The Modern Systems Analyst 1 Introduction The chapter will address the following questions: What...

The Modern Systems Analyst

1

Introduction

The chapter will address the following questions: What is the systems analyst’s role and responsibilities in the

modern business? Why are organizations recruiting computer end-users to partner

with the traditional systems analyst? What are the roles of systems analysts and business users in

systems problem solving? Where are the career opportunities for systems analysts? Who are the systems analyst’s customers and partners in systems

development?


2

Introduction

The chapter will address the following questions: What business trends and drivers are influencing the careers of

systems analysts? How can you prepare yourself for a career as a systems or

business analyst? What does the future hold for systems analysts?


3

Who Should Read This Book

What is an Information System? An information system is an arrangement of people, data,

processes, interfaces, networks, and technology that interact for the purpose of supporting and improving both day-to-day operations in a business (sometimes called data processing), as well as supporting the problem solving and decision making needs of management (sometimes called information services).

What is a Computer Application System? A computer application is computer-based solution to one or

more business problems and needs. One or more computer applications are typically contained within an information system.


4


The Systems Analyst - A Key Resource Many organizations consider information systems

and computer applications as essential to their ability to compete or gain competitive advantage.

Information has become a management resource equal in importance to property, facilities, employees, and capital.

All workers need to participate in the development of these systems and applications – not just the computer and information specialists.

But one specialist plays a special role in systems and applications development, the systems analyst. A systems analyst(s) facilitates the development of

information systems and computer applications.


5


The Systems Analyst - A Key Resource The systems analyst performs systems analysis and design.

Systems analysis is the study of a business problem domain for the purpose of recommending improvements and specifying the business requirements for the solution.

Systems design is the specification or construction of a technical, computer-based solution for the business requirements identified in a systems analysis. (Note: Increasingly, the design takes the form of a working prototype.).


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The Systems Analyst As A Modern Business Problem Solver

Why do businesses need Systems Analysts? The system analyst bridges the communications gap between

those who need the computer and those who understand the technology.


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What is a Systems Analyst? Systems analysts are people who understand both business and

computing. Systems analysts study business problems and opportunities and

then transform business and information requirements of the business into the computer-based information systems and computer applications that are implemented by various technical specialists including computer programmers.


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What is a Systems Analyst? A formal definition:

A systems analyst facilitates the study of the problems and needs of a business to determine how the business system and information technology can best solve the problem and accomplish improvements for the business. The product of this activity may be improved business processes, improved information systems, or new or improved computer applications frequently all three.


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What is a Systems Analyst? When information technology is used, the systems analyst is

responsible for: the efficient capture of data from its business source the flow of that data to the computer the processing and storage of that data by the computer the flow of useful and timely information back to the business

and its people Information technology is a contemporary term that describes the

combination of computer technology (hardware and software) with telecommunications technology (data, image, and voice networks).


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What is a Systems Analyst? A systems analyst is a business problem solver.

A systems analyst helps the business by solving its problems using system concepts and information technology.

A systems analyst sell business management and computer users the services of information technology. A systems analyst sells change.


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What is a Systems Analyst? The role of systems analyst is changing into two distinct positions

or roles, business analyst and application analyst. A business analyst is a systems analyst that specializes in

business problem analysis and technology-independent requirements analysis.

An application analyst is a systems analyst that specializes in application design and technology-dependent aspects of development. A synonym is system or application architect.


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What Does A System Analyst Do? A system analyst is a system-oriented problem solver.

System problem solving is the act of studying a problem environment in order to implement corrective solutions that take the form of new or improved systems.

Most systems analysts use some variation of a system problem solving approach called a system development life cycle. A systems development life cycle (SDLC) is a systematic and

orderly approach to solving system problems.


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What Does A System Analyst Do? The SDLC usually incorporates the following general-purpose

problem solving steps: Planning - identify the scope and boundary of the problem,

and plan the development strategy and goals. Analysis - study and analyze the problems, causes, and

effects. Then, identify and analyze the requirements that must be fulfilled by any successful solution.

Design - if necessary, design the solution not all solutions require design.

Implementation - implement the solution. Support - analyze the implemented solution, refine the design,

and implement improvements to the solution. Different support situations can thread back into the previous steps.


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Planning

Analysis

Design

Support

Problem to be solved

Problem analysis and

Solution requirements

Acceptable solution

Obsolete solution

Implemen- tation

Implemented solution

Related problem to be solved

New solution to same problem

Implementation error

to be fixed


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What Does A System Analyst Do? System analysts are responsible for other aspects of a system

including: PEOPLE, including managers, users, and other developers –

and including the organizational behaviors and politics that occur when people interact with one another.

