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Systems Analysis and Design

Proposing a feasible software solution for a selected organization

R.Hirishani
COL/E- 002130

Date of Submission: 28/03/2016

Edexcel HND in Computing and Systems Development

ESOFT Metro Campus

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Acknowledgment

I would like to give my special thanks to my lecture Mr.Shivaram for her great support in the
subject & for the assignment. I have different steps in System Analysis and Design with different
techniques with the help of the text book. Secondly I would like to thanks & appreciate my family
& classmates for giving their new ideas & making this assignment a success.

Thank you

R.Hirishani

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Table of Contents
PART A – Investigation

Undertake a systems investigation to meet a business need………………….……...


PART B – Evaluation & Discussion

Requirements analysis and selection of a SDLC model……………….…….


Evaluate different systems lifecycle models……………………….………………...
Disuses the importance of following a procedural /staged lifecycle in a
Systems investigation………………………………………………………………...
PART C- Developing a feasibility report……………………………………………....
Assess the impact of different feasibility criteria on a systems investigation……..
Discuss the components of a feasibility report…………………………………….
PART D-Developing Systems Requirements Specification (SRS)…………………....
Develop a SRS that reflects the systems investigation undertaken………………..
a) Model the data view of the system by use of an ERD .………………….…………
b) Visualize the proposed system by use of DFD (Context & first level DFD)……….

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Content of Figures
Figure 1.1 Library system……………………………………………

Figure 2 System Development Life Cycle Model………………………………………..

Figure 3 Waterfall model…………………………………………………………………


Figure 4 Rapid Application Development Model………………………………………...
Figure 5 Agile Model……………………………………………………………………..
Figure 6 Incremental Model……………………………………………………………....
Figure 7 Spiral Model………………………………………………………………….….
Figure 8 Sample User Interface…………………………………………………………...
Figure 9 ERD Diagram……………………………………………………………………
Figure 10 DFD context Diagram………………………………………………………
Figure 11 DFD 1st level Diagram…………………………………………………………

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Part A
Organizational Investigation.
Public Library.
Bookstores and the public library both service the general public. Libraries, pride themselves on
building collections to service the unique needs of their local community. The specific methods
for finding information of the system are named as facts finding techniques. The success of a
project based on the reliability of available data. There are difficult facts finding techniques that
are used by the analyst. The analyst may use more than one technique for analysis. Before
developing this project, the following fact finding techniques has to be followed;

1. Interviews
2. Questionnaires
3. Observation
4. Sampling

Figure 1.1 – library


Interviews.
An interview is a conversation where questions are asked and answers are given. It is a formal
discussion between a hirer and an applicant or candidate, typically in person, in which information
is exchanged, with the intention of establishing the applicant's suitability for a position. Interviews
usually take place face to face and in person. And always most of the interview are involve through
spoken conversation between two or more parties. These interviews have a duration in time, in the
sense the interview has a beginning and an ending.

Types Interviews
1. Structured interviews-
 The question is asked orally asked in either face to face or telephone format.

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2. Unstructured interviews-
 More conversational, Conducted in a usual situation.

Advantages of Interviews.

 Time saving.
 Easy correction of speech.
 Less costly.
 Increasing knowledge.
 More flexible.

Disadvantage of interviews.

 Incomplete process.
 Lack of attention.
 No record.
 Time consuming.
 Tends to increase the cost of compliance.

Example:- Librarian Job Interview Questions and Answers.

Below are some sample questions that are asked during a Librarian interview:
1. What are your qualifications for the job of a librarian?
Briefly review your education and any related coursework. Experience, volunteer or paid,
should be mentioned as well. Without arrogance, list your qualities, such as patience,
cheerfulness, desire to be helpful, admiration of the written word and literature of all types.
The interviewer may have time to review any related paperwork including diplomas,
awards, etc. Be prepared and bring them along.
2. How technically sound are you? Are you comfortable with library management
software?
The computer and the Internet are an integral part of almost every aspect in the world today.
Almost every employee anywhere must use a computer and the Internet in some way.
List any software/programs you are familiar with that is regularly used by librarians.
3. What is your role in the educational system as a librarian?
As previously discussed, a librarian has an integral part in the educational system. The
librarian is a resource provider for teachers and students. Teachers and librarians can jointly
plan programs that help increase the students’ information and knowledge base.

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How can the librarian and teacher work together to enhance students’ education?
A teacher and a librarian can prepare special programs from the resources they have to
enhance the educational experience of the student. The teacher will generally have the goal
and method of presenting the lesson; the librarian can supply the sources and location of
information, and how to obtain it in usable form.

4. Do you think the physical attributes of the library make a difference to the students?
A library should be spacious with calming, sound-absorbing decor. If the library is orderly,
neat and welcoming, many will come to the library to relax, read and grow in knowledge.
Another important aspect of the library is ease of obtaining data. When patrons can come
and easily find the material they seek, they will tell their friends and return repeatedly.
Other possible interview questions for school librarian:

 Why did you choose this career?


 How do you encourage adults, students or children to read?
 What steps can you take to strengthen the relationship of the library with schools and the
community?
 What continuing educational courses do you need/plan to take to increase your librarian
skills?

These are just some of the questions that are asked by the people taking an interview as a librarian.

Questionnaires.
This is another way of collecting information about the method of system investigation.
Questionnaires are sharply limited by the fact that respondents must be able to read the questions
and respond to them accurately.

Questionnaire consists of two types of questionnaires.

1. Free –format questionnaires.

2. Fixes format questionnaires.

There are three types of fixed format questions:

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1. Multiple Questions (yes / No).
2. Rating Questions (Agree/Disagree/No opinion/Strongly agree).
3. Ranking Questions (Numbering according their preferences.

