Welcome to the Analysis Phase!

Hi there! Before you can build a new ICT system, you need to understand exactly what you are replacing and why. This first, crucial step is called Analysis. Think of it like a doctor diagnosing a patient: you can't prescribe a treatment (the new system) until you know what the current problem is and what the patient needs.

In this chapter, we will learn the tools and techniques system analysts use to investigate an old system and gather the necessary facts to design a great new one.

Section 7.1: The Analysis Stage

The Analysis phase is the first formal step in the Systems Life Cycle. Its goal is to investigate the existing system and decide exactly what the new system must be able to do.

1. Researching the Current System

A System Analyst is the person responsible for carrying out the analysis. They use various methods to collect data about the old system. You need to know the characteristics, uses, advantages, and disadvantages of the four main research methods.

A. Observation

This is where the analyst watches the employees carrying out their current tasks. The analyst simply watches what happens, how long it takes, and what equipment they use.

  • Uses: To see how tasks are performed in real-time and verify information given in interviews.

Advantages (A):

  • You get accurate, objective, first-hand data about how the system actually works, not just how people think it works.

Disadvantages (D):

  • It is time-consuming and expensive.
  • The workers might change their behaviour if they know they are being watched (This is sometimes called the Hawthorne Effect).
  • It can be difficult to see exactly what is happening if tasks are quick or complex.
B. Interviews

The analyst talks directly to managers, users, and customers to ask specific questions.

  • Uses: To gather detailed, personal feedback on current problems, user opinions, and suggestions for the new system.

Advantages (A):

  • Allows the analyst to ask for detailed explanations and clarify misunderstandings immediately.
  • Can build a good relationship between the analyst and the user.

Disadvantages (D):

  • It is very time-consuming to prepare, conduct, and summarize.
  • The interviewee may feel uncomfortable or intimidated and not give honest answers.
  • Responses can be highly biased (based on one person's bad experience).
C. Questionnaires (Surveys)

A list of questions sent out to a large number of people.

  • Uses: To quickly gather opinions from a large number of users across different locations or departments.

Advantages (A):

  • Quick and cheap way to gather data from many people (high volume).
  • Users can complete them anonymously, encouraging honest feedback.
  • Results are easy to collate and analyse statistically (especially multiple-choice questions).

Disadvantages (D):

  • The return rate can be very low.
  • The quality of feedback may be shallow, as there is no opportunity for detailed explanation.
  • It is impossible to clarify confused or poorly answered questions.
D. Examination of Existing Documents

The analyst reviews documents like flowcharts, reports, invoices, and databases used in the existing system.

  • Uses: To confirm data flow, understand reporting requirements, and determine the volume of data being processed.

Advantages (A):

  • Provides factual evidence (data volumes, costs, current errors) that can be trusted.
  • Helps identify the exact inputs and outputs of the current process.

Disadvantages (D):

  • Documents may be out of date or incomplete, giving a misleading picture.
  • The documents only show the 'official' flow, not any unofficial shortcuts or processes staff might use.


Quick Tip: The Analyst's Toolkit Mnemonic

Remember the four methods using O.I.Q.D.: Observation, Interviews, Questionnaires, Documents.

2. Recording and Analysing Information about the Current System

Once the data is collected, the analyst must structure it to truly understand the old system and identify the problems.

Identify Inputs, Outputs, and Processing (IOP)

The analyst breaks down every process in the current system into these three key components:

  1. Inputs: The raw data that goes into the system.
    (Example: A customer's name and order details entered into the till.)
  2. Processing: What the system does with the input data.
    (Example: Calculating the total cost, applying discounts, updating stock levels.)
  3. Outputs: The information produced by the system.
    (Example: A printed receipt, a daily sales report for the manager.)

Why this is needed: By clearly mapping out the current IOP, the analyst ensures that the new system will handle the same necessary tasks, plus any improvements needed.

Identifying Problems with the Current System

The core purpose of analysis is finding out what's wrong now. Common problems often relate to:

  • Data loss (e.g., handwritten forms get misplaced).
  • Slow processing (e.g., calculating totals manually takes too long).
  • Inaccurate results (e.g., human error in data entry).
  • High running costs (e.g., too much paper being used).

Did you know?
A lot of new ICT systems fail not because the technology is bad, but because the analyst didn't correctly identify the problems or understand the needs of the people actually using the system.

3. Defining Requirements for the New System

After finding the flaws in the old system, the analyst must decide what the new system must achieve. This involves two main types of requirements:

A. User Requirements

These specify what the end-users (the employees or customers) need to be able to do with the system. They are often less technical.

  • Example: "The system must allow cashiers to process an order in less than 30 seconds."
  • Example: "The system must be intuitive and easy to navigate."
  • Example: "The system must include a way to back up customer data automatically."
B. Information Requirements

These specify the data and reports the system must produce to satisfy the needs of the management and the business.

  • Example: "The system must be able to generate a weekly report showing the total sales by product category."
  • Example: "The system must store customer contact details and order history."
  • Example: "The system must ensure that numeric data fields are validated to prevent incorrect entries."

Key Takeaway: The analysis stage moves from gathering facts about the "old way" (using O.I.Q.D.) to defining the "new way" (setting User and Information Requirements).

Stage 4: The System Specification

The final, critical outcome of the Analysis phase is the System Specification. This document details exactly what the new system must do, but crucially, it focuses on identifying and justifying the appropriate hardware and software needed to meet the requirements identified above.

If the user requirement is "The system must allow workers to access files while on the move," the justification in the specification might be: "We require laptop computers (hardware) and a Wireless Local Area Network (WLAN) to meet this portability requirement."

Identifying and Justifying Suitable Hardware

The analyst must select and justify the physical components based on the needs of the business.

  • Servers: Justified if the business needs centralised storage and sharing of large volumes of data.
  • Input Devices (e.g., Scanners): Justified if the current system has slow manual entry and needs to process barcodes quickly.
  • Output Devices (e.g., Plotters): Justified if the system requires very large, high-quality technical drawings (like architectural plans) instead of standard paper prints.
  • Monitor Size: Justified if users need to view complex spreadsheets or graphical designs (requiring large screen area).

Identifying and Justifying Suitable Software

This includes both the operating system and the application software.

  • Operating System (OS): Needs to be compatible with existing networks and chosen hardware, and provide necessary security features.
  • Application Software:
    • Database Management Software: Justified if the system needs to store, manage, and query large amounts of structured data (e.g., customer records).
    • Spreadsheet Software: Justified if the system needs to perform complex numerical calculations, financial modelling, or create charts.
    • Custom-made Software: Justified if the business requirements are unique and off-the-shelf software cannot meet them.

Important Point: Justification means explaining why you chose that specific piece of hardware or software, linking it directly back to a stated problem or requirement from the analysis stage.

Example Justification:
"We recommend purchasing Laser Printers because the current system produces high volumes of black-and-white reports daily, and laser printers offer faster output and lower cost per page than inkjet printers."

Quick Review: The Purpose of Analysis

Remember, the whole point of the Analysis stage (7.1) is to fully understand the present and define the future without rushing into building anything.

The Analysis phase achieves two major things:

  1. Fact Finding: Collects raw data using O.I.Q.D. to understand the current IOP and problems.
  2. Documentation: Produces the System Specification, which lists all the requirements and justifies the specific hardware and software needed for the new system.

If this stage is done poorly, the entire project will likely fail! Good luck!