IS 421 Information Systems Analysis

1. IS 421Information Systems Analysis James Nowotarski 30 September 2002

2. Today’s Objectives • Recap points regarding system request and feasibility analysis • Understand the big picture of the analysis phase • Understand the objectives and techniques for gathering business requirements (e.g., what to ask in an interview) • Understand expectations for Assignment 2

3. Course Map Contents 1. Introduction Planning Phase 2. Project Initiation 3. Project Management Analysis Phase 4. Systems Analysis 5. Gathering Information 6. Process Modeling 7. Data Modeling 1 2 3 4 5 6 7 8 9 10 11 Week Core Exam Review Assignments Quizzes Final

4. Today’s agenda Topic Duration • Recap Planning Phase 30 minutes • Analysis Phase Overview 40 minutes *** Break 15 minutes • Information Gathering Techniques 60 minutes • Interviewing Exercise 30 minutes • Assignment 2 Intro 15 minutes

5. Planning Analysis Design Sep. 23 focus Sep. 30 - Oct. 28 focus SDLC The systems development life cycle (SDLC) is a description of the phases of an information system Implementation

6. Approval Approval SDLC: Planning Phase Analyze Technical Feasibility Identify Business Value Project Management Analyze Economic Feasibility Analyze Organizational Feasibility Project Initiation

7. Approval Approval Feasibility Analysis System Request SDLC: Planning Phase Analyze Technical Feasibility Identify Business Value Project Management Analyze Economic Feasibility Analyze Organizational Feasibility Deliverables

8. Key Roles • Project Sponsor • The project sponsor is a key person proposing development or adoption of the new information technology • Approval Committee • The approval committee reviews proposals from various groups and units in the organization and decides which to commit to developing

9. Technical Feasibility Technical feasibility addresses the question: Can we build it? • Familiarity with application • Knowledge of business domain • Familiarity with technology • Extension of existing firm technologies • Project size • Schedule, quality, workdays, personnel.

10. Economic Feasibility Economic feasibility addresses the question: Should we build it? • Benefits (cash inflows) • Development costs (initial cash outflows) • Operational costs (ongoing cash outflows) • Totals

11. Payback Period

12. Economic Feasibility RETURN ON INVESTMENT EQUALS Total (benefits - costs) Divided by Total costs

13. Economic Feasibility NET PRESENT VALUE EQUALS Some amount of money Divided by (1 + interest rate)n Where “n” equals the number of periods

14. Organizational Feasibility Organizational feasibility addresses the question: If we build it, will they come? • Stakeholder analysis • Project champion(s) • Organizational management • System users

15. Summary • Project initiation involves creating and assessing goals and expectations for a new system • Identifying the business value of the new project is a key to success • Feasibility study is concerned with insuring that technical, economic, and organizational benefits outweigh costs and risks

16. Today’s agenda Topic Duration • Recap Planning Phase 30 minutes • Analysis Phase Overview 40 minutes *** Break 15 minutes • Information Gathering Techniques 60 minutes • Interviewing Exercise 30 minutes • Assignment 2 Intro 15 minutes

17. Key Definitions • The As-Is system is the current system and may or may not be computerized • The To-Be system is the new system that is based on updated requirements

18. Why Do Analysis

19. THE ANALYSIS PHASE

20. Analysis Phase Key Question: Deliverables Functional requirements Quality requirements Data model Process model What does the system need to do? Steps Techniques 1. Gather requirements 2. Create data model 3. Create process model Interviewing Observation Entity-relationship modeling Normalization Data flow modeling

21. Analysis Phase

22. Develop ProcessModel Prepare Proposal Develop Data Model Dev Analysis Plan Examine- As-is Identify Improve- ments Develop Basic System Concepts Analysis Phase From Planning Phase: System Walkthrough System request Feasibility analysis Workplan . . . To Design Phase: Deliverables: Analysis Plan Functional Requirements Quality Requirements Data Model Process Model System Proposal System Concept

23. Develop ProcessModel Prepare Proposal Develop Data Model Dev Analysis Plan Examine- As-is Identify Improve- ments Develop Basic System Concepts Analysis Phase From Planning Phase: Develop Concept for To-Be System System request Feasibility analysis Workplan . . . To Design Phase: Deliverables: Analysis Plan Functional Requirements Quality Requirements Data Model Process Model System Proposal System Concept

