System Analysis and Design Development of Fact Finding

System Analysis and Design Development of Fact Finding Methods (Lecture 2) 1

Analysis: Determining system requirements • During requirements determination, the analyst gather information (Fact Finding) on what the system should do from as many source as possible: from users of the current system, from observing users, and from reports, forms, and procedures. • All of the system requirements are carefully documented and made ready for structuring. 2

Fact-finding – the formal process of using research, meetings, interviews, questionnaires, and other techniques to collect information about system problems, requirements, and preferences. - It is also called information gathering or data collection. 3

Fact-Finding Methods • There a variety of Methods that can be used to gather and analyze information about the required system: – interviews – questionnaires – examining documentation. – Observations – Research. Which method above is the most commonly used ? 4

Interview - a fact-finding technique whereby the systems analysts collect information from individuals through face -to-face interaction. • Most commonly used, and normally most useful, fact-finding technique. 5

Interview How to plane the interview: • Prepare interview: appointment, questions, . . . • Listen carefully and take notes(tape record if permitted). • Review notes within 48 hours of interview. • Be neutral. • Choosing interview questions: 6

Interview • There are two type of questions: 1. Open-ended question – question that allows the interviewee to respond in any way. EX: list the three most frequently used menu options? 2. Closed-ended question – a question that restricts answers to either specific choices or short, direct responses. EX: choose one of the following options for the choice File : A. Open, Save, Print B. Open, Save, Send C. New, Open, Close 7

Questionnaires • Questionnaires are Special-purpose documents that allow facts to be gathered from a large number of people while maintaining some control over their responses. • Mostly closed-ended questions. 8

Examples of Questionnaire Questions • Multiple-choice questions • Rating questions • Ranking questions Rank the following transactions according to the amount of time you spend processing them. ___ % new customer orders The implementation of quality discounts would ___ % order cancellations cause an increase in customer orders. ___ % order modifications ___ Strongly agree ___ % payments ___ Agree ___ No opinion Is the current accounts receivable ___ Disagree report that you receive useful? ___ Strongly disagree ___ Yes ___ No 9

10

Choosing between interviews and questionnaires: Characteristic Interview Questionnaire Information richness high Medium to low Time required Can be extensive Low to moderate Expense Can be high Moderate Chance for follow up and probing Good: probing and clarification questions can be asked by either interviewer or interviewee Limited: probing and follow up done after original data collection Confidentiality Interviewee is known by interviewer Respondents can be unknown Involvement of subject Interviewee is involved and committed Respondents are passive, no clear commitment Potential audience Limited number, but complete responses from those interviewed Can be quite large, but lack of response from some can bias result 11

Examining Documentation. • Study business documents to discover reported issues, policies, rules, and use of information in the organization. 12

Observation • Observation is a fact-finding technique wherein the systems analyst either participates in or watches a person perform activities to learn about the system. • Effective technique for understanding system. 13

Research – It means research about the information related to the system which published in the sources like the Internet, newspapers, magazines, journals, documents etc. This research helps the analyst to get valuable information about the system and the organization. – site visits. 14

The Need for Recording the Facts • Record information as soon as you obtain it • Use the simplest record method possible • Record your findings in such a way that they can be understood by someone else • Organize your documentation 15

Info gathering Develop requirements Questionnaires Interviews Examining documentation Observation Understand new system’s: Procedures Constraints Develop requirements and models Functions Research 16 16

Fact-Finding Ethics • Fact-Finding often brings systems analysts into contact with sensitive information. – Company plans – Employee salaries or medical history – Customer credit card, social security, or other information • Ethical behavior – Systems analysts must not misuse information. – Systems analysts must protect information from people who would misuse it. 17