Unit 3 - 20%

Task 2 System Analysis Project

Analyse an existing ICT system, communicate findings using a context diagram, recommend hardware/software upgrades, and produce a justified spreadsheet budget.

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Task Details

Type
Project
Timing
Term 1 Weeks 7-9
Date window
Monday 16 March to Thursday 2 April 2026
Raw marks
50

Case Study

The Kingford Community Learning Hub provides after-school tutoring, printer access and digital literacy sessions for 180 students each week.

Current Issues

  • Booking conflicts happen most days because updates are delayed.
  • Printer job records are inconsistent and hard to audit.
  • The booking workstation is slow at startup and often freezes.
  • Staff cannot quickly generate weekly usage summaries.
  • Student personal data is stored in multiple files without clear controls.

Inputs, Processes and Outputs

Inputs

student booking requests, staff edits, print job records

Processes

record bookings, update print jobs, calculate weekly usage, prepare summaries

Outputs

daily booking list, printer usage totals, weekly summaries

1

System analysis report using the Task 2 Report Template structure.

2

Context diagram using Yourdon/DeMarco notation.

3

Upgrade recommendations with clear justification.

4

Spreadsheet budget with required formulas and formatting.

5

Completed submission checklist.

Three-Week Project Pathway

Week 7

Analyse the system and build the context diagram.

  1. 1 Read the case study and identify 3 major current system problems.
  2. 2 List system inputs, processes and outputs; complete report sections 2.1 and 2.2.
  3. 3 Identify at least 3 external entities and draft data flows.
  4. 4 Draw the context diagram with one central process only.
  5. 5 Write the first full current system analysis draft and submit Checkpoint 1.
Checkpoint: Checkpoint 1: system analysis notes and draft context diagram structure.

Week 8

Recommend upgrades and build the spreadsheet budget.

  1. 1 Choose top hardware upgrades and explain which case problems they solve.
  2. 2 Choose software/SOE actions and explain reliability, usability or security impact.
  3. 3 Start the spreadsheet budget with at least 8 line items, quantity, unit cost and totals.
  4. 4 Add SUM, AVERAGE, MAX, MIN, COUNTIF and one lookup function.
  5. 5 Add one chart, one sorted data view and submit Checkpoint 2.
Checkpoint: Checkpoint 2: draft recommendations and spreadsheet with core formulas.

Week 9

Finalise the report, spreadsheet and validation evidence.

  1. 1 Quality check spreadsheet formulas, labels and formatting.
  2. 2 Insert final context diagram and connect recommendations to case problems.
  3. 3 Complete references, checklist, spelling and structure check.
  4. 4 Prepare for the validation interview.
  5. 5 Submit final report, context diagram and spreadsheet.
Checkpoint: Final validation: explain one data flow, one hardware decision and one spreadsheet formula choice.

Context Diagram

  • Use one central process only.
  • Include at least 3 external entities.
  • Label each data flow clearly.
  • Check arrow direction against the case study.

Spreadsheet Budget

  • - At least 8 line items.
  • - SUM formula.
  • - AVERAGE formula.
  • - MAX formula.
  • - MIN formula.
  • - COUNTIF formula.
  • - At least one lookup using VLOOKUP or HLOOKUP.
  • - One chart.
  • - One sorted table view.

Report Structure

  • - Title page
  • - Executive summary
  • - Current system analysis
  • - Context diagram
  • - Upgrade recommendations
  • - Spreadsheet budget
  • - Justification and conclusion
  • - References

Marks At A Glance

Criterion Marks High-level evidence
System Analysis 10 Thorough analysis of system purpose, inputs/outputs and key weaknesses with clear impact statements.
Context Diagram Quality 8 Correct single-process model, valid entities, accurate labelled flows and clear notation.
Upgrade Recommendations and Justification 12 Recommendations are feasible, clearly justified, and aligned to constraints.
Spreadsheet Budget Quality 14 Accurate cost model, all required functions, lookup use, chart and clear formatting.
Communication and Documentation 6 Professional structure, precise technical language and strong coherence.

Constraints

  • Upgrade budget target: between $2,500 and $4,000.
  • Minimal service disruption during upgrade.
  • Existing internet and network printer must be retained.
  • Staff need a simple workflow with minimal retraining.

Validation Prompts

  • - Explain one data flow in your context diagram.
  • - Why did you choose your primary hardware upgrade?
  • - Which spreadsheet function gave you the most useful insight and why?
  • - How does your proposal meet budget and implementation constraints?

Learning Links

Context Diagram Notes Context Diagram Worked Example Context Diagram Worksheet Hardware and Software Notes Spreadsheet Notes Spreadsheet Functions Worksheet VLOOKUP Worked Example

Student Documents

Open the essential Task 2 resources directly on the website.

Student task sheet

Concise instructions: what to do, what to submit and how marks are allocated.

 Case study brief

The Kingford Community Learning Hub scenario, issues, constraints and project requirements.

 Report template

The required report structure students should follow.

 Context diagram template

Planning table and quality checks for the Yourdon/DeMarco context diagram.

 Submission checklist

Final checklist for report, context diagram, spreadsheet and authentication evidence.

 Spreadsheet starter data

Starter budget line items for spreadsheet formula and chart work.
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Attached files

Student task sheet docx Case study brief docx Report template docx Context diagram template docx Submission checklist docx Spreadsheet starter data csv