Accounting information system A Business process approach FREDERICK L. JONES DASARATHA V. RAMA Jones...

Accountinginformation

system

A Business process approach

FREDERICK L. JONESDASARATHA V. RAMA

Jones Rama

LOGO

INTRODUCTION TOSYSTEMS DEVELOPMENT Chapter 14

King Saud University

Nawal Habib Bin_saleh

Contents

Introduction

Systems Development Methodology

Problem Solving Approach to Systems Development

Introduction

This chapter will focus on the process by which system are developed in organization

Performing an internal audit or providing assurance services may involve assessing an organization's approach to systems development and the associated risks and controls. Thus, a good understanding of systems development processes is useful to accounting.


The concept of methodology is crucial to understanding how organizations build systems.

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A Systems Development Methodology breaks down systems development into a series of well-defined phases.


A Systems Development Methodology includes key features :

1- It breaks down systems development into a series of manageable phases.

2- Each phase has clearly defined objectives. 3- Specific tools and techniques are used in each phase. 4- Each phase involves specific project management

activities. 5- Each phase end with clearly specified deliverables.6 - Users/managers provide feedback and sign off on

deliverables.


We will describe one standard methodology :

Systems Development Life Cycle (SDLC)


Systems Investigation1

Systems Implementation4

Systems Analysis2

Systems Design3

Activities are organized into four key phases:


• Important issues in systems development:I. Systems development must be aligned to business

strategy and objectives .II. Business processes can undergo radical changes as a

result of Systems development .III.Developing or modifying applications is obviously a

key component of Systems development .IV.Consideration of the IT environment is important .


1- IT strategy 1- IT strategy

is the organization’s broad vision for using IT to support the organization’s overall business strategy and processes.

2- IT infrastructure

2- IT infrastructure

It refers to the way that technology is used for recording , processing , storing , and communicating data

IT environment has four key elements of the IT environment


3- IT function3- IT function

refer to organization of people responsible for acquiring and developing information system and for supporting end-users

4- Systems development process

4- Systems development process

is process by which applications are developed, used, and maintained. The process is represented by the systems development life cycle—a

series of steps used by organizations to build accounting applications.


• Systems development models and techniques:

Developers need to take advantage of the problem solving aids

that are available

2. Models :help in organizing

concepts in a particular area of

interest into a meaningful

framework for problem solving. We

use several standard graphical

models to represent different aspects of

an AIS.

1.Techniques: are methods for

solving a specific kind of problem ( a set of steps for recognizing

event ).


Models and Techniques Used in Different Phases of the Systems Development Life Cycle

Phase Examples of Models/Techniques

Systems Workflow tableinvestigation Overview activity diagram

Systems Workflow tableanalysis Activity diagram

Use case diagramUse case descriptions

Risk analysis templatesTypes of internal controls

Systems design UML class diagramForm layoutInput controlsReport layoutUse case diagramUse case descriptions

Systems Training manual implementation User manual

1) Systems Investigation

Systems Investigation is the first step in the system development life cycle

1-Objectives: a) study the current system, b) identify the need for changes,c) identify possible solutions,d) and assess the feasibility ofthe proposed solution.


2-Tasks: The factors of task requirements in systems investigation: A) Business strategy:• Study alignment of proposed system with business strategy and objectives.

B)AIS applications:• Understand current applications (if any) and perceived deficiencies.• Propose new applications or modifications.• Identify benefits and costs of acquiring and implementing new applications.

C) Business process:• Understand current business process and needed changes.• Identify effects of proposed systems on business process.• Identify effects of proposed systems on employees.• Identify costs of redesigning processes and training users.• Identify benefits of modified business processes.

D) IT environment:• Assess whether the proposed system is feasible given the organization’s IT

strategy, IT infrastructure, IT function, and systems development process.


Task Issues:A) Business strategy:• Manegement may not allocate sufficient resources for a project

unless the project contributes to overall business goals .• Accounting systems are modified for three main reasons : 1- changes in technology .2- changes in environment .3-problem in existing systems.

B) AIS applications:• Designers must understand the functions of the current

applications and its limitations.• Note that several alternative solutions are typically considered.• For each possible solution ,the costs and benefits of the proposed

application should be considered.


C) Business process :• Note that the process may not be reviewed in detail at this stage .• Systems changes often lead to drastic changes in business process.

D) IT environment :• New technology may offer significant opportunities the extent to which a

business is able to take advantage of these opportunities may depend on the IT environment currently in place.


3-Conducting System Investigation: • The final step in this phase involves communicating the

results of the systems Investigation to users and management.

• The output of system called feasibility report.


4-Model/Techniques used in systems investigation :

The model or techniques can helpful in structuring the information obtained during the investigation and developing a solutions.

• Workflow table.

• Overview activity diagram.

2) System Analysis

The second phase of the system development life cycle.It involve a study of the current system and proposed solution on more detail

than on the investigation stage

1-Objectives:• Is to develop requirements for the new system.

• Aims to provide details into how the new system recommended in the investigation phase should function.

2) System Analysis

2-Tasks: Business strategy:• Study alignment of proposed system with business strategy and objectives.

AIS applications:• Understand current applications (if any) and perceived deficiencies.• Propose new applications or modifications.• Identify benefits and costs of acquiring and implementing new applications.

Business process:• Understand current business process and needed changes.• Document current business process.• Identify effects of proposed system on business process.• Identify effects of proposed system on employees.• Design and document revised business process.• Model data needed to support business process/users.• Identify costs of redesigning processes and training users.• Identify benefits of modified business processes.

IT environment:• Assess whether proposed system is feasible given the organization’s IT

strategy, IT infrastructure, IT function, and systems development process.

