Ans 1:
After the analysis of whole current system of Bowen High School Student Records System, we have analysed several problems. During system analysis, we need to do initial investigation and information gathering. First step in the initial investigation is to define the problems that led to user request. It helps us to state the objective the user trying to achieve and result the user want to see. To verify the problems, I try to elicit the information from existing system; how data is stored, how it is updated, how the record is maintained? Etc.There is many problems in the current system, these are given below:
1. It is difficult to maintain and keeping it up-to-date.
2. All the records stored in improper manner so it is incomplete and inefficient.
3. The existing system has most obvious problem is failure to provide integrated system which create problem of data redundancy and make the system costly and time consuming.
4. There is also data inconsistency because if there is an updating of student in one section, and they do not inform to another section, it make data inconsistent.becouse changes will not be existed in other sections.
5. There are three sections 1.student administration section 2.management & finance 3.human resources section. All the section use MS.Access, MS word, and MS Excel. so there is also technical problem. Because it is very difficult to maintain 3 software packages simultaneously. Data is not stored in proper standardised format.
6. Each section has its own unique system format, so no section can transfer its data with another section because existing system is not an integrated system..
6. There is also a problem of filtrations. One cannot elicit or filter out some parts of relevant information that they needed.
7. There is also duplication of data and also consuming the more storage space.
8. There is also difficulty in auditing.
Ans 2:
There is a need of detailed understanding of current system to achieve the desired results. We need to know
1. How all the three sections are functioning,
2. what is the format of storing the information,
3. how many students in the school enrolled,
4. which section is using which software package,
5. Whether data in MS Word stored in textual form or in tabular form. There is also need to know that
6. how they come to know that there is a need to transfer the particular information from one section to other,
7. How they know about the updating of records otherwise data will be inconsistent.
8. To develop the proposed system, we need a view of auditing.
9. there is also need a detailed study of where the subject related record is saved,
10. how the library record is maintained,
11. which record feed in which format so that we can get the relevant information,
12. what is the deadline of paying fees,
13. how many days are given to Student for borrowing the books,
14. What are the rules of school that are to be followed by students?
15. Teachers maintain the marks record of all the students of one grade only. I also want know what is effort grade and behavioural grade and how it can be calculated.
16. There is also stated that subject taken by student identified by code number like grade 11 math subject for science student coded as MATH11c, what is the meaning of “c”. In this case study, It tells that academic term is of 4 terms and students need to learn 6 subjects at the beginning, but how many subjects for the rest of the terms or semester.
So these are the information we need to find out about ‘Bowen High School Student Record System’ to develop detailed understand of current system.
References
Elias M.Awad. “System Analysis and Design” system analysis, 2nd edn, Galgotia, New Delhi.
Jojnson, Edward N, Information and Record Management, Hempstead: Dec 1982, Vol.16.iss 12, pg 27, 2ps, (online proQuest).
