System Analysis and Design Tutorial

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Systems Analysis and Design
About the Tutorial

Systems Analysis and Design is an active field in which analysts repetitively learn new
approaches and different techniques for building the system more effectively and
efficiently. The primary objective of systems analysis and design is to improve
organizational systems.
This tutorial provides a basic understanding of system characteristics, system design, and
its development processes. It is a good introductory guide that provides an overview of all
the concepts necessary to build a system.
Audience
This tutorial will help budding software professionals to understand how a system is
designed in a systematic and phased manner, starting from requirement analysis to
system implementation and maintenance.
Prerequisites
This tutorial is designed for absolute beginners and hence there are no prerequisites as
such, however it is assumed that the reader is familiar with the fundamentals of
computers.
Disclaimer & Copyright

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of the publisher.
We strive to update the contents of our website and tutorials as timely and as precisely as
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Ltd. provides no guarantee regarding the accuracy, timeliness, or completeness of our
website or its contents including this tutorial. If you discover any errors on our website or
in this tutorial, please notify us at [email protected]
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Table of Contents
About the Tutorial .................................................................................................................................. i
Audience ................................................................................................................................................ i
Prerequisites .......................................................................................................................................... i
Disclaimer & Copyright ........................................................................................................................... i
Table of Contents .................................................................................................................................. ii
1. SYSTEMS ANALYSIS AND DESIGN OVERVIEW .......................................................... 1
Systems Analysis ................................................................................................................................... 1
Systems Design ...................................................................................................................................... 1
What is a System? ................................................................................................................................. 1
Properties of a System ........................................................................................................................... 2
Elements of a System ............................................................................................................................ 3
Types of Systems ................................................................................................................................... 4
Systems Models..................................................................................................................................... 6
Categories of Information ...................................................................................................................... 7
2. SYSTEM DEVELOPMENT LIFE CYCLE............................................................................... 8
Phases of SDLC ...................................................................................................................................... 8
Life Cycle of System Analysis and Design ............................................................................................. 11
Role of System Analyst ........................................................................................................................ 11
Attributes of a Systems Analyst ........................................................................................................... 12
3. SYSTEM PLANNING.............................................................................................................. 14
What is Requirements Determination? ............................................................................................... 14
Major Activities in requirement Determination ................................................................................... 14
Information Gathering Techniques ...................................................................................................... 14
Feasibility Study .................................................................................................................................. 17
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Steps Involved in Feasibility Analysis ................................................................................................... 18
Types of Feasibilities............................................................................................................................ 18
4. STRUCTURED ANALYSIS.................................................................................................... 20
What is Structured Analysis? ............................................................................................................... 20
Structured Analysis Tools .................................................................................................................... 20
Data Flow Diagrams (DFD) or Bubble Chart ......................................................................................... 21
Data Dictionary ................................................................................................................................... 23
Decision Trees ..................................................................................................................................... 23
Decision Tables .................................................................................................................................... 24
Structured English ............................................................................................................................... 25
Pseudocode ......................................................................................................................................... 26
Guidelines for Selecting Appropriate Tools .......................................................................................... 26
5. SYSTEM DESIGN.................................................................................................................... 28
Inputs to System Design ...................................................................................................................... 28
Outputs for System Design .................................................................................................................. 29
Types of System Design ....................................................................................................................... 29
File Organization ................................................................................................................................. 31
File Access ........................................................................................................................................... 32
Documentation Control ....................................................................................................................... 33
Types of Documentations .................................................................................................................... 34
User Documentation ........................................................................................................................... 34
System Documentation ....................................................................................................................... 35
6. DESIGN STRATEGIES........................................................................................................... 36
Top-Down Strategy .............................................................................................................................. 36
Bottom-Up Strategy ............................................................................................................................ 36
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Structured Design ................................................................................................................................ 37
Factors Affecting System Complexity ................................................................................................... 39
7. INPUT / OUTPUT & FORMS DESIGN .............................................................................. 42
Input Design ........................................................................................................................................ 42
Output Design ..................................................................................................................................... 43
Forms Design ....................................................................................................................................... 44
8. TESTING AND QUALITY ASSURANCE ............................................................................ 46
Testing ................................................................................................................................................. 46
Types of Testing................................................................................................................................... 47
Rules for System Testing ...................................................................................................................... 48
Quality Assurance ................................................................................................................................ 48
9. SYSTEM IMPLEMENTATION AND MAINTENANCE .................................................... 50
Training ............................................................................................................................................... 50
Training Methods ................................................................................................................................ 51
Conversion .......................................................................................................................................... 51
System Maintenance / Enhancement .................................................................................................. 54
10. SYSTEM SECURITY AND AUDIT ....................................................................................... 55
System Audit ....................................................................................................................................... 55
Audit of Computer System Usage ........................................................................................................ 55
Audit Trial ............................................................................................................................................ 55
Audit Methods .................................................................................................................................... 55
Audit Considerations ........................................................................................................................... 56
Security ............................................................................................................................................... 56
Control Measures ................................................................................................................................ 56
Risk Analysis ........................................................................................................................................ 57
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11. OBJECT-ORIENTED APPROACH ...................................................................................... 59
Elements of Object-Oriented System ................................................................................................... 59
Features of Object-Oriented System .................................................................................................... 60
Structured Approach Vs. Object-Oriented Approach ........................................................................... 61
Unified Modeling Language (UML) ...................................................................................................... 61
Operations Performed on Objects ....................................................................................................... 63
Uses of UML ........................................................................................................................................ 63
Static Models ....................................................................................................................................... 63
Dynamic Models .................................................................................................................................. 63
Object Oriented System Development Life Cycle ................................................................................. 64
Object Oriented Systems Development Activities ............................................................................... 64
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1. Systems Analysis and Design Overview
Systems development is systematic process which includes phases such as planning,

analysis, design, deployment, and maintenance. Here, in this tutorial, we will primarily
focus on:
Systems analysis
Systems design
Systems Analysis
It is a process of collecting and interpreting facts, identifying the problems, and
decomposition of a system into its components.
System analysis is conducted for the purpose of studying a system or its parts in order to
identify its objectives. It is a problem solving technique that improves the system and
ensures that all the components of the system work efficiently to accomplish their purpose.
Analysis specifies what the system should do.
Systems Design
It is a process of planning a new business system or replacing an existing system by
defining its components or modules to satisfy the specific requirements. Before planning,
you need to understand the old system thoroughly and determine how computers can best
be used in order to operate efficiently.
System Design focuses on how to accomplish the objective of the system.
System Analysis and Design (SAD) mainly focuses on:
Systems
Processes
Technology
What is a System?
The word System is derived from Greek word Systema, which means an organized
relationship between any set of components to achieve some common cause or objective.
A system is an orderly grouping of interdependent components linked together according

to a plan to achieve a specific goal.
Constraints of a System
A system must have three basic constraints:
1. A system must have some structure and behavior which is designed to achieve
a predefined objective.
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2. Interconnectivity and interdependence must exist among the system

components.
3. The objectives of the organization have a higher priority than the objectives
of its subsystems.
For example, traffic management system, payroll system, automatic library system,
human resources information system.
Properties of a System
A system has the following properties:
Organization
Organization implies structure and order. It is the arrangement of components that helps
to achieve predetermined objectives.
Interaction
It is defined by the manner in which the components operate with each other.
For example, in an organization, purchasing department must interact with production

department and payroll with personnel department.
Interdependence
Interdependence means how the components of a system depend on one another. For
proper functioning, the components are coordinated and linked together according to a
specified plan. The output of one subsystem is the required by other subsystem as input.
Integration
Integration is concerned with how a system components are connected together. It means
that the parts of the system work together within the system even if each part performs
a unique function.
Central Objective
The objective of system must be central. It may be real or stated. It is not uncommon for
an organization to state an objective and operate to achieve another.
The users must know the main objective of a computer application early in the analysis
for a successful design and conversion.
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Elements of a System
The following diagram shows the elements of a system:
Outputs and Inputs

The main aim of a system is to produce an output which is useful for its user.
Inputs are the information that enters into the system for processing.
Output is the outcome of processing.
Processor(s)
The processor is the element of a system that involves the actual transformation
of input into output.
It is the operational component of a system. Processors may modify the input either
totally or partially, depending on the output specification.
As the output specifications change, so does the processing. In some cases, input
is also modified to enable the processor for handling the transformation.
Control
The control element guides the system.
It is the decisionmaking subsystem that controls the pattern of activities

governing input, processing, and output.
The behavior of a computer System is controlled by the Operating System and

software. In order to keep system in balance, what and how much input is needed
is determined by Output Specifications.
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Feedback
Feedback provides the control in a dynamic system.
Positive feedback is routine in nature that encourages the performance of the

system.
Negative feedback is informational in nature that provides the controller with

information for action.
Environment
The environment is the supersystem within which an organization operates.
It is the source of external elements that strike on the system.
It determines how a system must function. For example, vendors and competitors
of organizations environment, may provide constraints that affect the actual
performance of the business.
Boundaries and Interface

A system should be defined by its boundaries. Boundaries are the limits that identify
its components, processes, and interrelationship when it interfaces with another
system.
Each system has boundaries that determine its sphere of influence and control.
The knowledge of the boundaries of a given system is crucial in determining the

nature of its interface with other systems for successful design.
Types of Systems
The systems can be divided into the following types:
Physical or Abstract Systems

