..role of systems analyst..

Our group visited our adopted company, which is AMS Group of Companies, who have given us the honor and permission to conduct an interview with their representative, Mr. Gemrald R. Glibara, MIS head.

But, before going to what we have learned from the interview, let us first define system analysis, system analyst and project manager.

System Analysis
system Analysis has many different meanings. In the sense adopted for the Handbook, systems analysis is an explicit formal inquiry carried out to help someone (referred to as the decision maker) identify a better course of action and make a better decision than he might otherwise have made. The characteristic attributes of a problem situation where systems analysis is called upon are complexity of the issue and uncertainty of the outcome of any course of action that might reasonably be taken. Systems analysis usually has some combination of the following: identification and re-identification) of objectives, constraints, and alternative courses of action; examination of the probable consequences of the alternatives in terms of costs, benefits, and risks; presentation of the results in a comparative framework so that the decision maker can make an informed choice from among the alternatives. The typical use of systems analysis is to guide decisions on issues such as national or corporate plans and programs, resource use and protection policies, research and development in technology, regional and urban development, educational systems, and other social services. Clearly, the nature of these problems requires an interdisciplinary approach. There are several specific kinds or focuses of systems analysis for which different terms are used: A systems analysis related to public decisions is often referred to as a policy analysis (in the United States the terms are used interchangeably). A systems analysis that concentrates on comparison and ranking of alternatives on basis of their known characteristics is referred to as decision analysis.

Systems analysis is the interdisciplinary part of science, dealing with analysis of sets of interacting entities, the systems, often prior to their automation as computer systems, and the interactions within those systems. This field is closely related to operations research. It is also "an explicit formal inquiry carried out to help someone, referred to as the decision maker, identify a better course of action and make a better decision than he might have otherwise made."

The terms analysis and synthesis come from classical Greek where they mean respectively "to take apart" and "to put together". According to Tom Ritchey (1991) "these terms are used within most modern scientific disciplines -- from mathematics and logic to economy and psychology -- to denote similar investigative procedures. In general, analysis is defined as the procedure by which we break down an intellectual or substantial whole into parts or components. Synthesis is defined as the opposite procedure: to combine separate elements or components in order to form a coherent whole".

The systems discussed within systems analysis can be within any field such as: industrial processes, management, decision making processes, environmental protection processes, etc. The brothers Howard T. Odum and Eugene Odum began applying a systems view to ecology in 1953, building on the work of Raymond Lindeman (1942) and Arthur Tansley (1935).

Systems analysis researchers apply mathematical methodology to the analysis of the systems involved trying to form a detailed overall picture.

The development of a computer-based information system often comprises the use of a systems analyst. When a computer-based information system is developed, systems analysis (according to the Waterfall model) would constitute the following steps:

* The development of a feasibility study, involving determining whether a project is economically, socially, technologically and organisationally feasible.
* Conducting fact-finding measures, designed to ascertain the requirements of the system's end-users. These typically span interviews, questionnaires, or visual observations of work on the existing system.
* Gauging how the end-users would operate the system (in terms of general experience in using computer hardware/software), what the system would be used for etc.
(http://en.wikipedia.org/wiki/Systems_analysis)

System Analyst
A systems analyst is responsible for researching, planning, coordinating and recommending software and system choices to meet an organization's business requirements. The systems analyst plays a vital role in the systems development process. A successful systems analyst must acquire four skills: analytical, technical, managerial, and interpersonal. Analytical skills enable systems analysts to understand the organization and its functions, which helps him/her to identify opportunities and to analyze and solve problems. Technical skills help systems analysts understand the potential and the limitations of information technology. The systems analyst must be able to work with various programming languages, operating systems, and computer hardware platforms. Management skills help systems analysts manage projects, resources, risk, and change. Interpersonal skills help systems analysts work with end users as well as with analysts, programmers, and other systems professionals.

Because they must write user requests into technical specifications, the systems analysts are the liaisons between vendors and the IT professionals of the organization they represent. They may be responsible for developing cost analysis, design considerations, and implementation time-lines. They may also be responsible for feasibility studies of a computer system before making recommendations to senior management.

