Do You Have What It Takes To Be a Systems Analyst?
The dictionary defines a systems analyst as "a researcher who studies an activity by mathematical means to determine its desired end and the most efficient means of achieving it." But this definition leaves out a lot, as LINC Computer systems analyst Biju Paul explains.by Biju Paul
Systems analysis is a generic term applied to the technique of solving complex problems facing a diverse range of areas, from aeronautics/space research to manufacturing, and from office procedures to accounting. Through popular usage, though, the term "systems analysis" has become associated primarily with the computer industry, where a systems analyst is a computer professional who analyzes, designs, develops, and implements computerized systems.
What does a systems analyst do?
The primary function of a systems analyst is to define the problem and propose a solution. He or she analyzes an existing system for its bottlenecks and loopholes, and discovers areas where there is room for improvisation or improvement. The systems analyst may totally redesign an existing system, or even computerize a manual system.Why might a systems analyst be called upon to redesign an existing computerized system? The current setup may be buggy, or slow and unwieldy, or not designed to handle an anticipated increase in volume of use. Whatever the case, a good systems analyst always prefers to analyze, design, and create a system afresh, because this gives an opportunity to embed new ideas freely. An assignment to merely upgrade an existing system, on the other hand, offers only limited freedom in redesign; it has to be handled with utmost care, and improved within its inherent limitations. Even a slight mistake can cause a ripple effect throughout the system and, more dangerously, could result in the loss of data integrity.
In general, a systems analyst plays two distinct roles: analysis and design.
Analysis. To start, the systems analyst investigates the situation and defines a problem. It is common for an organization to try and jump directly from the perception of a problem to an attempt at solving it, but this is fundamentally a wrong approach. The problem must not only be perceived, but properly defined (which can be a difficult task, because the ultimate definition of the basic problem often turns out to be quite different from the initial perception). Without this essential step of problem definition, the implemented solution may turn out to treat the symptoms rather than cure the underlying disease. During the initial study, a systems analyst must gather information from both outside (technical and supplier) sources and internal sources (users, managers, and the system developers).Design. In a designer's role, the systems analyst relates the problem to the domain of a computer. Improvements are brought about by changing computational procedures and practices. Many business problems, however, cannot be solved by computer alone. Office procedures, or even corporate structure, may be at fault. Thus, the final solution may be a cautious decision that must be implemented by top management in consultation with the systems analyst after evaluating the pros and cons of the system study and proposals.
In many cases, a systems analyst functions as a project manager as well. The systems analyst is not only responsible for analysis and design, but also acts as governing authority for system development and implementation. In such cases, the systems analyst has to undertake the role of QA (quality assurance) reviewer by imposing development standards and ensuring that these standards are strictly adhered to. In effect, the systems analyst is a jack-of-all(-computer-related)-trades, who may be called upon to look after any and all system-related operations, from military defense setups to a simple sales order system. In short, the systems analyst is expected to be omniscient insofar as computerization is concerned, with a finger in every pie.
In most small- to medium-sized corporations, the systems analyst's role transcends the borders of project management. The systems analyst serves as a consultant to management for planning, organizing, operations, and control. The onus of requirements analysis, evaluation, and selection of software and hardware products that are suitable for the organization falls on the systems analyst.
In large organizations, where massive projects are the norm, there are usually professional specialists to document the system, and others to maintain development standards. These corporations have technicians to attend to day-to-day technical problems, system managers to address managerial and operational concerns, and QA reviewers to ensure that the development process conforms to the standards set by the project management. In smaller organizations, though, these responsibilities all fall to the systems analyst, who is forced to act not only as an analyst but as a manager of people and policies as well.
Hallmarks of a systems analyst
In short, the systems analyst must possess a wide variety of skills. The following list is representative, but by no means inclusive.Technical proficiency. First and foremost, a systems analyst must have a sound foundation in analytical techniques and design methodologies. These relate to information technology (IT), but can also pertain to operations research (OR), organization and methods (O&M), and whatever other advanced fields may be relevant to a particular project.
Curiosity and inquisitiveness. A systems analyst must be curious enough, and aggressive enough, to quiz people about the information and techniques they use to perform their daily tasks and routines. Some systems analysts don't appreciate this need or, if they do, shy away from asking pertinent questions ó either from reluctance to incur the wrath of the office staff or fear of looking stupid by asking too many questions. The incompetent systems analyst is content with information related only to computers, thereby missing in the analytical process valuable information about how the computers are actually used in the working environment. A good systems analyst will pester or pamper the users to elicit the needed answers. A great systems analyst will be aware of contemporary technologies and developments, and sharp enough to identify areas in the organization where these could be implemented with minimal operational disruption. In short, a system analyst must be a detective.
Creativity. A systems analyst must be able to think laterally, logically, symbolically, and abstractly. Practical solutions call for an ability to look beyond the obvious, see what is hidden, and read between the lines. A systems analyst, who must sift the chaff of incongruities from the grains of effective methods and practices, cannot be bereft of ideas.
Salesman. A good systems analyst is also a good salesman, able to put plans together quickly and sell them to the corporate management. In order to do a successful job of marketing, the systems analyst must be able to sell the tangible and intangible benefits of the proposed solution.
Communication skills. Effective communication is a skill needed in all walks of life, by anyone who needs to get a message across. Needless to say, a systems analyst must be a great communicator, able to communicate effectively with peers, subordinates, and top management.
Interpersonal skills. In organizations where the systems analyst must also play the role of project manager, basic management skills are essential to interact effectively with people in all levels, from the receptionist to the president. The systems analyst must be a competent manager, able to delegate, motivate, and manage office staff as well as manage his or her own time. But unlike some managers, the systems analyst must be able to command respect, not simply demand it.
Diplomatic skills. In large organizations, disputes between the departments and people harboring animosities toward each other are common. If a systems analyst is perceived as taking any side of a dispute, it may ring the death knell for the overall system; for total and proper functioning of the implemented system, cooperation from everyone is absolutely essential. In some circumstances, the systems analyst must wield effective diplomatic skills to mediate between the warring factions and determine how change can be brought about without alienating any individual or group.
Getting the job done
During the planning, analysis, and design processes, it is possible that some users will be antagonistic to the systems analyst, or critical of the proposed new system. This is especially true among those who fear that the new system may reduce their importance in the company, or force them to give up key portfolios (a very common phenomenon) ó or even cost them their jobs. In such circumstances, it is always better to allow them to let off the steam rather than take umbrage at it. The goal, after all, is to implement an effective new system, not to win friends or advance your own or anyone else's personal agenda.In the final analysis, then, systems analysis is both an art and science. It calls for intelligent strategic planning in difficult situations (under pressure from management and staff), rather like an army major in the face of battle. A good programmer will not necessarily be a good systems analyst. Nor is a person with a top management qualifications assured of competency as a systems analyst. It is a role that calls for the development of all-round skills.
If you find yourself thrust into a systems analyst role, but have personal doubts about your overall qualifications, don't despair. According to some recent research studies, most system analysts develop the mix of skills needed for their position after ó not before ó being elevated to the job.
