Systems Theory and Design MAN 5835 Dr.

Suarez-Brown

Chapter 1
The Systems Development Environment

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Learning Objectives
Define information systems analysis
and design Discuss the modern approach to systems analysis and design Describe the organizational roles involved in information systems development
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Learning Objectives
Describe four types of information systems:
Transaction Processing Systems (TPS) Management Information Systems (MIS) Decision Support Systems (DSS) Expert Systems (ES)

Describe the information systems development life cycle (SDLC)

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Learning Objectives
Discuss alternatives to the systems
development life cycle Discuss the role of computer-aided software engineering (CASE) tools in systems development

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Introduction
Information Systems Analysis and Design


Complex process whereby computer-based information systems are developed and maintained Driven from an organizational prospective
 Process of creating, producing, and supporting the

organizations products and services  Based on:

   

Understanding of organizations objectives, Structure, Processes, Knowledge of how to exploit information technology for advantage

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Introduction
Application Software
 

Result of systems analysis and design Designed to support specific organizational functions or processes
 Inventory management, payroll, or market analysis

Total information system

 What is an information system?

Introduction
Information System


      

Set of interrelated components that collect (or retrieve), process, store, and distribute information to support decision making, coordination and control in an organization Hardware Software Documentation Training Materials Job Roles associated with overall system Controls People

What are its functions?

Information System

INPUT

PROCESS

OUTPUT

FEEDBACK STORAGE

Introduction
Software engineering processes have been developed to assist in analysis and design Developed work methods to become a disciplined process


Methodologies
 Comprehensive, multi-step approaches to systems

development  Consistent with general management style  Incorporate several development techniques


Techniques
 Processes that are followed to ensure that work is well

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thought-out, complete and comprehensible to others on the project team

Introduction


Tools
 Computer programs to assist in application of techniques

to the analysis and design process



Tools and techniques must be consistent with an organizations systems development methodology The organizational role most responsible for the analysis and design of information systems Study the problems and needs of an organization in order to determine how people, methods, and information technology can best be combined to bring about improvement in the organization

Systems Analyst


Introduction
Information Systems Analysis and Design
 

Began in the 1950s A method used by companies to create and maintain systems that perform basic business functions Main goal is to improve employee efficiency by applying software solutions to key business tasks A structured approach must be used in order to ensure success

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Introduction
Systems Analyst performs analysis and design based upon:


Understanding of organizations objectives, structure and processes Knowledge of how to exploit information technology for advantage

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Software Engineering Process

A process used to create an information system Consists of (three elements):


Methodologies
A sequence of step-by-step approaches that help

develop the information system



Techniques
Processes that the analyst follows to ensure thorough,

complete and comprehensive analysis and design



Tools
Computer programs that aid in applying techniques

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Data and Processes

Three key components of an information system
  

Data Data Flows Processing Logic



Data vs. Information?

Data
Raw facts


Information
Derived from data Organized in a manner that humans can

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understand

Data and Processes

Data


Understanding the source and use of data is key to good system design Various techniques are used to describe data and the relationship amongst data Groups of data that move and flow through the system

Data Flows


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Data and Processes

Data Flows (Continued)


Include description of sources and destination for each data flow Describe steps that transform data and events that trigger the steps

Processing Logic


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Data, Data Flow, and Processing Logic

Approaches to Systems Development

Process-Oriented Approach
Focus is on flow, use and transformation of data in an information system  Involves creating graphical representations such as data flow diagrams and charts  Data are tracked from sources, through intermediate steps and to final destinations  Natural structure of data is not specified  Disadvantage: data files are tied to specific applications Focuses on what the systems is supposed to do Less stable - business processes constantly changing


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Approaches to Systems Development

Data-Oriented Approach


Depicts ideal organization of data, independent of where and how data are used Data model describes kinds of data and business relationships among the data Business rules depict how organization captures and processes the data

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Focuses on the data the system needs to operate Data redundancy controlled; data files designed for whole enterprise

Traditional Relationship between Data and Applications

Traditional Approach

Database Approach

Key Differences

Databases and Application Independence

Database
 

 

Shared collection of logically related data Organized to facilitate capture, storage and retrieval by multiple users Centrally managed Designed around subjects
 Customers  Suppliers

Application Independence


Separation of data and definition of data from applications

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Organizational Responsibilities in Systems Development

Systems Analysts work in teams  Project Based  Includes
   


IS Manager Programmers Users Other specialists Diversity of backgrounds Tolerance of diversity Clear and complete communication Trust Mutual Respect Reward structure that promotes shared responsibility

Characteristics of Successful Teams

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Organizational Responsibilities in Systems Development IS Manager



May have a direct role in systems development if the project is small Typically involved in allocating resources to and overseeing system development projects. Key individuals in the systems development process

Systems Analyst


Organizational Responsibilities in Systems Development

Skills of a Successful Systems Analyst


Analytical
 Understanding of organizations, functions, identify

opportunities and problems, analyze and solve problems  Problem solving skills  System thinking


