CHAPTER 3
3.0. SYSTEM ANALYSIS
System analysis is the process of collecting factual data, understanding the processes involved,
identifying problems and recommending feasible suggestions for improving the functionality of the
system. This involves studying the business processes, entity relationships, gathering operational data,
understand the information flow, finding out bottle necks and evolving solutions for overcoming the
weaknesses of the system so as to achieve the organizational goals. System analysis also includes
decoupling of complex processes that make up the entire system, identification of data store and
manual processes.
In keveye vocational training centre every student has a personal file where all his/ her information
that include the biodata and academic details are stored. When a student reports to the college with an
intention of staying in the college hostel, the hostel warden opens a file for him/ her, it is this that is
used to track this particular student’s information during the course of his/her stay. This method is
characterized by numerous drawbacks, some of which are human error, low security, data redundancy
and difficulty in management. Thus, to enhance the administration of the hostel facilities in this
institution, there is need to for application of effective optimization methods and scheduling
algorithms on the part of the authority managing these facilities. The proposed system addresses the
drawbacks of the existing system and ensures data integrity. The proposed system is more user-
friendly.
3.1. OBJECTIVES OF ANALYSIS
1. To determine the specific needs of the system
2. To discuss approaches and tasks of the system
3. To evaluate tools and techniques to be used in the system design
4. To choose appropriate methods and techniques to design software
3.2. TERMS OF REFERENCE AND PERMISSION.
Terms of reference describe the desired outcome, the participants, the resources and the overall
planning of this proposed system. For the analyst to be able to get the relevant data required for the
designing of the system, the manager of the keveye vocational training centre must give his
permission and consent. The participant who will provide the data on how the hostel allotment
process has been going is the matron in charge of hostel allocation process.
3.3. STATEMENT OF THE OBJECTIVES.
One of the objectives of the system analysis was to determine the specific needs of the proposed
system. This is to identify the specific requirements for the proposed system to operate, what
resources are needed and how to acquire them.
Another objective was to discuss the approaches and tasks of the system. The major aim of coming up
with the proposed system and design it is for it to perform a particular task. This objective specifies
the work of the system which is to allocate hostel to students.
Another objective is to evaluate tools and techniques to be used in the system design. For the system
to be designed, there must be tools and techniques used. This objective seeks to analyse what are the
appropriate tools and techniques to be used in designing the system software like the best
programming tool that is user friendly.
3.4. SYSTEM BOUNDARY
A system should be defined by its boundaries. Boundaries are the limits that identify its components,
processes and [Link] is important to note that a system’s environment is made up of
things that are not part of the system but can either affect the system or be affected by it.
3.4.1 CONSTRAINTS OF SYSTEM ANALYSIS
1. Time
A major constraint in a system analysis is time. The amount of time used in collection of relevant data
and analysis of this data is consuming and the amount of time used in editing of this data is also
consuming.
2. Budget
Every activity to be carried out during the system analysis requires resources and these resources
require finances, so if the cost of these resources are higher than the analyst’s budget, the system
analysis may not quite properly be carried out.
3. Skills
For successful analysis to be carried out, one must have certain skills and perfect knowledge of the
subject matter. Lack of skills such as computer illiteracy and poor communication skills prevents
good analysis of a system.
3.5. FEASIBILITY STUDY
3.5.1. INTRODUCTION TO FEASIBILITY
A feasibility study is a process of determining a system whether a potential idea is feasible. A
feasibility study aims to systematically and objectively identify the strengths and weaknesses of an
existing system or proposed system. The aim of conducting this feasibility study Is to determine the
viability of the proposed system to ensure that the system is legally, technically, and economically
feasible and justifiable.
3.5.2. OBJECTIVES OF THE FEASIBILITY STUDY
1. establish the reasons for developing the software that is acceptable to its users, adaptable to
change and comfortable to established standards.
