Preliminary Investigation SSAD

8/3/2019 Preliminary Investigation SSAD

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Preliminary Investigation


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Sources of Requests

Sources of systems projects: User requests

Top-management directives System Analysis Information systems department Outside group


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Problem Definition

DevelopmentSchedulingProgrammingTesting

ImplementationTraining

ConversionEvaluation

Maintenance AnalysisGather dataAnalyze dataDevelop requirements

DesignPreliminary designDetail design

Ongoing ActivitiesProject ManagementFeasibility Assessment

DocumentationInformation Gathering.

Systems Development Life Cycle


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Whatever may be the reason of a request submitted by the Users orManagers to the IS department a system analyst is assigned to make a

preliminary investigation.The objective of this activity is to review all requests and identify

those proposals that are most beneficial to the organization. But thisshould be noted that this is neither a designed study nor it includescollection of details to completely describe the business system.

Preliminary Investigation object can be achieved in following steps:

Request Clarification

Feasibility study

Estimating Costs and Benefits

Request Approvals



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Defining the Problem

Two points that must be agreed

upon The nature of the problem The scope (boundaries) of theproblem

Agreeing on the problem helpsdefine the objectives of the system


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Define the project scope and

constraints

Project scope Define the range or extent of the project

Set project boundariesConstraints

Identify conditions, restrictions, orrequirements

Present vs. future Internal vs. external

Mandatory vs. desirable


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What are three basic documents used to summarizetechnical specifications?

Less formal method

that uses standard

form to request

information about

product or service

Vendor quotes

price(s) for

listed

product(s)

Vendor selects

product(s) that

meet(s) your

requirements andthen quotes

price(s)

Identifies

product(s)

you want

Request for information (RFI)

Request for proposal (RFP)

Request for quotation (RFQ)


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Presented tosteeringcommittee,

which decideshow system

will be

developed

The System Development Life

Cycle

What is thesystem request?

Assesses

feasibilityof each

alternativesolution

Recommends the most

feasiblesolution forthe project


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Request Clarification

Defining the Scope and Objective of Request:

An analyst has to define for which objective a request for development is

submitted. Conducting the Investigation

This is nothing but the Collection of data / inputs by:

Reviewing internal documents (i.e Organizational Charts, operatingprocedures etc.

Conducting interviews of User, Supervisory Personal and Managers

Identify viable option:

Analyst has to identify the viable option by applying his common sense andintuitions on his investigation.



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Evaluation of Systems Requests

Responsibility for evaluating systems requests:

A group of key managers and users Systems review committee Steering committee Computer resources committee Computer policy committee

A single individual

Typical in smaller companies Must consult with users & managers


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Feasibility (Possibility) Study

Evaluation of alternative systems through cost and benefit analysis:

Technical Feasibility: Hardware and software availability, Technical Guaranteeof Accuracy, Reliability, Easy to Access, Data security, technical capacity to holddata and future expansion.

Economical Feasibility: Evaluation of cost & Benefits expected. Operational Feasibility:Finding views of workers, employees, customers &

suppliers about the use of new system.

Time Feasibility:Estimation of time to take new system to become operational. Legal feasibility:Testing whether new system will comply financial reporting

requirements & Companys contractual obligations.

Social feasibility: Determination of whether a proposed project will be acceptableto the people or not.

Management Feasibility:Acceptable to the management or not.



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Estimating Cost & Benefit

COSTS:

Development Costs: This includes cost of testing, training, start up costs, salaryto designers, acquisition cost of hardware & software.

Operation Costs: This includes operator salary, maintenance costs, etc. Intangible Costs: Loss of employee productivity, self confidence etc.BENEFITS:

Tangible Benefits: Increase in sales / Contribution / Profits

Decrease in investment, operating and processing cost.

Improved information availability, analysis, Management Decision skill

Intangible Benefits: Increase in Goodwill / Improved Image of Business



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Request Approval

The outcome of feasibility study is recommendation of new systemproposal.

This new information system proposal is to be sanctioned by the highermanagement in consultation with the department managers.

In short, based on the Observation and Findings of the Analyst, selectedrequests are put up for the approval of management



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The Final Systems

Analysis Report

The final procedure in systems analysis is to communicate theconsultants systems survey work in a Final Systems Analysis Report

.Report should be submitted to steering committee.

The report should contain all information needed by managementto make a sound decision concerning the proposed design.


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Requirement Analysis and System Analysis

After the selection of a request for development analyst study in depththePresent and Proposed New System. This is the study of weakness &Problems in the present system and management requirements of new system.

This phase of System Development is completed in following step:

Collection of data and facts

Analysis of Present System

Analysis of Proposed system

Requirement Analysis & System Analysis


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Collection of Data & Facts

Every system is built to meets some set of needs and to assess these needs,the analyst often interact extensively with the people, who will be benefited fromthe system In order to determine the requirement of those peoples he can use

following facts finding techniques:

Record Inspection:This includes the Manuals, diagrams, forms, organizationalcharts etc. It should be ensured that all documents are accurate & up to date

Questionnaires:These are skillfully drafted group of standard question whichcan be given to all personal and can be analyze quickly.

Interviews:To get a complete picture of problems and opportunities. Observation: Surprise Visit of users work palace to get a clear picture of usersenvironment.



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Analysis of Present System

Detailed investigation of the present system involves collecting, organizing andevaluating facts about the present system and the environment in which itoperates by studying following areas in depth:

Review of Historical Aspects of organization

Analyze Present inputs to the system

Review of all data file maintained irrespective of online or offline

Review methods, procedures & data communications

Analyze Present outputs of system

Review internal controls

Model the existing physical system and logical system

Undertake overall analysis of present system



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Analysis of Proposed System

After each functional area of present system is defined the proposed systemspecification must be defined.

These specification will be based on the strength and weakness of present system.

System Specification which should be in conformity with the Project Objective andAreas Coveredshould be following:

Output / Reports

Maintenance of Database

Data Inputting Process

Methods and Procedures to show the relationship between Input andOutput

Work volume including peak period work volume


Documents

Preliminary Investigation SSAD