A Structured Systems Analysis And Design

Published Date: 02 Nov 2017

This project is to practice the tasks associated with the System Analysis and Design module and analyze the existing system as provided in the case study. Southwest Hill Private School requests a new information system for the after-care program.

First of all, the problems in the existing system and solutions will be proposed in this report. Logical assumptions will be documented as well. A feasibility report which contains schedule and operational feasibility also documented in this report.

Additionally, this report will concern about the comparison between some related methodologies with justification on selection for the proposed system. Several fact-finding techniques to determine user requirements are carried out over this report. Yet, logical design and physical design are explained. The former includes diagrams that related with the findings of the investigation phase, the latter includes database designs and website prototype that matches with the logical design.

Lastly, individual assignment with a critical evaluation in terms of problems encountered and how they were overcome will be presented.

1.1 Problems

Due to the rapid growth in the student population, increases in registration for all programs from pre-school to Standard 6/Grade 6 program significantly experienced by Southwest Hill School. Moreover, a huge demand for after-school care have led to an extremely high workload for the administrative staff.

The main problem faced by Southwest Hill School is the traditional ways they use to handle the administrative tasks. At present, they are using Microsoft Word, the word processor and Microsoft Excel, the spreadsheet program to record down the registration and payroll information, to maintain the records, and to produce the reports. They find out that they have to put a lot of efforts on copying the information from worksheet to another. The amount of time spent on copying is getting longer and the possibility of errors is increasing.

In addition, they feel the tension of handling complicated financial tasks for the after-care program. Southwest Hill School has different billing and payments in the accordance with different time-block that the students chosen. The financial committee are not able to keep track on fee collections efficiently.

1.2 Solutions

The staff members of Southwest Hill School request to develop a new information system that can handle administrative and financial tasks for the after-care program. The purpose of the system is to reduce the high workload of the administrative and financial staff.

A business software application like Microsoft Office is needed for Southwest Hill School. Microsoft Office provides the functionality which is commonly used to run a business, consists of Microsoft Word, Excel, PowerPoint, Access, and so on. Microsoft Access is one of the most suitable applications as it offers intuitive solutions for Southwest Hill School which need a simple data management program. According to Microsoft Corporation (2010), Microsoft Access is all about simplicity, with ready-to-go templates to get users going and powerful tools that stay relevant as the data grows. With the Access, the staff able to add/edit or track the student’s details or payment easily and generate summary reports automatically. It will be more flexibility, fewer errors and results a better work. One of the most beneficial features of Access is its ability to import or export data to or from other programs such as Excel. The staff are allow to exchange data by importing, exporting, or linking between Access and Excel. Therefore, the management of Southwest Hill School can view the reports in Excel format as it is a better format to read.

To deal with the growing administrative workload, it is a necessary to create a webpage. The intention of the webpage is to allow the parents to book the time-block of after-care program for their children. This reduce the burden of administrative staff so that they have more time on others tasks. It is far more convenient for the parents to register the time-block online because the service can be accessible at all times. In this case, a web design software, Microsoft Expression Web is used to create the webpage. Furthermore, the webpage also provides a feedback service to gain critical insights from the parents. It helps to develop a better customer-retention.

1.3 Assumptions

The underlying assumptions for this case study:

The staff might not be familiar to the new information system. Therefore, the usability (easy to learn and effective to use) of the system must be taken into consideration.

An online service that allows parents to pre-register the time-block for after-care program will be implemented. The administrative staff must refer to the system everyday in order to track the parent’s registrations.

The office hours of Southwest Hill School is from 7.30am to 7.30pm. For the convenience of the staff, parents are not allow to register after 7.30pm. Therefore, the registrations after office hours will be ignored.

Chapter 2: Feasibility Report

Feasibility Study is very important when developing a good system. Moreover, an excellent system must be able to evaluate and analysis alternative solutions before the proposing change. Feasibility is refers to logical possibility, which is achievable. It also play an objectively role to cover the strengths and weaknesses of a proposed business. A last but not least, feasibility also can be used to predict the future risk and stability of a system.