A systems analyst performs the following tasks:

* Interact with the customers to know their requirements
* Interact with designers to convey the possible interface of the software
* Interact/guide the coders/developers to keep track of system development
* Perform system testing with sample/live data with the help of testers
* Implement the new system
* Prepare High quality Documentation

Many systems analysts have morphed into business analysts. And, the Bureau of Labor Statistics reports that "Increasingly, employers are seeking individuals who have a master’s degree in business administration (MBA) with a concentration in information systems."
(http://en.wikipedia.org/wiki/Systems_analyst)

A system analyst is the person who selects and configures computer systems for an organization or business. His or her job typically begins with determining the intended purpose of the computers. This means the analyst must understand the general objectives of the business, as well as what each individual user's job requires. Once the system analyst has determined the general and specific needs of the business, he can choose appropriate systems that will help accomplish the goals of the business.

When configuring computer systems for a business, the analyst must select both hardware and software. The hardware aspect includes customizing each computer's configuration, such as the processor speed, amount of RAM, hard drive space, video card, and monitor size. It may also involve choosing networking equipment that will link the computers together. The software side includes the operating system and applications that are installed on each system. The software programs each person requires may differ greatly between users, which is why it is important that the system analyst knows the specific needs of each user.

To summarize, the system analyst's job is to choose the most efficient computer solutions for a business, while making sure the systems meet all the company's needs. Therefore, the system analyst must have a solid understanding of computer hardware and software and should keep up-to-date on all the latest technologies. He must also be willing to listen to the constant needs and complaints of the users he builds systems for.(http://www.techterms.com/definition/systemanalyst)

Project Manager
A project manager is a professional in the field of project management. Project managers can have the responsibility of the planning, execution, and closing of any project, typically relating to construction industry, architecture, computer networking, telecommunications or software development.

Many other fields in the production, design and service industries also have project managers.

A project manager is the person accountable for accomplishing the stated project objectives. Key project management responsibilities include creating clear and attainable project objectives, building the project requirements, and managing the triple constraint for projects, which are; cost, time, and quality (also known as scope).

A project manager is often a client representative and has to determine and implement the exact needs of the client, based on knowledge of the firm they are representing. The ability to adapt to the various internal procedures of the contracting party, and to form close links with the nominated representatives, is essential in ensuring that the key issues of cost, time, quality and above all, client satisfaction, can be realized.

Project management
Project Management is quite often the province and responsibility of an individual project manager. This individual seldom participates directly in the activities that produce the end result, but rather strives to maintain the progress and mutual interaction and tasks of various parties in such a way that reduces the risk of overall failure, maximizes benefits, and restricts costs.

Products and services
Any type of product or service — pharmaceuticals, building construction, vehicles, electronics, computer software, financial services, etc. — may have its implementation overseen by a project manager and its operations by a product manager.

Project tools
The tools, knowledge and techniques for managing projects are often unique to Project Management. For example: work breakdown structures, critical path analysis and earned value management. Understanding and applying the tools and techniques which are generally recognized as good practices are not sufficient alone for effective project management. Effective project management requires that the project manager understands and uses the knowledge and skills from at least four areas of expertise. Examples are PMBOK, Application Area Knowledge: standards and regulations set forth by ISO for project management, General Management Skills and Project Environment Management

Project teams
When recruiting and building an effective team, the manager must consider not only the technical skills of each person, but also the critical roles and chemistry between workers. A project team has mainly three separate components: Project Manager, Core Team and Contracted Team.

Risk
Most of the project management issues that influence a project arise from risk, which in turn arises from uncertainty. The successful project manager focuses on this as his/her main concern and attempts to reduce risk significantly, often by adhering to a policy of open communication, ensuring that project participants can voice their opinions and concerns.(http://en.wikipedia.org/wiki/Project_manager)

Now that we have a better understanding of each terms, we will now discuss the role of Systems Analyst as the Project Manager of a team.

Role of Systems Analyst

The system analyst is the person (or persons) who guides through the development of an information system. In performing these tasks the analyst must always match the information system objectives with the goals of the organization.

Role of System Analyst differs from organization to organization. Most common responsibilities of System Analyst are following
1) System analysis

It includes system's study in order to get facts about business activity. It is about getting information and determining requirements. Here the responsibility includes only requirement determination, not the design of the system.
2) System analysis and design:

Here apart from the analysis work, Analyst is also responsible for the designing of the new system/application.
3) Systems analysis, design, and programming:

Here Analyst is also required to perform as a programmer, where he actually writes the code to implement the design of the proposed application.

Due to the various responsibilities that a system analyst requires to handle, he has to be multifaceted person with varied skills required at various stages of the life cycle. In addition to the technical know-how of the information system development a system analyst should also have the following knowledge.

