Procedure of Analyzing the Existing System

 

System analyst while analyzing the existing system should:

 

1. Carry out the analysis of the system at a place where the system is functioning. This step will ensure that the analyst is accepted as one of those operating the system.
2. Note down the key personnel in the system besides the head of the department. The key personnel are those who contribute towards the system operations.
3. Spend some time with the operating personnel and observe the system to understand the finer details of the system.
4. Define the scope of the system and its objective.
5. Collect all the documents which are raised in the system. These documents carry data from one point to another. The documents could be printed or handwritten.
6. Collect separately the outputs such as statements, reports, memos, etc. made in the system to throw more light on the information it generates.
7. Make a list of rules, formulae, guidelines, policies, etc., which are used in running the system.
8. Note down the checkpoints and the controls used in the system to ensure that the dataflow is complete, processing of the data is correct and the analysis is precise.
9. Study the flow of data in the system in units, summary and aggregates from document to document from one stage to the other.
10. Make a small system note as a base document and seek an appointment with each head of the department to discuss the system.
11. Examine whether the achievement of the system's objectives is feasible in the present system.
12. If there are problems in the feasibility of implementation, then examine whether the present system can be modified by introduction of documents, controls, procedures and systems. If this is not possible, redefine the scope of the system and objectives in the light of the study.
13. Draw a revised system flow chart to indicate how the system runs the major steps of processing the information. This chart should include all the modifications which had been suggested and accepted.
14. Discuss the flow chart with the personnel operating the system so that they understand the system.
15. Make a list of the outputs (statements, reports) containing information. Get the contents of the reports approved by the head of the department.
16. Analyze the requirements of the information and reports from the utility point of view.
17. Compare the costs of the old and the new system, and benefits offered.
18. Obtain approval of the new system from the users and the top management.
19. Write a system manual for use of the people in the department for reference to the other users of the system.