System Planning
Introduction to System Planning
• Systems Planning is the initial phase of the
Software Development Life Cycle (SDLC) where
the groundwork for a new system or an
enhancement to an existing system is
established.
• This phase involves identifying the need for a
system, defining its scope, and developing a
strategic plan for its development.
04/22/2025 Application Software Development - DCS 2.
2
Importance of Planning
• Foundation for Success: Sets the direction for
the entire project, ensuring alignment with
organizational goals.
• Resource Allocation: Helps in estimating
resources, time, and budget required.
• Risk Mitigation: Identifies potential risks early,
allowing for proactive management.
04/22/2025 Application Software Development - DCS 2.
2
Objectives of the Systems Planning Phase
• Identify Business Needs: Understand and document the
business problem or opportunity that the system will address.
• Define Project Scope: Clearly outline what the project will and
will not cover to prevent scope creep.
• Conduct Feasibility Study: Assess the practicality of the
proposed system in terms of technical, economic, legal,
operational, and schedule feasibility.
• Develop Project Plan: Create a roadmap detailing tasks,
timelines, resources, and responsibilities.
04/22/2025 Application Software Development - DCS 2.
2
Key Activities in Planning
1. Problem Identification
– Stakeholder Engagement - Actively involve all relevant
stakeholders, including end-users, management, and IT staff, to
gather diverse perspectives on existing issues or potential
opportunities.
– Current System Evaluation - Conduct a thorough assessment of
the existing system or processes to pinpoint inefficiencies,
bottlenecks, or areas requiring improvement.
– Documentation of Findings - Compile a comprehensive report
detailing identified problems, their impact on operations, and the
necessity for a new or enhanced system.
04/22/2025 Application Software Development - DCS 2.
2
2. Feasibility Analysis
• Technical Feasibility - Assess the organization's technological
capabilities to determine if the current infrastructure can
support the proposed system or if upgrades are necessary.
• Economic Feasibility - Perform a cost-benefit analysis to
evaluate the financial viability, considering development
costs, potential savings, and return on investment.
• Legal Feasibility - Ensure compliance with relevant laws,
regulations, and industry standards to avoid legal
complications.
04/22/2025 Application Software Development - DCS 2.
2
• Operational Feasibility - Evaluate whether the
proposed system aligns with current operational
workflows and if the organization possesses the
necessary skills to implement and maintain it.
• Schedule Feasibility - Estimate a realistic
timeline for project completion, considering
resource availability and project complexity
04/22/2025 Application Software Development - DCS 2.
2
3. Project Scope Definition
• Boundary Setting - Clearly define what the project will include and
clearly state what is out of scope to manage stakeholder expectations.
• Objective Specification - Define specific, measurable, achievable,
relevant, and time-bound (SMART) objectives that the project aims to
accomplish.
• Deliverable Identification - List all expected outputs, such as reports,
prototypes, or final software products, to provide a clear picture of
project outcomes.
• Constraint Acknowledgment - Recognize limitations related to budget,
time, technology, and human resources that may impact project
execution.
04/22/2025 Application Software Development - DCS 2.
2
4. Stakeholder Identification
• Comprehensive Listing - Identify all individuals, groups, or
organizations affected by the project, including internal
staff and external partners.
• Needs Assessment - Understand and document each
stakeholder's interests, expectations, and potential
influence on the project.
• Communication Planning - Develop strategies for regular
engagement, updates, and feedback to ensure
stakeholder alignment and support.
04/22/2025 Application Software Development - DCS 2.
2
5. Risk Assessment
• Risk Identification - Catalog potential risks that could adversely
affect the project, such as technological challenges, resource
constraints, or market changes.
• Impact Analysis - Evaluate the severity and likelihood of each
identified risk to prioritize mitigation efforts.
• Mitigation Strategy Development - Formulate contingency plans
and preventive measures to address and reduce the impact of
risks.
• Risk Monitoring Plan - Establish procedures for ongoing risk
tracking and management throughout the project lifecycle.
04/22/2025 Application Software Development - DCS 2.
2
6. Preliminary Budgeting
• Cost Estimation - Project expenses related to hardware, software,
personnel, training, and other resources necessary for development
and implementation.
• Financial Planning - Align the estimated budget with organizational
financial constraints and seek necessary approvals.
• Funding Source Identification - Determine potential funding
avenues, whether internal or external, to support the project
financially.
