System Analysis and Design (SAD)

Introduction to System Analysis and Design (SAD) Systems are created to solve Problems. One can think of the systems approach as an organised way of dealing with a problem. In , the subject system analysis and design, mainly deals with the software development activities.(SAD)
this dynamic world

What is System? A collection of components that work together to realize some objectives forms a system. Basically there are three major components in every system, namely input, processing and output.

In a system the different components are connected with each other and they are interdependent. For example, human body represents a complete natural system. We are also bound by many national systems such as political system, economic system, educational system and so forth. The objective of the system demands that some output is produced as a result of processing the suitable inputs. A well-designed system also includes an additional element referred to as control that provides a feedback to achieve desired objectives of the system. SYSTEM LIFE CYCLE System life cycle is an organizational process of developing and maintaining systems. It helps in establishing a system project plan, because it gives overall list of processes and sub-processes required for developing a system. System development life cycle means combination of various activities. In other words we can say that various activities put together are referred as system development life cycle. In the System Analysis and Design terminology, the system development life cycle also means software development life cycle. Following are the different phases of system development life cycle: Preliminary Study Feasibility study Detailed system study

[PF,DSS,CT,IM]

System analysis System design Coding Testing Implementation Maintenance

The different phases of system development life cycle is shown in this diagram

Phases of System Development Life Cycle

PHASES OF SYSTEM DEVELOPMENT LIFE CYCLE

The different phases and related activities of system development life cycle are as follows: (a) Preliminary System Study Preliminary system study is the first stage of system development life cycle. This is a brief investigation of the system under consideration and gives a clear picture of what actually the physical system is? In practice, the initial system study involves the preparation of a System Proposal which lists the Problem Definition, Objectives of the Study, Terms of reference for Study, Constraints, Expected benefits of the new system, etc. in the light of the user requirements. The system proposal is prepared by the System Analyst (who studies the system) and places it before the user management. The management may accept the proposal and the cycle proceeds to the next stage. The management may also reject the proposal or request some modifications in the proposal. In summary, we would say that system study phase passes through the following steps: Problem identification and project initiation Background analysis Inference or findings (system proposal)

(b) Feasibility Study In case the system proposal is acceptable to the management, the next phase is to examine the feasibility of the system. The feasibility study is basically the test of the proposed system in the light of its workability, meeting users requirements, effective use of resources and of course, the cost effectiveness. These are categorized as technical, operational, economic and schedule feasibility. The main goal of feasibility study is not to solve the problem but to achieve the scope. In the process

of feasibility study, the cost and benefits are estimated with greater accuracy to find the Return on Investment (ROI). This also defines the resources needed to complete the detailed investigation. The result is a feasibility report submitted to the management. This may be accepted or accepted with modifications or rejected. The system cycle proceeds only if the management accepts it. (c) Detailed System Study The detailed investigation of the system is carried out in accordance with the objectives of the proposed system. This involves detailed study of various operations performed by a system and their relationships within and outside the system. During this process, data are collected on the available files, decision points and transactions handled by the present system. Interviews, on-site observation and questionnaire are the tools used for detailed system study. Using the following steps it becomes easy to draw the exact boundary of the new system under consideration: Keeping in view the problems and new requirements Workout the pros and cons including new areas of the system

All the data and the findings must be documented in the form of detailed data flow diagrams (DFDs), data dictionary, logical data structures and miniature specification. The main points to be discussed in this stage are: Specification of what the new system is to accomplish based on the user requirements. Functional hierarchy showing the functions to be performed by the new system and their relationship with each other. Functional network, which are similar to function hierarchy but they highlight the functions which are common to more than one procedure. List of attributes of the entities these are the data items which need to be held about each entity (record)

