Introduction
As the business world, including the Information Technology industry, becomes more and more complicated and dependent on technology, the need to organize systems and methodologies turns out to be a necessary requirement in order to develop well-functioning information systems that ensures the users' needs are understood and met with the correct business solutions at hand. Thus, this paper aims to introduce the various concepts involved in systems analysis and design (SAD) such as business information systems (BIS), rich pictures (RP), soft system methodology (SSM), system development life cycle (SDLC), and flow diagrams. In addition, this introductory paper will show how each component works to create an effective information system.
What Is Systems Analysis and Design?
Systems analysis and design is the study of various information systems and how each component such as the hardware, software, user interface, forms, reports, and network infrastructure, among others, work together. "Understanding and specifying in detail what the information system should do" (Cysneiros, n.d.) is done through system analysis, while determining how the components are executed is completed through the process called system design (Cysneiros, n.d.). These two are crucial in a system's life cycle because they are the backbone of the system development life cycle (SDLC). Problems encountered during the design stage may be difficult to resolve during the latter part of software development (Hyalij and Gondane, 2010), thus, ensuring the accuracy and completeness of the working system models and their operation is vital.
SAD is typically defined alongside information systems and the corresponding components of the systems.
Other Concepts Associated with Systems Analysis and Design
When talking about SAD, it is important to note about other computer concepts related to it.
Business Information System (BIS) and Information System Components
Information Systems (IS) is the study of "people, data, processes, communications, and information technology [in] support and [improvement] of business operations" (Foster School of Business, n.d.). According to Cysneiros (n.d. p. 18), it is a "collection of interrelated components that collect, process, store, and provide as output the information needed to complete business tasks." Thus, the components of an information system include information or data for input; hardware, software, and procedures or programs for processing; and, the generated output. People working on the various aspects of the system also comprise the processing aspect of the IS.
Cysneiros (n.d. pp. 25-26) further adds that Information Systems are categorized into four groups, namely: transaction processing systems (TPS), management information systems (MIS), executive information systems (EIS), and the decision support systems (DSS). The TPS records "information about the transactions affecting the organization", while the MIS processes the information coming from the TPS and comes up with "reports [that] management needs for planning and controlling [the] business". The EIS produces information specifically for the use of the executive board in decision-making and the DDS provides further support on decisions made by the board by determining other alternatives to solutions and decisions.
Rich Pictures
The rich picture (RP) is a graphical representation of processes used in conjunction with "other information systems (IS) methodologies or approaches, or a stand-alone [representation of] a situation, problem, or concept" (Horan, n.d., p. 257). Because of its heavy use of graphical images, it is "language independent" (Horan, n.d., p. 258) and can easily be understood, thus, complex systems are absorbed easily as compared with textual descriptions of multipart systems.
Horan (n.d., p. 260) further claims that other reasons why RPs are considered as a great tool in representing complex information systems is that it "enables modularization" of compound systems. If one opts to view the system as a whole, the diagrams show not only the whole picture but also the various "relationships and interdependence" of sub-systems. In addition, because of its graphical nature, verifying the completeness of the design reveals whether portions of the analysis and design have been executed correctly or misrepresentations have occurred. Thus, modifications can be done simply.
Soft System Methodology (SSM)
This methodology was developed by Peter Checkland in the 1960s (Williams, 2005, p. 2) as a method of checking into and understanding problem situations that are thought to occur in real-life situations (Soft System Methodology, n.d.). Unlike traditional methods of thinking where reality is perceived as "systemic and inquiry [as] systematic", the ideas surrounding this methodology is that "perceived reality is problematic and inquiry is systemic" (Soft System Methodology, n.d.). In recent years, SSM has been widely used as a learning tool. Williams (2005, p. 2) claims that SSM may be used to develop models of real-life situations, these models are not meant to "represent the real world", instead, it is supposed to help "structure [one's] thinking about the real world".
What makes SSM effective is how it "constrains [one's] thinking in order to expand thinking" (Williams, 2005, p. 2). It makes use of comparisons between what is happening in reality with what models of a specific situation might be (Williams, 2005, p. 2). The results of the comparison give way to a "better understanding of the world ("research") and some ideas for improvement ("action")" (Williams, 2005, p.2). Because of the nature of SSM, it becomes an appropriate tool for those in management positions, project managers for instance, when dealing with information systems problems and other issues with a project.
System Development Life Cycle (SDLC)
The systems development life cycle pertains to the developmental stage of a particular system that is commonly used in project management (Rouse, 2009). It illustrates the various stages involved in identifying a problem to coming up with a solution. The process follows the same pattern, that is, "find a problem, design the solution, and then implement the solution" (What Is the Systems Development Life Cycle, n.d.).
SDLC is characterized by various methodologies, although all of them follow the same model. The waterfall method is the most common SDLC method. It consists of at least seven steps that must be completed in proper order and can only move on to the next step after completing the last stage. While it is considered as one of the "most complete models, it [is also] the slowest and most expensive" (What Is the Systems Development Life Cycle, n.d.). Rouse (2009) adds that other popular SDLC methods include rapid application development (RAD), joint application development (JAD), the fountain model, the spiral model, build and fix, and synchronize-and-stabilize models. Some project managers opt to combine several SDLC methods to come up with a "hybrid methodology" (Rouse, 2009).
The SDLC methods can be summarized under four basic steps, namely the design phase, construction phase, implementation phase, and the disposal phase. The design phase is when planning and requirements gathering take place in order to come up with a feasibility study for the company. The construction phase is the longest period in the SDLC considering that during this time, hardware and software discussed during the design phase is built and tested for design and requirements compliance. This stage determines whether the development team proceeds to the next stage or not. The next stage, implementation, is when actual users begin using the developed system. At this stage, "the project is integrated into existing systems, and user training takes place" (What Is the Systems Development Life Cycle, n.d.). The last stage, disposal, is the phase when migration of the old system into the new system happens. Thus, the "project is pulled out of the users' systems and existing data is converted to a newer system entering the implementation phase" (What Is the Systems Development Life Cycle, n.d.).
Regardless of the type of SDLC method used in planning the information systems, it is important that each stage be properly documented. Ideally, documentation is done alongside the actual development process (Rouse, 2009).
Data Flow Diagramming (DFD) and Information Flow Diagrams
DFDs are important as they illustrate how systems interact with one another. Because external systems may also need to access information from the present system, understanding how the process works and where data is retrieved and subsequently stored, is important (What Is a Data Flow Diagram, n.d.).
Conclusion
Systems analysis and design is not merely creating models for programmers to develop into working information systems. It encompasses various processes that make information systems, including its sub-systems, work efficiently and effectively. It is a long and tedious job requiring the expertise of a project manager in managing the various stages of development beginning from the conception of the project to analysis and design, to implementation and migration. Successful systems analysis and design is gauged by how different aspects of the process work together using the various components of programming such as rich pictures, soft system methodology, system development life cycle, and data flow diagrams are used extensively to come up with an effective information system.
References
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