CHAPTER 5

PROBLEMS AND SOLUTIONS

Learning Objectives:
• Problems and solutions should be thoroughly studied
• Following symbols have specific meanings, as explained:
•Hint points.

• Points to think, comprehend and remember

•Your answer should necessarily contain these points

Chapter 1 — Systems Analysis and Design

(i )

Define the following terms:

a. System
b. Sub-system
c. System interface

i.
• Part (a). Definition of a System, refer § 1.2 (Chapter 1).
• Part (b). Definition of Sub-system, refer § 1.7 (Chapter 1).
• Part (c). Definition of System interface, refer § 1.6 (Chapter 1).
 5.2 MANAGEMENT INFORMATION SYSTEMS IN MODERN BUSINESS

(ii )

What is system analysis? Explain how it intakes software development a more manageable task.

ii.
• Read § 4.1.2 (Chapter 1). Remember that Software Development is the process of development of softwares
(which is a step-by-step computer coded instructions to perform a given objective).
The answer should have the following points—
• Definition of System Analysis followed by very brief description of Software and Software Development
process.
• The process of software development requires writing of softwares, which requires thorough understanding
of each activity to be performed — to do this; help of system analysis may be taken, because system
analysis includes examination or investigation of operational details of the system under review in
accordance with the defined objectives/constraints/etc.
• Hence, system analysis makes software development a more manageable task (i.e., more convenient/suitable
task).

(iii )

a. Discuss four approaches to system conversion.

b. Describe the two types of system maintenance

iii.
• Read § 4.2.15 (Chapter 1) for System conversion. Read § 4.2.16 (Chapter 1) for System Maintenance.
Layout of the answer (i.e. depth of answering) is subject to the allotted marks:
• Just state the 4 processes in 2 lines [say, 2 marks]
• Give detailing of each process [say 3 marks]
• Give practical examples of each of the four processes [if more than, say 4 marks]
• Compare the processes and the examples [if asked to write short note]

(iv )

Answer to following:
(a) What is meant by ‘backup’?
(b) What factors are to be considered for a Backup?
(c) What is the difference between Backup and Copy?
(d) What is ‘system backup’?
(e) Explain how backup can serve as a form of insurance.
(f) In what aspects do Backup differs from Recovery?
 Chapter 5 MANAGEMENT INFORMATION SYSTEMS IN MODERN BUSINESS 5.3

iv.
• Study § 4.2.17 and answer (a) & (b).
• Study § 4.2.18 to answer (c).
Part (d). System backup
• System Backup means, backup of the entire system, disregarding the fact that whether or not some files
need backup or these files have been previously backed up.
Part (e). Backup can serve as a form of Insurance.
• Insurance is made for contingent activity, is a type of assurance at bad times — similarly for Backup, which
is made to recover system from crashes, if there is any system crash.
• Restore provides insurance coverage — it supplies fresh set of files and helps the system recovery.
However, alterations/updations made within the time from last backup up to current, cannot be restored
since it has not been backed up.
• It may so happen that backup was taken at regular intervals and backup data was maintained sincerely, but
there was no system crash, so no recovery was needed! After the project was completed, all backup-data
were destroyed, except the final backup taken after the finalisation of the project.
Part (f). Backup differs from Recovery.
• Backup is a proactive step and may be linked to preventive maintenance.
• Recovery is a reactive step and may be linked to rescue maintenance
• Recovery can be made, if only backup had been taken.
• One backup data be used for many recovery; but there may be many backups with no recovery

(v )

a. What are the differences between System Evaluation and System Testing?
b. Why it is necessary to conduct a system evaluation?

v.
• Selectively study from § 4.1.6 and § 4.1.4 (both of Chapter 1), to understand System Evaluation and System
Testing, respectively.
Part (a) Difference between system evaluation and system testing.
• System testing is a part and parcel of system development, such that although system development and
testing are two independent processes, they become almost inseparable. System testing is a pre-
implementation process.
• System evaluation process is carried on after the system has been properly implemented and is effectively in
operation. System evaluation is concerned with weighing up whether the implemented system is performing
in accordance with the set objectives or not.
 5.4 MANAGEMENT INFORMATION SYSTEMS IN MODERN BUSINESS
• System testing is carried out to remove bugs present during the process of system development; such that
the system can operate smoothly. System evaluation compares the output of the final system, and verify
whether the system’s output is in accordance with the initial objectives for which the system was built, or
not.
Part (b) Necessity in conducting system evaluation
• System evaluation is necessary for benchmarking the system — i.e., comparing the system with a standard,
in order to give it a rank. This helps in identifying:
a. further improvements of that system, if necessary
b. help in building up future system
c. the performance capability of the organisation that developed that system.