Advantages of Questionnaires.
 People can complete at their convenience.
 This is a cheapest way of doing system investigation.
 Often can be answered quickly.
 Relatively inexpensive way to gather data from a large number.
 The respondent’s replies are free.

Disadvantages of questionnaires.
 The analyst can’t observe body language.
 Difficult to prepare.
 Return rate is often low.
 No guarantee that an individual will answer all the questions.
 Cannot observe body language.

Example:- School Library Questionnaire.

Name _________________________ Address_____________________________

City __________________________________________________________________

Email id_________________________ Contact number________________________

Name of school ___________________ Address _____________________________

1. Is the librarian of the school certified and has a valid qualification?


a. Yes
b. No

2. Does the library provide an authentic ID proof to all its users?

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a. Yes
b. No

3. What is the type of internet facility available?


a. Fast
b. Slow
c. Adequate
d. Dissatisfactory

4. Are the books available as references suffice the students’ needs?


a. Yes
b. Somewhat
c. No

5. Do you have 24*7 access to your library?


a. Yes
b. No
If ‘no’, please mention the timing of the library _________________________________

6. How would you describe the atmosphere of your school library?


a. Very Satisfactory
b. Satisfactory
c. Dissatisfactory
d. Somewhat satisfactory

7. What is the issue period for a book?


______________________________

8. The main purpose that you use the library is for


a. Issuing study books
b. Check information from varied sources
c. Read newspapers and magazines
d. To get access to online databases

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9.What is the fee charged per day of not returning a book?
____________________________

10. Please mention if you have any suggestion or complaint if any


_______________________________

This is a sample of questionnaire on a specific library.

Observation.

Observation is the activity gathering information from a primary source. It is an activity of paying
close attention to someone or something in order to get information. This method of facts gathering
requires a highly skilled analysis to visit the organization under the development & observer and
visually analyze the flow of documents.

Types of observations.
1. Unstructured observation-
 A method of collection research data that has both opponents & proponents.

2. Structured Observation-
 Preparation of record – keeping forms such as category systems, checklists & voting
scales.
 Researcher typically has some prior knowledge about the behavior or event of
interest.

Advantages of Observation.

 Subject are usually available.


 See things in natural context.
 Relatively inexpensive method.
 The observation technique can be stopped or begun at any time.
 Information researcher get is current information.

Disadvantages of Observation.

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 Extensive training is needed.
 It requires more time.
 Time consuming.
 Can be viewed as too subjective.
 Depends on the role of researcher.

Sampling.
Sampling is concerned with the selection of a subset of individuals from within a statistical
population to estimate characteristics of the whole population.

Advantages over other sampling methods.

 Focuses on important subpopulations and ignores irrelevant ones.


 Allows use of different sampling techniques for different subpopulations.
 Improves the accuracy/efficiency of estimation.
 Permits greater balancing of statistical power of tests of differences between strata by
sampling equal numbers from strata varying widely in size.
 Can acquire information about whole population and individual strata.

Disadvantages of sampling.

 Requires selection of relevant stratification variables which can be difficult.


 Is not useful when there are no homogeneous subgroups.
 Can be expensive to implement.
 Difficult to assess precision of estimate from one survey.
 Sample error is difficult to identify.

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PART B – Evaluation & Discussion

System development life cycle models


System development life cycle

System development life cycle is a series of six main phases to create a hardware
system only, a software system only or a combination of both to meet or exceed customer’s
expectations.

System Development Life Cycle (SDLC) phases

 System planning
 System analysis
 System design
 Implementation and deployment
 System testing and integration
 System maintenance

Analysis

Planning Design

Maintenance Implementation

Figure 01 – phases of system development life cycle

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System development life cycle models
 Waterfall model
 Incremental model
 Spiral model
 Rapid application development
 Agile life cycle model
 Prototyping model
 Dynamic system development method

 Waterfall model

The waterfall model was the first process model to be established. It is also
reference to as a linear-sequential life cycle model. It is very simple to use and
understand. The waterfall model is basically used for the project which is small
and there are no uncertain requirements. In this model the testing starts only after
the development is complete. This model is used only when the requirements are
very well known, clear and fixed.

Figure 02 - waterfall model

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Phases of waterfall model

1. Requirement gathering and analysis :-


2. System design
3. Implementation and unit testing
4. Integration and system testing :-
5. Operations and maintenance: - errors could be corrected, modified and updates to proper
new user requirements.

Advantages of waterfall model

 It is very simple and easy to understand and use.


 Phases do not overlay.
 This model works well for smaller projects, this model mentioned requirements are very
well understood.
 It is easy to handle due to the rigidity of the model.

Disadvantages of waterfall model

 High amounts of risk.


 Poor model for long projects.
 Time consuming.

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 More confusions.

 Incremental model
Incremental model requirements are divided into various builds. The cycles are divided
up into smaller, more easily managed modules. This model can be used when the
requirements of the complete system are clearly defined and understood.

Figure 03- Incremental model

Advantages of incremental model

 More flexible.
 Customer can respond to each build.
 Low initial delivery cost.
 Low risk.
 Easier to test.
Disadvantages of incremental model

 This model need good planning and design.


 Total cost is higher than waterfall model.
 Need clear and complete definition of the whole system.
 Spiral life cycle model

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The spiral model is similar to the incremental model. This model has four phases. The
phases are planning, Risk analysis, Engineering and Evaluation. Spiral model is used for
high risk projects.

