SYSTEMS ANALYSIS COURSEWORK – FORM 5

The student is to investigate the possibility of computerising a manual system. The

manual system should ideally be accessible to the student. Below are suitable manual
systems from which the student may choose to investigate:

• stock control (such as school store, small shop)

• school lending library
• video rentals shop
• examination processing system
• club administration
• simple booking system
• school tuckshop
• CAL tool for a particular area of the curriculum

SEC COURSEWORK REQUIREMENTS FOR EXERCISE

Students are to present a word processed report for their systems analysis exercise.
Though primarily this is a systems analysis exercise the report presented will also test the
student’s word processing skills.

Marks will be awarded for a report prepared by the student according to the following
scheme:

A front-page containing the examination session and subject, the coursework exercise
title, student’s name and index number and the school. A sample copy of the front-page is
given at the end of the spreadsheet section.

1. PROBLEM DEFINITION

2. BACKGROUND INVESTIGATION
a) Questions to ask user
b) Description of the manual system
c) Drawbacks of manual system
d) Why a computer solution is appropriate
e) System requirements

3. PROPOSAL OF NEW SYSTEM

a) Hardware specifications
b) Software specifications
i. Possible application packages (if applicable)
ii. Input and output requirements
iii. Operations required
iv. Files required and record structures

4. METHODS OF TESTING

5. CHANGE-OVER PROCEDURE

gz/2008 page 1
Criteria for assessment

The table below shows the distribution of marks for the database exercise.

Criteria for assessment Max. mark

Problem definition 4
Background investigation:
• Set of questions to ask user 4
• Description of manual system 4
• List of drawbacks of manual system 4
• Explanation why a computer solution is appropriate 4
• Specify system requirements 4
Proposal of new system:
• Hardware specifications 4
• Software specifications
• Possible alternative application packages 4
• Input and output requirements 4
• Operations required 4
• List of necessary files and record structures 4
Specifications of methods of testing 4
Description of changeover procedure 2
Total 50

The 50 marks are equivalent to about 33% of the marks allotted to the all the coursework
exercises.

SUPPORTING MATERIAL FOR SYSTEMS ANALYSIS EXERCISE

Supporting material is being provided on Stock control, School book lending library and
Examination processing system. Below is a very brief description of the objectives and
some of the work that is involved in the manual systems mentioned.

STOCK CONTROL - A stock control system has the objective of keeping track on the
movement of goods coming in and out of an organisation. Stock cards are kept on each
item in stock. Besides other information the cards hold information on the quantities in
stock, the supplier and re-ordering quantities. The information is manually updated
whenever stock movements take place.

BOOK LENDING LIBRARY - A lending library system has the main objective of lending
books for a specific period of time. Each book is assigned a card that is removed on being
issued on loan. The book card is then attached to the borrower’s details card. The return
of books is implemented by handing back the borrower’s card to its owner and inserting
the book card in the book. From time to time the librarian has to discard worn-out books
and order new ones.
This project can be easily adapted to a video lending library system.

EXAMINATION PROCESSING SYSTEM - This project refers to the management of

examinations in a school. The manual system is initiated by entering examination marks in
a broadsheet. Thereafter, it includes the production of examination reports to be sent

gz/2008 page 2
home, writing addresses on envelopes, finding first in class per subject and first in form
per subject. The information is used to invite parents and students for prize day.

1. PROBLEM DEFINITION
This introductory paragraph/s is essential to set the scene. It gets the reader involved, and
does not leave him/her wondering what the project is about. The paragraph/s should
include information on the following points:
• Type of manual system to be studied.
• Explanation of the objectives of the system.
• Some facts on the existing system.
• Some tasks that cannot be performed efficiently (or not performed at all) with the
present manual system.

2. BACKGROUND INVESTIGATION

(a) QUESTIONS TO ASK USER

One method of investigating a manual system is through an Interview. Prepare a set of
questions (about 15) which can be asked to the user of the manual system under
investigation. The aim behind the interview is:
• To get a detailed view of the operation of the present system
• To be aware of the problems due to the present system
• To receive suggestions for possible improvements to be included in
computerised system

Therefore the questions for the interview should be prepared in such a way as to get the
information required.

The questions may include:

• The major functions of the current manual system?
• Procedure/s involved in performing each function?
• People involved in running the system?
• Forms, reports and other material currently in use?
• By whom are forms being filled, and who is doing cross-checking?
• Details of information being kept?
• Manual files currently in use?
• Volume of data currently being kept? - amount of items in stock, number of
students and subjects, number of books and members?
• Any apparent problems with current system?
• Which are the repetitive tasks?
• Details of the day-to-day running of the manual system?
• Amount of transactions carried out within a certain time interval?
• Any peak periods/times/months?
• Suggestions of possible improvements?
• Level of computer knowledge of staff?
• Consideration of employment of additional staff?
• Present security measures?
• Level of efficiency of service being offered to clients?

gz/2008 page 3
It is suggested to include also the answers received from the questions.

