CRITERION 1-INTRODUCTION AND

IDENTIFICATION OF THE PROBLEM

This part requires the following:

•Information about the organization [name, location, date of establishment,

services provided, type of business, mission/vision, number of
employees, types of records kept etc]
•The candidate should choose an area of study to focus on. For
example, in a video shop, records kept might include inventory, financial
records, membership records.
•The candidate can choose to focus on membership records only. After
choosing the area of study the candidate now has to provide a brief
description of the records that are kept by organization .[creating a new
record, document used, fields used, who keeps the record etc] .
•Identification of the problem: problems should be associated with the
method of keeping records. This must be with the impact or short falls with
the way records are kept. Minimum of two problems.
•Missing field is not a problem it might be a solution, the problem is what
you are supposed to do and are incapacitated to it.
Using an example below, the problems of the system
could be;

SELLING ITEM NO DATES

PRICE

• A business decides on this format of keeping

specific records, why? What is the reason for doing
this and what is it trying to achieve. So the problem
that could be encountered with this system are;
• The records are entered in sequential form, hence
making it difficult to link records which have been
entered earlier to the currently entered making it
nearly hard to find item total in stock.
 CRITERION 2-STATEMENT OF
SPECIFIC OBJECTIVES OF
CURRENT SYSTEM
• Why was the information system put in place? What was it supposed to
achieve. Good objectives will state what is done with the records.
Candidates are expected to list and explain the objectives of the current
system
• Examples of objectives that can be given depending on the system could
be;
• To provide a monthly statistical report on number of boarders who
asked for an exit per house: On monthly basis the Secretary compiles a
report by classifying student exits by house in order to produce a report
showing the number of students who went out of campus in that month. The
report is submitted to the School Head and Head of House for filing.
• To be able to determine the stock levels of the business at all times (using
the example in criterion 1, the objective supports this),
• To be able to determine the stock entry date, quantity and the price of each
item on delivery (this then can be used in several ways such as determining
the selling price and expected profit to be made).
Examples of objectives which are not considered
are;
• To make sure that the information they need is
in good place so that it does not get lost easily
(who will not keep records intentionally in a
wrong place),
• To keep customer records
• To save their time (can you keep records
deliberately to waste time)
• To allow for best use of available capital in the
business (this is true for all record keeping, but
the candidate has to relate this to their project by
mentioning aspects that make that possible).
 CRITERION 3-DESCRIPTION OF
DATA FLOW IN THE CURRENT
SYSTEM
This part requires candidates to describe the following:
• Input—What is the input (fields) and where does the
input comes from. A list of input fields only is not
adequate but should be backed up by data source.
• Process—The process should be related to input fields
(how are the inputs processed?)
• Output—The output should be generated from
processes and should show the fields contained in
output documents like bill, receipts etc. E.g. “The output
is receipt, bill containing …”.
• Data flow diagram: Students are expected to use correct
symbols.
• the description should be for the entire system,
not for each module. Only one DFD required.
The candidates should indicate where the inputs
come from, how the inputs are processed and
what is done with output. The output should be
generated from the processes

• NOTE: Only the dataflow diagram is accepted,

even though the assessment syllabus indicates
system flowchart and pseudo code to be used,
they have limitations.
CRITERION 4-BROAD DESCRIPTION
OF EXISTING SOLUTION
• This is a description of how the entire system works right
from receiving information, through processing, handling,
recording and outputs. A detailed description of record
keeping including addition of a new record, updating,
retrieval, deletion with sample documents where
necessary.
• There should also be a description of contingency
measures. The tendency is just to talk about backup.
E.g. “Two receipts were produced, one to the customer,
the other remains to be used as backup” which is wrong.
A clear procedure of how backup is generated should be
explained.
• Perspectives of anyone in the system.
 CRITERION 5-EVALUATION OF
EXISTING SOLUTION
• The expectation is that candidates should identify good and bad
aspects of the system that is currently being used. This should be
related to the way the system has been designed. These points
should be supported by reasons (how do they come about) and
consequences (end results to the user, customer or organisation)
• NOTE: Points such as “no skills needed, no electricity needed,
missing fields, bad handwriting, records not arranged, filling cabinets
e.t.c.” are not considered.
• In some cases, bad points are given without good points and vice
versa which does not warrant any mark.
• Good Points: Candidates should identify the part/s of the system
that is running smoothly.
• Bad Points: Candidates should identify areas which affects the
smooth running of the system (handling of records) which exist at
that particular point in time. They should be discouraged from
mentioning of missing fields because they are not part of the existing
system, which candidates should evaluate.
 CRITERION 6-EVALUATION OF
ALTERNATIVE SOLUTIONS
• Candidates have to compare the improvements between
the two systems (current and new). They have to
indicate how the current system is, the problem that
arises and how it can be solved to improve the current
situation. For bad points, the candidates can refer to
identification of the problem and/or bad points.
• For a semi-computerised system, the expectation is for
the candidate to clearly state which parts of the system
would be manual and which parts would be automated
or computerized and how these parts are going to be
linked. In addition, the improvements have to be stated.
 CRITERION 7-STATEMENT OF
SPECIFIC OBJECTIVES OF
PROPOSED SYSTEM OR SOLUTION

