Interview Techniques and Guidelines

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Questions and Answers

What is the main document used to plan and conduct an interview?

Meeting Minutes

Procedure Manuals

System Documentation

Interview Guide (correct)

What is the purpose of preparing 'priming questions' for an interview?

To gather specific information about the interviewee's experience.

To establish a rapport with the interviewee before starting the agenda. (correct)

To ensure the interviewee is ready to discuss sensitive topics.

To test the interviewee's knowledge about the topic.

Which of the following is NOT a recommended guideline for effective interviewing?

Plan the interview beforehand.

Be neutral and avoid influencing the interviewee's responses.

Focus on obtaining information solely from one perspective. (correct)

Seek out diverse viewpoints to get a comprehensive understanding.

What type of questions are designed to elicit detailed responses from the interviewee?

Open-ended questions (B) Signup and view all the answers

What is the primary goal of a closed-ended question in an interview?

To elicit a specific, concise answer from the interviewee. (D) Signup and view all the answers

When interviewing, why is it important NOT to phrase questions in a way that implies a right or wrong answer?

It encourages the interviewee to provide honest and unbiased responses. (B) Signup and view all the answers

Which of the following is a good practice after completing an interview?

Type the interview notes within 48 hours to retain accurate information. (B) Signup and view all the answers

What type of information is NOT typically discovered by analyzing procedures and other documents?

The emotional state of employees when performing tasks (B) Signup and view all the answers

Which of the following is NOT a potential problem with procedure documents?

They may be too technical for users to understand (E) Signup and view all the answers

What is the main advantage of using open-ended questions in an interview?

They encourage interviewees to elaborate on their thoughts and opinions. (D) Signup and view all the answers

What is the main difference between formal systems and informal systems?

Formal systems are based on official documentation, while informal systems reflect the actual practices. (A) Signup and view all the answers

What is the primary purpose of analyzing business forms?

To determine the data that flows in and out of a system. (D) Signup and view all the answers

Which of the following is a common source for understanding the values of an organization?

Organizational mission statement (E) Signup and view all the answers

Which of the following is NOT a benefit of analyzing procedures and other documents?

Directly observing employee interactions during tasks (D) Signup and view all the answers

What is the primary reason for analyzing written work procedures?

To understand the specific steps involved in a task (A) Signup and view all the answers

Which of these is NOT an example of a document that could be analyzed to understand a system?

Customer reviews on social media (A) Signup and view all the answers

What does the "Planning Game" from eXtreme Programming aim to do?

Establish a clear vision for the development of a software system and prioritize tasks. (A) Signup and view all the answers

Which of these is NOT a step in the Agile Usage-Centered Design process?

Conducting user interviews to gather feedback on existing systems. (B) Signup and view all the answers

Which of the following options is NOT a typical requirement considered when determining system requirements for an e-commerce application?

A detailed marketing plan outlining strategies for attracting customers. (D) Signup and view all the answers

What is the primary aim of using prototyping during requirements determination?

To gather feedback from stakeholders and refine the system requirements based on their input. (C) Signup and view all the answers

Which of these is an advantage of Joint Application Design sessions?

They ensure that all stakeholders have a shared understanding of the system's purpose and requirements. (D) Signup and view all the answers

What is the purpose of documenting complaints about the current system when using the Agile Usage-Centered Design approach?

Identifying the causes of user dissatisfaction with the current system and addressing them. (A) Signup and view all the answers

Based on the text, which of the following is NOT an example of how computing can support requirements determination?

Conducting focus group discussions with users to collect and validate system requirements. (A) Signup and view all the answers

Why is it important to determine and prioritize user roles when using the Agile Usage-Centered Design approach?

To create targeted user interfaces and features tailored to each role's specific needs. (C) Signup and view all the answers

What characteristic of a good systems analyst involves questioning everything?

Impertinence (B) Signup and view all the answers

Which component is essential for understanding the requirements of a system?

Business objectives (C) Signup and view all the answers

What approach can be beneficial during requirements determination?

Prototyping (A) Signup and view all the answers

Which characteristic encourages a systems analyst to explore new methods?

Reframing (C) Signup and view all the answers

Analyzing business documents to determine system requirements can have which of the following pitfalls?

Inconsistent data interpretations (B) Signup and view all the answers

Which aspect is NOT a focus when determining system requirements?

Personal relationships within the team (D) Signup and view all the answers

What is a crucial aspect of the information needed to do jobs effectively?