*

Business knowledge: As the analyst might have to develop any kind of a business system, he should be familiar with the general functioning of all kind of businesses.
*

Interpersonal skills: Such skills are required at various stages of development process for interacting with the users and extracting the requirements out of them
*

Problem solving skills: A system analyst should have enough problem solving skills for defining the alternate solutions to the system and also for the problems occurring at the various stages of the development process.
(http://www.freetutes.com/systemanalysis/role-of-system-analyst.html)

A firms view: Good System Analyst

Our group decided to have our letter of approval for the interview on the Andres M. Soriano (AMS) Group of Companies. We have conducted the interview with the MIS Head/System Analyst of the Andres M. Soriano (AMS) Group of Companies, Mr. Gemrald Glibara.

But, before going to what we have learned from the interview, let us first define system analysis.

system Analysis has many different meanings. In the sense adopted for the Handbook, systems analysis is an explicit formal inquiry carried out to help someone (referred to as the decision maker) identify a better course of action and make a better decision than he might otherwise have made. The characteristic attributes of a problem situation where systems analysis is called upon are complexity of the issue and uncertainty of the outcome of any course of action that might reasonably be taken. Systems analysis usually has some combination of the following: identification and re-identification) of objectives, constraintS, and alternative courses of action; examination of the probable consequences of the alternatives in terms of costs, benefits, and risks; presentation of the results in a comparative framework so that the decision maker can make an informed choice from among the alternatives. The typical use of systems analysis is to guide decisions on issues such as national or corporate plans and programs, resource use and protection policies, research and development in technology, regional and urban development, educational systems, and?alth and other social services. Clearly, the nature of these problems requires an interdisciplinary approach. There are several specific kinds or focuses of systems analysis for which different terms are used: A systems analysis related to public decisions is often referred to as a policy analysis (in the United States the terms are used interchangeably). A systems analysis that concentrates on comparison and ranking of alternatives on basis of their known characteristics is referred to as decision analysis.

That part or aspect of systems analysis that concentrates on finding out whether an intended course of action violates any constraints is referred to as feasibility analysis. A systems analysis in which the alternatives are ranked in terms of effectiveness for fixed cost or in terms of cost for equal effectiveness is referred to as cost-effectiveness analysis. cost-benefit effectiveness is a study where for each alternative the time stream of costs and the time stream of benefits (both in monetary units) are discounted (to yield their present values. The comparison and ranking are made in terms of net benefits (benefits minus cost) or the ratio of benefits to costs. In risk-benefit analysis , cost (in monetary units) is assigned to each risk so as to make possible a comparison of the discounted sum of these costs (and of other costs as well) with the discounted sum of benefits that are predicted to result from the decision. The risks considered are usually events whose probability of occurrence is low, but whose adverse consequences would be important (e.g., events such as an earthquake or explosion of a plant). (http://pespmc1.vub.ac.be/ASC/System_analy.html)

Technical, Managerial, Communication Skills of a System Analyst

Technical skills needed by systems analysts include but are not limited to:
1. Computers (PCs, mini, mainframes, etc.)
2. Computer networks (LAN, WAN, VPNs, administration, security, etc.)
3. Operating systems (Unix, Mac/OS, Windows)
4. Data Exchange Protocols (ftp, http, etc.)
5. Programming languages (C++, Java, XML, etc.)
6. Software applications (Office, project managements, etc.)
7. Information systems (databases, MISs, decision support systems)
8. System development tools and environments (such as report generators, office automation tools, etc.)


Managerial skills needed by systems analysts include but are not limited to:
1. resource management effectively managing the project’s resources, including time, equipment, hardware, software, people, money, etc.,
2. project management determining the tasks and resources needed for a project and how they are related to each other,
3. risk management identifying and minimizing risks,
4. change management managing the system’s (organization's) transition from one state to another
3. What kind of communication skills are needed for systems analysts?

Communication skills needed by systems analysts include:

1. clear and effective interpersonal communication, whether written, verbal, or visual, from writing reports to face–to–face conversations, to presentations in front of groups;
2. listening (accepting opinions and ideas from other project team members),
3. group facilitation or formal technical reviews (FTR) skills:
- setting an agenda,
- leading discussions,
- involving all parties in the discussion,
- summarizing ideas,
- keeping discussions on the agenda, etc.
(http://www.interlabs.bradley.edu/NSF_CCLI/Demo/class6/module6/Skills_Pretest_Posttest_Answers.pdf)

In the interview, talk about on how to become a system analyst and what is the frustration does the users and planners encounter during and after the project. During the interview we have come up with a questiopn about thae characteristics of a good System Analyst.

