Analysis Phase Output

Section 0: Module Objectives or Competencies

Section 1: Overview

The analysis phase produces two documents – the problem specification and the system proposal.

• The problem specification contains such items as the data flow diagrams and/or use cases, and will be used as the basis of the design phase.
• The system proposal is a summary of the analysis effort, and will be used to convince management to allow project development to continue on into the design phase.

Section 2: Problem Specification

As noted, the problem specification contains the results of the analysis phase, such as the data flow diagrams and/or use cases, and will serve as the basis of the design phase.

Components

• Table of Contents – a list of what the problem specification contains.
• Current System Deficiencies – formal list of problems in current system.
• New System Restrictions – documentation of any restrictions that will limit the choice of systems, including the resources available (machines, people, and money) and the maximum time until project completion.
• Acceptance Criteria – details what must be delivered by any new system.
  • These criteria ensure that the requirements have been met.
  • Analysts must work closely with users so there is some means of modifying the system and its acceptance criteria as the project progresses.
• System Models – This consists of…
  • DFDs (both logical and physical, showing the evolution from current model to new model)
  • data models
  • cost-benefit analysis
  • chosen model is put into the problem specification, accompanied by management's written authorization to continue forward with this option
  • rejected system models are included in an appendix to the problem specification, available for reference
• Data Dictionary – if done correctly, the data dictionary has been continually modified as the project has progressed, so it should be in an advanced form at this point.
• Guide to the Problem Specification – includes an explanation of the function of each document and the conventions adopted for each one. The guide should be reusable from project to project.
• Index – includes all key concepts and terms.
• Additional Requirements – can be used to document any peculiarities.

Section 3: Systems Proposal

In highly structured software development shops the A&D team may be required to seek management consent before continuing on the the design phase.

• The systems proposal is the embodiment of all the analysis effort and is the critical document for selling the system.
• The systems analyst has three main steps to follow for putting together an effective systems proposal:
  • functionally organizing the proposal content
  • writing the proposal in an appropriate business style
  • orally presenting an informative systems proposal

Proposal Organization

• Cover letter – a letter to management and the IS task force listing people who did the study and summarizing the objectives of the study.
• Title page – lists the name of the project, the names of the analysis team members, and the date of submission.
• Table of Contents – needed in proposals of 10 pages or more.
• Executive Summary – explains the who, what, when, where, why, and how of the proposal. It should include the recommendations of the systems analyst and the desired management action.
• Outline of Systems Study – provides information about all of the methods used in the study and who or what was studied.
• Detailed Results of Systems Study – details what the analyst has found out about the current system.
• Systems Alternative – two or three alternative solutions that directly address the aforementioned problems.
• Systems Analyst's Recommendations – details the recommended solution, including the reasons supporting the recommendation.
• Proposal Summary – a brief statement that reiterates the contents of the executive summary.
• Appendices – includes any information that is important to specific individuals, but that is not essential for understanding the systems study and what is being proposed (assorted documentation, summary of phases, correspondence, etc.)

Visual Appearance of the Proposal

• The writing style should be based on what is most appropriate for the organization.
• The proposal can be enhanced through the correct use of figures, including tables and graphs. Figures must always be accompanied by a written interpretation in the proposal.
• Formatting considerations include the use of enough white space to set off text, sufficient headings and subheadings, page numbers, and minimal references and appendices.

Oral Presentation

• The oral presentation is based on the written proposal.
• One option is to create a slide show using presentation software.
• Graphics presentation packages and clip art can be used to produce more polished visual aids to accompany the oral presentation.