-Learning system before?
3. Probes (questions with why)e.g. You said YES/NO, why/what are the benefits?

WAY OF ASKING QUESTIONS

1. Pyramid (pyramid start with a specific question and end with general question)

What precisely is the problem in your forecasting

model?

Have you consider obtaining more up-to-date info.

What do you think would make forecasting here
more effective.

In general, how do you feel about forecasting?

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System, Analysis and Design.

2. Funnel (funnel start with general question and end with a specific question)

What are your reactions to the

new Computer system?

What computers do you use?

What is the cost of the new

Computer system?

Is the new Computer system

worth the cost?

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System, Analysis and Design.

3. Diamond (diamond start with a specific question and end with a specific question)
It’s a combination of the other afore mentioned two above.

How do you make your distribution

decision?

Do you think you can teach someone else

to make these decisions?

What would you take to set-up decision rules so others

can benefit from your experience?

Are computers helpful in making

decisions.

Can a Computer make these decisions?

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 System, Analysis and Design.

QUESTIONNAIRE

Questionnaire is used when information to be gathered involve a large number of people.

EXAMPLE OF A QUESTIONNAIRE:

QUESTIONNAIRE OF SURVEY
ABOUT THE HOSTEL’S FACILITIES AT BAYERO UNIVERSITY

Which hostel do you stayed?

□ SA’ADU ZUNGUR □ DANGOTE □ DANTATA □ IDRIS GARBA

Please mark to your answer.

SECTION A

1. Do you satisfied with the hostel’s facilities now?

○ strongly agree ○Agree ○ Disagree○ strongly disagree

2. Are all the facilities functioning well?

○ yes ○ no

3. Are all the facilities enough for all students?

○ yes ○ no

4. What are the facilities that always not work well?

□ Cafeteria
□ Wash room
□ Parking lot
□ Internet connection
□ Bathroom
□ Other: ______________________

SECTION B – PROBLEM

1. The cafeteria is always in the good condition include the food and cleanness?
○ strongly agree ○Agree○Disagree ○strongly disagree

2. Is the wash room has enough space to use?

○ strongly agree ○Agree○Disagree ○strongly disagree

3. Nowadays, many students have their own transport since their hostel quite far from the academic buildings. Do you
think the parking lot that are provided are enough for all students?
○ strongly agree ○Agree○Disagree ○strongly disagree

4. Do the internet connection can be access at your hostel?

○ strongly agree ○Agree ○Disagree ○strongly disagree

5. Are all the toilets and the shower tools functioning well and in good condition?
○ strongly agree ○Agree ○Disagree○ strongly disagree

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System, Analysis and Design.
SECTION C – THE SOLUTION

These are the survey for us to get the data information how to solve the problems occurred in the male’s student
hostel, SA’ADU ZUNGUR, DANGOTE, DANTATA and IDRIS GARBA.

1- Strongly agree 2- Agree 3- Disagree 4- Strongly disagree

Which facilities should be upgrade?

1. CAFETERIA ○1 ○2 ○3 ○4
2. WASH ROOM ○1 ○2 ○3 ○4
3. PARKING LOT ○1 ○2 ○3 ○4
4. INTERNET CONNECTION ○1 ○2 ○3 ○4
5. BATHROOM ○1 ○2 ○3 ○4

1. CAFETERIA
□ add more stalls

□ increase the level of cleanness at the stalls and the food court

□ expand the space for the food court

□ add more chairs and tables

□ other: _________________________________

2. WASH ROOM
□ provide the washing machine at each level of hostel

□ expand the washing room space

□ add more washing machine

□ other: __________________________________

3. PARKING LOT
□ add more parking lot at the hostel

□ made the garage provided with roof

□ separate the parking lot by the type of transport

□ other: _________________________________

4. INTERNET CONNECTION

□ add the internet connection port at the hostel

□ upgrade the speed of internet connection

□ provide the wireless connection

□ other: _______________________________

5. BATHROOM & TOILETS

□ add more bathroom and toilets

□ upgrade the level of cleanness

□ repair the broken tools

□ add more sinks

□ other:_____________________________
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Thanks for your commitment to fill the questionnaire.
System, Analysis and Design.

SYSTEM REQUIREMENT SPECIFICATION

System requirements specification is a structured collection of information that embodies the
requirements of a system. It does not specify how the system will be designed. Developing SRS
is most important and difficult task of a system analyst.

HOW IS SRS DEVELOPED

1. Analyst examines the current system

2. Find out the shortcomings of the existing system as observed by the user
3. His aim is to develop SRS which is understandable by the user and which can be used for
detailed design of the new system

IDEAL CHARACTERISTICS OF SRS

1. Complete and unambiguous

2. Specifies operational, tactical and strategic information requirements.
3. Eliminate possible later disputes between users and analyst
4. Use graphic aids understood by users who are not computer literate and will also be
useful in design
5. Jargon free

FEASIBILITY
A feasibility study is an evaluation or analysis of the potential impact of a proposed project and
gathering more data’s for members of the organization.
Example: After an analyst determines reasonable objectives for a project, the analyst needs to
determine if it is possible for the organization and its members to see the project to
completion.

