Phase 2

1
Phase 2 Systems Analysis

• Requirements Modeling
• Chapter 1

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Objectives

• Explain systems analysis phase activities and the
  end product.
• Describe joint application Development.
• Describe Unified Modeling Language.
• Explain the use of functional decompositional
  diagrams.
• Describe system requirements.
• Scalability
• Total cost of ownership

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Objectives

• Describe how to conduct a successful interview.
• Explain when and how to use factfinding
  techniques.
• Develop effective documentation methods to use
  during systems development.

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Systems Analysis Overview
5
Requirements modeling

• Involves investigation and fact-finding to
  describe the current system and define the
  requirements for the new system
• Must use critical thinking skills
• Interpersonal skills become particularly important

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System Development Methods

• Structured Analysis IT staff has central role
  common method of systems development
• JAD team approach for fact-finding and
  requirements modeling
• RAD team approach that speeds up IS development
  and produces a functioning IS

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JAD
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JAD Agenda
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Modeling Tools and Techniques

• UML (Unified Modeling Language)
• Use Case Diagrams visually represents the
  interaction between users and IS
• Actor (user)
• Sequence Diagrams show the timing of
  transactions between objects as they occur
• Functional Decomposition Diagrams (FDD)
• Top-down representation of business functions and
  processes similar to drawing organization chart

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Use Case Diagram
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Use Case Diagram
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Sequence Diagrams
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Functional Decomposition Diagram
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SYSTEMS ANALYSIS

• REQUIREMENTS DETERMINATION
• REQUIREMENTS ANALYSIS
• MAKE A DECISION

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SYSTEMS ANALYSIS

• Learn exactly what takes place in current system
• Determine/document what should take place
• Develop and make recommendations to management

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SYSTEMS ANALYSIS

• Phase is complex because information systems are
  large, difficult to define and subject to change
• Must understand/integrate system needs of all
  users (possibly conflicting needs)

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System Requirements

• Characteristic or feature that must be included
  in an information system to satisfy business
  requirements and be acceptable to users
• Benchmarks to measure overall acceptability of
  finished system

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SYSTEM REQUIREMENT

• basis for further development of new system
• documented requirements are standards against
  which we measure the completed IS

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System Requirements Categories
Scalability Total cost of ownership

• Outputs
• Inputs
• Processes
• Performance
• Controls

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FACT FINDING

• WHO
• WHAT
• WHERE
• WHEN
• HOW
• WHY

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Who, What,
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INTERVIEW STEPS

• Determine who to interview
• Establish objectives
• Develop interview questions
• Prepare for interview
• Conduct interview
• Document interview
• Evaluate interview

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Determine WHO to Interview

• All levels of organization
• Organization chart
• informal structures

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ESTABLISH OBJECTIVES

• determine general areas to be discussed --
  framework
• objectives depend on who is being interviewed

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DEVELOP INTERVIEW QUESTIONS

• List of questions to help keep you on track
• May not ask all questions on list
• May ask questions not on list
• Open-ended, closed-ended, range of response

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PREPARE FOR INTERVIEW

• Schedule day/time for interview
• Inform department supervisor
• Send completed list of questions/topics to
  interviewee

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CONDUCT INTERVIEW

• Introduce Yourself
• Summarize project objectives/progress
• Summarize interview objectives
• Ask questions -- open to closed
• Summarize main points
• Identify what still needs to be done
• Thank interviewee

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CONDUCT INTERVIEW

• LISTEN

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Best place for Interview???

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DOCUMENT INTERVIEW

• Time immediately after interview to record events
  and information

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TAKING NOTES

• USING A TAPE RECORDER

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EVALUATE INTERVIEW

• Did you get all the required information?
• If not, why?
• If not, how will you get it?

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UNSUCCESSFUL INTERVIEWS

• End interview tactfully
• Dont have to ask all identified questions
• Must get information elsewhere

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OTHER FACT FINDING TECHNIQUES
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DOCUMENT REVIEW

• Review existing system documentation
• May not be up-to-date
• Get copies of actual forms (blank and completed)

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OBSERVATION

• Personal observation of current operating
  procedures
• Seeing system in action
• Should verify system documentation and interview
  results!!!!

