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Information Systems in Business : An Introduction James O. Hicks, Jnr ( 1990Љ West Publishing Company ) System Analysis Objectives identify customer’s need evaluate system for feasibility perform economic & technical analysis allocate functions to system elements (hardware, software, people, etc.) establish schedule & constraints create system definitions Feasibility Study economic feasibility technical feasibility legal feasibility alternatives A system is an organised set of related components established to perform a certain task Input-process-output-feedback Roles a) Systems Analyst i) Roles Facilitator Mediator Advisor Agent of Change ii) Characteristics Experience - University of Life Good listener Psychologist Any others? b) Stake-holders i) Roles Sponsor Resistor Opinion leader Early majority Late majority ii) Characteristics - - c) Other Parties Suppliers Buyers Government Departments Industry Watchdog Environmental Agencies Methods of Systems Analysis a) Interviews i) One-on-One Interviewee has freedom to express thoughts without peer pressure Only 1 person's view - must validate comments with other interviewees ii) Group Discussions Group will form consensus of recognised problems or open up points of contention Points of contention can be explored further in 1-on-1 interviews i) Observation/Participation Watch people doing their jobs - witness the problems they encounter Perform a job function - experience the problems first hand b) Documentation i) User Manual How the system should perform ii) Marketing Literature Perceptions given to customers, suppliers, etc. iii) Internal Documents Company Policy Documents Memos Technical Notes iv) Annual Report Goals & Objectives of Company v) Documentation from Interested Parties Annual Report Marketing Literature Government Proposals/White Paper vi) Stake-holders Documentation Ask Users to participate more by generating problem statements and possible resolution, diagrams, pictures, etc. vii) Others? Presenting the Findings a) Description of Problem Area i) Terms of Reference Aim of analysis What is considered? What is not? Criteria for success ii) Assumptions - - iii) Constraints Recognised 'problems' that will affect any recommended solution b) Drawings i) Diagrams Formal - Hard Systems Approach People are not part of the problem or the solution ii) Pictures Informal - Soft Systems Approach Considers any people problems when recommending a solution Regardless of type of diagram, they should be layered, concentrating on different areas of system in greater detail. c) Textual Description i) Describing any Unclear Diagrams Plain everyday language - should be complete and unambiguous Clarification of any complex areas ii) Possible Solutions Description of each Attributes & Characteristics Good and bad point of each iii) Describing the Recommended Solution Justification Any problem areas 'Recommended solution may not be computer-based.' LECTURE 1 The Need for Systems Analysis Professional expertise is needed to: identify users’ real requirements. identify the real problems of the current system. design and specify a suitable system to meet these needs. assemble and organise hardware, software and data storage. design control and security procedures. take account of predictable future needs Consider this scene: Course taken by company purchasing and installing a computer system. 1. Identify application areas e.g. accounting, budgeting, word-processing 2. Search made of the computer literature to find the names and reviews of accounting, spreadsheet and word-processing packages. 3. Small group of likely candidates is selected. 4. These are demonstrated by the dealers selling them and the package which best meets the needs of the user of each application is chosen. 5. Compatible hardware is then purchased, often recommended by the dealer, and the equipment is installed. 6. Software and existing business data are loaded up and, hey presto! the organisation has a working information system which meets the requirements of is users and delivers all the benefits associated with computerisation. This approach may work when a small business is in need of computer assisted support for its standard procedures and when those needs are clearly identified. Unlikely it will be satisfactory for the development of more complex system for a medium sized or large organisation. As a rule the larger the organisation the more complex and individual are the DP and information requirements of that organisation and the greater is the funding available. These organisations are more likely to develop their own system or pay specialist firms to do this for them. Their needs are individual and often initially unidentified. Tailor-made systems are required. For large systems; 1 . Users requirements must be identified 2. Suitable system specified and designed to meet those needs 3. Take account of hardware software and data storage structure 4. Incorporate security and control features 5. Predictable future needs 6. Hardware purchased and installed 7. Programs written 8. Data loaded into the data storage structure 9. System tested and amended 10. Staff training 11. Maintenance Requires people with different areas of expertise Sums of money large Time months even years Essential project is planned and co-ordinated properly The analyst must become thoroughly familiar with the existing system. In particular the analyst has to determine: 1. The objectives of the existing system 2. How the existing system works 3. Any legal, government other regulations which might affect the operation of the system e.g. The Data Protection Act in the UK 4. The economic and organisational environment within which the system lies and in particular any changes that are likely to occur. Why pay attention to the existing system? After all it is deficient and needs replacing. It may be that the present system only needs some change in its manual procedures to make it function efficiently. A study of the present system gives the systems analyst a thorough understanding of the nature of the activities to be incorporated in the final computerised system. No matter how weak the existing system is, it must function at some level of effectiveness. This will provide a rich source of information from which the analyst can work. The analyst must be aware of all aspects of the application he is investigating to ensure that all the users needs are catered for and problems and exceptional activities dealt with. User involvement is essential from the start. Lack of user involvement in the past has often led to systems which are not what the users want. They only learn at the implementation stage what they is getting. They therefore have no incentive to make the system work. 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