System Analysis and Design

• System analysis and design employs a structured method for creating or improving systems
• Focus is placed on understanding needs, designing solutions, and managing implementation
• It defines the system's purpose, examines requirements, develops designs, and ensures the final product meets all specified needs

System Development Life Cycle (SDLC)

• SDLC represents a step-by-step procedure used for building information systems
• Typical phases consist of planning, analysis, design, implementation, testing, and maintenance
• Frameworks for managing the SDLC are provided by methodologies like Waterfall, Agile, and Spiral

Requirements Gathering

• Requirements gathering involves identifying, documenting, and validating stakeholder needs and expectations
• This phase of system analysis and design is critical as it provides the project's foundation
• Project failure, cost overruns, and user dissatisfaction can arise if requirements are poorly gathered

Types of Requirements

• Functional Requirements: Define system functions, calculations, and data manipulations
• Non-Functional Requirements: Define system performance aspects like security, performance, reliability, and usability
• User Requirements: Describe what users need to accomplish with the system
• System Requirements: Detail what the system must do to fulfill user requirements
• Business Requirements: High-level objectives which the system should achieve

Requirements Gathering Techniques

• Interviews: One-on-one discussions with stakeholders to ascertain their needs and expectations
  • Allows detailed probing and clarification
  • Can be time-intensive and dependent on interviewer abilities
• Surveys/Questionnaires: Efficient data gathering using standardized questions among many stakeholders
  • Useful for acquiring broad input
  • Lacks the depth of individual interviews
• Workshops/Focus Groups: Collaboration and discussion regarding requirements among groups of stakeholders in a facilitated session
  • Promotes collaboration and diversity of ideas
  • Group dynamics require skilled facilitation
• Document Analysis: Existing documents like business plans, reports, and system documentation are reviewed to identify requirements
  • Gives a historical perspective and uncovers existing processes
  • Might not reflect current or undocumented practices
• Observation: Observing users in their work environment to understand their tasks and challenges
  • Provides insights into actual work practices
  • May be intrusive or alter user behavior
• Prototyping: A preliminary model of the system is created to showcase functionality and collect feedback
  • Helps visualize needs and identify usability problems
  • Unrealistic expectations can be the result if not managed carefully
• Use Cases: The interaction between a user and the system is described to achieve a specific goal
  • Offers a structured way to document functional requirements
  • Focuses on user interactions and system responses

Interview Technique

• Preparation: Define objectives, identify stakeholders, and prepare interview questions
• Conducting Interviews: Establish rapport, ask open-ended questions, listen actively, and take detailed notes
• Follow-up: Summarize findings, share with stakeholders, and validate the information

Surveys/Questionnaires Technique

• Design: Create clear, concise questions that are easy to understand and answer
• Distribution: Choose the appropriate distribution method (e.g., online, paper-based)
• Analysis: Analyze the data to identify trends and patterns

Workshops/Focus Groups Technique

• Planning: Define objectives, select participants, and prepare an agenda
• Facilitation: Guide the discussion, encourage participation, and manage conflicts
• Documentation: Capture key decisions, action items, and agreed-upon requirements

Document Analysis Technique

• Identification: Identify relevant documents
• Review: Examine the documents for information related to system requirements
• Synthesis: Summarize and consolidate the findings

Observation Technique

• Planning: Define the scope of observation and obtain necessary permissions
• Execution: Observe users in their natural work environment, documenting their actions and interactions
• Analysis: Analyze the observations to identify requirements and areas for improvement

Prototyping Technique

• Development: Create a working model of the system
• Demonstration: Present the prototype to stakeholders and gather feedback
• Iteration: Refine the prototype based on feedback until requirements are met

Use Cases Technique

• Identification: Identify the actors (users or external systems) that interact with the system
• Description: Describe the sequence of steps that occur when an actor interacts with the system to achieve a goal
• Documentation: Document the use cases, including preconditions, post-conditions, and alternative flows

Key Considerations in Requirements Gathering

• Stakeholder Identification: Identifying all relevant stakeholders and understanding their roles and interests
• Communication: Maintaining clear and open communication channels with stakeholders throughout the process
• Conflict Resolution: Addressing conflicting requirements and priorities among stakeholders
• Prioritization: Prioritizing requirements based on their importance and impact on the project
• Validation: Verifying that the gathered requirements are accurate, complete, and consistent

Common Challenges in Requirements Gathering

• Incomplete Requirements: Failing to capture all necessary requirements
• Ambiguous Requirements: Requirements that are unclear or open to interpretation
• Conflicting Requirements: Requirements that contradict each other
• Changing Requirements: Requirements that evolve over time
• Lack of Stakeholder Involvement: Insufficient participation from stakeholders

Best Practices

• Start Early: Begin requirements gathering early in the project lifecycle
• Be Inclusive: Involve a diverse group of stakeholders
• Use Multiple Techniques: Combine different techniques to gather a comprehensive set of requirements
• Document Thoroughly: Document all requirements in a clear and concise manner
• Validate Continuously: Continuously validate requirements with stakeholders to ensure accuracy and completeness
• Manage Changes: Establish a change management process to handle evolving requirements

Tools

• Requirements Management Software: Tools for documenting, tracking, and managing requirements (e.g., Jira, Confluence, Azure DevOps)
• Modeling Tools: Tools for creating visual representations of requirements (e.g., UML diagrams, flowcharts)
• Survey Tools: Tools for creating and distributing surveys (e.g., SurveyMonkey, Google Forms)