There will be cover of Operational Feasibility and Schedule Feasibility in this case study. The reason for feasibility study is:

To determine whether a project has a reasonable and effective chance of success.

To analysis what is worth to do.

To ensure cost, time and quality using wisely in all aspects.

2.1 Schedule Feasibility

First and foremost, Schedule Feasibility is work with the time frame; a successful project must follow the schedule in order to complete it on time without having any unexpected problem appear. A project that unable to finish on time will consider fail and penalties will be charged. Sometime, the purpose of having deadline is to measure that the new system can be used without outdated. Gantt chart is the tool that can be used to ensure the project finish on time. In addition, Gantt chart can illustrate the starting and the ending date which fixed by the user. User also can include the dependency between activities.

2.1.1 Gantt Charts

2.1.2 Workload Matrix

Task

Melissa Kei

Tay Yoke Run

Loke Zhe Ching

Tan Khye Yang

Chapter1

Introduction

Problems

Solutions

Assumptions

Chapter 2

Schedule Feasibility

Workload Matrix

Gantt Chart

Operational Feasibility

Chapter 3

Types of Methodology

SDLC

YSM

SSADM

Breakdown of Chosen Methodology

Chapter 4

Fact-finding Techniques

Interview

Questionnaire

Observation

Conclusion from findings

Chapter 5

Data Flow Diagram

Context Diagram

Level 0

Entity Relationship Diagram

Use Case Diagram

Class Diagram

Chapter 6

Webpage Interface

Access Interface

2.2 Operational Feasibility

Operational feasibility is to survey of how well the proposed system does overcome the problems and give the best solutions to the system. Moreover, PIECES framework was introduced to help in identify the operational problems to be faced in the new system.

P.I.E.C.E.S. Framework is a set of checklist as known as are Performance, Information, Economics, Control, Efficiency and Service which identify certain particular problems of the system. The user just needs to manage the framework steps by steps and solves the problems by improving useful enhancement. The Pieces Framework will bring cost, quality and time efficiency to a particular company.

2.2.1 Performance

Current System

On the current Southwest Hill School system, the throughput is extremely low, because there is only one person to key-in all of the data which is the vice-principal Susan Brown. Besides that, the response time for Susan to manage all the administrative tasks takes too long and too much time and efforts. For instance, when come to end of month, Susan may delay her works because she has to copy lots of information such as reports and payrolls. As a result, both throughput and respond time shows terrible results, therefore the performance of current system is weak.

Proposed Solution

Proposed solution is created to eliminate all the weakness and limitation of current system. According to the weakness of current system, Microsoft Office is needed for Southwest Hill School to make works done more easily. First of all, Microsoft Access will be the better choice to improve Susan’s job, because Microsoft Access can be add/edit even trace the student’s details or payments easily and generate summary reports automatically without wasting much of time and cost.

2.2.2 Information

Current System

In this current part, there is a limitation which Susan Brown needs to handle all the student’s information and details by copying it from worksheet to another. These obviously cause time wasting and outputs information errors besides that, using Microsoft word is not that useful to produce accurate student’s information and records. The current system is lack of visual aids such as official website might reduce the parent’s notices of their children in the after-care program.

In addition, in the inputs part, data error might be occur often when Susan handle too much of administrative works. Data such as payments and billing for end of months statement is difficult to handle due to different time-block that the student chosen. Therefore, the financial committees are not able to keep track on fee collections effectively.

Proposed System

The new system would be able to record all the details efficiently using Microsoft Access. The forms will be able to retrieve and edit information at anytime. Besides that, the system is also automatically in such a way that it would create the students chosen time-block and print out student’s statement and payroll if necessary.

2.2.3 Economics

Current System

On the current system of economics, the income of students registration and after-care program in Southwest Hill School are low and will be decreasing in the future due to low propagate of the school programs and mess of managing system. Southwest Hill School has different billing and payments in the accordance with different time-block that the students chosen, this might mess up the financial of Southwest Hill School.

