Systems Planning and Analysis

Chapter 10

2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood

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Learning Objective 1

Describe the relationship of systems analysis to systems development as a whole.

2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood

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Overview of Systems Planning and Analysis

Systems planning involves identifying subsystems within the information system.

Systems analysis begins after systems planning has identified subsystems for development.

2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood

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Overview of Systems Planning and Analysis

Objectives of Systems Analysis
1. Gain an understanding of the existing system (if one exists). 2. Identify and understand problems. 3. Express identified problems in terms of information needs and system requirements. 4. Clearly identify subsystems to be given highest priority. Focus Identify critical success factors. Give special attention to these factors.

2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood

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Overview of Systems Planning and Analysis

Cost Patterns at Varying Development Stages

Cost in Dollars

Systems Analysis

Systems Design

Systems Implementation
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2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood

Systems Planning and Feasibility Analysis Phases

1. Discussing and planning on the part of top management 2. Establishing a systems planning steering committee
3. Establishing overall objectives and constraints 4. Developing a strategic information systems plan
2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood 10 6

Systems Planning and Feasibility Analysis Phases

5. Identifying and prioritizing specific areas within the organization for the systems development focus 6. Setting forth a systems proposal.

7. Assembling a team of individuals for purposes of the analysis and preliminary systems design
2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood 10 7

Systems Planning and Top Management

Developing objectives and system constraints Developing a strategic systems plan

Identifying individual projects for priority

Commissioning the systems project
2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood 10 8

Learning Objectives 2 and 4

Describe the various stages of systems analysis.

Describe some of the human problems involved in systems analysis.

2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood 10 9

The Steps of Systems Analysis

Step 1: Survey current system
Step 3: Identify systems requirements Step 2: Identify information needs Step 4: Systems analysis report
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2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood

Phase I: Survey the Present System

Gain a fundamental understanding of the operational aspects of the system. Establish a working relationship with users. Collect important data. Identify specific problems.
2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood 10 11

Phase I: Survey the Present System

Communication Gap Problem Systems Analyst
Job security

Uncertainty Resistance to change

Management
2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood 10 12

Phase I: Survey the Present System

Get to know as many people involved in the system as soon as possible. Communicate the benefits of the proposed system.
2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood 10 13

Phase I: Survey the Present System

Inside

Sources for gathering facts

Outside Analysis of survey findings

2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood

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Phase II: Identify Information Needs

Identify the managers primary job responsibilities. Identify the means by which the manager is evaluated. Identify some of the major problems the manager faces. Identify the means by which the manager evaluates personal output.
2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood 10 15

Phase III: Identify the Systems Requirements

2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood

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Phase IV: Develop a Systems Analysis Report

What are key elements of this report? A summary of the scope and purpose of the analysis project A reiteration of the relationship of the project to the overall strategic information systems plan A description of any overall problems in the specific subsystem being studied
2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood 10 17

Phase IV: Develop a Systems Analysis Report

A summary of the decisions being made and their specific information requirements

Specification of system performance requirements

An overall cost budget and timetable Recommendations for improving the existing system and modifying objectives
2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood 10 18

Learning Objective 3

Discuss the major techniques for gathering and organizing data for systems analysis.

2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood

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Techniques for Fact Organization

WarnierOrr Illustration
Determine discount Compute total amount due for invoices (n)

Due date > = todays date

+
Due date < todays date

Discount = percent gross amount

Discount = 0

Amount due = gross discount Accumulate total amount due

2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood

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Techniques for Gathering Facts for Analysis

Depth interview Structured interview

Open-ended questionnaire

Closed-ended questionnaire
Document reviews Observation
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2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood

Techniques for Fact Organization

Work measurement Flow charting Decision analysis Functional analysis Work distribution

Hierarchical function
Narratives

Matrix analysis
File/report summaries
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2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood

Structured Systems Analysis

This is an approach to systems analysis that begins with a general description of a particular system.
Logical flow diagrams versus Flowcharts Systems design versus Systems analysis
2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood 10 23

Steps in Structured Systems Analysis

Develop logical data flow diagrams Define data dictionaries

Define access methods

Define process logic
2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood 10 24

Purchasing System Context Diagram

Stores
Requisition

Purchase details

Purchase file

Purchasing system

Purchase order

Vendors
2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood 10 25

Expansion of Purchasing System Context Diagram

Stores
Requisition

Requisition details

Purchase file

Validate requisition Prepare purchase order

Details

Purchase order

Vendors
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2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood

Structured English

Access purchase file for each purchase requisition. IF account no. on requisition equals account-no-1 THEN flag account-no-1 field ELSE IF account no. on requisition equals account-no-2 THEN flag account-no-2 field ELSE (none of the above) SO void the transaction and generate error code

2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood

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Learning Objectives 5 and 7

Describe the various steps involved in specifying systems design alternatives. Describe the content of a systems design proposal.
2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood 10 28

Steps in Systems Design

Systems planning and analysis Systems Design
1 2 3

Evaluate various designs

Prepare design specifications

Systems design specifications

Systems implementation

Systems review and control

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2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood

Evaluating Design Alternatives

Enumeration of design alternatives Describing the alternatives

Evaluating the alternatives

Preparing design specifications
2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood 10 30

Design of System Elements

Reports and other outputs Database design Specify processing Specify inputs Type of control Function of control Applicable systems component
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Control considerations

2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood

Preparing and Submitting Specifications

What should the design proposal include?

Specific timetables for completion

Budget

Description of personnel requirements Flowcharts Other diagrams

2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood

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Learning Objective 6

Discuss the various considerations relevant to preparing design specifications.

2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood 10 33

Design Considerations
System Element Outputs (report or document) Design Consideration Cost effectiveness Relevance Clarity Timeliness Cost effectiveness Integration Standardization Flexibility Security Accuracy Efficiency Organization
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Database

2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood

Design Considerations
System Element Data processing Design Consideration Cost effectiveness Uniformity Integration Accuracy Cost effectiveness Accuracy Uniformity Integration Cost effectiveness Comprehensiveness Appropriateness

Data input

Controls and security measures

2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood

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Learning Objective 8

Summarize several major design techniques.

2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood

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Design Techniques

Forms design Database design Systems design packages

2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood

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Learning Objective 9

Discuss the usefulness of systems design packages.

2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood

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Systems Design Packages

Data flow diagrams Narrative documentation Screen and report prototypes Data dictionary descriptions
2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood 10 39

Choosing Software and Hardware

What are some advantages of purchased software packages?

They are cheaper.

They are already debugged. Trials of the product can be made prior to investing a great deal of money.
2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood 10 40

Choosing Software and Hardware

What is the main disadvantage of purchased software packages? They rarely exactly meet a companys needs.

2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood

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Choosing Software and Hardware

It is usually safe to be content with the hardware on which that software runs. It is recommended to get machinery that is upwardly compatible.

2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood

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Real Systems Life Cycle

Wild enthusiasm

Disillusionment

Total confusion

2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood

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Real Systems Life Cycle

Search for the guilty

Punishment of the innocent

Promotion of nonparticipants

2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood

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Communication Problems in Systems Development

As proposed by the user manager

As approved by the steering committee

As structured by the data administrator

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2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood

Communication Problems in Systems Development

As designed by the lead analyst

As implemented by the application programmers

What the user actually wanted

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2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood

End of Chapter 10

2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood

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