Volume and definition of data (B) Signup and view all the answers

Which of the following should analysts avoid to ensure an effective analysis phase?

Assuming existing methods are optimal (D) Signup and view all the answers

What is a key drawback of individual interviews?

They may lead to conflicting information. (A) Signup and view all the answers

Which of the following is an advantage of interviewing several key people together?

More effective use of time. (A) Signup and view all the answers

What best describes the Nominal Group Technique (NGT)?

A facilitated process supporting individual contributions. (B) Signup and view all the answers

What is a limitation of directly observing users?

It may alter users' normal operating behavior. (C) Signup and view all the answers

What is an advantage of document analysis in system requirements gathering?

It provides a historical and formal view of requirements. (D) Signup and view all the answers

Why might follow-up discussions following individual interviews be considered a drawback?

They can be time-consuming. (D) Signup and view all the answers

What is NOT a characteristic of group interviews compared to individual interviews?

They require less time to schedule. (D) Signup and view all the answers

What is one of the limitations of using direct observation as a method?

It restricts the likelihood of observing normal behavior. (D) Signup and view all the answers

What is the primary purpose of Joint Application Design (JAD)?

To collect system requirements simultaneously from key participants (C) Signup and view all the answers

Which role in a JAD session is primarily responsible for organizing and running the session?

Session Leader (B) Signup and view all the answers

What is the significance of having a Sponsor in a JAD session?

They champion the project at a high level with limited participation (B) Signup and view all the answers

What type of tools can be utilized during a JAD session to facilitate analysis?

CASE tools (D) Signup and view all the answers

How does a system prototype function within the requirements determination process?

It is a rudimentary working version that helps refine system requirements (B) Signup and view all the answers

Which participant role in a JAD is primarily responsible for documenting the session activities?

Scribe (A) Signup and view all the answers

What is one of the main outputs of a JAD session?

Documentation of the existing system and features of the proposed system (C) Signup and view all the answers

In what century did IBM start the Joint Application Design (JAD) technique?

1970s (C) Signup and view all the answers

Study Notes

Modern Systems Analysis and Design - Chapter 6

Learning Objectives: Describe interview options, planning, advantages/pitfalls of observation, business document analysis, computing support for requirement determination, and participation in JAD sessions. Also, use prototyping, describe contemporary approaches, and understand techniques for e-commerce applications.

Performing Requirements Determination

Systems Development Life Cycle (SDLC): A process with phases including planning, analysis, design, implementation, and maintenance. The analysis phase is highlighted as a crucial step for determining system requirements.

The Process of Determining Requirements

Analyst Characteristics: Impertinence (question everything), impartiality (consider all perspectives), relaxation of constraints, attention to detail, and reframing (challenging assumptions).

Organizational Components to Understand

Business Objectives: Define the purpose and how work operates.
Information Needs: Describes the information necessary for personnel to do their jobs.
Data: Including definition, volume, size, data movement, transformation, and storage processes.
Dependencies/Sequences: How tasks relate to one another.
Data Handling Rules: Specifies the rules for dealing with data.
Business Policies/Guidelines: Organizational rules governing procedures and operations
Key Events: Crucial moments in the process of completing tasks

Deliverables and Outcomes

Interview/Observation: Interview transcripts, observation notes, meeting minutes.
Written Documents: Mission/strategy statements, business documents, procedure manuals, job descriptions, training materials, system documentation, flowcharts.
Computerized Sources: JAD session results, CASE repositories, reports from existing systems, prototypes.

Traditional Methods

Interviewing Individuals/Groups: Method for gathering information from individuals or groups.
Observing Workers: Directly observing employees in their work environment.
Studying Business Documents: Analysing existing documents for insights into system requirements

Interviewing and Listening

Interview Guide: A document created for developing, planning, and conducting interviews.

Guidelines for Effective Interviewing

Planning: Set appointment, prepare priming questions, prepare an agenda, checklist, and questions.
Listening: Listen carefully to gather information and document details, including non-verbal clues.
Documentation: Note taking (record if permitted).
Review: Review notes promptly (within 48 hours).
Neutrality: Avoid biases and personal interpretations.
Diversity: Seek various perspectives.

Interview Outline

Interviewee Information: Name, location, medium, objectives.
Interviewer Information: Name, date, time, experience.
Agenda: Introduction, project background, interview topics, recording permission, questions, summary, and closing.

