Phase 2 - Analysis
In Phase 2, systems analysis, data is collected about the present system and analyzed.
The system analyst gathers and analyzes the data and determines new requirements.
The analysis is summarized in documentation.
A new design is not created at this phase.
Three tasks must be performed in this phase:
Gather data
Analyze data
Write system analysis report
Gathering Data.
Data can be gathered through:
Observation
Interviews
Studying documents describing:
Formal lines of authority
Standard operating procedures
One document is the organization chart
Shows management levels and formal lines of authority.
Chart resembles hierarchy of three
levels of management.
Analyzing the Data
Learn how information currently flows in the present system.
Pinpoint why information isn't flowing appropriately.
Many times the system is not operating correctly because prescribed procedures are not being followed.
Some tools system analysts use to analyze data are:
Checklists
A list of questions focusing on key issues of the present system.
Examples:
Can report be easily prepared by the current system?
Can the system easily adapts to
change and growth?
Top-down Analysis Methodology
Identify top-level components of the system.
Breaking components down into smaller components for further analysis.
Example:
Analyzing each category of cost separately by breaking down the
larger advertising cost problem into smaller problems -
employee salaries, telephone and mailing charges, travel, supplies,
and so on.
Grid Charts
Data table showing relationships between input and output documents.
Checkmark at the intersection of a
row and column of the table means input document is used to create
output document.
Decision Tables
Data table showing decision rules
that apply when certain conditions occur.
System Flowcharts
Shows the flow or input of data, processing and output
Shows distribution of information in a system.
Symbols are used as a guide through
the flowchart.
Example:
Data Flow Diagrams
Shows the data or information flow within an information system.
Data is traced from its origination through processing, storage, and output.
Example:
Automated Design Tools (CASE tools)
Software packages that evaluate hardware and software alternatives.
Requirements given by the systems analyst are used.
Also known as Computer Aided
Software Engineering tools.
Writing a systems analysis report
Document the systems analysis stage
The systems analysis stage is typically documented in a report.
The report will be given to higher management.
The report should summarize the results of preliminary investigation.
The report will describe:
The current information system.
The requirements for a new system.
A possible development schedule.
The report can also include a recommendation by the systems analyst to continue or discontinue the project.