copyright 2002 prentice-hall, inc. chapter 2 succeeding as a systems analyst 2.1
TRANSCRIPT
Copyright 2002 Prentice-Hall, Inc.
Chapter 2
Succeeding as a Systems Analyst
2.12.1
Learning Objectives
Discuss the analytical skills, including systems thinking, needed for a systems analyst to be successful
Describe the technical skills required of a systems analyst
Discuss the management skills required of a systems analyst
Identify the interpersonal skills required of a systems analyst
Describe the systems analysis profession
2.22.2
Organizational Responsibilities in Systems Development
Systems Analysts work in teams, organized on a project basis.
IncludesBusiness Managers IS ManagerSystems AnalystProgrammersOther specialistsUsers
1.31.3
Organizational Responsibilities in Systems Development
Characteristics of Successful TeamsDiversity in backgrounds, skills and goals.Tolerance of diversity, uncertainty.Clear and complete communicationMust trust each other Mutual Respect and putting one’s own goals
and view secondary to those of the teamReward team members that promotes
shared responsibility and accountability within the team.
Effective Management of the Team including feasible and realistic work plan and schedule, monitoring progress, coordinating the project with its sponsors, allocating resources to the project
Analytical Skills for Systems Analysis
Four Sets of Analytical SkillsSystems ThinkingOrganizational KnowledgeProblem IdentificationProblem Analyzing and Solving
2.102.10
Systems Thinking
System A system is an interrelated set of components
with an identifiable boundary, working together for some purpose.
ORA system is an interrelated set of business
procedures used within one business unit working together for a purpose
A system has nine characteristics
2.112.11
Systems Thinking
Characteristics of a System Components: A system is made up of components.
An irreducible part, which when aggregated with other components make up system. Also called subsystem.
Interrelated Components: The components are interrelated. The function of one subsystem is dependent on the function of one or more subsystems.
Boundary : A system has a boundary within which all of its components are contained and that establishes the limits of a system separating the system from other systems.
2.132.13
Systems Thinking
Purpose: All the components works together to achieve some overall goal or functions for the system.
Environment : A system exists within an environment. Everything external to a system boundary that interacts with the system is an Environment. The Information System interacts with its environment to exchange data and information.
Interfaces :Point of contact where a system meets its environment or where subsystem meet each other.
Systems Thinking
Interface functionsSecurity: protecting the system from undesirable data
Filtering : removing unwanted data
Coding/decoding : outgoing and incoming messages
Detecting and correcting errors : in its interaction with the environment
Buffering : providing a layer of slack to make the system and the environment compatible
Summarizing : transforming the raw data into more high level information
Systems Thinking
Characteristics of a System (contd.) Input : whatever a system takes from its environment
in order to fulfill its purpose Output : Whatever a system returns to its
environment in order to fulfill its purpose Constraints : A limit to what a system can do (in
terms of capacity, speed or capabilities) and how it can achieve its purpose within its environment. Constraints can be imposed inside a system ( e.g. a limited number of staff) as well as outside the system i.e. environment ( e.g. due dates or regulations).
Systems Thinking
Important System Principles or Concepts that guide the design of IS System’s relationship with its environment- a
key aspect of a system. Open system interacts freely with its environment,
taking in input and returning output. As the environment changes, an open system must adapt to the changes or suffer the consequences. All the business IS are open and constantly interacting with the environment.
Closed systems does not interact with the environment. Changes in the environment and adaptability have no effect on the system.
2.182.18
Systems Thinking
Decomposition The process of breaking down a system into smaller
components. These components may themselves be systems and can be broken down into their components as well.
It helps the systems analyst to: Break a system into small, manageable and easier to
understand subsystems Focus on one area of a system at a time making it
easier to think how to modify that part independently of the entire system.
Concentrate on component pertinent to one group of users
Build different components at independent times by different people
Systems Thinking
Important System Concepts (Contd.)Modularity
A direct result of decomposition It refers to dividing a system into modules of
a relatively uniform sizeModules can represent a system simply
making it not only easier to understand but also easier to redesign or rebuild.
2.202.20
Systems Thinking
Important System Concepts (Continued)Coupling
Coupling is the extent to which subsystems are dependent on each other. Subsystems should be as independent as possible. If one subsystem fails and other subsystems are highly dependent on it, the others will either fail themselves or have problems functioning.
CohesionCohesion is the extent to which a subsystem
performs a single function. Subsystems should be well differentiated and thus very cohesive.
Systems Thinking
Important System Concepts (Continued) Logical System Description
Portrays the purpose and function of the systemDoes not tie the description to a specific physical
implementation e.g. basic components of the system , their relationship to each other, focusing on its function.
Example : The function of this college is the logical description. The function of each department and the relationship between the different departments.
2.222.22
Systems Thinking
Important System Concepts (Continued) Physical System Description
Focuses on how the system will be materially constructed
e.g. It deals with the type of hardware, software and their distribution.Physical description of a computer would provide details on the construction of each subunit, design of ALU, the composition of memory etc.