Proposed System

Through this proposed system, Southwest Hill School is able to increase their profits and incomes by gaining benefit from the webpage booking system. To deal with the messy administrative workload, it will be necessary to create a webpage. It will be easy access and easy to use for the student’s parents to book the time-block of after-care program. The webpage booking system will be more convenient for the parents to register the time-block online because the service can be accessible at all times. In addition, we would be creating a website using Microsoft Web Expression 4 to design the interfaces of webpage booking system. As a result, this would increase more parents to apply the after-care program for their children.

2.2.4 Control

Current System

Furthermore, the current system is lack of security for storing student information. It also does not keep parents information privately. Thurs, anyone can view it easily and edit on those data and information on the current system. At last but not least, using the spreadsheet programs to record down the registration and payroll information, to maintain the records and to produce the reports might leak out some useful information if the current system does not work securely.

Proposed System

As proposed system, in term of reduce error creation, information such as payrolls and reports will be computerize by using Microsoft Access and will be backup in the form of digital to reduce unwanted errors. Microsoft Access is one of the most suitable applications as it offers intuitive solutions for Southwest Hill School which need a simple data management program.

2.2.5 Efficiency

Current System

On current system, whole process is mange by Susan Brown. It was not efficiency enough, because she was the only handler. Besides that, key-in errors will be often occurs due to using simple spreadsheet program to record important information. Furthermore, the current system does not have a proper database. All situations stated used up a lot of time, effort, and material. That shows current system is not efficiency.

Proposed System

In order to increase efficiency of Southwest Hill School, using Microsoft Access is first to implement into their system. Parents have to register on the webpage regarding the time-block for after-care program. This will shows effective and efficient results.

2.2.6 Service

Current System

The current system does not generate report on constant time due to Susan solo handle of all the administrative stuff. This is because the report information and payroll information is collected and produced manually. Furthermore, the time block given to the students is not constant enough as their parents will drop them to the after-care program without any early booking or registration. Eventually, the workload will be messy and hard to rearrange the schedule time.

Proposed System

After identify the problem, the proposed system will eliminate all the weakness above. The proposed system will gather parents and their student information and the after-care program time block automatically on the webpage. This can be done easily by generate reports and payrolls in the proposed system. Statement will be display immediately on the webpage when the parents had chosen the time block and registration for their children in Southwest Hill School. Therefore, Parents satisfaction is guaranteed and incomes of Southwest Hill School will be increase constantly if the proposed system execute.

Chapter 3: Selection of Methodologies

3.1 System Development Life Cycle (SDLC)

The SDLC framework provides system designers and developers to follow a sequence of activities. SDLC consists of a set of steps or phases in which each phase of the SDLC uses the results of the previous one (Anonymous, n.d).

Documentation is produced at crucial stages during the process as the SDLC is document driven. Until the appropriate documentation or artifact is produced, a phase of the SDLC is not complete as these are sometimes referred to as deliverables (Anonymous, n.d). A deliverable may be a substantial written document such as documentation on Southwest Hill Private School, system test plan or even a physical object such as Microsoft Access and Web Design.

The SDLC can also be viewed from a more process oriented perspective that emphasise on the parallel nature of some the activities such as system maintenance as an alternative to a complete re-design of an existing system (Anonymous, n.d).

Figure 1.0: SDLC Methodologygraphic_sdlc.gif

Advantages:

Project managers have better planning and control

Compliance to prescribed standards ensuring better quality

Documentation that SDLC highlight on is an important measure of communication and control

The phases are important milestone and help the project manager and the user for review and signoff

3.2 Yourdon Systems Method (YSM)

YSM now uses terms like "real-world" and "subject-matter" different from the earlier versions when talking about systems modeling. In the beginning, YSM was very similar to STRADIS, Yourdon, Gane and Sarson all being one-time colleagues. Nevertheless, YSM in its later versions has attempted to leave from pure functional decomposition towards something called event partitioning dissimilar of STRADIS which is claimed to be neither top-down, nor bottom-up but middle-out. Even so, it is difficult to see how the shackles of functional decomposition have been shed because the method still uses the time-honored techniques of data flow diagrams (DFD) and entity relationship (ER) models. Thus, YSM now claims to be a third generation method (Anonymous, 1999).

