Information Systems System Analysis 421. Introductions David J. Lee –Who I Am Course Content –Course objectives –Course syllabus Who You Are System Analysis.

Information Systems Information Systems System Analysis 421System Analysis 421

IntroductionsIntroductions

• David J. Lee– Who I Am

• Course Content– Course objectives

– Course syllabus

• Who You Are

• System Analysis– What it is and how it fits in the SDLC

David J. LeeDavid J. Lee

Vital statistics Home number 630-655-1619

Work number 847-646-3105

EMAIL - [email protected]

Kraft Foods 24+years of true business systems experience

College of DuPage/ Illinois Benedictine College - 8+years of

teaching experience

Business Systems Classes

Why am I teaching!Why am I teaching! Enjoy the classroom

Keeps me current with technology

Who Am I!Who Am I!

Teaching StyleTeaching Style

Present via overheads

Encourage classroom discussions

Bring in real life business situations

Create a positive, fun learning

environment

Tell the students what I am going to tell

them, I will tell them and I will tell them

what you told them

Course ObjectivesCourse Objectives• Become knowledgeable business users of computer resources as

opposed to knowledgeable technicians of data processing and computer programming

• Understand the tools used and steps required to implement good business systems

• Understand the importance of the team in developing good business systems

• Learn how to prepare corporate documents necessary to build good business systems

• Very important system’s class

• Have fun and learn

Think Outside the BoxThink Outside the Box

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% of Workforce

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Information

Industry

Agriculture

Service

The Workforce In the USA

Course SyllabusCourse Syllabus

• Grading– Mid Term 25%

– Final exam 25%

– Class Participation 05%

– System Analysis Project 45%• Project start up (22.5%)

• Software Requirement Specifications (22.5%)

Class ProjectClass Project• Initial project statement

• Knowledge acquisition – Current system review

• Interview preparation– Plan– Schedule

• Inputs, processing, outputs

• Problem areas

• Process improvements

Class ProjectClass Project

• Project start up– Initial project information gathering worksheet

– Client alignment form• Team alignment

• Project description

• Current situation

• Business objective

• Project scope

• Client alignment meeting

• Risk analysis

• Cost benefit

• Project duration

Class ProjectClass Project

• Software Requirement Specifications– Context diagrams

– Data flow diagrams

– Entity relationship diagrams

– Requirement documents• Interview

Who You AreWho You Are

• Name

• Phone number and E-Mail address

• Favorite Kraft product

• Educational Background

• Work Background– Job description, title, years of experience

• Why are you taking this class

Learning ObjectivesLearning Objectives Definition of a System

Describe four types of information systems: Transaction Processing Systems (TPS) Management Information Systems (MIS) Decision Support Systems (DSS) Expert Systems (ES Discuss the modern approach to systems

analysis and design

Describe the organizational roles involved in information systems development

Describe the information systems development life cycle (SDLC)

Discuss alternatives to the systems development life cycle

Discuss the role of computer-aided software engineering (CASE) tools in systems development

1.21.2

Definition of a SystemDefinition of a System• A set of components that interact to accomplish some

common purpose, specific results

• Systems are all around us…– Economic system

– Brain

– Registration

– Business ( People, facilities, equipment, material)

• Subsystems - Systems contained within a larger organization (Kraft Foods ==> Sales, Operations, etc.…

• Information System - means by which data flows from one person or department to another

Business Information SystemsBusiness Information Systems

• Serves all systems of a business linking the components together in such a way that they effectively work toward the same purpose

Information Systems

Economic Resources PeopleMoneyMaterialMachineInformation

OrganizationalProcesses

ProductionMarketingFinanceSalesOther

Goods and Service ProductsServicesPaymentsInformation

Input Processing Output

Types of SystemsTypes of Systems

• Transaction processing systems - the most fundamental system in an organization - aimed at improving the routine business (I.E. order management, accounts receivable, payroll)

• Management systems - Assist managers in making decisions and problem solving (I.E. Sales reporting, Summary reporting, etc.…)

• Decision Support - Data and tools are provided to the end users - decisions are not of a recurring nature

• Expert System

• New systems

Types of Information SystemsTypes of Information Systems

• Transaction Processing Systems– Business transactions are events that serve

the mission of the business.• Transaction processing systems are

information system applications that capture and process data about (or for) business transactions. They are sometimes called data processing systems.

