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ADL- 74: System Analysis

and Design

Assign
ment
‘A‘

1. What is un derstood by system life cycle? Describe the major steps I covered
in the system life cycle, in detail?

System life cycle is an organizational process of developing and maintaining systems.


It helps in establishing a system project plan, because it gives overall list of processes
and sub-processes required for developing a system.
System development life cycle means combination of various activities. In other
words we can say that various activities put together are referred as system
development life cycle. In the System Analysis and Design terminology, the system
development life cycle also means software development life cycle.

Following are the different phases of system development life cycle:


- Preliminary study
- Feasibility study
- Detailed system study
- System analysis
- System design
- Coding
- Testing
- Implementation
- Maintenance

2. What is a feasibility stud y? Who carries out this stud y? Who prepares the
feasibility report? What are the major parts of the report? Describe earn in
detail?
Ans
The feasibility study is basically the test of the proposed system in the light of
its workability, meeting user’s requirements, effective use of resources and of
course, the cost effectiveness. These are categorized as technical, operational,
economic and schedule feasibility. The main goal of feasibility study is not to
solve the problem but to achieve the scope. In the process of feasibility study,
the cost and benefits are estimated with greater accuracy to find the Return on
Investment (ROI). This also defines the resources needed to complete the
detailed investigation. The result is a feasibility report submitted to the
management. This may be accepted or accepted with modifications or
rejected. The system cycle proceeds only if the management accepts it.

3. What is an ass ignment brief? Who prepares it? Who issues it?
4. What are System Analysis Methods? Describe the following in detail?
a. Da ta flow diagrams
b. Da ta structur e
diagrams c. Da ta
element
dictionary d.
St ructur e text

Ans:
Systems analysis is a process of collecting factual data, understand the
processes involved, identifying problems and recommending feasible
suggestions for improving the system functioning. This involves studying the
business processes, gathering operational data, understand the information
flow, finding out bottlenecks and evolving solutions for overcoming the
weaknesses of the system so as to achieve the organizational goals. System
Analysis also includes subdividing of complex process involving the entire
system, identification of data store and manual processes.
The major objectives of systems analysis are to find answers for each
business process: What is being done, How is it being done, Who is doing it,
When is he doing it, Why is it being done and How can it be improved? It is
more of a thinking process and involves the creative skills of the System
Analyst. It attempts to give birth to a new efficient system that satisfies the
current needs of the user and has scope for future growth within the
organizational constraints. The result of this process is a logical system
design. Systems analysis is an iterative process that continues until a
preferred and acceptable solution emerges.
The system design involves:
i. Defining precisely the required system output
ii. Determining the data requirement for producing the output
iii. Determining the medium and format of files and databases
iv. Devising processing methods and use of software to produce
output
v. Determine the methods of data capture and data input
vi. Designing Input forms
vii. Designing Codification Schemes
viii. Detailed manual procedures
ix. Documenting the Design
There are several tools and techniques used for describing the system
design of the system. These tools and techniques are:
- Flowchart
- Data flow diagram (DFD)
- Data dictionary
- Structured English
- Decision table
- Decision tree

ANS a. Da ta flow diagrams

Data flow diagrams are the most commonly used way of documenting the
process of current & required systems. As their name suggests they are a
pictorial way of showing the flow of data into, around & out of a system
Graphical representation of a system’s data and how the processes
transform the data is known as Data Flow Diagram (or DFD). Unlike,
flowcharts, DFDs do not give detailed descriptions of modules but
graphically describe a system’s data and how the data interact with the
system.
Components of DFD:
DFDs are constructed using four major components

• external entries

• data stores

• processes and

• data flows

(i) External Entities

External entities represent the source of data as input to the system. They
are also the destination of system data. External entities can be called data
stores out side the system. These are represented by squares.

(ii) Data Stores


Data stores represent stores of data within the system. Examples, computer
files or databases. An open-ended box represents a data/store – data at rest
or a temporary repository of data.

