System Analysis and Design
System Analysis
- Mr. Ahmad Al-Ghoul
learning Objectives
 Understand the concept of
observation for data gathering
 Write effective questions for
surveys
 Understand the concept of
sampling and other fact finding
techniques
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Introduction
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As noted from the previous sequence, asking questions of the
people who use a system every day or who have an interest, as an
effective way to gather information about current and future
systems.
There are anther techniques like observing current system users in
more direct way of seeing how an existing system operates
Anther technique is examining system and organizational
documentation to discover more detail about current system and
the organization these system support
Questionnaires allows systems analyst to study attitudes, beliefs,
behavior, and characteristics of several key people in the
organization who may be affected by the current and proposed
systems.
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Other Fact-Finding Techniques
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Document Review
Help you understand how the current system is
supposed to work
Four types of useful documents
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Written work procedures
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Business form
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Explicitly indicate data flow in or out of a system
Report
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Describes how a job is performed
Includes data and information used and created in the process of
performing the job or task
Enables the analyst to work backwards from the report to the data
that generated it
Description of current information system
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Enables the analyst to how the current systems designed and how
they work
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Other Fact-Finding Techniques
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Types of information to be discovered:
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Problems with existing system ( e.g., missing
information or redundant steps)
Opportunity to meet new need (e.g., analysis
of sales based on customer type)
Organizational direction that can influence
information system requirements (e.g., trying
to link customers and suppliers closely to the
organization)
Names of key individuals who have an interest
in relevant existing systems
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Other Fact-Finding Techniques
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Types of information to be discovered:
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Values of organization or individuals who can
determine priorities for different capabilities desired
by different users (e.g., maintaining market share
even if it means lower short-term profits)
Special information processing circumstances (e.g.,
special handling needed for a few very large-volume
customers and which requires use of customized
customer ordering procedures)
Reasons for current system design (e.g., data about
customer’s purchase of competitors’ products were
not available when the current system was designed)
Rules for processing data, and principles by which the
organization operates that must be enforces by the
information system
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Other Fact-Finding Techniques
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Observation
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Seeing the system in action gives you
additional perspective and a better
understanding of the system procedures
Observation allows you to verify and to
determine whether procedures really operate
as they are described
You can discover the accuracy of the system
documentation
Observation can provide the knowledge
needed to test or install future changes
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Other Fact-Finding Techniques
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Plan your observations in advance
Prepare a checklist of specific tasks you want to observe
and questions you want to ask
Issues to be considered when you prepare your list
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ask sufficient questions to ensure that you have complete
understanding of the present system operation
Observe all steps in a transaction and note the documents,
input, outputs, and process involved
Examine each form, record, and report
Consider each user who works with the system and the following
questions
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What information does the person receive from other people?
What information does this person generate?
How is the information communicated?
How often do interruption occur?
How much down time occur?