Figure 04 - Spiral model

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Phases of spiral model

1. Planning phase: requirements are gathered during this phase.


2. Risk analysis phase: This phase identify risk and alternate solutions.
3. Engineering phase: development and testing is finish at the end of this phase.
4. Evaluation: allows the customer to evaluate the output of the project to date before the
project continues to the next spiral.

Advantages of spiral model


 Good for large and mission critical projects.
 Strong approval and documentation control.
 Visible for additional functionality can be added at a later date.
 High amount of risk analysis hence.

Disadvantages of spiral model


 Costly model to use
 Project’s success highly dependent on the risk analysis phase.
 Don’t work well for smaller projects.

 Rapid application development model


RAD model is a type of incremental model. It should be used when there is a need to create a
system that can be modularized in 2-3 months of time. It should be chosen only if high business
knowledge are available and there is a need to produce the system in a short span of time.

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Figure 05 – RAD model

Phases of RAD model

1. Business modeling: The information flow is identified between various business


functions.
2. Data modeling: information gathered from business modeling is used to define data
objects that are needed for the business.
3. Process modeling: process briefs are created for adding, modifying, deleting, or retrieving
a data object.

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4. Application generation: covert process models into code and the actual system.
5. Testing and turnover: test new components and all the interfaces.

Advantages of RAD model

 Increase reusability of components.


 Reduced development time.
 Improved productivity costs low.
 Promote consumer feedback.

Disadvantages of RAD model

 Highly depend on modeling skills.


 Requires highly skilled developers/designers.
 Depends on strong team and individual performances for identifying business
requirements.
 It is not applicable when technical risks are high.

 Agile model
This model is a type of incremental model. It is used for time critical applications. New
changes can be implemented at very little cost because of the frequency of new
increments that are produced.

Principals of Agile model


1. Individuals and interactions.
2. Working software.
3. Customer collaboration.
4. Responding to change.

Advantages of Agile model

 Working software is delivered frequently.

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 Easy to manage.
 Promote team works.
 Continuous attention to technical excellence and good design.
 Customers, developers and testers constantly interact with each other.

Disadvantages of Agile

 Depends heavily on customer interaction.


 very high individual dependency
 Not suitable for handling complex stabilities.

 Prototyping model
Prototyping model is an attractive idea for complicated and large systems. The
interactions with prototype can enable the client to better understand the requirements
of the desired system.

Concurr ent
activities

Initial
Specification
version

Outline Intermediate
Development
description versions

Final
Validation
version

Figure 06 – prototyping model

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Prototyping model is consists of two parts

1. Exploratory development – work with the customers to explore their requirements and
deliver a final system is the aim of this object.

2. Throw away prototyping – to understand the system requirements clearly is the aim of
this prototyping.

Advantages of prototyping

 Users are actively involved in the development


 Errors can be identified earlier.
 Missing functionality can be identified easily.
 Confusing or difficult functions can be identified.
 The users can get a better understanding of the system being developed.

Disadvantages of prototype model

 Maintenance are very difficult and costly.


 Leads to implementing and then repairing way of building system.

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 Dynamic system development method
This method is software development methodology, based on the Rapid Application
Development method. This method is independent of tools. This method is useful for
the system to be developed in short time span.

Figure 07 – dynamic system development method

Figure 07- dynamic system development method

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Phases of dynamic system development method

1. Feasibility study
2. Business study
3. Functional model iteration
4. Design and build iteration
5. Implementation

Principles of dynamic system development method

1. Active user involvement is imperative.


2. Team must be empowered to make decisions.
3. Focus is on frequent delivery.
4. Fitness for business is criterion for acceptance of deliverables.
5. Iterative and incremental development is mandatory.
6. All changes during development must be reversible.
7. Requirements are base lined at high level.
8. Testing is integrated throughout the cycle.
9. Collaborative and Co-operative approach.

Comparison Agile method and other SDLC models

I think agile method is more suitable than other SDLC models. It is more effectively than other
models.

Agile method is promotes adaptive planning, evolutionary development, early delivery and
continues improvement, it encourages rapid and flexible response to change. The agile model is
handling every project differently and the existing methods need to be tailored to best suit the
requirements.

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Advantages of Agile model

 Resource requirements are minimum.


 Suitable for fixed sectional working solutions.
 Working software is delivered frequently.
 Face to face conversation is the best form of communication.
 Promotes team work and cross training.
 Continuous attention to technical excellence and good design.
 Functionality can be developed immediately and established.
 Customers, developers and testers always interact with each other.
 Easy to manage.
 Gives flexibility to developers.

The waterfall model is very simple to use and understand. This model is basically used
for small project. In this model each phase must be completed fully before the next phase can
begin.

The main disadvantage of this model is the testing starts only after the development is
complete. Waterfall model is often very difficult for customer to state all requirements absolutely
at the beginning of the project. This model is poor for long projects. Time consuming is a
disadvantages of this model. This model not considered to be suitable.

The incremental model is a method of software development where the product is


designed, implemented and tested incrementally till the product is finished. The process
continues till the complete system is achieved. this model combines the element of the
waterfall model with the iterative philosophy of prototyping. This model is nee good
planning and design. High cost for this model. There are some high risk features and aims.
There for this model is not considered suitable.

The spiral model is a risk driven process model generator for software projects. This model
guides a team to adopt elements of one or more process models like waterfall, incremental or
prototyping model.

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This model project’s success highly dependent on the risk analysis phase, this does not
work well smaller projects. Cost of spiral model is high. These are the main disadvantages of
spiral model. Therefor spiral model is not considered to be suitable.

