The World of the Information Systems Analyst

As part of our first assignment, we were told to determine and discuss certain characteristics we have to be a good system analyst. It sounds like "hard" since I could not even tell as of now that I could be a good system analyst. But, we could never tell. There's no wrong to visualize myself working as an effective and having my own company.

"The World of the Information Systems Analyst" was the topic discussed in the class by the reporters. Basically, the title itself makes me excited as well as curious on what is behind that topic: excited because, at last, it will give a clearly explanation about the "system analyst" and curious because I wonder why system analyst is said to "make or break" a company. Systems are created to solve problems. One can think of the systems approach as an organized way of dealing with a problem. In this dynamic world, the subject System Analysis and Design (SAD) mainly deals with the software development activities.

The report about this topic enlightened my perception on what is a System Analyst, what does a System Analyst do, how to become an effective System Analyst (what are the skills and the attitude an SA must acquire) and how important a System Analyst is in having a successful and competitive business. Moreover, it's not easy to become a System Analyst. It is not enough that you only have the confidence, perseverance and bright ideas. Skills, broad knowledge in the system analysis and good ethics towards work are important to become a competent System Analyst.

Primarily, a systems analyst plays a very important role in a team who handles the information system of a certain company. Let me first define the two important components of a system analyst: the system and the analyst. As a systems analyst, one will have most of his or her time dealing with the system: process and procedures, maintenance and development.

For most of us, as we heard the word “system”, we directly think of machines, computers, and gadgets. But for the most part, a system comprises of meticulous technique, processes, as well as practices which are created or formulated to execute a certain activity, perform a task or to do the difficult one (for my opinion), to solve a problem. In addition, a system is a prearranged structure that consists of interrelated and interdependent elements (components, entities, factors, members, parts etc.). Essentially, these components are continually, directly and indirectly, influencing one another in order to maintain their activity as well as the existence of the system to be able to accomplish the goal of the system.

On the other hand, the person who is expert and does the scrutinizing of data or information is what we call the analyst. He is the one who do the analysis, which is the examination or evaluation of related facts and information to come up with best idea or action. Since I have been talking about systems analyst, I will be dealing also with systems analysis. A systems analysis is defined as a systematic and logical study of data processing which is necessary for a business or organization, in conjunction with reference for hardware and software installation. As a computer science student, I am already aware that systems analysis is primarily a course of action of comprehending every important details of what a system must do and accomplish. Also, it is concern on understanding the goals as well as the different strategies of the organization and the importance of identifying the information requirements that will support those goals and strategies of the organization. But the most important thing about the systems analysis, as what our facilitator wants to impose to us, is that it does not really about hard coding or programming: given such problem then just code it down using a certain computer programming language such as Java. Systems analysis is about appraising the code and creates recommendations afterwards. Fundamentally, the main objective of having systems analysis is to look for answers for each business process: What is being done, How is it being done, Who is doing it, When is he doing it, Why is it being done and How can it be improved? When someone does a systems analysis, he must have a great logical skills since it is more on thinking process and it is also encompasses the artistic skills of a systems analyst. Primarily, systems analysis is done to give way for the enhancement of the existing system or creation of a new one, which is more effective and more efficient that will satisfy the current needs of the client as well as the users and will have the capability to make the company grow despite of the limitations.
Base on the definition stated earlier, we can now define a system analyst as an individual who is responsible for analyzing, modifying and designing numerous systems to make certain congruity and user efficiency. As systems analyst, flexibility is necessary since he or she may work autonomously, but usually, he or she is part of a group or unit of people with interrelated work. Most organization, especially big ones which are competing globally, have their own systems analyst which is given a task of identifying the possible weak points, probable imperfection as well as to provide solution to those problems. Systems analysts are known to be problem analyzers and problem solvers. Their primary task is to define the problem and perform certain actions to formulate possible solutions while recognizing risks, threats, issues and feedback. They are not the one who is responsible for hard coding or programming, although it is helpful that they have backgrounds in programming, because they are focus on scrutinizing the current system and propose probable solution.

I have several questions in my mind when it comes to system analyst and fortunately, it was reported and explained well by the reporters with the help of our facilitator. One of those question is what does a system analyst do. Basically, Systems analysts first analyze how an organization can use computers to develop of process things. Since we are now living in a world where most of our activities are involved with computers, an SA must think of a possible system that would make up a company competitive with their competitors but still trying to meet what the client wants. Second, they analyze the current situation and observe. Obviously, before a systems analyst makes a system or software, he must consider its role on the current situation and if it can benefit for most number of people. After this, they would be able to identify the needs of the company. Once the needs are known, a systems analyst proposes to whoever is in charge what computer systems are needed, can be improved or what software is needed.

The Key Role of a System Analyst

A Systems Analyst is very essential in an organization since he is considered as a business professional who makes use of analysis and design schemes in solving or fixing business problem with the help of information technology. As we all know, information technology is the study of how computer information systems and applications are being developed, installed and implemented. A systems analyst usually deals with the following problems:
• Availability of the service and product that the customers want to order anytime of the day
• Lesser inventory holding cost for the suppliers
• Organization wants to know the satisfactory rate and feedback of the customers
• More efficient and effective financial analyzation in the management part

They would gather data first by asking people around what they would want their computers to be able to do the step by step process of solving the problem. Based on the gathered data, they would plan a computer system that would be able to do those tasks effectively. Data gathering is one the most important procedure a system analyst must undergo since it will lead on the kind of software or system he will do that is appealing to the consumers. A computer system is any group of computers, computer tools or software. The main job of systems analysts is actually to get computers in a company’s system to work together. They would connect all computers together through a network and would analyze how they would be able to transfer data from one computer to another. This process would require a lot of research, a lot of data of which systems analysts are able to get from the Internet. Another important duty of systems analysts is to make sure that the computer systems are safe. In a lot of companies, a lot of sensitive information would be stored in computer systems. These could be lost if the system would have unwanted foreign matter such as viruses or spy ware. Systems analysts, with their knowledge, would figure out how to prevent these from getting in a company’s computer system.

