Systems Analysis and Design - Essay Example

?Running Head: Systems Analysis and Design Systems Analysis and Design Systems Analysis and Design Introduction to Systems Analysis and Design The creation of a computer-based information system (CBIS) involves a phase of systems analysis. Systems analysis produces or improves the organisation specific data models that help to create and/or enhance the organisation’s database. (Shelly, Cashman and Rosenblatt, 2008) Designing a system can be understood as the process of defining the data sets, architecture, interfaces, modules and elements for a system to fulfil an organisation’s specific requirements. At this stage, the systems engineer is required to “design the user interface and identify all necessary outputs, inputs and processes” (Shelly, Cashman and Rosenblatt, 2008, p. 22). In this report, the major information systems techniques and tools will be discussed with special reference to the managerial implications of different CBIS components, techniques and tools. There is special focus on addressing business needs as per the perspective of information systems. Discussion Business Information System Components The main components of an information system are people, data, processes, hardware, software and communications. This holds true for a business information system (BIS) too. People are the element of a CBIS who design, install, communicate, execute processes, and manage the databases. Data can be defined as the information part of CBIS. It is essential for running the software and understanding various organisational issues and scenarios. The element of processes is the set of definitions, descriptions, rules and instructions, which guides the people in implementing and operating the CBIS. Further, hardware consists of the computers and their peripherals which are a part of the CBIS. It also includes the networking devices such as switches and routers. Software applications play a functional role in the CBIS. Software is necessary developing and running the system design and running the CBIS. Finally, communication is the component that helps in staffs’ and departments’ coordination inside a business house (Stair and Reynolds, 2011) So dividing the BIS (that is, a corporate level CBIS) among the components of people, data, processes, hardware, software and communications is advantageous for a systems engineer to standardise the system design and compare with available paradigms and benchmark. For example, dividing a given information system into standard components helps a systems engineer to organise the different programming techniques using advanced programming languages like Java and UML (Dennis, Wixom and Tegarden, 2012). Dynamic Diagrams and Rich Pictures Dynamic diagrams are based on isometric projections that help in mapping web sites, developing software programs like MAPA, and publishing certain advanced blogging systems (Kahn, Lenk and Kaczmarek, 2001). Rich Pictures, on the other hand, are a category of diagrams that can help to relate one’s own experiences and observations to a certain problem situation presented before him/her. This further involves organisation of the development of different business related concepts visibly (Avison, Golder and Shah, 1992). The most important advantage of dynamic diagram is that it helps the user to navigate through the systems. Moreover, it helps the systems designer to detect would-be navigation issues. For example, pictorial representation of the sitemap of a corporate website is helpful for both the customers and systems engineers of the company. Advantage of using rich pictures is that it helps to establish relationships between situations and technologies. For example, user experience with a technology can be described through visible illustrations with the help of rich pictures. Krishnamurti (2011) has used rich pictures to successfully illustrate that how 3D graphics can be applied to enhance construction site management and technology (see Figure – 1 for an illustration). Figure – 1: Advances in developing 3D environments with the help of laser scanning techniques makes possible the collection of as-built data facilitating a construction site inspection and planning schedule immensely (Krishnamurti, 2011). But the main disadvantage of using rich pictures is that it must concentrate on both the processes and structures entailed in a given situation. Experienced managers can handle this tool better. Soft System Methodology (SSM) Soft System Methodology (SSM) is an efficient methodology to deal with the problems that involve cultural, social, behaviourist or psychological elements. SSM helps a system developer to understand a systems framework as an entity that is to be used and interpreted by humans (Checkland and Scholes, 1990). Unlike the rigid reasoning and theory based approaches, advantage of using SSM is that it provides the system developer with the scope of using mental understandings to culminate at user-friendliness. For example, if a system developer examines an organisation such as the “NHS Connecting for Health” (White, 2010, p. 238, see NHS CFH), he/she may call it a system intended to create jobs for IT technicians and increase the government’s popularity. But taking up the SSM approach, the system developer is likely to be able to identify the underlying social importance of NHS CFH as an extensive healthcare initiative. Experts (e.g. Dennis, Wixom and Tegarden, 2012; Avison, Golder and Shah, 1992, etc.) advocate that SSM is more helpful to explain today’s complex organisations since it is highly flexible. Systems Development Life Cycle Systems Life Cycle (SLC) is a broader term which describes systems management methodologies that emphasise the importance of sequencing the various tasks involved systems development. The life cycle of a given system encompasses the entire range of activities that help in its development, “from the identification of a need through