Physical systems are tangible entities. We can touch and feel them.
Physical System may be static or dynamic in nature. For example, desks and chairs
are the physical parts of computer center which are static. A programmed computer
is a dynamic system in which programs, data, and applications can change
according to the user's needs.
Abstract systems are non-physical entities or conceptual that may be formulas,

representation or model of a real system.
Open or Closed Systems

An open system must interact with its environment. It receives inputs from and
delivers outputs to the outside of the system. For example, an information system
which must adapt to the changing environmental conditions.
A closed system does not interact with its environment. It is isolated from
environmental influences. A completely closed system is rare in reality.
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Adaptive and Non Adaptive System

Adaptive System responds to the change in the environment in a way to improve
their performance and to survive. For example, human beings, animals.
Non Adaptive System is the system which does not respond to the environment.
For example, machines.
Permanent or Temporary System

Permanent System persists for long time. For example, business policies.
Temporary System is made for specified time and after that they are demolished.
For example, A DJ system is set up for a program and it is dissembled after the
program.
Natural and Manufactured System

Natural systems are created by the nature. For example, Solar system, seasonal
system.
Manufactured System is the man-made system. For example, Rockets, dams,

trains.
Deterministic or Probabilistic System

Deterministic system operates in a predictable manner and the interaction between
system components is known with certainty. For example, two molecules of
hydrogen and one molecule of oxygen makes water.
Probabilistic System shows uncertain behavior. The exact output is not known. For
example, Weather forecasting, mail delivery.
Social, Human-Machine, Machine System

Social System is made up of people. For example, social clubs, societies.
In Human-Machine System, both human and machines are involved to perform a

particular task. For example, Computer programming.
Machine System is where human interference is neglected. All the tasks are
performed by the machine. For example, an autonomous robot.
ManMade Information Systems

It is an interconnected set of information resources to manage data for particular
organization, under Direct Management Control (DMC).
This system includes hardware, software, communication, data, and application for
producing information according to the need of an organization.
Man-made information systems are divided into three types:
Formal Information System: It is based on the flow of information in the form

of memos, instructions, etc., from top level to lower levels of management.
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Informal Information System: This is employee based system which solves the
day to day work related problems.
Computer Based System: This system is directly dependent on the computer for
managing business applications. For example, automatic library system, railway
reservation system, banking system, etc.
Systems Models
Schematic Models
A schematic model is a 2-D chart that shows system elements and their linkages.
Different arrows are used to show information flow, material flow, and information
feedback.
Flow System Models

A flow system model shows the orderly flow of the material, energy, and
information that hold the system together.
Program Evaluation and Review Technique (PERT), for example, is used to abstract
a real world system in model form.
Static System Models

They represent one pair of relationships such as activitytime or costquantity.
The Gantt chart, for example, gives a static picture of an activity-time relationship.
Dynamic System Models

Business organizations are dynamic systems. A dynamic model approximates the
type of organization or application that analysts deal with.
It shows an ongoing, constantly changing status of the system. It consists of:

a) Inputs that enter the system
b) The processor through which transformation takes place
c) The program(s) required for processing
d) The output(s) that result from processing.
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Categories of Information
There are three categories of information related to managerial levels and the decision
managers make.
Strategic Information
This information is required by topmost management for long range planning
policies for next few years. For example, trends in revenues, financial investment,
and human resources, and population growth.
This type of information is achieved with the aid of Decision Support System (DSS).
Managerial Information
This type of Information is required by middle management for short and
intermediate range planning which is in terms of months. For example, sales
analysis, cash flow projection, and annual financial statements.
It is achieved with the aid of Management Information Systems (MIS).
Operational information
This type of information is required by low management for daily and short term
planning to enforce day-to-day operational activities.
For example, keeping employee attendance records, overdue purchase orders, and
current stocks available.
It is achieved with the aid of Data Processing Systems (DPS).
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2. System Development Life Cycle
An effective System Development Life Cycle (SDLC) should result in a high quality system
that meets customer expectations, reaches completion within time and cost evaluations,
and works effectively and efficiently in the current and planned Information Technology
infrastructure.
System Development Life Cycle (SDLC) is a conceptual model which includes policies and
procedures for developing or altering systems throughout their life cycles.
SDLC is used by analysts to develop an information system. SDLC includes the following
activities:
requirements
design
implementation
testing
deployment
operations
maintenance
Phases of SDLC
Systems Development Life Cycle is a systematic approach which explicitly breaks down
the work into phases that are required to implement either new or modified Information
System.
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Feasibility Study or Planning

Define the problem and scope of existing system.
Overview the new system and determine its objectives.
Confirm project feasibility and produce the project Schedule.
During this phase, threats, constraints, integration and security of system are
also considered.
A feasibility report for the entire project is created at the end of this phase.
Analysis and Specification

Gather, analyze, and validate the information.
Define the requirements and prototypes for new system.
Evaluate the alternatives and prioritize the requirements.
Examine the information needs of end-user and enhances the system goal.
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A Software Requirement Specification (SRS) document, which specifies the

software, hardware, functional, and network requirements of the system is
prepared at the end of this phase.
System Design
Includes the design of application, network, databases, user interfaces, and system
interfaces.
Transform the SRS document into logical structure, which contains detailed and
complete set of specifications that can be implemented in a programming language.
Create a contingency, training, maintenance, and operation plan.
Review the proposed design. Ensure that the final design must meet the
requirements stated in SRS document.
Finally, prepare a design document which will be used during next phases.
Implementation
Implement the design into source code through coding.
Combine all the modules together into training environment that detects errors and
defects.
A test report which contains errors is prepared through test plan that includes test
related tasks such as test case generation, testing criteria, and resource allocation
for testing.
Integrate the information system into its environment and install the new system.
Maintenance/Support
Include all the activities such as phone support or physical on-site support for users
that is required once the system is installing.
Implement the changes that software might undergo over a period of time, or
implement any new requirements after the software is deployed at the customer
location.
It also includes handling the residual errors and resolve any issues that may exist
in the system even after the testing phase.
Maintenance and support may be needed for a longer time for large systems and
for a short time for smaller systems.
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Life Cycle of System Analysis and Design

The following diagram shows the complete life cycle of the system during analysis and
design phase.
Role of System Analyst

The system analyst is a person who is thoroughly aware of the system and guides the
system development project by giving proper directions. He is an expert having technical
and interpersonal skills to carry out development tasks required at each phase.
He pursues to match the objectives of information system with the organization goal.
Main Roles
Defining and understanding the requirement of user through various Fact finding
techniques.
Prioritizing the requirements by obtaining user consensus.
Gathering the facts or information and acquires the opinions of users.
Maintains analysis and evaluation to arrive at appropriate system which is more

user friendly.
Suggests many flexible alternative solutions, pick the best solution, and quantify
cost and benefits.
Draw certain specifications which are easily understood by users and programmer
in precise and detailed form.
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Implemented the logical design of system which must be modular.
Plan the periodicity for evaluation after it has been used for some time, and modify
the system as needed.
Attributes of a Systems Analyst

The following figure shows the attributes a systems analyst should possess:
Interpersonal Skills
Interface with users and programmer.
Facilitate groups and lead smaller teams.
Managing expectations.
Good understanding, communication, selling and teaching abilities.
Motivator having the confidence to solve queries.
Analytical Skills
System study and organizational knowledge
Problem identification, problem analysis, and problem solving
Sound commonsense
Ability to access trade-off
Curiosity to learn about new organization
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Management Skills
Understand users jargon and practices.
Resource &project management
Change & risk management
Understand the management functions thoroughly.
Technical Skills
Knowledge of computers and software
Keep abreast of modern development.
Know of system design tools.
Breadth knowledge about new technologies.
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3. System Planning
What is Requirements Determination?

A requirement is a vital feature of a new system which may include processing or capturing
of data, controlling the activities of business, producing information and supporting the
management.
Requirements determination involves studying the existing system and gathering details
to find out what are the requirements, how it works, and where improvements should be
made.
Major Activities in requirement Determination
Requirements Anticipation
It predicts the characteristics of system based on previous experience which include
certain problems or features and requirements for a new system.
It can lead to analysis of areas that would otherwise go unnoticed by inexperienced

analyst. But if shortcuts are taken and bias is introduced in conducting the
investigation, then requirement Anticipation can be half-baked.
Requirements Investigation
It is studying the current system and documenting its features for further analysis.
It is at the heart of system analysis where analyst documenting and describing

system features using fact-finding techniques, prototyping, and computer assisted
tools.
Requirements Specifications
It includes the analysis of data which determine the requirement specification,
description of features for new system, and specifying what information
requirements will be provided.
It includes analysis of factual data, identification of essential requirements, and

selection of Requirement-fulfillment strategies.
Information Gathering Techniques

The main aim of fact finding techniques is to determine the information requirements of
an organization used by analysts to prepare a precise SRS understood by user.
Ideal SRS Document should:
be complete, Unambiguous, and Jargon-free.
specify operational, tactical, and strategic information requirements.
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solve possible disputes between users and analyst.
use graphical aids which simplify understanding and design.