(d) System Analysis Systems analysis is a process of collecting factual data, understand the processes involved, identifying problems and recommending feasible suggestions for improving the system functioning. This involves studying the business processes, gathering operational data, understand the information flow, finding out bottlenecks and evolving solutions for overcoming the weaknesses of the system so as to achieve the organizational goals. System Analysis also includes subdividing of complex process involving the entire system, identification of data store and manual processes. The major objectives of systems analysis are to find answers for each business process: What is being done? How is it being done, Why is it being done and How can it be improved? It is more of a thinking process and involves the creative skills of the System Analyst . It attempts to give birth to a new efficient system that satisfies the current needs of the user and has scope for future growth within the organizational constraints. The result of this process is a logical system design. Systems analysis is an iterative process that continues until a preferred and acceptable solution emerges. (e) System Design Based on the user requirements and the detailed analysis of the existing system, the new system must be designed. This is the phase of system designing. It is the most crucial phase in the developments of a system. The logical system design arrived at as a result of systems analysis is converted into physical system design. Normally, the design proceeds in two stages: Preliminary or General Design: In the preliminary or general design, the features of the new system are specified. The costs of implementing these features and the benefits to be derived are estimated. If the project is still considered to be feasible, we move to the detailed design stage. Structured or Detailed Design: In the detailed design stage, computer oriented work begins in earnest. At this stage, the design of the system becomes more structured. Structure design is a blue print of a computer system solution to a given problem having the same components

and inter-relationships among the same components as the original problem. Input, output, databases, forms, codification schemes and processing specifications are drawn up in detail. In the design stage, the programming language and the hardware and software platform in which the new system will run are also decided. There are several tools and techniques used for describing the system design of the system. These tools and techniques are: Flowchart Data flow diagram (DFD) Data dictionary Structured English Decision table Decision tree

The system design involves: i. Defining precisely the required system output ii. Determining the data requirement for producing the output iii. Determining the medium and format of files and databases iv. Devising processing methods and use of software to produce output v. Determine the methods of data capture and data input vi. Designing Input forms vii. Designing Codification Schemes viii. Detailed manual procedures ix. Documenting the Design

(f) Coding The system design needs to be implemented to make it a workable system. This demands the coding of design into computer understandable language, i.e., programming language. This is also called the programming phase in which the programmer converts the program specifications into computer instructions, which we refer to as programs. It is an important stage where the defined procedures are transformed into control specifications by the help of a computer language. The programs coordinate the data movements and control the entire process in a system. It is generally felt that the programs must be modular in nature. This helps in fast development, maintenance and future changes, if required. (g) Testing Before actually implementing the new system into operation, a test run of the system is done for removing the bugs, if any. It is an important phase of a successful system. After codifying the whole programs of the system, a test plan should be developed and run on a given set of test data. The output of the test run should match the expected results. Sometimes, system testing is considered a part of implementation process. Using the test data following test run are carried out: Program test: When the programs have been coded, compiled and brought to working conditions, they must be individually tested with the prepared test data. Any undesirable happening must be noted and debugged (error corrections) System Test: After carrying out the program test for each of the programs of the system and errors removed, then system test is done. At this stage the test is done on actual data. The complete system is executed on the actual data. At each stage of the execution, the results or output of the system is analysed. During the result analysis, it may be found that the outputs are not matching the expected output of the system. In such case, the errors in the particular programs are identified and are fixed and further tested for the expected output. When it is ensured that the system is running error-free, the users are called with their own actual data so that the system could be shown running as per their requirements.

(h) Implementation After having the user acceptance of the new system developed, the implementation phase begins.

Implementation is the stage of a project during which theory is turned into practice. The major steps involved in this phase are: Acquisition and Installation of Hardware and Software Conversion User Training Documentation

The hardware and the relevant software required for running the system must be made fully operational before implementation. The conversion is also one of the most critical and expensive activities in the system development life cycle. The data from the old system needs to be converted to operate in the new format of the new system. The database needs to be setup with security and recovery procedures fully defined. During this phase, all the programs of the system are loaded onto the users computer. After loading the system, training of the user starts. Main topics of such type of training are: How to execute the package How to enter the data How to process the data (processing details) How to take out the reports

After the users are trained about the computerized system, working has to shift from manual to computerized working. The process is called Changeover. The following strategies are followed for changeover of the system. (i) Direct Changeover: This is the complete replacement of the old system by the new system. It is a risky approach and requires comprehensive system testing and training. (ii) Parallel run: In parallel run both the systems, i.e., computerized and manual, are executed simultaneously for certain defined period. The same data is processed by both the systems. This strategy is less risky but more expensive because of the following: Manual results can be compared with the results of the computerized system. The operational work is doubled. Failure of the computerized system at the early stage does not affect the working of the organization, because the manual system continues to work, as it used to do.

