CHAPTER 2

SYSTEM ANALYSIS & DESIGN – SYSTEM PLANNING

Course Learning Outcomes (CLO)

  • CLO1: Implement the appropriate model, tools, and techniques concept of System Analysis and Design for developing projects (C3, PLO2).
  • CLO2: Prepare the appropriate key deliverables of each phase in System Development Life Cycle (SDLC) activities (P2, PLO3).

2.1 Preliminary Investigation

  • Steps in Preliminary Investigation
  • End Product of Preliminary Investigation
  • Preliminary Report

A. Preliminary Investigation

  • Purpose: To evaluate an IT-related business opportunity or problem.
  • Importance: The outcome of the preliminary investigation is critical as it affects the entire development process.
  • Key Part: A feasibility study reviews anticipated costs and benefits and recommends a course of action based on:
    • Operational factors
    • Technical factors
    • Economic factors
    • Time factors

Flow of Preliminary Investigation

  • A systems analyst conducts a preliminary investigation to:
    • Study the systems request.
    • Recommend specific actions.
  • After obtaining authorization to proceed, the analyst interacts with managers and users.

Model of Preliminary Investigation

  • The preliminary investigation involves gathering facts about:
    • The problem or opportunity.
    • Project scope and constraints.
    • Project benefits.
    • Estimated development time and costs.
  • End Product: A report to management.

6 Steps in Preliminary Investigation

  1. Understand the problem or opportunity.
  2. Define the project scope and constraints.
  3. Perform fact-finding:
    • Analyze organizational charts.
    • Conduct interviews.
    • Review documentation.
    • Observe operations.
    • Conduct a user survey.
  4. Analyze project usability, cost, benefit, and schedule data.
  5. Evaluate feasibility:
    • Operational feasibility
    • Technical feasibility
    • Economic feasibility
    • Schedule feasibility
  6. Present results and recommendations to management.

Step 1: Understand the Problem or Opportunity

  • Actions:
    • Obtain a clear definition of the problem or opportunity.
    • Determine the client’s needs and wants.
    • Gather background information about the current situation.
    • Understand the business reasons for the project and the client’s motive.
Investigating Causes and Effects
  • Tool used: Fishbone Diagram (Ishikawa Diagram)
    • Represents possible causes of a problem graphically.
    • Start with stating the problem and drawing a main bone with sub-bones for causes.
  • Important: The systems request may only reveal symptoms; deeper analysis is needed to identify actual causes.

Step 2: Define Project Scope and Constraints

  • Defining Project Scope:

    • Establish specific project boundaries.
    • Prevent project creep by avoiding vague definitions.
    • Limit focus to the problem to conserve resources.

  • Constraints:

    • Requirements or conditions the system must meet.
    • Can involve:
    • Hardware
    • Software
    • Time
    • Policy
    • Law
    • Cost
    • Clear definition avoids misunderstandings about features of the system.

Step 3: Perform Fact-Finding

  • Objective: Gather data on project usability, costs, benefits, and schedules.
  • Methods:
    • Analyze organization charts to understand departments and interview candidates.
    • Conduct interviews (details below).
    • Review current documentation (ensure it is up-to-date).
    • Observe operations to see tasks being performed.
    • Conduct user surveys for broader input.
Analyze Organization Charts
  • Obtain organization charts from HR to understand departmental functions.
  • Note that organization charts show formal relationships but not informal alignments.
Conduct Interviews
  • Role: Ask effective questions and listen carefully.
  • Interviewing Process:
    1. Determine who to interview.
    2. Establish objectives for each interview.
    3. Develop relevant questions.
    4. Prepare for the interview.
    5. Conduct the interview and document findings.
    6. Evaluate the effectiveness of the interview.
Review Current Documentation
  • Investigate existing system documentation, confirming its accuracy with users.
Observe Operations
  • Watch how workers carry out tasks and trace paths of documents to understand workflows.
Conduct a User Survey
  • Design a form for users to complete and return for tabulation.
  • Less flexible than interviews but more efficient for larger groups.
Analyze the Data
  • Use various techniques to locate the source of problems, such as Pareto charts for visualizing issues needing attention.

Step 4: Analyze Project Usability, Cost, Benefit, and Schedule Data

  • Data gathered includes predicted costs, anticipated benefits, and any schedule issues.
  • Prepare financial analyses and impact statements using spreadsheets and decision support tools.
  • Questions to Consider:
    • What data must be obtained and how?
    • Will interviews or surveys be conducted and what resources are needed?
    • Costs associated with data analysis and report preparation.

Step 5: Evaluate Feasibility

  • Analyze project usability, costs, benefits, and time constraints.
  • Prepare to evaluate feasibility based on:
    • Operational Feasibility: Will the system be used effectively?
    • Determines if a business need can be fulfilled by the proposed solution.
    • Technical Feasibility: Assess technical resources required:
    • Facility needs
    • Production technology suitability
    • Site availability
    • Economic Feasibility: Consider total cost of ownership (TCO) and budget projections:
    • Estimate capital requirements, credit needs, and startup capital sources.
    • Schedule Feasibility: Align with stakeholder timing expectations, including task durations and milestones.

Step 6: Present Results and Recommendations to Management

  • Final task: Prepare a comprehensive report and possibly a presentation for management.
  • Report includes:
    • Evaluation of the systems request
    • Cost and benefit estimates
    • Case for action summarizing the project request and a specific recommendation.

B. Preliminary Investigation Report

  • Typical Sections:
    • Introduction: Overview including description of the system and personnel involved in the investigation.
    • Systems Request Summary: Basis for the systems request.
    • Findings: Results, describing project scope, constraints, and feasibility.
    • Case for Action: Project request summary and recommendation for action.
    • Project Roles: List of participants and their roles.
    • Time and Cost Estimates: Acquisition and installation costs along with total ownership costs.
    • Expected Benefits: Outline anticipated benefits and timeline for realization.
    • Appendix: Supporting information, such as interviews conducted and documentation reviewed.