2. To Analyse whether the software will meet organizational requirements
3. To determine whether the software can be implemented using the current technology and
within the specified budget and schedule
4. To determine whether the software can be integrated with other existing software.
3.5.3. TYPES OF FEASIBILITY STUDY.
1. TECHNICAL FEASIBILITY
The assessment focuses on the technical resources available to the institution. This helps organisations
determine whether the technical resources meet capacity and whether the technical team is capable of
converting the ideas into working system. It also involves the evaluation of the hardware and software
and other technical requirements of the proposed system.
2. ECONOMIC FEASIBILITY
This assessment typically involves cost benefit analysis of the project helping organisations determine
the viability, cost and benefits associated with a project before financial resources are allocated. It also
serves as an independently project assessment and enhances project credibility helping decision
makers determine the positive economic benefits to the organisation that the proposed system will
provide.
3. LEGAL FEASIBILITY
This assessment investigates whether any aspect of the proposed project conflicts with any legal
requirements like zoning laws, data protection acts and social media laws.
4. OPERATIONAL FEASIBILITY
This assessment involves undertaking a study to analyse and determine whether and how well the
organisation’s needs can be met by completing the project.
3.6. FINDINGS OF THE STUDY
After conducting the feasibility study, it was found out that the project is feasible and viable. In terms
of technical feasibility, the results were that the keveye vocational training centre has the technical
resources that can be used and will be used to convert the proposed system into a working system. In
terms of economic feasibility, the results showed that the institution realised the cost benefit analysis
of the proposed system before the financial resources were allocated. The proposed system was
passed as economical to the organisation as it would provide positive impact economically to the
institution. In terms of legal feasibility, it was also found out that the proposed system does not
conflict with any laws or any legal requirements hence it would not be a waste of time, money and
effort to go ahead with the project.
3.7. COST BENEFIT ANALYSIS
A cost benefit analysis is a process by which organizations can analyse decisions, systems or projects,
or determine a value for intangibles.
3.7.1. BUYING THE SYSTEM
Buying the system will cost far less than the cost involved in building it because it’s made of off- the -
shelf software. There is also an offer for subscription options so that the upfront cost for using the
software is even less. In terms of time, one can almost start using the software immediately. In terms
of support and maintenance it saves one from additional costs as it has already been taken care of by
the vendor.
However, customization of most of the off-the -shelf software offers limited scope of customization to
suit your business needs. In terms of cost, one needs to pay the software almost upfront while buying.
This cost may be almost the same as building the system.
3.7.2. DEVELOPING THE SYSTEM
Developing the system is better because it offers features that are specific to the business model, it is
also reliable because of its ability to highlight the services that only your system offers, it is also
compatible and easy to operate, it also has a competitive advantage and lastly returns on investment.
However, the cost and time of building the software is a major challenge because building the
software takes a lot of time and the cost is expensive.
3.7.3. MODIFYING THE SYSTEM
For modification of the system, it is a fair idea because of the security, flexibility benefits however a
readily built system may have long term negative impact on the institution if something goes wrong in
the system, it is not highly reliable and may not be easy to use and may lack the user needs.
3.8. RECOMMENDATION
For the feasibility study it recommended that further studies to be done on other types of feasibilities
like operational feasibility and the rest.
On cost benefit analysis it is recommended that one chooses the best choice of either buying,
developing or modifying his /her system according to the size of their business/ system [Link] this
system the most appropriate choice was to develop the system to suit the needs of the institution.
3.9. CONTEXT FLOW CHART
START
Insert
SER correct
username or
password
Is
username
orIs
password
correct?
userna
add a student to a hostel, update
a student, a hostel, and view a
report, edit student’s details,
thh
delete a student and a hostel,
Display incorrect create new username or
password.
Username or
password
STOP LOG OUT
3.1.0 DATA FLOW DIAGRAMS
Student application
Student hostel allocates student
Allocation admin
Management
System
Data flow diagram for admin module.
Admin username login application eligible
Password verification hostel
Allocation modify
/checkout database
Edit/delete/ modify
Student hostel database
View reports generate
Reports database