System analysis is a foundational activity in the development and maintenance of information systems, crucial for ICT technicians working in Kenya’s dynamic technology landscape. It involves examining existing systems or conceptualizing new ones to meet organizational needs effectively. In contexts such as county government offices or financial institutions like SACCOs, sound system analysis ensures that technological solutions align with operational goals and user requirements, reducing costly errors and inefficiencies.
System analysis refers to the process of studying a system to identify its components, understand how these components interact, and determine how the system can be improved or newly designed. For ICT technicians, this process is vital as it lays the groundwork for successful system design and implementation. It involves gathering detailed information, modeling system processes, and proposing solutions that enhance efficiency and user satisfaction in various Kenyan organizations, from hospitals to retail businesses.
The analyst must thoroughly comprehend the organization's operations and objectives. For instance, at a county health facility, understanding patient data flow and reporting requirements is essential to design an effective health information system.
Collecting detailed and clear requirements from users and stakeholders is crucial. This involves interviews, questionnaires, and observation to capture what the system should achieve, avoiding ambiguities that might lead to project failure.
The analyst creates models such as data flow diagrams and entity-relationship diagrams that represent system processes and data relationships. These visual tools assist in identifying inefficiencies and potential improvements.
They serve as effective communicators, translating technical jargon into understandable language for non-technical stakeholders and ensuring developers understand user needs.
System analysts evaluate alternative solutions, considering cost, technology, and organizational impact, guiding stakeholders to make informed decisions.
They help define acceptance criteria and participate in system testing to verify that the solution meets the specified requirements before deployment.
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Create a free accountThis chapter provides a comprehensive understanding of system analysis, beginning with the critical role of the system analyst in examining and improving information systems. It explores the attributes of structured analysis, highlighting the importance of graphical representations, logical assessments, process division, and the hierarchical approach from high-level to detailed analysis. Various tools and techniques essential for system analysis are presented, including pseudocode, structured English, decision trees, decision tables, data flow diagrams, and data dictionaries, which facilitate clear and effective system documentation. The chapter also distinguishes between different system analysis techniques such as structured analysis, object-oriented analysis, cost-benefit analysis, gap analysis, and risk analysis, each offering unique perspectives for evaluating systems. Finally, it outlines the practical activities involved in performing system analysis, emphasizing the systematic approach required to gather, analyze, and interpret system requirements effectively. Together, these topics equip students with the knowledge to analyze systems thoroughly and contribute to the design of efficient and reliable information systems.
Type: Individual
| Tools & Equipment | Materials |
|---|---|
| Computer with Windows 10 and Microsoft Office 2016 | Printing Paper A4 Size |
| Printer |
| S/N | Item | Quantity |
|---|---|---|
| 1 | Computer with Windows 10 and Microsoft Office 2016 | 1 Pc per Candidate |
| 2 | Printer | 1 Pc per 5 Candidates |
| 3 | Printing Paper A4 Size | 20 Sheets per Candidate |
| Items to be Evaluated | Marks Available | Marks Obtained | Comments |
|---|---|---|---|
| TASK 1: Role Explanation and System Analysis Activities | |||
| Created a folder SYSTEM_ANALYSIS_PRACTICAL on the desktop (Award 2 marks or zero) | 2 | ||
| Explained at least three key roles and responsibilities of a system analyst (Award 5 marks for clear and accurate explanation or zero) | 5 | ||
| Identified at least three entities relevant to a sample system (Award 1 mark for each correctly identified entity) | 3 | ||
| Identified at least three processes involved in the system (Award 1 mark for each correctly identified process) | 3 | ||
