Chapter 7: The systems life cycle

Engineer/Marwa Khater
The stages in systems life cycle NOTE: Any problems found during testing and
evaluation would be corrected and then re-tested.

Look at the existing system and

find improvements
Analysis

Plan the proposed new system Design

Create the new system and test it Development and testing

Place the new system into the Implementation

company

Create user-guides for every day users

and those who will develop it further Documentation

Decide how well the new system is

working
Evaluation
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 Stage 1: Analysis

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Research in existing system
 Before the systems analyst can make any recommendations about
a new system, they first have to understand how the present
system works this called Gathering / Collecting Information
 The methods are:-

1. observation 2.Questionnaires

4- looking at
3. Interview
existing paperwork

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1- Observation
 The system analyst walking around the
organization or the business , watching how
things work with his own eyes.
 By watching the current system being used, the
analyst can log or make notes about Observing employees using the current
different facts: system gives the analyst an exact picture of
what it
can and can't do.
o Advantages:
This method of gathering information
about the system is very cheap as the
• Not expensive method. employee is not taken away from their
work.
• Obtaining reliable data.

o Disadvantages:
 Person being watched might feel uncomfortable
 work in a different way to usual.

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2- Questionnaires
 Prepared questions are given to users of the system and they are left with
the user to complete.
 Questionnaires usually focus on more simple questions and are
completed by ticking or circling options or shading boxes.
 Advantages:
• Quick method.
• Answers are more honest ,Individuals can remain anonymous (unknown).
• Fairly cheap method of gathering data.
 Disadvantages:
 People often do not complete or return the questionnaire.
 Unclear questions cannot be explained as people are left to answers the
questions alone.
 You may get incorrect data if people have misunderstood a question.
 It is hard to ask very technical or specific questions on a questionnaire.

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3- Interviews
 Interviews take place face-to-face and usually involve more detailed
questions than questionnaires.
 Advantages:
 Questions can be explained if they are misunderstood.
 More complex questions can be asked which will give more detailed findings.
 Questions can be changed to suit who is being interviewed
(different questions for a director compared to a regular employee).
 You will get a full set of data as the person being interviewed has no choice but to answer
all questions.
 Disadvantages:
 Interviews take far longer to complete than questionnaires.
 Expensive to carry out as the person being interviewed needs to be taken
away from their work.
 Answers may not be honest as the person being interviewed cannot
remain anonymous (they may give answers they think are expected rather
than the truth).
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4- Looking at existing paperwork
 This involves looking at paperwork for the current system. The paperwork will contain
information needed to implement the new system.
 Advantages:
 Could save time as there may be copies of previous analysis.
 Can see existing inputs, processing and outputs.
 Allows the analyst to predict the size of the system needed by looking at the amount of
data that it will be required to handle.
 Disadvantages:
 Very time consuming
 Very expensive
 Time could be wasted if existing documentation is
not relevant to the new system.

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Hw
 Q12/S13QP12 A company wishes to replace its current system with
a new computerised system. It has employed a systems analyst to
investigate the current system.
 Describe three methods the systems analyst could use to research the
current system
 Observing the users using the current system by system
analyst eyes
 Questionnaires are distributed to users asking questions
about the current system
 Interviewing the users face to face about the current system
 Examining documents and paper works from the current
system

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 Stage 2 Design

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What is included within these designs?

1. Design the data capture form/ input forms

2. Design output in the form of screen display and

printed reports

3. Select/design validation rules that need to be

used

4. Design/ agree on file structures

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1. Data Capture form
 Formed allow data to be input to the system.
 The data capture form could be:-

Paper based electronic

based

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Paper based forms need to:-
 Have heading
 Make use of text box
 Make use of tick boxes -to make choices easier, such as gender
 Makes sure there is sufficient space to write answers.
 Use clear fonts and clear text colours- to ensure the form is easy to read.

Computer
system

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Electronic based features:-
 Use of text box.
 Use of on screen-.
 Use of drop- down/ compo boxes-
 Use of radio buttons and tick boxes-
 Automatic validation of data as it is entered.
 Control buttons – as next form, clear entry, save etc.