(vi )

a. Discuss the System Development Life Cycle for development information system in an organisation
b. Discuss the various stages of System Development Life Cycle for developing Information System in an
organisation.
c. “Just as human beings are born, live and die, systems also follow a life cycle from conception to death”.
In the light of this statement, discuss the concept of ‘System Development Life Cycle’ and various
phases in the cycle. [Dec ’02, Q2]

vi.
• Study § 4.1 (Chapter 1), with selective study from § 4.0 (Chapter 1).

(vii )

You are in the process of selecting a ‘systems analyst’ for your concern. In this context, answer the following
questions: [June ’04, Q3]
a. What is the role of a ‘system analyst’ in an organisation
b. What are the skills a ‘system analyst’ should possess to be successful in the organisation

vii.
• Study § 3.3.3 (Chapter 1) and also consult Study Material, if necessary.

(viii )

What do you mean by Design? Write short note on Logical Design.

viii.
Design is the translation of the requirements into ways of meeting them.
Logical Design. Developers create the general-purpose specifications for the information system resources at the
stage of logical design. Logical design lays out the components of the system and their relationship to each other as
they would appear to users. It shows what system solution will do as opposed to how it is actually implemented
physically. Developers will devise alternative solutions to the problems identified during analysis phase and
recommend one for implementation. Typical contents of a logical design report are the following:
 Chapter 5 MANAGEMENT INFORMATION SYSTEMS IN MODERN BUSINESS 5.5
 User oriented application description. Document the flow of the application activities through the
organisational units providing inputs and using outputs. Distinguish manual operations from automated
operations performed by the application system.
 Inputs for the application with general description of each visual display screens, source documents, forms,
queries, etc.
 Output produced by the application with general description of each visual display screens, query
responses, printed outputs, reports, etc.
 Outlines of operating manuals, user manuals and training materials needed for the application.
 Audit and control processes and procedures for ensuring appropriate quality in the use and operation of the
application
 Controls to be incorporated with system. These include, input controls, output controls, process controls,
database controls, communication controls, etc.

Question 9

Distinguish between Data and Information.

ix.
Data and Information are terms which are sometimes used interchangeable; they have distinct implications in the
study of information systems.
Data consists of numbers, letters, symbols, raw facts, events and transaction which have been recoded but not yet
processed into a form which is suitable for making decisions.
It is known that when data are processed, they become information only when they are presented to the decision
maker in a meaningful manner. Note that only when the input (data) is accurate, timely and reliable, the output
(information) will be useful and reliable. The GIGO (Garbage-In-Garbage-Out) principle was formulated as a
warning about data because bad data cannot provide useful information; irrespective of the manner it is processed.
There are many disadvantages to poor data quality. Many organisations are spending 30% to 40% of information
systems time on data correction and revision, which is an enormous waste of a resources. Therefore, it is essential
to continuously monitor the quality of data, establish a continuous process of data improvement, and educate users
about the impact of low-quality data.
Any data to be useful in decision making must meet three main criteria —
» It must be accessible to the people who need it;
» It must be well organised, cross-referenced and efficiently managed;
» It must be easy to create, update and maintain.
The basic qualities of good information are that it should be:
» Complete
» Relevant
» Timely
» Accurate
» Understandable
» Significant
» Communicated via appropriate channel
» Communicated to the right person.
 5.6 MANAGEMENT INFORMATION SYSTEMS IN MODERN BUSINESS
(x )

Distinguish between Flowchart and Decision table

x.
i. Flowcharts are diagrams that represent the logical organisation of decisions, the steps in a computer
program, the flow of data or information through a system or flow of document through a system.
Decision tables are used in conjunction with or in place of flowchart for problem definition and
documentation.
ii. The blue prints are constructed with a standard set of symbols and some general guidelines are to be
followed.
Decision tables are used by system analyst to communicate with programmer about actions to be taken
when certain specified conditions are encountered.
iii. Using flowchart for analysis and design of complex systems and programs involving many specified
conditions and decision paths becomes extremely difficult process. The flow of data and logical
sequence of the program or system becomes hard to follow and errors or omissions may result.
Decision Tables are used in such cases as a powerful tool for analysis and design of program and system
involving complex conditional logic.

