BIS 1103

SYSTEMS ANALYSIS AND

DESIGN

Lecturer: Paul Katongole

Email: pkatongole@cit.mak.ac.ug
 Course Objectives

At the end of the course students should be able to:

1. Apply Information systems concepts to an

Information System problem.
2. Understand and apply Systems Development
Life Cycle concepts.
3. Document the overall structure of data flow for
a business problem.

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Objectives (cont’d)

4. Document requirements & design of

computer generated outputs.
5. Document computer programming
specifications for a system.
6. Organize & present the documentation for
a system in a technical report.

BIS 110: Systems Analysis and Design 3

Course outline

The topics covered include:

1. Course overview
2. Introduction to Information Systems
Analysis and Design.
3. The System Development Lifecycle
4. Preliminary Investigation and Feasibility
study
5. Requirements determination
BIS 110: Systems Analysis and Design 4
Course outline – cont’d

6. Information gathering techniques

7. System analysis tools and techniques
8. System design
9. System Implementation, Evolution and
Review
10.Information systems project management

BIS 110: Systems Analysis and Design 5

Pedagogy

Teaching / Learning approach :

• Classroom lectures

• Group discussions

• Take home assignments which will form

part of the coursework.

BIS 110: Systems Analysis and Design 6

Assessment

Students are evaluated through:

– Coursework (40%) consisting of an
assignment and 2 tests
– Final examination (60%)

BIS 110: Systems Analysis and Design 7

Course Policies

Assignments Due Dates.

Late submissions shall not be accepted

No make up test will be given

BIS 110: Systems Analysis and Design 8

Course overview

• This course introduces the theory &

application of Information Systems
Analysis and Design.
• Describes Information systems & the
Systems Development Life Cycle
• Presents tools & techniques for
documenting Information systems

BIS 110: Systems Analysis and Design 9

Course overview (cont’d)

• Explains the classical and structured tools

for describing data flows, data structures,
process flows, file design, input and
output design and program specification
• The primary theme of the course is the
use of systems analysis and design
techniques to develop and document
effective computer based Information
systems.
BIS 110: Systems Analysis and Design 10
Course overview cont’d

• Systems analysis & design are primarily

done by the Systems analyst.
• Systems analysis, design, and
implementation are processes used by
professionals to develop and maintain
Information systems.

BIS 110: Systems Analysis and Design 11

 Introduction
Systems analysis
The study of an organization's
problem or situation & the specification of business
requirements for an improved system.

Systems design
Detailed specification of a computer based
solution to the business requirements.

The design includes the programming

specifications. 

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 Systems Analysis and Design

• SAD includes all activities performed to

produce an automated IS.
• Covers the entire systems development
process from:
Planning to implementation,
maintenance, and evolution.

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 Why analysis and design?

• Successful IT projects follow a systematic

“analysis and design” process in order to
improve chances of success in terms of;
• Quality
• Time,
• Costs

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 Systems and subsystems
System:
A set of interrelated interacting components that
work together to achieve specific results.
• An effective system is Synergistic e.g. a home
theatre system.

• Business systems are composed of:

People, facilities, equipment, materials and
methods of work
that function together to provide goods or
services

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 Subsystems
Exist where main system becomes
complex

Example:
• Manufacturing
Textile industry where an input is
processed to produce an output which
becomes input to another
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 Information system
• A collection of interrelated components
working together to collect, retrieve, process,
store and disseminate information for the
purpose of facilitating planning, control,
coordination, analysis, and decision making in
businesses & organisations.

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 Information system
• Main types of Information Systems
• 1. Transaction Processing System (TPS)
• 2. Office Automation Systems (OAS)
• 3. Management Information System (MIS)
• 4. Decision Support System (DSS)
• 5. Strategic Information System (SIS) or
(ESS)
• 6. Expert System (ES)
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 1. Transaction processing system
• Controls routine daily activities of an organization
• Typically large volumes of data.

• A transaction is an event that affects the

organization
• Transaction processing cycle includes:
– recording,
– processing,
– updating,
– output, report

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 TPS cont’d
• Examples of transactions include ...
• receive payment
• place order
• refund purchase

BIS 110: Systems Analysis and Design 20

2. Office Automation Systems (OAS)

• At the “knowledge” level of an

organization
• Use information for analysis
• Familiar aspects of OAS include:
– word processing, desktop publishing
– spreadsheets, scheduling
– voice mail, electronic mail
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3. Management Information System

• Deals with summary Information from TPS

• Exception conditions where special action
is required require closer attention and
are reported.

