QUESTION ONE (30 MARKS) – COMPULSORY

a) As a system analyst, describe the three main roles that you play in guiding the
development of the system. (6 Marks)

1. Requirement Analysis: Identifying and analyzing user needs to define the system
requirements.
2. System Design: Creating system models and specifications to guide developers
during implementation.
3. Facilitation and Communication: Bridging the gap between stakeholders,
developers, and users to ensure smooth communication and understanding.

b) Enumerate four merits of using closed questions during requirements gathering over
open-ended questions. (4 Marks)

1. Efficiency: Closed questions are quick to answer, saving time during interviews.
2. Clarity: Responses are specific and easy to analyze.

3. Focus: They help keep the conversation directed toward specific requirements.

4. Consistency: Responses are easier to compare across different stakeholders.

c)

i. Explain what you understand by the term prototyping. (2 Marks)

Prototyping is the process of creating a preliminary version or model of a system to visualize
and test its functionality before full-scale development.

ii. Describe the three kinds of prototypes that can be used by a system analyst. (6 Marks)

1. Throwaway Prototypes: Used for exploring ideas and discarded after gaining
necessary insights.

2. Evolutionary Prototypes: Incrementally improved based on feedback until they

evolve into the final system.

3. High-Fidelity Prototypes: Detailed and closer to the final product, often used for
demonstrating specific features.

d) What are the four advantages of using a data flow approach over narrative
explanations of data movement? (4 Marks)

1. Visualization: Provides a graphical representation, making it easier to understand.

2. Clarity: Eliminates ambiguities present in narrative descriptions.

3. Error Identification: Facilitates easier detection of logical errors.

4. Standardization: Ensures consistency in representing data flows across systems.
e) State the three effective objectives of a system database. (3 Marks)

1. Data Integrity: Ensuring data is accurate and reliable.

2. Data Security: Protecting sensitive data from unauthorized access.

3. Data Availability: Ensuring data is accessible when needed.

f) Keying is often the slowest part of a computer system, and good dialog will minimize
the number of keystrokes required. Outline any five ways. (5 Marks)

1. Use of Default Values: Automatically populating common fields.

2. Auto-complete Features: Reducing the need for full typing.

3. Drop-down Menus: Allowing selection from predefined options.

4. Keyboard Shortcuts: Speeding up navigation and commands.

5. Error Prevention: Providing real-time validation to avoid unnecessary corrections.

QUESTION TWO (20 MARKS) – BASICS

a) As the CEO of Alpha-Omega System Ltd., you are in the process of employing a
System Analyst who would guide the In-house software development. Clearly explain
the requirements that you would propose to be included in the advertisement to be sent
to the press. (6 Marks)

1. Educational Qualification: A degree in Computer Science, IT, or a related field.

2. Experience: At least 3-5 years of experience in systems analysis and design.

3. Technical Skills: Proficiency in system design tools, databases, and programming.

4. Analytical Skills: Ability to gather, analyze, and document user requirements.

5. Communication Skills: Strong verbal and written communication abilities.

6. Problem-Solving Skills: Capability to address technical and business challenges.

b) Using an illustration, describe the various information systems that as an analyst you
may be involved in developing for your organization. (8 Marks)

1. Transaction Processing Systems (TPS): Handle routine, day-to-day business

transactions (e.g., payroll systems).

2. Management Information Systems (MIS): Provide summarized reports for

decision-making (e.g., sales performance systems).

3. Decision Support Systems (DSS): Assist in complex decision-making (e.g., financial

forecasting tools).
4. Enterprise Resource Planning (ERP) Systems: Integrate core business processes
(e.g., SAP systems).
 5. Customer Relationship Management (CRM) Systems: Manage customer
interactions and data (e.g., Salesforce).

c) Problem Analysis, Requirements Analysis, and Logical Design are phases of systems
development. Describe the activities which are carried out in each of them. (6 Marks)

1. Problem Analysis:

o Identifying the problem areas in the current system.

o Defining goals and objectives for improvement.

o Conducting feasibility studies.

2. Requirements Analysis:
o Gathering and documenting user requirements.

o Analyzing functional and non-functional requirements.

o Validating requirements with stakeholders.

3. Logical Design:

o Designing data models and process diagrams.

o Defining input/output formats.

o Specifying system architecture without considering physical implementation.

o QUESTION THREE (20 MARKS) – SYSTEMS ANALYSIS

o a) Apart from interviews and JADs, describe any other two techniques of
requirements gathering. (4 Marks)

o Questionnaires:
o Distributing structured or unstructured forms to stakeholders to collect specific
information efficiently.

o Suitable for large groups with less need for interaction.

o Observation:

o Watching how users interact with the current system to identify challenges or
inefficiencies.

o Provides insights into real-world use cases and workflows.

o b) As a newly hired System Analyst at Jakom Inc., your first assignment is

to interview the members of Safaricom Ltd. in order to elicit the
requirements of a system that will be used by the visually impaired.
 Explain the procedure you would follow in preparation for this interview.
(10 Marks)

o Define Objectives: Clearly understand the purpose and goals of the system.

o Identify Stakeholders: List all stakeholders to be interviewed (e.g., visually

impaired users, developers, sponsors).

o Prepare Questions: Develop open and closed-ended questions targeting

specific system features and user needs.