| Identified correct data stores used in the system (Award 2 marks for correct data stores or zero) | 2 | ||
| Identified at least four data flows between entities, processes, and data stores (Award 1 mark for each correctly identified data flow) | 4 | ||
| Data flows labeled clearly and logically (Award 2 marks for clear labeling or zero) | 2 | ||
| Drawn a correct data flow diagram (DFD) representing the system analysis (Award 6 marks for correct and neat DFD or zero) | 6 | ||
| Saved the document as SYSTEM_ANALYSIS in the SYSTEM_ANALYSIS_PRACTICAL folder (Award 2 marks or zero) | 2 | ||
| Printed the saved document (Award 1 mark or zero) | 1 | ||
| Sub-Total | 30 | ||
| PRODUCT CHECKLIST | |||
| Finished document includes roles explanation and correctly dimensioned data flow diagram (1200mm x 900mm workspace) with labeled entities, processes, data stores, and data flows (Award 10 marks for completeness, accuracy, and clarity matching drawing specifications or zero) | 10 | ||
| Sub-Total | 10 | ||
| GRAND TOTAL | 40 | ||
Type: Individual
| Tools & Equipment | Materials |
|---|---|
| Computer with Windows 7 or above and Microsoft Office 2010 | Printing paper |
| Printer |
| S/N | Item | Quantity |
|---|---|---|
| 1 | Computer with Windows 7 or above and Microsoft Office 2010 | 1 Pc per Candidate |
| 2 | Printer | 1 Pc per 5 Candidates |
| 3 | Printing paper | Enough per Candidate |
| Items to be Evaluated | Marks Available | Marks Obtained | Comments |
|---|---|---|---|
| TASK 1: Data Flow Diagram (DFD) Creation | |||
| Created a folder SAD PRACTICAL 2025 on the desktop (Award 2 marks or zero) | 2 | ||
| Identified three entities relevant to the loan management system (Award 1 mark for each correct entity or zero) | 3 | ||
| Identified three processes in the system (Award 1 mark for each correct process or zero) | 3 | ||
| Identified correct data store related to loan applications (Award 2 marks for correct data store or zero) | 2 | ||
| Identified at least four data flows connecting entities, processes, and data stores (Award 1 mark for each correct data flow or zero) | 4 | ||
| Data flows are well labeled with meaningful names (Award 2 marks for clear labeling or zero) | 2 | ||
| Drawn the data flow diagram correctly using appropriate symbols and conventions (Award 6 marks for correct DFD or zero) | 6 | ||
| Saved the document as LOAN in the SAD PRACTICAL 2025 folder (Award 2 marks or zero) | 2 | ||
| Printed the saved document (Award 1 mark or zero) | 1 | ||
| Sub-Total | 25 | ||
| TASK 2: Entity Relationship Diagram (ERD) Creation | |||
| Identified at least three entities for the loan management system (Award 1 mark for each entity or zero) | 3 | ||
| Identified at least two relationship sets between entities (Award 1 mark for each relationship set or zero) | 2 | ||
| Identified at least two relationships between entities with correct cardinality (Award 2 marks for each correct relationship or zero) | 4 | ||
| Identified at least two attributes for each entity (Award 2 marks for each entity's attributes or zero) | 6 | ||
| Identified the unique attribute (primary key) in each entity (Award 1 mark for each unique attribute or zero) | 3 | ||
| Drawn the ERD correctly with entities, relationships, attributes, and primary keys (Award 4 marks for correct ERD or zero) | 4 | ||
| Saved the document as TRANSPORT in the SAD PRACTICAL 2025 folder (Award 2 marks or zero) | 2 | ||
| Printed the saved document (Award 1 mark or zero) | 1 | ||
| Sub-Total | 25 | ||
| TASK 3: Decision Table and Logic Verification | |||
| Determined if a claimant has ever sent a claim before (Award 2 marks or zero) | 2 | ||
| Updated the claims for the current year (Award 2 marks or zero) | 2 | ||
| Checked policy type (either A or B) (Award 2 marks or zero) | 2 | ||
| Saved the decision logic document correctly (Award 2 marks or zero) | 2 | ||
| Printed the saved decision logic document (Award 1 mark or zero) | 1 | ||
| Sub-Total | 9 | ||
| PRODUCT CHECKLIST | |||
| Data flow diagram with correct entities, processes, data stores, data flows, and labels matching dimensions and naming conventions (Award 15 marks for accuracy and completeness or zero) | 15 | ||
| Entity relationship diagram with correct entities, attributes, primary keys, relationships, and cardinalities correctly drawn and labeled (Award 15 marks for accuracy and completeness or zero) | 15 | ||
| Decision table correctly reflecting conditions and actions for loan claim processing (Award 11 marks for correctness or zero) | 11 | ||
| Sub-Total | 41 | ||
| GRAND TOTAL | 100 | ||