Systems Analysis

Systems Analysis Phase

The objective of the systems analysis phase is to understand the proposed projects ensure that it will support business requirements, and build solid foundations for system development. In this phase, you use models and other documentation tools to visualize and describe the proposed system. Analysis phase of SDLC skills needed: fact-finding for investigation of system requirements, analyst should learn details of business processes and daily operations, analyst should become as knowledgeable as business domain users to build credibility, analyst brings fresh perspective to problem and modeling of business processes based on system requirements.  The systems analysis phase includes the three main activities: requirements modeling, data and process modeling, and consideration of development strategies.

System Analysis Activities and Key Questions

1.   Gather information

Do we have all of the information we need to define what the system must do?

2.   Define system requirements

What do we need the system to do?

3.   Prioritize requirements

What are the most important things the system must do?

4.   Prototype for feasibility and discovery

Have we proven that the technology proposed can do what we think we need it to do?

Have we built some prototypes to ensure the users fully understand the potential of what the new technology can do?

5.   Generate and evaluate alternatives

What is best way to create the system?

6.   Review recommendations with management

Should we continue and design and implement the system we propose?

You will need strong analytical and interpersonal skills to build an accurate model of the new system and to perform the different activities of the analysis phase. Analytical skills enable you to identify a problem, evaluate the key elements, and develop a useful solution.  Interpersonal skills are especially valuable to a system analyst who must work with people at all organizational levels, balance conflicting needs of users, and communicate effectively.

Because information systems affect people through out the company, you should consider team-oriented strategies as you begin the system analysis phase.

Team-Oriented Methods and Techniques

Top managers expect the IT department to deliver the best possible information systems, at the lower possible cost, in the shortest possible time. To fulfill these expectations, many IT managers have tried to increase user participation in the development process. Greater user involvement usually results in better communication, faster development times, and more satisfied users.

Traditional model for systems development uses structured analysis and consulted users only when their input or approval was needed. Although the IT staff still has a central role, and structured analysis remains a popular method of systems development, many IT managers invite system users to participate actively in various development tasks like the joint application development (JAD) and rapid application developments (RAD).

Joint Application Development

Joint application development (JAD) is a popular fact-finding technique that brings user into the development process as active participants.

User Involvement

Users have a vital stake in an information system, and they should participate fully in the development process. During the development process, the IT staff would collect information from users, define system requirements, and construct the new system. At various stages of the process, the IT staff might ask users to review the design, offer comments, and submit changes.  One popular strategy for user involvement is JAD team approach, which involves a task force of users, managers, and IT professionals that works together to gather information, discuss business needs, and define the new system requirements.

Figure 3.1 A JAD Team usually meets over a period of days.

A JAD team usually meets over a period of days or weeks in a special conference room or at an off-site location (figure 3.1).  Either way, JAD participants should be insulated from the distraction of day-today operations. The objective is to analyze the existing system, obtain user input and expectations, and document user requirements for the new system.  

Typical JAD Participants and Roles

1.    JAD project leader.  Develops an agenda, acts as facilitator; and leads the JAD session.

2.    Top management.  Provides enterprise-level authorization and support for the project.

3.    Managers.  Provide department-level support for the project and understanding of how the project must support business functions and requirements.

4.    Users.  Provides operational-level input on current operations, desired changes, input and output requirements, user interface issues, and how the project will support day-to-day tasks.

5.    Systems analyst and other IT staff members.  Provide technical assistance and resources for JAD team members on issues such as security, back-up, hardware, software, and network capability.

6.    Recorder.  Documents results of JAD sessions and works with systems analysts to build system models and develop CASE tool documentation.

Typical JAD Session Agenda

Project Leader		4   Introduce al JAD team members 4   Discuss ground rules, goals, and objectives for the JAD sessions 4   Explain methods of documentation and use of CASE tools, if any
Top management (project owner or sponsor)		4   Explain the reason for the project and express top management authorization and support
Project Leader		4   Provide overview of the current system and proposed project scope and constraints
Open discussion session, moderated by the project leader		4   Review the main business operations, tasks, user roles, input and output 4   Identify specific areas of agreement or disagreement 4   Break team into smaller groups to study specific issues and assign group leaders
JAD team members working in smaller group sessions, supported by IT staff		4 Discuss and document all system requirements 4       Develop models and prototypes
Group Leaders		4   Report on results and assigned tasks and topics 4   Present issues that should be addressed by the overall JAD team
Open discussion session, moderated by the project leader		4   Review reports from small group sessions 4   Reach consensus main issues 4   Document all topics
Project Leader		4   Present overall recap of JAD session 4   Prepare report that will be sent to JAD team members