2) System Analysis

Task Issues:• Business process and associated data must now be studied in

detail. This is why three new items have been added.

• Costs –benefits analysis is a key step in system analysis , give additional time and effort spend on analysis , a more accurate estimate of costs and benefits can developed at this stage .

2) System Analysis

3-Conducting Systems Analysis :

• The development team gathers the information needed. If adequate resources are not allocated to information gathering, the subsequent analysis may be flawed.

• Appendix provides useful guidance for gathering information :

• Once the analysis is complete, the development team selects and organizes the relevant information into a system analysis document that will be read by users and managers.

2) System Analysis

•Using prior knowledge in developing an information gathering plan. •Identifying information needs.•Identifying sources of information.

•Using prior knowledge in developing an information gathering plan. •Identifying information needs.•Identifying sources of information.

•Determine interview questions.•Determine sequence of interview questions .•Decide on wording of interview questions .

•Determine interview questions.•Determine sequence of interview questions .•Decide on wording of interview questions .

Information gathering plan

Interview planning

Appendix 14.A : Techniques for Acquiring Information

2) System Analysis

4-Model/Techniques Systems Analysis :

Tools that can be used during analysis include :

• Activity diagrams could be prepared for the proposed system.

• Use cases are often used during requirement analysis.

• Project management tools for documenting cost-benefit and scheduling information.

3) System Design

Is the third phase of systems development life cycle

1-Objectives:

• Is to develop a physical realization of system.

• This is accomplished by designing reports, input forms, table, and processing steps; by communicating requirements to potential supplier; and by selecting a supplier.

3) System Design

2-Tasks:Business strategy:• Ensure that the design of the proposed system is consistent with business

strategy and objectives.

AIS applications:• Design reports, input forms, tables, and processing.• Prepare RFQ (request for quotation) or RFP (request for proposal).• Select supplier.• Select hardware and software.

Business process:• Refine business processes and controls.• Design training program.

IT environment:• Ensure that the design of the proposed system is appropriate given the

organization’s IT strategy, IT infrastructure, IT function, and systems development process.

3) System Design

Task Issues: • The design of AIS applications accounts for much of time and effort

during the design stage. Numerous design decisions must be made. Some of the design tasks to be performed are listed:

Design of AIS Applications1. Precise specification of data that will need to be collected .2. Design of records and tables, primary keys, and foreign keys .3. Relationship between tables.4. How data will be collected (e.g., data entry form, bar code reader, or e-commerce) .5. Form content and organization.6. Input controls.7. Report content and organization.8. Frequency of report generation. 9. Data entry and update mode: real-time system, batch processing (on-line/off-line), and

batch updates .10. Required linkage between this application and others (e.g., general ledger or

inventory) .11. How data and processing will need to be shared—centralized, centralized processing

with distributed entry, decentralized, distributed processing, etc. 12. Access controls and backup/recovery controls.

3) System Design

• Business process :• For system development efforts to be successful ,organizations must

carefully consider the impact to the new system on the various people and devise ways to manage the change.

• The IT staff should consider the knowledge and skills of the affected users, identify training needs , and make decisions about how the training should be delivered.

3) System Design

3-Conducting System Design:• By using appropriate models/techniques to document the design, the

developers can facilitate communication between the development team and user groups.

• Developing the design in detail makes it easier to maintain and enhance the system after implementation

• If the system is to be developed by consultant , value-added reseller , or supplier , or if the organization is considering outsourcing the IT function, then the design specifications must be sent to interested suppliers.

3) System Design

4-Models /Techniques Used in System Design :

• The UML class diagram can be used to show the entities and relationship in the database.

• The UML activity diagram and risk analysis templates can be used to document the new process , risk and control.

• The UML use case diagram documents .• Report layouts and descriptions.

4) system Implementation

The fourth phase of the systems development life cycle

1-Objectives:• Is to build a new or revised information system and convert from the old

system to the new.• Activity include developing applications , testing the system , training

users , making necessary changes to business processes , installing the system , and converting from the old to the new system .

• At the conclusion of this phase , the new system is ready for use.

2-Tasks:• To some extent, the other phases were “paperwork”; this phase

involves more hands-on activity..


Business strategy:

• Ensure that the implementation is consistent with business strategy and objectives.

AIS applications:

• Develop application.• Test application.• Install application.• Train users.• Convert to new system.

Business process:• Implement changes to business process/controls.• Implement training program.

IT environment:• Ensure that the implementation is appropriate given the

organization’s IT strategy, IT infrastructure, IT function, and systems development process.


Task Issues :• The implementation effort is geared towards implementing the new

application .• Develop application must be tested during the implantation stage .• System conversion: refers to the steps taking for preparing the new

system for use• Switch to a new system must set up the initial data before using a new

application.

Problem Solving Approach to System Development

• Each phase’s objective can be viewed as a “problem” that the development team lead to solve .

• We demonstrate that professional problem solving model can be applied to help developers achieve phase objectives.


• Phase Objectives

Phase Objective

Systems investigation Propose a solution from alternatives that is feasible and

will meet the organization’s needs.

Systems analysis Develop detailed requirements for the new system.

Systems design Specify the physical reality of the system (specify forms,

reports, tables, processes, etc.) and choose a supplier.

Systems implementation Build the new system and convert from the old system to

the new


• Generic Tasks in the Professional Problem Solving Model

Task DescriptionDefine Define the problem and solution alternatives to be

considered.

Acquire Determine what information is required and obtain it from a variety

of sources.

Develop Select, design, and/or implement a solution.

Communicate Communicate the solution to diverse audiences.

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King Saud University

Accounting information system A Business process approach FREDERICK L. JONES DASARATHA V. RAMA Jones...

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