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2. Output form and printed reports
 It is part of user interface and also the result of some form of
processing.
 Screen display (information displayed on the monitor)
 Printed reports (hard-copy)

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Validation
 Validation is where a computer system checks that data entered by
the user is sensible and usable.
 The computer system will be programmed with a list of these
checks that it can use to compare to the data that a user is entering.
 If the user try's to enter something that does not match up with items
on the validation check list, the system will not accept the data.
 These checks are often called 'Validation Rules'.

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Validation types

Length
Range check
check

Format/
Character/
picture
type check
check

Presence
check
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Validation Check Description Example and comment
Range check Checks whether data within e.g. to check if a person age is
given / acceptable value >0 buts is also <150
Length check Checks if the input data contains e.g. if a filed needs six digits
the required number of then inputting five digit or
characters. seven-digit number, should
cause error message
Character/type check Checks that the input data e.g. person’s name shouldn’t
doesn't contain invalid contain any numbers, but a
characters person height should only
contain digits
Format/picture check Checks that data is in a specific e.g. data should be in the from
format dd/mm/yyyy.
e.g. xnnn which shows a
Presence check Checks if data is actually present e.g. in an electronic form a
and hasn’t been missed out. person’s telephone number may
be a required field so, if no data
entered, this should give error
message.

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6- file structure
 Designing and agreeing file structures is an important part of the design
stage.
 The fields used in the files need to take the following in account:
 Field length
 Filed name (suitable names should be chosen)
 Data type
 Data dictionary is used to show suitable fields names. Example of data
dictionary:-
Filed name Field length Field type Suitable validation
check
Product_code 8 Alphanumeric Length check
Manufacture_year 4 Numeric Range check
Prodcut_name 2 Alphanumeric None
Loctaion_of_stock 4 Numeric Character check
Colour 2 Alphanumeric Look-up check

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 Stage 3: Development and
testing

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3.1 Development

Development takes place as part of the A builder will build a house correctly by
third stage of the systems lifecycle. reading plans provided by an architect.

A system is built in much the same way --

the developer will follow plans provided by
systems' analysts and designers.

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What are the stages of development?
 The development stage is broken down into four parts:
1. Creating a file structure to store data
2. Create validation rules to make sure that data entered is
sensible
3. Create a user-interface to allow data to be input into the
system
4. Create output formats (reports, payslip's, bills etc)

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 3.2 Testing

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Testing individual modules (parts) of the system
 When each module (part) of the system has been created it must be
tested to make sure that it works correctly.
 Examples of modules that should be tested include:
 Data structures - do tables hold data correctly?
 Validation rules - does the system reject unreasonable/incorrect data?
 Input screens - does each form control allows users to enter data
correctly?
 Output screens - are output results correct, clear and complete?

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Testing with normal, extreme and abnormal data
 A test plan should always use four types of testing data:
 Normal data
 Extreme data
 Abnormal data
 Scenario:
Imagine we were testing a system module (text box) to make sure
that it will only accept entries of numbers between 1 and 5.
The test data would look like the example in the table next slide:

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The first three types of test data would be used to test the system BEFORE it was delivered to the customer.

Type of test data Description Example

Normal data Data which should be accepted and pass the test The numbers 1, 2, 3, 4 or 5 should be
without any problems. accepted.

(In our example, this was any number between 1 and

5)
Extreme data Data which is on the border of what the system will Using the same scenario as above, the
accept. numbers 1 and 5 would be used to test
the borderline data.

Abnormal data Data that should not be accepted by the system. Examples of data that should be
rejected by the system could be 0, 6,
(In our example, this is any data other than 1, 2, 3, 4 Two, Hello, etc.
or 5)

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Q19/w10_qp11 Describe three actions which might
need to be taken as a result of testing a system.