USEFULNESS OF FEASIBILITY
1. Essential for business survival.
2. It saves time, money of the organization.

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System, Analysis and Design.

COMMON FACTORS FOR FEASIBILITYSTUDY

TECHNICAL FEASIBILITY (TECHNOLOGY AND SYSTEM FEASIBILITY)
This is the measure of how the current system resources can be upgraded in order to meet the
objective of the organization and its members.

This feasibility is based on an outline design of system requirements in terms of:

 Input
 Processes
 Output
 Fields
 Programs
 Procedures.
This can be quantified (In order to estimate whether the new system will perform adequately or
not.) in terms of
 volumes of data,
 Trends
 Frequency of updating, etc.
Technical feasibility is also carried out to determine whether the company has the capability, in
terms of software, hardware, personnel and expertise, to handle the completion of the project.

ECONOMIC FEASIBILITY (COST/BENEFIT ANALYSIS)

This determines the benefits and savings that are expected from a candidate system and
compare them with costs. “If BENEFITS outweigh COSTS, then the decision is made to design
and implement the system”. An Entrepreneur must accurately weigh the cost versus benefits
before taking an action.

ECONOMIC FEASIBILITY IS DIVIDED INTO TWO (2) FOR ITS EFFECTIVENESS:

 Cost-based study: It is important to identify cost and benefit factors, which can be
categorized as follows:

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System, Analysis and Design.

1. Development costs;
2. Operating costs: This is an analysis of the costs to be incurred in the system and the
benefits derivable out of the system.
 Time-based study: This is an analysis of the time required to achieve a return on
investments. The future value of a project is also a factor.
Note: “if the short term costs are not overshadowed by long term gain meaning that
the system is not economically feasible and the project should not proceed any
further”.

OPERATIONAL FEASIBILITY
Operational feasibility is a measure of how well a proposed system solves the problems.
THE NEED FOR OPERATIONAL FEASIBILITY
Operational feasibility studies are generally utilized to answer the following questions:
1. Process – How do the end-users feel about a new process that may be implemented?
2. Evaluation – Whether or not the process within the organization will work but also if it
can work.
3. Implementation – Stakeholder, manager, and end-user tasks.
4. Resistance – Evaluate management, team, and individual resistance and how that
resistance will be handled.
5. In-House Strategies – How will the work environment be affected? How much will it
change?
6. Adapt & Review – Once change resistance is overcome, explain how the new process
will be implemented along with a review process to monitor the process change.
Example:
If an operational feasibility study must answer the six items above, how is it used in the real
world? A good example might be if a company has determined that it needs to totally redesign
the workspace environment. After analyzing the technical, economic, and scheduling feasibility
studies, next would come the operational analysis. In order to determine if the redesign of the

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workspace environment would work, an example of an operational feasibility study would

follow this path based on six elements as mentioned above.

SCHEDULE FEASIBILITY
“Schedule feasibility is a measure of how reasonable the project timetable is.
It also makes prototype model with proper time span which allot the steps and their required
time duration”. A project will fail if it takes too long to be completed before it is useful. Typically
this means estimating how long the system will take to develop, and if it can be completed in a
given time period using some methods like payback period. Some projects are initiated with
specific deadlines. A system analyst needs to determine whether the deadlines are mandatory
or desirable it is an essential type of feasibility

LEGAL FEASIBILITY
This determines whether the proposed system conflicts with legal requirements, e.g. a data
processing system must comply with the local data protection acts.

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System, Analysis and Design.

STEPS IN FEASIBILITY
1. Quantify goals
2. Find alternative solution to meets goals
3. Set goals to remove deficiencies
4. Ranks order alternative and discuss with the users
5. Prepare a system proposal management approval
6. Define goals and sub goals of the proposed system
7. Note down the deficiencies in current system found while preparing system document
VERBAL STATEMENT OF GOAL
1. Send bill soon after the month end
2. Send bill within 5 days of month end

CHARACTERISTICS OF GOAL
1. Must be quantified
2. Realized with the constraint of the organization and system
3. Broken down into sub goals / objective
4. Agreeable to all concerned
5. In general goal must not only remove deficiency but also given a system which is
superior

CONDUCTING FORMAL PRESENTATION

 One needs to prepare well
 One needs to dress professionally
 One must avoid using word “I” but use the word “we”, “you”, to assign ownership of the
proposed system to management.
 One must maintain eye contact with group and keep an air confidence (I . e show
management that you believe in your proposal and why they should believe in it).
 One must be aware of his or her own mechanism i.e. familiarity to one words.

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