It is to be pondered which JSD method (1983) used these notions to escape from the boundaries of top-down development on how much these changes have been influenced by the work of Michael Jackson. However, the fundamental difference between YSM and JSD should be noted. The Jackson approach unlike YSM has eschewed completely any notion of functional decomposition (Anonymous, 1999).

First of all, this method requires analyst to draw a context-diagram (top level DFD) of the problem indicating the sources, sinks and boundaries of the system with regards to Southwest Hill Private School. Followed by a list of the events to which the proposed system must respond is drawn up after problems are identified according to the case study. Lastly, using traditional techniques such as entity modeling, normalization, DFDs and etc, the documentation of the system is completed. In order to build predominantly graphic system models, YSM uses a defined set of development tools, procedures, models and structured techniques (Anonymous, 1999).

Advantages:

Break the problems into smaller manageable components (Ernest, 2009).

Use diagrams and illustrations to enhance communication and understanding (Ernest, 2009).

Highly structured data analysis is used

3.3 Structured Systems Analysis and Design (SSADM)

Structured System Analysis Design Methodology (SSADM) is the method that uses to carry out the system analysis carrying out the systems analysis and design stages of an information technology project. There are three important techniques that are use in SSADM which is logical data structure (LDS), data flow diagram (DFD) and entity life history (ELH). The methodology consists of seven stages which are:-

Stage 1: Feasibility

Feasibility is the stage that decides whether the project can be justified or unreasonable. Task for this stage are such as develop a logical data structure or create a current system overview to identify the problem and improve or solve the problem.

Stage 2: Investigation of Current Environment

This stage is determining the requirement of a new system by interview or questionnaire to find out the fact. The information usually are consists of the functionality of the current system and how to apply into the new system.

Stage 3: Business System Options

This stage will show how the new system will operate within the business. After collect the opinion or requirement from the user, the technician will follow the user’s requirement and to develop a new system that can clearly show out the requirement from the user.

Stage 4: Requirement Specification

Requirement specification is specifying the functional or non-functional requirement from user. The technique that used for this stage is such as problem list, input or output description, event catalogues, screen format and others.

Stage 5: Technical System Options

Technical system options are the stage that describes the costs, benefits and constraints of the system. The creation of technical options, user selection, definition of design objective and completion and review of the system also is the tasks that include in this stage.

Stage 6: Logical Design

Logical design is the stage that matching the function that require by user and the validation and review of logical system design. This stage also involves the use of prototyping to ensure that will meet the system requirements.

Stage 7: Physical Design

Physical design is the conversion of the logical design to a new system or software environment. This stage is more concern on the production such as testing the program, how to operate, the layout, database and others.

Advantages:

SSADM is a very structured method that use to carrying out the system analysis and design of an information system because this method are easily to control every aspect of the process. It also becomes standard in United Kingdom because it only has very little error.

Other than that, SSADM also can prevent the requirement of training new staff because when someone who involved in that project will easily comprehend in the process. The stages of SSADM enable the designer consider the real challenger and condition and think more about the information system.

Chosen Methodology: Structured System Analysis and Design (SSADM) methodology is chosen because this methodology has breakdowns on problems which can provides us with information on other methodologies as well to be used in this proposed system and future use.

Chapter 4: Application of Investigation Techniques

This chapter describes requirements modeling techniques that use to develop new systems. Requirement is an indispensable feature to be included in a new system. This involves making research on the current business system to understand how it works and what improvements should be made. Before moving into design phase, requirements gathering is the primary step which using a variety of techniques to understand the needs for the new system.