DATA, including capture, validation, organization, storage, and usage.

PROCESSES, both automated and manual, that combine to process data and produce information.

INTERFACES, both to other systems and applications, as well to the actual users (e.g., reports and display screens).

NETWORKS, which effectively distribute data, processes, and information to the people.


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Where Do System Analysts Work? Systems analysts can be found in most businesses; however, the

organization of information services in many businesses is in turmoil as those businesses reorganize to improve service, quality, and value.


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Where Do System Analysts Work? The Systems Analyst in the Traditional Business.

Information services are centralized for the entire organization or a specific line of business.

• Information Services reports directly to chief executive officer, or the chief executive for a line of business.

• The highest ranking information officer is a vice president, sometimes called a chief information officer (CIO).


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Information Services is organized according to the following functions or centers:

• Systems and Applications Development.

– Most systems analysts work here, along with most programmers.

– The systems analysts and programmers are organized into permanent teams that support the information systems and applications for specific business functions.

– The Systems and Applications Development unit may include a development center.

– A development center establishes and enforces the methods, tools, techniques, and quality of all development projects.


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Information Services is organized according to the following functions or centers: (continued)

• Data Administration

– This center manages the data and information resource in the organization.

– Data Administration usually employ several systems analyst-like specialists called data analysts who analyze database requirements and design and construct the corresponding databases.


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• Telecommunications

– This center designs, constructs, and manages the computer networks that have become integral to most businesses.

– Network analysts perform many of the same tasks as applied to designing local and wide area networks that will ultimately be used by systems and applications.


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• End-User Computing

– This center supports the growing base of personal computers and local area networks in end user community.

– They provide installation services, training, and help desk services (call-in help for various PC related problems).

– In mature businesses, they also provide standards and consulting to end users who develop their own systems with PC power tools such as spreadsheets and PC database management systems.

– In this latter role, they employ analyst-like end user computing consultants.


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• Computer Operations

– This center runs all of the shared computers including mainframes, minicomputers, and non-departmental servers.

– This unit rarely employs systems analysts.


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Chief Executive Officer (CEO) or

Line of Business Chief Executive

VP of Information Services or

Chief Information Officer (CIO)

Manager Systems Development

Telecommunications Administrator

Manager End User Computing

Data Administrator

Manager. Computer Operations

Data Analysts

Database Analysts

Database Administrators

Network Managers

Network Technicians

Network Analysts

End User Consultants

End User Trainers

System Programmers

Capacity Analyst

Computer Operators

Manager Financial Systems

Manager Development

Center

Manager Marketing Systems

Manager Manufacturing

Systems

Systems Analysts

Application Programmers


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Where Do System Analysts Work? Modern Information Services in a Business

Dramatic reorganization trend in medium-to-large information services units that is highly decentralized with a focus on empowerment and dynamic teams .

Result is a federation of information systems centers that report directly to their functional business units (or groups of business units).

• Each of these centers is empowered to set priorities and make decisions on behalf of their constituent management and users.


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Chief Executive Officer (CEO) or

Line of Business Chief Executive

Chief Information Officer (CIO) (for central information services)

Vice President Finance

Vice President Marketing

Vice President Manufacturing

Manager Financial

Information Services

Manager Financial


Manager Financial


Network Manager

Analyst/ Programmers

Team

Network Manager


Team

Network Manager


Team

Information Strategy Planning

Team

Information Technology Architecture

Team

Cross-Functional Systems &

Applications Development Teams

Information Technology Competency

Centers

Departmental Computing

Coordination

Data Administrator

Telecommuni-cations

Administrator

Project Managers

coordinate advise evaluate

Other Technical Specialists

Application Technology Specialists

Database Specialists

Network Specialists

indicates dynamic assignments

to teams as needed


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Decentralized information services can, however, lead to information anarchy and systems that do not interoperate to the benefit of the business as a whole.

There will always be systems and applications that support more than one business function perhaps the entire enterprise.

• These are called cross-functional applications. There still exists a need for a central Information Services unit.


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The central Information Services unit is responsible for:• Information Strategy Planning

– The information strategy planning team establishes direction and priorities for aligning information services for the entire business with the corporate mission, vision, and goals.

– Experienced systems analysts often play key roles in development.


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The central Information Services unit is responsible for: (continued)

• Information Technology Architecture

• An information technology architecture team establishes and maintains a blueprint for which technologies will be approved for the entire business, including the decentralized information services centers.


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• Information Technology Competency Centers

– The centers provide a pool of technology specific specialists which are provided to both centralized and decentralized units for project work.

