Download System Analysis and Design in Libraries and Information Centers: A Comprehensive Guide and more Cheat Sheet Computer Science in PDF only on Docsity!
LIBRARIES AND INFORMATION CENTERS
2S-LIS23 │ FIRST SEMESTER
A. System
● Also referred to as organization/s. ● A functional unit where staff interact and communicate with clients, forming a complete business system. ● System analyst is the one who runs the system/organization. ● These systems have varied objectives to maintain data and information and are made up of subsystems to achieve them. ● They are also responsible for maintaining data and information.
B. Components of a System
The basic components of a system are: ● Resources ● Procedures/Rules/Policies ● Data/ Information ● Processes/Function
B1. Resources
System can be executed but it needs resources. ● Resources can be hardware, software, and manpower. ● We also need time and money to ensure the project can be completed. ● All resources must be available during the project duration. ● Some resources might be shared with another ongoing project.
B2. Procedures
● System must function according to procedures or a set of rules defined by the organization. ● By following the right standard of procedures the system can achieve targeted objectives. ● Procedures will ensure that the system is in full compliance with the legislative requirements of the organization.
C. Data and Information
● Every system must have inputs and useful outputs. ● All these are data or information such as students’ names, students’ grades or results.
C1. Process
● Processes or functions are the operational components of the system. ● Feedback is also an important component in a system as it shall be used to improve the system. FIGURE 1: ● An organization (a system) is a functional unit where staff interact and communicate with clients,
Lesson 1: Defining Systems and Its
Components
● Definition of Systems
● Components of Systems
LIBRARIES AND INFORMATION CENTERS
2S-LIS23 │ FIRST SEMESTER forming a complete business system. ● These systems have varied objectives to maintain data and information and are made up of subsystems to achieve them. ● They are also responsible for maintaining data and information.
A. System Analyst
● Systematically assesses user interaction with technology and business functions. ● Examines data inputting and processing to improve organizational processes. ● Improves user support through computerized information systems. ● Uses System Analysis and Design to solve systems/business problems. ● Emphasizes a systematic, methodical approach to analyze and improve user experiences and business contexts. ● Requires experience in working with diverse teams and computers. Primary roles of the systems analyst ● Consultant ● Supporting expert ● Agent of change.
A1. Systems Analyst as Consultant
● Acts as a systems consultant to humans and businesses. ● Hired to address information systems issues within a business. ● Offers fresh perspective from outsiders. ● Can't fully understand true organizational culture. ● Relies on systematic methods to analyze and design appropriate information systems. ● Uses information systems users to understand organizational culture from others' viewpoints.
A2. Systems Analyst as Supporting
Expert
● Utilizes professional expertise on computer hardware and software. ● Works on minor modifications or decisions affecting a single department. ● Serves as a resource for those involved in the project. ● May encompass daily activities of a systems analyst in a manufacturing or service organization.
A3. Systems Analyst as Agent of
Change
● Systems analysts play a crucial role as agents of change, facilitating internal and external business changes. ● They interact with users and businesses for extended periods, acting as catalysts for change. ● The analyst must understand the needs of users and management from the start of the project. ● If necessary, a change plan is developed with the people who need to implement it.
