System Analysis
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Preliminary Investigation
To simplify the task of preliminary investigation it was conducted in three phases:
I. Request Clarification
Preparing for the interview
An interview with the Board of Directors of the Rajkumar International Academy was arranged and a list of topics for discussion drawn up prior to the interview. These included:
1. the precise objectives of the new system
2. the method currently used to record data
3. the problems or weakness in the current manual system and the problems associated with outsourcing
4. the information that need to be kept on each employee
5. the details of the students to be maintained in the Database
6. the information that is kept about the examination schedules and the daily time table of the classes
7. the required outputs
8. the volume of data (e.g. number of existing employees, student strength, library & lab services, and number of new students and employees added each month/year)
9. any hardware or software constraints- e.g. did they already have hardware or software which they proposed to use
Reviewing Organisation Documents
Some details were collected by examining organisation charts and studying written operation procedures. Some tinge of what business rules does the school follows was also gained by reviewing the documents of the organisation. It came to a greater help in understanding the modus operandi of the school.
On-site Observation
To have an aroma of how the school actually functions and how all the routine activities were performed, on-site observation was made. It gave an opportunity to observe the activities of the system would undergo and the users coupled with it directly.
Summary:
A number of weaknesses in the existing system of manual work and outsourcing came to light during clarifying the request and some new objectives were stated. These are stated as follows:
The Board of Directors had recently passed a resolution to purchase Intel Pentium based computers for the office work along with other computer accessories like Laser Printer and CD-Rewriter. There determination to connect the libraries and science labs with the new system and equip them with computers was also evident from probing the minds of the administrators. The volume of data being handled by the manual system was also got known and the rate of expansion of the school was also computed. What real problem and mental agony office staff faced in managing the volumes of registers was also recorded. Finally, it was sighted that the management authority and the office staff both are willing to invest in a one-stop, full proof computerized system to deal with their daily needs.
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