MIS 212

DAYSTAR+ UNIVERSITY

Overview of Systems Analysis & Design course

• Course Information
    - Course Code: MIS 212A/ACS 181A
    - Course Title: System Analysis & Design Methods
    - Credit Hours: 3 hours
    - Lecturer: Joseph Munyao
    - Pre-requisite: MIS 211

Purpose of the Course

• Provides students with concepts, processes, and tools of systems analysis and design.
• Enables students to analyze an information system effectively.

Course Objectives

Students will be able to:

1. Comprehend the modern approach to systems analysis that combines both process and data views of the system.
2. Describe the organizational role involved in information systems development.
3. Learn analytical skills, including systems thinking, needed for a systems analyst.
4. Acquire skills necessary for information systems projects.
5. Relate systems, whether operational or strategic, to business goals.
6. Identify information needs to support organizational objectives and functions.

Course Content

• System Development Environment
• System Development Process Models:
    - Waterfall Model
    - Spiral Model
    - Structured Systems Analysis and Design Methodology (SSADM)
• System Study and Requirement Specification
• Managing Information Systems Projects
• Identifying and Selecting Systems Development Projects
• Initiating and Planning System Development Projects
• Determining System Requirements

System Design

• Process Modeling
• Logic Modeling
• Conceptual Data Modeling
• Selecting best alternative design strategy.

Teaching Methodology

• Fully online using E-learning platform - Zoom/BBB Lectures.
• Problem-solving, discussions, and personalized practical work.

Assessment Breakdown

• Group Project: 30%
• Individual Assignment: 20%
• Continuous Assessment Test (CAT): 20%
• Final Exam: 30%
• Total: 100%

Instructional Materials

• Textbooks:
    - Hoffer, J.A., George, J. F., and Valacich, J.S., Modern Systems Analysis & Design, Addison Wesley, 2013.
    - Whitten, Bantley, Barlow, Systems Analysis and Design Methods, Irwin Homewood, IL, USA, 2013.
    - Dennis, A., Wixom, B.H., and Roth, R.M., Systems Analysis and Design, John Wiley & Sons, Inc. 5th Edition, 2012.
• Supplementary Materials: Textbooks, soft-whiteboard, handouts, videos/audios, personal computers.

PART ONE: System Analysis & Design Overview

System Analysis

• Definition: A problem-solving technique focused on studying a system or parts to identify objectives and improve effectiveness.
• Process: Collecting and interpreting facts, identifying problems, and decomposing a system into its components.
• Specification: Determines what the system should do.

System Design

• Definition: Planning a new business system or replacing an existing one, defining components/modules to satisfy requirements.
• Objective: Focuses on how to achieve the system's goals.

Focus Areas of System Analysis and Design (SAD)

• Systems
• Processes
• Technology

Definitions

• What is a System?
    - An organized relationship between components to achieve a common goal; orderly grouping of interdependent components linked together by plan.

Constraints of a System

1. A system must have structure and behavior designed to meet a predefined objective.
2. Interconnectivity and interdependence must exist among system components.
3. The organization’s objectives must take precedence over subsystems' objectives.

Properties of a System

• Organization: Structure/order aiding the achievement of objectives.
• Interaction: How components operate together (e.g., purchasing and production departments).
• Interdependence: Components depend on each other for proper functioning.
• Integration: Connections among components that perform unique functions within the system.
• Central Objective: Must be clearly understood by users for successful design/conversion.

System Components

• Inputs: Materials entering the system for processing (data).
    - Common input devices include keyboard, mouse.
• Outputs: Generated results useful for users, reported through devices.
• Processor: Element that transforms input to output; may modify input.
• Control: Guides the system, often managed by the operating system/software.
• Feedback: Provides control in dynamic systems; can be positive (encouraging performance) or negative (providing improvement information).
• Environment: External context affecting system performance (vendors, competitors).
• Boundaries and Interface: Limits defining components, processes, relationships with other systems.

