System’s Life Cycle
Stages of Sytem's Life Cycle:
1. Analysis
2. Design
3. Development & Testing
4. Implementation
5. Documentation
6. Evaluation
Analysis of the Current System
The current system is studied using four different methodologies. These
are the four techniques:
Observation:
o involves watching users interact with the system to figure out
its workings
o it is used for understanding how users interact with the
current system
o Advantages: provides first-hand, unbiased information
o Disadvantages: can be time-consuming, may not reveal all
issues
Interviews:
o direct one-to-one conversations with users on their experience
with the current system
o used to gather comprehensive information about individual
users
o Advantages: allows for in-depth exploration of issues
o Disadvantages: relatively expensive, time-consuming, no
user-anonymity, which may affect the response
Questionnaires:
o set of predetermined questions is given to the users to
complete and give their opinion on the current system
o it is majorly used in collecting data from a larger group of
people
o Advantages: allows for quantitative analysis, efficient data
collection, questions can be answered quickly
o Disadvantages: limited by predetermined questions, may
suffer from low response rates, users may exaggerate
answers due to anonymity
Examination of existing documents:
o reviewing system documentation, user guides, or reports
o understanding the current system's design and any known
issues
o Advantages: provides insights into the system's history, can
reveal previously unknown issues
o Disadvantages: it may be outdated, incomplete, time-
consuming, and rather expensive.
Record and Analyse Information about the Current
System
Identifying key aspects of the current system
Data inputted, processed, and outputted into the system are
identified.
Problems with the current system are identified. What could be
improved?
The requirements of the user and the potential new system are
identified. What is the new system meant to do?
Problems: issues that users face with the current system
User requirements: what needs to be added to the new system
Information requirements: data or information the new system must
process
New System Requirements Specification:
• Once the systems analysts have completed the systems life cycle
analysis stage, they should be fully aware of the current system's
limitations.
• The next step will be to design a new system (normally computer-based)
to resolve the problems identified by the users and the systems analyst.
• The Requirements Specification will be created, outlining the required
improvements and expectations for the new system.
System Specification
Hardware and Software Selection
It is vital to identify the suitable hardware needed for the new
system
o contemplating system requirements, compatibility, costs
o justifying choices based on user needs and system
performance
Hardware that needs to be considered:
o barcode readers,
o scanners,
o touch screens,
o 3D printers,
o monitors,
o speakers.
Identifying suitable software needed for the new system
o considering functionality, compatibility, and ease of use
o justifying choices based on user requirements and system
efficiency
Software that needs to be considered:
o operating system,
o applications software,
o size of storage,
o type of storage.
Design
Once the analysis has taken place and the systems analyst has some idea
of the scale of the problem and what needs to be done, the next stage is
to design the critical parts of the recommended system.
File/Data Structures
Field length: number of characters allowed in a field
Field name: an identifier for the field in the data structure
Data type: specifies the kind of data that can be stored in a field,
e.g., text, numbers, dates
Coding of data: using codes to represent data, e.g. M for male, F for
female
Input Formats
Data capture forms: These are designed to collect data from
users in a structured format. They come in two types: paper-based
and electronic-based. Paper-based data-capturing forms must be
carefully designed with headings, concise instructions, character
and information fields, checkboxes, and enough writing space. Text
boxes, on-screen help, drop-down menus, radio buttons, automatic
validation, and control buttons for data entry are all features of
computer-based forms.
Consider a user-friendly layout, clear instructions, and appropriate
data fields.
Output Formats
Screen layouts: how information is presented to users on a screen
Report layouts: how information is organized in a printed or digital
report
Consider readability, visual appeal, and efficient use of space
Validation Routines
It is a method of examining data submitted to a computer to determine if
it meets specific requirements. It is a routine check that the computer
does as part of its programming.
1. Range check: ensures data is within a specified range of values
2. Character check: ensures data contains only allowed characters
3. Length check: ensures data is of a specified length
4. Type check: ensures data is of the correct data type
5. Format check: ensures data conforms to a specific format
6. Presence check: ensures data is present and not left blank
7. Check digit: a digit added to a number to verify its accuracy
Development and Testing
Guarantees the system's functionality before it is put into use.
Identification and removal of errors, thus improving system
reliability and performance.
Test Designs
Test data structures, file structures, input formats, output formats,
and validation routines
Ensure all components function correctly and interact seamlessly
Test Strategies
Test each module: verify individual components function as
intended
Test each function: ensure all features work correctly
Test the whole system: confirm overall system performance and
integration
Test Plan
Test data: specific data used for testing purposes
Expected outcomes: predicted results based on test data
Actual outcomes: results obtained from testing
Remedial action: steps taken to fix identified issues
Test Data Types
The following data types will be explained using the example of months in
a year.
Normal data: valid and expected data values within the range of
acceptability have an expected outcome. E.g., any whole number
between 1 and 12.
Abnormal data: invalid or unexpected data values. This can either
be:
o Data outside the range of acceptability or
o Data that is the wrong data type
o In this case, examples could be…
any value less than 1 (i.e. 0, -6, etc.)
any value greater than 12 (i.e. 13, 15, etc.)
letters or nun-numeric data (i.e. July, etc.)
non-integral values (i.e. 3.5, 4.2, etc.)
Extreme data: values at the limits of acceptability (E.g. 1 or 12)
What is live data?
Data that has been used with the current system
Hence, the results are already known
Implementation
The system must then be fully implemented after it has been thoroughly
tested.
We will now think more carefully about switching to the new system. Four
popular techniques are utilized to transition from the old system to the
new one.