• Examples?


• Management Information Systems– Management Information Systems

supplement transaction processing systems with management reports required to plan, monitor, and control business operations.

• A management information system (MIS) is an information system application that provides for management-oriented reporting, usually in a predetermined, fixed format.


• Decision Support Systems– Decision Support Systems are concerned with

providing useful information to support the decision process.

• A decision support system (DSS) is an information system application that provides its users with decision-oriented information whenever a decision making situation arises. When applied to executive managers, these systems are sometimes called executive information systems.

• A DSS is designed to support unstructured decisions.


• Decision Support Systems– A DSS provides one or more of the following types

of support to the decision maker:• Identification of problems or decision making

opportunities (similar to exception reporting).

• Identification of possible solutions or decisions.

• Access to information needed to solve a problem or make a decision.

• Analysis of possible decisions, or of variables that will impact a decision. Sometimes this is called ‘what if’ analyses.

• Simulation of possible solutions and their likely results.


• Decision Support Systems– A DSS can utilize a Data Warehouse.

• A data warehouse is a read-only, informational database that is populated with detailed, summary, and exception information that can be accessed by end users and managers with DSS tools that generate a virtually limitless variety of information in support of unstructured decisions.


• Expert Systems– Expert Systems are an extension of the

decision support system.• An expert system is an information system

application that captures the knowledge and expertise of a problem solver or decision maker, and then simulates the ‘thinking’ of that expert for those who have less expertise.

• Expert systems are implemented with artificial intelligence technology, often called expert system shells.


• Office Information (Workflow) Systems– Office Information Systems are concerned

with getting all relevant information to all those who need it.

• Office information systems support the wide range of business office activities that provide for improved work flow and communications between workers, regardless of whether or not those workers are physically located in an office.


• Office Information (Workflow) Systems• Office information systems may use the

following technologies:– Electronic forms technology– Work group technology– Electronic messaging technology– Office automation suite technology– Imaging technology

• Lotus Notes is the most common example of software for this

Introduction to System Introduction to System

• Information Systems Analysis and Design– Complex process whereby computer-based

information systems are developed and maintained

• Application Software– Result of systems analysis and design

– Designed to support specific organizational functions or processes

1.51.5

Introduction to System Introduction to System

• Software engineering processes have been developed to assist in analysis and design– Methodologies

• Comprehensive, multi-step approaches to systems development

– Techniques• Processes that are followed to ensure that work is

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

– Tools• Computer programs to assist in application of

techniques to the analysis and design process

1.61.6

Introduction to System AnalysisIntroduction to System Analysis

• Information Systems Analysis and Design

– A method used by companies to create and maintain systems that perform basic business functions

– Main goal is to improve employee efficiency by applying software solutions to key business tasks

– A structured approach must be used in order to ensure success

1.71.7

Approaches to Systems Approaches to Systems DevelopmentDevelopment

• Systems Analyst performs analysis and design based upon:– Understanding of organization’s objectives,

structure and processes

– Knowledge of how to exploit information technology for advantage

1.81.8


• Three key components of an information system– Data

– Data Flows

– Processing Logic

• Data vs. Information– Data

• Raw facts

– Information• Derived from data

• Organized in a manner that humans can

understand.

