TOPIC 4 INFORMATION SYSTEM DEVELOPMENT

1.0 INTRODUCTION As in life, information system grows old and passes on. There are needs for new requirements in an existing information system as company/ organization objectives change. These requirements are the reasons why the company/ organization need to create a new information system or to modify an existing information system. What initiates the system development life cycle? i. The reasons to create or modify an information system such as: To correct problem in an existing system. To improve an existing system. Outside group may mandate change. Competition can lead to change. ii. A request for system services: Formal request for new or modified information system (Also called project request)

The life cycle for improving the quality of information is called system development life cycle. 1.1 PEOPLE WHO PARTICIPATE IN THE INFORMATION SYSTEM

DEVELOPMENT

 PEOPLE Team Leader/ Project Leader

People who participates in the information system development are: DESCRIPTION One member of the team who

manages and controls project budget and schedule Identifies elements for project: o Goal, objectives, and expectations, collectively called scope o o o o Required activities Time estimates for each activity Cost estimates for each activity Order of activities

PEOPLE

DESCRIPTION o Activities that can take place at same time

System Analyst

Responsible for designing and developing information system Liaison between users and IT professionals Converts the system design into a working system using appropriate programming language such as C++, Java, Visual Basic, and so on.

Programmers

Users

Anyone for whom system is being built

*Note: please refer to the given picture for detail information.

What is the project team? i. ii. Formed to work on project from beginning to end Consists of users, systems analyst, and other IT professionals

What is project management? i. Process of planning, scheduling, and controlling activities during system development cycle ii. Project leader identifies elements for project

What is a Gantt chart? i. Popular tool used to plan and schedule large, complex projects

What is project management software? i. Program used by project leaders to plan, schedule, and control development projects e.g. Microsoft Project.

Knowing the stages of the system life cycle and related software options will help user to make better decisions regarding the development of information systems.

The four stages of this life cycle are:

a. Birth stage o In the birth stage of the system life cycle, someone has an idea about

how the computer can help provide better and timelier information.

b.

Development stage o The idea becomes a reality during development stage of the system life

cycle. In this stage, IT professionals and users work together to analyze an organizations information processing needs and design an information system.

Then, the design specifications are translated into programs and the

system is implemented.

c.

Production stages o Upon implementation, the information system enters the production

stage and becomes operational, serving the information needs of an organization. o This stage normally will last from four to seven years. During this stage,

an information system is continuously modified to keep up with the changing needs of the organization.

d.

End-of-life stage o The accumulation of system modifications to a dynamic information

system eventually takes its toll on system efficiency. o The end-of-life stage arrives when an information system becomes so

cumbersome to maintain that it is no longer economically or operationally effective. o At this time, it is discarded and the system life cycle is repeated.

2.0 APPROACHES FOR SYSTEM DEVELOPMENT 2.1 SYSTEM DEVELOPMENT LIFE CYCLE (SDLC)

System Planning

System Analysis

Preliminary Investigation Report

System Design

System Requirements Document

System Implementation

System Design Specification

System Operation & Support

Complete Functioning Information System

Operational Information System

Figure 2(a): Phases of SDLC

2.1.1 SDLS PHASES There are 5 phases of SDLC, or known as Waterfall Model:

PHASE 1: SYSTEM PLANNING Begins when steering committee receives project request Steering committeedecision-making body for the company Function of committee: Review and approve project requests Prioritize project requests Allocate resources Form project development team for each approved project The purpose of system planning is to identify the nature scope of the business opportunity or problem. Recognize problems of existing system and recommends that a new system be developed. System request begins the process & describes problems or desired changes.

