How to write 'overview of the existing system' in the KCSE computer studies project.

Introduction

When pursuing the KCSE computer system, you are expected to behave like a system analyst. Therefore, you are likely going to have a report to the management of your company on why the existing system needs to be changed? And also the cost effectiveness that come with it. 

Systems change because of various reason such as:

1. Getting rid of bulky and stuffy files in your office by computerizing them. This saves you some space and reduces manpower.
2. Sometimes the response time is not up to standards. For example, ATM machines were introduced to reduce queuing in banking halls. This enabled banks to serve more customers in the same period thus increasing profits with time.
3. Systems change to capitalize on increasing profits. This change can reduce the wage bill by replacing people with machines.

You are probably going to ask yourself the following questions and eventually finding out the answers. 

• What are the disadvantages/challenges associated with the existing system?
  challenges are dynamic. They can either be associated with users, customers/clients, systems infrastructure and many more.
  a system cannot be changed unless challenges are observed that drastically need upgrading to solve them
• Will the management be ready to endorse these changes? If not why?
  as a system analyst, you must have the backing of top management in order to effect the changes that you need to.
• If the existing system is improved, will it be cost effective?
  ​let this be the conclusion. Let the management know the benefits of changing the system.

When writing the 'overview of existing system', focus on the structure of the system and challenges faced while using the existing system.

Writing 'overview of the existing system'

In your report, you must write the overview of the existing system. While writing on this, focus on the challenges of the existing system, structure,  and why you recommend changes. You shall assume that this report will be represented to the top management for approval before proceeding to the next phase.

Assume you were using traditional marks processing system where teachers were used to filling marks with pens, calculate with log books and calculators, analogue grading, cleanliness, tidiness, time wasting et cetera.

Example of 'overview of the existing system' report

The current system at place has served the company with a great deal. However, there are challenges associated to this system which need to be solved for the company to move to the next level.  

The challenges are dragging the company in addressing the issue of time management, inefficiency, loses and costs

Some of the challenges the existing system has been experiencing include:

1. Filing challenges
2. Time management and delay in service delivery
3. Computing errors
4. Communication breakdowns
5. Untidy outputs
6. Difficulty in the making of summary reports such as class performance, mean, mode, overall performance, sorting, filtering and other automated functions.
7. Poor analysis of reports

I therefore recommend to the management to consider supporting in implementing the changes carried out in this report to improve on performance, time management and efficiency.

How marks are awarded

The marks awarded range from 1 mark to 2 marks depending on the year. Before the marks are awarded, the examiner will seek to inspect the following:

1. If 'overview of the existing system' exists.
2. If the writings you made are relevant.

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