1.291.29

Approaches to Systems Approaches to Systems DevelopmentDevelopment• Data

– Understanding the source and use of data is key to good system design

– Various techniques are used to describe data and the relationship amongst data

• Data Flows– Groups of data that move and flow through the system

– Include description of sources and destination for each data flow

• Processing Logic– Describe steps that transform data and events that trigger the

steps

1.301.30


• Process-Oriented Approach– Focus is on flow, use and transformation of data in

an information system

– Involves creating graphical representations such as data flow diagrams and charts

– Data are tracked from sources, through intermediate steps and to final destinations

– Natural structure of data is not specified

– Disadvantage: data files are tied to specific applications

1.311.31


• Data-Oriented Approach– Depicts ideal organization of data,

independent of where and how data are used

– Data model describes kinds of data and business relationships among the data

– Business rules depict how organization captures and processes the data

1.321.32

Organizational Responsibilities in Systems Organizational Responsibilities in Systems DevelopmentDevelopment

• Systems Analysts work in teams– Project Based– Includes

• IS Manager• Programmers• Users• Other specialists

– Characteristics of Successful Teams• Diversity of backgrounds• Tolerance of diversity• Clear and complete communication• Trust• Mutual Respect• Reward structure that promotes shared responsibility

1.331.33


• IS Manager– May have a direct role in systems

development if the project is small

– Typically involved in allocating resources to and overseeing system development projects.

• Systems Analyst– Key individuals in the systems development

process

Organizational Responsibilities in Organizational Responsibilities in Systems DevelopmentSystems Development

• Programmers– Convert specifications into instructions that

the computer understands

– Write documentation and testing programs

• Business Managers– Have power to fund projects and allocate

resources

– Set general requirements and constraints for projects

1.351.35

Organizational Responsibilities in Organizational Responsibilities in Systems DevelopmentSystems Development

• Other IS Managers/Technicians– Database Administrator

• Involved in design, development and maintenance of databases

– Network and telecommunications experts• Develop systems involving data and/or voice

communications

– Human Factors Specialists• Involved in training users and writing documentation

– Internal Auditors• Ensure that required controls are built into the

system

1.361.36


• Skills of a Successful Systems Analyst – Analytical

• Understanding of organizations

• Problem solving skills

• System thinking– Ability to see organizations and information systems as

systems

– Technical• Understanding of potential and limitations of

technology

– Management• Ability to manage projects, resources, risk and change

– Interpersonal• Effective written and oral communication skills

1.371.37

System ProjectSystem Project

• A system project is a planned worked effort, requiring the commitment of resources, which produces products to satisfy a defined customer need within a give period of time– Clear customer

– Definable scope of work

– Product of deliverable

– Defined beginning and end

Systems Development Life CycleSystems Development Life Cycle

• Set of steps/activities that analysts, designers and users carry out to develop and implement information systems

• Key to project success - methodical approach to developing systems

• Different organizations, different number of steps, if you look close, it is the same process defined differently


KraftProject startup

Analysis

System design

Development and test

Implementation

Maintenance

AccentureProject,Developme

nt

& Planning

Systems Design

Installation

Production

Systems


• Series of steps used to manage the phases of development for an information system

• Consists of six phases:

– Project Identification and Selection

– Project Initiation and Planning

– Analysis

– Design

– Implementation

– Maintenance

• Phases are not necessarily sequential

• Each phase has a specific outcome and deliverable

• Individual companies use customized life cycles

1.411.41


• Project Identification and Selection– Two Main Activities

• Identification of need

• Prioritization and translation of need into a development schedule

– Helps organization to determine whether or not resources should be dedicated to a project.

• Project Initiation and Planning– Two Activities

• Formal preliminary investigation of the problem at hand

• Presentation of reasons why system should or should not be developed by the organization

1.421.42


• Initial project information

• Confirm project approval

• Risk analysis

• Development strategy

• Work plans

• Cost benefit analysis

• Project alignment

Systems Development Life Cycle -AnalysisSystems Development Life Cycle -Analysis

• Understand the System

• Data gathering– Interview, observe, gather written documents

• Data analysis– Charts, narratives, DFD, ERD

• System prototypes– User view of the system

• Preliminary plans– Testing

– Roll out

– Training

SDLC - Physical designSDLC - Physical design

• Technical prototype– System architecture

– Physical data model

– Software specifications• Screens, reports, flows

• Batch flows

• Screen flow diagrams

• Recovery plan

• Performance and Capacity

– Plans• Unit, system and integration testing

• Training

• Rollout

SDLC - Development and testSDLC - Development and test

• Build test and production environments

• Develop code/application

• Develop user acceptance plan

• Conduct testing (unit, system, acceptance and integration)