(b) DESCRIPTION OF THE MANUAL SYSTEM

From the answers to the questions asked and, maybe through some observation of the
manual system at work, prepare a detailed description of the operation of the existing
manual system.
Points to include:
Stock control – bin cards containing details of all items in stock, issue of stock, receiving of
stock from suppliers, re-ordering of stock, preparation of receipts and invoices, items sold
on credit or debit, reminders on overdue payments, minimum stock levels, manual
calculations, etc.

Book library - book progressive number on each book, cards in books and to members,
issuing and returning procedures, duration of keeping books, stamping of books,
reminders on overdue books, searching for particular books, cataloguing of books, etc.

Examination management - teachers hand in marks for each subject, marks entered in
broadsheets, marks copied onto examination report forms, entry of assessment marks,
determination of grades, determination of ranking, statistical analysis of marks, assessing
overall performance and conduct, addresses on envelopes, graphical representation of
statistical analysis, etc.

Students may include original or photocopies of forms, cards, etc. that are in use in the
manual system.

(c) DRAWBACKS OF MANUAL SYSTEM

Prepare a list of disadvantages of the manual system.

Stock control - inaccurate stock levels, inadequate service to clients, difficult to determine
buying trends, certain items out of stock for a long period of time, haphazard re-ordering,
mistakes in receipts, some items well beyond their expiry date, telephone enquiries on
availability of items cannot be answered then, etc.

Book library - difficulty in tracing overdue books, searching books on shelves is time
consuming, long queue build-ups at peak hours, returned books remain at librarian’s office
for a long time, difficult to now if a book is out or not, catalogue not in book title order,
overall inefficient service to members, hand filling of reminders and address envelopes,
etc.

Examination management - wrong and inaccurate addresses, inaccurate marks in

reports, report filling is a time consuming exercise, results sent a long time after
examinations have finished, calculations are done manually, visually going through all
results to find first in class and forms, hand drawing of statistical graphs, marks pertaining
to one student sent to another, etc.

(d) WHY A COMPUTER SOLUTION IS APPROPRIATE

Prepare a list of advantages to justify the move from the manual system to a computerised
system. Some advantages to include are, system more accurate, more efficient, ease of
preparation of reports, tasks are performed faster, the cost effectiveness of

gz/2008 page 4
computerisation, overall better service to clients, ease of preparation of statistical graphs,
etc.

(e) SYSTEM REQUIREMENTS

List the operations that the computerised system should perform. The list should include
the computerisation of the existing manual operations and also additional facilities that has
been suggested by the user and by the student.

Some additional facilities may include:

Stock control - printing of distribution slips to delivery man, printing of summaries of stock
levels when required, etc.

Book library - list of all overdue books and their borrowers, list of books by subject, etc.

Examination management - list of students requiring special attention, notes to parents to

discuss students performance, etc.

3. PROPOSAL OF NEW SYSTEM

(a) HARDWARE SPECIFICATIONS

Prepare a list of the hardware required to run the new system.
Begin with a list of the basic hardware components :
• a computer with a powerful processor (indicate the type of processor and clock
speed)
• a memory unit RAM (indicate the size)
• a high resolution monitor (may also include the size)
• floppy disk drive (state the size and capacity)
• a hard disk (state the capacity)
• CD ROM drive
• keyboard and mouse
• printer (include the type of printer with reasons for such a choice)

State the number of computer systems required (depending on number of users). If more
than one system is needed, consider whether the systems will be stand-alones or
networked. If you decide on a network system then additional hardware (network cards,
cables, maybe a file server) would be required.

Other additional peripheral devices (such as a scanner, modem, bar code reader, etc)
may be included. However it is suggested to give reasons for their inclusion.

(b) SOFTWARE REQUIREMENTS

(i) POSSIBLE APPLICATION PACKAGES

State whether the software for the new system will be developed in-house, ordered or
bought off-the-shelf. For the computerisation of relatively small manual systems it may be
cost effective to buy available software packages. The following are the minimum
requirements of off-the-shelf software packages that may be needed to run the new
system.

gz/2008 page 5
 Stock control - database, word processor, accounts packages
Book library - database, word processor packages
Examination - database, spreadsheet, word processor packages

For each pack explain what it will be used for. Discuss the mail merging facility in the word
processor for the preparation of personalised letters, mailing labels, etc. Remember that
additional software would be needed for an Internet service (communication software and
a web browser).

(ii) INPUT AND OUTPUT REQUIREMENTS

Make a list of all the inputs and the outputs you think will be required by/from the new
system. Some of the input and output requirements are listed below.