As the interviewee, Mr. Glibara would say, System Analyst should have the following characteristics:

• Able to cope with technological changes
• Ablle to cope with the frustrations with implemented information system
• Able to communicate
• A solution provider with regards to the demand of the client; and
• Has a wide range of thinking and understanding.

We have also asked him about the process model(s) that the department has been using in developing projects.

System Development Cycle (SDLC)

The Systems Development Life Cycle (SDLC), or Software Development Life Cycle in systems engineering and software engineering, is the process of creating or altering systems, and the models and methodologies that people use to develop these systems. The concept generally refers to computer or information systems.

In software engineering the SDLC concept underpins many kinds of software development methodologies. These methodologies form the framework for planning and controlling the creation of an information system: the software development process.

A Systems Development Life Cycle (SDLC) is any logical process used by a systems analyst to develop an information system, including requirements, validation, training, and user (stakeholder) ownership. Any SDLC should result in a high quality system that meets or exceeds customer expectations, reaches completion within time and cost estimates, works effectively and efficiently in the current and planned Information Technology infrastructure, and is inexpensive to maintain and cost-effective to enhance.

Computer systems have become more complex and often (especially with the advent of Service-Oriented Architecture) link multiple traditional systems potentially supplied by different software vendors. To manage this level of complexity, a number of systems development life cycle (SDLC) models have been created: "waterfall"; "fountain"; "spiral"; "build and fix"; "rapid prototyping"; "incremental"; and "synchronize and stabilize".[citation needed]

SDLC models can be described along a spectrum of agile to iterative to sequential. Agile methodologies, such as XP and Scrum, focus on light-weight processes which allow for rapid changes along the development cycle. Iterative methodologies, such as Rational Unified Process and Dynamic Systems Development Method, focus on limited project scopes and expanding or improving products by multiple iterations. Sequential or big-design-upfront (BDUF) models, such as Waterfall, focus on complete and correct planning to guide large projects and risks to successful and predictable results.[citation needed]

Some agile and iterative proponents confuse the term SDLC with sequential or "more traditional" processes; however, SDLC is an umbrella term for all methodologies for the design, implementation, and release of software.

In project management a project can be defined both with a project life cycle (PLC) and an SDLC, during which slightly different activities occur. According to Taylor (2004) "the project life cycle encompasses all the activities of the project, while the systems development life cycle focuses on realizing the product requirements".
(http://en.wikipedia.org/wiki/Systems_Development_Life_Cycle)

The systems development life cycle (SDLC) is a conceptual model used in project management that describes the stages involved in an information system development project, from an initial feasibility study through maintenance of the completed application.
Various SDLC methodologies have been developed to guide the processes involved, including the waterfall model (which was the original SDLC method); rapid application development (RAD); joint application development (JAD); the fountain model; the spiral model; build and fix; and synchronize-and-stabilize. Frequently, several models are combined into some sort of hybrid methodology. Documentation is crucial regardless of the type of model chosen or devised for any application, and is usually done in parallel with the development process. Some methods work better for specific types of projects, but in the final analysis, the most important factor for the success of a project may be how closely the particular plan was followed.

In general, an SDLC methodology follows the following steps:

1. The existing system is evaluated. Deficiencies are identified. This can be done by interviewing users of the system and consulting with support personnel.

2. The new system requirements are defined. In particular, the deficiencies in the existing system must be addressed with specific proposals for improvement.

3. The proposed system is designed. Plans are laid out concerning the physical construction, hardware, operating systems, programming, communications, and security issues.

4. The new system is developed. The new components and programs must be obtained and installed. Users of the system must be trained in its use, and all aspects of performance must be tested. If necessary, adjustments must be made at this stage.

5. The system is put into use. This can be done in various ways. The new system can phased in, according to application or location, and the old system gradually replaced. In some cases, it may be more cost-effective to shut down the old system and implement the new system all at once.

6. Once the new system is up and running for a while, it should be exhaustively evaluated. Maintenance must be kept up rigorously at all times. Users of the system should be kept up-to-date concerning the latest modifications and procedures.
(http://searchsoftwarequality.techtarget.com/sDefinition/0,,sid92_gci755068,00.html)

What is the importance of the design phase of SDLC?


Interpersonal skills
These includes the following:

Communication:

It is an interpersonal quality; the system analyst must have command on English language. Communication is necessary to establish a proper relationship between system analyst and the user.
Communication is need to gather correct information.