o Gather Background Information: Review existing systems or

documentation to understand the current challenges.

o Schedule the Interview: Choose a convenient time and medium (e.g., in-
person, video call) for the interview.

o Engage Accessibility Experts: Collaborate with specialists in assistive

technologies to better understand user requirements.
o Create an Agenda: Outline the topics to cover and allocate time for each.

o Set up Tools: Ensure recording tools or note-taking devices are available and
functional.

o Follow Ethical Guidelines: Prepare informed consent forms to address

privacy and data security concerns.

o Confirm Logistics: Verify venue, timing, and attendance of stakeholders.

o c) Explain the three major drawbacks of using Joint Application

Development (JAD) as a mode of requirements elicitation. (6 Marks)

o High Resource Requirements: Requires significant time, financial resources,

and skilled facilitators to organize sessions.

o Scheduling Difficulties: Aligning schedules of all stakeholders, especially in

large organizations, can be challenging.

o Limited Stakeholder Involvement: May exclude key stakeholders who

cannot attend sessions, leading to incomplete requirements.
o QUESTION FOUR (20 MARKS) – SYSTEMS ANALYSIS
o a) Kimondo is the System Analyst of Koma Techno Ltd. and you are his
deputy. He does not believe in the use of prototyping for system
development. As his assistant, you have convinced him that prototyping is
the sure way to go on a project where you are the leader. Explain the
procedure you would employ to ensure the success of the prototypes that
you develop. (8 Marks)

o Identify Requirements: Gather user needs and system requirements for the
prototype.

o Select Tools: Choose appropriate software or tools for creating the prototype.

o Develop Initial Prototype: Build a preliminary version focusing on critical

system functionalities.

o Involve Stakeholders: Present the prototype to users and gather feedback.

o Iterate Based on Feedback: Refine the prototype based on user suggestions

and concerns.

o Validate Functionality: Test the updated prototype for accuracy and

functionality.

o Document Changes: Record all feedback and modifications for future

reference.

o Final Review: Ensure that the final prototype aligns with user expectations
before moving to full development.

o b) Outline the basic rules that need to be followed when developing DFDs.
(4 Marks)

o Use Standard Symbols: Follow established conventions (e.g., circles for

processes, arrows for data flow).

o Maintain Consistency: Ensure processes and data stores are consistently

labeled across levels.

o Avoid Overlapping Data Flows: Arrange elements neatly to enhance clarity.

o Ensure Logical Flow: All processes must have input and output data flows.
 o c) TransIT policy is to ensure up-to-date information on the processing
and current location of each shipment.

o i. Identify the entities that constitute this database and the attributes in
each. (4 Marks)

o Entities:

o Shipment: Attributes: shipmentID, weight, dimensions, origin, destination,

and status.

o Customer: Attributes: customerID, name, address, contact information.

o Route: Attributes: routeID, deliveryTime, deliveryDate, stops.

o Vehicle: Attributes: vehicleID, type, capacity, registrationNumber.

o ii. Draw an Entity Relationship diagram that captures this information

about the TransIT system. (4 Marks)
The ER diagram should include:

o Entities: Shipment, Customer, Route, Vehicle.

o Relationships:
o Shipment belongs to Customer.

o Shipment is assigned a Route.

o Route is serviced by a Vehicle.

o Include primary keys (e.g., shipmentID, routeID) and relationships as lines

connecting entities.

QUESTION FIVE (20 MARKS) – SYSTEM DESIGN

a) List any six objectives an analyst seeks to achieve to attain an effective
output design. (6 Marks)
1. Relevance: Ensure the output provides meaningful and actionable information.

2. Clarity: Outputs should be easy to read, understand, and interpret.

3. Accuracy: Minimize errors to ensure the correctness of the data presented.

4. Timeliness: Ensure outputs are delivered at the right time for decision-making.

5. Efficiency: Outputs should be generated with minimal system resources.

6. User Friendliness: Outputs should be designed to meet user preferences and needs,
such as layout and format.
 b) Maseno University needs to keep better track of students and others
who use the many computers available in the Library.

i. Design and draw a representation of a display screen for students to use

in signing into the computers in the library. Label the three sections of a
display that you included. (5 Marks)
The screen should have the following sections:
1. Student Identification Section:

o Fields for entering student ID and password.

2. Session Details Section:

o Dropdown menu or fields to specify the purpose of the session (e.g., research,
assignment).

3. Confirmation Section:

o A "Sign In" button to submit details and a summary of entered information for
review.

ii. Design a paper form to be left alongside each computer daily that users
who are part of the community (but are not students) are required to fill
out. The form should ask for name, date and time of visit, general purpose
for computer use, and the time they have logged off. Label the seven
sections of the form that you included. (9 Marks)
The form should include the following sections:
1. Name: A field for the user to write their full name.

2. Date of Visit: A field for the date (e.g., DD/MM/YYYY).

3. Time of Entry: A field to indicate the time the user began the session.

4. Purpose of Use: Dropdown or checkbox options for general purposes such as:

o Word processing

o Web surfing

o Examining documents (e.g., real estate).

5. Duration of Use: A section for noting the total time spent on the computer.

6. Time of Logout: A field for the time the user logged off the computer.
7. Signature: A section for the user's signature to confirm their entry details.