Systems Thinking
Benefiting from Systems Thinking Identification of problem area as a system involves
recognition of each of the system’s characteristics e.g. components, boundary, input, output, environment etc.
The S.A. is able to know the various characteristics of a problem area for which he wants to develop a system.
Visualizing a set of things and their interrelationships as a system allows you to translate a specific physical situation into more general abstract terms, which helps us to think about the essential characteristics of a specific situation so that we can manipulate the abstract system without disrupting the real situation.
2.242.24
Systems Thinking
Applying Systems Thinking to Information Systems Information systems are subsystems in larger
organizational systems, taking input from and returning output to their organizational environment.
Data flow diagrams can be used to represent information systems as systems, showing all the seven characteristics.
Other two characteristics - Purpose and Constraints are difficult to illustrate and therefore must be documented.
2.252.25
Symbols used in Data flow diagrams
Source or Sink
Process
Data flow
The information system is depicted as a data flow diagram.
D1 Data Store
Example : Hoosier Burger’s Customer Order System Hoosier Burger uses an information system known as
Customer Order Information system which is used to keep a track of how much goods (burgers etc.) were sold and the stock position of the goods in the Store. The customer, acting as the source places the food
order to the system. The system is divided into four functions or
processes. Receive and Process : It receives the customer
orders given by the customer and outputs theKitchen order data receipt dataGoods sold data Inventory data
Example : Hoosier Burger’s Customer Order System
The receipt goes back to the customer. The kitchen order goes to the kitchen which act as
an environment i.e. sink, Goods sold data generated Updates GOODS
SOLD DATA FILE Inventory data generated also Updates
INVENTORY DATA FILE Management Reports are produced for the
Restaurant manager based on the inputs i.e. updated GOODS SOLD DATA and updated INVENTORY DATA.
Hoosier Burger’s Customer Order System (Logical Description) Logical System:
It focuses on the flow and transformation of data. Components (logical):
Process customer Food order Update goods sold file Update inventory file Produce Management Reports
Boundary: Shown by the dotted line
Input: Customer order
Hoosier Burger’s Customer Order System (Logical Description)
Output: A receipt for the customer A Kitchen order Management Reports Intermediate outputs
Goods sold data Inventory data etc.
Purpose: General purpose: To facilitate customer orders,
monitor inventory and generate reports Specific Purpose: To improve the efficiency of the
restaurant’s operations.
Hoosier Burger’s Customer Order System (Physical Description) Hoosier Burger Customer order system is a physical
system that takes input, processes data, and returns output. The physical system consists of a computerized cash register that a clerk uses to enter a customer order and returns a receipt to the customer. Another piece of paper, the kitchen order is generated from the printer in the restaurant kitchen. The cash register sends data on the order about goods sold and inventory to a computer in Hoosier Burger’s office, where computer files on goods sold and inventory are updated by applications software. Other application software uses data in the goods sold and Inventory files to generate and print reports on a laser printer in the office.
Organizational Knowledge
Understanding of how organizations work Knowledge of specific functions and
procedures of organization and department How work officially gets done in a Particular
Organization Internal politics of the organization Understanding the Organization’s Competitive
and Regulatory Environment Understanding the Organizational Strategies
and Tactics
2.332.33
Problem Identification
Problem: Difference between an existing situation and a desired situation
Problem Identification is process of defining differences
Differences are defined by comparing the current situation to the output of a model that predicts what the output should be
Problem Solving is the process of finding a way to reduce differences
2.342.34
Problem Analyzing and Solving
Once a problem has been identified, the SA must analyze (finding more about the problem) the problem and determine how to solve it.
This approach for analyzing and solving problems as described by Simon has four Phases Intelligence
All information relevant to the problem is collected Design
Alternatives are formulated Choice
Best alternative solution is chosen Implementation
Solution is put into practice2.352.35
Technical Skills for Systems Analysis
Technical skills are required by SA, not only to perform tasks assigned to him but also to communicate with other people with team members.
Constant re-education is necessary as technology changes rapidly
Activities to keep skills up-to-date Read Trade publications Join Professional societies Attend classes or teach at a local college
2.362.36
Technical Skills for Systems Analysis
Activities to keep skills up-to-date (contd.)Attend any courses or training sponsored by
organizationAttend professional conferences, seminars
and trade showsRegularly browse Websites, focusing on
industry newsParticipate in new groups and conferences
on national or international network
Technical Skills for Systems Analysis
Understanding of a wide variety of technologies is required Microcomputers, workstations, minicomputers and
mainframe computers Programming languages Operating systems Database and file management systems Data communication standards Systems development tools and environments Web development languages and tools Decision support system generators
2.382.38
Management Skills for Systems Analysis
Management skills are very important for anyone in a leadership role. An Analyst should need to know how to manage her own work or how to use organizational resources in the most productive ways possible. Four categories of Management skills Resource Management Project Management Risk Management Change Management
2.392.39
Resource Management
Systems analyst needs to know how to obtain and work effectively with resources (such as system documentation, IT, people and money) of an organization. Includes the following capabilities Predicting resource usage Tracking and accounting for resource consumption Learning how to use resources effectively. Evaluating the resource quality Securing resources from abusive use Relinquishing resources when no longer needed
2.402.40
Resource Management
Most important resource is people.A team leader must learn how to best
utilize the particular talents of other team members.
