Page 1 Computer Studies Coursework 2011

Page 2 Computer Studies Coursework 2011

Dedication
Section is optional and subjective.
Acknowledgements
{ Avoid writing names incorrectly }
Table of Contents
{ Can make use of formatting styles (headings), and generate a Table Of Contents
automatically. Insert - Reference - Index and Tables }

Preface
♦ Briefly describe the project you are working on. (Project title : Computerisation of
<XYZ> System )
♦ Define the project scope. (Which part(s) of the company or system is being computerised
-{ some departments may still continue to be operated manually} )
♦ This project is submitted as part requirement of the Form V Computer Studies
programme.

{ Take care to Spell Check the whole document throughout. }

Introduction
Briefly introduce your company.
Clearly and concisely, describe the major
needs and problem(s) in the existing manual
system, that have triggered the need for
Systems Analysis.
In general terms describe the function,
location, people involved and other major
particulars of the company.
Describe how, over years of use, the
efficiency of the manual system has declined.
Which major factors have caused degradation
of service.
Increasing manual operating costs, queues
etc.
Needs and problems of system users (the
owner and system operators)
Needs and Problems are particular to a
business or organisation.

You may state that the needs and problems

You may present yourself as a Systems
Analyst, who has been assigned the task of
Computerising the existing system.
have been identified following a phone
conversation with the director or after
having conducted a preliminary investigation.
Note : During report writing, avoid use of I,
rather, use passive voice.
Page 3 Computer Studies Coursework 2011

Objectives to be achieved

Objectives (must be stated in relation to the proposed solution -- for each individual
project.) Objectives listed in both general business terms and computer-related terms.

The general objectives listed in general business terms, need to be stated in specific,
measurable terms:

♦ to provide management with information of some kind.

♦ to provide a better service to customers, members of a club, or anyone else

affected by the new system.

♦ to save time and effort for the person who is currently performing the task
manually to perform some task better or more accurately than has previously been
possible.

♦ to cut costs or save money in some way.

♦ to give enjoyment or entertainment to the user.

Objectives listed in computer-related terms, e.g. to create a database, sort, search a

database, edit a record etc.
1. The system should be menu-driven.
2. The system should provide the following information:
♦ A sorted list of all customers.
♦ A list of articles to reorder.
♦ A categorized list of …
3. It should be possible to send a standard letter to selected customers.
4. The user must be able to create new letters whenever needed and perform a mail merge to
selected customers.
5. It should be easy to lookup and record business transactions.
6. Data entry should be fast, and as easy as possible, particularly as there may be thousands
of records to enter during the changeover phase.
7. System should provide online help.
8. Any specifications that the system must be able to cope with/ process/ generate/ retrieve.
Page 4 Computer Studies Coursework 2011

DETAILED SYSTEMS ANALYSIS

1. Description of Present System
Describe in detail, the overall activities of the business. Each task in the business is to be
amply and separately described.
This is normally achieved by one or a combination of the methods listed below:

Fact finding methods

Method 1 - Interview
♦ For an initial investigation, mention that you have resorted to Interview to gather facts.
♦ You have to include part of the transcript(essential /relevant qu's & ans) of the interview .
♦ Write a “Summary of interview findings”.

Method 2 – Source Document Study

♦ What are the (filled) source documents (sales invoices, membership cards, film cards,
hand-written reports and so on) ?
♦ Include some sample FILLED documents in Appendix

Source documents should be categorised as follows:

Data Inputs used by the existing manual system.
Forms
Cards
Other business documents
Data Outputs Produced by the system e.g. Receipts, Invoices, Payslips, Bank
Statements etc. (Also, Outputs required though not produced by actual system )

Data Storage Specifications

Which data items are stored? -- and the purpose of storing such data.
What media are being used for storage of data. ( Cards, ledgers, books, diaries … )
Describe the procedures for managing all this data. ( updated, new data added etc. )

Method 3 - Observation of work procedures ( COMPULSORY )

Student is highly recommended to go on site and observe the manual operations for a few
days. This is particularly important so that the student fully understands how the business
operates and also to gather the technical terms used in the business.
♦ What have you observed?
- What are the major activities taking place in the system ?
- What are the procedures adopted for each task in the system ?
- Who are the people concerned?
- The flow of business documents from one person to another.
♦ Precaution(s) taken to carry the observation?

Method 4 – Questionnaire ( Method is optional and applicable ONLY if information is to

be a large number of people)
♦ Design and include a sample questionnaire (filled by staff/clients/members) in Appendix.
♦ Analyse the filled questionnaires obtained back and make a summary of findings.
Page 5 Computer Studies Coursework 2011

2. Data Analysis
After the Fact finding phase, you should analyse all data / information gathered. Drawing a
Context Diagram and Data Flow Diagram may certainly help to analyse the data flow in
the existing system.

Following the data analysis phase, the Systems Analyst has a better insight into the
information needs of the existing system.

3. Description & Evaluation of Business Information-based Processes

In this section, the major information processes should be described. Major, drawbacks
(problems) of the current manual information processing should be highlighted.

Note: 4 to 5 major information processes comprise a project with reasonable scope. A

project having too little scope, or too big scope should be avoided.

Arrange the information processes in order, e.g.

Banking System Client Registration, Withdrawals, Deposits, Interest Calculation,
Reports
Video Club System Membership, Loaning of Film, Returns/ Fine Calculation, Reports
Stock Control System Purchases, Sales, Stock takes, Reordering Items, Producing
Reports(sales/profits, expiry)

Each information process needs to have a heading and associated problems be discussed in a
separate paragraph.
e.g.

1. Loaning Book ( Title of Process )

Description
In brief, describe how the process takes place manually,
e.g. Locate client information manually, in loans ledger,
turn pages until get to required information …
Note down loans information in ledger ….
Evaluation of Business Process :
I. Advantages

II. Disadvantages e.g.

 Ledger entries not in alphabetical order.
 Excessive search time resulting into queues.
 A lot of Storage Space needed -- many ledgers have to be kept.
 Paper damaged ( writing fading out) etc.

III. Suggested Improvements

Page 6 Computer Studies Coursework 2011

4. Description of Alternative Solutions

For each information problem, at least two other possible solutions, including the new
proposed solution should be described.

e.g. Problem : Loaning of Book

Alternative solutions :
Alt 1 : Implement card system
Alt 2 : Overtime hours/ Extra staff
Alt 3 : Use a computerised database to record books information and develop a loaning
module.

5. Evaluation of proposed Solutions.

For each of the proposed solutions (alternative solutions) listed in the previous section; their
respective advantages and drawbacks are to be evaluated.

Note: Care should be taken to (justify choice of ), i.e. highlight the special advantages of the
proposed solution for the new system.

6. The Proposed Solution

Describe your choice of new system : hardware and software very briefly ( i.e. the proposed
computerised solution )
List advantages
List disadvantages

You may also list costs and benefits of computerised system.

Finally, justify your choice of the solution

S y s t e m s A n a l y s i s