Information

Systems Development
Chapter 12

Lecture Notes based on the textbook:

Using MIS, 9th Edition
by David M. Kroenke, and Randall J. Boyle

https://www.tutorialspoint.com/system_analysis_and_design/

Lecture prepared and presented by:

Clinton A. Benjamin, MBA, BBA, A.Sc.
Course Modules
MGMT205
Management Information Systems

Module 1: Module 2: Module 3: Module 4: Module 5:

MIS Fundamentals IS Components and IS Types and Levels IS Development Contemporary Issues
Technologies and Trends in MIS

Chapter 1 Chapter 4 Chapter 7 Chapter 11 Chapter 10

▪ MIS in business ▪ Hardware ▪ Information silos ▪ Systems analysis ▪ Cyber-crime
▪ Systems concepts ▪ Software ▪ Enterprise systems ▪ Roles of MIS staff, ▪ Information and IS
▪ Value and quality of ▪ Mobility and mobile ▪ MIS in business business operatives security
information systems functional areas and managers

Chapter 2 Chapter 5 Chapter 8 Chapter 12 ▪ The uncertain future

▪ Collaboration ▪ Databases ▪ E-commerce ▪ SDLC of passwords
systems ▪ Data sharing/access ▪ Social media ▪ System deployment ▪ Artificial intelligence
▪ Building effective and security information systems techniques ▪ “Big data” concerns
teams using IS ▪ IS ethical issues

Chapter 6 Chapter 9
Chapter 3 ▪ Network systems, ▪ Business
▪ Competitive telecommunications Intelligence Systems
advantage of MIS ▪ The Cloud ▪ Data mining
and information ▪ SaaS ▪ “Big data” and KMS 2
What We’ll Cover in This Lesson

Systems Design

The Systems
System Development
Implementation Life Cycle
(SDLC)

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What is Systems Design?
• In our last chapter, we introduced the concept of systems analysis, which
is the process of collecting and interpreting facts, identifying the problems,
and breaking down an existing system into its components.
• The goal of systems analysis is to develop recommendations and specifications for
improved information systems that better serve the needs of the organisation.
• Systems analysis specifies what the system should do.
• The systems analysis process is then followed up by the systems design process.
• Systems design is a process of planning a new business information system or
replacing an existing system by defining its components or modules to satisfy the
specific requirements.
• System design focuses on how to accomplish the objective of the system.

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What is Systems Design?
• Systems analysis and systems design go together hand-in-hand.
• Before planning (systems design), you need to understand the old system
thoroughly and determine how computers can best be used in order to serve the
organisation’s needs more efficiently and effectively.
• When designing a new or improved information system, systems designers need to
keep in mind the three basic constraints that all information systems much have:
 A system must have some structure and behaviour which is designed to achieve a predefined
objective.
 Interconnectivity and interdependence must exist among the system components.
 The objectives of the organisation have a higher priority than the objectives of its subsystems.
• Let’s break these constraints down further…

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The Constraints of Systems Design
• Any new or improved information system must ensure that the following
systems properties, as specified by the three basic constraints, are met:
• Organisation: Organisation implies structure and order. It is the arrangement of components
that helps to achieve predetermined objectives.
• Interaction: This is the manner in which the system’s components operate with each other. For
example, in an organisation, the purchasing department must interact with the production
department; the payroll department with the personnel department.
• Interdependence: Interdependence means how the components of a system depend on one
another. For proper functioning, the components are coordinated and linked together according
to a specified plan. The output of one subsystem is the required by other subsystem as input.
• Integration: Integration is concerned with how a system’s components are connected together. It
means that the parts of the system work together within the system even if each part performs a
unique function.
• Central Objective: The objective of system must be central. It is not uncommon for an
organisation to state an objective and operate to achieve another. The users must know the main
objective of a computer application early in the analysis for a successful design and conversion. 6
The Systems Development Life Cycle
• The systems analysis and systems design activities are processes that are
part of a larger systems development process called the Systems Development
Life Cycle (SDLC).
• The System Development Life Cycle (SDLC) is a conceptual model which includes
policies and procedures for developing or altering systems throughout their life cycles.
• An effective SDLC process should result in a high-quality system that meets
stakeholder expectations, reaches completion within time and cost evaluations, and
works effectively and efficiently in the current and planned information technology
infrastructure.
• While not perfect, the SDLC is the most commonly used and most well-known of the
systems development methodologies. Other development methodologies include:
• Business Process Management (BPM)
• Scrum (or Agile Development)
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The Systems Development Life Cycle
Planning: Obtain approval for
• The SDLC includes the following activities: project, initiate, assess feasibility,
plan, schedule
• Determining the systems requirements
• Design of the system
Analysis: Understand business
• Implementation of the system needs and processing needs
• System testing
• System adjustments based on test results
• System deployment Design: Define solution based on
requirement and analysis decisions
• Operational use of the system
• Maintenance
• These and other activities are grouped Implementation: Construct, test,
into five major phases: train users, install new system

