System Analysis and Design: A Case Study of Australian Medical Centre

This report provides a detailed system analysis and design for an Australian Medical Centre (AMC), addressing the need for a new information system. It begins by outlining system requirements, distinguishing between functional (e.g., patient details storage, appointment scheduling) and non-functional (e.g., data security, system accessibility) aspects. The report then explores fact-finding techniques such as observation, documentation review, and prototyping, suitable for gathering data about the AMC's operations. Furthermore, it discusses system development methods, including structured and object-oriented analysis, and introduces system development tools like modeling (use case, context, DFD, and ER diagrams) and CASE tools. The diagrams illustrate data flow, system interactions, and data relationships within the proposed system. The report aims to provide a comprehensive overview of the system analysis and design process, offering valuable insights for the AMC's information system implementation.

Running head: SYSTEM ANALYSIS AND DESIGN: A CASE STUDY OF AUSTRALIAN
MEDICAL CENTRE
System Analysis and Design: A Case Study of Australian Medical Centre
Name of the Student
Name of the University
Author Note

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SYSTEM ANALYSIS AND DESIGN: A CASE STUDY OF AUSTRALIAN MEDICAL
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Table of Contents
Introduction................................................................................................................................2
System Requirements.................................................................................................................2
Functional...............................................................................................................................3
Non-Functional......................................................................................................................3
Fact-Finding Techniques............................................................................................................4
Observation............................................................................................................................4
Documentation.......................................................................................................................4
Prototyping.............................................................................................................................5
System Development Methods..................................................................................................6
System Development Tools.......................................................................................................7
Modelling...............................................................................................................................7
Use Case Diagram..............................................................................................................7
Context Diagram................................................................................................................8
DFD level 0 Diagram.........................................................................................................9
Entity-Relationship Diagram...........................................................................................11
Computer-Aided System Engineering.................................................................................12
Conclusion................................................................................................................................12
References................................................................................................................................13

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Introduction
System Analysis and Design deals with defining and establishing different
methodologies for the development of an information system to provide high-quality outputs.
The information system is built on combining information technology with the people and
data (Dennis, Wixom and Roth 2018). The system design and analysis have been opted by
many business organizations and it proved as a key to success for them. This report indents to
discuss about an Australian Clinic named Australia Medical centre and it grew in recent
years. The Owner, Dr. Edwin thinks to implement a newly proposed information system that
will provide real-time information of the appointments to the staff. The proposed system is
analyzed and design using the modelling tools and structured analysis. Use-case Diagram,
Data flow diagram, Context Diagram and Entity-Relationship Diagram is used for the
modelling and structural analysis. Along with the analysis and modelling, different types of
tools, methodologies and Fact-Finding techniques are also discussed.
System Requirements
System requirements are the set of rules or protocols that are needed in order to run
the system and get an accurate output from it. System requirements can be collected by the
requirement analysis where the user's expectation and usability evaluated for building or
altering the system (Dick, Hull and Jackson 2017). The requirement analysis is the very first
phase of the system development to identify the goals and functionality of the system. It is a
very tiring and long process of evaluation. The patient’s requirements and information are
used as the input for the system. The non-functional and functional requirements are need to
be consider in this case. However, the process of the requirement analysis focuses only on the
purpose of the system (Hatley, Hruschka and Pirbhai 2013). The requirements are discussed
below for the new system:

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Functional
For better understanding the process and functions of the system, functional
requirements need to be identified. The processes determine the functions that a system can
able to perform (Sagar and Abirami 2014). The following functional requirements for the
new system are mentioned below:
i. The patient's details must be stored in the system.
ii. The staff can check the appointment details an availability.
iii. The staff can schedule the patient’s appointment.
iv. The staff can generate an hourly report according to the appointment records and
schedules.
v. The system must notify the patient via email and SMS about the appointment
according to the appointment report.
vi. The staff can generate a daily provider appointment list.
vii. The provider can provide services to the patient according to the appointment.
viii. The staff can generate a weekly provider report to show the services that are provided.
ix. The staff can generate a payment statement.
x. The insurance company can generate an insurance report of the customer.
xi. The customer can receive the insurance report.
Non-Functional
The non-functional requirements are generally analyzed and identified to support the
system behaviors by setting criteria and judging. It defines the operational qualities of the
system in terms of the time of output delivery and accuracy (Khan et al. 2016). These
requirements that can be used in the proposed system for Australian Medical Centre are the
following:

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i. The patient’s information must be kept safe in the system.
ii. The system must be light in order to generate results in real-time.
iii. The system must be accessible for the provider, patients, staffs and insurance
company in order to use their portion of functions.
Fact-Finding Techniques
Fact-Finding is basically collecting factual information and data using some
techniques of extraction which includes the documentation review, observation,
questionnaires interviews, forms prototyping, etc. seem to be appropriate. For the AMC
system, the following three techniques are more suitable to apply to collect factual data.
Observation
Observation is the first thing to come in mind if anyone thinks about the information
collection in general (Pedhazur and Schmelkin 2013). The AMC employees have a working
environment around them that defines their work and how they work. Without observing the
existing system one can never implement improvements in the system.
 Advantages: The data gathered in the observation can be reliable as the system
behavior can be observed. The complex task can be seen directly tackled and very
inexpensive in nature. It can also measure the work of the employees.
 Disadvantages: Analyst need to be aware about the Hawthorne effect where the
workers behave different when they know that they are being watched. It is not
necessary that every work is representable to observe.
Documentation
The documentation that is used or will be used in the system can be examined for the
AMC. The existing AMC system and the new proposed both require the documentation in

