System Design And Analysis (COIS20025)

By Sai Chandra 2014


The main aim of this report is to produce a document on system develop phase of the project.  The document produced discusses about appropriate software development lifecycle for the project, technical and non technical system requirements of the project, project schedule and project cost benefit analysis.

Some of the important objectives of the project include:

  • To develop a database that store user information, client information, file information and electronic documents
  • To converting physical documents into electronic format and storing them on data base
  • To develop a software application that automates most of the business processes involved at Friendly Conveyancing
  • To implement and test developed software application

Systems Development Approach

Spiral Software development model is the software development approach proposed to use in this project. Spiral model consists of four important phases while developing a software prototype, namely, objective identification phase, identifying risks and evaluation, testing and evaluation phase and planning next iteration. Spiral model is a software development approach that combines both designing and prototyping elements and it effectively uses combination of top-down and bottom-up approaches. Nowadays there are several software development approaches, but developers still believe in using spiral model while implementing large software projects. Main reason for selecting spiral model for this project was it completely insists on upfront design of the project. SDLC also enables developer to have complete knowledge about the project by recognising all use cases of the concerned development. When compare to the agile software development project spiral model has several pros and cons.  Spiral model involves various intermediate stages and consists of excessive documentation, where as agile model needs less documentation and applies minimum rules. In spiral model, as it is inherited from waterfall and iterative models, ea iteration develops a prototype which is an improvement to its previous prototype. Whereas, agile model is inherited from iterative and incremental development models and each iteration of the model delivers new software prototype.  According to the above statement both agile and spiral models are iterative but they differ in implementing that iteration. With agile software development approach at the end of an iteration prototype delivered is completely functional and is deployable, and it is not possible with spiral model.  Spiral development approach offers better risk management and it best suits to develop complex projects where as agile project best suits for small software projects.

System Requirements

Primary functional requirements for the system:

  • The software application developed should contain authentication process that facilitates various staff member of the organization to access important information securely based on their job relevance
  • System developed should have a feature to store all documents related to a file to database in electronic format
  • System developed should provide a facility to store files on to database issuing unique Identity Number (each file is recognised with a particular Unique Identity number)
  • System developed facilitates users to search and retrieve file using key words such as Unique Identity number, File Name, “Subject To Finance” Date, “Building & Pest Control” Date, “Day contract goes unconditional” Date, “Settlement Date”
  • System Developed should have a facility to book appointment or Meeting
  • System Developed should show/alert Deadline details and Meeting details to the users as soon as they login

Non-functional requirements for the system:

  • System should provide information about deadlines and meeting
  • System should improve the speed of file retrieval process related to a file
  • System should assure the security of the information stored and various processes involved in the system are secure enough and protects data by restricting unauthorised access
  • System should completely restrict Duplication of files

Project Cost and Benefit Analysis:

Database Development $6000
Web Development $10000
Maintenance $1500
Total Cost $17500
Reduces rejects or complaints by 10% $4000
Reduces man-hours per job (50%) $12000
Reduce startup time (10%) $2400
Total Benefit $18400
  Costs Benefits Profit/Loss
Year 1 17500 18400 900
Year 2 1500 18400 16900

As it is shown in the above spread sheet it is projected that organization will achieve break even by the end of the year 1 and it makes $900 profit. For the Year2 projected profit made by the organization is $16,900. As cost benefit analysis of the project has generated positive calculation is it could be assured that proposed software development project is beneficial to the organization.

Project Schedule

work breakdown structure: as it is shown in the figure provided below to complete project work is divided into three main task requirements gathering, application development, and implementation and testing. Each main task is further divided into several sub-tasks accomplishing which constitutes accomplishment of main task. For instance, to accomplish Application development task it is important to complete subtasks such as database development, software module1, software module2 and software module3.

Work Breakdown Structure

Gantt Chart:

Gantt chart of the project provides clear view on poject schedule. It mentions project Start Date, End Date, duration for complete main tasks and sub tasks of the project. Gantt Chanrt enables developer of the project to finish work with in the scheduled time period. It is also possible to understand current status of the project, lagging behind or too fast.

Work Breakdown structure and Gantt chart helps project manager to generate a report on status of the project. Work break down structures classifies complete project into various tasks and subtasks, where as Gantt chart provides status of completion of each task and sub tasks of the project.

According to the scope, requirement and goals of the project investigated from the case study document it could be stated that project schedule is reasonable. Total project duration 114 working days and each task and sub tasks involved in the project are scheduled duration according to the complexity and risk involved in such work.

System Information Requirement Investigation Techniques

Stakeholders of the project are considered as important source for gathering information related to the system requirements. Every person who is having an interest on successful implementation of the project is considered as Stakeholders of the project. Some of the important stakeholders of the project are operational stakeholders such as managing personnel and other key staff working at “Friendly Conveyancing” and other stake holders such as customers, and Financiers and solicitors.

Three most important investigation techniques that could be used by the system analyst to gather information include: Interviewing all stakeholders of the project, observing business procedures and documenting, and finally collecting comments and suggestions made by the active user. Interviewing stakeholders is an investigation method in which system analyst collects information from stake holders by asking both open ended and close ended questions. Observing business procedures and documenting is an investigation technique in which system analyst observes various business process of the organization and documents functionality of the each process which further integrated to develop complete system. Collecting comments and suggestions from active users of the project is a technique in which active user based on their practical experiences provides certain suggestions and comments of the development of the system. It is appropriate to use interviewing stakeholders, because interview method is usually applied to collect information issues that cannot be generalised. As development of the software application is a non general issue and it is developed considering problems faced by Friendly Conveyancing, so the technique is appropriate. Observing various business procedures and documentation is chosen because, to develop and implement a software application that streamlines business operations of the organization, it is important to understand its business procedures more clearly. Active user regularly interact with the system will have lot of information on pros and cons of the present business practices. So, collecting comments and suggestions from the active users of the system is considered as an appropriate investigation technique.

Reflection and Conclusion

Development of this document provided an opportunity to understand various important issues on system development. In this document system development approach, the system requirements, Project schedule and investigation techniques used in the process of analysing the project are clearly stated. Based on the nature of the project it is recognised that spiral model is an appropriate development approach that could be used for developing complete system. According to the cost benefit analysis it is found that stakeholders and alternation will get benefited from the implementation of the new system. It is also identified that interviewing stakeholders, observing business procedures and documenting and, collecting comments and suggestions from active users of the system are most important investigation techniques used to gather information about the system.


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