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Fact Finding Techniques and the Steps - Coggle Diagram
Fact Finding Techniques and the Steps
Interviews
Systems analysts spend a great deal of time talking with people
Much of time is spent conducting interviews
Consists of 7 steps:
Step 1:
Determine the people to interview
Informal structures
Step 2:
Establish Objectives
Determine the general areas to be discussed
List the facts you want to gather
Step 3:
Develop Interview Questions
Creating a standard list of interviews questions helps to keep you on track and avoid unnecessary tangents
Avoid leading questions
Type of questions: open-ended questions, closed-ended questions, range-of-response questions
Step 4:
prepare for the Interview
Send a list of topics
Limit the interview to no more than one hour
Careful preparation is essential because an important meeting, not just a casual chat
Ask the interviewer to have samples available
Step 5:
Conduct the Interview
Develop a specific plan for the meeting
Begin with good introduction
Use engaged listening
Allow the person enough time to think about the question
Summarize main points
After interview, summarize the session and seek a confirmation
Step 6:
Document the Interview
Note taking should be kept to a minimum
After the interview, record the information quickly
After the interview, send memo expressing appreciation, including the main point discussed so the interviewer has a written summary and can offer additions or corrections
Step 7:
Evaluate the Interview
Try to identify any possible biases
Unsuccessful Interviews
Some interviews are not successful, no matter how well you prepare for it
Document Review
Help to understand how the current system is supposed to work
Should be able to obtain copies of actual forms and operating documents currently in used
Type of documents - forms, company policy, invoices etc
Questionnaires and Surveys
Keep the questionnaire brief and user-friendly
Provide clear instructions that will answer all anticipated questions
Arrange the questions in a logical order, going from simple to more complex topics
Phrase questions to avoid misunderstandings, use simple terms and wording
Try not to lead the response or use questions that give clues to expected answers
Limit the use of open-ended questions that are difficult to tabulate
Limit the use of questions that can raise concerns about job security or other negative issues
Include a section at the end of the questionnaire for general comments
Test the questionnaire whenever possible on a small test group before finalizing it and distributing to a large group
Interviews vs Questionnaires
When you seek input from a large group questionnaire is a very useful tool
If you require detailed information from only a few people, then you probably should interview each person
Questionnaire gives many people the opportunity to provide input and suggestions
Interview is more familiar and personal
Observation
Seeing the system in action gives you additional perspective and a better understanding of the system procedures
Plan the observations in advance
Research
Newsgroup
Site visit
Sampling
Systematic sample
Stratified sample
Random sample
Main objective of a sample is to ensure that it represents the overall population accurately