 Feasibility study  System design

and planning  Implementation Maintenance: Keep system
 Analysis and  Maintenance and support healthy and updated
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specification
Phases of the SDLC
• The Systems Development Life Cycle is a systematic approach which
explicitly breaks down the work into five phases that are required to
implement either a new or modified information system.
 Feasibility Study and Planning:
• Define the nature and scope of the problem with the existing system.
• Develop an overview of the new system and determine its objectives.
• Confirm project feasibility and produce the project schedule.
• During this phase, all threats, constraints, integration issues, and security issues for the system
are identified and considered.
• A feasibility report for the entire project is created at the end of this phase.

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Phases of the SDLC
 Analysis and Specification:
• Gather, analyze, and validate the information.
• Define the requirements and prototypes for new system.
• Evaluate system alternatives, and prioritize the proposed system requirements.
• Examine the information needs of end-users, and enhance the system goals and outcomes.
• A Software Requirement Specifications (SRS) document, which specifies the software, hardware,
functional, and network requirements of the system is prepared at the end of this phase.
 System Design:
• Includes the design of applications, networks, databases, user interfaces, and system interfaces.
• Transform the SRS document into a logical structure, which contains a detailed and complete set
of specifications that can be implemented in a programming language.
• Create a contingency plan, a training plan, a maintenance plan, and an operations plan.
• Review the proposed design, ensuring that the final design meets the requirements stated in the
SRS document.
• Finally, prepare a System Design Specifications document which will be used during next phases. 10
Phases of the SDLC
 Implementation:
• Implement the design into source code through coding (programming).
• Combine all the modules together into a training environment that detects errors and defects.
• Design and execute a thorough test plan that includes related tasks such as test case generation,
testing criteria, and resource allocation for testing. A detailed error report is generated.
• Integrate the information system into its environment and install the new system.
 Maintenance and Support:
• Maintenance includes all the activities that are required once the system is installed and
operational, such as phone-based technical support or physical on-site support for users.
• Implementation of changes that the software might undergo over the lifetime of the system, or
integration of any new requirements after the software is deployed at the user location.
• It also includes resolving residual errors that slipped thought the testing phase, and resolve any
other issues that may exist or arise in the system even after implementation.
• Maintenance and support may be needed for a longer time for large systems and for a short time
for smaller systems. 11
System Implementation
• System implementation is the process of ensuring that the information
system becomes operational for daily business use.
• The end goal of system implementation is to allow end users to interact with, and
use, the new information system for the performance and execution of their daily
work tasks.
• However, before end users can use the new system for their daily work and business
assignments, the system must be thoroughly tested and certified, and its reliability,
accuracy, efficiency and effectiveness verified.
• System implementation also involves training the end users to handle the system,
and planning for a smooth conversion from the old system to the new system.