(xi )

Distinguish between Program Flow chart and System Flowchart

xi.
Program flowchart is used to solve various scientific, arithmetic and logical operations or steps which must be
accomplished to solve the complete application problem. They depict all the steps involved in the processing of
computer program. These charts display specific operation and decisions and their sequence within the program.
The programmer uses these flowcharts to translate the elementary steps or procedures into a program of coded
instruction.
A System flowchart is designed to present an overview of the data flow through all parts of data processing system.
It represents the flow of documents, operations or activities performed and the persons and work stations. It also
reflects the relationship between input, processing and output. In short, system flowcharts are broad diagrams that
portray flow of data through an organisation or flow of operations.

(xii )

Explain briefly, the principal duties of a system analyst.

xii.
Principal duties of chief systems analyst (which is circumstance-specific), may be summarised below —
i) With a view to spot inefficiencies, bottlenecks and problems to elicit systems, investigation by means of
interviews, questionnaires and observations may be carried out.
ii) Conducting technical, operational and economic feasibility study
iii) Liaison with user departments to ensure that requirements and problems are fully discussed before
system design and implementation starts.
iv) Comparing cost and performance of alternative processing methods and techniques.
 Chapter 5 MANAGEMENT INFORMATION SYSTEMS IN MODERN BUSINESS 5.7
v) Maintaining close liaison with chief programmers during programming phase
vi) Organising and reviewing system documentation to ensure that it complies with data processing
standards
vii) Coordinating the implementation of new or modified system
viii) Reviewing the progress of projects and reporting status to the Data Processing manager
ix) Reviewing the performance of the implemented systems and assessing the need for amendments
x) Organising and coordinating the activities of system analyst and reviewing their performance

(xiii )

Explain the areas and / or steps that are to be studied in-depth during system evaluation process to indicate the
effectiveness of the present system being practiced in an organisation.

