Management Information System (AD-504 (A)) Unit 3 Notes

How unit 3 is examined

This unit covers how an information system is planned, analysed, built and implemented; System Analysis and Design carries the most marks, followed by SDLC, development models and implementation and testing.

SDLC

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Definition. <mark>The System Development Life Cycle (SDLC) is a structured, phase-by-phase process for planning, analysing, designing, building, implementing and maintaining an information system.</mark>

Diagram.

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Key points.

Planning defines the problem, sets the scope and checks feasibility (technical, economic, operational) so that only worthwhile projects proceed.
Analysis studies the existing system and collects user requirements, ending in a requirements specification (SRS).
Design converts requirements into a blueprint covering inputs, outputs, files, database, processes and interface.
Implementation covers coding, testing, conversion and user training, so that the system goes live.
Maintenance corrects errors, adapts the system to change and improves it after delivery.
Significance: the SDLC gives a systematic path, fixed checkpoints and documentation, controls cost and time, reduces failure risk and keeps users involved.

Answer frame. Open with the definition; draw the five-stage flow; develop points 1-5 with the activity and output of each stage; close with point 6 on significance.

Asked: [7 marks] (Nov 2023) Explain the stages and significance of the SDLC in the context of Information System Development.

Models and approaches to System development

Definition. <mark>A development model is a prescribed way of ordering the SDLC activities; the model is chosen according to how clear and stable the requirements are.</mark>

Key points.

Waterfall completes each phase fully before the next begins; it suits small projects with fixed, well-understood requirements, but changes are costly.
Prototyping builds a quick working sample for users to try and refine, so it suits projects with unclear requirements or a heavy user interface.
Spiral repeats planning, risk analysis, engineering and evaluation in loops, so it suits large, costly, high-risk projects.
Agile delivers small increments in short iterations with constant customer feedback, so it suits fast-changing requirements.
Approaches: the structured (top-down, process-oriented) approach, the object-oriented approach and RAD/end-user development.
Selection criteria are clarity of requirements, project size, risk, time, budget and user involvement.

Model	Best when	Weakness
Waterfall	Requirements fixed	Rigid, late testing
Prototype	Requirements unclear	Users expect the prototype to be final
Spiral	High risk, large	Costly, needs risk skill
Agile	Requirements change	Weak documentation

Answer frame. Open with the definition; give one line per model in the table order; close with the selection criteria (point 6).

Asked: [7 marks] (Nov 2023) Discuss various models and approaches used in Information System Development and their application in different contexts.

Information System Planning

Definition. Information System Planning aligns the organisation's IS with its business strategy by deciding which systems to build, in what order and with what resources.

Key points.

It starts from the business goals and identifies the information needs that support them.
It prepares a portfolio of projects, ranked by benefit, cost and risk.
It allocates hardware, software, people and budget over a time schedule.
It follows the stages of strategic, tactical and operational planning, and is reviewed regularly.

System Analysis and Design- Need for System Analysis

Definition. <mark>System analysis is the detailed study of the existing system and user needs to determine what the new system must do; system design then decides how it will do it.</mark>

Key points (need and considerations).

Analysis sits after planning in the SDLC and gives design a correct, agreed set of requirements.
Its objectives are to determine requirements, study the present system's problems and test feasibility (technical, economic, operational).
It is necessary because errors in requirements are costly to fix later, and most system failures trace back to unclear requirements.
Major considerations are the user requirements, feasibility, constraints (cost, time, technology, law), the stakeholders involved and the data and process flows.
Tools and documentation include interviews, questionnaires, observation, data flow diagrams, flowcharts, decision tables and the SRS.
Benefits are lower cost, better quality, fewer changes and higher user satisfaction.

Aim and phases of system design. The aim of system design is to turn the requirements into a technical blueprint that is efficient, reliable and maintainable.

Preliminary (logical) design defines the outputs, inputs, data flow and overall structure.
Detailed (physical) design specifies the database and files, forms and reports, processing logic, controls and hardware/software.
The output is the design specification document that programmers use to code.

Answer frame. For considerations or necessity: define analysis, place it in the SDLC, develop points 2-5, and close with the benefits. For design: define design and its aim, list the two phases with their outputs, and close with the design specification.

Asked: [7 marks] (Nov 2022) Explain the aim of system design and its various phases. Asked: [7 marks] (Nov 2022) Discuss the major considerations involved in the System Analysis. Asked: [7 marks] (Nov 2023) Discuss the importance and necessity of System Analysis in the System Development Life Cycle. Asked: [14 marks] (Nov 2023) Write short note on any two: b) Need for System Analysis.