4.1 Fact-finding Techniques

The specific methods used for gathering data about user requirements are known as fact-finding techniques, vary from asking people questions to watching them work. The most commonly used techniques are interview, questionnaire and survey, document review, sampling, and observation. Usually, more than one of these techniques are adopted to ensure an accurate result. Three fact-finding techniques: interview, questionnaire and observation will be examined briefly in this chapter.

4.1.1 Interview

Interviewing is one of the critical fact-finding techniques during the system analysis phase. An interview is to collect data from individuals or groups through face-to-face interaction.

Step 1: Determine the people to interview

It is important to select the right people to interview and to ask them the right questions in order to get a precise picture. Identifying people who might offer valuable information is the most fundamental step when setting up an interview. Generally, interviewees are the current users of the existing system or the potential users of the proposed system. Based on this case study, the interviewees are the vice-principal, the administrative staff, and the finance department staff.

Step 2: Develop Interview Questions

After deciding on the interviewees, objectives for the interview must be established. First of all, determine the general areas to be discussed, then list out the facts or information that needed to be gathered. Preparation such as creating a standard list of questions before the interview session is necessary to avoid the unnecessary tangents. Typically, the interview should include different types of questions such as open-ended, close-ended, or questions with a range of response. Under this case study, the sample interview questions are listed in the following table:

Types of Questions

Usage

Examples

Open-ended Questions

These questions are used to explore and investigate for information for which the interviewee cannot think of all possible responses.

What are the best thing about the information system you currently use to handle your job?

What are the limitations of the current system?

What additional features would you like to haven in the new information system?

Close-ended Questions

These questions limit the response. They are used to collect information that is more specific.

How many staff are there to deal with the administrative and financial task?

How long do you take to send out the monthly bills?

How long you take to copy information from one worksheet to another?

Does the current system provide the accurate result?

Do errors or system failure always occur?

Range of response Questions

These questions are relevant to close-ended questions. It is easier to tabulate and interpret answers by asking the interviewee to provide limited answers on a numeric scale.

On a scale of 1 to 5, with 1 the lowest and 5 the highest:

How would you rate the efficiency of the current system?

How would you rate the complexity of the current system?

Is it difficult to generate the monthly statement?

Justifications for selection

This fact-finding method is helpful when acquiring general or even thorough facts about the current system. Besides that, this approach is beneficial for gathering information from individuals who may not have the time to complete questionnaires.

4.1.2 Questionnaire

The second fact-finding technique during system analysis phase is to carry out questionnaires. As stated by B. Shelly & J. Rosenblatt (2012), a questionnaire, also called a survey, is a document containing a number of standard questions that can be sent to many individuals. The document can be mass-produced.

A good questionnaire should be well designed. A typical questionnaire should provide clear instructions and user-friendly. The questions should be arranged in logical order, from simple to complex. The most important rule in designing a questionnaire is to limit the open-ended questions because they are difficult to tabulate the result. Figure 4.1 shows a sample questionnaire that includes a wide range of topic that are useful in determining the user requirements of the proposed system.

Justifications for selection

Questionnaire is a desirable and valuable tool to obtain information and opinions from large number of people. This fact-finding technique can tabulate and analyze the result as efficiently. In terms of cost, questionnaire is a relatively inexpensive method.

IMPLEMENT NEW INFORMATION SYSTEM QUESTIONNAIRE

Your Observations (Please answer each question.)

How many enrollment applications did you process in the past three days? _______

How long do you take to complete a registration process?

[ ] <20 minutes [ ] > 1 hour

[ ] 20-30 minutes [ ] Others: _______

Do you feel that copying information from one worksheet to another is too annoying?

[ ] Yes [ ] No

Is there too many errors exist when generating monthly statements?

[ ] Yes [ ] No

What errors do you see most often when generating monthly statements? (Rate from 1 the most common error to 3 the least common.)

[ ] Incorrect Name [ ] Incorrect Charge Number

[ ] Incorrect discount percent used

[ ] Others: __________________

Is there a demand for setting up a new information system?