Stock control
Inputs Outputs (can be viewed or printed)
Stock item details – stock code, description, lists of stock, re-order lists, summary report
quantity in stock, supplier code, cost price, showing value of stock, printing of invoices/
selling price, minimum stock level, re-order receipts for stock issued, credit and debit
quantity reports, profits, best selling items, return of
Supplier details – supplier code, name, items
address, telephone, items they supply
Client details – client code, name, address,
telephone, items bought
Transactions with supplier – supplier code,
date, item codes, cost price, invoiced/cash
Transactions with clients – client code,
address, date, item codes

Book library
Inputs
Book details – book code, title, author,
position, category, price
Borrower details – borrower code, name,
address, telephone, class
Transactions (Loans) - book code, borrower
code, date of issue, date to be returned
Outputs
list of all books sorted on any field, list of
overdue books, printing of reminders on
overdue books, address labels, list of
borrowed books, search results, book order
forms,

Examination system
Inputs
Student details – name, address, telephone
number, d.o.b., parent’s name, conduct,
attendance, performance, subjects
Examination details - assessment
marks/grades, subjects, examination marks,
Outputs
lists of students by class, printing of
examination reports, address labels,
averages, first in subjects, grades obtained,
statistical graphs,

(iii) OPERATIONS REQUIRED

Design menus and submenus of the major operations (functions) of the program.
Remember that all information is stored in files which have to be maintained.

gz/2008 page 6
Stock control:
Stock items Suppliers Clients
- Add - Add - Add
- Delete - Delete - Delete
- Find - Find - Find
- Edit - Edit - Edit

Functions Reporting
- Issue stock to client on cash - Stock list
- Issue stock to client on debit - Price list
- Receiving stock from supplier - Re-ordering
- Return of stock from client - Summary of profits
- Return of stock to supplier - Best selling items

Book library:
Books Borrowers
- Add - Add
- Delete - Delete
- Find - Find
- Edit - Edit

Functions Reporting
- Issue of book - List of books on loan
- Return of book - List of overdue books
- Search for book - Print reminders
- Address Labels
- Catalogue

Examination system:
Student Examinations Reporting
- Add For each student enter: - Examination report
- Delete - Subject - Address label
- Find - Mark - List of all students and marks
- Edit - Averages
- Best in class and form
- Invitations to parents
- Statistical graphs

(iv) FILES REQUIRED AND RECORD STRUCTURES

Prepare a list of files to be created for the new system. For each file state what information
it will store (the subject of each record).

Stock Control - stock item file, client file, supplier file, supplier transaction file, client
transaction file.

gz/2008 page 7
Book library - book file, borrower file, transaction file.
Examination system: student personal information file, examination marks file.

For each file give the record structure as shown below.

Book File
Field name Data Type Field size

Remember that the inputs listed in the ‘Input and Output Requirements’ section are all
fields in their respective file.

4. METHODS OF TESTING
Before the testing of a new system begins, a test plan together with test-data must be
prepared. Also a substantial amount of dummy (not real) records must be entered into the
system for testing purposes.

The test plan contains details of testing, what is being tested, the purpose of the test, the
test-data to be used and the expected results. The test plan is designed such that it will
systematically go through each option in the menus and the test-data is designed to check
that all validations are correctly performed. Test-data includes a combination of both valid
and invalid data.

Types of testing:
(i) Module testing for checking the functionality of each module. Tests are performed as
each module is completed.
(ii) System testing for checking the functionality of the complete system. This uncovers
any omissions or deficiencies in the way the system works.
(iii) Performance testing - the purpose of this test is to ensure that the system can handle
the volume of live data that it will have to cope with.

5. CHANGEOVER PROCEDURE
After the new system has been thoroughly tested there are other tasks to be done before
the actual changeover from the manual to the computerised system is undertaken.

(i) Installation of hardware - the new system will need hardware which has to be installed.
This might mean changing the office/room layout, rewiring, ordering of new furniture and
the like.
(ii) Staff training - everyone involved with the new system will need to be given training in
their new role, or in the use of new hardware and software.
(iii) Creation of files - all the data in manual files will have to be entered before the new
system can be used.

Decide on one appropriate changeover procedure. State the changeover procedure

chosen and list the reasons why you think the chosen changeover is appropriate for the
system being investigated.

______________________________________________

gz/2008 page 8
 Sir Adrian Dingli Girls’ Junior Lyceum
Pembroke
SEC COMPUTER STUDIES COURSEWORK
SYSTEM ANALYSIS MARKING SHEET
Student’s Name: .,…….…………………………………….. Class: …………………….…
Date handed in: ………………………………………….... Exam Session: ………..…..

Criteria for assessment of System Analysis Max. mark Actual mark

Problem definition 4
Background investigation:
• Set of questions to ask user 4
• Description of manual system 4
• List of drawbacks of manual system 4
• Explanation why a computer solution is appropriate 4
• Specify system requirements 4
Proposal of new system:
• Hardware specifications 4
• Software specifications
• Possible alternative application packages 4
• Input and output requirements 4
• Operations required 4
• List of necessary files and record structures 4
Specifications of methods of testing 4
Description of changeover procedure 2
Total 50

Criteria for assessment of Word Processing Max. mark Actual mark

Good page layout 1
Underlining 1
Text centering 1
Indenting paragraphs 1
Right margin justification 1
Use of tables 1
Use of bold, italics, and/or different fonts/font sizes 1
Inclusion of headers and footers 1
Page numbering 1
Use of bulleted and/or numbered lists 1
Total 10

Teacher’s Comment:

gz/2008 page 9