24. Dev Analysis Plan Examine- As-is Identify Improve- ments Develop Basic System Concepts Develop Data Model Develop ProcessModel Prepare Proposal Analysis Phase From Planning Phase: Develop Concept for To-Be System System request Feasibility analysis Workplan . . . To Design Phase: Specify Gather Analyze

25. Analysis Plan/Strategy

26. Table of contents Executive summary System request Work plan Analysis strategy Recommended system Feasibility analysis Process model Data model Appendices Begin with the End in Mind System Proposal Outline

27. Three Fundamental Analysis Strategies • Business process Automation (BPA) • Business Process Improvement (BPI) • Business Process Reengineering (BPR)

28. High-Level Work Plan for Analysis

29. Today’s agenda Topic Duration • Recap Planning Phase 30 minutes • Analysis Phase Overview 40 minutes *** Break 15 minutes • Information Gathering Techniques 60 minutes • Interviewing Exercise 30 minutes • Assignment 2 Intro 15 minutes

30. Understand As-Is

31. Develop ProcessModel Prepare Proposal Develop Data Model Dev Analysis Plan Examine- As-is Identify Improve- ments Develop Basic System Concepts Analysis Phase From Planning Phase: Develop Concept for To-Be System System request Feasibility analysis Workplan . . . To Design Phase: Deliverables: Analysis Plan Functional Requirements Quality Requirements Data Model Process Model System Proposal System Concept

32. As-Is System What is the purpose of studying the current As-Is system? Is there ever a situation in which the As-Is system should not be studied extensively?

33. Information Gathering Techniques • Interviewing • Joint application design • Questionnaires • Document Analysis • Observation

34. Interviews

35. Interviews -- Five Basic Steps • Selecting Interviewees • Designing Interview Questions • Preparing for the Interview • Conducting the Interview • Post-Interview Follow-up

36. Selecting Interviewees • Based on Information Needed • Often Good to Get Different Perspectives • Managers • Users • Ideally, All Key Stakeholders

37. Types of Questions Examples Closed-Ended Questions * How many telephone orders are received per day? * How do customers place orders? * What additional information would you like the new system to provide? Open-Ended Questions * What do you think about the current system? * What are some of the problems you face on a daily basis? * How do you decide what types of marketing campaign to run? Probing Questions * Why? * Can you give me an example? * Can you explain that in a bit more detail? Types of Questions

38. Designing Interview Questions • Unstructured interview • Broad, Roughly Defined Information • Structured interview • More Specific Information

39. Questioning Strategies EXAMPLES? TOP DOWN High Level Very General Medium-Level Moderately Specific Low-Level Very Specific BOTTOM UP

40. Interview Preparation Steps • Prepare General Interview Plan • List of Questions • Anticipated Answers and Follow-Ups • Confirm Areas of Knowledge • Set Priorities in Case of Time Shortage • Prepare the Interviewee • Schedule • Inform of Reason for Interview • Inform of Areas of Discussion

41. Conducting the Interview • Appear professional and unbiased • Record all information • Check on organizational policy regarding tape recording • Be sure you understand all issues and terms • Separate facts from opinions • Give interviewee time to ask questions • Be sure to thank the interviewee • End on time

42. Conducting the InterviewPractical Tips • Don’t Worry, Be Happy • Pay Attention • Summarize Key Points • Be Succinct • Be Honest • Watch Body Language • And, don’t ask unnecessary questions!

43. Post-Interview Follow-Up • Prepare Interview Notes • Prepare Interview Report • Look for Gaps and New Questions • “If it isn’t in the fieldnotes, it never happened.”

44. Interview Report INTERVIEW REPORT Interview notes approved by: ____________ Person interviewed ______________ Interviewer _______________ Date _______________ Primary Purpose: Summary of Interview: Open Items: Detailed Notes:

45. JOINT APPLICATION DESIGN (JAD)

46. JAD Key Ideas • Allows project managers, users, and developers to work together • May reduce scope creep by 50% • Avoids requirements being too specific or too vague

47. Joint Application Design (JAD) Important Roles • Facilitator • Scribe

48. Joint Application Design (JAD) Setting • U-Shaped seating • Away from distractions • Whiteboard/flip chart • Prototyping tools • e-JAD

49. JAD Meeting Room JPEG Figure 5-5 Goes Here

50. The JAD Session • Tend to last 5 to 10 days over a three week period • Prepare questions as with interviews • Formal agenda and groundrules • Facilitator activities • Keep session on track • Help with technical terms and jargon • Record group input • Help resolve issues • Post-session follow-up