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 4. Decision Support System (DSS)

• Strategic Planning
• Set long-term goals
• Uses internal results from TPS and MIS
• Also uses external (statistical) data
• Build model for future state of the business
Group Decision Support System (GDSS)
– Uses group problem solving

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 5. Strategic Information System (SIS) or
Executive Support System (ESS)
• Aims at giving a firm competitive advantage
within an industry
• Michael Porter identified the following ways:
– Build barriers against potential competitors.
– Enhance customer loyalty.
– change the basis of competition within an
industry
– Develop new products
• Example: American Airlines - first to create
on-line ticket reservation system
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6. Expert System (ES)

• Part of the field of Artificial Intelligence

• Computer system which guides user
through tasks requiring special knowledge
• Contains “knowledge base” which includes
both data and decision rules
• Examples:
medical diagnosis, oil exploration, life
support systems etc
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 Organizational Levels

Four organizational levels

 Operational personnel
 Lower management
 Middle management
 Top management

 Responsibilities, decision-making styles, and

information system requirements
 Empowerment of operational personnel
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Organisation Levels and IS requirements

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Organisation levels and IS requirements

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 Organizational goals and information
systems
• Examples of organizational goals:
– Maximize profit
– Increase market share or sales volumes
– Operate in an environment-friendly manner
etc
• Purpose of an Information system is to help
achieve organizational goals
• Some times technology / computers can assist.
Note: Need to draw system a boundary since it
interacts with its environment
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 A boundary (scope)

• What is the perimeter or border of the

system – elements, features, options, that
will be included in the system.
• What is the area under investigation?
• What is the boundary of the system?
• What parts of the organization are off
limits?

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Components of an Information system

• Input - data, the raw facts

• Process - transform data into useful
information
• Output - product or result
• Feedback - for quality control, evaluate
results
• Adjustments - where corrections are
necessary

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 Components of an information
system-
a general example
.

Input
Output
Source Processing Destination

Adjustments
Feedback

Control

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 Components of an Automated
Information system
It is made up of :
• Hardware,
• Software,
• Data
• Procedures
• People,

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An Automated Information System

Data
People

.
Software Procedures

Hardware

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Characteristics of an Information System

• Data
Either
– Input via some data entry device,
– OR already in the system and stored on
a storage device, or
– Displayed or printed on an output
medium.

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Characteristics of an Information System

• Function (process, method) – is a

transformation or action taken by the IS.
– Functions carry out and enforce
business policies, rules, and
procedures.
• Behaviour – is the observable effects of a
request.

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 Basic Characteristics of an IS

Data
Function

Behaviour

• Data: input, stored, or output

• Function: business activity performed
• Behaviour: the observable effects of a request

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The Systems Development Process (Overview)

The system development process

comprises of :
1. Techniques
2. Methods
3. Strategies.

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Techniques, methods and strategies

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 Techniques

• Are at the lowest level of the process.

• Are designed to do a particular task within the
analysis and design process.
• Several techniques may be applied for a given
method / methodology / approach.
• Examples include:
– Data flow diagrams, Flow charts, Logical data
structures, Context diagrams, Decision tables,
Gantt charts, Tree diagrams.

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 Methods / Methodology

• A system analysis method embodies a

number of techniques each chosen for its
appropriateness to a particular task within
a method / methodology.
• Note: Several methods May be combined
for a given computer systems development
strategy.

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 Methodologies

Examples of methods / methodologies:

1. Structured Systems Analysis & Design
Methodology.
2. Jackson Structured programming(JSP)
3. Soft Systems Methodology.
4. Object Oriented Methodology.
5. The Traditional SDLC
6. Prototyping
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 The Systems Development Process
(Overview)
• SA & D takes a much broader
perspective and focuses on:
1. Systems Planning – performing
planning and initial feasibility activities to
determine which IS projects take priority
over others.

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The Systems Development Process (Overview)

2. Systems Analysis – understanding and

documenting the requirements of a
specific problem domain.
A problem domain refers to the
business problem or function being
planned, analysed, designed, and
ultimately implemented as an automated
IS.

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The Systems Development Process (Overview)

3. Systems design – designing an

appropriate technical solution for the
problem domain based on the
documented requirements from SA.
4. Systems Implementation – constructing,
testing and installing the information
system and having the users use the IS.

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 The Systems Development Process
(Overview)

5. Systems Evolution – maintaining

and enhancing an IS so that it
continues to meet the needs of the
business.

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 The System Analyst

• Performs Systems Analysis

• Usually employed in the Information
Systems Department
• Has Wide ranging skills

BIS 110: Systems Analysis and Design 47

 The system analyst..(cont)
• A System Analyst studies the problems
and needs of an Organisation.
• To determine how people, methods, and
computer technology can best
accomplish improvements for the
business.

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 Role of a Systems analyst
1.Investigate how information is used, handled and
manipulated in an organization.
2.Identify inefficiencies and ineffectiveness in the
current system used by the organization e.g.
delays, high operating costs, huge clerical
effort and health hazards.
3.Analyze the results of the investigation that will
lead to designing the new system.

