Phase 2 – Systems Analysis

1. Phase 2 – Systems Analysis Requirements Modeling Chapter 1

2. Objectives • Explain systems analysis phase activities and the end product. • Describe joint application Development. • Describe Unified Modeling Language. • Explain the use of functional decompositional diagrams. • Describe system requirements. • Scalability • Total cost of ownership

3. Objectives • Describe how to conduct a successful interview. • Explain when and how to use factfinding techniques. • Develop effective documentation methods to use during systems development.

4. Systems Analysis Overview

5. Requirements modeling • Involves investigation and fact-finding to describe the current system and define the requirements for the new system • Must use critical thinking skills • Interpersonal skills become particularly important

6. System Development Methods • Structured Analysis – IT staff has central role – common method of systems development • JAD – team approach for fact-finding and requirements modeling • RAD – team approach that speeds up IS development and produces a functioning IS

7. JAD

8. JAD Agenda

9. Modeling Tools and Techniques • UML (Unified Modeling Language) • Use Case Diagrams – visually represents the interaction between users and IS • Actor (user) • Sequence Diagrams – show the timing of transactions between objects as they occur • Functional Decomposition Diagrams (FDD) • Top-down representation of business functions and processes – similar to drawing organization chart

10. Use Case Diagram

11. Use Case Diagram

12. Sequence Diagrams

13. Functional Decomposition Diagram

14. SYSTEMS ANALYSIS • REQUIREMENTS DETERMINATION • REQUIREMENTS ANALYSIS • MAKE A DECISION

15. SYSTEMS ANALYSIS • Learn exactly what takes place in current system • Determine/document what should take place • Develop and make recommendations to management

16. SYSTEMS ANALYSIS • Phase is complex because information systems are large, difficult to define and subject to change • Must understand/integrate system needs of all users (possibly conflicting needs)

17. System Requirements • Characteristic or feature that must be included in an information system to satisfy business requirements and be acceptable to users • Benchmarks to measure overall acceptability of finished system

18. SYSTEM REQUIREMENT • basis for further development of new system • documented requirements are standards against which we measure the completed IS

19. System Requirements Categories Scalability Total cost of ownership • Outputs • Inputs • Processes • Performance • Controls

20. FACT FINDING • WHO • WHAT • WHERE • WHEN • HOW • WHY

21. Who, What, …

22. INTERVIEW STEPS • Determine who to interview • Establish objectives • Develop interview questions • Prepare for interview • Conduct interview • Document interview • Evaluate interview

23. Determine WHO to Interview • All levels of organization • Organization chart • informal structures

24. ESTABLISH OBJECTIVES • determine general areas to be discussed -- framework • objectives depend on who is being interviewed

25. DEVELOP INTERVIEW QUESTIONS • List of questions to help keep you on track • May not ask all questions on list • May ask questions not on list • Open-ended, closed-ended, range of response

26. PREPARE FOR INTERVIEW • Schedule day/time for interview • Inform department supervisor • Send completed list of questions/topics to interviewee

27. CONDUCT INTERVIEW • Introduce Yourself • Summarize project objectives/progress • Summarize interview objectives • Ask questions -- open to closed • Summarize main points • Identify what still needs to be done • Thank interviewee

28. CONDUCT INTERVIEW • LISTEN

29. Best place for Interview???

30. DOCUMENT INTERVIEW • Time immediately after interview to record events and information

31. TAKING NOTES • USING A TAPE RECORDER

32. EVALUATE INTERVIEW • Did you get all the required information? • If not, why? • If not, how will you get it?

33. UNSUCCESSFUL INTERVIEWS • End interview tactfully • Don’t have to ask all identified questions • Must get information elsewhere

34. OTHER FACT FINDING TECHNIQUES

35. DOCUMENT REVIEW • Review existing system documentation • May not be up-to-date • Get copies of actual forms (blank and completed)

36. OBSERVATION • Personal observation of current operating procedures • Seeing system in action • Should verify system documentation and interview results!!!!

37. HAWTHORNE EFFECT • Study performed in 1920’s • Worker productivity improved whether the environmental conditions were made better or worse

38. QUESTIONNAIRE • Document containing a number of standard questions that you ask a large number of people • Gain limited amount of information from many sources • anonymous

39. INTERVIEW VS. QUESTIONAIRE

40. SAMPLING • Collect examples of actual documents/data • Records, reports, data entry documents, work requests… • Systematic • Stratified • Random • Purpose of sample is to ensure that it represents the overall population accurately

41. RESEARCH • Review journals, periodicals, books • attend professional meetings, seminars • formal or informal discussions with other professionals • Site visitations • ANYTHING EXTERNAL TO THE COMPANY

42. Documentation • Record info as you obtain it • Simple format • Should be understood by non-IS staff • Good writing is important

43. What’s Next?? • Requirements Analysis • Create Formal Report • Formal Presentation

44. Softwear, Limited • Systems Planning: systems request to investigate problems with the company’s payroll system. • Systems analyst Rick Williams found several problems during the preliminary investigation. • Input errors • Need for manual preparation of various reports • Requirements modeling begins.

45. Softwear, Limited

46. Softwear, Limited

47. Softwear, Limited • Rick learned errors occurred in employee stock purchase deductions. • Needed to study the process. • Reviewed org chart and decided to interview Manager of human resources administration. • Sends a memo to HR director. • Makes appointment with Meredith.

48. Softwear, Limited

49. Softwear, Limited • Interview results: • Hired employees complete a Payroll Master Record Form. • HR completes from with salary info. • If rate or status changes a Payroll Status Change Form is completed.

50. Initial Interview • Meredith explained: • Hired employees complete a Payroll Master Record Form. • HR completes with salary info. • HR completes a Payroll Status Change Form. • After 90 days, CU deductions. • After 180 days, stock purchase plan. • HR forwards to payroll.