System Analysis & Design

Course: CMS 711 Contact:

Overview of Systems and their Components

Systems are developed to solve a real-life problem. Systems are made up of interdependent component units.

Systems are created to solve problems. A system exists because it is designed to achieve one or more objectives. The term system is derived from the Greek word Systema, which means an organized relationship amongst functional units and components.

Definition 1: A system is an organized collection of components that work together to achieve a specific or set of goals.

Definition 2: A system is a set of interrelated elements that collectively work together to achieve some common goals.

Systems can be natural, technological, social, environmental etc., because every domain has sets of systems.

Components of Every System

Components of every system are as follows: Input, Process, Output, Feedback, Control, Boundary, Environment/Interface.

1. Input

Input can be resources, data, or materials that enter into the system to be processed.

• Examples: raw data, user commands, energy, materials, etc.

2. Process

These are activities or operations that transform input into output.

• Examples: data processing, computation, manufacturing, steps or transformation of raw materials.

3. Output

Outputs are results produced by the system after processing the input.

• Examples: processed information, finished product report, decisions, etc.

4. Feedback

Feedback is information about the output of a system that is used to make adjustment or improvement through the input or the process.

5. Control

It involves the mechanism that monitors and regulates the operations of the system to ensure it achieves its goal.

• Examples: quality control process, management oversight, automated control systems, etc.

6. Environment

The environment encompasses everything outside the system that can influence its operations and performance.

• Examples: external data sources, regulatory constraints, economic conditions.

7. Boundaries

It defines the limits of the system and differentiates it from its environment.

• Examples: scope of a project, organizational boundaries, the perimeter of a manufacturing plant, the fence of your house.

8. Interface

The interface means the medium through which the users can interact with the system.

Types of Systems

1. Open System
2. Closed System
3. Manual System
4. Automated System

• An open system interacts with the environment by receiving input and output, e.g., businesses, ecosystems, computer systems connected to the internet.
• A closed system does not interact with the environment. All input and output are contained within the system.
• A manual system is controlled by humans.
• An automated system is controlled by machines.

Information System

Information System is a system that is designed to manage and process data to produce useful information within an organization. It is a set of interrelated components that stores, processes and distributes information, and supports decision making within the organization.

Components of Information Systems:

• Hardware
• Software
• People
• Data
• Network

Introduction to System Analysis and Design

System Development Life Cycle (SDLC)

flowchart TD
    A[Requirement Gathering] --> B[System Modelling and Development]
    B --> C[Tools & Techniques for System Development]
    C --> D[Security and Maintenance]

Requirements Gathering

Requirements Gathering is a crucial step in the System Development Lifecycle that involves collecting information from stakeholders to understand their needs and expectations for a new system and enhancements on an existing system.

The primary goal is to ensure the system meets the user requirements and provides value for the organization.

What is a Requirement?

A requirement is simply a statement of what a system must do or what characteristics it must have.

• During analysis, requirements are written from the perspective of the business and focus on "who" of the system, these are called Business Requirements.
• During the design phase, business requirements evolve to become more technical and describe how the system will be implemented, these are called System Requirements.

Types of Requirements

Requirements can either be Functional (user needs) or Non-Functional (system needs).

Functional Requirements

A functional requirement relates directly to a process a system must perform or an information it needs to obtain. Functional requirements flow directly into creation of:

• Functional models
• Structural models
• Behavioral models

…that represent the functionality of an evolving system.

Non-Functional Requirements

Non-functional requirements refer to the behavioral properties that the system must have, which deals with how the system would be developed.

Requirements Gathering Techniques

The System Analyst is responsible for gathering requirements using a variety of techniques that ensure the current business processes and needs of the new system are well understood before moving into design.

Techniques include:

• Interviews: structured or unstructured conversations with stakeholders
• Questionnaires: paper-based or electronic (e.g., Google Forms)
• Joint Application Techniques (JAD/RAP): collaborative workshops
• Brainstorming: group idea generation sessions
• Workshops: structured group sessions

Task / Assignment

Gather/Analyse the functional and non-functional requirements of the following three systems:

1. Enhanced Student Information Management System
2. Enhanced E-Commerce Application Platform
3. A Customer Relationship Management System