A system is a collection of objects, components, and parts all related to each other in some way. For example, your car and your computer are both systems. The car is a system of its engine, its wheels, its steering wheel, its windshield, its hood, its doors, its seats, its dashboard, its lights and its radio. Similarly, a computer is a system of its keyboard, monitor, mouse, speakers, microphone, CPU, RAM, HDDs, CD-ROM, HDD, motherboard, and more.
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An important aspect of information systems design is the analysis of information systems. The process of specifying a system’s function and understanding how components of the system should work together is the first step. Our experts suggest that system analysts use analysis and design techniques to build systems that meet information systems requirements and then provide solutions to business problems.
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System Analysis and Design
Most people in an organization are involved with an information system of some kind. For an organization to create and effectively use a system requires thought and effort. Fortunately, there is a six-step process for accomplishing this. This process is called system analysis and design. In organizations, this six-phase systems life cycle is used by computer professionals known as system analysts. These people study organizational systems to determine what actions to take and how to use computer technology to assist them.
- Preliminary Investigation
The First Phase of the system life cycle is called preliminary investigation. This Phase determines the need for a new information system. There are three main tasks in this Phase: problem identification, suggesting alternative systems, and preparing a short report. Defining a problem means examining whatever current information system is in use. Determining what information is needed by whom and why is accomplished by interviewing and making observations. So what do we do next? We suggest an alternative system. This step is to suggest some possible plans as alternatives to the present arrangement. Next, prepare a short report. This is to document and communicate the findings of the whole Phase.
- System Analysis
The second Phase is called system analysis. In this Phase, data is collected about the present system and then analyzed to determine the new requirements. Analyzing the data can be done using top-down analysis methods, decision tables, system flowcharts, data flow diagrams, and automated design tools. This Phase attempts to give birth to a new efficient system that satisfies the user’s current needs. This process continues until a preferred and acceptable solution emerges. Then at the end of this Phase, a report is made for documentation based on the user requirements and the detailed analysis of the existing system. The new system must be designed.
- System Design
This Phase is called system design, which is the most crucial Phase in developing a system. In this Phase, designing an alternative system is according to three types of feasibility:
- Economic Feasibility, which focuses on cons versus benefits and time for the system to pay for itself.
- Technical Feasibility, which focuses on the reliability of hardware, software, and available training.
- Operational Feasibility, which focuses on the suitability of the system within the organization.
The next part of this Phase is to select the best system. A few questions are needed to be considered in making the right choice. Will the new system fit into an overall information system? Will the system be flexible enough to be modified as needed in the future? Will it be secure against unauthorized use? Will the system’s benefits exceed its cons? Then after selecting the best system, a system-designed report is prepared to summarize the findings.
- System Development
We’ve come to the fourth Phase of the system cycle called system development. In the development phase, we need to acquire the software and hardware. Acquiring software can be done in several ways, such as purchasing off-the-shelf packages or designing custom programs. Then before actually implementing the new system into operation, a system’s test run is done to remove any errors. This step can take several months for a complex system after user acceptance of the new system developed. The fifth Phase, which is system implementation, begins.
- System Implementation
This Phase is also known as conversion. This Phase involves converting from the old system to the new one. This is one of the most critical and expensive activities in the system development life cycle. There are four types of conversion approaches, which are:
- Direct approach
- Parallel approach
- Pilot approach
- Phased approach
The direct approach is abandoning the old system and starting up the new system. It can be very risky and not recommended. The parallel approach runs the old and new side by side until the new system proves its worth. It is very low risk. However, it is very expensive and not generally recommended. The pilot approach is converting only one part of the organization to the new system until the new system proves its worth. It is less expensive but riskier than parallel conversion. It is recommended for situations with many people performing similar operations. The phased approach is gradually implementing the new system to the entire organization, which is less risky but more expensive than parallel conversion. It is recommended for situations with many people performing different operations. The next step in this Phase is training people to use the new system. It is important as it shows them how to operate the system.
- System Maintenance
The last Phase of the system cycle is system maintenance. Maintenance is necessary to eliminate errors in the system during its working life and tune the system to any variations in its working environments. This Phase includes a system audit, which is comparing the new system to its original design specification. Next is periodic evaluation, which refers to the periodic evaluation of the new system to ensure it is operating efficiently.
All the phases are now complete, and our new system is now ready. If a significant 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 lifecycle phases. Due to time pressures, it is not always feasible to follow every Phase of the system life cycle. To alternatives that require less time are prototyping and rapid application development. Prototyping means building a model or prototype that can be modified before the actual system is installed. Typically, the development time for prototyping is shorter. However, it can be more challenging to manage the project and control costs. Rapid application development (RAD) uses powerful development software, small specialized teams, and highly trained personnel. Typically, the development costs more. However, the time is much less, and quality is often better.