(iii) Process

Process represents activities in which data is manipulated by being stored or


retrieved or transferred in some way. In other words we can say that
process transforms the input data into output data. Circles stand for a
process that converts data into information.

(iv) Data Flows

Data flows represents the movement of data from one component to the
other. An arrow identifies data flow – data in motion. It is a pipeline through
which information flows. Data flows are generally shown as one-way only.
Data Flows between external entities are shown as dotted lines.

b. Da ta structur e
diagrams

Data Structure Diagram is a diagram type that is used to depict the


structure of data elements in the data dictionary. The data structure
diagram is a graphical alternative to the composition specifications within
such data dictionary entries.

Data structure diagrams are an extension of the entity-relationship model


(E-R model). In DSDs, attributes are specified inside the entity boxes rather
than outside of them, while relationships are drawn as boxes composed of
attributes which specify the constraints that bind entities together. The E-R
model, while robust, doesn't provide a way to specify the constraints
between relationships, and becomes visually cumbersome when
representing entities with several attributes. DSDs differ from the E-R model
in that the E-R model focuses on the relationships between different
entities, whereas DSDs focus on the relationships of the elements within an
entity and enable users to fully see the links and relationships between each
entity.

c. Da ta element
dictionary
A data dictionary defines each term encountered during the analysis and
design of a new system. Data dictionary is the place where we keep the
details of the contents of data flows, data stores & processes.

Data dictionary is an analysis tool, that primarily records the information


content of data.

Without a data dictionary the development of large systems becomes


difficult. The data dictionary is an effective solution to the problem of
complicated nature. The main purpose of a data dictionary is to provide a
source of reference in which the analyst , the user, the designer can look up
& find out it’s content and any other relevant information.

d. St ructur e text

Structured text is a very simple and straightforward set of rules how to


format a plain text document. The formatting allows to mark the logical
structure of sections, paragraphs, bullet lists etc.
The constructs mostly have a semantical, not presentational nature. This
means that we should not decide based on the intended appearance of the
content, but it's semantical meaning. For example we don't use a heading,
because we want a large font in bold, but because it is the title of following
logical section of the document.

Presentational properties of particular logical elements can be systematically


changed using style sheets. Thus they are completely independent of the
content itself. This is on of the major preconditions for the consistence of
the final document and a smooth user experience.

Another advantage of this approach is that the document source stays easily
readable and editable without any particular software tool. Just a simple
text editor can do the job. This makes it totally portable and accessible. A
number of different target formats may be generated from one source.

5. Describe all the eight ph ases of system developm ent process in detail?

ANS : PHASES OF SYSTEM DEVELOPMENT LIFE CYCLE


Following are the different phases of system development life cycle:

1. Preliminary study - Preliminary system study is the first stage of system


development
life cycle. This is a brief investigation of the system under consideration and
gives a clear picture of what actually the physical system is? In practice, the
initial system study involves the preparation of a ‘System Proposal’ which
lists the Problem Definition, Objectives of the Study, Terms of reference for
Study, Constraints, Expected benefits of the new system, etc. in the light of
the user requirements. The system proposal is prepared by the System
Analyst (who studies the system) and places it before the user
management. The management may accept the proposal and the cycle
proceeds to the next stage. The management may also reject the proposal
or request some modifications in the proposal.

2. Feasibility study - In case the system proposal is acceptable to the


management, thenext phase is to examine the feasibility of the system. The
feasibility study is basically the test of the proposed system in the light of its
workability, meeting user’s requirements, effective use of resources and of
course, the cost effectiveness. These are categorized as technical,
operational, economic and schedule feasibility. The main goal of feasibility
study is not to solve the problem but to achieve the scope.