Rapid Application Development model is a type of incremental model. The RAD


model process enables a development team to create a fully functional system within short
time periods when that the requirements are well understood and project scope is constrained.

This model have high technical risks. This model is highly depends on strong team and
individual performances for identifying business requirements. Only highly skill
developers and designers will make this project success. This model not considered to be
suitable.

Prototyping model is can be used to clear the vague requirements. The prototype are
usually not a complete systems and many of the details are not built in the prototype.
This method may increase complexity of the system as scope of the system may
expand beyond original plans. The main disadvantage of this model is maintenance is
difficult and very costly. However the agile model is better than prototyping model.

Dynamic system development model is an agile project delivery framework,


primarily used as a software development method.

Dynamic system model is useful for the system to be developed in short time span. It
is new model and not very common. Therefor this model is not considered to be suitable.

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Model Waterfall Agile Incremental RAD Spiral
model model model model model

cost Not costly Low cost costly Cost of low Costly

Flexibility Not yes Flexible yes Less


flexible

Complex Easy to No No Hard to use yes


program understand
Supporting high Yes No Yes No Yes
risk projects
Ease of Easy yes Easy No Complex
implementation
With short time No Yes Yes Yes No
schedule

Table 1 – Comparison between SDLC Models

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Part – C Feasibility Report

Impact of different feasibility criteria

Basic feasibility criteria are:


1. Technological Feasibility.
2. Operational Feasibility.
3. Economic Feasibility.
4. Schedule Feasibility.
5. Legal Feasibility.
6. Social Feasibility

1. Technical Feasibility.
Technical feasibility measure of the availability of technical resources. It also studies the
availability of the technical manpower for the project. These feasibility is kind of practical
measurement. When analyzing the feasibility of manufacture a produce or providing a
function a firm researches different aspects of the product and services including its
technical feasibility, to ensure that the business has the necessary resources to support it.

2. Operational Feasibility

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Operational Feasibility is a measure of how well a proposed system solves the problems,
and establish of the opportunities identified at the same time as scope definition and how
it satisfies the requirements identified in the requirements analysis phase of system
development. This feasibility is the ability to utilize, support and perform the necessary
tasks of a system or program.

3. Economic Feasibility
Analysis of a project’s costs and revenues in an endeavor to determine surely it is logical
and possible to complete. It is the most frequently used method for calculating the
effectiveness of a new system. The exact costs are not required to resolve economic
feasibility. It is only required to resolve if it is feasible that the project costs will fall within
the target budget or return on investment.

4. Schedule Feasibility
Schedule Feasibility is defined as the probability of a planned ended in a period its fair
time limits, by a prepared due date. If a project has a high probability to be ended on time,
then its schedule feasibility is appraised as high. Limit is require in order to get the system
on time.

5. Legal Feasibility.
Legal feasibility commit learn even if the planed structure diverge the legal requirements.
This model depends on politics integrity that mean studying even if the project is legally
accepted or not.

Discuss the components of a feasibility report

1. Executive Summary

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2. Background
3. Outline of Project
4. Methodology
5. Conclusion

1. Executive Summary
Executive summary is to provide a prepare critique of the task.
Feasibility report is for a project to develop a system for “Colombo library”. The operating
of Colombo library is a paper based (manual system). The purpose of presenting this report
is to make the client familiar from the system.

2. Background
Feasibility reports may need background discussion to make clear about the report to
readers.

3. Outline of Project
The main outline is this project reduces paper based system (manual system). The new
system will bring paper work and it will help the staff to make their work easy and save
their time.

4. Methodology
Methodology should be defining how the methods & analysis for conducting use for
feasibility study. There are two types of methodology,

1. Traditional approach - A traditional approach involves a sequence of following stages


in the project executive process.

2. Modern approach - Modern approach do not undertake on linear processes but they
lead contrasting find out project management.

5. Conclusion
This component discuss how the business can be go through successfully. Be proper in the
evaluation because investor won’t find out conclusion they will also find out the data and
will search your conclusions if they are impossible.

1. Technical Feasibility.

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This feasibility is a kind of practical measurement of particular technical resources. In term
of software, hardware to handle the new system.
Technologies available to support the proposed system

 There is an internet router for connect to the computer.


 There is a barcode reader for when the members enter to the library they have to
punch their ID card.
 There is a printer for print the payment receipt for members.

Does the client already have the necessary resources or do they need to acquire the resources.
The client does not have the necessary resources for the proposed system so the resources should
be bought.

 There should be at least 4 computers to communicate with each other, from the finance
department and to all other departments and a powerful computer to create a database for
storing student records, another in the dean’s office for communications with the
registrar.
 LAN cables should be bought to connect the computer to the network established.

2. Operational Feasibility
This feasibility mainly point to studying the aspect of the operational of the current system.
There are many flaws in the manual system in Colombo library in order to find the
problems. During the process of analyzing the current system and then some problems were
found.
 Some records are didn’t store
 Some records had been misplaced
 Some records had been stored twice

Following problems will be solved by the proposed system when the system is
computerized. This systems are very fast in processing data so member registrations,

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searching member details and making payments are done fast. This system will barcode
readers for marked attendants of the member in their digital ID card.

