The System Proposal

In order to prepare the systems proposal in an effective way, systems analysts must use a systematic approach to identify hardware and software needs – ascertaining hardware and software needs, identifying and forecasting costs and benefits, comparing costs and benefits, and choosing the most appropriate alternative.

In ascertaining hardware and software needs, systems analysts may take the following steps:

1. Inventory computer hardware already available in the organization.
2. Estimate both current and projected workload for the system.
3. Evaluate the performance of hardware and software using some predetermined criteria.
4. Choose the vendor according to the evaluation.
5. Acquire the hardware and software from the selected vendor.

When inventorying computer hardware, systems analysts should check such items as type of equipment, status of the equipment (on order, in use, in storage, in need of repair), estimated age of equipment, projected life of equipment, physical location of equipment, department or individual responsible for equipment, and financial arrangement for equipment (owned, leased, rented).

When evaluating hardware, the involved persons, including management, users, and systems analysts, should take the following criteria into consideration: time required for average transactions (including time for input and output), total volume capacity of the system, idle time of the central processing unit, and size of memory provided.

When evaluating hardware vendors, the selection committee needs to consider hardware support, software support, installation and training support, maintenance support, and the performance of the hardware.

When evaluating software packages, the selection committee needs to take the following factors into consideration as well as total dollar amount to purchase them. They are: performance effectiveness, performance efficiency, ease of use, flexibility, quality of documentation, and manufacturer support.

Systems analysts should take tangible costs, intangible costs, tangible benefits, and intangible benefits into consideration to identify costs and benefits of a prospective system. To select the best alternative, systems analysts should compare costs and benefits of the prospective alternatives.

Through the use of effectively organizing the content, writing in a professional style, and orally presenting the proposal in an informative way, the analyst can create a successful systems proposal.

When preparing a systems proposal, systems analysts should arrange the following items in order:

1. cover letter
2. title page of project
3. table of contents
4. executive summary (including recommendation)
5. outline of systems study with appropriate documentation
6. detailed results of the systems study
7. systems alternatives (3 or 4 possible solutions)
8. systems analysts’ recommendations
9. summary
10. appendices (assorted documentation, summary of phases, correspondence, etc.)

When writing a systems proposal, systems analysts should use examples, illustrations, diagrams, tables, figures, and graphs to support main points of the proposal.

Some guidelines for effective use of tables:

• Type only one table per page and integrate it into the body of the proposal.
• Try to fit the entire table vertically on a single page.
• Number and title the table at the top of the page. Make the title descriptive and meaningful.
• Label each row and column.
• Use a boxed table if room permits.
• Use an asterisk if necessary to explain detailed information contained in the table.

Some guidelines for the effective use of figures:

• Whenever possible, integrate the figure into the body of the proposal itself.
• Always introduce figures in the text before they appear.
• Always interpret figures in words; never leave them to stand on their own.
• Title all figures, label each axis, provide legends where necessary.
• Use more than one figure if necessary, so that the visual does not become cluttered.

Some guidelines for effective use of graphs:

• Draw only one graph to a page unless you want to make a critical comparison between graphs.
• Integrate the graph into the body of the proposal.
• Give the graph a sequential figure number and a meaningful title.
• Label each axis, and any lines, columns, bars, and pieces of the pie on the graph.
• Include a key to indicate differently colored lines, shaded bars, or crosshatched areas.

Line graphs are used primarily to show change over time. Column charts can depict a comparison between two or more variables over time, but more often they are used to compare different variables at a particular point in time. Bar charts are used to show variables, or variables within certain classes or categories during a specific time period. Pie charts are used to show how 100 percent of a commodity is divided at a particular point in time.

To make presentations more persuasive, the systems analyst may use white space, headings and subheadings, effective page numbering style and position, relevant references and appendices.

Presentation software, such as Microsoft PowerPoint, is available that allows the analyst to use a PC for a slide show. This allows the presentation to be enhanced by the use of clip art, video clips, animation, and sound.

When delivering the oral presentation, systems analysts need to keep the following points in mind:

• Project loudly enough so that the audience can hear you.
• Look at each person in the audience as you speak. (eye contact)
• Make visuals large enough so that the audience can see them.
• Use gestures that are natural to your conversational style.
• Introduce and conclude your talk confidently.

To overcome anxiety:

• Be yourself.
• Speak naturally.
• Breathe deeply before your presentation.
• Be prepared.