She must also be able to delegate responsibility, allowing people to do the tasks they have been assigned to.
Project Management
Two Goals Prevent projects from coming in late Prevent projects from going over budget
Assists manager in keeping track of project’s progress. Consists of several steps
Decomposing project into independent tasks Determining relationships between tasks Assigning resources and personnel to tasks
It’s goal is also to manage people working on the project by motivating people at work together and instill a sense of trust and interdependence among them.
2.422.42
Project Management
Assists Managers in managing vendors and contractors working on the project.Very well specified contracts, defining what
is expected and when.Explicit sanctions for non performance Involving relationship Managers, acting as a
liaison between the firm and the contractor. They can sense trouble before it happens and works with both the parties.
Risk Management
Ability to anticipate what might go wrong in a project
Minimize the occurrence of risk and/or Minimize damage that might resultPlacement of resources ( such as
people), where they can do the most good
Prioritization of activities to achieve greatest gain
2.442.44
Change Management
Ability to assist people in making a smooth transition to a new system, giving up their old ways of doing tings and accepting new ways.
2.452.45
Interpersonal Skills for Systems Analysis
Mastery of interpersonal skills is paramount to success as a Systems Analyst
Four types of skills:Communication skillsWorking alone and with a teamFacilitating groupsManaging expectations
2.462.46
Communication Skills
Ability to communicate clearly and effectively with users, other IS professionals, management.
Effective communication helps to establish and maintain good working relationships with clients and colleagues
Communication Skill improve with experience Three types used by Systems Analyst
Interviewing and ListeningQuestionnairesWritten (memos, reports) and Oral (phone
calls, face to face conversation) and Visual (presentations slides, diagrams)
2.472.47
Interviewing and Listening
Means to gather information about a project
Listening to answers is just as important as asking questions
Effective listening leads to understanding of problem and generates additional questions that may be even more revealing and probing.
2.482.48
Written and Oral Presentations
Used to document progress of project and communicate this to others
Written Communication takes several forms: Meeting agenda Meeting minutes Interview summaries Project schedules and descriptions Memoranda requesting information, an interview,
participation in a project activity, or the status of a project.
Requests for proposals from vendors and contractors Oral presentations
2.502.50
Steps to Improving Communication Skills
Take every opportunity to practice Conduct a training class Volunteer to speak Participate in Toastmasters, to improve oral
communication skills. Videotape presentation and do a self-appraisal
of your skills Make use of college writing centers Take classes on business and technical
writing
2.512.51
Working Alone and with a Team
Working alone on certain aspects of project involves organizing and managing: Time ( schedule) Commitments Deadlines
Team work involves establishing standards of cooperation and coordination that guide their work
Table 2-2 presents characteristics of a high-performance team
2.522.52
Shared vision or goal
Sense of team identity
Result driven structure
Competent team members
Commitment to team
Mutual trust on each other
Characteristics of a high-performance team
Interdependence among team members
Effective Communication
Sense of autonomy
Sense of Empowerment
Small team size
High level of enjoyment
Characteristics of a high-performance team
Facilitating Groups
Involves guiding a group without being a part of the group
Useful skill for sessions such as Joint Application Development (JAD)
Specially trained to facilitate the groups, to help them work together, and to help them to resolve conflicts and achieve their goals.
Facilitator has to remain unbiased. lists guidelines for running a successful
meeting ( refer to fig 2.9 page 49)
2.552.55
Managing Expectations
Managing expectations is directly related to successful system implementation
Skills for successful expectation management Understanding of technology and what it can do Understand the workflows that the technology will
support and how the new system will affect them Ability to communicate a realistic picture of new
system to users Effective education of management and users
throughout systems development life cycle
2.562.56
Systems Analysis as a Profession
Standards have been established for education, training, certification and practice
Several aspects:Standards of PracticeEthicsCareer Paths
2.572.57
Standards of Practice
Endorsed Development Methodology Specific procedures and techniques to be used
during development process Promote consistency and reliability across all of an
organization’s development projects
Approved Development Platforms Organizations standardize around a specific
platform, sometimes tied to development methodology
2.582.58
Standards of Practice
Standardization of RolesRoles are becoming better defined across
organizationsDevelopment of a Common Language
Common programming languagesCommon modeling languages, such as
Unified Modeling Language (UML)
2.592.59