(iii) Pilot run: In this type of run, the new system is run with the data from one or more of the previous periods for the whole or part of the system. The results are compared with the old system results. It is less expensive and risky than parallel run approach. This strategy builds the confidence and the errors are traced easily without affecting the operations. The documentation of the system is also one of the most important activity in the system development life cycle. This ensures the continuity of the system. There are generally two types of documentation prepared for any system. These are: User or Operator Documentation System Documentation

The user documentation is a complete description of the system from the users point of view detailing how to use or operate the system. It also includes the major error messages likely to be encountered by the users. The system documentation contains the details of system design, programs, their coding, system flow, data dictionary, process description, etc. This helps to understand the system and permit changes to be made in the existing system to satisfy new user needs.

(i) Maintenance Maintenance is necessary to eliminate errors in the system during its working life and to tune the system to any variations in its working environments. It has been seen that there are always some

errors found in the systems that must be noted and corrected. It also means the review of the system from time to time. The review of the system is done for: Knowing the full capabilities of the system Knowing the required changes or the additional requirements Studying the performance. eed through all the above life cycle phases.

What are the Software Development Models?

The development models are the various processes or methodologies that are being selected for the development of the project depending on the projects aims and goals. There are many development life cycle models that have been developed in order to achieve different required objectives. The models specify the various stages of the process and the order in which they are carried out. The selection of model has very high impact on the testing that is carried out. It will define the what, where and when of our planned testing, influence regression testing and largely determines which test techniques to use. There are various Software development models or methodologies. They are as follows: 1. 2. 3. 4. 5. 6. 7. Waterfall model(VIRASWI) V model Incremental model RAD model Agile model Iterative model Spiral model

What is Waterfall model- advantages, disadvantages and when to use it?

The Waterfall Model was first Process Model to be introduced. It is also referred to as a linearsequential life cycle model. It is very simple to understand and use. In a waterfall model, each phase must be completed fully before the next phase can begin. At the end of each phase, a review takes place to determine if the project is on the right path and whether or not to continue or discard the project. In waterfall model phases do not overlap.

Diagram of Waterfall-model:

Advantages of waterfall model:

Simple and easy to understand and use. Easy to manage due to the rigidity of the model each phase has specific deliverables and a review process. Phases are processed and completed one at a time. Works well for smaller projects where requirements are very well understood.

Disadvantages of waterfall model:

Once an application is in the testing stage, it is very difficult to go back and change something that was not well-thought out in the concept stage. No working software is produced until late during the life cycle. High amounts of risk and uncertainty. Not a good model for complex and object-oriented projects. Poor model for long and ongoing projects. Not suitable for the projects where requirements are at a moderate to high risk of changing.

When to use the waterfall model:

Requirements are very well known, clear and fixed. Product definition is stable. Technology is understood. There are no ambiguous requirements Ample resources with required expertise are available freely The project is short.

What is Agile model advantages, disadvantages and when to use it?

Agile development model is also a type of Incremental model. Software is developed in incremental, rapid cycles. This results in small incremental releases with each release building on previous functionality. Each release is thoroughly tested to ensure software quality is maintained. It is used for time critical applications. Extreme Programming (XP) is currently one of the most well known agile development life cycle model. Diagram of Agile model:

Advantages of Agile model:

Customer satisfaction by rapid, continuous delivery of useful software. People and interactions are emphasized rather than process and tools. Customers, developers and testers constantly interact with each other. Working software is delivered frequently (weeks rather than months). Face-to-face conversation is the best form of communication. Close, daily cooperation between business people and developers. Continuous attention to technical excellence and good design. Regular adaptation to changing circumstances. Even late changes in requirements are welcomed

Disadvantages of Agile model:

In case of some software deliverables, especially the large ones, it is difficult to assess the effort required at the beginning of the software development life cycle. There is lack of emphasis on necessary designing and documentation. The project can easily get taken off track if the customer representative is not clear what final outcome that they want. Only senior programmers are capable of taking the kind of decisions required during the development process. Hence it has no place for newbie programmers, unless combined with experienced resources.