Analysis of the existing system

Definition. It is the study of how the current system works, to find its problems, strengths and limits before replacing it.

Key points.

Facts are gathered by interviews, questionnaires, observation and review of documents.
The current processes, data flows, inputs, outputs and volumes are recorded with DFDs and flowcharts.
Weaknesses such as delays, duplication, errors and high cost are identified.
The findings justify the need for change.

Analysis of new requirements

Definition. It is the process of finding, recording and validating what users need from the new system, documented as the Software Requirements Specification (SRS).

Key points.

Functional requirements say what the system must do; non-functional ones cover performance, security and usability.
Requirements are collected from users and managers, then reviewed for conflicts and gaps.
The SRS must be clear, complete, consistent and verifiable.
The users sign it off, and it becomes the basis of design and testing.

System Development

Definition. System development is the phase where the approved design is turned into working software by coding, database creation and unit testing.

Key points.

Programmers code the modules in a suitable language following the design specification and coding standards.
The database, files, screens and reports are built.
Each module is unit tested and then integrated.
Documentation such as the user manual and technical manual is prepared.

System Implementation

Definition. <mark>System implementation is the phase in which the tested system is installed, converted from the old system, and put into use by trained users.</mark>

Key points.

Steps: acquire and install hardware and software, test, train users, convert data and switch over, then review.
Conversion methods are direct (abrupt, risky), parallel (both run together, safest but costly), phased (module by module) and pilot (one site first).
Testing types are unit testing (each module), integration testing (modules together), system testing (whole system against the requirements) and acceptance testing (by the user).
Testing matters because it finds errors before users do, confirms the system meets requirements and builds confidence and reliability.

Answer frame. Open with the definition; list the steps; describe the four conversion methods; then the testing types in order unit, integration, system, acceptance; close with the importance of testing.

Asked: [7 marks] (Nov 2022) Discuss system implementation and testing.

Factors responsible for success and failure of Information Systems

Definition. These are the conditions that decide whether an information system meets its objectives on time and within budget or not.

Key points.

Success factors are top-management support, active user involvement, clear objectives and requirements, good planning and skilled project management.
Other success factors are adequate training, sound testing and realistic budget and time.
Failure factors are unclear requirements, poor user involvement, scope creep, weak management support and inadequate testing.
Resistance to change, poor technology choice and lack of training also cause failure.

Last-minute revision

SDLC stages: Planning, Analysis, Design, Implementation, Maintenance.
Feasibility has three types: technical, economic, operational.
Analysis decides what the system must do; design decides how.
The SRS is the output of requirements analysis.
Design has two phases: preliminary (logical) and detailed (physical).
Waterfall is sequential; prototype suits unclear requirements; spiral suits high risk; agile suits changing requirements.
Conversion methods: direct, parallel, phased, pilot; parallel is safest.
Testing levels: unit, integration, system, acceptance.
Most failures trace to poor requirements and low user involvement.

Memory hooks

SDLC: "PADIM" = Plan, Analyse, Design, Implement, Maintain.
Conversion: "DPPP" = Direct, Parallel, Phased, Pilot.
Testing goes small to big: Unit, Integration, System, Acceptance.
Models: Waterfall falls one way, Spiral loops for risk, Agile sprints, Prototype shows a sample.

Coverage checklist

SDLC: Nov 2023 SDLC stages and significance.
Models and approaches to System development: Nov 2023 models and approaches.
Information System Planning: no recent question, taught.
System Analysis and Design- Need for System Analysis: Nov 2022 aim of design and phases; Nov 2022 considerations; Nov 2023 importance and necessity; Nov 2023 short note.
Analysis of the existing system: no recent question, taught.
Analysis of new requirements: no recent question, taught.
System Development: no recent question, taught.
System Implementation: Nov 2022 implementation and testing.
Factors responsible for success and failure of Information Systems: no recent question, taught.

Account

Management Information System (AD-504 (A)) - Unit 3 Short Notes

How unit 3 is examined

SDLC

Models and approaches to System development

Information System Planning

System Analysis and Design- Need for System Analysis

Analysis of the existing system

Analysis of new requirements

System Development

System Implementation

Factors responsible for success and failure of Information Systems

Last-minute revision

Memory hooks

Coverage checklist