Lesson 2: The Roles of System
Analyst
● System Analyst
● Role and Responsibility
LIBRARIES AND INFORMATION CENTERS
2S-LIS23 │ FIRST SEMESTER FIGURE 2: ● Planning stage involve many activities because it initiates with a project development request. ● The main goal is to identify the problem. ● Therefore need to establish either it is new or enhanced system. ● All possible alternative solutions must be think of. The best solution as a ‘proposed system’ shall be chosen. The proposed system is assess for its feasibility, meaning, evaluate for its practical and beneficial to build that system. Feasibility must be assess from developer and customer’s point of view. Six feasibility factors: ● Economical ● Technical ● Operational ● Legal ● Schedule ● Political
C. Testing stages
● Unit testing ● Integration testing ● System testing ● User Acceptance Test Implementation ● After user accept the system, it shall be deployed/install at user site. ● Developer also need to provide support and training of the system to user Maintenance ● System also needs maintenance over period of time. ● Maintenance can be on hardware and software. ● The system need to be maintain especially to debug errors. ● It may also need to be upgraded such as new functionality or demand from user. SDLC Model ● There are numbers of development models, which follow SDLC phases. ● The traditional SDLC model is Waterfall Model. ● It was developed in late 1960s in an attempt to introduce a more systematic engineering approach to software development. FIGURE 3: Waterfall Lifecycle Model
LIBRARIES AND INFORMATION CENTERS
2S-LIS23 │ FIRST SEMESTER
A. Types of System
Systems Development is a systematic process that includes phases such as: ● planning, ● analysis, ● design, ● deployment, ● and maintenance. Systems Analysis ● A process of collecting and interpreting facts. ● Identifies problems and decomposes a system into components. ● Study of system or parts to identify objectives. ● Problem-solving technique for system improvement. ● Specifies the system's intended actions. Systems Design ● Planning new business systems or replacing existing ones. ● Defines components or modules to meet specific requirements. ● Thorough understanding of the old system. ● Identifying efficient computer usage. Physical or Abstract Systems ● Tangible entities that can be touched and felt. ● Can be static or dynamic. ● Examples include desks and chairs in a computer center. ● Dynamic systems can change based on user needs. ● While abstract systems are non-physical entities or conceptual models of real systems. Open or Closed Systems ● Open systems interact with environment, delivering outputs to outside. ● For example, an information system which must adapt to the changing environmental conditions. ● Closed systems are isolated from environmental influences. ● Completely closed systems are rare. Adaptive and Non Adaptive System ● Adaptive systems improve performance and survive by adapting to environmental changes. ● Non-adaptive systems, like machines, do not respond to environmental changes. Permanent or Temporary System
Lesson 4: Types of System
● Types of System
● Categories of Information
LIBRARIES AND INFORMATION CENTERS
2S-LIS23 │ FIRST SEMESTER ● For example, trends in revenues, financial investment, and human resources, and population growth. ● This type of information is achieved with the aid of Decision Support System (DSS). Managerial Information ● This type of Information is required by middle management for short and intermediate range planning which is in terms of months. ● For example, sales analysis, cash flow projection, and annual financial statements. ● It is achieved with the aid of Management Information Systems (MIS). Operational information ● This type of information is required by low management for daily and short term planning to enforce day-to-day operational activities. ● For example, keeping employee attendance records, overdue purchase orders, and current stocks available. ● It is achieved with the aid of Data Processing Systems (DPS).
A. Types of Library Systems
The library systems refer to the integrated software used by libraries to manage their operations, including cataloging, circulation, acquisition, and user management. Integrated Library Systems (ILS) / Library Management Systems (LMS) ● Software that helps manage library operations such as cataloging, circulation, acquisitions, and patron management. ● Examples:
- Koha: An open-source ILS widely used by public, academic, and special libraries.
- Evergreen: Another open-source system designed for libraries of all sizes.
- Ex Libris Alma: A cloud-based ILS known for handling large academic libraries.
- SirsiDynix Symphony: Offers features for managing library materials and patron data.
- LibraryWorld: A web-based ILS suitable for small libraries. Digital Library Systems ● Systems that manage digital content, including e-books, online journals, and multimedia resources. ● Examples:
- DSpace: An open-source platform for digital repositories.
- Greenstone: A suite for building and distributing digital library collections.
- CONTENTdm: A software solution for building and sharing digital collections.
Lesson 5: The Library Systems
● Types of Library Systems
LIBRARIES AND INFORMATION CENTERS
2S-LIS23 │ FIRST SEMESTER Library Discovery Systems ● Tools that provide a unified interface for searching a library's resources, including physical and digital materials. ● Examples:
- EBSCO Discovery Service (EDS): Integrates different types of resources in one search interface.
- Primo (Ex Libris): A discovery solution that provides access to local and global resources. Institutional Repositories ● Systems used by academic and research institutions to archive and disseminate their intellectual output. ● Examples:
- Fedora: An open-source repository platform.
- DSpace: Also used as an institutional repository for managing academic resources. Library Automation Systems ● Focuses on automating specific library processes like circulation, cataloging, and acquisitions. ● Examples:
- OPALS (Open-source Automated Library System): A comprehensive system for library automation.