There are various information gathering techniques:
Interviewing
Systems analyst collects information from individuals or groups by interviewing. The
analyst can be formal, legalistic, play politics, or be informal; as the success of an interview
depends on the skill of analyst as interviewer.
It can be done in two ways:
Unstructured interview: The system analyst conducts question-answer session

to acquire basic information of the system.
Structured interview: It has standard questions which user need to respond in

either close (objective) or open (descriptive) format.
Advantages of Interviewing
This method is frequently the best source of gathering qualitative information.
It is useful for them, who do not communicate effectively in writing or who may
not have the time to complete questionnaire.
Information can easily be validated and cross checked immediately.
It can handle the complex subjects.
It is easy to discover key problem by seeking opinions.
It bridges the gaps in the areas of misunderstandings and minimizes future

problems.
Questionnaires
This method is used by analyst to gather information about various issues of system from
large number of persons.
There are two types of questionnaires:
Open-ended Questionnaires: It consists of questions that can be easily and

correctly interpreted. They can explore a problem and lead to a specific direction
of answer.
Closed-ended Questionnaires: It consists of questions that are used when the
systems analyst effectively lists all possible responses, which are mutually
exclusive.
Advantages of questionnaires
It is very effective in surveying interests, attitudes, feelings, and beliefs of users
which are not co-located.
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It is useful in situation to know what proportion of a given group approves or

disapproves of a particular feature of the proposed system.
It is useful to determine the overall opinion before giving any specific direction to
the system project.
It is more reliable and provides high confidentiality of honest responses.
It is appropriate for electing factual information and for statistical data collection
which can be emailed and sent by post.
Review of Records, Procedures, and Forms

Review of existing records, procedures, and forms helps to seek insight into a system
which describes the current system capabilities, its operations, or activities.
Advantages
It helps user to gain some knowledge about the organization or operations by
themselves before they impose upon others.
It helps in documenting current operations within short span of time as the

procedure manuals and forms describe the format and functions of present system.
It can provide a clear understanding about the transactions that are handled in the
organization, identifying input for processing, and evaluating performance.
It can help an analyst to understand the system in terms of the operations that
must be supported.
It describes the problem, its affected parts, and the proposed solution.
Observation
This is a method of gathering information by noticing and observing the people, events,
and objects. The analyst visits the organization to observe the working of current system
and understands the requirements of the system.
Advantages
It is a direct method for gleaning information.
It is useful in situation where authenticity of data collected is in question or when
complexity of certain aspects of system prevents clear explanation by end-users.
It produces more accurate and reliable data.
It produces all the aspect of documentation that are incomplete and outdated
Joint Application Development (JAD)

It is a new technique developed by IBM which brings owners, users, analysts, designers,
and builders to define and design the system using organized and intensive workshops.
JAD trained analyst act as facilitator for workshop who has some specialized skills.
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Advantages of JAD
It saves time and cost by replacing months of traditional interviews and follow-up
meetings.
It is useful in organizational culture which supports joint problem solving.
Fosters formal relationships among multiple levels of employees.
It can lead to development of design creatively.
It Allows rapid development and improves ownership of information system.
Secondary Research or Background Reading

This method is widely used for information gathering by accessing the gleaned information.
It includes any previously gathered information used by the marketer from any internal or
external source.
Advantages
It is more openly accessed with the availability of internet.
It provides valuable information with low cost and time.
It act as forerunner to primary research and aligns the focus of primary research.
It is used by the researcher to conclude if the research is worth it as it is available

with procedures used and issues in collecting them.
Feasibility Study
Feasibility Study can be considered as preliminary investigation that helps the
management to take decision about whether study of system should be feasible for
development or not.
It identifies the possibility of improving an existing system, developing a new

system, and produce refined estimates for further development of system.
It is used to obtain the outline of the problem and decide whether feasible or
appropriate solution exists or not.
The main objective of a feasibility study is to acquire problem scope instead of

solving the problem.
The output of a feasibility study is a formal system proposal act as decision

document which includes the complete nature and scope of the proposed system.
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Steps Involved in Feasibility Analysis

The following steps are to be followed while performing feasibility analysis:
1. Form a project team and appoint a project leader.
2. Develop system flowcharts.
3. Identify the deficiencies of current system and set goals.
4. Enumerate the alternative solution or potential candidate system to meet goals.
5. Determine the feasibility of each alternative such as technical feasibility,

operational feasibility, etc.
6. Weight the performance and cost effectiveness of each candidate system.
7. Rank the other alternatives and select the best candidate system.
8. Prepare a system proposal of final project directive to management for approval.
Types of Feasibilities
Economic Feasibility
It is evaluating the effectiveness of candidate system by using cost/benefit analysis
method.
It demonstrates the net benefit from the candidate system in terms of benefits and
costs to the organization.
The main aim of Economic Feasibility Analysis (EFS) is to estimate the economic
requirements of candidate system before investments funds are committed to
proposal.
It prefers the alternative which will maximize the net worth of organization by
earliest and highest return of funds along with lowest level of risk involved in
developing the candidate system.
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Technical Feasibility
It investigates the technical feasibility of each implementation alternative.
It analyzes and determines whether the solution can be supported by existing

technology or not.
The analyst determines whether current technical resources be upgraded or added

it that fulfill the new requirements.
It ensures that the candidate system provides appropriate responses to what extent
it can support the technical enhancement.
Operational Feasibility
It determines whether the system is operating effectively once it is developed and
implemented.
It ensures that the management should support the proposed system and its
working feasible in the current organizational environment.
It analyzes whether the users will be affected and they accept the modified or new
business methods that affect the possible system benefits.
It also ensures that the computer resources and network architecture of candidate
system are workable.
Behavioral Feasibility
It evaluates and estimates the user attitude or behavior towards the development
of new system.
It helps in determining if the system requires special effort to educate, retrain,
transfer, and changes in employees job status on new ways of conducting
business.
Schedule Feasibility
It ensures that the project should be completed within given time constraint or
schedule.
It also verifies and validates whether the deadlines of project are reasonable or
not.
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4. Structured Analysis
Analysts use various tools to understand and describe the information system. One of the
ways is using structured analysis.
What is Structured Analysis?

Structured Analysis is a development method that allows the analyst to understand the
system and its activities in a logical way.
It is a systematic approach, which uses graphical tools that analyze and refine the
objectives of an existing system and develop a new system specification which can be
easily understandable by user.
It has following attributes:
It is graphic which specifies the presentation of application.
It divides the processes so that it gives a clear picture of system flow.
It is logical rather than physical i.e., the elements of system do not depend on
vendor or hardware.
It is an approach that works from high-level overviews to lower-level details.
Structured Analysis Tools

During Structured Analysis, various tools and techniques are used for system
development. They are:
Data Flow Diagrams

Data Dictionary
Decision Trees
Decision Tables
Structured English
Pseudocode
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Data Flow Diagrams (DFD) or Bubble Chart

It is a technique developed by Larry Constantine to express the requirements of system
in a graphical form.
It shows the flow of data between various functions of system and specifies how
the current system is implemented.
It is an initial stage of design phase that functionally divides the requirement

specifications down to the lowest level of detail.
Its graphical nature makes it a good communication tool between user and analyst
or analyst and system designer.
It gives an overview of what data a system processes, what transformations are

performed, what data are stored, what results are produced and where they flow.
Basic Elements of DFD

DFD is easy to understand and quite effective when the required design is not clear and
the user wants a notational language for communication. However, it requires a large
number of iterations for obtaining the most accurate and complete solution.
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The following table shows the symbols used in designing a DFD and their significance:
Symbol Name Symbol Meaning
Square Source or Destination of Data
Arrow Data flow
Circle Process transforming data flow
Open Rectangle Data Store
Types of DFD
DFDs are of two types: Physical DFD and Logical DFD. The following table lists the points
that differentiate a physical DFD from a logical DFD.
Physical DFD Logical DFD
It is implementation dependent. It shows It is implementation independent. It focuses

which functions are performed. only on the flow of data between processes.
It provides low level details of hardware, It explains events of systems and data
software, files, and people. required by each event.
It depicts how the current system

It shows how business operates; not how
operates and how a system will be
the system can be implemented.
implemented.
Context Diagram
A context diagram helps in understanding the entire system by one DFD which gives the
overview of a system. It starts with mentioning major processes with little details and then
goes onto giving more details of the processes with the top-down approach.
The context diagram of mess management is shown below.
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Data Dictionary
A data dictionary is a structured repository of data elements in the system. It stores the
descriptions of all DFD data elements that is, details and definitions of data flows, data
stores, data stored in data stores, and the processes.
A data dictionary improves the communication between the analyst and the user. It plays
an important role in building a database. Most DBMSs have a data dictionary as a standard
feature. For example, refer the following table:
Sr. No. Data Name Description No. of Characters
1 ISBN ISBN Number 10
2 TITLE Title 60
3 SUB Book Subjects 80
4 ANAME Author Name 15
Decision Trees
Decision trees are a method for defining complex relationships by describing decisions and
avoiding the problems in communication. A decision tree is a diagram that shows
alternative actions and conditions within horizontal tree framework. Thus, it depicts which
conditions to consider first, second, and so on.
Decision trees depict the relationship of each condition and their permissible actions. A
square node indicates an action and a circle indicates a condition. It forces analysts to
consider the sequence of decisions and identifies the actual decision that must be made.
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The major limitation of a decision tree is that it lacks information in its format to describe
what other combinations of conditions you can take for testing. It is a single representation
of the relationships between conditions and actions.
For example, refer the following decision tree:
Decision Tables
Decision tables are a method of describing the complex logical relationship in a precise
manner which is easily understandable.
It is useful in situations where the resulting actions depend on the occurrence of one
or several combinations of independent conditions.
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It is a matrix containing row or columns for defining a problem and the actions.
Components of a Decision Table