When to use Agile model:

When new changes are needed to be implemented. The freedom agile gives to change is very important. New changes can be implemented at very little cost because of the frequency of new increments that are produced. To implement a new feature the developers need to lose only the work of a few days, or even only hours, to roll back and implement it. Unlike the waterfall model in agile model very limited planning is required to get started with the project. Agile assumes that the end users needs are ever changing in a dynamic business and IT world. Changes can be discussed and features can be newly affected or removed based on feedback. This effectively gives the customer the finished system they want or need. Both system developers and stakeholders alike, find they also get more freedom of time and options than if the software was developed in a more rigid sequential way. Having options gives them the ability to leave important decisions until more or better data or even entire hosting programs are available; meaning the project can continue to move forward without fear of reaching a sudden standstill

What is Spiral model- advantages, disadvantages and when to use it?

The spiral model is similar to the incremental model, with more emphasis placed on risk analysis. The spiral model has four phases: Planning, Risk Analysis, Engineering and Evaluation. A software project repeatedly passes through these phases in iterations (called Spirals in this model). The baseline spiral, starting in the planning phase, requirements are gathered and risk is assessed. Each subsequent spirals builds on the baseline spiral. Requirements are gathered during the planning phase. In the risk analysis phase, a process is undertaken to identify risk and alternate solutions. A prototype is produced at the end of the risk analysis phase. Software is produced in the engineering phase, along with testing at the end of the phase. The evaluation phase allows the customer to evaluate the output of the project to date before the project continues to the next spiral.

Diagram of Spiral model:

Advantages of Spiral model:

High amount of risk analysis hence, avoidance of Risk is enhanced. Good for large and mission-critical projects. Strong approval and documentation control. Additional Functionality can be added at a later date. Software is produced early in the software life cycle.

Disadvantages of Spiral model:

Can be a costly model to use. Risk analysis requires highly specific expertise. Projects success is highly dependent on the risk analysis phase. Doesnt work well for smaller projects.

When to use Spiral model:

When costs and risk evaluation is important For medium to high-risk projects Long-term project commitment unwise because of potential changes to economic priorities Users are unsure of their needs Requirements are complex New product line Significant changes are expected (research and exploration)

What is Prototype model- advantages, disadvantages and when to use it?

The basic idea here is that instead of freezing the requirements before a design or coding can proceed, a throwaway prototype is built to understand the requirements. This prototype is developed based on the currently known requirements. By using this prototype, the client can get an actual feel of the system, since the interactions with prototype can enable the client to better understand the requirements of the desired system. Prototyping is an attractive idea for complicated and large systems for which there is no manual process or existing system to help determining the requirements. The prototype are usually not complete systems and many of the details are not built in the prototype. The goal is to provide a system with overall functionality.

Diagram of Prototype model:

Advantages of Prototype model:

Users are actively involved in the development Since in this methodology a working model of the system is provided, the users get a better understanding of the system being developed. Errors can be detected much earlier. Quicker user feedback is available leading to better solutions. Missing functionality can be identified easily Confusing or difficult functions can be identified Requirements validation, Quick implementation of, incomplete, but functional, application.

Disadvantages of Prototype model:

Leads to implementing and then repairing way of building systems. Practically, this methodology may increase the complexity of the system as scope of the system may expand beyond original plans. Incomplete application may cause application not to be used as the full system was designed Incomplete or inadequate problem analysis.

When to use Prototype model:

Prototype model should be used when the desired system needs to have a lot of interaction with the end users. Typically, online systems, web interfaces have a very high amount of interaction with end users, are best suited for Prototype model. It might take a while for a system to be built that allows ease of use and needs minimal training for the end user. Prototyping ensures that the end users constantly work with the system and provide a feedback which is incorporated in the prototype to result in a useable system. They are excellent for designing good human computer interface systems.

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