System analysis of the existing system:
Analysis of the existing system has the following advantages.
- It helps to understand the existing system.
- It helps to understand the objectives achieved by the existing system.
- It helps to identify the position of each sub system in the MIS design.
- It helps to find whether the system is feasible or infeasible.
- It helps to find the information needs.
- It helps to study whether the cost invested in system design improves the value of information needed.
Procedure of analysing the existing system:
The following are the important procedures involved in analysing the existing system.
- Carry out the analysis of the system at a place where it is functioning. This makes the people to accept the analysis as one among them.
- Make note of the important persons other than head of departments who are contributing towards system operation.
- Spend enough time with the operating person to study and observe the inner details of the system operation.
- Collect all the documents which carry data from one point to another. While collecting the documents note down the following details.
- Who prepares the document.
- The purpose it achieves.
- The manner in which it is distributed.
- Make a list of rules, formulae, guidelines, policies etc., used in running the system.
- Note down the check points and controls for controlling.
- Data flow
- Study the data flow, summary and aggregates from document to document and from one stage to another.
- After making a note of the initial study meet each head of the department and have a discussion covering the following.
- Whether your understanding is same as the head of the department.
- Whether he has any other objectives which the system should achieve.
- Check whether the data, rules, methods and models available in the existing system is enough to achieve the systems objectives.
- If the analysis is feasible draw the revised system flow chart. This chart must contain all the modifications which are suggested and accepted.
- Discuss and explain the flow chart with the persons operating the system. This helps to understand the system and appreciate the changes.
- Make the list of outputs containing information approved by the head of the departments.
- Compare the cost bebefit analysis of old and new system.
- Obtain the approval of the new system from the normal users and top management.
- Write the system manual. This helps the people in the department and other users of the system.