Condition Stub: It is in the upper left quadrant which lists all the condition to be
checked.
Action stub: It is in the lower left quadrant which outlines all the action to be
carried out to meet such condition.
Condition Entry: It is in upper right quadrant which provides answers to questions

asked in condition stub quadrant.
Action Entry: It is in lower right quadrant which indicates the appropriate action
resulting from the answers to the conditions in the condition entry quadrant.
The entries in decision table are given by Decision Rules which define the relationships
between combinations of conditions and courses of action. In rules section,
Y shows the existence of a condition.
N represents the condition, which is not satisfied.
A blank - against action states it is to be ignored.
X (or a check mark will do) against action states it is to be carried out.
For example, refer the following table:
CONDITIONS Rule 1 Rule 2 Rule 3 Rule 4
Advance
Y N N N
payment made
Purchase
amount = Rs - Y Y N
10,000/-
Regular
- Y N -
Customer
ACTIONS
Give 5%
X X - -
discount
Give no discount - - X X
Structured English
Structure English is derived from structured programming language which gives more
understandable and precise description of process. It is based on procedural logic that
uses construction and imperative sentences designed to perform operation for action.
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It is best used when sequences and loops in a program must be considered and the
problem needs sequences of actions with decisions.
It does not have strict syntax rule. It expresses all logic in terms of sequential
decision structures and iterations.
For example, see the following sequence of actions:
if customer pays advance

then
Give 5% Discount
else
if purchase amount >=10,000
then
if the customer is a regular customer
then Give 5% Discount
else No Discount
end if
else No Discount
end if
end if
Pseudocode
A pseudocode does not conform to any programming language and expresses logic in plain
English.
It may specify the physical programming logic without actual coding during and
after the physical design.
It is used in conjunction with structured programming.
It replaces the flowcharts of a program.
Guidelines for Selecting Appropriate Tools

Use the following guidelines for selecting the most appropriate tool that would suit your
requirements:
Use DFD at high or low level analysis for providing good system documentations.
Use data dictionary to simplify the structure for meeting the data requirement of
the system.
Use structured English if there are many loops and actions are complex.
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Use decision tables when there are a large number of conditions to check and logic
is complex.
Use decision trees when sequencing of conditions is important and if there are few
conditions to be tested.
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5. System DesignSystems Analysis and Design
System design is the phase that bridges the gap between problem domain and the
existing system in a manageable way. This phase focuses on the solution domain, i.e.
how to implement?
It is the phase where the SRS document is converted into a format that can be
implemented and decides how the system will operate.
In this phase, the complex activity of system development is divided into several smaller
sub-activities, which coordinate with each other to achieve the main objective of system
development.
Inputs to System Design

System design takes the following inputs:
Statement of work
Requirement determination plan
Current situation analysis
Proposed system requirements including a conceptual data model, modified DFDs,
and Metadata (data about data).
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Outputs for System Design

System design gives the following outputs:
Infrastructure and organizational changes for the proposed system.
A data schema, often a relational schema.
Metadata to define the tables/files and columns/data-items.
A function hierarchy diagram or web page map that graphically describes the program
structure.
Actual or pseudocode for each module in the program.
A prototype for the proposed system.
Types of System Design
Logical Design
Logical design pertains to an abstract representation of the data flow, inputs, and outputs
of the system. It describes the inputs (sources), outputs (destinations), databases (data
stores), procedures (data flows) all in a format that meets the user requirements.
While preparing the logical design of a system, the system analyst specifies the user needs
at level of detail that virtually determines the information flow into and out of the system
and the required data sources. Data flow diagram, E-R diagram modeling are used.
Physical Design
Physical design relates to the actual input and output processes of the system. It focuses
on how data is entered into a system, verified, processed, and displayed as output.
It produces the working system by defining the design specification that specifies exactly
what the candidate system does. It is concerned with user interface design, process
design, and data design.
It consists of the following steps:
Specifying the input/output media, designing the database, and specifying backup
procedures.
Planning system implementation.
Devising a test and implementation plan, and specifying any new hardware and
software.
Updating costs, benefits, conversion dates, and system constraints.
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Architectural Design
It is also known as high level design that focuses on the design of system architecture. It
describes the structure and behavior of the system. It defines the structure and
relationship between various modules of system development process.
Detailed Design
It follows Architectural design and focuses on development of each module.
Conceptual Data Modeling

It is representation of organizational data which includes all the major entities and
relationship. System analysts develop a conceptual data model for the current system that
supports the scope and requirement for the proposed system.
The main aim of conceptual data modeling is to capture as much meaning of data as
possible. Most organization today use conceptual data modeling using E-R model which
uses special notation to represent as much meaning about data as possible.
Entity Relationship Model

It is a technique used in database design that helps describe the relationship between
various entities of an organization.
Terms used in E-R model

ENTITY: It specifies distinct real world items in an application. For example: vendor, item,
student, course, teachers, etc.
RELATIONSHIP: They are the meaningful dependencies between entities.

For example, vendor supplies items, teacher teaches courses, then supplies and
course are relationship.
ATTRIBUTES: It specifies the properties of relationships. For example, vendor code, student name.
Symbols used in E-R model and their respective meanings:
The following table shows the symbols used in E-R model and their significance:
Symbol Meaning
Entity
Weak Entity
Relationship
Identity Relationship
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Attributes
Key Attributes
Multivalued
Composite Attribute
Derived Attributes
E1 R E2 Total Participation of E2 in R
E1 R E2 Cardinality Ratio 1:N for E1:E2 in R
Three types of relationships can exist between two sets of data: one-to-one, one-to-many,
and many-to-many.
File Organization
It describes how records are stored within a file.
There are four file organization methods:
Serial: Records are stored in chronological order (in order as they are input or
occur). Examples: Recording of telephone charges, ATM transactions, Telephone
queues
Sequential: Records are stored in order based on a key field which contains a
value that uniquely identifies a record. Examples: Phone directories
Direct (relative): Each record is stored based on a physical address or location

on the device. Address is calculated from the value stored in the records key field.
Randomizing routine or hashing algorithm does the conversion
Indexed: Records can be processed both sequentially and non-sequentially using

indexes.
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Comparison
File Access
One can access a file using either Sequential Access or Random Access. File Access
methods allow computer programs read or write records in a file.
Sequential Access
Every record on the file is processed starting with the first record until End of File (EOF) is
reached. It is efficient when a large number of the records on the file need to be accessed
at any given time. Data stored on a tape (sequential access) can be accessed only
sequentially
Direct (Random) Access

Records are located by knowing their physical locations or addresses on the device rather
than their positions relative to other records. Data stored on a CD device (direct-access)
can be accessed either sequentially or randomly.
Types of Files used in an Organization System

Following are the types of files used in an organization system:
Master file: It contains the current information for a system. For example,
customer file, student file, telephone directory.
Table file: It is a type of master file that changes infrequently and stored in a
tabular format. For example, storing Zipcode.
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Transaction file: It contains the day-to-day information generated from business

activities. It is used to update or process the master file. For example, Addresses
of the employees.
Temporary file: It is created and used whenever needed by a system.
Mirror files: They are the exact duplicates of other files. Help minimize the risk of
downtime in cases when the original becomes unusable. They must be modified
each time the original file is changed.
Log files: They contain copies of master and transaction records in order to
chronicle any changes that are made to the master file. It facilitates auditing and
provides mechanism for recovery in case of system failure.
Archive file: Backup files that contain historical versions of other files.
Documentation Control
Documentation is a process of recording the information for any reference or operational
purpose. It helps users, managers, and IT staff, who require it. It is important that
prepared document must be updated on regular basis to trace the progress of the system
easily.
After the implementation of system if the system is working improperly, then

documentation helps the administrator to understand the flow of data in the system to
correct the flaws and get the system working.
Programmers or systems analysts usually create program and system documentation.

