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System Analysis

This section explores fact-finding techniques in system analysis, including interviews, documentation review, observation, surveys, and questionnaires. Learn how to construct meaningful interviews and gather valuable information.

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System Analysis

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  1. System Analysis and Design System Analysis - Mr. Ahmad Al-Ghoul

  2. learning Objectives • Recognize the value of interactive methods for information gathering • Construct interview questions to elicit information requirements • Structure interview in meaningful way System Analysis and Design System Analysis

  3. Introduction • This part discusses system requirements and fact-finding techniques, which include interviewing, documentation review, observation, surveys and questionnaires, sampling, and research • Each of the fact-finding techniques possesses its own established process for you to follow in interacting with users • an information gathering interview is a directed conversation with specific purpose that uses question and answer format. In the interview you want to get the opinions of the interviewee and his or her feelings about the current state of the system , organization and personal goals, and informal procedures System Analysis and Design System Analysis

  4. Fact-Finding • Fact-Finding Overview • The first step is to identify the information you need • You begin by asking a series of question like • What business functions are supported by the current system? • What strategic objectives and business requirements must be supported by the new system? • What are the benefits and TCO of the proposed system? • What transactions will the system process? • What information do users and managers need from the system? • Must the new system interface with legacy systems? • What procedures could be eliminated by business process reengineering? • What security issues exist? • What risks are acceptable? • What budget and timetable constraints will affect system development? • To obtain answers you need to develop a fact-finding plan System Analysis and Design System Analysis

  5. Fact-Finding • Fact-finding involves answers to five familiar questions: Who, What, Where, When, and How ? • For each of these questions you must ask anther question: why? • Difference between asking what is being done and what could or should be done • First analyst must understand the current system then he can ask what should be done System Analysis and Design System Analysis

  6. Fact-Finding Sample questions during requirements modeling as the focus shifts from the current system to the proposed system. System Analysis and Design System Analysis

  7. Fact-Finding • Interviews • A planned meeting during which information is obtained from another person. • Analyst need to think through the interview thoroughly before he/she can go • Visualize why you are going • What you will ask • What will make it a successful interview • How to make the interview fulfilling for the individual you interview • Interview is a directed conversation with a specific purpose that uses a question-and-answer format • Analyst need to build trust and understanding System Analysis and Design System Analysis

  8. Fact-Finding • Interviews • Seven steps in interview preparation • Step 1: Determine the People to Interview • Include key people at all levels who will be affected by the system in some manner • You can select your interview candidates from the formal organization chart that you reviewed in the planning phase • You must consider any informal structures that exist in the organization, based on interpersonal relationships, unofficial procedures • Group interviews can save time and provide an opportunity to observe interaction among the participants • Group interviews problems • One person can dominate the conversation • Organization level, as the presence of senior managers in an interview might prevent lower level employee from expressing themselves. System Analysis and Design System Analysis

  9. Fact-Finding • Seven steps in interview preparation • Step 2: Establish Objectives for the Interview • Determine the general areas to be discussed • List facts you want to gather • Try to solicit ideas, suggestions, and opinions • The objectives depend on the role of the person being interviewed • Upper level managers can provide big picture and help you to understand the system as a whole • Specific details about operations and day-to-day business processes are learned from operational people and in some cases from supervisors • By setting specific objectives, you create framework that helps you decide what question to ask and how to phrase the questions System Analysis and Design System Analysis

  10. Fact-Finding • Seven steps in interview preparation • Step 3: Develop Interview Questions • Creating a standard list of interview questions helps to keep you on track and avoid unnecessary tangents • Avoid leading questions • Leading questions tend to guide interviewees into responses apparently desired by the interviewer • These questions should be avoided to reduce bias and improve reliability and validity • Interview Questions • Open-Ended • Open-ended interview questions allow interviewees to respond how they wish, and to what length they wish • No pre-specified answers System Analysis and Design System Analysis

  11. Fact-Finding • Step 3: Develop Interview Questions • Open-Ended questions • pros • Open-ended questions are appropriate when the analyst is interested in breadth and depth of reply • appropriate when you want to understand a larger process or draw out the interviewee's opinions, attitudes, or suggestions • Providing richness of detail • Revealing avenues of further questioning that may have gone untapped • Cons • May result in too much irrelevant detail • Possibly losing control of the interview • May take too much time for the amount of useful information gained System Analysis and Design System Analysis