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order to implement the development. In this examination, the business reports, invoices, bill
receipt and data report forms can be selected (Grudzień and Hamrol 2016).
 Advantages: Different sampling techniques help in organizing the documents to
collect information about the current system, its diagrams and database reports. It
helps in understanding the system functionality and what is need to change in order to
achieve the improved version of the existing software.
 Disadvantages: It can violets ethics while searching the database and various
documents that include sensitive data and the patient's personal details.
Prototyping
For developing software in any Information Technology, Prototyping is the best
method for gathering the data that will help in making changes in that prototype. Although
this method is expensive n nature, it can provide a real-time response and problems during
the interaction with the prototype system. It is used in the discovery of the user requirements
which could be unknown in the initial stages of the development (Grechanik, Probst and
Conroy 2015). The prototyping in the AMC will help them better understand the needs of the
AMC staff, patients, insurance company and providers.
 Advantages: It can be implemented in the earlier stages of development. It is also
can be used as the training of the system users so the interaction will become
smoother in the future with the fully developed prototype.
 Disadvantages: For, using the prototype, users need to be properly trained. Also, the
prototype is expensive in nature as it consists of the basic functions of the proposed
system.

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System Development Methods
System development is a long and tiring process, where system objectives are
achieved step by step. To better understand the objectives and the aim of the system, design
and analysis are required in the development (Richey and Klein 2014). The development can
be done in various methods and using multiple tools that are available as open-source. The
two methods that can be used in the development of the AMC system are discussed below:
a) Structured Analysis: Structured analysis of system development is a widely used
method in the Information Industry. This consists of a series of different phases of the
development known as SDLC (system development life cycle). These phases are
planning, analysis, design, implement and maintenance. It is a procedure centric
approach where the development is focused around each process or the chain of the
processes in the system (Hox, Moerbeek and Van de Schoot 2017). Along with the
modelling and design, the structured analysis also includes the data organization, data
dictionary, relational database and user interaction of the system. It identifies the flow
of the data and data flow of the output.
b) Object-Oriented Analysis: These type of system are based on object orient approach
where the data and the process is considered as separate components of the system
known as objects (Dennis, Wixom and Tegarden 2015). It is a newly established
approach for the business based operation system. It represents the real-world objects
in the system to develop a real time system. Objects are generally classified into the
classes which collect the similar type of objects to work with.

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System Development Tools
System development tools help in the application of different approaches to system
development in practice. The different types of visual representation of the system, coding
tools and designing tools can be considered as the development tools. The two types of tools
can be used in the development of the AMC system are Modelling and Computer-Aided
System Engineering Tools that are discussed below:
Modelling
Modelling is basically a graphical representation of the process of the system and data
flows that is analysed, tested and modified by the system analyst. The modelling can be
explained by the set of business rules, data flows, objects, network models and process
models. The business rules can help to describe the information or the requirements of the
system development using a model (Akayama et al. 2013). Process-based modelling helps the
programmer in coding the logic behind the implementation. Also, a structured modelling can
explain the nature of the system and its data to be processed. For the AMC system, the
Modelling can be done by use-case modelling, data flow diagram, context diagram and
Entity-Relationship diagram. The use case helps in the understanding of the system whereas
DFD and Context diagrams show the flow of the data. The Entity-Relationship diagram helps
in understanding what kind of data is used.
Use Case Diagram
Use case diagram is a branch of Unified Modelling language where the system shows
the use cases as a process, actors as the user of the system and relations between them
(Aleryani 2016). For the AMC, the identified actors are Staff, Patients, Insurance Company
and the Service Providers. On another hand, the use cases are determined by the business

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process of the Australian Medical Centre System. It is an object-oriented approach for
modelling.
Figure 1: Use Case Diagram
Source: Created by author
Context Diagram
Context Diagram is a part of a structured system analysis where it shows the data
flows between the system and its users. The data flows can be later determined individually
to develop a 0 level DFD. The following Context diagram represents the interaction between
the system and the external interactors of the system.

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Figure 2: Context Diagram
Source: created by author
DFD level 0 Diagram
DFD is also a part of the structured analysis of the system development where the
individual processes are identified and the data flow is shown in the diagram (Ding 2014).
The DFD helps in identifying the data dictionary requirements and analysis for the system.
The data flow diagram is developed using the data stores, process and an external entity.

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Figure 3: DFD level 0 Diagram
Source: Created by author

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Entity-Relationship Diagram
The Entity-relationship Diagram is a structured analysis of the data in the developing
system. The AMC system has the following data requirements that are shown in the diagram
as entities and attributes (Thalheim 2013). Also, the relationship between those data are also
shown using the crow's foot notation. The following ERD is transformed into the 3NF by
removing the M:N relationship between patient and provider.
Figure 4: Entity-Relationship Diagram
Source: Created by author

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Computer-Aided System Engineering
Computer-aided system engineering is a powerful software tool that is used in the
development and maintenance of the system. It provides a very wide range of design
methodologies and support. It is an object-oriented based tool which is best for the real-time
system development (Gianni, D'Ambrogio and Tolk 2014). For example, Microsoft Visio is
having different types of diagram development support. It is the best tool for all type of
analyst and system development. The CASE (Computer-aided system engineering) tools help
in boosting the productivity and the quality of the system.
Conclusion
The System Analysis and design is the very initial and deciding phase of the system
development life cycle. The analysis helps in identifying the usability requirements, system
requirements and the structural requirement of the system. The requirements are used to
establish the system goals and objectives step by step. In the above report, the proposed
system for AMC has been successfully analyzed and designed using some modelling
techniques. The developed diagrams (context, DFD, ERD, Use-case) helped in understanding
the data flow, data dictionary, structure of the data, process and the actors (users) of the
information system. The developed diagram successfully justifies the business processes of
the AMC system. Hence, it can be said that the System Analysis and Design has been
successfully implemented for the Australian Medical Centre system.

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