Systems analysts usually are responsible for preparing documentation to help users learn
the system. In large companies, a technical support team that includes technical writers
might assist in the preparation of user documentation and training materials.
Advantages
It can reduce system downtime, cut costs, and speed up maintenance tasks.
It provides the clear description of formal flow of present system and helps to
understand the type of input data and how the output can be produced.
It provides effective and efficient way of communication between technical and

nontechnical users about system.
It facilitates the training of new user so that he can easily understand the flow of
system.
It helps the user to solve the problems such as troubleshooting and helps the
manager to take better final decisions of the organization system.
It provides better control to the internal or external working of the system.
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Types of Documentations
When it comes to System Design, there are following four main documentations:
Program documentation
System documentation
Operations documentation
User documentation
Program Documentation
It describes inputs, outputs, and processing logic for all the program modules.
The program documentation process starts in the system analysis phase and
continues during implementation.
This documentation guides programmers, who construct modules that are well
supported by internal and external comments and descriptions that can be
understood and maintained easily.
Operations Documentation
Operations documentation contains all the information needed for processing and
distributing online and printed output. Operations documentation should be clear, concise,
and available online if possible.
It includes the following information:
Program, systems analyst, programmer, and system identification.
Scheduling information for printed output, such as report, execution frequency, and
deadlines.
Input files, their source, output files, and their destinations.
E-mail and report distribution lists.
Special forms required, including online forms.
Error and informational messages to operators and restart procedures.
Special instructions, such as security requirements.
User Documentation
It includes instructions and information to the users who will interact with the system. For
example, user manuals, help guides, and tutorials. User documentation is valuable in
training users and for reference purpose. It must be clear, understandable, and readily
accessible to users at all levels.
The users, system owners, analysts, and programmers, all put combined efforts to develop
a users guide.
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A user documentation should include:
A system overview that clearly describes all major system features, capabilities,
and limitations.
Description of source document content, preparation, processing, and, samples.
Overview of menu and data entry screen options, contents, and processing
instructions.
Examples of reports that are produced regularly or available at the users request,
including samples.
Security and audit trail information.
Explanation of responsibility for specific input, output, or processing

requirements.
Procedures for requesting changes and reporting problems.
Examples of exceptions and error situations.
Frequently asked questions (FAQs).
Explanation of how to get help and procedures for updating the user manual.
System Documentation
System documentation serves as the technical specifications for the IS and how the
objectives of the IS are accomplished. Users, managers and IS owners need never
reference system documentation. System documentation provides the basis for
understanding the technical aspects of the IS when modifications are made.
It describes each program within the IS and the entire IS itself.
It describes the systems functions, the way they are implemented, each program's
purpose within the entire IS with respect to the order of execution, information
passed to and from programs, and overall system flow.
It includes data dictionary entries, data flow diagrams, object models, screen
layouts, source documents, and the systems request that initiated the project
Most of the system documentation is prepared during the system analysis and
system design phases.
During systems implementation, an analyst must review system documentation to

verify that it is complete, accurate, and up-to-date, and including any changes
made during the implementation process.
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6. Design Strategies
Top-Down Strategy
The top-down strategy uses the modular approach to develop the design of a system. It
is called so because it starts from the top or the highest-level module and moves towards
the lowest level modules.
In this technique, the highest-level module or main module for developing the software is
identified. The main module is divided into several smaller and simpler submodules or
segments based on the task performed by each module. Then, each submodule is further
subdivided into several submodules of next lower level. This process of dividing each
module into several submodules continues until the lowest level modules, which cannot
be further subdivided, are not identified.
Bottom-Up Strategy
Bottom-Up Strategy follows the modular approach to develop the design of the system. It
is called so because it starts from the bottom or the most basic level modules and moves
towards the highest level modules.
In this technique,
The modules at the most basic or the lowest level are identified.
These modules are then grouped together based on the function performed by each
module to form the next higher-level modules.
Then, these modules are further combined to form the next higher-level modules.
This process of grouping several simpler modules to form higher level modules
continues until the main module of system development process is achieved.
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Structured Design
Structured design is a data-flow based methodology that helps in identifying the input and
output of the developing system. The main objective of structured design is to minimize
the complexity and increase the modularity of a program. Structured design also helps in
describing the functional aspects of the system.
In structured designing, the system specifications act as a basis for graphically

representing the flow of data and sequence of processes involved in a software
development with the help of DFDs. After developing the DFDs for the software system,
the next step is to develop the structure chart.
Modularization
Structured design partitions the program into small and independent modules. These are
organized in top down manner with the details shown in bottom.
Thus, structured design uses an approach called Modularization or decomposition to

minimize the complexity and to manage the problem by subdividing it into smaller
segments.
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Advantages
Critical interfaces are tested first.
It provide abstraction.
It allows multiple programmers to work simultaneously.
It allows code reuse.
It provides control and improves morale.
It makes identifying structure easier.
Structured Charts
Structured charts are a recommended tool for designing a modular, top down systems
which define the various modules of system development and the relationship between
each module. It shows the system module and their relationship between them.
It consists of diagram consisting of rectangular boxes that represent the modules,

connecting arrows, or lines.
Control Module: It is a higher-level module that directs lower-level modules,

called subordinate modules.
Library Module: It is a reusable module and can be invoked from more than one
point in the chart.
We have two different approaches to design a structured chart:
Transform-Centered Structured Charts: They are used when all the

transactions follow same path.
TransactionCentered Structured Charts: They are used when all the

transactions do not follow the same path.
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Objectives of Using Structure Flowcharts
To encourage a top-down design.
To support the concept of modules and identify the appropriate modules.
To show the size and complexity of the system.
To identify the number of readily identifiable functions and modules within each
function.
To depict whether each identifiable function is a manageable entity or should be

broken down into smaller components.
Factors Affecting System Complexity

To develop good quality of system software, it is necessary to develop a good design.
Therefore, the main focus on while developing the design of the system is the quality of
the software design. A good quality software design is the one, which minimizes the
complexity and cost expenditure in software development.
The two important concepts related to the system development that help in determining
the complexity of a system are coupling and cohesion.
Coupling
Coupling is the measure of the independence of components. It defines the degree of
dependency of each module of system development on the other. In practice, this means
the stronger the coupling between the modules in a system, the more difficult it is to
implement and maintain the system.
Each module should have simple, clean interface with other modules, and that the
minimum number of data elements should be shared between modules.
High Coupling
These type of systems have interconnections with program units dependent on each other.
Changes to one subsystem leads to high impact on the other subsystem.
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Low Coupling
These type of systems are made up of components which are independent or almost
independent. A change in one subsystem does not affect any other subsystem.
Coupling Measures
Content Coupling: When one component actually modifies another,then the

modified component is completely dependent on modifying one.
Common Coupling: When amount of coupling is reduced somewhat by organizing

system design so that data are accessible from a common data store.
Control Coupling: When one component passes parameters to control the activity
of another component.
Stamp Coupling: When data structures is used to pass information from one
component to another.
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Data Coupling: When only data is passed then components are connected by this
coupling.
Cohesion
Cohesion is the measure of closeness of the relationship between its components. It
defines the amount of dependency of the components of a module on one another. In
practice, this means the systems designer must ensure that:
They do not split essential processes into fragmented modules
They do not gather together unrelated processes represented as processes on the

DFD into meaningless modules.
The best modules are those that are functionally cohesive. The worst modules are those
that are coincidentally cohesive.
The worst degree of cohesion

Coincidental cohesion is found in a component whose parts are unrelated to another.
Logical Cohesion: It is where several logically related functions or data elements

are placed in same component.
Temporal Cohesion: It is when a component that is used to initialize a system or

set variables performs several functions in sequence, but the functions are related
by timing involved.
Procedurally Cohesion: It is when functions are grouped together in a component

just to ensure this order.
Sequential Cohesion: It is when the output from one part of a component is the
input to the next part of it.
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7. Input / Output & Forms Design
Input Design
In an information system, input is the raw data that is processed to produce output. During
the input design, the developers must consider the input devices such as PC, MICR, OMR,
etc.
Therefore, the quality of system input determines the quality of system output. Well-
designed input forms and screens have following properties:
It should serve specific purpose effectively such as storing, recording, and

retrieving the information.
It ensures proper completion with accuracy.
It should be easy to fill and straightforward.
It should focus on users attention, consistency, and simplicity.
All these objectives are obtained using the knowledge of basic design principles
regarding:
o What are the inputs needed for the system?

o How end users respond to different elements of forms and screens.
Objectives for Input Design

The objectives of input design are:
To design data entry and input procedures
To reduce input volume
To design source documents for data capture or devise other data capture methods
To design input data records, data entry screens, user interface screens, etc.
To use validation checks and develop effective input controls.
Data Input Methods

It is important to design appropriate data input methods to prevent errors while entering
data. These methods depend on whether the data is entered by customers in forms
manually and later entered by data entry operators, or data is directly entered by users
on the PCs.
A system should prevent user from making mistakes by:
Clear form design by leaving enough space for writing legibly.

