Once the new system has been implemented and is in full use, the system should be evaluated (this means that we take a long, critical look at it).
The purpose of an evaluation is to assess the system to see if it does what it was supposed to do, that it is working well, and that everyone is happy with it.
The purpose of an evaluation is to assess the system to see if it does what it was supposed to do, that it is working well, and that everyone is happy with it.
Evaluation
What Does an Evaluation Look For?
When the systems analyst evaluates the new system, the following questions will be asked:
Is the system...
Is the system...
...efficient?
Does it operate quickly, smoothly and with minimal waste?
Is the system saving time, and resources?
Is the system saving time, and resources?
...easy to use?
Are all of the system's users able to use the system easily and effectively?
Can new staff understand and use the system with minimal training?
Can new staff understand and use the system with minimal training?
...appropriate?
Is the system suitable for the particular business / organisation?
Does the system actually meet the needs of the business / organisation?
Does the system actually meet the needs of the business / organisation?
But how can we find the answers to these questions?
How is a System Evaluated?
The systems analyst will use a number of techniques to evaluate the system...
Check against the
Requirements Specification
Requirements Specification
If you remember, earlier on in the Systems Analysis, the old system was analysed, and a checklist of targets was drawn up for the new system.
This list was called the Requirements Specification.
The systems analyst will use this document to check the new system. Going through the requirements one-by-one the analyst will check if they have been met.
This list was called the Requirements Specification.
The systems analyst will use this document to check the new system. Going through the requirements one-by-one the analyst will check if they have been met.
Check the
Users' Responses
Users' Responses
It is essential to get feedback from the users of the system...
- Do they like it?
- Does it make their work easier?
- What, if anything, could be improved?
- Questionnaires
- Interviews
- Observations
What Happens Next?
The outcome of the evaluation will be to identify any limitations or problems with the new system.
The system analyst will then need to begin the task of system analysis from the beginning, but this time analysing the new system, and then designing, testing and implementing improvements.
Thus the whole process repeats...
The system analyst will then need to begin the task of system analysis from the beginning, but this time analysing the new system, and then designing, testing and implementing improvements.
Thus the whole process repeats...
The fact that the process of Systems Analysis is often repeated over and over (constantly building upon and improving systems) means that it is often referred to as a cyclic (repeating) process.
The stages of Systems analysis are often shown in a circle
The stages of Systems analysis are often shown in a circle
Next Up → Nothing! That's the end of the theory notes
So what now...?
Take a break, have a stretch, get a snack.
Then... go back to the beginning and read them all again!