Talk to the people who receive current reports to see whether
the reports are complete, timely, accurate, and in a useful form
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Other Fact-Finding Techniques
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Questionnaires and Surveys
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Surveys is a document containing a number of a standard
questions that can be sent to many individuals
When designing a questionnaire, the most important rule of all is
to make sure that your questions collect the right data in a form
that you can use to further your fact-finding
Questionnaires are valuable if
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Organization members are widely dispersed
Many members are involved with the project
A typical questionnaire starts with heading, which includes a
title, a brief statement of purpose, the name and telephone
number of the contact person, the deadline date for completion,
and how the member and when to return the form
General instructions that provide a clear guidelines on how to
answer the question
Introduction for each main section of the survey
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Other Fact-Finding Techniques
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Good response rates can be achieved with
consistent control of questionnaire
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Format and style
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Meaningful ordering and clustering of questions
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Allow enough space for responses to be typed for openended questions
Ask respondents to clearly mark their answers
Use objectives to help determine format
Be consistent in style
Most important questions go first
Similar topics should be clustered together
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Other Fact-Finding Techniques
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Sampling
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Sampling is a process of systematically selecting
representative elements of a population
Samples might include records, reports, operational
logs, data entry documents, complaint summaries,
work requests, and various types of forms
The reasons systems analysts do sampling are
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Reduction of costs
Speeding up the data-gathering process
Improving effectiveness
Reduction of data-gathering bias
Main objective of a sample is to ensure that it
represents the overall population accurately
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Other Fact-Finding Techniques
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Choosing the type of sample
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Systematic sample
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Stratified sample
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Identifying subpopulations
Selecting objects or people for sampling from the
subpopulation
Random sample
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Simplest method of probability sampling
Choose every kth person on a list
Not good if the list is ordered
Chose randomly depending on the size of sample
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Other Fact-Finding Techniques
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Research
Research can include the Internet, IT magazines, and books
You can obtain background information, technical material, and
news about industry trends and developments
Using the Internet you can access information from federal and
state governments, as well as from publishers, universities, and
libraries
You can obtain information about hardware and software products
and services offered by the company’s and send e-mail with specific
questions to company representatives
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Newsgroups
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Site visit
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Good resources for exchanging information with other professionals, seeking
answers to questions, and monitoring discussions
Objective from site visit is to observe a system in use at anther location
Site visits are important when considering the purchase of a software
package
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Other Fact-Finding Techniques
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Interviews versus Questionnaires
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When you seek input from a large group, a
questionnaire is a very useful tool
If you required detailed information from only
few people, then you probably should interview
each person individually
Interview is more familiar and personal
Questionnaire gives many people the
opportunity to provide input and suggestions
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Other Fact-Finding Techniques
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Anther popular method of obtaining input is
called
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Brainstorming: A fact-finding technique for gaining
information, through use of a small group discussion
of a specific problem, opportunity, or issue.
Brainstorming can be structured or unstructured
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Structured brainstorming: A group discussion where each
participant speaks when it is his or her turn, or passes.
Unstructured brainstorming: A group discussion where any
participant can speak at any time.
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Other Fact-Finding Techniques
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Documentation
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Keeping accurate records of interviews, facts, ideas, and
observations
The ability to manage information is the mark of a successful
systems analyst
The Need for Recording the Facts
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As you gather information, the importance of a single item can
be overlooked or complex system details can be forgotten
You should document your work according to the following
principles:
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Record information as soon as you obtain it
Use the simplest recording method
Record your findings in such a way that they can be understood by
someone else
Organize your documentation
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Sequence Summary
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The fact-finding process includes interviewing,
document review, observation, questionnaires,
sampling, and research
Document review help you understand how the
current system is supposed to work
Surveys is a document containing a number of a
standard questions that can be sent to many
individuals
The process of systemically selecting
representative elements of a population is called
sampling
Analysts use observation as an information
gathering technique, through observation they
gain insight into what is actually done
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Sequence Summary
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In this Sequence we have
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Explained how to find facts from documents
Described the types of documents to review
Explained the concept of observation for data gathering
Explained the Issues to be considered when you prepare your
observation list
Discussed how to Write effective questions for surveys
Explained the concept of sampling
Identified the types of sampling includes: systematic sample,
stratified sample, and random sample
Described other fact finding techniques includes: research and
brainstorming
Distinguished between Interviews and Questionnaires
Explained how to document the interviews and other fact finding
techniques
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Reference
[1] System Analysis and Design, Sixth Edition
Authors: Gary B. Shelly, Thomas J. Cashman and Harry J. Rosenblatt
Publisher: SHELLY CASHMAN SEWIES.
[2] system analysis and design, sixth edition
Authors: Kenneth E. Kendall and Julie E. Kendall
Publisher: Prentice Hall
[3] Modern Systems Analysis and Design Third Edition
Authors: Jeffrey A. Hoffer , Joey F. George, Joseph S. Valacich
Publisher: prentice hall
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