Choosing Interview Questions

Open-ended Questions: Questions with no specified answers (unstructured).
Closed-ended Questions: Questions with choices to select from (structured).

Interviewing Guidelines (continued)

Non-Leading Questions: Do not phrase questions to imply a right or wrong answer.
Active Listening: Listen carefully and engage in active listening during interview sessions.
Quick Documentation: Record interview notes rapidly after the interview.
Realistic Expectations: Do not create expectations for the system until the specifics are agreed upon.
Diverse Perspectives: Collect feedback and opinions from various parties involved.

Interviewing Groups

Drawbacks to Individual Interviews: Contradictions between responses, time-consuming follow-ups, or new questions from follow-up interviews needing additional interviews.
Group Advantages: Effective time use, simultaneous agreement/disagreement identification, and synergistic collaboration
Group Disadvantages: Difficulty scheduling compared to interviews with individuals.

Nominal Group Technique (NGT)

Process: Team members independently work and generate ideas, writing them down. A facilitator reads and records all ideas openly discussed.

Directly Observing Users

Observational Technique: Watch users perform tasks relevant to the system, allowing for first-hand observed measures.
Limitations: The participants may change their behaviour due to being observed, and it is time-consuming.

Analyzing Documentation

Documents Examination: Review existing documents for insights about system requirements, and understand historic and formal views.
Document Types: Includes processes, work procedures, business forms, reports, and documentation of existing information systems.
Identifying Issues: Discover problems with the current system, opportunities for improvement, and organizational perspectives.

Analyzing Procedures (continued)

Useful Documents: Work procedure - describes how a task or job is performed (includes input data and output information).
Business Forms: Used in all business functions, illustrating data flow, and providing insights concerning business organization.
Reports: Provides information regarding current system, data needed, and system functions and features.
Current Information System Description: Explains the details of a current system and its processes.
Formal/Informal Systems: Formal systems are documented methods of operations, while informal systems refer to how things are actually done.

Contemporary Methods

JAD (Joint Application Design): A structured, intensive requirements gathering technique with participants including users, analysts, managers, and a leader. The goal is to generate a detailed understanding of current and projected systems.

CASE Tools

Role in JAD: Support JAD by displaying system models, screen designs, and prototypes to users and stakeholders throughout the JAD session.

Using Prototyping

Iterative Development: Iterative approach in systems development, where requirements are converted to working prototypes, repeatedly refined. Close collaboration between analyst and users is essential.
Evolutionary Prototyping: The prototype becomes the operational system basis.
Throwaway Prototyping: Prototypes are models, not the final system and are discarded.

Using Prototyping (continued)

Application Usefulness: Useful when user requests are unclear, few users are included in the system, the design is complex, or when there is a significant history of communication problems between analysts and users.

Radical Methods (e.g. Business Process Reengineering - BPR)

BPR Focus: Identifying radical changes needed in business processes for significant improvements in products/services.
Goal Identification: Identifying areas of business to radically reengineer, eliminate unnecessary steps, establish process synergy, and increase responsiveness to future changes.

Disruptive Technologies

Improvement through IT: Applying information technologies to fundamentally enhance business processes.
Breaking Traditional Rules: Using technology to disrupt current business methods and rules that may impede organizational progress, requiring radical changes.

Requirements Using Agile Methodologies (e.g. Continuous User Involvement, Agile Usage-Centered Design, The Planning Game)

Continual User Involvement: Iterative analysis, design, code, and testing to replace traditional SDLC waterfall methods.
Agile Usage-Centered Design: Focus on user goals, roles, and tasks, using an iterative approach that encompasses user interaction contexts and prototypes built throughout the process in response to user feedback.
The Planning Game (eXtreme Programming): A practical method focused on working sessions with users that continuously review and adjust the plan collaboratively.

Electronic Commerce Applications (e.g., Pine Valley Furniture WebStore)

System Requirements Focus: Details on WebStore, layout/navigation, site management functions, customer/inventory information, and the evolution of system prototypes.

Summary

Chapter Summary: Focus on learning how to describe interview options, plan interviews, assess observation and document analysis, explain the use of computing, participant in JADE sessions, and determine approaches relevant for electronic commerce and other related practices such as prototyping.

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Description

This quiz assesses your understanding of essential interview techniques, including types of questions, preparation, and guidelines for effective interviewing. It's designed for anyone looking to improve their interviewing skills and knowledge about the interview process.