– Each expert contributes their expertise to any project to which they are assigned, for both centralized and decentralized projects.


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• Cross Functional Systems and Applications Development

– This center develops and supports the shared information systems and cross-functional applications for the business.

– This center employs experienced systems analysts.

– As projects are started and completed, both systems analysts and technical specialists are assigned to and released from project teams.


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• Departmental Computing Coordination

– This unit provides both consulting services and quality management services to the decentralized information and computing centers.

– Experienced systems analysts may be employed here to help establish standards and guidelines, and to provide training and consultation to departmental projects.


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Where Do System Analysts Work? Outsourcing in the Modern Business

Outsourcing is the act of contracting a service or function to an external third party.

Typically, the business must retain enough of a central Information Services unit to monitor and manage the outsourcing agreement.

Some mission critical information services functions and projects may not be outsourced.


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Where Do System Analysts Work? Outsourcing in the Modern Business

As many as fifty percent of medium-to-large businesses have already outsourced some or all of the their information services.

Why? • The initial business driver was cost reduction.

The Gartner Group predicts that 70% or more of businesses will be outsourcing information services by the year 2000.

Many systems analysts (and other computer professionals) can expect to be ‘absorbed’ by outsourcing.

Outsourcers must retain a high quality, technically competent work force of information technology managers and specialists including systems analysts.


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Where Do System Analysts Work? Consulting

Management and systems consulting firms build information systems and applications for other organizations.

The systems analysts employed by management consulting firms are usually called management consultants or systems consultants.

• They are loaned (for a fee) to the client for engagements (a consulting term that means ‘project’) that result in a new system for the client.

• Once the engagement is completed, they are reassigned to a new engagement, frequently for a new business client.


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Where Do System Analysts Work? Consulting (continued)

A variation on consulting firms is systems integration. System integration involves helping organizations integrating

systems and applications that don’t work together properly, or that run on very different technical platforms from different computer manufacturers.

• Systems analysts that specialize in systems integration are frequently called systems engineers or systems integrators.


36


Where Do System Analysts Work? Application Software Solution Providers

Application software solution providers are in the business of building information systems and application software packages for resale to other businesses.

Many businesses have a policy of not building any system they can purchase.

Software packages are typically written to the greatest common denominator of their intended market – that is, they are designed to meet general requirements and offer limited customizability.


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Where Do System Analysts Work? Application Software Solution Providers

Software and solutions vendors usually hire two types of systems analyst.

• Software engineers, are responsible for designing (and programming) the package itself.

• Sales engineers, are responsible for helping customers that purchase the package to integrate it into their business operations.


38

Customers, Partners and Expectations

Customers – Users and Management What is a user?

A user is a person, or group of persons, for whom the systems analyst builds and maintains business information systems and computer applications. A common system is client.

There are at least two specific user/customer groups: system users and system owners.

• System users are those individuals who either have direct contact with an information system or application or they use information generated by a system.

• System owners provide sponsorship of information systems and computer applications. In other words, they pay to have the systems and applications developed and maintained.


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Customers – Users and Management A manager can also be one of the end users of a system. Two types of system users:

Traditionally, most system users were internal users, that is employees of the business for which a system or application is designed.

Today’s user community includes external users as businesses seek to make their information systems and applications interoperate with other businesses and the consumer.

Information technology managers and system analysts are making a demonstrated attempt to get closer to their customers by forming a partnership.


40


The Roles of Management and Users in Systems Problem Solving

The roles of management and users in: Planning

• Management must sponsor and fund all projects.

• Users must define the domain and boundaries of the problem. Analysis

• As subject matter experts, management and users must analyze the problem domain for causes, effects, and opportunities; as well as communicate the requirements to be fulfilled by any successful solution, regardless of technology chosen.

Design• Users must react to high-level solution designs and participate in

the solution’s design.


41


The Roles of Management and Users in Systems Problem Solving

The roles of management and users in: Implementation

• Users participate in system construction and testing. They are the recipients of training necessary to enable the full user community to work with the solution.

Support• Users and management should routinely evaluate the working

solution and suggest improvements.


42


Modern Business Trends and Implications for the System Analyst

Systems analysts must keep up with rapidly changing technologies, but today’s priorities are rapidly shifting from technology-driven solutions to business-driven solutions.

Total Quality Management (TQM) One of the majors business trends of the 1990s is Total Quality

Management.• Total Quality Management or TQM is a comprehensive

approach to facilitating quality improvements and management within a business.

• TQM commitments require every business function, including information services, identify quality indicators, measure quality, and make appropriate changes to improve quality.


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Total Quality Management (TQM) TQM impacts systems analysts on at least two fronts.