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System Implementation:
User Training
• The employees and other stakeholders who will become the regular users
of the new information system must know in detail what their roles will be,
how they can use the system, and what the system will or will not do.
• The success or failure of well-designed and technically elegant systems can depend
on the way they are operated and used.
• Systems operators (users) must be trained properly such that they can handle all
possible operations and situations, both routine and extraordinary.
• The operators should be trained in what common malfunctions may occur, how to
recognize them, and what steps to take when they occur.
• Training involves creating troubleshooting lists to identify possible problems and
remedies for them, as well as the names and telephone numbers of technical support
individuals to contact when unexpected or unusual problems arise.
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System Implementation:
User Training
• Training also involves familiarization with run procedures, which involves
working through the sequence of activities needed to use a new system.
• End-user training is an important part of the computer-based information system
development, which must be provided to employees to enable them to do their
own problem solving.
• User training involves how to operate the equipment, troubleshooting the system
problem, determining whether a problem that arose is caused by the equipment or
software.
• Most user training deals with the operation of the system itself. The training courses
must be designed to help the user with fast mobilization for the organisation’s benefit.
• The following training guidelines should be followed:
• Establishing measurable objectives. • Selecting suitable training sites.
• Using appropriate training methods. • Employing understandable training materials.
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System Implementation:
Training Methods
• Instructor-led training involves both trainers and trainees, who have to
meet at the same time, but not necessarily at the same place.
• Training sessions could be one-on-one or collaborative.
• Virtual classroom
• In this training, trainers must meet the trainees at the same time, but are not required to be at the same
place.
• The primary tools used here are:
• video conferencing,
• text based Internet relay chat tools,
• virtual reality packages, etc.
• Normal classroom
• The trainers must meet the trainees at the same time and at the same place.
• They primary tools used here are:
• whiteboards,
• overhead projectors,
• LCD projectors, etc. 15
System Implementation:
Training Methods
• Self-paced training involves both trainers and trainees, who do not need
to meet at the same place or at the same time.
• The trainees learn the skills themselves by accessing the courses at their own
convenience.
• Multimedia training
• In this method of training, courses are presented in multimedia format and stored on CD-ROM.
• It minimizes the cost of developing an in-house training course without assistance from external
programmers.
• Web-based training
• In this training, courses are often presented in hyper-media format and developed to support course and
content delivery via the Internet or the company intranet.
• It provides just-in-time training for end users, and allows the organisation to tailor training requirements.

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System Implementation:
System Conversion
• Conversion is the process of migrating from the old information system to
the new information system.
• It provides an understandable and structured approach for the deployment
of the new system, and this approach is aimed at improving communication and
confidence between management and the project team.
• A conversion plan is typically developed, which contains a description of all the
activities that must occur during implementation of the new system, and when the
new system is put into operation.
• The conversion plan anticipates possible implementation problems, and pre-designs
solutions to deal with these problems.

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System Implementation:
System Conversion
• The conversion plan will typically provide details for the following
implementation activities:
• Names of all files for conversion.
• Identifying the data requirements to develop new files during conversion.
• Listing all the new documents and procedures that are required.
• Identifying the controls to be used in each activity.
• Identifying the responsibility of each person for each activity.
• Verifying conversion schedules.
• There are four (4) methods for system conversion. These methods are:
 Parallel conversion
 Direct changeover (or cutover) conversion
 Phase-in method
 Pilot approach
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System Conversion:
Parallel Conversion
• In a Parallel Conversion implementation strategy, the new system runs
simultaneously with the old for a given period of time.
• This method requires transactions to be processed with the old system, then
repeated with the new system, allowing the performance and accuracy of the new
system to be determined.
• Among the conversion techniques, this method of system conversion tends to be
the most popular, mainly because it carries the lowest risk.
• If something goes wrong at any point, the entire system can be reverted to its
original state using the old system.
Old System

