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  System Analysis of the Existing System

Introduction to System Analysis of the Existing System

A key part of system analysis of the existing system is gathered in gall relevant information about the present system. The system analyst has to find out how the current system works. He must know what information together, where to find it. How to collect it so he has to spend a lot of time in talking with users and gathering the information. The various tools can also be used for gathering the information.

A System to Gather Information

Gathering information in large and complex organization is a very crucial part and it is so time consuming. So all the relevant personnel should be consulted. A clear strategy should be evolved by the analyst

1. What kinds of information do we need?

2. Information sources.

3. How to collect the information.

1. What kinds of information do we need: Much of the information, we need to analyze is related to the organization, the user staff and the work flow as shown in figure below.

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It depends, which type of information we need then we will proceed further to collect that information.

2. Infornmation sources: the major sources of information are:

a. User/Users staff of the system.

b. Forms documents, manuals, reports etc. Used in the organization.

c. Financial reports

d. Personnel staff

e. Computer programs of existing systems.

f. Government documents, vendors, newspapers, journals.

g. Procedure manuals and rule books which specify how various tasks are carried out in the organisation.

h. Professional staff.

Information should be obtained from all the above mentioned sources. The consistency should be checked between them and summarized briefly.

3. How to collect the information: At this stage, the system analyst should decide which information method or tool should be used to collect the information and how it must be used. An important strategy to collect the information is that information and how it be acquired, accurately, methodically, under the right conditions and with minimum interruption to the user.

The various tools or methods are forms, procedures, on site observation, interviews and questionnaires etc. The information gathering methods are shown in figure below.

24_1873_Existing System Analysis Homework Help 1.jpg

Review forms, procedures:  Review of the various forms, procedures and literature is illustrated in table.

A. On Site Observation:   The major objective of onsite observation is to get as close as possible to the real system being studied. So it is the process of recognizing and noting people objects etc. To obtain information.

B. Interviews: Its main objective is to obtain both quantitative and qualitative data regarding user requirements. Policies,   practices and standards. It is face to face interpersonal role situation in which a person called the interviewer asks a person being interviewed. Questions which are designed together information about a problem area.

C. Questionnaires: Questionnaires are useful to collect quantitative information such as sales, statistics etc. In contrast to the interview in this tool, the questions are asked and individual responds. When quantitative data is to be collected from a large number of persons or organizations, questionnaires are useful. Questionnaires can be sent and answered via mail letters, personals calls. The shorter is questionary, the higher is the probability of getting it back soon.

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