•Data/file structures may need to be improved

•Validation routines may need to be improved
•Input methods may need to be improved
•Output formats may need to be improved
•If system does not work at all may need to restart at the
design stage

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HW
 Q16/s13 Iqbal wants to test the new computerised payroll system he
would like to introduce to his company. No company worker is paid less
than $100 and no worker is paid more than$500.
 Explain what is meant by the following three types of test data using
examples of the wages paid to workers.
 Normal
 data within a (given) range/appropriate for that data type
 Example – any wage between $100 and $500
 Abnormal
 data outside the range/of the wrong data type
 Example – any wage less than $100 or greater than $500 or text example
 Extreme
 Extreme data – data on the boundaries of the range [1]
 Example – $100 or $500

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 Stage 4: Implementation

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 Implementation takes place during the Implementing a system means to
fourth 'install' it.
stage of the systems lifecycle.

Staff need to be trained in

using the new system.
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Implementation steps or stage

Direct changeover

Changeover to the new system Parallel running

Pilot implementation

Phased implementation

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1. Direct Changeover

 With direct changeover, the old system stops getting used one day
and the new system starts being used the next.

 The changeover is very fast and that's where the name 'direct'
comes from.

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 Advantages Disadvantages
The fastest way of changing from one Staff have to be trained and fully ready to use
system to another. the new system before it is installed.

This training can be hard to fit into their daily

schedules.

The new system can be used immediately All of the old system's data needs to be
after installation. uploaded into the new system's database
before it is installed.

Again, this can be time-consuming and difficult

to plan.

Cheap method of changeover as you don't The old system is completely removed so
pay for two sets of staff. there is nothing to go back to if the new system
fails.
(Only pay the staff who are using the new
system) Data can be lost permanently.

This can be disastrous and could force the

Less chance of the new system being company to shut down for long periods until the
faulty as it will already have been fully system is fixed.
tested and checked.

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2. Parallel Running

 With parallel running, the old system and the new system are run
alongside each other for period of time.
 Data would be input into both the old system and the new system,
producing two sets of results.

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 Advantages Disadvantages
If the new system fails, the old system is still - This changeover method is much more
available. expensive.

This way, no data will be lost. - Time consuming

This is because you have the running costs of

Staff can be trained in the new system
two systems instead of one
gradually as the changeover doesn't happen
immediately.
(Extra staff to run both systems, electricity etc.)
Excellent way to test the new system using
live data.

(You can compare the results produced by

both systems- any difference would mean an
error with the new system)

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3. Pilot Running
 Implementing a new system using the pilot running changeover
method involves introducing the new system to one part of the
company first and then rolling it out to other departments
later.
 The term 'pilot' can be defined as 'to experiment or test before
introducing something more widely'.

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 Advantages Disadvantages
If the new system doesn't work It takes longer to implement the new
correctly, it only affects one part of the system across the whole company.
company.
(This is because the changeover happens
gradually from department to
department)
The implementation is on a smaller The department taking part in the pilot
scale and is easier to manage than can lose data if the new system fails.
direct changeover.
(This is because the new system has
Staff can be trained gradually from replaced the old system)
department to department.

The staff that were involved with the

pilot scheme can also help train other
staff.
It is cheaper than parallel running
because the pilot is only used in one
part of the company.
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4. Phased Implementation

 This type of changeover is where the new system is implemented

one part at a time, in phases.
 When each part of the new system has been fully tested and is known
to work correctly, the next part is phased in.
 Eventually the old system will be fully replaced.
 Sometimes replacing an old system in this fashion is known as 'phasing
it out'.

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 Advantages Disadvantages
Staff can be trained gradually as they More expensive than direct changeover
only need to train in the part of the as you have to test each phase
system that is currently being phased separately before moving onto the next.
in.

It is easier to find system errors as you Because the system is installed in

are dealing with only one part at a time. separate phases, it can take a long time
to implement the whole system.
(If the whole system is implemented at
once, it is harder to pinpoint the error)

If one part of the new system fails, it is Only suitable for systems that can be
still possible to access the parts of the old split into separate parts.
system that are still in use.
(Not all systems can be implemented this
way)
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HW
 Identify three methods which could be used to implement a new
system.Q17/w1qp13
 Direct changeover
 Parallel running
 Phased implementation
 Pilot implementation