3. Detailed system study - The detailed investigation of the system is carried


out in accordance with the objectives of the proposed system. This involves
detailed
study of various operations performed by a system and their relationships
within and outside the system. During this process, data are collected on
the available files, decision points and transactions handled by the present
system. Interviews, on-site observation and questionnaire are the tools used
for detailed system study. Using the following steps it becomes easy to draw
the exact boundary of the new system under consideration:

- Keeping in view the problems and new requirements


- Workout the pros and cons including new areas of the system

4. System analysis & Design- Systems analysis is a process of collecting factual


data, understand the processes involved, identifying problems and
recommending feasible suggestions for improving the system functioning.
This involves studying the business processes, gathering operational data,
understand the information flow, finding out bottlenecks and evolving
solutions for overcoming the weaknesses of the system so as to achieve the
organizational goals.
Based on the user requirements and the detailed analysis of the existing
system, the new system must be designed. This is the phase of system
designing. It is the most crucial phase in the developments of a system. The
logical system design arrived at as a result of systems analysis is converted
into physical system design. Normally, the design proceeds in two stages:

- Preliminary or General Design


- Structured or Detailed Design

Preliminary or General Design: In the preliminary or general design, the


features of the new system are specified. The costs of implementing these
features and the benefits to be derived are estimated. If the project is still
considered to be feasible, we move to the detailed design stage.
Structured or Detailed Design: In the detailed design stage, computer
oriented work begins in earnest. At this stage, the design of the system
becomes more structured. Structure design is a blue print of a computer
system solution to a given problem having the same components and inter-
relationships among the same components
as the original problem. Input, output, databases, forms, codification
schemes and processing specifications are drawn up in detail. In the design
stage, the programming language and the hardware and software platform
in which the new system will run are also decided.

5. Coding - The system design needs to be implemented to make it a workable


system. This demands the coding of design into computer understandable
language, i.e., programming language. This is also called the programming
phase in which the programmer converts the program specifications into
computer instructions, which we refer to as programs. It is an important
stage where the defined procedures are transformed into control
specifications by the help of a computer language. The programs coordinate
the data movements and control the entire process in a system.

6. Testing - Before actually implementing the new system into operation, a test
run of the system is done for removing the bugs, if any. It is an important
phase of a successful system. After codifying the whole programs of the
system, a test plan should be developed and run on a given set of test data.
The output of the test run should match the expected results. Sometimes,
system testing is considered a part of implementation process.
Using the test data following test run are carried out:
- Program test
- System test
Program test: When the programs have been coded, compiled and brought
to working conditions, they must be individually tested with the prepared
test data. Any undesirable happening must be noted and debugged (error
corrections)
System Test: After carrying out the program test for each of the programs
of the system and errors removed, then system test is done. At this stage
the test is done on actual data. The complete system is executed on the
actual data. At each stage of the execution, the results or output of the
system is analysed. During the result analysis, it may be found that the
outputs are not matching the expected output of the system. In such case,
the errors in the particular programs are identified and are fixed and further
tested for the expected output.

When it is ensured that the system is running error-free, the users are
called with their own actual data so that the system could be shown running
as per their requirements.
7. Implementation - After having the user acceptance of the new system
developed, the implementation phase begins. Implementation is the stage
of a project during which theory is turned into practice. The major steps
involved in this phase are:
- Acquisition and Installation of Hardware and Software
- Conversion
- User Training
- Documentation
The hardware and the relevant software required for running the system
must be made fully operational before implementation. The conversion is
also one of the most critical and expensive activities in the system
development life cycle. The data from the old system needs to be converted
to operate in the new format of the new system. The database needs to be
setup with security and recovery procedures fully defined.
During this phase, all the programs of the system are loaded onto the user’s
computer. After loading the system, training of the user starts. Main topics
of such type of training are:
- How to execute the package
- How to enter the data
- How to process the data (processing details)
- How to take out the reports
After the users are trained about the computerized system, working has to
shift from manual to computerized working. The process is called
‘Changeover’.
8. Maintenance - Maintenance is necessary to eliminate errors in the system
during its working life and to tune the system to any variations in its
working environments. It has been seen that there are always some errors
found in the systems that must be noted and corrected. It also means the
review of the system from time to time. The review of the system is done
for:
- knowing the full capabilities of the system
- knowing the required changes or the additional requirements
- studying the performance.
If a major change to a system is needed, a new project may have to be set
up to carry out the change. The new project will then proceed through all
the above life cycle phases.