Ability to see organizations and information systems as systems View important relationships among IS, organization they exist in, and the environment in which the organizations exist

Technical
 Understanding of potential and limitations of technology  Guide the systems design and development  Work with Programming languages, Operating Systems

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(OS), and computer Hardware (HW) platforms

Organizational Responsibilities in Systems Development



Management
 Ability to manage projects, resources, risk and change

Interpersonal
 Effective written and oral communication skills  Work with end-users, other analysts and programmers  Major role as a liaison among users

Organizational Responsibilities in Systems Development

Programmers


 

Convert specifications into instructions that the computer understands Write documentation and testing programs Structured Programming
 All computing instructions represented through three

structures:
 

Sequence, repetition, and selection Code generators, Computer-Aided Software Engineering (CASE)

Business Managers


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Have power to fund projects and allocate resources Set general requirements and constraints for projects

Organizational Responsibilities in Systems Development

Other IS Managers/Technicians


Database Administrator
 Involved in design, development and maintenance of

databases


Network and telecommunications experts

 Develop systems involving data and/or voice

communications


Human Factors Specialists

 Involved in training users and writing documentation

Internal Auditors
 Ensure that required controls are built into the system  Keeping track of changes in the systems design

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TYPES OF INFORMATION SYSTEMS

KIND OF SYSTEM
STRATEGIC LEVEL

GROUPS SERVED
SENIOR MANAGERS

MANAGEMENT LEVEL

MIDDLE MANAGERS

KNOWLEDGE LEVEL

KNOWLEDGE & DATA WORKERS

OPERATIONAL LEVEL
SALES & MARKETING MANUFACTURING FINANCE ACCOUNTING

OPERATIONAL MANAGERS
HUMAN RESOURCES

Systems Development for Different IS Types

Table 1-3 pg 17 3rd edition of Systems Analysis and Design Discusses IS Characteristics and System Development Methods for all four IS Types

Types of Information Systems and Systems Development

Transaction Processing Systems (TPS)


Automate and support handling of data about elementary organizational business activities (transactions) Systems answer routine questions and track the flow and processing of transactions through the organization i.e. systems to record bank deposits, customer order processing, employee timekeeping, scheduling Goal:
   

Improve transaction processing (speed) Use fewer people Improve efficiency and accuracy Integration

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Types of Information Systems and Systems Development

Management Information Systems (MIS)


  

Converts raw data from transaction processing system into meaningful form Provide managers with reports or with on-line access to the organization Provide Periodic reports or summaries of data Often required data from several TPS i.e. relocation control systems
  

Quarterly or Bi-Annual Reports Aggregate and Summarize data Understand relationships between data to ultimately be summarized

TPS DATA FOR MIS APPLICATIONS

TPS
Order Processing System ORDER FILE Materials Resource Planning System PRODUCTION MASTER FILE General Ledger System ACCOUNTING FILES UNIT PRODUCT COST PRODUCT CHANGE DATA EXPENSE DATA MIS FILES MANAGERS SALES DATA

MIS

MIS

REPORTS

Total amount of particular item used this quarter Compare total annual sales figures for specific products to planned targets

Types of Information Systems and Systems Development

Decision Support Systems (DSS)  Designed to help decision makers  Provides interactive environment for decision making  Use internal information from TPS and MIS as well as external sources  Composed of a database (extracted from TPS or MIS) mathematical or graphical models (model base) and an user interface  Have more analytical power than other systems  Less structured and used to support a certain scope of decisionmaking activities  EIS serves the management level of the organization  Estimating Systems, financial calculations (given certain parameters)
 inventories of information assets (including legacy and relational data sources, cubes, data warehouses, and data marts),

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 comparative sales figures between one period and the next,  projected revenue figures based on product sales assumptions

Types of Information Systems and Systems Development

Expert Systems (ES)


Replicates decision making process

 Attempts to codify and manipulate knowledge rather than

information (If-then-else rules used within a specific domain of problems)



Knowledge representation describes the way an expert would approach the problem
 Interactive dialogue: ES asks questions, user supplies

answers, answers used to determine which rules apply and then ES provides a recommendation based on rules


 

Help senior management tackle and address strategic issues and long-term trends, both in the firm and external environment Where will employment levels be in ten years?, etc. What is the five year operating plan?

