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2.0 SYSTEM PLANNING Identify the steps in a preliminary investigation -…

- - - - An analysis tool that represents the possible causes of a problem as a graphical outline.
      - A fishbone diagram is useful in brainstorming sessions to focus conversation. After the group has brainstormed all the possible causes for a problem, the facilitator helps the group to rate the potential causes according to their level of importance and diagram a hierarchy.
      - When using a fishbone diagram, an analyst first states the problem and draws a main bone with sub-bones that represent possible causes of the problem.
      - A cause and effect diagram or Ishikawa diagram, s a visualization tool for categorizing the potential causes of a problem in order to identify its root causes
      - How to create a Fish Diagram
        
        Create a head, which lists the problem or issue to be studied.
        
        Create a backbone for the fish (a straight line that leads to the head).
        
        Identify at least four “causes” that contribute to the problem. Connect these four causes with arrows to the spine. These will create the first bones of the fish.
        
        Brainstorm around each “cause” to document those things that contributed to the cause. Use the 5 Whys or another questioning process such as the 4Ps (Policies, Procedures, People and Plant) to keep the conversation focused.
        
        Continue breaking down each cause until the root causes have been identified.
        
        Example of Fishbone Diagram
- - - - *articulates what the project entails so that all stakeholders can understand what's involved;
      - *provides a roadmap that managers can use to assign tasks, schedule work and budget appropriately;
      - *helps focus team members on common objectives; and
      - *prevents projects, particularly complex ones, from expanding beyond the established vision.
- - - - Research and site visits, second technique, is the process of examining the problems which had previously solved by other sources that can be either human or documents.
    - - Questionnaires are also one of useful fact-finding technique to collect information from large number of users. Users fill up the questions which are given by the system analyst and then give the answers back to the system analyst
    - - The best way to analyse the existing system is to collect facts from existing documentation rather than from human sources
        There are various kinds of documents to collect facts from existing documents. These include:
        -e-mails, customer complaints, suggestion box notes and reports that document the problem area
        -problem performance reviews, samples of completed manual forms and reports and samples of completed computerized forms and reports
        -various types of flowcharts and diagrams, program documentation and user training manuals
    - - Interview is the most commonly used technique to collect information from the face-to-face interviews.
        The purpose of interview is to find, verify, clarify facts, motivate end-users involved, identify requirements and gather ideas and opinions
    - - The implementation of prototyping can be developed in earlier stage of system development life cycle when analyzing the facts. The process of prototyping facts in order to specify the
        user requirements
    - - JRP is the structured group work meeting to identify, analyze problems and define the requirements of system. JRP is becoming increasingly common in systems planning and systems analysis to obtain group consensus on problems, objectives and requirements
    - - Observation in a workplace is used by managers to gain insights into employee performance