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 Role of a systems analyst (cont)

4. Design a specification of a new

system which overcomes the
inefficiencies and meets the
organization objectives.
5. Oversees the process of testing
during the testing of the system.

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 Role of a systems analyst (cont)

6. The analyst acts as a facilitator.

– He / She interfaces among many
different types of people and
– facilitates the development of
computer applications through
these people.

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 Stakeholders of an information system
.
Users

Managers Steering
Committee
Systems
Analyst

Database
Administrators Vendors

Programmers
& Technical
Staff

BIS 110: Systems Analysis and Design 52

 Stakeholders of an Information System

Note. These teams in the diagram will be

created and disbanded as projects are
started and completed or cancelled.
• The Analyst may be the only individual
who sees well the big picture of the
system.

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 Tasks of a systems analyst
Include;
• Investigation
• Planning
• Understanding
• Communication
• Documentation

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 Qualities of a Systems analyst

1.Working knowledge of IS Techniques and

Technology.
2.Computer Programming Knowledge
3.Problem-solving skills (creativity)
4.Interpersonal Relations skills (confidence,
persistent, patience)
5.Interpersonal communication skills
6.Ongoing interest in updating one’s knowledge
in IT.
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 Systems Analyst skills - Behavioural
&Technical
Diplomacy Being able to say "no" without being " blunt; displaying tact in
dealing with others.
Interviewing Asking the right questions in order to obtain the information
needed.
Directing Giving instructions and communicating user requirements to
programming and support staff.
Patience Continually refining user requirements by requesting -
feedback; tolerating lack of computer literacy and specificity.
Assertiveness Insisting on a course of action or what one believes in, even
though it may be unpopular.
Leadership Getting work done while keeping the team satisfied, effectively
giving rewards and punishment.
Programming Converting system specifications into effective and efficient
computer code.
Speaking Presenting your ideas in a manner easily understood by your
audience, both in group meetings and person to person.

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 Systems Analyst skills - Behavioural
&Technical
Writing Preparing written documents that accurately communicate
ideas in a manner that is easily understood by intended readers.
Listening Paying attention to and concentrating on what is being said, and
asking questions that refine points about which one is
uncertain.
Empathy Being able to understand how others feel; accurately
determining what someone else thinks about an issue.
Sales Promoting the system you advocate; persuading others to
accept your viewpoint.
Politics Understanding what motivates individuals; determining sources
of power and influence in an organisation.
Management Planning, organising and controlling projects so that they get
done on schedule and within budget.
Training Educating users and other non-technical groups on the
capabilities of computers and systems.
Cooperation Working with others productively; resolving conflict in an
effective manner.

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 The Steering Committee

• The steering committee is formulated in

the organization to oversee the Systems
study
• Usually comprises of cross functional,
senior managers within a business drawn
from the following units of an organization:

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 Steering Committee (cont)
1. Personnel from IT Department
2. Vice presidents / Directors
3. Accounts Department
4. Administration

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Steering Committee (cont)
5. Data processing Department
6. SA team (if it’s from outside)
7. Senior Information Systems Manager

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 Functions of the steering Committee
1. Main role of this group is to
conduct high-level reviews and
evaluations of proposed IS
development projects and make
recommendations for prioritization
and resources for the projects.

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 Functions of the steering Committee.(cont)

2. Study, determine and maintain an IT

policy for the organization.
3. Get views and requirements of the user
department to be represented as they try
to look for solutions for the entire
organization.

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 Functions of the steering
Committee.(cont)

4. Initiating IT systems development

projects.
5. Interviewing and appointment of IT
personnel.
6. Selecting suppliers and negotiating supply
contracts with them and include penalty
clauses.

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 Vendors
• Are those businesses which support the IS
development effort, such as consultants,
hardware, software companies, training
companies, telecommunication
companies, documentation companies, etc

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 Origin of IS Projects

 Problem,
 An opportunities,
 Directives

BIS 110: Systems Analysis and Design 65

 Origin of IS Projects cont’d

• 1. Problems – may either be current,

suspected, or anticipated. Problems are
undesirable situations that prevent the
business from fully achieving its purpose,
goals, and objectives.

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 Origin of IS Projects cont’d

2. An Opportunity – is a chance to
improve the business even in the
absence of specific problems.
So the business hopes to
increasing its revenue, profit, or
services, or decreasing its costs

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 Origin of IS Projects cont’d

3. A Directive – A new requirement imposed by

the management, Government, or some
external influence

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 References
• Systems Analysis and Design by Don Yeats, Maura
Shields and David Helmy ISBN 0-273-60066-4
• Systems Analysis and Design by Kendall EK and
Kendal JE ISBN 0-13-654229-8
• An introduction to Systems Analysis Techniques by Mark
Lejk and David Deeks; ISBN 0-13-857764-1

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