Categories of Information

1. Strategic Information: Required for long-term planning by top management (e.g., financial trends, human resources).
2. Managerial Information: Needed for short to intermediate planning by middle managers (e.g., sales analysis).
3. Operational Information: Used for day-to-day operations and management activities at the lowest levels (e.g., attendance records).
   

Role of a System Analyst

• Definition: An expert guiding the system development project, harmonizing information system objectives with business goals.
• Key Responsibilities:
    - Define and understand user requirements through fact-finding.
    - Prioritize requirements through user consensus.
    - Gather information and user opinions.
    - Suggest and evaluate flexible solutions; quantify costs/benefits.
    - Draw specifications that are user-friendly and clear for programmers.
    - Implement a logical design that is modular.
    - Plan evaluation periods for necessary modifications post-implementation.

Attributes of a Systems Analyst

Interpersonal Skills

• Facilitation, managing expectations, communication, and teaching abilities.

Analytical Skills

• System study, problem identification and analysis, sound reasoning, trade-off assessments.

Management Skills

• Project management, resource allocation, and change management.

Technical Skills

• Understanding of computers and software, awareness of modern developments and system design tools.

System Development Life Cycle (SDLC)

• Definition: Conceptual model encompassing policies and procedures for developing or modifying systems.
• Goals:
    - Deliver high-quality systems that meet customer expectations.
    - Complete on time and within budget.
    - Operate effectively within intended IT infrastructure.

Activities of SDLC

1. Preliminary Investigation (feasibility study)
2. Requirements Analysis
3. System Design
4. Development/Testing
5. Implementation
6. Maintenance

Commonly Used SDLC Models

• Waterfall Model
• Spiral Model
• Structured Systems Analysis and Design Methodology (SSADM)
• Rapid Application Development (RAD)
• Information Engineering Model
• Prototyping

Information System Project Identification & Selection

• Begins with user requests arising from problems or needs.

Activities Include:

• Identifying potential projects.
• Classifying and ranking projects.
• Selecting projects for development.

Stakeholders in Project Identification:

1. Top Management: Projects large in size and longer to develop.
2. Steering Committees: Cross-functional focus with a formal cost-benefit analysis.
3. User Departments: Narrow in focus, faster development, smaller in scope.
4. Development Group: Integrates well with existing systems, minimal development delays.

Criteria for Classifying and Ranking Projects

1. Value Chain: Determine where value is added and associated costs.
2. Strategic Alignment: Assess project alignment with long-term goals.
3. Potential Benefits: Analyze profitability and service improvements.
4. Resource Availability: Evaluate required resources and availability.
5. Project Size/Duration: Assess team size and project timeline.
6. Technical Difficulty/Risks: Evaluate technical feasibility and associated risks.

Initiating and Planning System Development Projects

Project Initiation Phase

1. Establish the project initiation team (manager, IS specialist, user representative).
2. Build a relationship with the customer (system owner).
3. Develop initiation plans and management procedures (roles, communication).
4. Set up a project environment and workbook for documentation.

Project Planning Tasks

1. Describe project scope, alternatives, and feasibility.
2. Estimate resources and create a resource plan.
3. Develop a communication plan.
4. Define project standards and procedures.
5. Assess risks (technology, user resistance, availability).
6. Prepare a preliminary budget (costs and revenues).
7. Develop a statement of work - project size and duration.
8. Select a baseline project plan for estimates of scope, benefits, costs, and requirements.

Project Cost/Benefit Analysis

• Purpose: Quantify and compare project costs and benefits.

Benefits and Costs

• Tangible Benefits: Measurable financial benefits (cost reduction, error reduction).
• Tangible Costs: Monetary terms (hardware, labor costs).
• Intangible Benefits: Non-monetary impacts (employee morale, customer goodwill).
• Intangible Costs: Non-monetary losses (operational inefficiencies).

