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3) SYSTEM'S ANALYSIS (3.3 INFORMATION GATHERING TECHNIQUES (1)…
3) SYSTEM'S ANALYSIS
3.1 + 3.2 ANALYZING DATA TO DETERMINE INFORMATION NEEDS AND SYSTEMS REQUIREMENTS
Identify :
1) purpose of the new system
2) who will use the new system
3) why do they need the new system
4) how will the success of the new system be measured
5) what the development constraint faced
3.3 INFORMATION
GATHERING
TECHNIQUES
1) Interviews
Step in interview
preparation
read the background materials to establish the interview objectives
Decide who to interview
Prepare the interview :
Decide on question type and structure
reveal info about interviewee opinion & feelings about existing state of system, organizational & personal goals and informal procedure
Formal F2F meeting between system development team & user
Common techniques of gathering info
Through info : Discover system rq & problems
Can reveal what is actually being done, areas of misunderstanding, unrealistic expectations and even indications of resistance to the proposed system
Types of interview
Structured
interviewer will only ask Ques that have been planned
Unstructured
Interviewer will ask planned Ques + other Ques that appropriate
Advantage
Get to meet up the person involved (get more info is ques asked correctly)
Disadvantage
Time consuming
Costly
Different users
& approach
Some may corporate & some not
Important to start system analysis by interviewing the mgt (aware of the system)
2) Reviews of documents
eg : manuals, procedures, forms, reports
Reviewed copy
of doc
(valuable info)
How existing system should work (compare w info gained by other technique) :!!: Differences between how system supposed to function w how it actual function : can point possible problems :!!:
Important to
Identify complete list of doc
Go through & analyze them
Check duplication of data to ensure that the same data item does not appear under two names
Review doc will help to conduct interview effectively w managers & users
Review will give important clues for future rq
3) Observation
Gain info that cannot be gained thru other techniques
Thru observation ; 1st hand info obtained on how acivities are carried out
Direct observation : systems analyst watches potential users when they perform their work function
During observation : watch ppl do their work, who interrelates with whom, how paper moves from desk to desk & how info comes in & leaves the organization
This techniques most useful when needed to actually see how doc handled, how processed carried out & whether specified steps are actually followed
It is powerful techniques for gather info bzoz enable to see the reality
4) Questionnaire
Used when large no of users
Interview :red_cross: bcoz of cost, diff geographically
Ques must be straightforward & few(more response)
Cheaper & quicker way
Difficult to design clear ques & ensure adequate of response rate
Distribute via email (save cost compared to paper)
obtain info from large no of ppl but the info is less detailed & more bias
5) Joint
Application
Design
Info gathering techniques that allow system developement team, users & mgt to work together in highly focused workshop to identify rq for the system
Effective techniques for building user commitment thr their active participation in the analysis of rq & specification of the system design
JAD centres around a structured, dedicated workshop session (everyone together in a room & talk it out)
This environment gives ppl chance to learn, understand each other's need + concern
Advantage
Shortening the time to complete a project
Improves the quality of final system
6) Prototyping
Prototype can be solve the "hard to visualize" problem by user
Model of proposed system (version of proposed system quickly built & repeatedly modified based on users' reaction)
Device for communication between users & system development team
Stages
1) Agree approximately what is needed
2) Build something quickly which looked like what is wanted
3) Test it
4) Use it as representative environment
5) Adapt & develop the prototype
Allow experiment w'out much risk (if does not turn out well, you have not spent too much time & effort)
Advantage
Improving info gather process
Improve r'ship
Better identification of system prob
Ensure quality in the eventual system
Disadvantage
Cause of conflict between dpt
End users will mistakenly that actual system can be develop at the same speed
3.4 SYSTEM ANALYSIS REPORT
Final step in systems analysis phase
Management & system steering committee will review the analysis report to determine either to proceed to next phase (system design) or not
The problems identified earlier & the suggested solutions will be documented together with the diagram used to document the existing system
It may need to do a presentation of the analysis findings