System planning includes preliminary investigation whose key part is a feasibility study

PHASE 2: SYSTEM ANALYSIS Conduct preliminary investigation, also called feasibility study What is the preliminary investigation? Determine exact nature of problem or improvement and whether it is worth pursuing Findings are presented in feasibility report, also known as a feasibility study Perform detailed analysis: current system analysis and user requirement analysis. What is detailed analysis (Sometimes called logical design)? 1. Study how current system works 2. Determine users wants, needs, and requirements 3. Recommend solution Conceptual design. Purpose is to build a logical model of the new system First step is requirements modeling where you investigate business processes and document what the new system must do. There are two type of system model: process modeling and object modeling. What is process modeling? Technique that describes processes that transform inputs into outputs Also called structured analysis and design Three tools used for process modeling Entity-relationship diagrams Data flow diagrams Project dictionary Contains all the documentation and deliverables of project Helps keep track of huge amount of details in system Variety of techniques to enter items in project dictionary (Structured English, Decision tables, Decision trees, Data dictionary)

What is Structured English? Used to explain details of process

Figure 2(b): Structured English

What is a decision table? Lists variety of conditions and actions that correspond to each condition

Figure 2(c): Decision Table What is a decision tree? Shows conditions and actions graphically

Figure 2(d): Decision Tree

What is a data dictionary? Stores name, description, and other details about each data item

Figure 2(e): Data dictionary

What is object modeling? Combines data with the processes that act on data into single unit called an object (Objectan item that can contain both data and procedures that read or manipulate the data) Sometimes called object-oriented (OO) analysis and design Uses Unified Modeling Language (UML)graphical tool for documenting system

Alternative identification and evaluation (Hardware and Software Alternatives) End product is the System requirements document

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PHASE 3: SYSTEM DESIGN Purpose is to create a blueprint that will satisfy all documented requirement Identify all outputs, inputs and processes Avoid misunderstanding through manager and user involvement End product is system design specification Input and output design File or database design Program design Procedure design

PHASE 4: SYSTEMS IMPLEMENTATION New system is constructed. Specifications of design details: Layout of all screens, reports and forms Organization of all records, files and database. Descriptions of all programs. Descriptions of all manual procedures. Specification for all hardware. Description of all personnel.

Acquire the 5 components of the new system (hardware, software, stored data, personnel and procedures).

Write, test (system test) & document programs What are the four types of tests performed by system developers? Unit Test - Verifies each individual program works by itself Systems test - Verifies all programs in application work together Integration Test - Verifies application works with other applications Acceptance Test - Verifies the new system works with actual data

File conversion and system installation occurs What are conversion strategies? Used to change from old system to new system

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Figure 2(f): Conversion Types

Users, managers, IT staff trained to operate and support the system What is training? Showing users exactly how they will use new hardware and software in system

Figure 2(g): Training session System evaluation performed

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PHASE 5: SYSTEMS OPERATION AND SUPPORT New system supports operations Maintenance changes correct errors or meet requirements Enhancements increase system capability After several years of operation, systems need extensive changes. SDLC ends with system replacement

2.1.2

USER INVOLVEMENT IN EACH SDLC PHASES System development steps User involvement

System Planning Problem recognition and definition Feasibility analysis System Analysis Current system analysis User requirement analysis Conceptual design Alternative identification and evaluation System design Input and output design File or database design Program design Procedure design System implementation System acquisition System testing System installation System maintenance Low Moderate Very high Varies High None None High High Very high Low Low High Low

Table 2(a): User involvement in each SDLC phases

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2.1.3

OVERVIEW OF FEASIBILITY What is feasibility? Involved in System Planning phase. Measure of how suitable system development will be to the company Feasibility study is a series of test to see whether it is worthwhile to proceed further (whether it is feasible to develop the system). It is a vital part of every systems project.

A feasibility study includes four feasibility tests: Technical feasibility Operational feasibility Economic feasibility (also called cost/benefit feasibility) Schedule feasibility

a. Technical Feasibility - Determine whether the system can be developed using existing technology. - The technical resources needed to be developed, purchase, install or operate the system. - Examples of Important Questions/ Tasks: Does the company have the necessary hardware, software and network resources? If not, can those resources be acquired without difficulties? Will the hardware and software environment be reliable? Will it integrate with other company information system, both now and future? Does the proposed platform have sufficient capacity for future needs? If not, can it be expended?

b. Operational Feasibility - Decide whether the people in the organization will use the system. - The system will used effectively after it has been developed - No difficulties with the new system, it will produce expected benefits - Examples of Important Questions/ Tasks: Does management support the project?