3. Economic Feasibility
The cost of arranged the new system of computerized process of libraries is given below,

Cost of installing new hardware


 Cost of new computers (60000*4) – 240000/=
 Cost of barcode reader -22000/=
 Cost of printer – 30000/=
 Cost of installing network – 4000/=
Total cost of arrangement of the proposed system = 296000/=

Benefits
There are many benefits in change over to a computerized system from a manual system.
 This system will be help for get members details and books details within a second,
this system is easy to get details than manual system. It’s help to save their time.
 The payment will be settled by members on time because when they will enter the
library if they not pay the money the alert will be saw in the computer which
attached on the barcode reader

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DATE COST Benefit

January 30000 35000

February 35000 25000

March 25000 30500

April 40000 23000

May 25000 30000


Table
June 50000 44000 1 Cost
-
Benefit Analysis

60000

50000

40000

30000

20000

10000

0
DATE January February March April May June

cost benefit

Figure 8 - Cost - Benefit Analysis

Measurable benefits
 Less running cost
 Work speed becomes fast

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 Less risk of records being misplaced

4. Schedule Feasibility
The proposed system will at least take 3 months to finish producing and ready for
arrangement.

Software Release to company 20/09/2016 1


Final System Test 20/09/2016 4
Fix any problem in the Beta Stage 18/09/2016 4
Testing Beta Version 12/09/2016 1
Releasing Beta Version of UI 09/09/2016 3
Testing Alpha 06/09/2016 1
Start Date
Releasing Alpha Version of UI 09/08/2016 20
Duration
Coding 06/08/2016 24
Develop User Interface 03/08/2016 17
Design SDLC Model 22/07/2016 7
Design User Interface 03/07/2016 23
Gathering information 17/06/2016 12

15-Feb 6-Apr 26-May 15-Jul 3-Sep 23-Oct 12-Dec

Figure 09 - Gantt chart

5. Legal Feasibility.
There are rules and regulations to be followed when using this system.
 That the information cannot be extremely used for unwanted purposes
 The information should be accurate and up to date
 The information is kept safe and secure
 The information is handled according to the people’s rights.

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PART D – SRS & Use of appropriate methodology

Introduction
Purpose
The purpose of this document is to present accurate report of the system of digital works of
libraries, which is to be implemented for the Colombo public library. It will illustrate the purpose
and complete charge for the development system. This document will explain about features of
proposed system and how it will do.

Document conventions
Following conventions are used in writing this SRS.

 Sub headings are in font size 12pts, bold and “Times New Roman”
 All other text including description is in font size 12pts, normal font and “Times New
Roman”
 Main headings are in font size 14pts, bold and “Times New Roman”
 The references are written according to the Harvard format

Intended Audience and Reading Suggestions


The document is massed with the requirements of the client and the techniques used in knowing the goals
set all developers, specially, to meet the client requirements.

 Users of the system are the Administrator, Assistant Librarians, Librarians and other Library
personnel. This will be convenient for them to get an idea of the functionality, features, and
restraints of the software.

 Testers will need to have this document in hand to test the system against the documentation to
check if the performance of the functions implemented is in accordance with the required level that
was stated and agreed upon.
 Documentation Writers, who are responsible in writing maintenance documents of the system,
will need this SRS to check the initial agreements, so as to check the specification to have
clarifications on what the restraints, functionality and scope of the system are.

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 Developers will find this document significant in order to require by the guidelines and
classify the progress of the system in the development. They will also use it as a future
reference in calling to what requirements they had recognized upon to develop the
software.
 Project Managers and Directors of the system plays a necessary role in the proper
execution of the project, therefore, they will need this document in order to manage the
developers, with understanding of what they must accomplish and what they are assigned
with.

Product scope

The main objective is computerized the library. The project objectives were decided when after
calculate the time duration and resources. Reasonable set of objectives need to be achieved from
the assessment of the duration and resources available.

 Administrative function of User management and System management


 Administers users system
 Error correction of the system
 Administration of Employee details
 Management of Library Book Collection and Circulation.
 Administrative functions of handling quality constraints
 Communication
 SMS service through the system
 Email system

Key benefits of the software are as follows,

 Easy maintainability.
 The efficiency and quality of daily activity can be increased.

Overall Description
This will give an overview of the whole system. System will explain about its context to show
how the system introduce basic functions.

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Product Perspective
The proposed Library Management System being developed is a desktop application and a web
based application. The system is being built for the Colombo Public Library. All members record
details, payment details and book details are maintain in the database.

Product Functions
Authenticate User
F1 : Authenticate User

The system should allow the users to


Summary : successfully login once the validated username
and password are submitted.

Input : Username/ Email/ User ID and password

The system will check with the database for a


valid login. If the provided username and
Process : password are valid, the main home page
applicable to the user is displayed, else the user
will be denied of access.

Message of successful login and display of the


Output : home page else en error message for invalid
login.

Table 02 -

Search
F2 : Search

Summary : Allows the authenticated users to easily find library


patron details, personnel details, details of the book

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collection at the library, book circulation details and
acquisition details.

Input : Keyword(s) to search

The system should search the word(s) given by the user


in the database. If the system found any results, it will
Process :
display a complete set of details on the screen for the
users.

Details of the searched item or an error message


Output :
notifying“ There is no matched data/ No results “

Send an Email
F3 : Send an email to patron(s)

The system will allow authenticated users to send


Summary : reminders of books to be overdue, fines to be paid, lost
book charges to patrons through an email notification.

Input : Email address, patron ID, message, subject

The system will check the format of the email address


provided and validate the email address. Then the patron
ID will be checked with the database for patron’s current
Process :
status at the library with regards to the book borrows. Then
the relevant notification to be sent to the patron will be
validated and processed and will be sent to the patron.

Successful message if the email is sent else an error


Output :
message will be displayed.

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Create Report
F4 : Creation of reports for the library patrons/ books/ other

The system will allow users to generate statistical reports


Summary :
relevant to patrons/ books/ other.

