MODULE II

1. Explain the significance of information gathering in the context of system development.

Information gathering is a critical initial step in the system development process. Its significance lies
in ensuring that the system being developed meets user requirements, aligns with organizational goals,
and effectively addresses the problem at hand. Below are key points highlighting its importance:

1. Understanding User Requirements

 Information gathering helps developers understand what users expect from the system,
including features, functionalities, and usability.
 It ensures the system meets the actual needs rather than assumptions, reducing the risk of
failure.

2. Defining Project Scope

 Collecting information helps clearly define the boundaries of the system, avoiding scope
creep (uncontrolled changes in scope).
 This clarity allows for better planning of resources, time, and budget.

3. Identifying Constraints

 Constraints such as technological limitations, budgetary restrictions, or regulatory

requirements are identified early.
 This ensures the system is feasible and complies with necessary standards.

4. Risk Identification and Management

 Gathering information allows for the early identification of potential risks or challenges, such
as security vulnerabilities or integration issues.
 Proactive planning can mitigate these risks during development.

5. Enhanced Communication

 Information gathering fosters collaboration between stakeholders, including users, developers,

and project managers.
 It ensures everyone is aligned with the project's objectives, reducing misunderstandings later.

6. Improved System Design

 A thorough understanding of the problem and requirements enables developers to design a

system that is efficient, scalable, and user-friendly.
 It ensures the architecture and technical decisions align with the intended use cases.

7. Cost and Time Efficiency

Gathering information thoroughly reduces mistakes and avoids redoing work. This helps complete the
system faster and within budget.

8. Benchmarking and Decision Making

The information collected can be used to compare with existing systems and guide better choices
during the development process.

2. Discuss the different strategies and methods for gathering system requirements, highlighting
their pros and cons.

Gathering system requirements involves various strategies and methods, each with strengths and
weaknesses. Here’s an overview:

INFORMATION GATHERING STRATEGIES

 Identify Information sources

 Evolve a method of obtaining information from the identified sources.
 Use Information flow model of organization.

1. Interviews

Description: Conducting one-on-one or group discussions with stakeholders to understand their needs
and expectations.

Pros:

 Provides detailed, in-depth insights.

 Allows clarification of ambiguous requirements.
 Builds rapport with stakeholders.

Cons:

 Time-consuming if there are many stakeholders.

 Quality depends on the interviewer’s skills.
 Stakeholders may not always articulate their needs clearly.

2. Surveys and Questionnaires

Description: Distributing structured forms with predefined questions to gather feedback from a large
group of users.

Pros:

 Efficient for collecting data from many people.

 Standardized format makes data easy to analyze.
 Cost-effective compared to interviews.

Cons:

 Limited to the questions asked; lacks depth.

 Response rates may be low.
 Misinterpretation of questions can lead to inaccurate data.

3. Observation

Description: Watching users perform tasks within their work environment to understand processes
and challenges.
Pros: Provides real-world insights into workflows.

Cons:

 Can be intrusive and affect natural behavior.

 Requires skilled observers to interpret findings correctly.

4. Document Analysis

Description: Reviewing existing documentation, such as reports, policies, manuals, and system
specifications.

Pros:

 Useful for understanding historical and existing processes.

 Identifies gaps in the current system.
 Does not require direct stakeholder involvement.

Cons:

 May not reflect current practices if documentation is outdated.

 Limited to what is documented.

5. Workshops and Brainstorming Sessions

Description: Facilitating collaborative sessions with stakeholders to identify and prioritize

requirements.

Pros:

 Encourages creative ideas and collaboration.

 Helps resolve conflicts between stakeholders.

Cons:

 Requires careful moderation to stay focused.

 Group dynamics may prevent all voices from being heard.

6. Prototyping

Description: Developing a preliminary version of the system to demonstrate and refine requirements.

Pros:

 Helps stakeholders visualize the system.

 Encourages early feedback and adjustments.
 Reduces misunderstandings about requirements.

Cons:

 Time-consuming and costly if overused.

 Stakeholders may focus too much on design rather than functionality.
 May not capture all requirements.
7. Focus Groups

Description: Conducting discussions with a selected group of users to gather diverse opinions.

Pros: Provides a range of perspectives.

Cons:

 Dominant participants may overshadow others.

 Difficult to manage large groups.

8. Use Case Development

Description: Creating scenarios that describe how users will interact with the system.

Pros:

 Clarifies functional requirements, Helps identify system behaviour under different conditions.

Cons:

 Requires detailed knowledge of workflows.

 Time-intensive to develop comprehensive use cases.
 Focuses more on functionality than technical requirements.

3. How do interviews differ from questionnaires in gathering system requirements?

Interviews:

 Format: Interactive, one-on-one or group discussions.