Understanding:

This is also an interpersonal quality of the system analyst, understanding includes :
a. Understanding of the objectives of the organization.
b. Understanding the problems of the system.
c. Understanding the information given by the user or employee of the organization.

Selling:

The ideas of the system analyst are his products which he sells to the manager of a particular organization. The system analyst must have not only the ability of creating ideas but also to sell his ideas.

Teaching:

It is also an interpersonal quality. A system analyst must have teaching skills. He must have the ability to teach team members and the users. He has to teach about the new system and also about the proper use of the new system.

New technology:

An analyst is an agent of change, he or she must have the ability to show all the benefits of the candidate system with the new technological advancement, he must knew about.


Another list of skills that analyst must posses to be more effective in any design modeling process:

Analysis and Solution Definition Skills:

•To coordinate with Solution and Demand Management (SDM) team and different business users to manage business requirements and develop clear and workable high level assessments and Solution Design documents fulfilling business needs and in line with Technology and IT ability to deliver.
•To always drive and personally perform research and investigation in all relevant technology and business areas to ensure the Intranet presences is coping with industry standards.
•Translate requirements defined by business analyst into logical, economical and practical system designs.
•Analyzes and Designs system flow and procedures to ensure optimum control and security of data and efficient use of resources
•Develops functional specifications and system design specifications for client engagements.
•Work with vendors and service providers to analyze, design and implement robust, extensible and creative web solutions weighing costs versus benefits.
•Write high and detailed level business requirement documents
•Liaise with business users for requirements gathering, analysis and delivery
•Ensure proper development and implementation of projects by smartly decide on how to implement solutions by assessing all options of in-house development, out-sourcing and/or produced solutions

Technical Skills for Recommendation and Testing:

•Leads testing efforts.
•Ensures issues are identified, tracked, reported on and resolved in a timely manner.
•Works with client personnel to identify required changes.
•Communicates needed changes to development team.
Project Execution:
•Ensure that company’s policies and regulations are thoroughly followed in all projects. This includes but not limited to policies for procurement, vendor relations, legal, financial, human resources, customer service and technology.
•To ensure that the implemented solutions shall operate as planned by ensuring proper and comprehensive coordination with all IT and technology operation teams. This includes but not limited to planning and executions of SLAs, Training, Escalations Matrix & Procedures, Maintenance Windows, etc.
•Assists in enforcement of project deadlines and schedules.
•Takes input from supervisor and appropriately and accurately applies comments/feedback.
•Manages resources in accordance with project schedule.
•Consistently delivers high-quality services to our clients.
•Apply best-practices in Project Management to ensure robust project planning and monitor project execution, shorten the development cycles, and ensure on-time and on-budget delivery based on PMI Methodology
•Manage project change requests by liaising with CR department, business users and vendors to come up with the best solution that would accommodate the CR performance needs (scope, time, quality, cost and customer satisfaction)
•Ensure tight and close management to development and implementation teams including staff, contractors and vendors on-site and off-shore and to proactively avoid delay in the execution by proper follow-up, communication and escalation
•Manage teams including staff, contractors and vendors on-site and off-shore and to proactively avoid delay in the execution by proper follow-up, communication and escalation
•Monitor project performance and adherence deadlines to ensure delivery on time and within cost
•Collaborate and manage project stakeholders, manage expectations and report progress

Communication Skills:

•Assists in the facilitation of team and client meetings.
•Delivers informative, well-organized presentations.
•Understands how to communicate difficult/sensitive information tactfully.
•Communication and interpersonal skills, Ability to foster a co-operative work environment

Technical Understanding Skills:

•Possesses understanding in the areas of application programming, database and system design.
•Understands Internet, Intranet, Extranet and client/server architectures.
•Understands how legacy and web-based systems interface with each other.
•Architect technical web solutions in support of corporate IT/business objectives.
•Review technical designs & specifications and identify website or system deficiencies, and thereby recommending appropriate solutions.
•Support and maintain the existing corporate website and functionalities, including documentation of functional and systems specifications.
•To undertake research and investigation for all development related technologies, techniques, best-practices and forums.