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Do users support the project? Is the current system well liked and effectively used? Do users need for change? Will the new system result in a workforce reduction? Will the new system place any new demands on user or require any operating changes?

c. Economic Feasibility - Evaluate the costs and benefits of the system and determine whether the total benefits are greater than the total costs over the life of the system. - The projected benefits of the proposed system outweigh the estimated costs usually considered the total cost of ownership (TCO), which includes ongoing support & maintenance costs, as well as acquisition costs - To determine TCO, cost estimation on: i. People, including IT staff and users ii. Hardware & equipment iii.Software, including in-house development as well as purchases from Vendors iv. Formal & informal training v. Licenses & fees vi. Consulting costs vii. the Project. - To evaluate the economic feasibility of the system, the expected cost of developing and operating the system are compared with the expected benefit, in a process called cost/ benefit analysis: The estimated cost of not developing the system or postponing

i. Tangible benefits: Benefits that can be measured in dollars (decrease of expenses, increase in revenue) Scheduling system that reduces overtime Online tracking system that improves service & decrease need for clerical staff. Cuts excess inventory & eliminates delays.

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ii. Intangible benefits: Benefits that cannot be measured in dollars User-friendly, improve user satisfaction Better information for making decision Enhance companys image. Raising employee morale Improve customer service

d. Schedule Feasibility The project can be implemented in an acceptable timeframe. System Analyst must consider the interaction between time and costs Examples of Important Questions/ Tasks:

i. ii.

Can the company or IT team control the factors that affect schedule feasibility? Has management established a firm timetable for the project?

2.2 PROTOTYPING

The CASE tool kit enables the system development project team to work with users to develop a prototype system, a model of a full-scale system. Prototype of a system is a partial version of the system that acts like the real system but does not perform all the required function of the system. A prototype system permits users a sneak preview of the completed system. A typical prototype system: a. Handles the main transaction-oriented procedures b. Produces common reports c. Permits typical interactions (data entry and inquiries) to the database

User becomes an integral part of an interactive computer-assisted process that results in an information system. The three objectives of prototyping are: a. To analyze the current situation b. To identify information needs c. To develop a model of the proposed system, often called the target system

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The CASE tool kit enables the system development project team to work with users to develop a prototype system, a model of a full-scale system. The prototyping process: a. Phase I Define system specifications b. Phase II Create prototyping system c. Phase III Refine prototyping system d. Phase IV Develop operational system

Prototype includes sample screens and reports. It can be developed quickly using special prototyping software. User then has chance to change their requirements, and the system analyst modifies the prototype to reflect the changes. After several such modifications, the prototype reaches a point at which the user is satisfied with it. Prototyping replaces the user requirement analysis and conceptual design steps of the system analysis phase of the information system development process.

2.3 RAPID APPLICATION DEVELOPMENT (RAD)

Requirements Planning User Design Construction Cutover

Figure 2(h): RAD phases

RAD is a team-based technique that speeds up information system development and produces a functioning system.

The development of the system is done in a short time. It requires significant user involvement in the development process. This approach uses some of the techniques already discussed: a. b. Prototype: used to determine user requirements CASE tools: used to speed up the analysis and design process

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There are 4 phases of RAD:

Phase 1: Requirements Planning High-level managers, executives, and knowledgeable end users determine system requirements. Outcome: - An outline system area model (entity and process models) - A definition of the system's scope.

Phase 2: User Design End users and Information System professionals participate in JAD workshop, to develop prototype of system design by using CASE tools. Outcome: - Diagrams defining the interactions between processes and data - Preliminary layouts of screen - Prototypes of critical procedures Phase 3: Construction A small team of developers, working directly with users, finalizes the design and build the system by using the CASE tools code generator. Outcome: Product

Phase 4: Cutover Implementing the new system and managing the change from the old system environment to the new one.

2.4 OBJECT-ORIENTED ANALYSIS (OOA)

O-O analysis combines data & processes into objects Data and instructions for processing the data are combined to form an object. Object oriented analysis and design involves analyzing the objects that are important in the system and designing the system based on these objects.

Object is a member of a class Class is a collection of similar objects

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Objects possess properties Methods change an objects properties The system is usually implemented by using an object-oriented programming language. Object-oriented analysis and design replaces much of the system development process. System planning, current system analysis and user requirements analysis are still needed. It replaces the remainder of the system analysis phase and the system design phase.