Before selecting the approach best suited for a given application, the pros
and cons of each must be carefully considered.
4 Methods of Implementation
1. Direct changeover:
The old system is replaced by the new system immediately
Used when quick implementation is necessary
Advantages
o fast implementation
o cost-effective as only one system is in operation
Disadvantages
o High risk of failure
o no fallback
o users can’t be trained on the new system
2. Parallel Running
Both current and new systems run simultaneously for a period
before the old system is phased out
Used when a smooth transition with minimal risk is required
Advantages
o Lower risk
o easy system comparison
Disadvantages
o Time-consuming
o resource-intensive
3. Pilot Running
The new system is implemented in a small, controlled environment
before full-scale implementation
Used when testing the new system in a real-world setting
Advantages
o Low risk as only trialled in one department/centre/branch
o allows for fine-tuning
o staff have time to train with the new system
o few errors as it's fully tested
Disadvantages
o Slower implementation
o potential inconsistencies
o confusion as there are two systems in use
o There is no backup for the department/center/branch using
the new system
4. Phased Implementation
The new system is implemented in stages, with each stage
replacing a part of the old system
Used when a gradual transition is preferred to minimize disruption
Advantages
o reduced risk
o easier to manage
Disadvantages
o Takes longer
o potential compatibility issues
Documentation
In the life cycle of a system, documentation enables the correct
recording of design, implementation, testing, and maintenance
data, facilitating effective communication, troubleshooting, and
potential future improvements.
Technical documentation: detailed information on the system's
inner workings and programming for developers and IT staff
Used to maintain, repair, and update the system with improvements
Purpose of the system/program: Explanation of the system's
intended function and goals
Limitations: Known constraints or issues with the system
Program listing: The code or scripts used in the system
Program language: The programming language used to develop
the system
Program flowcharts/algorithms: Visual representations or
descriptions of the system's logic and processes
System flowcharts: Visual representations of the interactions
between system components
Hardware & software requirements: Necessary equipment and
software to run the system
File structures: Organization and layout of the system's files and
data
List of variables: Collection of variables used within the system,
including their names and purposes
Input format: Structure and format for entering data into the
system
Output format: Structure and format for presenting data
generated by the system
Sample runs/test runs: Examples of system operation, including
input and expected output
Validation routines: Techniques used to check and confirm the
accuracy of data entered into the system
User Documentation
Instruction and guidance for end-users on how to operate the system.
Used to help users effectively use the system and overcome problems
Purpose of the system: Explanation of the system's intended
function and goals
Limitations: Known constraints or issues with the system
Hardware & software requirements: Necessary equipment and
software to run the system
Loading/running/installing software: Instructions for setting up
the system on user devices
Saving files: Procedures for storing data within the system
Printing data: Steps to produce hard copies of system data
Adding records: Instructions for creating new entries in the system
Deleting/editing records: Guidelines for modifying or removing
existing entries in the system
Input format: Structure and format for entering data into the
system
Output format: Structure and format for presenting data
generated by the system
Sample runs: Examples of system operation, including input and
expected output
Error messages: Explanations of system warnings and error
notifications
Error handling: Steps to resolve issues and errors within the
system
Troubleshooting guide/helpline: Assistance for diagnosing and
addressing common problems
Frequently Asked Questions: Answers to common user inquiries
Glossary of Terms: Definitions of key terms and concepts related
to the system
Evaluation
It measures a system's productivity, efficiency, and compliance with its
goals to identify its strengths, shortcomings, and potential development
areas. This assessment informs decision-making and improves overall
performance over the course of a system's life cycle.
Assess the Efficiency of the Solution
Analyse the system's efficiency in time, money, and resource use.
Examine whether the system is performing at its best or if its
efficiency could be increased.
o Provide examples of specific aspects that contribute to the
system's efficiency
o Identify areas that may be consuming excessive resources or
time and suggest ways to optimize them
Questions to ask:
o Does it operate quicker than the previous system?
o Does it operate by reducing staff time in making bookings?
o Does it operate by reducing staff costs?
Evaluate the Ease of Use
Look at the solution's usability and accessibility for the target
market. Check to see if the system is simple to understand and use
and if users have no trouble completing their jobs.
o Describe the user interface and how it facilitates interaction
with the system
o Mention any feedback from users regarding their experience
with the system and address any issues they encountered
Questions to ask:
o Are all the users able to use the system and make bookings
easily?
o Are all the users able to change and cancel bookings easily?
o Can all staff understand how to use the system with minimal
training?
Determine the Suitability of the Solution
Examine how well the implemented solution satisfies the desired
outcome by contrasting it with the original task criteria.
o Outline the initial objectives of the system and discuss how
the solution addresses each one
o Highlight any requirements that may not have been fully met
and discuss possible reasons for this
Questions to ask:
o Is the system suitable for each of the departments?
o Does it meet the needs of the customers?
o Does it meet the needs of the staff?
o Does the solution match the original requirements?
Collect and Examine User’s Feedback
Collect users' responses to the results of testing the system. Their
feedback can provide insights into potential issues and
improvements and help determine overall user satisfaction.
o Summarise the testing process, including test data expected
and actual outcomes.
o Discuss users' reactions to the system, addressing any
concerns or suggestions they may have
Identify Limitations and Suggest Necessary
Improvements
Based on the analysis of efficiency, ease of use, appropriateness,
and user feedback, identify any limitations in the system and
suggest necessary improvements
o List the limitations and provide explanations for each one
o Recommend specific changes or enhancements for these
issues