MIS Policies Manual

Chapter 3: Systems Analysis and Design

Section 3: Systems Design

The developer synthesizes the elements of a number of design alternatives and compares them with the design criteria. The design that most closely matches the desired objectives with the best utilization of resources is the optimum solution. The developer will present the alternatives to the users and MIS management for approval.

The steps required to achieve optimal design are:

- Establish detailed design specifications for selected design.

- Determine proper utilization of resources-software, hardware and personnel.

- Prepare a final systems report supported with documentation and system flowcharts.

- Gain acceptance of the proposed system from management and users.

1. Establish Systems Design Specifications
   Incorporate any refinements requested by management and users. Final design documentation will include output, database, programming specifications, and input to meet the design requirements.
   • Systems Specifications
     The specifications should be in appropriate level of detail depending on the scope of the project and should provide proper communication to developers and/or software vendors. Guidelines for developing system specifications:
     • Develop output requirements.
     • Develop file or database specifications.
     • Develop input layouts.
     • Develop file or database specifications.
     • Develop the processing requirements such as:
       (a) Procedures for entry of corrections.
       (b) Controls.
       (c) Editing routines.
       (d) Restart procedures.
       

   • Processing Procedures
     The specifications for job control language, work order parameters, sort parameters, and disposition of input and output should be described in detail.

2. Utilization of Resources
   A major prerequisite in preparing the system design specifications is understanding the availability of hardware, software, telecommunications and personnel resources. These must be analyzed to determine their adequacy in fulfilling systems objectives. If additional resources are required, a commitment should be made before continuing the project.

3. The Final System Report
   The proposed systems design is documented in the form of a final systems report. This report defines objectives and how the proposed system design will satisfy them. The scope of the project is defined along with a proposed timetable for installation. The final report contains proposed costs and both tangible and intangible expected benefits. The primary purpose of the report is to inform and gain approval to proceed with the project. It should be presented to management and users prior to any verbal presentation. The final systems report should contain the following:
   • A summary of the full systems study.
     • An overview of the events leading up to the study.
     • The subject of the study.
     • The objective and scope of the proposed system.
     • A statement of recommendations and justifications for the proposed system.

   • Body of the Report
     • A description of the current system, if one exists.
       (a) A brief description of the current system and how it is used.
       (b) The purpose of the current system.
       (c) The problems with the current system and the rationale for a new system.
       
     • A description of the proposed system.
       (a) An overview of the proposed system.
       (b) The scope of the project.
       (c) Exhibits of all reports and screens.
       (d) Systems flowcharts.
       (e) Systems documentation of the proposed system and any material that supplies additional information.
       (f) A summary of the proposed recommendations.
       (g) A list of personnel needs to develop, install and maintain the new system.
       (h) A proposed timetable for installing the proposed system and staff-hours required to complete the project.
       
     • The financial information section.
       (a) The operating cost of the present system.
       (b) The operating cost of the proposed system.
       (c) The installation cost and the estimated useful life of the new system.
       (d) The full tangible and intangible benefits of the proposed system.
       
     • A summary with a positive statement for installing the proposed system. The summary should include any concerns about the timetable, funds, software, hardware, or personnel available for the project.
       

   • Appendix
     • Prior reports.
     • Memos and letters
     • Other supporting documents not included in the body of the report, such as:
       (a) Sample documents and forms.
       (b) Charts and graphs
       (c) Tables of data
       (d) Vendor literature
       

4. The Acceptance Presentation
   A meeting to gain final acceptance of the project may be necessary. This presentation should be made to the appropriate body which may include information technology management, chief academic and fiscal officers, user management and/or steering committees. The presentation should follow the same basic outline of the final report, but might include visual aids or demonstrations. After the presentation is summarized, the meeting should opened for questions and discussions.