to dealing with obsolescence” (Emes, 2011, para. 1). Systems Development Life Cycle (SDLC) can be regarded as a relatively more innovative approach for building a BIS framework. This approach concedes that a system must be developed and implemented in a series or progression of phases (Shelly, Cashman and Rosenblatt, 2008). Each of these steps or phases needs to be accomplished before the next one begins. According to SDLC, determination of user requirements and creation of a roadmap to address them are the preliminary phases of system development. Advantage of using SLC is that it develops an understanding of “what the lifecycle of a system is and using that understanding to align the processes and teams to its use” (Emes, 2011, para.1). For example, companies like IBM are now launching advanced systems life cycle management tools such as “Rational Workbench” (Shelly, Cashman and Rosenblatt, 2008, p. 658). An example of efficient organisation of the activities involved in systems development and implementation is shown in Figure – 2. Figure – 2: A Systems Life Cycle as shown in the website of the University College of London (Emes, 2011) The most important disadvantage of implementing SLC is that it may prove to be too general and insufficient for addressing organisation specific needs. This is the reason SDLC has emerged as a more refined paradigm for managing data in the realms of business information and system analysis. Using SDLC is advantageous since this approach provides enough flexibility to the overall system development process. SDLC provides a standard sequence of tasks such as user requirements analysis, systems analysis, computer programming, deployment, testing, etc. one by one. Data Flow Diagramming and Information Flow Diagrams Data flow diagramming involves creating a graphical illustration of the “flow of data through an information system” (Ahuja, Manchanda and Verma, 2011, p. 26). Data flow diagrams help to model the process aspects of a given database. Contextually, an information flow diagram (IFD) illustrates that how pieces of information are relocated across an organisation (Richards and Heathcote, 2000). The advantage of using a data flow diagram (DFD) is that it can visualise data processing involved in systems design. It also helps the systems developer to understand the system specific blueprints of input, output and storage of data during runtime. Information flow diagrams have broader usage. The main advantage of using an information flow diagram (IFD) is that it not only helps to understand computer-based transactions of data but also makes clear patterns of organisation’s internal communication and information management. However, a professional DFD can illustrate information flow patterns too, as shown in the example of a hotel specific information system by Stanton (2011) (see Figure – 3). Disadvantage of using DFD is that a primitive sort of DFD cannot give a clear picture of intra organisational relationships. It visualises interrelations between different subsystems from almost a completely information technology based viewpoint. This disadvantage can be compensated by an IFD. However, experts like Stanton (2011) have managed to produce DFDs that successfully describe information flows too. Figure – 3: Example of a data flow diagram for inventory control in a hotel specific information system. The diagram shown above elucidates information flow as well. (Stanton, 2011) Conclusion In the broader sphere of systems science, it has become essential to synchronise the viewpoints of designing, marketing and manufacturing to develop a unified approach. Systems analysis and design are therefore the processes of developing, defining and enhancing systems so that specific user requirements can be satisfied. Both systems analysis and systems design have diverse applications in different disciplines. In the context of business information systems both systems analysis and systems design techniques help us to achieve greater business intelligence and theoretical grounding. In the sphere of computer programming, debugging and software testing, systems analysis and design involve several techniques and methods so that the final system elements functional inside an organisation can obtain maximum benefit. References Ahuja, S., Manchanda, A. and Verma, R. 2011, Structured Systems Analysis and Design, New Delhi: VK Global Publications. Avison, D.E., Golder, P.A. and Shah, H.U. 1992, Towards an SSM toolkit: Rich Picture Diagramming, European Journal of Information Systems, 1, pp. 397-408. Checkland, P. and Scholes, J. 1990, Soft Systems Methodology in Action, Chichester: Wiley. Dennis, A., Wixom, B.H. and Tegarden, D. 2012, Systems Analysis and Design with UML, Chichester: Wiley. Emes, M. 2011, Systems Lifecycle, University College of London. Available at: http://www.ucl.ac.uk/syseng/courses/msc-modules/systems-lifecycle. Accessed on 15th January 2013 Kahn, P., Lenk, K. and Kaczmarek, P. 2001, Applications of isometric projection for visualizing web sites, Information Design Journal, 10, pp. 221-228 Krishnamurti, R. 2011, asdmCon: advanced sensor-based defect management at Construction sites, Carnegie Mellon University. Available: http://www.contrib.andrew.cmu.edu/~ramesh/projects/asdmCon/index.html. Accessed on 17th January, 2012 Richards, R.P., and Heathcote, P.M., 2000, AVCE Information and Communication Technology, London: Payne Gallway Shelly, G.B., Cashman, T.J. and Rosenblatt, H.J. 2008, Systems Analysis and Design, Scarborough: Cengage. Stair, R.M. and Reynolds, G.W. 2011, Fundamentals of Information Systems, Scarborough: Cengage Stanton, M. 2011, Dr Martin Stanton - Information Systems, Manchester Metropolitan University. Available: http://www2.docm.mmu.ac.uk/STAFF/M.Stanton/sad/Tutorials/DFDTutorial3.html. Accessed on 17th January, 2012 White, T. 2010, The Doctor’s Handbook Part 2: Understanding the NHS (4th Ed.) Oxon: Radcliffe Publishing Ltd Read More