• First, the very nature of systems analysis encourages analysts to look for business quality problems.

– The two most important questions in the analyst’s repertoire are ‘why’ and ‘why not.’

• Second, systems analysis and design provides the specifications for the #1 quality problem in modern information systems buggy software.

– Incomplete and inconsistent specifications from analysts are a significant contributor to poor software quality.


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Business Process Redesign (BPR) Total quality management has forced many businesses to

radically rethink and redesign their fundamental business processes.

Business process redesign is the study, analysis, and redesign of fundamental business processes to reduce costs and improve value added to the business.


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Business Process Redesign (BPR) A BPR project begins with identification of a value chain, a

combination of processes that should result in some value to the business.

• The business processes are documented and analyzed in excruciating detail.

• The business processes are subsequently streamlined for maximum efficiency.

• The new business processes are analyzed for opportunities for further improvement through information technology.


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Business Process Redesign (BPR) Systems analysts figure prominently in BPR because:

• Systems analysts are often included in BPR projects because their ‘system’ perspective is valued.

• The skill competencies for BPR and systems analysis and design are somewhat similar.

• A typical BPR project identifies several opportunities for new and revised computer applications (which systems analysts facilitate).


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Continuous Process Improvement (CPI) Another TQM related trend is continuous process

improvement.• Continuous process improvement is the continuous monitoring

of business processes to affect small but measurable improvements to cost reduction and value added.

In a sense, CPI is the opposite of BPR.• BPR is intended to implement dramatic change.

• CPI implements a continuous series of smaller changes.


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Continuous Process Improvement (CPI) Continuous improvement contributes to both cost reductions,

improved efficiencies, and increased value and profit. Systems analysts may be called upon to participate in

continuous process improvement initiatives for any business process, including the design and implementation of improvements to associated computer applications.


49



Globalization of the Economy Competition became global with emerging industrial nations

offer lower cost or higher quality alternatives to many products.

Most businesses have been forced to reorganize to compete globally.


50



Globalization of the Economy Systems analysts are affected by the following:

• Information systems and computer applications must be internationalized.

– They must support multiple languages, currency exchange rates, international trade regulations, accepted business practices (which differ in different countries), and so forth.

• Most information systems ultimately require information consolidation for the purpose of performance analysis and decision making.

– Such consolidation is complicated by the aforementioned language barriers, currency exchange rates, transborder information regulations, and the like.


51



Globalization of the Economy Systems analysts are affected by the following: (continued)

• Systems development itself is complicated by the need for systems analysts who can communicate, orally and in writing, with management and users that speak different languages, dialects, and slang.

• Outsourcing of the programming effort of a development project to foreign countries.

– Many businesses have discovered that other countries offer competent contract programming services at a fraction of the cost of traditional programmers.

– Requires systems analyst to provide extraordinarily complete, consistent, and precise specifications to outsourcers.


52



Empowerment Many organizations, in order to save costs and be more

efficient, have had to downsize their workforce. As a result the organization has become “flatter” due to the

elimination of management levels. Given fewer managers and the same amount of work (or more),

remaining managers have been forced to empower their employees.

• Empowerment is the business trend of driving the authority to make decisions downstream to non-managers and teams.


53



Empowerment Individuals and teams are allowed to make decisions that

would have normally required considerable bureaucratic approval.

To succeed, managers must facilitate the process. The team must be held accountable for the decisions they

make.• This is accomplished through a compensation approach that puts

some percentage of everyone’s salary ‘at risk,’ meaning dependent on the team or organization’s performance.

Systems analysts can expect greater degrees of empowerment in their assignments.


54


Partners for the Systems Analyst – Information Technologists and Vendors

It takes more than systems analysts and users to build effective systems.

In addition to clients, the systems analyst works with a number of technical peers called information technologists.

The systems analyst's role in the typical project is to act as a facilitator.

The systems analyst may well be the only individual who sees the system or application as a whole.

The systems analysts must possess a unique set of skills and abilities to accomplish the complex task of facilitating systems.


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Systemsanalyst

Steering committee

User 1

User 2

User N

Management/ systemowner

Databaseadministrator

Interfacedesign expert

Networkadministrator

Applicationsprogrammers

Informationtechnologyvendors


56

Preparing For a Career as a Systems Analyst

Working Knowledge of Information Technology The systems analyst is an agent of change. The systems analyst is responsible for showing end-users and

management how new technologies can benefit their business and its operations.

The systems analyst must be aware of both existing and emerging information technologies and techniques.


57


Computer Programming Experience and Expertise A systems analyst must know how to program because they are

the principle link between business users and computer programmers.