- Auto-Graphics VERSO: Offers cloud-based solutions for automating library operations. Open Public Access Catalogs (OPAC) ● These are systems that provide an online catalog for patrons to search for library materials. ● Examples:
- Libib: Allows libraries to catalog and manage their collections online.
- Book Systems Atriuum: A web-based OPAC solution.
A. Types of Interview Questions
A systems analyst must have a comprehensive understanding of the Library Profile or Historical background, including the personnel and library administrators responsible for managing the library's operations. ● Open-ended Questions
- Open-ended questions, starting with "why," "how," or "what," require more than a single-word answer and are used to collect non-numerical or qualitative data.
- They are not like close-ended questions that require a simple "yes" or "no" response. ● Closed-ended Questions
- Closed-ended questions are multiple-choice or rating scale questions that require a single-word answer or rating scale.
Lesson 6: Types of Interview
Questions
● Types and definitions of
Interview Questions
LIBRARIES AND INFORMATION CENTERS
2S-LIS23 │ FIRST SEMESTER qualitative information, handling complex subjects, bridging misunderstandings, and minimizing future problems. ● An interview is a structured conversation where one participant asks questions and the other provides answers. ● It is a one-on-one conversation between an interviewer and an interviewee, with the interviewer asking questions and the interviewee answering a questionnaire. ● The interview may transfer information in both directions, with the questionnaire being the instrument used to collect necessary information. Types of Interview ● Un-structured Interview
- In this type of interview, questions-answer sessions are conducted to acquire basic information of the system. ● Structured Interview
- This type of interview has standard questions which user needs to respond in either close (objective) or open (descriptive) format. Checklist for Conducting an Interview: Before ● Establish the objective for the interview. ● Determine the correct user(s) to be involved. ● Determine project team members to participate. ● Build a list of questions and issues to be discussed. ● Review related documents and materials. ● Set the time and location. ● Inform all participants of the objective, time, and locations. During ● Arrive on time. ● Look for exception and error conditions. ● Prove for details. ● Take thorough notes. ● Identify and document unanswered items or open questions. After ● Review notes for accuracy, completeness, and understanding. ● Transfer information to appropriate models and documents. ● Identify areas needing further clarification. ● Thank the participants. ● Follow up on open and unanswered questions. Questionnaires ● Refers to the gathering of information from a large audience in the form of a survey
LIBRARIES AND INFORMATION CENTERS
2S-LIS23 │ FIRST SEMESTER ● This method is used by analysts to gather information about various issues of system from large number of people because interview is not possible when the target audience is large. ● It is useful in a situation to know what proportion of a given group approves or disapproves of a particular feature of the proposed system. Types of Questions ● Closed Questions ● Open-ended Questions ● Probe Questions
A. What is Data Flow Diagram (DFD)
● A data flow diagram (DFD) is a
visual representation of the flow
of information within a system,
including inputs, outputs, stores,
and subprocesses.
● It helps in mapping out existing
systems, improving them, or
planning new ones for
implementation.
● DFDs can depict incoming,
outgoing, and stored data, and
can be used to improve existing
systems or plan new ones for
implementation.
B. Components of a Data Flow
Diagram
DFD can represent Source, destination, storage and flow of data using the following set of component: Figure 4: Data Flow Diagram Symbols There are some essential symbols commonly used in DFDs that you should know before going to the levels. A typical DFD (Data Flow Diagram) has four basic components. ● Data Processes
- These are represented by a circle and represent the system's essential tasks, activities, or processes. Processes are responsible for altering, transforming, or creating data as required. ● Data Flows
- Data flows, depicted as arrows, depict the complicated channels through which data travels between processes, data storage, or external entities. These directional arrows are quite helpful in tracing the data path throughout the system. ● External Entities
- These are depicted as squares or rectangles and represent external components or systems that
Lesson 8: Data Flow Diagram (DFD)
● What is DFD
● DFD Components
● Levels of DFD
LIBRARIES AND INFORMATION CENTERS
2S-LIS23 │ FIRST SEMESTER
- Don't let it get too complex; normally 5 - 7 average people can manage processes
- DFD is non-deterministic - The numbering does not necessarily indicate sequence, it's useful in identifying the processes when discussing with users
- Datastores should not be connected to an external entity, otherwise, it would mean that you're giving an external entity direct access to your data files
- Data flows should not exist between 2 external entities without going through a process