Assign
ment
‘B‘

1. What is th e difference between Da ta Flows and Da ta Stores?

ANS:
Data flows:

Data flows represent the movement of data from one component to the
other. An arrow identifies data flow – data in motion. It is a pipeline through
which information flows. Data flows are generally shown as one-way only.
Data Flows between external entities are shown as dotted lines.

Data stores:

Data stores represent stores of data within the system. Examples, computer
files or databases. An open-ended box represents a data/store – data at rest
or a temporary repository of data.

Data flows are paths along which data travels & Data stores are places where data
is stored until needed. So we can say that Data flows are Data structures in motion
& Data stores are Data structures at rest.
2. Explain the basic operations which are perform ed on files ?
A file manager or file browser is a computer program that provides a user interface
to work with file systems. The most common operations performed on files or
groups of files are: create, open, edit, view, print, play, rename, move, copy,
delete, search/find, and modify attributes, properties and permissions. Files are
typically displayed in a hierarchy. Some file managers contain features inspired by
web browsers, including forward and back navigational buttons.

Some file managers provide network connectivity via protocols, such as FTP, NFS,
SMB or WebDAV. This is achieved by allowing the user to browse for a file server
(connecting and accessing the server's file system like a local file system) or by
providing its own full client implementations for file server protocols

3. Explain the following des ign elements:


a.
Da ta
Stor
es b.
Cont
rols
c. Procedures

A. DATA STORES:
A data store is very a very important aspect of a data warehouse in that it acts as
support of the companies need for up-to-the-second, operational, integrated,
collective information. It is a place where data such as databases and flat files are
saved and stored. Data stores are great feeders of data to the data warehouse
In a broad sense, a data store is a place where data is integrated from a variety of
different sources in order to facilitate operations, analysis and reporting. It is can
be considered an intermediate data warehouse for databases despite the fact that
a data store also includes flat files. Some data warehouses are designed to have
data loaded from a data store which consists of tables from a number of
databases which supported administrative functions like financial, human
resource, etc).
In some cases, the store are contained in one single database, while in other
cases, the data store is scattered in different databases in order to allow tuning to
support many different roles.
Those who prefer not to store a data store in a single database argue that the
tuning choices are based on the very nature of the data and not on database
design and the access on the large volumes of data would be negatively affected
to a certain degree. It also matters in terms of the politics of getting everyone's
concurrence

C. PROCEDURES:
A procedure is a specific task that needs to be done to produce output. A system
is a group of related procedures for a particular business function. The
components of an information systems (IS) are hardware, software, data,
procedures, and people. Procedures are the define tasks that must be performed
by people who work with the system. An information systems is the effective use
of hardware, software, data, procedures, and people to achieve specific results
that support the company's business objectives.

Ca
se
St
ud
y
Pay Ro ll
System

Every organisation big or small emp loys emp loyees and gives them salary. Salary is
paid on a monthly basis. Maximum organisations have aut omated their system bu t
they are still facing nu merous problems.

Stud y the Pa yroll system of your organisation, if not poss ible then stud y the Amity School
of
Distance Learning Pay rol l and Remun eration system and pr epare the following:

Ta sk 1: Carry out the


feasibility study. Ta sk 2:
Prepare the cost benefit
report.

Ta sk 3: Prepare the draft

ass ignment brief. Ta sk 4: Analyse

the existing problem.

Ta sk 5: Prepare the algorithm and co de the programs.

Ta sk 6: Design the database .

Ta sk 7: Present the system.