xiii.
A thorough investigation of the present system of an organisation involves collecting, organising and evaluating
facts about system and the environment in which it operates. Detailed information should be available so that a
qualified person can understand the present system without visiting any of the operating departments. Review of
the existing methods, procedures, data flow, outputs, files, input and internal controls should be intensive with a
view to fully understand the present system and its related problems.
The important areas to be covered are as follows:
1. Review historical aspects: A brief history of the organisation is a logical starting point for an analysis
of the present system. The historical facts should identify the major turning points and milestones that
have influenced its growth. A review of annual reports may provide an excellent historical perspective.
The system analyst should identify what system changes have occurred in the past. Those include
operations that have been successful or unsuccessful with computer equipment and relevant techniques.
2. Analyse the inputs: A thorough study analysing the present inputs is important since they are basic to
the manipulation of data. Source documents are used to capture the originating data for any type of
system. The system analyst should be aware of the various sources from where the data can be initially
captured, keeping in view the fact that outputs for one area may serve as an input for another area. A
system analyst must understand the nature of each form, what is contained in it, who prepared it, from
where the form is initiated, where it is completed, the distribution of the form and various other
considerations. It will now be possible for the analyst to determine how these inputs fit into the
framework of the present system.
3. Review the data files maintained: The system analyst should investigate the data files maintained by
each department, indicating their number and size, where they are located, who uses them and the
number of times per given time interval these are used. Information relating to common data files and
their size will be an important factor which will influence the new information system. The information
may be available from the systems and in the systems and procedures manuals. It is the job of the
system analyst to review all on-line and off-line files which are maintained in any outputs. The related
costs also should be considered by the analyst.
4. Review procedures, methods and data communications: It may be pointed out that methods and
procedures transform input data into useful output. It may be pointed out that a method is defined as a
way of doing something; a procedure is a series of logical steps by which a job is accomplished. A
system analyst needs to review and understand the present data communications used by the
organisation. He must also review the types of data communication equipments including data
interface, data links, modems, dial-up and leased lines and multiplexers. The system analyst must
understand how the data communications network is used in the present system so as to identify the
need to revamp the network when the new system is installed.
5. Analyse the outputs: The outputs or reports should be scrutinized carefully by the system analyst in
order to ascertain how well they will meet the organisation’s needs. The analyst must understand what
 5.8 MANAGEMENT INFORMATION SYSTEMS IN MODERN BUSINESS
information is needed and why, who needs it and where it is needed. Often many reports are a carry-
over from earlier days and have little relevance to current operations. Attempt should be made to
eliminate all such reports in the new system.
6. Review internal controls. A detailed investigation of the present information system is not complete
until internal control is reviewed. Locating the control points helps the analyst to visualize the essential
parts and framework of a system. An examination of the present system of internal control may indicate
weaknesses that should be removed in the new system. The adoption of advanced methods, procedures
and equipment might allow much greater control over the data.
7. Model the existing physical system and logical system. As the logic inputs, methods, procedures,
data files, data communications, reports, internal control and other important items are reviewed and
analysed in a top down manner, the process must be properly documented. The logical flow of the
present information system may be depicted with the help of system flow charts. The physical flow of
the existing system may be shown by employing data flow diagrams. The data flow diagrams are drawn
after reviewing or developing system flow charts. Each major operation in the system flow charts is
broken down into its lowest level modules and the data flow diagram is drawn into its lowest level
modules and the data flow diagram is drawn for each one of them. During the process of developing the
data flow diagram, work on data dictionary for the new information system should begin. The data
elements needed in the new system will be found in the present system only. Hence, it is wise to start
the development of the data dictionary as early as possible. The flow charting and diagramming of
present information not only organises the facts, but also helps disclose gaps and duplication in the data
gathered. It allows a thorough comprehension of the numerous details and related problems in the
present operation.
8. Undertake overall analysis of present system. Based upon the aforesaid investigation of the present
information system, the final phase of the detailed investigation includes the analysis of the following,
each of which must be investigated thoroughly —
a. The present work volume
b. The current personnel requirements
c. The present benefits and costs

(xiv )

Write short note on system testing.

xiv.
System testing must be conducted prior to installation of information system. It involves —
i) Preparation of realistic test data in accordance with the system test plan
ii) Processing the test data using the new equipment
iii) Thorough checking of the results of all system tests
iv) Reviewing the results with future users, operators and support personnel
System testing serves twin purposes — it is a very good method of training employees as well as a method of
judging the reliability and other issues of the system, that acts as a feedback to the developers.
One of the most effective ways to perform system level testing is to perform parallel operations with the existing
system. Parallel operations consist of feeding both systems the same input data and comparing data files and output
results. The process of running dual operations for both new and old systems is more difficult for on-line processing
systems than it is for a batch processing system, because the new system has no true counterpart in the old system.
One procedure for testing the new interactive system is to have several remote input terminals connected on-line
which are operated by supervisory personnel backed up by other personnel operating on the old system. The
outputs are checked for compatibility and appropriate corrections are made to the on-line computer programs. Once
the segment of the new system has proved satisfactory, the entire terminal network can be placed into operation for
 Chapter 5 MANAGEMENT INFORMATION SYSTEMS IN MODERN BUSINESS 5.9
the new work. Additional sections of the system can be added by testing in this manner until all programs are
operational.
During parallel operations, the mistakes detected are often not those of the new system, but of the old. It is the
responsibility of the system developers and analysts to satisfy themselves that adequate time for dual operations has
been undertaken for each functional area changed.