 Flexibility: Questions can be adapted based on responses.
 Strengths:
o Facilitates clarification of ambiguous responses.
o Builds personal rapport with stakeholders.
 Weaknesses:
o Time-consuming and resource-intensive.
o Quality depends on the skills of the interviewer.
o Limited scalability for large user bases.

Questionnaires:

 Format: Structured forms with predefined questions.

 Flexibility: Fixed questions; less adaptive.
 Strengths:
o Efficient for gathering input from large groups.
o Cost-effective and quick to administer.
 Weaknesses:
o Lacks the ability to explore deeper insights.
o Risk of misinterpretation by respondents.
o Relies on users' willingness to complete the questionnaire.

4. Evaluate the importance of system requirements specification in the overall development

process.
The System Requirements Specification (SRS) is a critical document that serves as the foundation
for the entire system development process. Its importance can be summarized as follows:

 Reduces Ambiguity: Provides a clear and unambiguous outline of the requirements,

minimizing the risk of misinterpretation.
 Enables Cost and Time Estimation: Helps estimate project timelines and costs, allowing
stakeholders to make informed decisions early.
 Supports Maintenance and Upgrades: Acts as a reference point for future updates and
modifications to the system.
 Provides a Basis for Testing: Test cases are derived from the requirements stated in the
SRS, ensuring that the final product aligns with the initial specifications.

An accurate and comprehensive SRS is essential for project success, serving as a contract between
stakeholders and the development team.

5. What role does prototyping play in system design?

Prototyping is an iterative approach that involves creating a working model of the system during its
design phase. Its roles include:

1. Visualizing Requirements

 Helps stakeholders see and understand how the final system will look and function.
 Reduces misunderstandings and clarifies vague requirements.

2. Gathering Feedback

 Allows stakeholders to provide feedback early in the design process.

 Encourages collaborative refinement of requirements.

3. Risk Reduction

 Identifies design flaws and usability issues before full-scale development begins.
 Reduces the risk of costly changes later in the project.

4. Supporting Decision-Making

 Helps stakeholders evaluate alternative designs and choose the best approach.
 Provides a tangible basis for decisions regarding system functionality and aesthetics.

5. Stakeholder Alignment:

Prototypes ensure that all stakeholders are on the same page by visualizing the system's
features and functionality. This alignment reduces conflicts and ensures that everyone agrees
on the system’s goals and expectations.

6. Analyse the factors that contribute to the decision-making process during feasibility analysis.

Feasibility analysis determines whether a project is viable and worth pursuing. Key factors
influencing the decision-making process include:
1. Technical Feasibility

 Availability of technology and tools required for development.

 Competency of the development team in using the necessary technologies.
 Compatibility with existing systems.

2. Economic Feasibility

 Cost of development, deployment, and maintenance.

 Potential financial benefits or return on investment (ROI).
 Alignment with budget constraints.

3. Operational Feasibility

 Alignment with organizational goals and business processes.

 Ability of the system to meet user needs and improve efficiency.
 Willingness of stakeholders to adopt and use the system.

4. Legal and Regulatory Feasibility

 Compliance with laws, regulations, and standards (e.g., data protection laws).
 Risks of legal penalties or liabilities.

5. Schedule Feasibility

 Realistic timeline for project completion.

 Availability of resources to meet deadlines.

6. Market Feasibility (for commercial systems)

 Demand for the system or product in the target market.

 Competitor analysis and differentiation.

7. Risk Analysis

 Identification of potential risks, such as technical challenges, cost overruns, or user resistance.
 Strategies for mitigating these risks.

7. Why is cost-benefit analysis crucial in the feasibility analysis phase?

Cost-benefit analysis is a critical component of the feasibility analysis phase because it ensures that a
project delivers value and is economically viable. Here’s why it is crucial:

Example:

For a new inventory management system:

 Costs: $50,000 (development), $10,000/year (maintenance).

 Benefits: $30,000/year savings in inventory costs.
 Net Gain: $20,000/year savings after maintenance.

Such analysis justifies investment by showing a positive long-term gain.

  Informed Decision-Making: Provides quantitative data to support project approval
decisions, ensuring resources are allocated to financially viable projects.

 Resource Optimization: Ensures that time, budget, and manpower are invested in projects
that promise substantial returns, reducing waste.

 Risk Reduction: By assessing costs and benefits, organizations can avoid risky investments
that could lead to financial losses.

 Strategic Planning: Enables comparison between projects, helping to prioritize those that
best align with the organization’s financial goals.

8. Explain the difference between functional and non-functional requirements in software

engineering. Provide examples to illustrate each type.

Functional Requirements

 Definition: Specify what the system should do, focusing on specific behaviours or functions.
 Purpose: Describe the actions or tasks the system must perform.
 Examples:
o A system must allow users to log in using a username and password.
o The system should generate monthly sales reports.
o A search feature should return results based on user queries.