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Clear instructions to fill form.
Clear form design
Reducing key strokes
Immediate error feedback
Some of the popular data input methods are:
Batch input method (Offline data input method)

Online data input method
Computer readable forms
Interactive data input
Input Integrity Controls

Input integrity controls include a number of methods to eliminate common input errors by
end-users. They also include checks on the value of individual fields; both for format and
the completeness of all inputs.
Audit trails for data entry and other system operations are created using transaction logs
which gives a record of all changes introduced in the database to provide security and
means of recovery in case of any failure .
Output Design
The design of output is the most important task of any system. During output design,
developers identify the type of outputs needed, and consider the necessary output controls
and prototype report layouts.
Objectives of Output Design

The objectives of input design are:
To develop output design that serves the intended purpose and eliminates the
production of unwanted output.
To develop the output design that meets the end users requirements.
To deliver the appropriate quantity of output.
To form the output in appropriate format and direct it to the right person.
To make the output available on time for making good decisions.
Let us now go through various types of outputs:
External Outputs
Manufacturers create and design external outputs for printers. External outputs enable the
system to leave the trigger actions on the part of their recipients or confirm actions to
their recipients.
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Some of the external outputs are designed as turnaround outputs, which are implemented
as a form and re-enter the system as an input.
Internal outputs
Internal outputs are present inside the system, and used by end-users and managers.
They support the management in decision making and reporting.
There are three types of reports produced by management information:
Detailed Reports: They contain present information which has almost no filtering
or restriction generated to assist management planning and control.
Summary Reports: They contain trends and potential problems which are
categorized and summarized that are generated for managers who do not want
details.
Exception Reports: They contain exceptions, filtered data to some condition or

standard before presenting it to the manager, as information.
Output Integrity Controls

Output integrity controls include routing codes to identify the receiving system, and
verification messages to confirm successful receipt of messages that are handled by
network protocol.
Printed or screen-format reports should include a date/time for report printing and the
data. Multipage reports contain report title or description, and pagination. Pre-printed
forms usually include a version number and effective date.
Forms Design
Both forms and reports are the product of input and output design and are business
document consisting of specified data. The main difference is that forms provide fields for
data input but reports are purely used for reading. For example, order forms, employment
and credit application, etc.
During form designing, the designers should know:
o who will use them

o where would they be delivered
o the purpose of the form or report
During form design, automated design tools enhance the developers ability to
prototype forms and reports and present them to end users for evaluation.
Objectives of Good Form Design

A good form design is necessary to ensure the following:
To keep the screen simple by giving proper sequence, information, and clear
captions.
To meet the intended purpose by using appropriate forms.
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To ensure the completion of form with accuracy.
To keep the forms attractive by using icons, inverse video, or blinking cursors etc.
To facilitate navigation.
Types of Forms
Flat Forms
It is a single copy form prepared manually or by a machine and printed on a paper.
For additional copies of the original, carbon papers are inserted between copies.
It is a simplest and inexpensive form to design, print, and reproduce, which uses
less volume.
Unit Set/Snap out Forms

These are papers with one-time carbons interleaved into unit sets for either
handwritten or machine use.
Carbons may be either blue or black, standard grade medium intensity. Generally,
blue carbons are best for handwritten forms while black carbons are best for
machine use.
Continuous strip/Fanfold Forms

These are multiple unit forms joined in a continuous strip with perforations between
each pair of forms.
It is a less expensive method for large volume use.
No Carbon Required (NCR) Paper

They use carbonless papers which have two chemical coatings (capsules), one on
the face and the other on the back of a sheet of paper.
When pressure is applied, the two capsules interact and create an image.
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8. Testing And Quality Assurance
The software system needs to be checked for its intended behavior and direction of
progress at each development stage to avoid duplication of efforts, time and cost overruns,
and to assure completion of the system within stipulated time.
System testing and quality assurance come to aid for checking the system. It includes:
Product level quality (Testing)

Process level quality.
Let us go through them briefly:
Testing
Testing is the process or activity that checks the functionality and correctness of software
according to specified user requirements in order to improve the quality and reliability of
system. It is an expensive, time consuming, and critical approach in system development
which requires proper planning of overall testing process.
A successful test is one that finds the errors. It executes the program with explicit intention
of finding error, i.e., making the program fail. It is a process of evaluating system with an
intention of creating a strong system and mainly focuses on the weak areas of the system
or software.
Characteristics of System Testing

System testing begins at the module level and proceeds towards the integration of the
entire software system. Different testing techniques are used at different times while
testing the system. It is conducted by the developer for small projects and by independent
testing groups for large projects.
Stages of System Testing

The following stages are involved in testing:
Test Strategy
It is a statement that provides information about the various levels, methods, tools, and
techniques used for testing the system. It should satisfy all the needs of an organization.
Test Plan
It provides a plan for testing the system and verifies that the system under testing fulfils
all the design and functional specifications. The test plan provides the following
information:
Objectives of each test phase
Approaches and tools used for testing
Responsibilities and time required for each testing activity
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Availability of tools, facilities, and test libraries
Procedures and standards required for planning and conducting the tests
Factors responsible for successful completion of testing process
Test Case Design

Test cases are used to uncover as many errors as possible in the system.
A number of test cases are identified for each module of the system to be tested.
Each test case will specify how the implementation of a particular requirement or
design decision is to be tested and the criteria for the success of the test.
The test cases along with the test plan are documented as a part of a system
specification document or in a separate document called test specification or test
description.
Test Procedures
It consists of the steps that should be followed to execute each of the test cases. These
procedures are specified in a separate document called test procedure specification. This
document also specifies any special requirements and formats for reporting the result of
testing.
Test Result Documentation

Test result file contains brief information about the total number of test cases executed,
the number of errors, and nature of errors. These results are then assessed against criteria
in the test specification to determine the overall outcome of the test.
Types of Testing
Testing can be of various types and different types of tests are conducted depending on
the kind of bugs one seeks to discover:
Unit Testing
Also known as Program Testing, it is a type of testing where the analyst tests or focuses
on each program or module independently. It is carried out with the intention of executing
each statement of the module at least once.
In unit testing, accuracy of program cannot be assured and it is difficult to conduct

testing of various input combination in detail.
It identifies maximum errors in a program as compared to other testing techniques.
Integration Testing
In Integration Testing, the analyst tests multiple module working together. It is used to
find discrepancies between the system and its original objective, current specifications,
and systems documentation.
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Here the analysts are try to find areas where modules have been designed with
different specifications for data length, type, and data element name.
It verifies that file sizes are adequate and that indices have been built properly.
Functional Testing
Function testing determines whether the system is functioning correctly according to its
specifications and relevant standards documentation. Functional testing typically starts
with the implementation of the system, which is very critical for the success of the system.
Functional testing is divided into two categories:
Positive Functional Testing: It involves testing the system with valid inputs to
verify that the outputs produced are correct.
Negative Functional Testing: It involves testing the software with invalid inputs
and undesired operating conditions.
Rules for System Testing

To carry out system testing successfully, you need to follow the given rules:
Testing should be based on the requirements of user.
Before writing testing scripts, understand the business logic should be understood
thoroughly.
Test plan should be done as soon as possible.
Testing should be done by the third party.
It should be performed on static software.
Testing should be done for valid and invalid input conditions.
Testing should be reviewed and examined to reduce the costs.
Both static and dynamic testing should be conducted on the software.
Documentation of test cases and test results should be done.
Quality Assurance
It is the review of system or software products and its documentation for assurance that
system meets the requirements and specifications.
Purpose of QA is to provide confidence to the customers by constant delivery of

product according to specification.
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Software quality Assurance (SQA) is a techniques that includes procedures and

tools applied by the software professionals to ensure that software meet the
specified standard for its intended use and performance.
The main aim of SQA is to provide proper and accurate visibility of software project
and its developed product to the administration.
It reviews and audits the software product and its activities throughout the life
cycle of system development.
Objectives of Quality Assurance

The objectives of conducting quality assurance are as follows:
To monitor the software development process and the final software developed.
To ensure whether the software project is implementing the standards and

procedures set by the management.
To notify groups and individuals about the SQA activities and results of these
activities.
To ensure that the issues, which are not solved within the software are addressed
by the upper management.
To identify deficiencies in the product, process, or the standards, and fix them.
Levels of Quality Assurance

There are several levels of QA and testing that need to be performed in order to certify a
software product.
Level 1: Code Walk-through

At this level, offline software is examined or checked for any violations of the official coding
rules. In general, the emphasis is placed on examination of the documentation and level
of in-code comments.
Level 2: Compilation and Linking

At this level, it is checked that the software can compile and link all official platforms and
operating systems.
Level 3: Routine Running

At this level, it is checked that the software can run properly under a variety of conditions
such as certain number of events and small and large event sizes etc.
Level 4: Performance test

At this final level, it is checked that the performance of the software satisfies the previously
specified performance level.
49
9. System Implementation andSystems
Maintenance
Analysis and Design
Implementation is a process of ensuring that the information system is operational. It

involves:
Constructing a new system from scratch
Constructing a new system from the existing one.
Implementation allows the users to take over its operation for use and evaluation. It
involves training the users to handle the system and plan for a smooth conversion.
Training
The personnel in the system must know in detail what their roles will be, how they can
use the system, and what the system will or will not do. The success or failure of well-
designed and technically elegant systems can depend on the way they are operated and
used.
Training Systems Operators