Input : Book details / patron details/ other details

When the details are provided it will be validated with the


Process : database. Once proper details are provided statistical
reports will be generated.

Generated reports with tables or graphs else and an error


Output :
message will be displayed if unable to generate a report.

Backup and Restore Database


F5 : Backup and restore the database

The system allows the administrator to create a backup


of the data which is stored in the database. The
administrator can restore the previously backed-up data.
Summary : Hence the system provides a systematic way to restore
the backed-up data in case of hardware or software
failures. He/she is allowed to back-up and restore the
database on the click of a button.

Database host name, port name, master user name,


Input :
master password, back-up destination

The table queries and constraints, data queries will be


Process : saved to a .sql file in destination folder. The backed-up
.sql file will be restored to the server.

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Message acknowledging success of database back-up
Output :
and restoration else an error message.

Add Record
F7 : Add New Patron / Acquisitions/ Personnel

Gathered information of patron/ acquisition/


personnel will be added by the relevant data entry
operators to the system. Hence each record added
Summary :
to the system will acquire a unique ID, thereby,
being able to easily keep track of the relevant
records.

Patron Details/ Acquisitions Details/ Personnel


Input :
Details

The system will save the entered details in the


Process :
database after validation of each input data.

A successful message if the data has being added


Output :
else, an error message will be displayed.

Add Book
F7 : Adding a new Book to the Library Collection

Gathered information of the book will be added by


Summary : the relevant data entry operators to the system. Hence
each added book to the system will acquire a barcode.

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Input : Book Details

The system will save the entered details in the


Process : database after validation of each input under the
Added Books table.

A successful message if the data has been added else,


Output :
an error message will be displayed.

Update Records
Update Patron/ Personnel/ Book/ Acquisition
F8 :
Records

The system will allow the authenticated users to


Summary : update the records which were previously stored in
the database at any time on request.

Input : Field(s) to be updated.

The system will validate the updated field(s) and


Process : store them in the database by replacing the previous
data of the record.

Display a success message or else an error


Output :
message.

Retrieve or Change Password


F9 : Retrieval or change of user password

The system will allow the user to retrieve the


Summary : password in any preferred way or change the old
password for a new one.

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New password code received by email/ SMS and
Input : password question and answer or new password
and old password.

Above input fields will be validated and checked


Process : with the database and if new password is provided
it will be saved to the database.

Display of successful message or else an error


Output :
message of failure to process.

Delete Records
F10 : Deleting records from the database

The system will allow only authenticated users to


Summary : perform the deletion operation of records stored by
the system.

Input : Record ID

The system will check with the database for the


record and any constraints related with the record
to be deleted. And it will retrieve the entire data
Process :
specific to the provided ID and if constraints are not
found related to the record, the system will allow
the delete.

Output : A successful message or an error message.

Send SMS Reminders


F11 : Send a SMS reminder

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This system will allow the authenticated users to
Summary : send relevant SMS reminders to guarantors or
members

Input : Mobile number, reminder, member ID

The system will check with the database for valid


Process : inputs. And once validation is successful the
relevant reminder will be sent.

Message of successful sending of the reminder to


Output : relevant parties else an error message will be
displayed.

Reserve Books
F12 : Reserve books at the web based application

The patron is able to reserve books at the library by


Summary : visiting the Library website. This will require a
valid patron login.

Input : Patron’ username and password

The username and password will be checked with


the library database and will be validated. If valid
inputs are provided the relevant book will be
Process :
checked for availability and will be reserved for the
patron to be borrowed in the next visit to the
library.

Successful message for the book reservation of the


Output :
patron else an error message will be displayed.

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Classify books with attached barcodes
F13 : Classify books with attached barcodes

Forwards the books with attached barcodes to the


Summary : handled books collection. This will show the books
that have been attached with barcodes.

Added book’s ID, button click if barcode is attached


Input :
to the book

The system will validate the Book ID and save the


Process :
book’s data to the database under handled book table.

Success message will be displayed else an error


Output :
message of failure.

Customize User profile


F13 : Customize User profile

This allows the user to change the appearance of


Summary : their display screens. The ability to make changes
will differ according to the user privilege.

Input : Select the required change to be made.

The changes will be made to the relevant user


Process :
according to their preference.

Output : Success message or error message.

Discard Damaged Books


F13 : Discard damaged books

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The system allows the Working Staff to remove
Summary : any books due to spoilage or which has been
damaged due to improper use.

Input : Book accession no, damaged status, specify reason

The system will check with the database and


remove the relevant book from the system
Process :
restricting further use of the book. It will be
archived in the database as a Discarded Book.

Success message of the discard else an error


Output :
message will be displayed.

Check Book pdf/softcopies


F13 : Check book pdf/softcopies

This will allow the user to view any softcopy or pdf


Summary :
of books.

Input : Access the Web based application, login details

The system will search for the relevant pdf/


Process :
softcopy of the preferred book.

Display the pdf/softcopy of the book else en error


Output : message will be displayed notifying “no
pdf/softcopies for the selected book”.