A good system analyst must be skilled analytically, technically, in management and in communication. Analytical Skill is the ability to see things as systems, identify, analyze, and solve problems in an optimal way for a specific organization. It means that a system analyst must be logical minded and a problem solver. Technical Skill, on the other hand, is the ability to understand how computers, data networks, databases, operating systems, etc. work together, as well as their potentials and limitations. A system analyst must not only familiar with the software installed on a computer, nut also with the hardware which composed the computer itself. The system analyst must know how the software or system he is making affect and work inside a computer, computer networks, operating system, etc. Management Skills include organization’s recourse management, project management (people and money), risk management, and change management. It means that a system analyst must collaborate to his team to be able to produce an effective output. Also, the system analyst must always have connection to the client every time there is a progress in the system he is making. Lastly, Communication Skills which includes effective interpersonal communication (written, verbal, visual, electronic, face-to-face conversations, presentations in front of groups), listening, group facilitation skills.

As I searched more about the system analyst, I found a document in PDF format where it discussed further the four skills a system analyst must have, as mentioned earlier (See the references below).

In terms of Technical skills, a system analyst should be familiar with:

1. Computers (PCs, mini, mainframes, etc.)
2. Computer networks (LAN, WAN, VPNs, administration, security, etc.)
3. Operating systems (UNIX, Mac/OS, Windows)
4. Data Exchange Protocols (ftp, http, etc.)
5. Programming languages (C++, Java, XML, etc.)
6. Software applications (Office, project managements, etc.)
7. Information systems (databases, MISs, decision support systems)
8. System development tools and environments (report generators, office automation tools, etc.)

In terms of managerial skills, a system must have the following abilities:

1. Resource Management - effectively managing the project’s resources, including time, equipment,
hardware, software, people, money, etc.,
2. Project Management - determining the tasks and resources needed for a project and how they are related to each other,
3. Risk Management - identifying and minimizing risks.
4. Change Management - managing the system’s (organization's) transition from one state to another

In terms of communication skills, the system analyst must be:

1. Clear and effective interpersonal communication: written, visual, verbal
2. Listening – getting ideas and feedback as well as accepting opinions from other project team members
3. Group facilitation or formal technical reviews (FTR) skills:
• Planning an agenda
• Leading discussions
• Allowing all members to express their opinions and ideas
• Summarizing concepts and ideas
• Maintaining the discussions on the given agenda

Also, if a system analyst is working together with a team, there are a certain characteristics the system analyst must have and the designing team. These include the following:

Characteristics of high-performance team:
• One vision and goal
• Sense of belongingness
• Result-driven structure
• Proficient team members
• Commitment to the group
• Trust
• Interconnection with other team members
• Good communication
• Sense of self-sufficiency
• High level of enjoyment

Information System Analyst versus Business Analyst

Many of us have a problem of distinguishing between the systems analyst and business analyst. Information System Analyst and Business Analyst are both important in having a good business. Both are helping each other to be able to make the company more profitable. Basically, the systems analyst is the one who is responsible on the how the process of a system flows. He is the one who do the analyzing if certain problem exists in the system. On the other hand, the business analyst is more multifaceted. He is responsible of examining all features of the general public and to find out the reasons of system outages. The business analyst is someone who is capable of encouraging the teams to stay in focus for the best result of their project.

Carol Francois said in her article, those people, who enjoy working with technology, are focused on details, and can work as a team member report the greatest satisfaction as information systems analysts. Basically, I find it interesting how technology grows fast and how it affects people's daily lives. As a Computer Science (CS) student, becoming an effective and in demand system analyst in the near future is one of my goals. To be competitive and skilled enough to work for big companies and soon put up my own companies. But I know for my own that I must acquire first the different skills stated earlier to become a good system analyst. Although, for now, I do not have any master’s degree yet in the field of information technology, I believe that soon, after I graduate and have enough knowledge and skills, I could become what I want. As a student, I have learned several stuffs about hardware, software, and people ware. I have learned basic things of how technology can be applied to solve real-world problems for people. Still, I am on my way of cultivating more of the knowledge in IT applications.

It makes me feel awkward as I imagine myself to be a system analyst in the future. But then, I do believe that I have some (not all since I am still in the midst of learning and discovering) of the attitude, characteristics and skills a good system analyst must have such as patience, perseverance, curiosity, flexibility, and critical thinking. I also have good communicating skill verbally and in writing as well as I like to deal with people. I also have knowledge in hardware and software as well as programming skills. I am also eager to learn more than what I have know. As much as possible, I want the work to be done on or before the deadlines because, on my own, I hate delays and waiting. Moreover, I am fair in listening suggestions from others and I accept my mistakes and make those mistakes as part of my inspiration to create more effective output. I believe I also have the sense of professionalism and leadership. But then, I know that these are just the basic characteristics of a good system analyst. I do hope that becoming one (effective system analyst) will not only a dream for me. I want to make and employ a system or software that everyone is using, considering the needs and wants of the clients and consumers, rather than making up a system or a software no one is using because of own interest.





References:

http://career-information.bafree.net/what-does-the-work-of-a-systems-analyst-involve.php
http://www.interlabs.bradley.edu/nsf_ccli/demo/class6/module6/skills_pretest_posttest_answers.pdf