It is wrong to assume that a good programmer will become a good analyst or that a bad programmer could not become a good analyst.

Most systems analysts need to be proficient in one or more high-level programming languages.


58


Computer Programming Experience and Expertise Historically, the language of choice has been COBOL for business

applications, but many organizations are shifting to visual programming languages or to object-oriented programming languages . The reasons for the shift are as follows:

• The transition to graphical user interfaces.

• The desire to downsize applications from the mainframe to networks of PCs.

• The pressures to improve productivity in applications development through rapid, iterative prototyping and the reuse of programming modules called objects and components.

Visual and object-oriented programming requires a completely different style of program design, construction, and testing.


59


General Business Knowledge The systems analysts are expected to immerse themselves in the

business and be able to specify and defend technical solutions that address the bottom-line value returned to the business.

Systems analysts should be able to communicate with business experts to gain knowledge of problems and needs.

It is not uncommon for systems analysts to develop so much expertise over time they move out of information systems and into the user community.


60


Problem-Solving Skills The systems analyst must have the ability to take a large business

problem, break that problem down into its component parts, analyze the various aspects of the problem, and then assemble an improved system to solve the problem.

The systems analyst must learn to analyze problems in terms of causes and effects rather than in terms of simple remedies.

The systems analyst must be well organized. System analysts must be able to creatively define alternative

solutions to problems and needs.


61


Interpersonal Communications Skills The systems analyst must be able to communicate effectively, both

orally and in writing. The systems analyst should have a good command of the English

language. Almost without exception, communications skills, not technical

skills, prove to be the single biggest factor in career success or failure.


62


Interpersonal Relations Skills Systems work is people-oriented and systems analysts must be

extroverted or people-oriented. Interpersonal skills help systems analysts work effectively with

people. Interpersonal skills are also important because of the political

nature of the systems analyst's job. The systems analyst's first responsibility is to the business, its

management, and its workers. The systems analyst must mediate problems between team

problems and achieve benefits for the business as a whole.


63


Interpersonal Relations Skills Systems analysts work in teams composed of IS professionals,

end-users, and management. Being able to cooperate, to comprise, and to function as part of

a team, is critical for success in most projects. Because development teams include people with dramatically

different levels of education and experience, group dynamics is an important skill to develop.


64


Flexibility and Adaptability No two systems development projects encountered by a systems

analyst are identical. There is no single, magical approach or solution applicable to

systems development. Successful systems analysts learn to be flexible and adapt to

special challenges or situations presented by specific systems development projects.

The systems analyst must be able to recognize when variations upon (or single-instance exceptions to) development standards are necessary and beneficial to a particular project.

The systems analyst must be aware of the implications of not following the standards.


65


Character and Ethics The nature of the systems analyst's job requires a strong character

and sense of ethics. Ethics is a personal character trait in which an individual(s)

understands the difference between ‘right’ and ‘wrong’ and acts accordingly.

Systems analysts must be very careful not to share their organization’s sensitive and secret information with others, either within or outside the organization.

Systems analysts must be very careful not to tell sensitive and private data and information about customers, suppliers, employees with the wrong people.


66


Character and Ethics Systems analysts must not take (or sell) designs and programs they

developed to another company. Systems analysts have a moral obligation to set a good example

for end-users and management, especially in the area of software copyrights.


67


Systems Analysis and Design Skills All systems analysts need thorough and ongoing training in

systems analysis and design. Systems analysis and design skills can be conveniently factored

into three subsets: concepts and principles tools techniques


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The Next Generation

Career Prospects According to the Bureau of Labor Statistics, opportunities for

systems analysts are expected to increase much faster than the average for all professions; even more than for programmers.

Depending on the economy, businesses will need between 173,000 and 264,000 new systems analysts by the year 2000 – an increase of 24 to 37 percent since 1988.

Systems analyst is ranked as the 12th fastest-growing occupation between now and the year 2000.


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The Next Generation

Career Prospects Does a position as a systems analyst lead to any other careers?

Some analysts leave the information systems field and actually join the user community.

Some analysts become project managers, information systems managers, or move into technical specialties (such as database, telecommunications, microcomputers, and so forth).

The opportunities are virtually limitless.


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The Next Generation

Predictions A greater percentage of tomorrow's systems analysts will not work

in the information systems department, but work directly for their end-users.

A greater percentage of systems analysts will come from non-computing backgrounds. Today's business and non-computing graduates are becoming

more computer literate.


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Summary

Introduction Who Should Read This Book The Systems Analyst As A Modern

Business Problem Solver Customers, Partners and Expectations Preparing For a Career as a Systems

Analyst The Next Generation

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