• Candidates should state the objectives in

computer of the terms with software to be
used.
• For instance, To generate a report to
show amount of school fees collected
on daily basis using database software.
CRITERION 8-CLARITY OF PLAN OF
ACTION
This should include;
• Statement of the Problem: A description of how the
system will be designed / developed. The tendency is
just mention the features of software like queries, table,
without indicating how these objects are going to be
used in their system.
• input/process/output stages
• output and input formats, file structures and
• Timeframe- the time frame should be between 8-9
months.
• However there is need to separate input, output formats
and file structures with clear headings.
 CRITERION 9-EXPLANATION OF
HARDWARE REQUIRED
• Candidates should provide
• full system, the expectation is to have keyboard
for input, processor for processing and monitor
for output but should not be limited to only the
three.
• The backup must be a medium not a drive.
• The alternative hardware should be;
– difference in technology,
– should have been suggested in the full system,
– should not be an alternative for backup requirements.
 CRITERION 10-USE OF SEPARATE
MODULES
• Candidates should
• explain each module
• list and explain all fields used in the system.
• come up with calculation scripts.
• Examples of calculation script are;
• functions in spreadsheet or database are accepted,
• statement with “=” sign and mathematical operators.
• Assignment statements not accepted as calculation
scripts e.g. School_Fees =450
• Calculation script should be related to the system and
fields used in the script must be part of the file structure.
 CRITERION 11-ALGORITHMS
RELATED TO SYSTEM
REQUIREMENTS (SYSTEM FLOW
CHART)