Systems Development Life Cycle

System Development Methodology
  

Orderly set of activities conducted and planning for each development project Standard process followed in an organization Consists of:
     

Project Identification and selection Project Initiation and planning Analysis Design Implementation Maintenance

Life Cycle can be:

 Parallel: complete some activities in one phase along with some

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in another phase  Iterative: phases are repeated as required until acceptable  Spiral: constantly cycle through phases at different levels of detail  Circular: end of useful life of one system leads to the beginning of another project

Systems Development Life Cycle

Series of steps used to manage the phases of development for an information system Consists of six phases:
     

Project Identification and Selection Project Initiation and Planning Analysis Design Implementation Maintenance

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Systems Development Life Cycle

 

Phases are not necessarily sequential Each phase has a specific outcome and deliverable Individual companies use customized life cycles

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Phases of the Systems Development Life Cycle

Project Identification and Selection


Two Main Activities

 Identification of need  Prioritization and translation of need into a development

schedule


Helps organization to determine whether or not resources should be dedicated to a project. Two Activities
Develop system to solve problem

Project Initiation and Planning



 Formal preliminary investigation of the problem at hand  Presentation of reasons why system should or should not

be developed by the organization

Produce a specific plan for the proposed project Baseline Project Plan the team will follow using the remaining SDLC steps 1.40  Customizes the standard SDLC  Specifies time and resources needed


Systems Development Life Cycle

Analysis


Study of current procedures and information systems used to perform organizational tasks
 Determine requirements  Determine what users want from proposed system  Study current system  Structure requirements and eliminate redundancies  Generate alternative designs to match requirements  Compare alternatives and determine which best meets

the requirements within limits (cost, labor, technical levels)  Recommend best alternative


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Make plans to acquire HW/SW necessary to build or operate system as proposed

Systems Development Life Cycle

Design
 

Devoted to designing the new or enhanced system Convert description or solution into logical and then physical systems specifications Logical Design
 Concentrates on business aspects of the system its

functions (high level of specification)  Independent of any specific HW/SW platform



Physical Design
 Technical specifications  Design various parts of system to perform the physical

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operations necessary to facilitate data capture, processing, and information output  Determine physical details necessary to build final system  Final product: physical system specifications ready to be turned over to programmers and other systems builders for construction

Systems Development Life Cycle

Implementation


Turn systems specifications into working system that is tested and then put into use Coding, testing and installation
   

Programming User Training Documentation (produced throughout the life cycle) Hardware and software installation

Maintenance


Information systems is systematically repaired and improved

 Users find problems often think of better ways to

perform functions  System changed to reflect changing conditions  System obsolescence (change over time)

Systems Development Life Cycle

Highly linked set of phases whose products feed the activities in subsequent phases
Must be carefully planned and managed

Traditional SDLC
Several Criticisms


The way the life-cycle is organized

 Analyst must freeze design at a particular point and then

go forward (milestones) difficult to go back  Changing business conditions  Enormous time and effort; very expensive to make changes once developed


Tends to focus too little time on good analysis and design

   

Does not match users needs Requires extensive maintenance Increases development costs Maintenance costs account for 40% to 70% of system development costs

Structured Analysis and Structure Design

Early 1970s To address traditional SDLC problems Even more disciplined similar to engineering fields


Tools:
 Data Flow Diagrams  Transform Analysis

  

Improve the analysis and design phases Reduce maintenance time and effort Easier to go back to earlier phases in life cycle when necessary (for when requirements change) Emphasis on partitioning/dividing problem into smaller, more manageable units Clear distinction between physical and logical design

Object-Oriented Analysis and Design

OOAD third approach to systems development Combines data and processes (called methods) into single entities called objects Limited number of operations for any given data structure Make system elements more reusable Inheritance: organized into object classes


Groups of objects share structural and behavioral characteristics (person, customer) Identifying objects, defining their structure and behavior, and defining their relationship

Primary tasks:


Approaches to Improving Development

Rapid Application Development (RAD)
   

Delay producing system design until after user requirements are clear Prototyping serves as the working description of needs Gaining user acceptance Sacrificing computer efficiency for gains in human efficiency in rapidly building and rebuilding working systems Building a scaled-down functional version of the system Advantages:
 Users are involved in design  Provides feedback  Captures requirements in concrete form

Prototyping (form of RAD)

 

Stand-alone or used to augment the SDLC

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Approaches to Development
Joint Application Design (JAD)


New process for collecting information system requirements and reviewing system designs
 Users, Managers and Analysts work together for several days  System requirements are reviewed  Structured meetings

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Improving IS Development Productivity

Computer-aided software engineering (CASE) tools


Facilitate creation of a central repository for system descriptions and specifications Automate repository for easier updating and for consistency Diagramming tools for data flow diagrams and other graphical aids, etc.

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Summary
Information systems analysis and design


Process of developing and maintaining an information system Process-Oriented

 Focus is on flow, use and transformation of data in an

Modern approach to systems analysis



information system


Data-Oriented
 Focus is on the ideal organization of data rather than

where and how data are used

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Summary
Four types of information systems
Transaction Processing (TPS)  Management Information Systems (MIS)  Decision Support (DSS)  Expert Systems (ES)


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Summary
Systems Development Life Cycle (SDLC)
Project Identification and Selection  Project Initiation and Planning  Analysis  Design  Implementation  Maintenance

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Summary
Alternatives to Systems Development Life Cycle
Prototyping Rapid Application Development (RAD) Joint Application Design (JAD)


Computer-aided software engineering (CASE) tools

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