THE SYSTEMS LIFE CYCLE

Stages of Analysis:
1. Analysis
2. Design
3. Development & Testing
4. Implementation
5. Documentation
6. Evaluation

1. Analysis of the current system

The current system is studied using four different methodologies. These are the four techniques:
 Observation:
o involves watching users interact with the system to figure out its workings
o it is used for understanding how users interact with the current system
o Advantages: provides first-hand, unbiased information
o Disadvantages: can be time-consuming, may not reveal all issues
 Interviews:
o direct one-to-one conversations with users on their experience with the current system
o used to gather comprehensive information about individual users
o Advantages: allows for in-depth exploration of issues
o Disadvantages: relatively expensive, time-consuming, no user-anonymity which may aff
ect the response
 Questionnaires:
o set of predetermined questions is given to the users to complete and give their opinion o
n the current system
o it is majorly used in collecting data from a larger group of people
o Advantages: allows for quantitative analysis, efficient data collection, questions can be a
nswered quickly
o Disadvantages: limited by predetermined questions, may suffer from low response rates,
users may exaggerate answers due to anonymity
 Examination of existing documents:
o reviewing system documentation, user guides, or reports
o understanding the current system's design and any known issues
o Advantages: provides insights into the system's history, can reveal previously unknown i
ssues
o Disadvantages: may be an outdated or incomplete, time-consuming, rather expensive me
thod.

Record and analyze information about the current system

Identifying key aspects of the current system
 Data that is inputted, processed, and outputted into the system are identified.
 Problems with the current system are identified. What could be improved?
 The requirements of the user and the potential new system are identified. What is the new sys
tem meant to do?
New System Requirements Specification:
System specification: involved; Hardware and Software Selection
 Vital to identify the suitable hardware needed for the new system
o contemplating system requirements, compatibility, costs

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 o justifying choices based on user needs and system performance
 Hardware that needs to be considered: barcode readers, scanners, touch screens, 3D printer
s, monitors, speakers.
 Identifying suitable software needed for the new system
o considering functionality, compatibility, and ease of use
o justifying choices based on user requirements and system efficiency
 Software that needs to be considered: operating system, applications software, size of stora
ge, type of storage.

2. Design
Once the analysis has taken place and the systems analyst has some idea of the scale of the problem a
nd what needs to be done, the next stage is to design the key parts of the recommended system.
File/Data Structures; Field length, Field name, Data type, Coding of data: using codes to represent
data, e.g. M for male, F for female
Input Formats
 Data capture forms: two types: paper-based and electronic-based. Paper-based data-capturin
g forms need to be
 Output Formats; Screen layouts, Report layouts
Validation routines
It is a method of examining data that has been submitted to a computer to determine if it meets specif
ic requirements. It is a routine check that the computer does as part of its programming.
 Range check  Format check
 Character check  Presence check
 Length check  Check digit
 Type check

3. Testing
 Guarantees the system's functionality before it is put into use.
 Identification and removal of errors, thus improving system reliability and performance.
Test designs
Test strategies
Test plan
Test data types
The following data types will be explained using the example of months in a year.
 Normal data: valid and expected data values within the range of acceptability,
 Abnormal data: invalid or unexpected data values.
 Extreme data: values at the limits of acceptability
What is live data?
 Data that has been used with the current system
 Hence, the results are already known

4. System Implementation
The system must then be fully implemented after it has been thoroughly tested.
We will now think more carefully about switching to the new system. Four popular techniques are ut
ilized to transition from the old system to the new one.
Before selecting the approach best suited for a given application, the pros and cons of each must be c
arefully considered.
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4 Methods of Implementation
1. Direct changeover:
 The old system is replaced by the new system immediately
 Used when quick implementation is necessary
 Advantages
o fast implementation
o cost-effective as only one system is in operation
 Disadvantages
o High risk of failure
o no fallback
o users can’t be trained on the new system
2. Parallel Running
 Both current and new systems run simultaneously for a period before the old system is phase
d out
 Used when a smooth transition with minimal risk is required
 Advantages
o Lower risk
o easy system comparison
 Disadvantages
o Time-consuming
o resource-intensive
3. Pilot Running
 The new system is implemented in a small, controlled environment before full-scale impleme
ntation
 Used when testing the new system in a real-world setting
 Advantages
o Low risk as only trialed in one department/center/branch
o allows for fine-tuning
o staff have time to train with the new system
o few errors as it's fully tested
 Disadvantages
o Slower implementation
o potential inconsistencies
o confusion as there are 2 systems in use
o no backup for the department/center/branch using the new system
4. Phased Implementation
 The new system is implemented in stages, with each stage replacing a part of the old system
 Used when a gradual transition is preferred to minimize disruption
 Advantages
o reduced risk
o easier to manage
 Disadvantages
o Takes longer
o potential compatibility issues