New System

New system
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evaluation period
System Conversion:
Parallel Conversion
• Advantages
• Provides the reassurance of a fallback, should the new system fail.
• Offers the greatest sense of security for the organisation since they know that the old system
will still be accurately processing transactions should there be any errors generated by the new
system.
• This is an excellent way to test the new system using live data.
• Disadvantages
• A primary disadvantage in running two systems at the same time is higher costs, requiring
sometimes double the staff and financial resources than when only the old system was running.
• The parallel changeover process can also be quite time-consuming since transactions may have
to be done twice, once with the old system and once with the new system.
• The new system may not get a fair trial since experienced personnel may be tasked with
operating the old system, while new or inexperienced personnel may be tasked with operating
the new system.
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System Conversion:
Direct Changeover Conversion
• The Direct Changeover Conversion strategy requires the new system to be
implemented fully, and the old system is immediately and completely retired.
• The direct changeover method, also referred to as immediate replacement, tends to
be the least favourite of the changeover techniques.
• In a direct changeover, the entire system is replaced in an instant. Basically, as soon
as the new system is powered up, the old system is shut down.
• This type of changeover carries the most risk because, if something goes wrong,
reverting to the old system is usually impossible.
• Using the direct changeover technique tends to work best in situations where a
system failure isn’t critical enough to result in a disaster for the company.

Old System New System

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System Conversion:
Direct Changeover Conversion
• Advantages
• The direct changeover method forces IS staff, managers and users to make the new
system work properly since there is no fallback system.
• Immediate benefit from new process methods and controls provided by the new system.
• Significantly less resources are used with the direct changeover method than the parallel
conversion method.
• This is the fastest way of changing over from one system to another.
• Disadvantages
• There is no fallback system to rely on if problems arise with new system.
• This method requires the most careful, tedious and detailed planning since a failure of the new
system could potentially bring the company’s operations to a halt.
• Staff members have to be fully trained to use the new system before it is implemented, which
can be difficult to achieve based on their daily schedules.

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System Conversion:
Phase-In Method
• The Phase-In Changeover method is considered a compromise between
the parallel conversion method and direct changeover method.
• In a phased changeover, the new system is implemented one stage at a time, with
selected features and capabilities enabled one at a time.
• When each new feature of the new system is enabled or activated, the
corresponding feature or capability in the old system is deactivated or phased out.
• For example, consider a company working towards installing a new financial system,
where the company implements the new system one functional area at a time,
starting with accounts receivable, then accounts payable, then payroll, etc.
• New system functions are enabled only when previously enabled functions prove to
be reliable and stable.
Old System New System

Conversion period 23
System Conversion:
Phase-In Method
• Advantages
• Phase-in changeovers use less resources than the direct changeover method, and
somewhat less resources than the standard parallel changeover method.
• Since the conversion phase focuses on one functional area at a time, errors encountered
with the new system are isolated from the entire system, better preserving the integrity of
overall organisational data.
• Errors and other problems discovered in a particular phase are fully resolved before moving on
to new phases.
• Disadvantages
• This method takes a long time to complete because phases need to be implemented separately.
• This method is only suitable for systems that can be split into separate parts. Not all systems
can use this method.

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System Conversion:
Pilot Approach
• With the Pilot Approach method, the new system is tried out on a limited
scale at a test site before launching it company-wide.
• For example, a bank may first test a new system at one of its branches. This
branch is referred to as the pilot, or beta, site for the program.
• Since parallel changeovers tend to be expensive, using the pilot changeover
technique allows companies to run the new system next to their old but on a much
smaller scale.
• This makes the pilot changeover method much more cost-effective.
• After all the kinks are worked out of the new system at the pilot test site, companies
usually opt to use the direct changeover technique to launch the system company-
wide.
Old System
New System
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System Conversion:
Pilot Approach
• Advantages
• The pilot approach allows training and installation to take place without an unnecessary
use of resources.
• This approach avoids large-scale contingencies and risks to the organisation since any problems
encountered would be contained to the beta site.
• If the new system does not work correctly, it only affects one part of the company.
• User documentation and training manuals can be refined and perfected after the pilot period.
• Disadvantage
• The department or site where the pilot is taking place can lose data if the new system fails, or
can have errors in their data if the new system has flaws.

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