Types of Costs

• Procurement costs: Consulting, installation, purchasing.
• Startup costs: Personnel, software, hiring.
• Projects-related costs: Data preparation, user training.
• Operating costs: Maintenance, equipment rental.

Cost-Benefit Analysis Techniques

1. Return on Investment (ROI): Compares benefits to costs for decision making.
      - Limitation: Average vs. actual return may differ, does not account for time value of money.
2. Payback Analysis (PA): Calculates period until cumulative benefits exceed costs.
3. Present Value Analysis (PVA): Accounts for money's value over time, calculates net present value (NPV).

Managing/Scheduling Information System Projects

Project Management Techniques

1. Gantt Charts: Graphical representation of project timeline.
2. PERT Charts: Depicts relationships between project tasks and their timelines.

PERT Chart Construction Steps

1. Determine necessary activities.
2. Sequence activities correctly.
3. Construct a project network.
4. Estimate expected time for each activity (optimistic, realistic, pessimistic).
5. Calculate earliest expected completion time (Et).
6. Determine latest allowable completion time (Lt).

Identifying Critical Path

• The longest path in the PERT network; deviations affect project completion.
• Events where ET equals LT are on the critical path.

Feasibility Study

• Definition: Preliminary investigation determining the viability of the system’s development.
• Steps in Feasibility Analysis:

1. Form project team with a leader.
2. Develop system flowcharts.
3. Identify deficiencies of the current system.
4. List alternative solutions.
5. Assess each alternative’s feasibility.
6. Evaluate performance and cost effectiveness.
7. Rank alternatives to select the best candidate.
8. Draft a proposal for management approval.

Types of Feasibilities

1. Economic Feasibility: Evaluates financial benefits and costs.
2. Technical Feasibility: Assesses technology availability and staff capability.
3. Operational Feasibility: Concerns organizational acceptance and performance level of the solution.
4. Behavioral Feasibility: Evaluates staff reaction to the change.
5. Schedule Feasibility: Ensures project completion within time constraints.

PART TWO: Requirements Determination

Activities

1. Requirement Determination: Gathering necessary information to support organizational goals.
2. Requirement Structuring: Formulating requirements based on business needs.

Methods of Determining System Requirements

1. Traditional Methods: Interviews, questionnaires, direct observation.
2. Modern Methods: JAD sessions, secondary research.
3. Radical Methods: Involves innovative approaches not covered traditionally.

Interviews

• Gather firsthand information through Q&A sessions with users.
• Can be structured or unstructured.
• Advantages: Clear validations, opportunity for user input.
• Disadvantages: Potential for bias and high costs.

Questionnaires

• Used for larger groups, providing valuable data collection efficiently.
• Advantages: Cost-effective, anonymity.
• Disadvantages: Low response rates, potential misunderstandings in questions.

Observation

• Gather data directly by watching users interact with the system.
• Advantages: Accurate insights; Disadvantages: Observer bias, cost constraints.

Joint Application Development (JAD)

• Collaborative workshops for defining and designing systems.
• Advantages: Rapid development, improved ownership; Disadvantages: Can be costly, representative bias.

Secondary Research

• Accessing pre-existing data for insights.
• Advantages: Low cost; Disadvantages: May not apply directly to new projects.

System Structuring

Structured Analysis Definition

• Systematic graphical tools to analyze and refine objectives.

Tools for Structured Analysis:

• Data Flow Diagrams (DFDs)
• Data Dictionary
• Decision Trees, Decision Tables, Structured English, Pseudocode

Data Flow Diagram (DFD)

• Visual representation of system requirements and data flow.
• Basic components: data flow, data store, source/sink, process.
• Rules for developing DFDs: Balancing flows, no mirage processes, clarity of purpose.

Conceptual Data Modeling

• Represents organizational data including major entities and relationships. E-R model commonly utilized.

Entity Relationship Model (E-R Model)

• Describes relationships between entities within a system, establishing core attributes and connections.