ASSIGNMENT- C

St ate True or False

1. A structur e chart is a se quential representation of pr ogram design. TRUE


2. A feasibility stud y generally culminates in deciding whether to proceed further or
not. TRUE
3. In a logical DFD, the flows a re restricted to show the movement of data only.
FALSE
4. System maintenance is a part of the high cycle of an Information system. TRUE
5. Screen for mats and repo rt layouts ne ed not have the concurrence of th e users.
TRUE
6. Da ta flow diagrams are useful in representing the decision process in the system.
TRUE
7. Da ta flow diagrams are drawn only as a part of a system design doc um ent
and have no relevance at th e stage of system analysis. FALSE
8. In decision tables , for each rule, the re can be mo re than one condition being true.
FALSE
9. Feasibility stud y should always be carried out before emb arking on system
analysis and des ign. TRUE
10. Only a programmer can condu ct a system study. TRUE
11. When a file has both random and se quential process ing requirements, index
sequential file is the bes t choice. TRUE
12. The real time system is also a particular case of an on line system. FALSE
13 . Sequential files are slower than indexed files in all situations. FALSE
14. Indexed files can also have more than one index key. TRUE
15 . Da ta store reflects a Da ta structur e at rest however, data flow is a data La
structure in motion. TRUE
16 . Da ta flow diagrams do contain decision tree . FALSE
17 . Da ta stores collect only temp orary data. TRUE
18 . Ind exed se quential file organisation comb ines the advantages of sequential and
direct files . TRUE
19 . A sequential file is one in which the records are stor ed in some sequence. TRUE
20 . Outpu t refers to the res ults and information that are gener ated by the system.
TRUE
21 . A parallel run involves two different terminals accessing a common database .
TRUE
22. On line data entry will avoid all data errors. FALSE
23 . System imp lementation should begin only after system acceptance. FALSE
24 . Parallel run s should be used for system acceptance. TRUE
25 . If various modules have been tes ted thoroughly the nee d for time for carrying
inventory is reduced. TRUE
26 . Systems developm ent can cease after proto-typing. FALSE

27. Un it tes ting tes ts the pr ograms making up the system. TRUE
28 . Greater risk is associated with a pilot app roach than with a parallel app roach.
TRUE
29 . An airline reservation system is a batch processing system. FALSE
30 . Pro-typing of a large software helps in identifying and defining requirement before
des ign. TRUE

Se lect the corr ect answer

31. The first step in systems developm ent life cycle is:
a. Preliminary inves tigation and
des ign b. System des ign
c. Database design
d. None of the above
ANS - A

32. To which phase , of SDLC, is file conversion related?


a. System
Analysis b.
System
des ign
c. System
implementation d.
None of the above
ANS - C

33. Documentation is pre pared at th e


time of a. Comm encing the study
b. At every stage
c. Comp letion of the design
d. Comp letion of imp lementation

ANS - B

34 . St ructur ed programming involves :


a. Fun ctional
modularization b.
Localization of errors
c. Decentralization of
program d. All of the
above
ANS – D

35. Which of the following app ropriately explains the des irable characteristics of a goo d
system des ign?
a. Modular app roach
b. Proper
documentation c.
Either (a) or (b)
d. Both (I) and (ii)
ANS – D

36. Which of the following is not a tool for app lication proto-typing?
a. Third generation language
b. Repor t generator
c. Screen generator
d. App lication generator

ANS- A

37. The records in a file on magnetic tape


a. Have to be arranged in a key sequence
b. Can only be accessed serially
c. One for backup
d. Can not be transferred to disk file

ANS - B

38. Which of the following is not considered a tool at the system des ign phase ?
a. Da ta Flow Diagram
b. Decision table
c. System flow chart
d. Pie chart
ANS - D
39 . In Proto-typing the following are used:
a. Screen generator
b. Inpu t generator
c. App lication generator
d. All th e above
ANS - D

40. Following does not form part of inventory system:


a. ABC Analysis
b. Re or der level
c. Emp loyee master
d. All of the above
ANS - D

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