Know and understand identifying and justifying suitable hardware and software for the new system

The Systems Life Cycle

Objective

Know and understand how to identify and justify suitable hardware and software for a new system within the context of the systems life cycle.

1. Overview of the Systems Life Cycle (SLC)

1. Planning
2. Analysis
3. Design
4. Development / Construction
5. Testing
6. Implementation
7. Maintenance

2. When to Choose Hardware and Software

Hardware and software decisions are normally made during the Analysis and Design phases, after the requirements have been documented but before development begins.

3. Identifying Requirements for Hardware

• Processing power – CPU speed, number of cores.
• Memory – RAM required for simultaneous tasks.
• Storage – type (HDD/SSD), capacity, speed.
• Input/Output devices – keyboards, scanners, touch screens.
• Network requirements – wired vs wireless, bandwidth.
• Reliability and durability – expected operating environment.
• Scalability – ability to upgrade in the future.

4. Identifying Requirements for Software

• Operating system compatibility with hardware.
• Application software that meets functional requirements.
• Database management system (DBMS) for data handling.
• Security software – antivirus, firewalls, encryption tools.
• Development tools – IDEs, version control, testing frameworks.
• Licensing – open‑source vs commercial, cost considerations.
• Support and maintenance contracts.

5. Justifying Choices – A Structured Approach

Use a decision matrix to compare alternatives against criteria such as cost, performance, compatibility, and future‑proofing.

Criteria	Weight (1‑5)	Option A	Option B	Option C
Initial Cost	5	8	6	7
Performance (CPU/RAM)	4	7	9	6
Scalability	3	6	8	7
Compatibility with Existing Systems	4	9	5	8
Support & Maintenance	2	7	8	6

Calculate a weighted score for each option (Score × Weight) and select the option with the highest total.

6. Example Case Study

Scenario: A small retail shop needs a point‑of‑sale (POS) system to handle sales, inventory, and reporting.

1. Requirements identified:
   • Fast transaction processing (≤ 2 seconds per sale).
   • Touch‑screen interface for cashiers.
   • Secure storage of sales data.
   • Ability to generate daily reports.
   • Budget not to exceed $2,500.
2. Hardware options considered:
   • Option A – Standard desktop PC with external monitor.
   • Option B – All‑in‑one PC with integrated touch screen.
   • Option C – Tablet with detachable keyboard.
3. Software options considered:
   • Option A – Commercial POS package (licensed per year).
   • Option B – Open‑source POS system (free, community support).
   • Option C – Cloud‑based POS (subscription model).
4. Justification: Using the decision matrix, Option B (all‑in‑one PC + open‑source POS) scores highest for performance, compatibility, and total cost, meeting the budget and functional needs.

7. Checklist for Hardware/Software Selection

• Does the hardware meet the minimum performance specifications?
• Is the software compatible with the chosen operating system?
• Are there hidden costs (maintenance, upgrades, licences)?
• Will the solution scale if the organisation grows?
• Is vendor support available and reliable?
• Does the solution comply with data protection and security policies?

8. Summary

Identifying and justifying suitable hardware and software is a critical part of the analysis and design phases of the systems life cycle. By gathering clear requirements, using a structured decision‑making tool such as a weighted decision matrix, and evaluating cost, performance, compatibility and future needs, learners can propose solutions that are both effective and economical.