5. Documentation

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In the life cycle of a system, documentation enables the correct recording of design, implementation,
testing, and maintenance data, facilitating effective communication, troubleshooting, and potential fu
ture improvements.
Technical documentation: detailed information on the system's inner workings and programming fo
r developers and IT staff
Used to maintain, repair, and update the system with improvements
 Purpose of the system/program: Explanation of the system's intended function and goals
 Limitations: Known constraints or issues with the system
 Program listing: The code or scripts used in the system
 Program language: The programming language used to develop the system
 Program flowcharts/algorithms: Visual representations or descriptions of the system's logic
and processes
 System flowcharts: Visual representations of the interactions between system components
 Hardware & software requirements: Necessary equipment and software to run the system
 File structures: Organization and layout of the system's files and data
 List of variables: Collection of variables used within the system, including their names and p
urposes
 Input format: Structure and format for entering data into the system
 Output format: Structure and format for presenting data generated by the system
 Sample runs/test runs: Examples of system operation, including input and expected output
 Validation routines: Techniques used to check and confirm the accuracy of data entered into
the system
User documentation
Instruction and guidance for end-users on how to operate the system. Used to help users effectively u
se the system and overcome problems
 Purpose of the system: Explanation of the system's intended function and goals
 Limitations: Known constraints or issues with the system
 Hardware & software requirements: Necessary equipment and software to run the system
 Loading/running/installing software: Instructions for setting up the system on user devices
 Saving files: Procedures for storing data within the system
 Printing data: Steps to produce hard copies of system data
 Adding records: Instructions for creating new entries in the system
 Deleting/editing records: Guidelines for modifying or removing existing entries in the syste
m
 Input format: Structure and format for entering data into the system
 Output format: Structure and format for presenting data generated by the system
 Sample runs: Examples of system operation, including input and expected output
 Error messages: Explanations of system warnings and error notifications
 Error handling: Steps to resolve issues and errors within the system
 Troubleshooting guide/helpline: Assistance for diagnosing and addressing common proble
ms
 Frequently asked questions: Answers to common user inquiries
 Glossary of terms: Definitions of key terms and concepts related to the system

6. Evaluate a solution
It measures the productivity, efficiency, and compliance of a system with its goals in order to identif
y its strengths, shortcomings, and potential development areas. This assessment informs decision-ma
king and improves overall performance over the course of a system's life cycle.

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Assess the efficiency of the solution:
 Analyze the system's efficiency in terms of time, money, and resource use. Examine whether
the system is performing at its best or if its efficiency could be increased.
o Provide examples of specific aspects that contribute to the system's efficiency
o Identify areas that may be consuming excessive resources or time, and suggest ways t
o optimize them
 Questions to ask:
o Does it operate quicker than the previous system?
o Does it operate by reducing staff time in making bookings?
o Does it operate by reducing staff costs?
Evaluate the ease of use:
 Look at the solution's usability and accessibility for the target market. Check to see if the syst
em is simple to understand and use, and if users have no trouble completing their jobs.
o Describe the user interface and how it facilitates interaction with the system
o Mention any feedback from users regarding their experience with the system, and add
ress any issues they encountered
 Questions to ask:
o Are all the users able to use the system and make bookings easily?
o Are all the users able to change and cancel bookings easily?
o Can all staff understand how to use the system with minimal training?
Determine the suitability of the solution:
 Examine how well the implemented solution satisfies the desired outcome by contrasting it w
ith the original task criteria.
o Outline the initial objectives of the system and discuss how the solution addresses eac
h one
o Highlight any requirements that may not have been fully met and discuss possible rea
sons for this
 Questions to ask:
o Is the system suitable for each of the departments?
o Does it meet the needs of the customers?
o Does it meet the needs of the staff?
o Does the solution match the original requirements?
Collect and examine user feedback:
 Collect users' responses to the results of testing the system. Their feedback can provide insigh
ts into potential issues and improvements, and help determine overall user satisfaction
o Summarise the testing process, including test data, expected outcomes, and actual out
comes
o Discuss users' reactions to the system, addressing any concerns or suggestions they m
ay have
Identify limitations and suggest necessary improvements:
 Based on the analysis of efficiency, ease of use, appropriateness, and user feedback, identify
any limitations in the system and suggest necessary improvements
o List the limitations and provide explanations for each one
o Recommend specific changes or enhancements for these issues

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