Problem Solving Skills:

•Follow up the defects of the systems and prepare needed development/testing environments (SIT and UAT)
•Exhibits confidence and an extensive knowledge of emerging industry practices when solving business problems.
•Pushes creative thinking beyond the boundaries of existing industry practices and client mindsets.
•Ensure business requirements are met, and user satisfaction
•Process, validate and approve vendors’ invoices and purchase orders
•Monitor project performance and adherence to project plan execution, overall change control

Leadership and Teamwork Skills:

•Ensure that the implemented solutions shall operate as planned by ensuring proper and comprehensive coordination with all IT and technology operation teams as planned in SLAs
•Take proactive and corrective action as necessary and within established guidelines
•Proven leadership capability in managing teams, setting common ground rules and conflict resolution
•Able to support multiple projects concurrently and efficiently
•Acumen and awareness of the latest business and technologies thru research and development

Knowledge, Skills, Experience and Competencies:

•Software development skills
•Analysis & Design skills
•Communication skills
•Conflict Resolution skills
•Presentation skills
•Team Work & cooperation
•Can-Do Attitude
•Team Building & Coaching
•Customer-Centric Thinking
•Result Oriented
•Flexibility
(http://www.blurtit.com/q170760.html)

From what the interviewee says, opinion on how to be a Systems analysts is that he/she must be able to think logically and is a good communicator, meaning he/she must be good in speaking the universal language, which is English. Another thing is, he/she should be able to persuade client with his/her skills. Since they sometimes work in teams, in order to make large projects possible or successful, they must be able to communicate effectively with computer personnel, such as programmers and managers, as well as with users or other staff who may have no technical computer background.

In his view except from him, being the MIS department head, he is, at the same time the System Analyst of the team. But, they lack programmers in their department and he said he can do programming but he find it really hard to be a “one-man-team”. Of course, analysts should be familiar with programming languages and have a broad knowledge and experience with computer systems and technologies, strong problem-solving and analysis skills. AMS is a business-oriented company, that’s why it is required for the employees or staff to have a background on business-related transactions.

A must have skill when you are or want to be a System Analyst is the skill to choose the right and best process model for the project. In AMS, Rapid Application Development.

What is Rapid Application Development?

Rapid Application Development (RAD) refers to a type of software development methodology that uses minimal planning in favor of rapid prototyping. The "planning" of software developed using RAD is interleaved with writing the software itself. The lack of extensive pre-planning generally allows software to be written much faster, and makes it easier to change requirements.

Rapid Application Development is a software development methodology that involves techniques like iterative development and software prototyping. According to Whitten (2004), it is a merger of various structured techniques, especially data-driven Information Engineering, with prototyping techniques to accelerate software systems development.

In Rapid Application Development, structured techniques and prototyping are especially used to define users' requirements and to design the final system. The development process starts with the development of preliminary data models and business process models using structured techniques. In the next stage, requirements are verified using prototyping, eventually to refine the data and process models. These stages are repeated iteratively; further development results in "a combined business requirements and technical design statement to be used for constructing new systems".

RAD approaches may entail compromises in functionality and performance in exchange for enabling faster development and facilitating application maintenance. (http://en.wikipedia.org/wiki/Rapid_application_development)

Mr. Gemrald Glibara and the company do not to use Waterfall Method, because they think that they are developing an enterprise systems, and the most common thing that woul happen is it overruns. They are used to RAD process model.

In my opwn views, it is very critical that a System Analyst is able to foresee future problems that will hit the project team and the firm itself. This would be a very good quality skill that may be able to rest assure that the firm would be very effective in the future.

Another thing is, the most important skill is to become a good and excellent communicator or better have a practice and develop each employees or staffs communication skills.

System Analyst

What is System Analysis

This term has many different meanings. In the sense adopted for the Handbook, systems analysis is an explicit formal inquiry carried out to help someone (referred to as the decision maker) identify a better course of action and make a better decision than he might otherwise have made. The characteristic attributes of a problem situation where systems analysis is called upon are complexity of the issue and uncertainty of the outcome of any course of action that might reasonably be taken. Systems analysis usually has some combination of the following: identification and re-identification) of objectives, constraintS, and alternative courses of action; examination of the probable consequences of the alternatives in terms of costs, benefits, and risks; presentation of the results in a comparative framework so that the decision maker can make an informed choice from among the alternatives. The typical use of systems analysis is to guide decisions on issues such as national or corporate plans and programs, resource use and protection policies, research and development in technology, regional and urban development, educational systems, and?alth and other social services. Clearly, the nature of these problems requires an interdisciplinary approach. There are several specific kinds or focuses of systems analysis for which different terms are used: A systems analysis related to public decisions is often referred to as a policy analysis (in the United States the terms are used interchangeably). A systems analysis that concentrates on comparison and ranking of alternatives on basis of their known characteristics is referred to as decision analysis.