Non-Functional Requirements

 Definition: Define the system's quality attributes or how it performs functions, rather than the
specific functions themselves.
 Purpose: Focus on the operational aspects, ensuring usability, performance, and reliability.
 Examples:
o The system must load the dashboard within 2 seconds (performance).
o User data must be encrypted during transmission (security).
o The system must support 1,000 simultaneous users (scalability).

Key Differences:
Aspect Functional Requirements Non-Functional Requirements

Focus What the system does How the system performs

Measurement Observable through system actions Evaluated through performance criteria

Examples Login feature, report generation Response time, system availability

Both types are essential for successful system development; functional requirements ensure the
system's functionality, while non-functional requirements enhance its usability and reliability.

9. How does a payback period influence project decision-making?

The payback period provides a straightforward measure of project viability, helping stakeholders
understand how quickly they can expect to recover their investment. Here’s why it’s important:

Risk Assessment: Projects with shorter payback periods are typically considered less risky, as the
capital is recouped faster, reducing the exposure to potential financial losses
Liquidity Consideration: A shorter payback period improves an organization’s liquidity, as capital
tied up in the project is freed up sooner for other investments or operational needs.

Investment Decision-Making: The payback period helps organizations compare and prioritize
multiple projects. Projects with shorter payback periods are often given higher priority because they
promise quicker returns

Example:

 Project A: Initial cost of $100,000; annual savings of $25,000. Payback period: 4 years.
 Project B: Initial cost of $50,000; annual savings of $20,000. Payback period: 2.5 years.

Project B might be preferred due to its faster recovery time, even if Project A has higher total benefits
in the long run.

The payback period is a simple yet effective metric for comparing projects and ensuring financial
prudence.

11. List the key components involved in a Cost-Benefit Analysis.

A cost-benefit analysis involves systematically evaluating the costs and benefits of a project to
determine its feasibility and value. The key components are:

1. Costs

All expenses incurred during the lifecycle of the project.

Types of Costs:

 Direct Costs: Tangible costs directly associated with the project.

o Example: Development costs, hardware, software, labor.
 Indirect Costs: Costs indirectly linked to the project.
o Example: Overhead expenses, utilities, training.
 Fixed Costs: Costs that remain constant regardless of project scale.
o Example: Licensing fees, infrastructure setup.
 Variable Costs: Costs that vary with usage or scope.
o Example: Cloud storage fees, operational costs.
 Opportunity Costs: Benefits lost from alternative projects not pursued.
o Example: Investing in Project A instead of Project B.

2. Benefits

All gains or positive outcomes from the project, both tangible and intangible.

Types of Benefits:

 Tangible Benefits: Measurable benefits with monetary value.

o Example: Increased revenue, cost savings, improved productivity.
 Intangible Benefits: Non-monetary advantages that enhance value.
o Example: Improved customer satisfaction, brand reputation.
 Long-Term Benefits: Benefits realized over time.
o Example: Increased market share, scalability.
  Short-Term Benefits: Immediate gains from the project.
o Example: Reduced operational costs, faster workflows.

3. Time Horizon

The duration over which costs and benefits are assessed. It considers:

 Initial investment period.

 Payback period (time to recover costs).
 Future benefits that may accrue after initial implementation.

4. Discount Rate

Used to calculate the present value of future costs and benefits. This accounts for the time value of
money, reflecting inflation, interest rates, or risk.

5. Net Present Value (NPV)

The difference between the present value of total benefits and total costs. A positive NPV indicates a
financially viable project.

6. Sensitivity Analysis

Evaluation of how changes in assumptions (e.g., cost overruns or reduced benefits) impact the
project's overall feasibility.

7. Risk Assessment

Identification and quantification of risks that might affect costs or benefits, such as:

 Market fluctuations.
 Technological failures.
 Regulatory changes.

8. Break-Even Analysis

Determining when the project’s cumulative benefits equal its costs, helping to understand how soon
the investment will start generating net gains.

By analyzing these components systematically, organizations can make informed decisions about
whether a project is worth pursuing.

13. What is the difference between logical and physical DFDs?

14. A company wants to develop an online shopping system. The system should allow customers
to browse products, add them to a shopping cart, and place orders. The system should also
support payment processing and order tracking. Draw a Level 1 DFD for the online shopping
system that includes the following processes:

I.Product Catalog Management

II.Shopping Cart Management

III.Order Processing

IV.Payment Processing

V.Order Tracking

15. Explain the significance of levels in DFDs and how they contribute to system analysis and
design.

16. A restaurant wants to implement an order management system. The system should handle
dine-in, takeout, and delivery orders. It should also manage the kitchen workflow and
inventory. Develop a Level 1 DFD for the restaurant order management system, including:

I. Order Entry

II.Kitchen Workflow Management

III.Inventory Management

IV.Payment Processing