(x v )

What is the purpose of system evaluation?

xv.
Evaluation provides the feedback necessary to assess the value of information and the performance of personnel
and technology included in the newly designed system.
Purposes of system evaluation are —
 To find whether the newly developed system is operating properly or not.
 To find whether the user is satisfied with the information system with regard to the reports supplied by it,
or not
 To provide information as to what adjustments to the information system may be necessary
 To provide information as to what adjustments should be made in approaching future information system
development projects.
The procedure of evaluation of a new system is as follows —
1. Development Evaluation. Evaluation of the development process is primarily concerned with whether the
system was developed on schedule and within budget. This is a rather straightforward evaluation.
However, it requires schedules and budgets to be established in advance and that record of actual
performance and cost to be maintained.
2. Operational Evaluation. The evaluation of the information system’s operation pertains to whether
hardware, software and personnel are capable of performing their duties and they do actually perform them
so. Operational evaluation answers such questions, as operation pertains to whether the hardware, software
and personnel are capable of performing their duties. Operational evaluation answers such questions, as —
o Are all transactions processed on time?
o Are all values computed accurately?
o Is the system easy to work with and understand?
o Is terminal response time within acceptable limits?
o Are reports processed on time?
o Is there adequate storage capacity for data?
3. Information evaluation. An information system should also be evaluated in terms of information it
provides. This aspect of system evaluation is difficult and it cannot be conducted in a quantitative manner,
as is the case with development and operation evaluations. The objective of an information system is to
provide information to support the organisational decision system. Therefore, the extent to which
information provided by the system is supportive to decision making is the area of concern in evaluating
the system. However, it is practically impossible to directly evaluate an information system’s support for
decision making in an organisation. It must be measured indirectly. The more frequently a decision maker’s
information needs are met by a system, the more satisfied he tends to be with the system; and the converse
is also true. Thus, measure of user satisfaction can be accomplished using the interview, questionnaire,
observation method, etc. If management is generally satisfied with an information system, it is assumed
 5.10 MANAGEMENT INFORMATION SYSTEMS IN MODERN BUSINESS
that the system is meeting the requirements of the organisation. If management is not satisfied,
modifications ranging from minor adjustments to complete redesign may be required,

(x vi)

Write notes on —
a. System Recovery Plan
b. Data Warehouse

xvi.
Part (a) System recovery plan
System Recovery plan is a set of procedures to be followed in order to restore a system after a crash like hardware
failure, natural disaster, power outrage, etc. The system backup plan may be reported as a part of the system
recovery plan because in order to restore the system, it is necessary to have duplicate copies of data and programs.
Part (b) Data Warehouse
• Refer § 16.0 (chapter 4) for Data warehousing

(x vii )

What are the three levels of backup?

xvii.
Backup can be created at three levels
1. First level. At the first level, backup can be taken of the file one is currently working on.
2. Second level. At the second level, efforts have are made to protect against a disk crash or similar
threat/hazard. These are backups of recent work, say for the last week. These backups can be taken on
another computer or some other disk (i.e., separate backup media).
3. Third level. At the third level efforts have to be made to protect the data in case of disaster. It could be fire,
theft and earthquake, or whatever. To make these backup safe and reliable, it is better to keep them off-site.
This means another plant or a professional safe storage facility where the probability that both the office
and the storage facility being devastated at the same time are very low.

(x viii)

Differentiate between logical design and physical design.

xviii.
Logical design lays out the components of the system and their relationship to each other as they would appear to
users. It shows what system solution will do as opposed to how it is actually implemented physically. Developers
will devise alternative solutions to the problems identified during analysis phase and recommended one for
implementation.
Physical design produces complete specifications of all system modules and their interfaces including physical
design of the database. It produces actual specifications of hardware, software, input/output media, manual
procedures, specific controls, etc. Physical design includes detailed layout of the output requirements, detailed
layout of the input documents, and an overview of the processing.
 Chapter 5 MANAGEMENT INFORMATION SYSTEMS IN MODERN BUSINESS 5.11

(xix )

What is system changeover?

xix.
The system changeover is the process of changing over from the old system to new system. It is the last stage of
system development process. When the new system has been developed, it has to replace the old system. The
process begins when the programming and testing of the new system has been completed and by training the users
with the new system, by creating the new data base and by installing the necessary equipment. It is a critical phase
in that the method and style of changeover will determine the users’ response and attitude towards the system.