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HW
 Q13-b May/June 2013Explain the differences between parallel running
and direct changeover as ways of implementing the new database
 Direct changeover – new system replaces existing system
immediately/overnight
 Parallel running – new system runs alongside/together with existing system
 Parallel running – there is always the old system to fall back on in the event of
the new
 system failing/information is not lost/always a second copy/Direct changeover
– if things
 go wrong lose all data/old system is not available
 Direct changeover – benefits are immediately available
 Parallel running is more expensive to implement than direct changeover....
 ....more expensive as two sets of workers have to be employed
 Direct changeover – less likelihood of errors as system will have been fully
tested
 Direct changeover is a quicker method of implementation than parallel running
 Direct changeover – training is more difficult to organise
 Parallel running – training can be gradual
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 Stage 5: Documentation

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What is system documentation?
 System documentation explains how the system was created and
also how to use it.
 Two sets of documentation are produced for a new system, for the
following reasons:

1. User 2. Technical
documentation documentation.

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User documentation usually includes:-
1. How to open/load the system
2. How to input new data
3. How to sort data AND save files
4. How to print files .
5. How to handle system errors / The meaning of
error messages
6. Frequently asked questions (FAQs)
7. Trouble shooting guides
8. Help guides / Tutorials

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2. Technical Documentation
 Technical documentation is created for the benefit of analysts,
designers and programmers who may work on the system in the
future.

Technical documentation will include:-

1. Explanations of file structures (tables)
2. User interface designs
3. Input formats
4. Output formats
5. Validations rules used
6. Testing information (test plans, test data used and results)

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HW
1. When a new system is implemented, documentation is provided
with it. Explain why two different types of documentation are
produced
a) user documentation intended to help the users of the
system
b) Technical Documentation intended to help the maintainer
of the system

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1. When a new system is implemented, documentation is provided
with it. Identify four items which would be found in technical
documentation but not in user documentation.
1. Detail of hardware and software required for the system
2. Detail of data structure (data type, field name etc.)
3. Detail of expected input
4. Detail of validation check

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 Stage 6: Evaluation

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Why is it important to evaluate a system?
 Systems are evaluated in order to determine if:
 The system is doing the job it was designed to do
 The system is working well with minimum errors
 Staff can use the system properly.
 What does an evaluation look for?
 A good and effective evaluation of a system will ask the following questions:

•Does the system work fast?

•Does the system run smoothly?
Is the system effective? •Does the system save the company time and money?
•Does the system reduce paper-waste?

•Does the system have a user-friendly interface?

Is the system easy to use? •Can everyone use the system easily?
•Can the system be used with minimal training?

•Does the system perform the job it was designed for?

Is the system appropriate? •Are the clients happy with the system?
•Is there anything the system can't do that it should?

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What happen Next?
Results from the evaluation may lead to two things
happening:-
 Update of hardware
 Update of software

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HW
 Q11, s05_qp2 A small company has asked a systems analyst to
advise them about buying a computer system. He has analyzed
the existing system and has decided that a database of all the
stock records needs to be created.
a) He will now need to design the database to store the
records, using the existing hardware and software. Name
three items that he will need to design
b) ) Before the system can be implemented it must be tested.
Name three types of test data that will be used to test the
system.
c) Name two methods of implementing the system. For each
method give a reason for using it..

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d) When the system is implemented the systems analyst will give the
company documentation. One type of documentation is for
the company to show them how the system works.
i. Name this type of documentation
ii. List two items which will be contained in this documentation.
e) The other type of documentation is for the future analysts to
update or maintain the system.
i. Name this type of documentation
ii. List two items which will be contained in this documentation

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Answer
a) design data capture forms
design screen layouts
design output and report screen
design data/file structures
b) abnormal data
normal data/acceptable data/valid data
extreme data/on the edge of acceptability
c) parallel running: you have a back up
direct changeover : quicker/saves money in wages
phased can iron out any problems before going over
wholesale to new system
pilot: can iron out any problems before going over
wholesale to new system

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d) i. user documentation
ii. How to load software/run software
How to save a file Screen layouts Print formats
How to search
How to sort
How to print
How to add records
Troubleshooting guide.
e) i. technical documentation
ii. Program listing Flowchart/algorithm
List of variables File structure
Purpose of the system
Purpose of the program
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