Systems Analysis
NGUYEN TRAN DUYEN PHU, MBA
Is a series of subsystems
comprised of interrelated
System
procedures to help achieve a
well-defined goal.
Consist of related methods
Procedures necessary to complete various
work processes.
Objectives for Developing and Using Systems
1. To maximize the efficient utilization of the
organizational resources.
2. To control operating costs.
3. To improve operating efficiency.
4. To help achieve the objectives of the organization.
5. To help carry out the various functions of the
organization.
Advantages of Systems
1. Various functions of the organization are better
coordinated.
2. Wasteful, unproductive, and uneconomical
activities are eliminated.
3. The operating efficiency of the organization is
improved.
4. More effective control can be exerted over various
activities and functions.
Disadvantages of Systems
1. A certain amount of operating flexibility may be
destroyed when using a system.
2. Any inefficiency that is built into the system likely
will disproportionately increase as work flows
through the system.
3. A totally integrated system may be affected
somewhat when changes are made in one of its
subsystems.
Characteristics of Well-Designed Systems
Flexible
Adaptable
Systematic
Functional
Simple
Resourceful
Elements of Systems
Flow of work through a system
Input begins with the input of some
type of resource.
The transformation of input into
desired output takes place during
Processing the processing element, which
is composed of methods and
procedures.
Elements of Systems
Interaction between the input
Output and processing elements
produces output.
Enables the system to determine
Feedback whether results are meeting
expectations.
Has both internal and external
Controlling
dimensions.
Steps Used in Designing or Modifying Systems
1. Clearly define the process to be studied.
2. Outline the details of the present process.
3. Analyze the present process.
4. Outline the improved process.
5. Install the new process.
Systems and Procedures Tools
Workload Chart
Flow Process Chart
Office Layout Chart
Right- and Left-Hand Chart
Operator-Machine Process Chart
Horizontal Flow Process Chart
EDP Block Diagram
Workload Chart
Is also referred to as work distribution chart.
Identifies
1. Major activities performed by a given work
unit.
2. Amount of time a work unit as a whole spends on
each activity.
3. Activities performed by each employee and the
amount of time he/she spends performing the
activities.
Workload Chart Provides Answers
To These Questions
1. Is the work unit performing the work it is
intended to perform?
2. Are employees performing too many duplicate
operations?
3. Are the tasks that each employee performs of a
related nature?
4. Are the special skills and talents of the
employees being used to the fullest extent?
Workload Chart Provides Answers
To These Questions
5. Are the major functions of the work unit
actually consuming the greatest amount of
work time and effort?
6. Are the employees’ workloads evenly
distributed?
7. Are the employees productive?
8. Is the flow of work efficient?
Documents Used in Workload Chart Method
Daily Log Used by employees to keep
track of their daily activities.
Identifies the tasks per-
Summary Log formed by employees over
a longer period of time.
Provides a composite list
Activity List
of departmental activities
listed in descending order.
Flow Process Chart
Is especially useful for identifying each
step in a specific work process.
Various steps comprising a process are
categorized as:
Operation
Transportation
Inspection
Delay
Storage
Each operation step is classified as a get ready, do,
or put away step.
Special attention should be focused on the
do steps because if they can be eliminated,
then the get ready and the put away steps can
probably be eliminated as well.
Office Layout Chart
Is frequently used in conjunction with the flow
process chart.
Is well-suited for visualizing workflow.
Is used to identify backtracking, criss-crossing,
and inefficient workflow patterns.
Is completed by charting flow of work through the
premises.
Right- and Left-Hand Chart
Is used to identify hand movements in a
particular work process.
Categories of movement:
Operation
Transportation
Hold
Delay
Contains space to summarize the present and
proposed processes and differences between them.
Operator-Machine Process Chart
Is used to study the relationship between an operator
and the machine he or she uses.
Focuses on the opportunities to eliminate, simplify,
or combine as many steps as possible.
Horizontal Flow Process Chart
Is useful for illustrating work processes that involve
multicopy forms.
Chart follows the movement of each copy of the
form through a given work area.
Is useful for outlining various procedures in each
subsystem.
EDP Block Diagram
Is used in working with a variety of computer-
based processes.
Involves a series of well-defined symbols that
are interconnected with lines.
Involves a series of steps for which a “yes” or
“no” response is required.