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User Classes and Characteristics
The system will be used by different user groups. Each will have their own roles to be performed
in the system. All the functions assigned to these user groups are considered highly important. The
list of user groups and their functionality with regards to the system are given below.

o Administrator
The administrator of the library can log in to the system and select any operation to be
performed by the system. The administrator has the full capacity to control and manage the
entire system functionalities and its activities by users. He/ she has the capability to regulate
and restrict user permissions and filter the functionality according to their roles, generate
system document templates, handle acquisitions of the library, manage patron’s account
and details, employee management, book circulation handling, book collection
management, system back-up and restore when required, private document management,
change application settings, control the entire web based application, manage inquiries/
notifications and communications, administer changes to the system database and handle
all the items of the library.

o Librarian
The librarian is provided with a user login and has the capability to perform main
operations at the library. They could manage the entire book collection and generate
barcodes for each book added to the database, control patron activity at the library, send
emails when required to relevant parties, generate reports, and customize user profile when
preferred.

o Assistant Librarian

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The assistant librarian can log into to the system and perform certain tasks assigned to
them. They are able to reply to any inquiry made by patrons, update book reviews, generate
reports when required to check the library current status of its patron’s activity or any other
related statuses, manage the book queue, add new books, update book’s details and
customize user profile according to the preference.

o Book Circulation involved Personnel


The personnel can log into the system using their login and perform any book circulation
activities of patron. They can manage patron’s book borrows made at different time
intervals, handle all the fines of the patron, search function to view relevant patron or any
book availability or status, send email notifications, make SMS reminders to patrons, add
or update books and customize user profile when preferred.

o Working Staff
They are given an authenticated user login to perform basic functions of the library. They
are able to check the book queue, search the book collection for available books, add new
books, discard damaged books and customize their user profile.

o Patron
The patron is the main user of the library and is given the opportunity to perform certain
activities in the system. They need to have basic computer skills to use the system. They
are able to search the book collection, reserve a book by visiting the library web based
application, borrow a preferred book for certain period of time, make any inquiry, and
check any softcopy/pdf files of the books at the library.

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Operating Environment
The Library Management System will be running on Microsoft Windows 7 operating system based
platforms. It is highly recommended that all the workstations will be connected with the centralized
database server which will be running with MySQL. NetBeans is used to implement the web based
application. The database will be installed in the server and the system will be installed in
workstations. The users will need to have Desktop PCs. The users making direct involvement with
the system should have basic computer literacy to operate and work with the system.

Design and Implementation Constraints


o Colombo Public Library consists with sub processes and they are carried out with various
departments. These departments are not connected to a network. Hence a new server
machine is required to make the required connection between the workstations.

o Required database management system is MySQL. The database MySQL server should be
installed in the database system.

o Java and PHP is the programming language that will be used for the development of the
product.

o Since system’s information affects to the daily operations performed at the library, the
system must be equipped with proper security mechanism.

o The servers should have 250GB of initial Hard disk drive and the memory should be 10GB.

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o The users must have the ability to work in a computerized environment. Therefore, basic
knowledge of computer skills will be required. Hence potential users will be required to be
trained.

o SMTP, IP, TCP and Amazon SNS protocols will be used.

Project Documentation
All the documents are created during the development phase of the system and will be handed over
to the client along with the software.

o Project proposal will have all the basic descriptions of what we are going to develop for
the system which includes simple metaphors about essential functionalities of the system.

o Software Requirement Specification is an agreement between the client and the


development team. It is the legal contract between the two parties involved. This document
addresses how to tackle the current issues by the use of system that is to be implemented.

o Final report will represent the technical background of the system and will be handed over
only after the design, implementation phase and testing is completed.

o User Manual would basically be a guide book of the system, which includes information
on how to use the system.

User Documentation
There are documents that are handed over to the client to take better use of the system, in order to
simplify the adaptation process and to troubleshoot any problems if it arises. These documents are

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compiled with the intention of delivering an obligatory guideline on how to use the software with
proper use. The basic documentation for the users will be as follows.

o User Manual is a guide which includes the GUIs and how to make proper use of each GUI.
The user manual will be given as a hardcopy or a softcopy as requested by the client.

o Tutorials will be an optional document if requested by the user. Upon the delivery of the
system, the users should have a basic tutorial to follow in order to familiarize with the
system.
Assumptions and Dependencies
o The system will need a total list of its users and the employment hierarchy.

o If barcodes are needed to be scanned, a webcam would be sufficient to fulfill the scanning
requirement.

o When a hard copy of forms are needed, the system should be facilitated with a printer in
order to take print outs.

o All users of this system must have a basic knowledge of computer skills in order to use the
software.

The system needs the following products.

o MySQL 6.0 version to store the database.


o NetBeans IDE 8.0 version to develop the system.
o iReport 5.5.0 and JasperReports to generate reports.

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External Interface Requirements
Hardware Interfaces
The operating system will be optimally Microsoft Windows 7. In addition to this, a printer should
be configured for taking hard copies if required and a webcam for barcode scanning purpose. Users
can connect to the web application via any ISP.

Software Interfaces
The database of the system will be designed and maintained using Java and VB.Net will be used
to design the interfaces and develop the coding of the system.

Communications Interfaces

Communication Function Standard

SMS Amazon SNS

Email SMTP

File Uploading FTP

Other Nonfunctional Requirements


Performance Requirements
Multiple users accessing the system together will use the proposed system. The web application
and the desktop application should be able to handle huge amount of load. System should also be
able to stock and adapt into clients future adjustments and changes to requirements.

Safety Requirements
Use of this software system is only a solution to computerize fuel station operations and
management of the data. Data could be lost, damaged or hurt due to virus or technical failures.
Therefore, we are taking measures to prevent these risks. The constraints take effect on shaping
the software to be more ethical, reliable and genuine. Back up and reformation of data as required
by the client to prevent loss of data from unexpected database crashes and avoids the collection of
data, which would affect the performance of the system.

