Indira Gandhi National Open University presents

Indira Gandhi National Open University presents

A Video LectureCourse:System Analysis

Fact Finding Techniques

Commonly Used Techniques • Existing documentation, forms, files, records • Research & site visits • Observation of the work environment

Commonly Used Techniques • Questionnaires • Interviews & group sessions

Possible Strategy? • Get all possible information from existing documentation • Observe the system in action (if possible)

Possible Strategy? • Design questionnaires to clear basic doubts • Conduct personal interviews to clarify more difficult issues

Existing Documentation • Absolutely essential • Document-department grid

A B C D Sales 2 1 1 Stores 1 1 Purchase 1 1 Finance 2 1 1 Document-department Grid

Advantages • No need to disturb the user in his office • No time constraint • Know what happens and not what the user wants you to know, no user bias

What Documents? • Organisational chart • Interoffice memos, study reports • Accounting records • Policy manuals

What Documents? • Standard operating procedures (SOPs), job descriptions • Completed forms that represent actual transactions

What Documents? • Manual & computerised reports • Documentation from previous studies

Completed Forms • No blank forms • Form design may be obsolete • Column headings may be misleading

certainty factor acceptableerror Desired certainty Factor 95% 90% 1.960 1.645 Sample Size 2 SS = 0.25 X

Desired certainty Factor 95% 90% 1.960 1.645 Sample Size 2 SS = 0.25 X 1.645 = 68 0.10

Sample Size • Randomization - no predetermined pattern • Stratification - systematic approach Every 3676th Document (25000/68 =3676)

Reports • Personal reports?

S.O.P • How things ought to be done • Mismatch • duplicate information • procedure eliminated • same form with different information

Research & Site Visits • Study of application and problem area • Trade journals, libraries, reference rooms • Other companies

Observation • Actual watching of processes and users • Not very commonly used

Not Commonly Used - Why? • Simple or routine work displayed • Graveyard shift • Temporarily perform correctly • Hawthorne Effect

Hawthorne Effect • Rewards you reap when you pay attention to people • ‘Someone Upstairs Cares’ syndrome

Advantages • See exactly what is being done because difficult to explain complex procedures • Physical conditions

Be Prepared! • Normal hours & peak hours • Data collection forms • Immediate documentation

Be Prepared! • Discount ‘textbook procedures’ • No assumptions • Review and verify conclusions

Alka Joglekar Presenter

Trans-slide K Vishwanath Graphics Suresh Kumar

Set Raghav Mishra M.U.Patil Floor Assistant Gajendra Diwakar Mukesh Saxena

Makeup Sunita Chhabra Floor Manager Kumar

Camera R. Sekhar G. Prasad Deepak Sharma Lighting Assistant Saroj Jain

Vision Mixer S B Saxsena CCU R

Sound a Video Recording a

Technical Director Vinod Mago Assistance in Production A

Edit & Produced by YOGESH KUMAR

An EMPC Indira Gandhi National Open University presentation -1999

Indira Gandhi National Open University presents