• Conduct pilot training class

SDLC - ImplementationSDLC - Implementation

• Develop production turnover plan

• Conduct conversion from old system to new system

• Develop installation plan

• Conduct pilot implementation

System Development System Development

• Traditional process

– Project startup 05%

– Projd defn/log15%

– Physical design 10%

– Dvlp/test 60%

– Implementation 10%

• New process

– Project startup

10%

– Projd defn/log20%

– Physical design

15%

– Dvlp/test 45%

– Implementation

10%

Why the change????????????

System Development Life System Development Life CycleCycle

• General guidelines for Project phases

– Single project or phase should cover less than six months

– Can not go to the next phase unless you can estimate the work effort

– Without a committed client there is no project

– Allows for checkpoints

– This class will work on the beginning phases

System Cost to Correct System Cost to Correct ErrorError

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Study Design Implementation Support

A “Simple” Process for Making Lunch

Traditional Development Process

Alternative Development ProcessAlternative Development Process

• Tools to aid and improve the system process – Tools and Techniques to Address those Problems

• Parallel

• Rapid Application Development

• Rapid Prototype

• JAD

• Case

• Phased Development

• Spiral Development

• Package Systems

Parallel Parallel

RADRAD

• Rapid Applications Development is the

merger of structured techniques with

prototyping techniques and JAD to

accelerate systems development.

• Iterative JAD or structured modeling

and prototype development.

• Can be best of both worlds

Rapid PrototypingRapid Prototyping

• Build a quick and dirty system to test

concepts, demonstrate to the user, and

get feedback

• Use that feedback to build real system

• Must still do some pre-design analysis

• Users may want to keep the prototype

• Bottom up coding instead of top down

Rapid PrototypingRapid Prototyping

Joint Application Design Joint Application Design

• Joint Application Design (JAD)– Users, Managers and Analysts work together for several days

– System requirements are reviewed

– Structured meetings

• Group problem solving techniques are used to brainstorm ideas and negotiate solutions

Integrated approach leads to more buy in and better

managerial commitment

Developed by IBM in the 1980s

Supports the analysis stage only

CASECASE

• Computer-aided software engineering (CASE) tools

– Facilitate creation of a central repository for system descriptions and specifications

• Tools that automate the SAD process

• Toolkit is set of tools for one stage

• Workbench is set of tools across stages

• Includes

Analysis, design, specification tools; prototyping tools,

DBMS systems, 4gls, code generators, visual environments,

etc.

Process Product

Planning

Analysis

Design

Implementation

Project Plan

System Proposal

System Specification

New System and Maintenance

Plan

Process and Deliverables

Why do Projects fail!Why do Projects fail!

• Roles and responsibilities not clearly defined

• Project factors not balanced – Success = Client expectation + schedule + budget

• Project did not maintain 3X3 alignment– Managing client expectations

• Poor project communication

• Poorly run project - project management is a core competency of any IS organization

SummarySummary

• Information systems analysis and design– Process of developing and maintaining an

information system

• Modern approach to systems analysis– Process-Oriented

– Data-Oriented

1.621.62

SummarySummary

• Four types of information systems– Transaction Processing (TPS)

– Management Information Systems (MIS)

– Decision Support (DSS)

– Expert Systems (ES)

1.631.63

SummarySummary

• Systems Development Life Cycle (SDLC)– Project Identification and Selection

– Project Initiation and Planning

– Analysis

– Design

– Implementation

– Maintenance

1.641.64

SummarySummary

• Alternatives to Systems Development Life Cycle– Prototyping

– Rapid Application Development (RAD)

– Joint Application Design (JAD)

• Computer-aided software engineering (CASE) tools

1.651.65

Information Systems System Analysis 421. Introductions David J. Lee –Who I Am Course Content –Course objectives –Course syllabus Who You Are System Analysis.

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