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Software quality attributes of system of computerized works of libraries are,
 Availability
 Security
 Usability
 Maintainability
 Reliability
 Integrity

Business Rules
Each user of the system should have an authenticated username and password.
 An Administrator login gets the full capacity to control the entire system. They are allowed
the capability to make any changes required to the system and control the users and their
activities in the system
 Librarian is allowed to perform the assigned operations only. They do not have the full
capacity to control the system or its activities
 Working Staff has the basic functionalities to perform in the system and do not have the
full functioning capacity in the system
 Book Circulation Personnel is allowed any activity with regards to borrowing and returns
of books by patron
 Patron of the library has the ability to reserve any preferred book by an authenticated login
at the web application and can search the library book collection or view softcopies of
books

Other Requirements
Below are the additional requirements and constraints of the system to be implemented.

o The system must follow the development standard of colombo Public Library.

o Web application development should be done in PHP language in NetBeans 8.0.

o MySQL server should be the database management software, and there should be enough storage
to hold all the data.

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Year of publication

Author ID Name
ID
Author name

Publisher

Author

Authored by Published
by

Title
Author
Phone
number

Book ID
Name

Availability
Book
Email
ID Member
Price
Publisher’s
name Registration
no
Address

Checked

Librarian Name

Address
Email ID
ID

52
Context & first level Data Flow Diagram

Student Student name


name 1
Members D1 Members data
Verify
Student ID

2 Book name

Verification Record Books & D Storage


Members Details 2
Book title

Verification

3 Due 4
over
command
Library
staff
Return Complete fine

Executes
D3
Fine

53
Context Level Diagram

Members Receives
Reserve Book Books
Member

Show details
Find System

Search Book
System of
automated works
Maintain reader info
of libraries

Add / Delete info

Display
Reports

Library Staff

54
REFERENCES

 Systems development life cycle (2008) in Wikipedia. Available at:


https://es.wikipedia.org/wiki/Systems_Development_Life_Cycle (Accessed: 20 October 2016).

 Slide show http://www.slideshare.net/ludymae/chapter-9methods-of-data-collection(


Accessed on 23rd oct 2016)

 Kovair and Kovair (2016) Benefits of software development life cycle solutions. Available at:
http://es.slideshare.net/Kovair/benefits-of-software-development-life-cycle-solutions (Accessed:
28 October 2016).

 Waterfall method (2016) Available at: https://tc1019.wordpress.com/2016/09/09/waterfall-


method/ (Accessed: 28 October 2016).

 Waterfall method Available at: http://slidedeck.io/vadimtf/agile-sdlc-presentation (Accessed: 28


October 2016).

 Techopedi^TM. Software Development Life Cycle Model(SDLC).2016[ Online]


Available at : http://www.techopedia.com/definition/25976/software-development-life-
cycle-model-sdlc ( Accessed on 19th oct 2016)

 Data collection Methods .[Online] Available at :


http://people.uwec.edu/piercech/researchmethods/data%20collection%20methods/data%2
0collection%20methods.htm ( Accessed on 20th oct 2016)

55
Conclusion

Nowadays in current society system development life cycle play a virtual role in regarding to
system development. Selecting a suitable mythology usually depends with the company scenario
or given case study. Feasibility study is essential to develop feasibility report. Feasibility study is
important I system investigation & different feasibility criteria have major impacts on system.

Data Flow Diagrams & entity relationships diagrams are advances techniques which help to
analyze & specify requirements in system investigation. In quality management if software
verification & validation is very important because it address system & user requirements.

56
Self Criticism Report

First of all I studied the given scenario and tasks but I was unable to understand how to do
some tasks. So got help from the subject lectures, friends& my family to do it appropriately
& as required. Due to the complexity of the assignment, completed task by task & did the
corrections for each task. My knowledge improved after completely the assignments.

Strengths & weaknesses that I have faced during the completions of the project.

Strengths Weaknesses

I can understand a lesson. Hard work a program.

Participation with friend’s project listen a Unable to answer the questions according to
lesson. the scenario.

Some questions were answered correctly. Take too much time finish some task

Tasks could be answered easily after Unable to draw the DFD & ERD ‘s correctly
studying the scenario.

Clear subject doubts with the help of the


lectures.

Got a idea about the questions by


referring to text books , liberty books &
lectures notes

57
HtwokQA (2012) Different types of software development lifecycle models [Online]. Available
at: <http://qa.h2kinfosys.com/manualtesting/different-types-of-software-development-life-cycle-
models/>. [Accessed on 16th of January 2017].

Robert Half Technology (2014) 6 basic SDLC Methodologies. Which one is best [Online].
Available at: <https://www.roberthalf.com/technology/blog/6-basic-sdlc-methodologies-the-
pros-and-cons>. [Accessed on 19th January 2017].

Thomas A. Alspaugh (2015) Software process models. Software process [online Available at:
<http://www.thomasalspaugh.org/pub/fnd/softwareProcess.html>.]. [Accessed on 16th January
2017]

Innovative Architects (2017) The seven phases of the system development life cycle [Online].
Available at: <https://www.innovativearchitects.com/KnowledgeCenter/basic-IT-
systems/system-development-life-cycle.aspx >. [Accessed on 26nd January 2017].

Mukund (2012) Feasibility study. An important aspect of project management [Online].


Available at: <https://www.simplilearn.com/feasibility-study-article>. [Accessed on 11th
February 2017].

Debajit Ghosh (1996) Feasibility report. Design and feasibility report [Online]. Available at:
<http://web.mit.edu/course/21/21.guide/feasibil.htm>. [Accessed on 17th February 2017].

Ludy Mae (2012) Chapter 9 – Methods of data collection [Online]. Available at:
<https://www.slideshare.net/ludymae/chapter-9methods-of-data-collection>. [Accessed on 15th
March 2017].

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