Systems operators must be trained properly such that they can handle all possible
operations, both routine and extraordinary. The operators should be trained in what
common malfunctions may occur, how to recognize them, and what steps to take when
they come.
Training involves creating troubleshooting lists to identify possible problems and remedies
for them, as well as the names and telephone numbers of individuals to contact when
unexpected or unusual problems arise.
Training also involves familiarization with run procedures, which involves working through
the sequence of activities needed to use a new system.
User Training
End-user training is an important part of the computer-based information system
development, which must be provided to employees to enable them to do their own
problem solving.
User training involves how to operate the equipment, troubleshooting the system
problem, determining whether a problem that arose is caused by the equipment or
software.
Most user training deals with the operation of the system itself. The training courses
must be designed to help the user with fast mobilization for the organization.
Training Guidelines
Establishing measurable objectives
Using appropriate training methods
Selecting suitable training sites
50
Employing understandable training materials
Training Methods
Instructor-led training
It involves both trainers and trainees, who have to meet at the same time, but not
necessarily at the same place. The training session could be one-on-one or collaborative.
It is of two types:
Virtual Classroom
In this training, trainers must meet the trainees at the same time, but are not required to
be at the same place. The primary tools used here are: video conferencing, text based
Internet relay chat tools, or virtual reality packages, etc.
Normal Classroom
The trainers must meet the trainees at the same time and at the same place. They primary
tools used here are blackboard, overhead projectors, LCD projector, etc.
Self-Paced Training
It involves both trainers and trainees, who do not need to meet at the same place or at
the same time. The trainees learn the skills themselves by accessing the courses at their
own convenience. It is of two types:
Multimedia Training
In this training, courses are presented in multimedia format and stored on CD-ROM. It
minimizes the cost in developing an in-house training course without assistance from
external programmers.
Web-based Traing
In this training, courses are often presented in hyper media format and developed to
support internet and intranet. It provides justin-time training for end users and allow
organization to tailor training requirements.
Conversion
It is a process of migrating from the old system to the new one. It provides understandable
and structured approach to improve the communication between management and project
team.
Conversion Plan
It contains description of all the activities that must occur during implementation of the
new system and put it into operation. It anticipates possible problems and solutions to
deal with them.
It includes the following activities:
Name all files for conversions.
51
Identifying the data requirements to develop new files during conversion.
Listing all the new documents and procedures that are required.
Identifying the controls to be used in each activity.
Identifying the responsibility of person for each activity.
Verifying conversion schedules.
Conversion Methods
The four methods of conversion are:
Parallel Conversion
Direct Cutover Conversion
Pilot Approach
Phase-In Method
Disadvantages
Method Description Advantages
Causes cost
Provides fallback when
Old and new overruns.
new system fails.
Parallel systems
Conversion are used New system may
Offers greatest
simultaneously. not get fair trail.
security and ultimately
testing of new system.
Forces users to make No fall back if

New system is
new system work problems arise
implemented and
Direct Cutover with new system
old system is
Conversion Immediate benefit from
replaced
new methods and Requires most
completely.
control. careful planning
Allows training and A long term phase-

Supports phased installation without in causes a
approach that unnecessary use of problem of
gradually resources. whether
Pilot Approach
implement system conversion goes
across all users Avoid large well or not.
contingencies from
risk management.
Working version
Provides experience and
of system Gives impression
line test before
implemented in that old system is
Phase-In implementation
one part of erroneous and it is
Method
organization not reliable.
When preferred new
based on
system involves new
feedback, it is
52
installed technology or drastic

throughout the changes in performance.
organization all
alone or stage by
stage.
File Conversion
It is a process of converting one file format into another. For example, file in WordPerfect
format can be converted into Microsoft Word.
For successful conversion, a conversion plan is required, which includes:
Knowledge of the target system and understanding of the present system
Teamwork
Automated methods, testing and parallel operations
Continuous support for correcting problems
Updating systems/user documentation, etc
Many popular applications support opening and saving to other file formats of the same
type. For example, Microsoft Word can open and save files in many other word processing
formats.
Post-Implementation Evaluation Review (PIER)

PIER is a tool or standard approach for evaluating the outcome of the project and
determine whether the project is producing the expected benefits to the processes,
products or services. It enables the user to verify that the project or system has achieved
its desired outcome within specified time period and planned cost.
PIER ensures that the project has met its goals by evaluating the development and
management processes of the project.
Objectives of PIER
The objectives of having a PIER are as follows:
To determine the success of a project against the projected costs, benefits, and
timelines.
To identify the opportunities to add additional value to the project.
To determine strengths and weaknesses of the project for future reference and
appropriate action.
To make recommendations on the future of the project by refining cost estimating

techniques.
53
The following staff members should be included in the review process:
Project team and Management
User staff
Strategic Management Staff
External users
System Maintenance / Enhancement

Maintenance means restoring something to its original conditions. Enhancement means
adding, modifying the code to support the changes in the user specification. System
maintenance conforms the system to its original requirements and enhancement adds to
system capability by incorporating new requirements.
Thus, maintenance changes the existing system, enhancement adds features to the
existing system, and development replaces the existing system. It is an important part of
system development that includes the activities which corrects errors in system design
and implementation, updates the documents, and tests the data.
Maintenance Types
System maintenance can be classified into three types:
Corrective Maintenance: Enables user to carry out the repairing and correcting
leftover problems.
Adaptive Maintenance: Enables user to replace the functions of the programs.
Perfective Maintenance: Enables user to modify or enhance the programs

according to the users requirements and changing needs.
54
10. System Security andSystems
Audit Analysis and Design
System Audit
It is an investigation to review the performance of an operational system. The objectives
of conducting a system audit are as follows:
To compare actual and planned performance.
To verify that the stated objectives of system are still valid in current environment.
To evaluate the achievement of stated objectives.
To ensure the reliability of computer based financial and other information.
To ensure all records included while processing.
To ensure protection from frauds.
Audit of Computer System Usage

Data processing auditors audits the usage of computer system in order to control it. The
auditor need control data which is obtained by computer system itself.
The System Auditor

The role of auditor begins at the initial stage of system development so that resulting
system is secure. It describes an idea of utilization of system that can be recorded which
helps in load planning and deciding on hardware and software specifications. It gives an
indication of wise use of the computer system and possible misuse of the system.
Audit Trial
An audit trial or audit log is a security record which is comprised of who has accessed
a computer system and what operations are performed during a given period of time. Audit
trials are used to do detailed tracing of how data on the system has changed.
It provides documentary evidence of various control techniques that a transaction is

subject to during its processing. Audit trials do not exist independently. They are carried
out as a part of accounting for recovering lost transactions.
Audit Methods
Auditing can be done in two different ways:
Auditing around the Computer

Take sample inputs and manually apply processing rules.
55
Compare outputs with computer outputs
Auditing through the Computer

Establish audit trial which allows examining selected intermediate results
Control totals provide intermediate checks
Audit Considerations
Audit considerations examine the results of the analysis by using both the narratives and
models to identify the problems caused due to misplaced functions, split processes or
functions, broken data flows, missing data, redundant or incomplete processing, and non-
addressed automation opportunities.
The activities under this phase are as follows:
Identification of the current environment problems
Identification of problem causes
Identification of alternative solutions
Evaluation and feasibility analysis of each solution
Selection and recommendation of most practical and appropriate solution
Project cost estimation and cost benefit analysis
Security
System security refers to protecting the system from theft, unauthorized access and
modifications, and accidental or unintentional damage. In computerized systems, security
involves protecting all the parts of computer system which includes data, software, and
hardware. Systems security includes system privacy and system integrity.
System privacy deals with protecting individuals systems from being accessed and used without
the permission/knowledge of the concerned individuals.
System integrity is concerned with the quality and reliability of raw as well as
processed data in the system.
Control Measures
There are variety of control measures which can be broadly classified as follows:
Backup
Regular backup of databases daily/weekly depending on the time criticality and
size.
Incremental back up at shorter intervals.
56
Backup copies kept in safe remote location particularly necessary for disaster
recovery.
Duplicate systems run and all transactions mirrored if it is a very critical system
and cannot tolerate any disruption before storing in disk.
Physical Access Control to Facilities

Physical locks and Biometric authentication. For example, finger print
ID cards or entry passes being checked by security staff.
Identification of all persons who read or modify data and logging it in a file.
Using Logical or Software Control

Password system.
Encrypting sensitive data/programs.
Training employees on data care/handling and security.
Antivirus software and Firewall protection while connected to internet.
Risk Analysis
A risk is the possibility of losing something of value. Risk analysis starts with planning for
secure system by identifying the vulnerability of system and impact of this. The plan is
then made to manage the risk and cope with disaster. It is done to accesses the probability
of possible disaster and their cost.
Risk analysis is a teamwork of experts with different backgrounds like chemicals, human
error, and process equipment.
The following steps are to be followed while conducting risk analysis:
Identification of all the components of computer system.
Identification of all the threats and hazards that each of the components faces.
Quantify risks i.e. assessment of loss in the case threats become reality.
Risk Analysis Main Steps

As the risks or threats are changing and the potential loss are also changing, management
of risk should be performed on periodic basis by senior managers.
57
Risk management is a continuous process and it involves the following steps:
Identification of security measures.
Calculation of the cost of implementation of security measures.
Comparison of the cost of security measures with the loss and probability of threats.
Selection and implementation of security measures.
Review of the implementation of security measures
58
11. Object-Oriented Approach
In the object-oriented approach, the focus is on capturing the structure and behavior of
information systems into small modules that combines both data and process. The main
aim of Object Oriented Design (OOD) is to improve the quality and productivity of system
analysis and design by making it more usable.
In analysis phase, OO models are used to fill the gap between problem and solution. It
performs well in situation where systems are undergoing continuous design, adaption, and
maintenance. It identifies the objects in problem domain, classifying them in terms of data
and behavior.
The OO model is beneficial in the following ways:
It facilitates changes in the system at low cost.
It promotes the reuse of components.
It simplifies the problem of integrating components to configure large system.
It simplifies the design of distributed systems.
Elements of Object-Oriented System

Let us go through the characteristics of OO System:
Objects An object is something that is exists within problem domain and can be identified by data
(attribute) or behavior. All tangible entities (student, patient) and some intangible
entities (bank account) are modeled as object.
Attributes They describe information about the object.
Behavior It specifies what the object can do. It defines the operation
performed on objects.
Class A class encapsulates the data and its behavior. Objects with similar
meaning and purpose grouped together as class.
Methods Methods determine the behavior of a class. They are nothing more
than an action that an object can perform.
Message A message is a function or procedure call from one object to another.