• Symbols must be correct

• The entire system should be covered
• It should be logical
 CRITERION 12-CLARITY OF
ALGORITHMS
• Variables: the expectation is that the variables
should be one word, abbreviated or
concatenated using underscore. E.g. for date of
birth – DOB, or date_of_birth and should be from
the file structure. If variables are input, they
should be processed and/or output.
• Symbol boxes must be correct and should be for
program flowchart.
• Annotations should be done for each stage
except for start and stop. The algorithm should
have a descriptive heading/title.
 CRITERION 13-PLAUSIBILITY OF
THE ALGORITHM (S)
• Algorithm should have a loop. Candidates
should indicate Boolean statement (yes/no) after
decision box. The candidates should trace their
algorithms to ensure that they are able to solve
the problem.
• NOTE: It is recommended that candidates
should have an algorithm that encompasses all
the skills required for criterion 12 and 13.
 CRITERION 14-SUITABILITY OF
TOOLS AND TECHNIQUES
• The candidate should be able to indicate
the choice of software and justify his/her
choice by giving reasons for their choice in
relation to their system. Most candidates
chose more than one software in plan of
action but fail to justify use of the software
chosen for the project. The use of software
is checked from criterion 10, 15, 16, 17
and 18.
 CRITERION 15-TESTING OF
STANDARD, EXTREME AND
ABNORMAL DATA
• The candidates should provide a
• Test plan showing type of test, fields used, validation
rules, data used, expected result
• All the three tests should be done with screenshots as
evidence of testing
• For extreme testing, there were problems in determining
the lower/upper boundaries of a range such as;
• > 0 means the lower boundary is 1 not 0 whereas
• < 100 means the upper boundary is 99 not 100.
• For extreme data test, no error message is expected.
 CRITERION 16-USER
DOCUMENTATION
User documentation should like any other manual. It should the following sections;
• Title of the manual
• Contents page for the manual (page numbers may be omitted)
• Purpose of the system designed by the candidate
• System requirements
• Installation instruction for the system/solution
• General components of the system/solution
• More detailed content on how to load the system and how each task is carried out.
• Inputs to the system, how it is done and what type of data is expected,
• Processing of information what is likely to happen to the data input. (This should not
be more technical as it is meant for the user who may not be as technical)
• Outputs of the system and what can be done with such output
• All these must be backed up by detailed explanations, screenshots, sample runs
where possible, and must follow each other step by step as the system is to be
followed or used.
• The user should be able after reading the manual to use the system proficiently.
• Error handling should be included and candidates must indicate how the user should
react to them
 CRITERION 17-USEFULNESS OF
SAMPLE RUNS
• Candidates should provide detailed
comments on the results of testing. This
criterion is heavily dependent on sample
runs provided in testing, modules and user
documentation.
 CRITERION 18-TECHNICAL
DOCUMENTATION
• Technical documentation when pulled and used separately from the main document (the project
document) the Systems Analyst should be able to recreate almost the same system if not a
replica. Then to have a complete system there has to be inputs, processes and output. If these
are not available then the system is not complete hence the technical documentation is not
complete. For any mark to be awarded the three parts has to be available. For further marks,
input/output formats, testing, validation rules, user interface layout has to be provided.
•
• Unlike the user documentation, this documentation is meant for the technical people who should
be in a position to use it to design a similar system or even repair the system/solution done by the
candidate. In other words it should provide all the details that can be followed to develop the
solution. It must then contain the following;
• Title of manual
• Contents page for the manual (page numbers may be omitted)
• Purpose of system designed, what is it trying to solve
• System requirements such as the software used
• The designs showing
• The inputs, data types, description of data, input formats
• Validation checks, Processing including the calculations done
• Outputs, data types, description, output formats
• Error handling
• All these must be backed by detailed explanations, screenshots, sample runs which help in re-
designing the system.
 CRITERION 19-EVALUATION OF
THE SOLUTION
• Candidates are expected to evaluate their developed system and not the software they used.
• They should provide either good points or bad points with the system with reasons and consequences just like in
criterion 5.
• A good point on school fees payment system could be: the linked records in the system makes it possible for
immediate calculation of outstanding balance.
• The way to do it is to look at how the old system worked, what improvements have been done, what is the
objective, the design and what is it able to achieve. An example could be;
• Old system problem: The total amount of money is calculated from the records manually and this has to be done
entry by entry and are not itemised which means that one has to search through the list to come up with the total
for each item.
• Improvements: Design the system such that each item would have a separate sheet of entries and for each item
have a formula under the amount field to automatically calculate the totals. The item totals would be linked to the
summary sheet where all the items totals would be transferred to and the total amount made per month would be
summed up.
• Objective: To use the sum function and item sheets to calculate the amounts made per item and the total amount
made per month on the spreadsheet application.
• Evaluation:
• Good Points:
• The system is able to automatically calculate the total amount made per month due to the use of functions in the
spreadsheet making it possible for the totals to be immediately available once the data is entered into the system
• The itemized summaries of entries are now being done by the system since each item has a separate worksheet
for data entry and this makes the calculation of item totals possible
• Bad Points:
• The system designed is unable to come up with summary reports with graphs because the item sheets were not
linked to make a report table for analysis with graphs making it very difficult to produce graphs adding more work
to the user to do it manually.
 CRITERION 20-OPPORTUNITIES
FOR DEVELOPMENT
• Candidates should mention the specific area of improvement in their system. They
should not concentrate on hardware improvements instead of software such as
barcode readers, swipe card machines, internet, websites e.t.c. However, if hardware
is introduced such as barcode reader, it has to be explained to show how it will
improve the functionality of the system.
• Possible areas of improvements that the candidates can focus on are;
• Addition of new fields,
• Linking tables,
• Reports/queries outlining how they will be used,
• Formulae
• Note: Introducing a date field, total field or any other field will be considered as one
area of improvement which is addition of field.
• In criterion 19, candidates identify bad points, which can help with suggestions of how
to improve the system. So the opportunity for development could be;
• Create a sheet where the reports for the months and year years would be done by
linking all item sheets such that the entries to the system would automatically update
the report using the functions.
• Graph types would be preformatted to obtain information to graph from the report
sheet which would also be automatically updated.
 CRITERION 21-TECHNICAL SKILL
AND MASTERY
• This criterion is for the examiners to look
at the technical usage of the spreadsheet
and database on the following aspects
CRITERION 22-PRESENTATION AND
COMMUNICATION
• Include title and contents page
• Have consistent layout and formatting
• Number pages of the project document
• Spell-check their document
 CRITERION 23-EVIDENCE OF
REALIZATION
• Candidates should have fact finding notes,
interviews, questionnaires, observations,
handouts etc.
• The candidate should be committed to
completing the project.