That part or aspect of systems analysis that concentrates on finding out whether an intended course of action violates any constraints is referred to as feasibility analysis. A systems analysis in which the alternatives are ranked in terms of effectiveness for fixed cost or in terms of cost for equal effectiveness is referred to as cost-effectiveness analysis. cost-benefit effectiveness is a study where for each alternative the time stream of costs and the time stream of benefits (both in monetary units) are discounted (to yield their present values. The comparison and ranking are made in terms of net benefits (benefits minus cost) or the ratio of benefits to costs. In risk-benefit analysis , cost (in monetary units) is assigned to each risk so as to make possible a comparison of the discounted sum of these costs (and of other costs as well) with the discounted sum of benefits that are predicted to result from the decision. The risks considered are usually events whose probability of occurrence is low, but whose adverse consequences would be important (e.g., events such as an earthquake or explosion of a plant). (http://pespmc1.vub.ac.be/ASC/System_analy.html)

Information Systems Analyst

During the 1960’s and early 1970’s, the field of systems development was run by either a programmer or a system analyst. There were more analysts than programmers at that time yet since computing was just new in the corporate arena and there were those who could still look at systems as a whole. But there was so great a need for people who could program computers, thus the rise of programming.

Programming was so much a trend that many authors started writing books on how to boost programmer productivity, which led to the introduction of Structured Programming in the late 1970’s. Shortly thereafter, the Computer Aided Software Engineering or the CASE movement followed.

In the 1980’s, the rise of programming has led to the tremendous decline in system analysis, with trade groups slowly folding up. New job titles were introduced such as analyst/programmer and software engineer. The emphasis of the former title was more on programming, not systems analysis. At present, programmers are so much in demand in the corporate world, particularly in the Information Technology field.

Although a programmer and systems analyst may have pretty much the same scope in performing tasks, the two are still set apart by several characteristics. The programmer is more introverted and puts more focus on technology. A systems analyst, on the other hand, studies a business’s information requirements and designs system solutions that satisfy them.

Moreover, as the middleman of the programming staff, the analyst is responsible for specifying software requirements as well. Most analysts are also usually extroverted and business-minded and they should also be able to communicate well both verbally and in written in order to work effectively with the programming staff and the end-users. Additionally, they should also be able to conduct interviews, create presentations and look at things in a bigger scope.

The systems analyst knows and understands the problems encountered by end users as well the operations of the users’ department. In fact, analysts can make great candidates for top management positions. However, this has not materialized for some time now because the demand for analysts has dwindled for many years already.

Proper systems analysis plays an important role in increasing programmer productivity as analysts can provide quality specifications for application tasks. Programmers may lose valuable time without the help of systems analysts, as they may have to make second guesses as to what the end users want. As a result, this could lead to constant rewriting of software.

Simply put, programmers can improve their productivity through quality data and processing specifications that systems analysts can provide. In fact, this is even found to be even better than any available programming technique or tool there is. With good systems analysis, programming is made easier because the focus is on upfront work.

System problems cannot be completely solved with the mere use of programming techniques and tools alone – it also needs good systems analysis as well. And apart from its vital functions, good systems analysis can actually be an important factor in increasing programmer productivity too.(http://www.ankosnet.org/59-good-systems-analysis-in-increasing-programmer-productivity)

Distinguishing Characteristics of Work

This is technical and analytical work in planning and developing system requirements and enhancements for users of the State Courts' information system. The information systems analyst assists a senior analyst or consultant in determining the feasibility of implementing new computer applications or upgrades. The information systems analyst meets with users to determine and assess user needs, and designs and tests applications and enhancements. The information systems analyst is also responsible for debugging applications and providing technical support and training to users. The information systems analyst will prepare technical documentation and procedural instructions for implementing systems software. Working relationships are established with state courts personnel. Work is performed under the general supervision of the Information Systems Analyst Manager.

Education and Training Guidelines
Graduation from an accredited four year college or university with a degree in computer science or management information systems, or a degree in mathematics, statistics, or engineering with course work in computer science or management information systems, and one year of experience in systems analysis and programming. Progressively responsible experience in information systems (excluding data entry) may substitute for the recommended college education on a year for year basis.