[ ] Strongly agree [ ] Agree

[ ] No opinion [ ] Disagree

[ ] Strongly disagree

Do you familiar with the database application, Microsoft Access?

[ ] Yes [ ] No

Your Suggestions (Please give example as possible.)

What changes to the proposed system would you recommend?

________________________________________________________________________________________________________________________________

Your opinion concerning this new proposed system will be very valuable. A great appreciate if you can complete this questionnaire. Figure 4.1 Sample Questionnaire

4.1.3 Observation

Another fact-finding technique is to observe the operating procedures of the present information system. Observing the system in action gives a better understanding of system procedures. A checklist of specific tasks that needed to be observed should be prepared in order to identify the ways of handling situations which are not covered in standard operating procedures. Based on this case study, the following tasks to be observed are:

Which department is using the information system?

How often do interruptions or down-time occur?

Who provides technical support while interruptions occur?

How they handle the transactions by using Microsoft Excel?

Do the parents receive their monthly statement on time?

Is the monthly statement complete and accurate?

However, the operating procedures might not be run as smoothly as observed. The staff might be nervous during the observation and it makes the operations run less smoothly. As an observer, participating in the work in some situation might be useful because it gains a thoroughly understanding of the tasks.

Justification for selection

According to the process above, it shows Southwest hill school have a lot of information and data needed to be record and process. With the increasing of students day by day, it seems barely to handle all those tasks. The situation will go worst when a parent’s statement contain unwanted errors such as error in billing information. At last but not least, a good system is needed to ensure effective works for Southwest Hill School.

Conclusion from findings

Choosing the most appropriate methods in which data is collected is the major challenge of requirements gathering. Is it better to interview or use a questionnaire or make an observation? Each method has its strengths and weaknesses. Many factors such as time constraints and expense must be taken into consideration due to different situation. Based on the above techniques, questionnaire will be the most appropriate technique of determining user requirements of the proposed information system. This is because questionnaire maintains anonymity. Thus, individuals are likely to give real facts.

Chapter 5: Logical Design

After using fact-finding techniques to probe the current system and determine user requirements, the following step is to develop a logical model of the proposed system. As stated by B. Shelly & J. Rosenblatt (2012), logical model shows what the system must do, regardless of how it will be implemented physically. The purpose of this chapter is to discuss several graphical techniques that describe an information system.

5.1 Structured Method Technique – Data Flow Models

One of the most popular technique is to draw a set of data flow diagrams. "A data flow diagram (DFD) uses various symbols to show how the system transform input data into useful information. A data flow diagram (DFD) shows how data moves through an information system but does not show program logic or processing steps." (B. Shelly & J. Rosenblatt, 2012, p. 200)

5.1.1 Context Diagram

The primary stage in developing a set of data flow diagram is to draw a context diagram. A context diagram shows the top-level views of an information system that identifies all external entities and related input and output flows.

Figure 5-1 Context Diagram DFD for Southwest Hill Intelligent System

The context diagram for Southwest Hill Intelligent System is shown in Figure 5-1. The SOUTHWEST HILL INTELLIGENT SYSTEM process is at the center of the diagram and fives entities (PARENT, TEACHER, VICE-PRINCIPAL, ADMINISTRATIVE DEPARTMENT, and FINANCIAL DEPARTMENT) surround the process.

5.1.2 Level 0

5.1.3 Level 1

5.1.4 Entity Relationship Diagram

5.2 Object Modeling with the Unified Modeling Language (UML)

Unified Modeling Language (UML) is a popular method to document and model a system. The UML is mainly used to describe object-oriented system and to develop object models. UML diagram consists of Use Case Diagram and Class Diagram.

5.2.1 Use case Diagram

Use case diagram is a virtual summary of various related use cases within an information system. A use case diagram is a collection of actors, use cases, and their communications. Figure 5-2 shows several symbols of use case diagram.

Symbol

Symbol Name

Actor

Use case

Communication

Figure 5-2 Symbols in Use Case Diagram

5.2.2 Class Diagram