They are information sent to objects to trigger methods. Essentially, a message is
a function or procedure call from one object to another.
59
Features of Object-Oriented System

An object-oriented system comes with several great features which are discussed below.
Encapsulation
Encapsulation is a process of information hiding. It is simply the combination of process
and data into a single entity. Data of an object is hidden from the rest of the system and
available only through the services of the class. It allows improvement or modification of
methods used by objects without affecting other parts of a system.
Abstraction
It is a process of taking or selecting necessary method and attributes to specify the object.
It focuses on essential characteristics of an object relative to perspective of user.
Relationships
All the classes in the system are related with each other. The objects do not exist in
isolation, they exist in relationship with other objects.
There are three types of object relationships:
Aggregation It indicates relationship between a whole and its parts.
Association In this, two classes are related or connected in some way

such as one class works with another to perform a task or one class acts upon other
class.
Generalization The child class is based on parent class. It indicates that two
classes are similar but have some differences.
Inheritance
Inheritance is a great feature that allows to create sub-classes from an existing class by
inheriting the attributes and/or operations of existing classes.
Polymorphism and Dynamic Binding

Polymorphism is the ability to take on many different forms. It applies to both objects and
operations. A polymorphic object is one who true type hides within a super or parent class.
In polymorphic operation, the operation may be carried out differently by different classes
of objects. It allows us to manipulate objects of different classes by knowing only their
common properties.
60
Structured Approach Vs. Object-Oriented Approach

The following table explains how the object-oriented approach differs from the traditional
structured approach:
Structured Approach Object oriented approach
It works with Top-down approach. It works with Bottom-up approach.
Program is divided into number of Program is organized by having number of

submodules or functions. classes and objects.
Function call is used. Message passing is used.
Software reuse is not possible. Reusability is possible.
Structured design programming usually Object oriented design programming done

left until end phases. concurrently with other phases.
Structured Design is more suitable for

It is suitable for in-house development.
offshoring.
It shows clear transition from design to Not so clear transition from design to
implementation. implementation.
It is suitable for real time system, It is suitable for most business

embedded system and projects where applications, game development projects,
objects are not the most useful level of which are expected to customize or
abstraction. extended.
Class diagram, sequence diagram, state

DFD &E-R diagram model the data. chart diagram, and use cases all
contribute.
In this approach, projects can be difficult

In this, projects can be managed easily
to manage due to uncertain transitions
due to clearly identifiable phases.
between phase.
Unified Modeling Language (UML)

UML is a visual language that lets you to model processes, software, and systems to
express the design of system architecture. It is a standard language for designing and
documenting a system in an object oriented manner that allow technical architects to
communicate with developer.
It is defined as set of specifications created and distributed by Object Management Group.

UML is extensible and scalable.
The objective of UML is to provide a common vocabulary of object-oriented terms and

diagramming techniques that is rich enough to model any systems development project
from analysis through implementation.
61
UML is made up of:
Diagrams: It is a pictorial representations of process, system, or some part of it.
Notations: It consists of elements that work together in a diagram such as

connectors, symbols, notes, etc.
Example of UML Notation for class
Instance diagram-UML notation
62
Operations Performed on Objects

The following operations are performed on the objects:
Constructor/Destructor: Creating new instances of a class and deleting existing instances of a class.
For example, adding a new employee.
Query: Accessing state without changing value, has no side effects.

For example, finding address of a particular employee.
Update: changes value of one or more attributes & affect state of object For
example, changing the address of an employee.
Uses of UML
UML is quite useful for the following purposes:
Modeling the business process
Describing the system architecture
Showing the application structure
Capturing the system behavior
Modeling the data structure
Building the detailed specifications of the system
Sketching the ideas
Generating the program code
Static Models
Static models show the structural characteristics of a system, describe its system
structure, and emphasize on the parts that make up the system.
They are used to define class names, attributes, methods, signature, and packages.
UML diagrams that represent static model include class diagram, object diagram,
and use case diagram.
Dynamic Models
Dynamic models show the behavioral characteristics of a system, i.e., how the system
behaves in response to external events.
Dynamic models identify the object needed and how they work together through
methods and messages.
They are used to design the logic and behavior of system.
63
UML diagrams represent dynamic model include sequence diagram, communication

diagram, state diagram, activity diagram.
Object Oriented System Development Life Cycle

It consists of three macro processes:
Object Oriented Analysis (OOA)

Object oriented design (OOD)
Object oriented Implementation (OOI)
Object Oriented Systems Development Activities

Object-oriented systems development includes the following stages:
Object-oriented analysis
Object-oriented design
Prototyping
Implementation
Incremental testing
Object-Oriented Analysis
This phase concerns with determining the system requirements and to understand the
system requirements build a use-case model. A use-case is a scenario to describe the
interaction between user and computer system. This model represents the user needs or
user view of system.
It also includes identifying the classes and their relationships to the other classes in the
problem domain, that make up an application.
64
Object-Oriented Design
The objective of this phase is to design and refine the classes, attributes, methods, and
structures that are identified during the analysis phase, user interface, and data access.
This phase also identifies and defines the additional classes or objects that support
implementation of the requirement.
Prototyping
Prototyping enables to fully understand how easy or difficult it will be to implement some
of the features of the system.
It can also give users a chance to comment on the usability and usefulness of the design.
It can further define a use-case and make use-case modeling much easier.
Implementation
It uses either Component-Based Development (CBD) or Rapid Application Development
(RAD).
Component-based development (CBD)

CODD is an industrialized approach to the software development process using various
range of technologies like CASE tools. Application development moves from custom
development to assembly of pre-built, pre-tested, reusable software components that
operate with each other. A CBD developer can assemble components to construct a
complete software system.
Rapid Application Development (RAD)

RAD is a set of tools and techniques that can be used to build an application faster than
typically possible with traditional methods. It does not replace SDLC but complements it,
since it focuses more on process description and can be combined perfectly with the object
oriented approach.
Its task is to build the application quickly and incrementally implement the user
requirements design through tools such as visual basic, power builder, etc.
Incremental Testing
Software development and all of its activities including testing are an iterative process.
Therefore, it can be a costly affair if we wait to test a product only after its complete
development. Here incremental testing comes into picture wherein the product is tested
during various stages of its development.
65

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Systems Analysis and Design

About the Tutorial

Disclaimer & Copyright

Disclaimer & Copyright ........................................................................................................................... i

Table of Contents .................................................................................................................................. ii

1. SYSTEMS ANALYSIS AND DESIGN OVERVIEW .......................................................... 1

Systems Analysis ................................................................................................................................... 1

Systems Design ...................................................................................................................................... 1

What is a System? ................................................................................................................................. 1

Properties of a System ........................................................................................................................... 2

Elements of a System ............................................................................................................................ 3

Types of Systems ................................................................................................................................... 4

Categories of Information ...................................................................................................................... 7

2. SYSTEM DEVELOPMENT LIFE CYCLE............................................................................... 8

Phases of SDLC ...................................................................................................................................... 8

Life Cycle of System Analysis and Design ............................................................................................. 11

Role of System Analyst ........................................................................................................................ 11

Attributes of a Systems Analyst ........................................................................................................... 12

What is Requirements Determination? ............................................................................................... 14

Major Activities in requirement Determination ................................................................................... 14

Information Gathering Techniques ...................................................................................................... 14

Feasibility Study .................................................................................................................................. 17

Steps Involved in Feasibility Analysis ................................................................................................... 18

What is Structured Analysis? ............................................................................................................... 20

Structured Analysis Tools .................................................................................................................... 20

Data Flow Diagrams (DFD) or Bubble Chart ......................................................................................... 21

Data Dictionary ................................................................................................................................... 23

Decision Trees ..................................................................................................................................... 23

Decision Tables .................................................................................................................................... 24

Structured English ............................................................................................................................... 25

Guidelines for Selecting Appropriate Tools .......................................................................................... 26

Inputs to System Design ...................................................................................................................... 28

Outputs for System Design .................................................................................................................. 29

Types of System Design ....................................................................................................................... 29

File Organization ................................................................................................................................. 31

File Access ........................................................................................................................................... 32

Documentation Control ....................................................................................................................... 33

Types of Documentations .................................................................................................................... 34

User Documentation ........................................................................................................................... 34

System Documentation ....................................................................................................................... 35

Top-Down Strategy .............................................................................................................................. 36

Bottom-Up Strategy ............................................................................................................................ 36

Structured Design ................................................................................................................................ 37

Factors Affecting System Complexity ................................................................................................... 39

7. INPUT / OUTPUT & FORMS DESIGN .............................................................................. 42

Input Design ........................................................................................................................................ 42

Output Design ..................................................................................................................................... 43

Forms Design ....................................................................................................................................... 44

8. TESTING AND QUALITY ASSURANCE ............................................................................ 46

Rules for System Testing ...................................................................................................................... 48

Quality Assurance ................................................................................................................................ 48

9. SYSTEM IMPLEMENTATION AND MAINTENANCE .................................................... 50

Training Methods ................................................................................................................................ 51

System Maintenance / Enhancement .................................................................................................. 54

10. SYSTEM SECURITY AND AUDIT ....................................................................................... 55