Analysis Revision Notes

System analysis involves examining the current system to understand how it operates and to identify any issues or inefficiencies. This requires breaking down the system into its key components: inputs, outputs, and processing.

Inputs are the data or materials entering the system. For example, in a library system, inputs might include book details and member information.

Outputs are the results produced by the system, such as reports, receipts, or notifications. For instance, a borrowing receipt issued to a library user is an output of the system processing the loan transaction. Processing refers to the actions or transformations applied to inputs to produce outputs, like checking book availability or updating member records.

• Inputs: data or materials entering the system (e.g., user requests, raw data).
• Outputs: results produced by the system (e.g., reports, confirmations).
• Processing: operations transforming inputs into outputs (e.g., calculations, data validation).
• Identifying problems involves recognising delays, errors, or user difficulties within the current system.

To collect accurate information about the existing system, analysts use various research methods. Each method has unique features, advantages, and limitations, so choosing the right one depends on the context and resources available.

• Observation: Watching the system in operation to see real-time processes and user interactions. For example, observing staff using a checkout system to identify bottlenecks.
• Advantages: Provides direct insight into actual behaviour; no reliance on user memory.
• Drawbacks: Time-consuming; presence of observer may alter behaviour (observer effect).
• Interviews: Asking users or stakeholders detailed questions to gather qualitative information about their experiences and needs.
• Advantages: Allows in-depth exploration; clarifies ambiguous points.
• Drawbacks: Can be biased by interviewer or interviewee; time-intensive.
• Surveys: Distributing questionnaires to many users to collect quantitative data on opinions or usage patterns.
• Advantages: Reaches large groups quickly; easy to analyse statistically if well-designed; cost-effective for large samples. Drawbacks: Low response rates; limited depth of answers; risk of misinterpretation of questions by respondents. Example: A survey asking library users about satisfaction with the current borrowing process. Reviewing Existing Documents: Examining manuals, reports, logs, or previous system documentation to understand system design and performance history. Advantages: Provides historical and technical details; no disruption to users. Drawbacks: May be outdated or incomplete; does not capture current user experience.

After gathering data, the analyst must assess the information to identify what users require from the system and what information the system must handle. This includes recognising missing features, inefficiencies, or errors in the current system.

For example, users may need faster processing times or clearer reports. The analyst should prioritise needs based on frequency, impact, and feasibility.

This assessment guides the design of the new system to ensure it meets actual user demands and improves on existing problems.

• Identify problems such as delays, errors, or user dissatisfaction.
• Determine essential inputs and outputs required by users.
• Clarify what processing is necessary to meet user needs.
• Prioritise needs to focus on critical improvements.

Hardware refers to the physical devices required to run the system. Choosing appropriate hardware depends on the system’s processing needs, user environment, and budget.

For example, a system requiring fast data entry might justify using barcode scanners and high-speed computers. A small office system might only need standard desktop PCs, while a large organisation might require servers and network equipment.

Justification involves explaining how the chosen hardware meets the system’s requirements better than alternatives, considering factors like speed, capacity, reliability, and cost.

• Identify hardware needed based on system functions (e.g., input devices, processors, storage).
• Consider user environment and scale (e.g., mobile devices for fieldwork).
• Justify choices by linking hardware features to system needs (e.g., scanner speeds up data entry).
• Balance performance with cost and maintenance requirements.

Software includes the programs and applications that control hardware and perform system processing. Selecting suitable software depends on the tasks the system must perform and user skills.

For example, a database management system may be needed to store and retrieve records efficiently. Custom software might be developed if off-the-shelf options do not meet specific needs.

Justification requires explaining why the chosen software is appropriate, considering usability, compatibility, functionality, and cost.

• Determine software requirements based on system processing and user tasks.
• Evaluate options: custom-built, off-the-shelf, or open-source software.
• Justify selection by matching software capabilities to system needs and user expertise.
• Consider software support, updates, and integration with existing systems.