Knowledge, Skills, and Abilities
Knowledge of computer capabilities, systems analysis, data processing, and programming techniques. Knowledge of and ability to use 3rd and 4th generation programming languages. Knowledge of the State Courts System organization, financial management methods, and record keeping practices. Ability to conduct a feasibility analysis of systems and programs requirements. Ability to prepare clear, detailed programs of instruction for users of the State Courts System management information system. Ability to detect errors on detailed charts, diagrams, and code sheets. Ability to interpret diagrammatic presentations of work flow, and prepare computer block diagrams and flow charts. Ability to act as a project leader. Ability to operate an on-line date entry terminal.(www.flcourts.org/gen_public/employment/bin/infosystanalyst.pdf)

Of course, the reason why they are called system analyst is, they need to have a very good skill in anlyzing problems. Here are some description of what should a System Analyst have:


9 main characteristics of any system:
- input,
- output,
- boundary,
- components,
- relationships,
- constraints,
- purpose,
- interfaces, and
- environment.

Course Web site as a system:

• Components - course syllabus, timetable, announcements, PPT slides with lecture notes, communications tools, homework assignments, downloadable software, examples of course projects, etc.
• Relations - one-to-one correspondence between course timetable and classes, deadlines for submissions of homework, etc.
• Boundary - this web site works only for one course and registered students.
• Purpose - gain knowledge in a specific area.
• Environment - particular university or college.
• Interfaces - Internet-based interface (GUI).
• Input - requests from students and instructor (open file, print file, etc.).
• Output - requested specific information (specific homework assignment).
• Constraints - limited to a particular class, a particular college/university.
• Systems for School:
• Some inputs: new students, new faculty, new employees, supplies, or funding.
• Some outputs: graduating or transferring students, faculty and other employees who take jobs elsewhere, knowledge, or inventions.
• Boundary for a university: example may include campus with satellite colleges/departments
• Components of a university: academic colleges and departments, buildings, classrooms, labs; academic functions such as registration and advising.
• Relationships student to student, faculty to student, department to college, etc.
• Constraints: funding, space (land), parking, number of students, etc,
• Interfaces: university web sites, phones, faxes, newsletters, etc.
• Purpose: produces top-quality graduates.
• Environment: community for community colleges, state or set of states for local (regional) universities.

4 main skills of a system analysts:

1. Analytical Skills ability to see things as systems, identify, analyze, and solve problems in an optimal way for a specific organization.
2. Technical Skills ability to understand how computers, data networks, databases, operating systems, etc. work together, as well as their potentials and limitations.
3. Management Skills include organization’s recourse management, project management (people and money), risk management, and change management.

Communication Skills include effective interpersonal communication (written, verbal, visual, electronic, face-to-face conversations, presentations in front of groups), listening, group facilitation skills.

Most important system concepts:

• Open system: a system that interacts freely with its environment, taking input and returning output.
• Closed system: a system that is cut off from its environment and does not interact with it.
• Modularity is dividing a system into parts/chunks/modules of relatively uniform size.
• Decomposition is the process of breaking down a system into its component parts.
• Coupling is the extent to which subsystems are dependent on each other

Technical, Managerial, Communication Skills of a System Analyst

Technical skills needed by systems analysts include but are not limited to:
1. Computers (PCs, mini, mainframes, etc.)
2. Computer networks (LAN, WAN, VPNs, administration, security, etc.)
3. Operating systems (Unix, Mac/OS, Windows)
4. Data Exchange Protocols (ftp, http, etc.)
5. Programming languages (C++, Java, XML, etc.)
6. Software applications (Office, project managements, etc.)
7. Information systems (databases, MISs, decision support systems)
8. System development tools and environments (such as report generators, office automation tools, etc.)


Managerial skills needed by systems analysts include but are not limited to:
1. resource management effectively managing the project’s resources, including time, equipment, hardware, software, people, money, etc.,
2. project management determining the tasks and resources needed for a project and how they are related to each other,
3. risk management identifying and minimizing risks,
4. change management managing the system’s (organization's) transition from one state to another
3. What kind of communication skills are needed for systems analysts?

Communication skills needed by systems analysts include:

1. clear and effective interpersonal communication, whether written, verbal, or visual, from writing reports to face–to–face conversations, to presentations in front of groups;
2. listening (accepting opinions and ideas from other project team members),
3. group facilitation or formal technical reviews (FTR) skills:
- setting an agenda,
- leading discussions,
- involving all parties in the discussion,
- summarizing ideas,
- keeping discussions on the agenda, etc.

Characteristics of high-performance team:
1. shared vision or goal
2. sense of team identity
3. result-driven structure
4. competent team members
5. commitment to the team
6. mutual trust
7. interdependence among team members
8. effective communication
9. sense of autonomy
10. small team size
11. high level of enjoyment

(http://www.interlabs.bradley.edu/NSF_CCLI/Demo/class6/module6/Skills_Pretest_Posttest_Answers.pdf)