• Budget Review Process - Set up mechanisms for regular budget
assessment and adjustments as needed to accommodate project
changes.
04/22/2025 Application Software Development - DCS 2.
2
7. Project Plan Development
• Task Breakdown - Decompose the project into manageable tasks
and subtasks, assigning responsibilities to appropriate team
members.
• Timeline Creation - Develop a detailed schedule with milestones
and deadlines to guide project progress.
• Resource Allocation - Assign necessary resources, including
personnel, equipment, and materials, to each task based on
requirements.
• Performance Metrics Definition - Establish criteria and
benchmarks to measure project progress and success effectively.
04/22/2025 Application Software Development - DCS 2.
2
Deliverables of the Systems Planning Phase
1. Feasibility Study Report
– Evaluates the practicality of the proposed system, analyzing
aspects such as technical capabilities, economic viability, legal
considerations, operational impact, and scheduling
constraints.
• Contents of the report
– Technical Feasibility - Assessment of whether the current
technology and resources can support the new system.
– Economic Feasibility - Cost-benefit analysis to determine
financial viability.
04/22/2025 Application Software Development - DCS 2.
2
– Legal Feasibility - Review of potential legal implications or
compliance requirements.
– Operational Feasibility - Examination of how well the
proposed system will integrate with existing operations.
– Schedule Feasibility - Estimation of the time required for
project completion and alignment with organizational
timelines.
• Significance - Provides decision-makers with a
comprehensive understanding of the project's viability,
aiding in informed decision-making.
04/22/2025 Application Software Development - DCS 2.
2
2. Project Scope Document
• This document clearly defines the boundaries of the project to prevent
scope creep and ensure all stakeholders have a mutual understanding of
what the project will deliver.
• Contents
– Project Objectives - Specific goals the project aims to achieve.
– In-Scope Items - Features, functions, and deliverables included in the project.
– Out-of-Scope Items - Explicitly states what is not included in the project.
– Assumptions and Constraints - Any factors assumed to be true and limitations
affecting the project.
• Significance - Serves as a reference point throughout the project
lifecycle, ensuring all efforts remain aligned with the agreed-upon scope.
04/22/2025 Application Software Development - DCS 2.
2
3. Project Plan
• Outlines the roadmap for project execution, detailing tasks,
timelines, resource allocation, and responsibilities.
• Contents
– Work Breakdown Structure (WBS) - Decomposition of the project into
smaller, manageable components.
– Schedule - Timelines for each task and overall project milestones.
– Resource Plan - Allocation of human, technological, and financial resources.
– Risk Management Plan - Identification of potential risks and mitigation
strategies.
• Significance - Provides a structured approach to project
management, facilitating tracking, and ensuring timely delivery.
04/22/2025 Application Software Development - DCS 2.
2
4. Risk Management Plan
• Identifies potential risks that could impact the project and outlines
strategies to mitigate them.
• Contents
– Risk Identification - List of potential risks categorized by their nature
(technical, financial, operational, etc.).
– Risk Analysis - Assessment of the likelihood and impact of each risk.
– Mitigation Strategies - Plans to reduce or eliminate the impact of risks.
– Contingency Plans - Alternative courses of action if risks materialize.
• Significance
– Proactive risk management ensures preparedness and reduces the
likelihood of project derailment.
04/22/2025 Application Software Development - DCS 2.
2
Challenges in Systems Planning
• Unclear Objectives
– Ambiguity in project goals can lead to misaligned efforts and wasted
resources.
• Stakeholder Conflicts
– Diverse stakeholder interests may result in conflicting requirements or
priorities.
• Inaccurate Feasibility Assessments
– Overlooking critical feasibility aspects can lead to project failure.
• Scope Creep
– Expanding project scope without proper evaluation can strain resources
and timelines.
04/22/2025 Application Software Development - DCS 2.
2
Best Practices for Effective Systems Planning
• Engage Stakeholders Early
– Involve all relevant parties from the outset to gather comprehensive
requirements and ensure buy-in.
• Maintain Clear Documentation
– Keep detailed records of objectives, scope, feasibility analyses, and decisions
made.
• Regularly Review and Update Plans
– Continuously assess and adjust plans to accommodate new information or
changes in the business environment.
• Set Realistic Expectations
– Ensure that project goals, timelines, and budgets are achievable and aligned
with organizational capabilities.
04/22/2025 Application Software Development - DCS 2.
2
• End
04/22/2025 Application Software Development - DCS 2.
2
