a. Explain the purpose and reasons for surveying an organization’s existing system.
To gain an understanding of the existing system and how it functions.
To determine the constraints of the current system.
To assess the strengths and weaknesses of the existing system and to identify problems that need to be resolved.
To provide design ideas for the new system and to identify available resources.
To provide information about users’ information needs.
b. Explain the activities commonly performed during systems analysis.
Initial Investigation
Verify the nature of the problem and the needs of the users.
Gather the information needed to evaluate the feasibility of the request.
Systems Survey
Study and review the existing organizational structure to determine how it functions.
Collect and review internal documents and reports to determine design, content, use, frequency of preparation, etc.
Develop and use questionnaire forms to determine processing frequencies, input/output volumes, and other information.
Conduct personal interviews to confirm and expand upon data gathered from the questionnaire.
Develop flowcharts, models, and diagrams to document the existing system.
Study external data sources, including companies who develop or who similar systems, consultants specializing in such systems, customers, industry trade associations, and government agencies.
Observe activities to determine how the system actually works, rather than what people or the documentation say should be done.
Feasibility Study
Conduct a study to determine whether to continue with the project.
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