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HAWTHORNE EFFECT

• Study performed in 1920s
• Worker productivity improved whether the
  environmental conditions were made better or worse

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QUESTIONNAIRE

• Document containing a number of standard
  questions that you ask a large number of people
• Gain limited amount of information from many
  sources
• anonymous

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INTERVIEW VS. QUESTIONAIRE
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SAMPLING

• Collect examples of actual documents/data
• Records, reports, data entry documents, work
  requests
• Systematic
• Stratified
• Random
• Purpose of sample is to ensure that it represents
  the overall population accurately

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RESEARCH

• Review journals, periodicals, books
• attend professional meetings, seminars
• formal or informal discussions with other
  professionals
• Site visitations
• ANYTHING EXTERNAL TO THE COMPANY

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Documentation

• Record info as you obtain it
• Simple format
• Should be understood by non-IS staff
• Good writing is important

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Whats Next??

• Requirements Analysis
• Create Formal Report
• Formal Presentation

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Softwear, Limited

• Systems Planning systems request to investigate
  problems with the companys payroll system.
• Systems analyst Rick Williams found several
  problems during the preliminary investigation.
• Input errors
• Need for manual preparation of various reports
• Requirements modeling begins.

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Softwear, Limited
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Softwear, Limited
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Softwear, Limited

• Rick learned errors occurred in employee stock
  purchase deductions.
• Needed to study the process.
• Reviewed org chart and decided to interview
  Manager of human resources administration.
• Sends a memo to HR director.
• Makes appointment with Meredith.

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Softwear, Limited
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Softwear, Limited

• Interview results
• Hired employees complete a Payroll Master Record
  Form.
• HR completes from with salary info.
• If rate or status changes a Payroll Status Change
  Form is completed.

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Initial Interview

• Meredith explained
• Hired employees complete a Payroll Master Record
  Form.
• HR completes with salary info.
• HR completes a Payroll Status Change Form.
• After 90 days, CU deductions.
• After 180 days, stock purchase plan.
• HR forwards to payroll.

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Interview Memo
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Interview Doc
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Next Steps

• Interviewed lead payroll clerk, Nelson.
• Confirmed process that Meredith relayed.
• Added process of time sheet.
• Deductions
• CU handled weekly.
• Uses report from payroll processor (BIS).
• Stock is purchased monthly.
• Does by hand, no report available.

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BIS Interview

• Currently using GAPP, Generalized Automated
  Payroll Program
• Developed in 1991, with many updates.
• Just released CHIPS, Comprehensive High-powered
  Interactive Payroll System.
• BIS looks forward to the conversion!
• Gapp will be supported for one year, with no
  further enhancements.

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BIS Interview

• Rick described cycle problems.
• SWL was their only customer with more than one
  deduction cycle.
• Programming CHIPS to meet SWL needs would not be
  feasible.
• Could possibly add it on later for them
  specially.
• No release date on CHIPS, sometime next year.
  Still in development.
• Monthly fee should not increase more than 30.
• More specifics in a few months.

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New Developments

• Rick meet with his manager and the director of
  IT.
• He requested the scope of the project be changed.
• In requesting this from VP of Finance, they
  learned that a new 401K program was approved.

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Revised Project

• Carla Moore, PA was assigned.
• Needed to determine new requirements.
• Same and additional people were interviewed.
• HR rep
• Payroll Clerks
• Produced a Functional Decomposition Diagram

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3-34
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Questions???

• P. 3.39

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NEW CENTURY HEALTH CLINIC

• preliminary investigation recommended a detailed
  analysis of
• patient record system
• patient and insurance billing system
• patient scheduling system

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NEW CENTURY HEALTH CLINIC

• After DISCUSSION, Associates agreed to hire
  you to perform Systems Analysis
• Group Discussion -- 1,2,3 p. 3.44
• One case submitted per team