Objects

Class Name

Figure 2(i): Object-Oriented approach example for System development method

2.5 SPIRAL The spiral model focuses on reducing risk. It blends the best features of the waterfall and other models. It defines four major activities: Phase 1: Objective setting Determine objectives, alternatives, and constraints. Phase 2: Risk analysis Identify risks and develop plans to reduce them. Phase 3: Development and validation Phase 4: Plan next cycle

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Figure 2(j): Phases of Spiral Model

2.6 EXTREME PROGRAMMING (XP)

Perhaps the best-known and most widely used agile method. Extreme Programming (XP) takes an extreme approach to iterative development. New versions may be built several times per day; Increments are delivered to customers every 2 weeks; All tests must be run for every build and the build is only accepted if tests run successfully. In XP, user requirements are expressed as scenarios or user stories. These are written on cards and the development team break them down into implementation tasks. These tasks are the basis of schedule and cost estimates. The customer chooses the stories for inclusion in the next release based on their priorities and the schedule estimates.

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Figure 2(j): The XP release cycle

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3.0 SYSTEM DEVELOPMENT TOOLS

Several tools are used during the system development process (process modeling) to help in analysis and design of the system. It provides a way for the system analyst to organize their thinking about the system and to examine alternative design. It also serves as documentation of certain steps in the process. System development tools for Process Modeling include Data Flow Diagram (DFD), Entity-Relationship Diagrams (ERD) and CASE tools.

3.1 Data Flow Diagrams (DFD)

System analyst uses DFD to show the flow of data in an information system This diagram uses symbols with different shapes to indicate how data flows in the system. Below are the symbols used in data flow diagram:

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Symbols Process

Name

Function Any steps that involves manipulating data

External entity

A person, organization or another system that sends input (data source) or receives output data (data destination).

Data store

A collection of data kept by the system in any form, such as in a file or database.

Data flow

Direction of the data flow

Table 2(b): Symbols used in DFD

Table 2(k): An example of a DFD for Vendor Web System

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3.2 Entity-Relations Diagrams (ERD)

System Analyst uses ERD to show the design of a database; it is basically about the relationship between entities in a database. An entity is something about which data is stored in a database, such as a customer, an item in inventory, or an order. A relationship is an association between entities. Below are the symbols used in ERD: Symbol Entity Name

One-to-one relationship

One-to-many relationship

Many-to-many relationship

Table 2(c): Symbols used in ERD

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Table 2(l): An example of a ERD for Vendor Web System

Other system development tools for Object Modeling include Use Case Diagram and Class Diagram. What is a use case diagram? o Graphically shows how actors interact with information system Actoruser or other entity Use casefunction that actor can perform

Figure 2(m): Use Case diagram

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What is a class diagram? o Graphically shows classes and subclasses in system Class is group of objectsCan have lower levels called subclasses

Figure 2(n): Class Diagram

3.3 COMPUTER-AIDED SOFTWARE ENGINEERING (CASE) TOOLS

Computer-aided software engineering (CASE) is the scientific application of a set of tools and methods to a software system which is meant to result in high-quality, defectfree, and maintainable software products.

It also refers to methods for the development of information systems together with automated tools that can be used in the software development process.

There are 3 categories of CASE tools:

Category
Definition

Tools
CASE tools are a class of software that automates many of the activities involved in various life cycle phases.

Workbenches
Workbenches integrate several CASE tools into one application to support specific software-process activities.

Environment
An environment is a collection of CASE tools and workbenches that supports the software process.

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Functions

a. To develop graphic models of application screens to assist end users to visualize how an application will look after development. b. To transform the prototyped functional requirements into detailed design documents. c. Programmers can then use automated code generators to convert the design documents into code. 1. Business planning and modeling 2. Analysis and design 3. User-interface development 4. Programming 5. Verification and validation 6. Maintenance and reverse engineering 7. Configuration management 8. Project management 1. Toolkits 2. Languagecentered 3. Integrated 4. Fourth generation 5. Processcentered CASE workbenches can be further classified into following 8 classes: CASE environments are classified based on the focus/basis of integration

What is documentation? i. ii. Collection and summarization of data and information Includes reports, diagrams, programs, and other deliverables (Project notebook contains all documentation for single project)

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What are six data and information gathering techniques?

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