NEW SYSTEMS DESIGN

New systems design begins after the current system has been documented and analyzed.

The new system must, of course, be created with the general characteristics of the 9200/

9300 Disc Sys tem in mind. Usually a time factor also influences systems design to the extent that there is some degree of pressure to complete the theoretical phase of design and establish a schedule of concrete action. Certain techniques, rules, and conventions of systems design are presented in the following paragraphs.

The first step in new systems design is called hypothesis. It means that a new system is created in concept only so that it can be examined, tested, and modified on paper until agreement is reached that it is the best that can be developed within existing constraints.

A flowchart is the vehicle of the hypothesis.

Development of a general flowchart illustrating graphically the flow of information, by application, through the entire system is the first stage of design. Being a master plan, the general flowchart does not show all system details. The format of input and output documents, for example, is not indicated, nor are record layouts and specific programming techniques. In addition to the general flowchart, files, input and output forma ts, working papers, etc. must be developed. Controls must also be established.

Although primary responsibility for application design lies with the system designer, time limitations may prevent him from knowing and understanding fully all the exceptions and restrictions imposed on the system to 'be. It is vital therefore that he keep in constant touch with management and with operating personnel responsible for the applications. A small error in the early stages of systems design may well necessitate an eventual major

Design Objectives

There are several basic objectives that systems design must satisfy if it is to produce an efficient, trouble-free processing operation.

Standardization

Standardization during the early phases of systems design is most important in the areas of document formats, machine and clerical procedures, and flowcharting conventions. To illustrate the desirability of standardization during the design phase, suppose two divisions of a company are performing similar applications independently, but one operation is auto-mated while the other is done manually. Should the opportunity arise to add the manual operation to the automated system, the work involved would be significantly less if the

original design of both operations had utilized the same formats, procedures, and conventions.

The later phases of installation planning, the development of programs and operatio'nal pro-cedures, also lend themselves to standardization. During programming, for example, disc, tape, and card formats can be made compatible, thus permitting the use of standard sub-routines for handling similar processing procedures. Standardization of conventions (labels, tape sentine Is, etc.) is essential if the operating procedures themse lves are to be standard-ized. Use of Univac software conventions is strongly recommended.

A significant benefit of standardization is the ease with which it allows personnel to adapt to new procedures. Reduction of the workload during programming, testing, and the opera-tional phases of the installation, is a further benefit.

Streamlining

Streamlining means the elimination of functions that are of no further practical use to the company's data processing operations. This applies in particular to the generation and inclusion of superfluous information. The content of files should be kept to a minimum consistent with informational requirements. Keeping the number of system controls to a practical minimum is also part of the streamlining function.

Workload Smoothing

Workload smoothing the evening out of the peaks and valleys in the processing cycle -is vital to the efficient utilization of the system. Although it could increase total processing time, spreading the workload helps to prevent the periodic backup of work waiting to be pro-cessed, allowing it to go through the system with fewer delays and without the necessity of costly overtime.

To avoid overloading during peak work periods, operations can be set up so that part of the

Systems design should anticipate the need for future changes. Coding schemes should provide for expansion; runs should not be scheduled so tightly that an expansion in volume will dislocate the system.

The Importance of Documentation

It is difficult to overstress the importance of complete and accurate system documentation.

The system designer must see that such documentation is created as part of the design effort. Equally important in ensuring continuing efficiency - since the system is bound to change as personnel responsible for it increase their knowledge of the UNIVAC 9200/9300 Disc Sys tern's capabilities, ahd as the business of which it is a part changes and grows is the periodic review and updating of documentation to reflect current conditions.

Developing Appl i cation F lowcha rts

The development of flowcharts is an essential part of systems design. Three types of application itself and the extent to which the existing application was flowcharted during systems investigation. Figure 3--8 illustrates an operational flowchart for a typical weekly pay roll application.

Figure 3-8. Operation Flowchart of a Payroll Application

DATA PROCESSING

RELATIONS REPORT

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Task Flowchart

Once the purpose and general concept of the new application has been established and approved, development of a task flowchart showing the general input, output, and run requirements can be undertaken. Information is gathered for this flowchart by determining which reports are byproducts of other reports, what timing and deadline requirements have been established, and what input information is required.

Output reports should be arranged in a logical sequence reflecting daily, weekly, monthly, etc., requirements. Figure 3-9 shows a task flowchart developed for a typical payroll application.

MONTHLY PROCESSING

SORT FOR RATING.

SUMMARIZE GROSS.

WEEKLY

PERFORM FILE MAINTENANCE ON MASTER FILES. PRO DU CE

PAYROLL REGISTER, CHECKS, REPORTS, ETC.

SUNDRY REPORTS

SORT BY JOB NUMBER & RATE: SUMMARIZE LABOR INFORMATION.

SORT BY EMPLOYEE NUMBER: SUMMARIZE GROSS EARNINGS.

MERGE INTO WEEKLY GROSS EARNINGS.

QUARTERLY, YEARLY PROCESSING

PAYROLL REGISTER CHECKS DEDUCTION REGISTER

TO ACCT. DEPT.

TO PAYROLL DEPT.

TO ACCT. DEPT.

Run Flowcharts

At this point the individual runs involved in each task can be considered. Internal reports developed for control purposes may also be established. The starting point in run flow-charting is normally with the most basic input to the system. Basic input for magnetic tape systems, for example, is normally provided by card-to-tape conversion.

Relating the basic input available to the individual reports to be produced should provide answers to the following questions:

1. What output is to be produced from the input available?

2. What information must be developed as master information?

3. What outputs will eventually become inputs and undergo further processing?

The answers to these questions provide the raw material for the run flowcharts.

Figure 3-10 shows the basic daily runs for a billing application. At this level the knowledge of volumes and frequency and the simplicity or complexity of the tasks divulged by the system investigation are balanced against the anticipated computer power to allocate specific accomp-lishments to each computer run. Similar run flowcharts would be developed for weekly, monthly, and annual processing related to the application.

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