  12. Fact-Finding • Step 3: Develop Interview Questions • Close-Ended • Respondent is asked to choose from a set of specified responses • Closed interview questions limit the number of possible responses • Closed interview questions are appropriate for generating precise, reliable data which is easy to analyze • The methodology is efficient, and it requires little skill for interviewers to administer • Pros • Saving interview time • Easily comparing interviews • Getting to the point • Keeping control of the interview • Covering a large area quickly • Getting to relevant data • Cons • Boring for the interviewee • Failure to obtain rich detail • Missing main ideas System Analysis and Design System Analysis

  13. Fact-Finding • Step 3: Develop Interview Questions • Range-of-response questions • Closed end questions that ask the person to evaluate something by providing limited answers to specific responses or a numeric scale • It makes it easier to tabulate the answers and interpret the results System Analysis and Design System Analysis

  14. Fact-Finding • Seven steps in interview preparation • Step 4: Prepare for the Interview • Careful preparation is essential because interview is an important meeting and not just a casual chat • keep department managers informed of your meetings with their staff members • Limit the interview to no more than one hour • Send a list of topics several days before the meeting • Ask the interviewee to have available samples of documents System Analysis and Design System Analysis

  15. Fact-Finding • Step 4: Prepare for the Interview • Interview location • Two schools exist about the best location for an interview • Interviewee’s office • Pros • It makes the interviewee feel comfortable during the meeting • The interviewee office is where he or she has the easiest access to supporting material that might be needed • Cons • Interruptions in the office is high System Analysis and Design System Analysis

  16. Fact-Finding • Interview location • Two schools exist about the best location for an interview • Neutral location such as conference room • Pros • Keeping interruptions to a minimum • Better concentration • Less time needed • Cons • Less comfortable • Accessing to supporting material is harder System Analysis and Design System Analysis

  17. Fact-Finding • Seven steps in interview preparation • Step 5: Conduct the Interview • Develop a specific plan for the meeting • Begin by introducing yourself, describing the project, and explaining interview objectives • The interview should not exceed 45 minutes to one hour • Make sure that you are understanding what the interviewee is telling you • Ask for definitions if needed • Allow the person enough time to think about the question • Summarize main points • Always ask “Is there anything else that you would like to add?” • Set up any future appointments • Thank them for their time and shake hands • After interview, summarize the session and seek a confirmation System Analysis and Design System Analysis

  18. Fact-Finding • Step 6: Document the Interview • During the interview, note taking should be kept to a minimum • After the interview, record the information quickly • Provide an initial summary, then more detail • After the interview, send memo expressing appreciation, including the main points discussed so the interviewee has a written summary and can offer additions or corrections System Analysis and Design System Analysis

  19. Fact-Finding • Step 7: Evaluate the Interview • In addition to recording the facts obtained in an interview, try to identify any possible biases • Unsuccessful Interviews • No matter how well you prepare for interviews, some are not successful • Unsuccessful interviews factors • Misunderstanding or personality conflict with interviewee • The interviewee might be afraid that the new system will eliminate or change his or her job • Short or incomplete answers to the open ended questions System Analysis and Design System Analysis

  20. Sequence Summary • The fact-finding process includes interviewing, document review, observation, questionnaires, sampling, and research • An interview is a directed conversation with specific purpose that uses question and answer format. • Successful interviewing requires good planning and strong interpersonal and communication skills • The systems analyst must decide on the people to interview, set interview objectives, and prepare for, conduct, and analyze interview • Interview contains open-ended and close-ended questions System Analysis and Design System Analysis

  21. Sequence Summary • In this Sequence we have • Discussed the main questions to be asked about before beginning fact findings process • Identified the term interview • Described the interviewing seven steps including: determine the people to interview, establish objectives for the interview, develop interview questions, prepare for the interview, conduct the interview, document the interview, and evaluate the interview System Analysis and Design System Analysis

  22. Reference [1] System Analysis and Design, Sixth Edition Authors: Gary B. Shelly, Thomas J. Cashman and Harry J. Rosenblatt Publisher: SHELLY CASHMAN SEWIES. [2] system analysis and design, sixth edition Authors: Kenneth E. Kendall and Julie E. Kendall Publisher: Prentice Hall [3] Modern Systems Analysis and Design Third Edition Authors: Jeffrey A. Hoffer , Joey F. George, Joseph S. Valacich Publisher: prentice hall System Analysis and Design System Analysis

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