(x x )

You have been assigned the task of overseeing the development and implementation of an Integrated Cost and
Financial Accounting system in your department. The software for the system has to be developed by an outside
software firm. Prepare a checklist of activities in chronological order that would be necessary for implementing the
system.

xx.
Check list of activities for implementation of the system:
• Requirements determination: Determine requirements to be met by system being contemplated.
• Requirements specification: Draw up understandable plan of what the system will provide as output.
Determine needs and priority by consensus among end users.
• Feasibility analysis: Taking into account available resources such as human, computer time and money find
whether specified requirements can be met.
• System specification analysis: Obtain functional specification based on revised user requirements and
feasibility analysis.
• Hardware study: Determine hardware requirement for system.
• System design: Logical design of data bases, test and implementation plan.
• System implementation: All the programmes should be written, data base should be created, user
operational documents should be written and users should be trained.
• Testing: Pilot testing determines the errors (if any)
• Full fledged operation: If every thing is perfect then full fledged operation should be started.

(x xi)

What is prototyping approach of developing systems? What are the advantages and disadvantages of the same?
What are the two types of prototyping approaches to system development?

xxi.
Prototyping is the process of quickly building a model of the final application system. It is primarily used as a
means of understanding and communicating the requirements of the users.
 5.12 MANAGEMENT INFORMATION SYSTEMS IN MODERN BUSINESS
Advantages of Prototyping include faster development time, easier end-user learning, better functionality of the
software, better communication between users and analysts. The disadvantages include fostering of undue
expectations of users, providing users with something that may not get finally.
The two types of Prototyping approach are (i) Iterative (ii) Throwaway. In iterative type approach, the prototype is
developed, demonstrated to users and modified based on users feedback. This process is continued till the prototype
evolves into a final system which gets implemented.
In throwaway approach, the prototype is only a model of the final system. It is not what is implemented. Once the
prototype satisfies the users, a new system is developed based on the same.

(x xii )

What is prototype of a system? Why is it becoming a popular means of system development today?

xxii.
In developing a software system, pen and paper is usually used for system Analysis and design. But the modern
technique is to use computers to carry out the process of system development which is called prototyping.
Prototype of a system is the process of quickly building a model of the final software system. There are two types
of prototyping called Rapid prototyping and System prototyping.
Prototyping is becoming popular because of the following reasons —
i. It ensures active participation of users, who see and feel the system as it is developed.
ii. Changes can be quickly incorporated and its impact seen.
iii. It also stresses on what the system would do and how it would be done.
iv. It saves time in system development
v. For large software projects, it is an excellent means of communication between system developers.

(x xiii)

An information system is primarily concerned with the conversion of data into information. List and discuss the
elements of an information system.

xxiii.
The question could be answered by naming six elements in analysis and design of information system
1. Inputs:
» Information quality and content
» Interfaces with other systems
» The need, capture or produce data
2. Processes:
» Conversion of input to output
» System protocols and interaction
» Standards and quality
 Chapter 5 MANAGEMENT INFORMATION SYSTEMS IN MODERN BUSINESS 5.13
3. Output:
» User’s information requirements
» Media choices
» Messages sent to other subsystems
4. Environment:
» Other subsystems
» Monitoring output
5. Channels:
» Choice of channels/media
» Overcoming interference, noise and distortion
6. Feedback :
» Use of system control loop(s)
» Predicting situation where control is required.

(x xiv )

“In order to produce a workable system, the role of a system analyst is to reach a compromise between the
prescribed objectives and the actual constraints.” — justify the statement.

xxiv.
Prescribed objectives v. actual constraints - justification
Prescribed objectives are the ideal requirements expected out of working of the new or modified system Actual
constraints are the limitations present in the existing working conditions and prevent the desired system from
reaching the perfection.
The system analyst, as a first step, finalises the prescribed objectives after study of the present system and
discussion with various levels of management about their experiences and requirements. The second step is to
identify the actual constraints existing or anticipated. The final step is to design a computerised system that nearly
meets the prescribed objectives and minimises the constraints in the way of attainment of the goal.

(x xv )

What do you understand by Quality in regard to software? What are the main tools generally employed for quality
assurance of software?

xxv.
Software quality essentially means that it is error-free and satisfies the users needs. Specifically, it means suitability
and maintainability.
Suitability implies reliability, correctness, accuracy; understand ability, modifiability, traceability, portability and
reusability.
The main tools for Quality Assurance of Software are —
• Development, Process itself,
• Reviews,
• Audits,
5.14 MANAGEMENT INFORMATION SYSTEMS IN MODERN BUSINESS
• Testing and Matrices.