Information Technology Reference
In-Depth Information
After a project has been approved for further study, the next step is to answer the question
“What must the information system do to solve the problem?” The process needs to go
beyond mere computerization of existing systems. The entire system, and the business
process with which it is associated, should be evaluated. Often, a firm can make great gains
if it restructures both business activities and the related information system simultaneously.
The overall emphasis of analysis is gathering data on the existing system, determining the
requirements for the new system, considering alternatives within these constraints, and
investigating the feasibility of the solutions. The primary outcome of systems analysis is a
prioritized list of systems requirements. During its systems analysis phase, Mobius Manage-
ment Systems (
www.mobius.com
),
a company that manages databases and data resources for
other companies, determined that the physical size of its data centers was an important
administrator, “We were taking over what formerly were people's offices and making them
data centers.” The company analyzed the impact of replacing more than 100 of its hardware
servers for software virtualization that allowed multiple applications to run on a single server,
saving a tremendous amount of space.
General Considerations
Systems analysis starts by clarifying the overall goals of the organization and determining
how the existing or proposed information system helps meet them. A manufacturing com-
pany, for example, might want to reduce the number of equipment breakdowns. This goal
can be translated into one or more informational needs. One need might be to create and
maintain an accurate list of each piece of equipment and a schedule for preventative main-
tenance. Another need might be a list of equipment failures and their causes.
Analysis of a small company's information system can be fairly straightforward. On the
other hand, evaluating an existing information system for a large company can be a long,
tedious process. As a result, large organizations evaluating a major information system nor-
mally follow a formalized analysis procedure, involving these steps:
1.
Assembling the participants for systems analysis
2.
Collecting appropriate data and requirements
3.
Analyzing the data and requirements
4.
Preparing a report on the existing system, new system requirements, and project priorities
Participants in Systems Analysis
The first step in formal analysis is to assemble a team to study the existing system. This group
includes members of the original investigation team—from users and stakeholders to IS
personnel and management. Most organizations usually allow key members of the develop-
ment team not only to analyze the condition of the existing system but also to perform other
aspects of systems development, such as design and implementation.
After the participants in systems analysis are assembled, this group develops a list of
specific objectives and activities. A schedule for meeting the objectives and completing the
specific activities is also devised, along with deadlines for each stage and a statement of the
resources required at each stage, such as clerical personnel, supplies, and so forth. Major
milestones are normally established to help the team monitor progress and determine whether
problems or delays occur in performing systems analysis.
Data Collection
The purpose of data collection is to seek additional information about the problems or needs
identified in the systems investigation report. During this process, the strengths and weak-
nesses of the existing system are emphasized.
