Chapter 3

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What is the purpose of preparing an interviewee before conducting an interview?

To ensure the interviewee is well-informed and comfortable (correct)

To establish a strict time limit for responses

To make the interviewee feel pressured to provide information

To discuss the interviewee's weaknesses and limitations

Why is recording all information during an interview essential?

To ensure all opinions are prioritized over facts

To make the interviewee uncomfortable

To fill up time in case of a short interview

To provide an accurate account of the conversation (correct)

In a structured interview, what type of information is typically sought?

Informal feedback from the interviewee

Very specific information (correct)

General opinions and feelings

Broad and vaguely defined information

What is a significant benefit of using the JAD technique in requirement gathering?

It can significantly reduce scope creep Signup and view all the answers

What key function does a JAD facilitator perform during a session?

To keep the session on track and ensure technical understanding Signup and view all the answers

Which of the following is NOT a basic step in the interview process?

Discussing job performance of the interviewee Signup and view all the answers

How does preparing a general interview plan benefit the interview process?

It helps prioritize topics in case of time constraints Signup and view all the answers

Which statement describes an unstructured interview?

It allows for flexibility in the information sought Signup and view all the answers

What is the primary purpose of analysis in systems analysis and design?

To break down a whole into its parts for understanding. Signup and view all the answers

Which of the following is NOT a deliverable from the analysis phase?

Detailed design documents Signup and view all the answers

During the analysis phase, what type of requirements captures what the system must do?

Functional requirements Signup and view all the answers

What approach is considered most effective for determining requirements during the analysis phase?

Businesspeople and analysts collaborating. Signup and view all the answers

What is a critical side effect of the requirements determination process?

Building political support for the project. Signup and view all the answers

What does requirements determination involve transforming?

A high-level statement of business requirements into detailed specifications. Signup and view all the answers

What type of requirements focuses on the characteristics the system should possess?

Non-functional requirements Signup and view all the answers

In determining requirements, what is essential for the analyst to consider?

Stakeholder engagement and trust building. Signup and view all the answers

What is the primary role of the facilitator during a JAD session?

To remain neutral and guide the group Signup and view all the answers

When should a post-session report be prepared after a JAD session?

One week to two weeks after the session Signup and view all the answers

What is a purpose of document analysis in understanding a system?

To understand the informal system that reveals needed changes Signup and view all the answers

What may bias the observations made during the observation process?

Participants' awareness of being observed Signup and view all the answers

What is a characteristic of improvements gained from problem analysis?

They tend to be small and incremental Signup and view all the answers

What does root cause analysis focus on in relation to problem-solving?

Understanding the problems first Signup and view all the answers

What does activity-based costing consider when evaluating processes?

The cost of each major process or step Signup and view all the answers

Which technique is used to assess the time taken to perform each process in the as-is system?

Duration analysis Signup and view all the answers

What is the main goal of informal benchmarking?

To study how competitors perform customer-facing processes Signup and view all the answers

What are the two steps involved in technology analysis?

Listing important technologies and identifying their applications Signup and view all the answers

Which of the following statements about requirement analysis strategies is true?

Requirement analysis strategies should be selected based on project nature Signup and view all the answers

What is the purpose of requirement determination in the analysis process?

To turn business requirements into a precise requirements list Signup and view all the answers

Why is outcome analysis important for organizations?

It focuses on understanding valuable outcomes for customers Signup and view all the answers

Study Notes

Analysis Phase

Analysis involves understanding the parts of a whole.
The analysis phase uses the planning phase deliverables as inputs.
The analysis phase involves understanding the existing system, identifying improvement opportunities, and defining the new system requirements.
The final output of the analysis phase is a system proposal presented to an approval committee.
The analysis phase deliverables serve as the foundation for the new system design.
Requirement determination transforms high-level business requirements into detailed specifications for the new system.
A requirement defines what the system must do or possess.
Requirements encompass business needs, user needs, software functionality, system characteristics, and system construction methods.

Functional Requirements

Describe the actions the system must perform to achieve its objectives.
Include details about the system's input, output, and processing functionalities.
Specify the system's capabilities, features, and actions.
Example: "The system should allow users to search for products by name, category, or price."

Nonfunctional Requirements

Specify qualities and constraints that influence how the system operates and functions.
Include aspects like performance, reliability, security, usability, and maintainability.
Define the system's quality attributes and operational constraints.
Example: "The system should be able to handle 1000 simultaneous users with a response time of less than 2 seconds."

Requirements Elicitation in Practice

Both business and IT perspectives are crucial for requirements determination.
Collaboration between businesspeople and analysts is recommended during the analysis phase.
Analysts should consider effective methods for eliciting information from various stakeholders.
Requirements definition is an ongoing process that evolves throughout the analysis phase.
Determining requirements also helps build political support and establish trust between the project team and users.
The analyst should carefully select participants for the requirements elicitation process.

Interview Technique

The most commonly used technique for requirements elicitation.
Involves several steps:
- Selecting interviewees.
- Designing interview questions.
- Preparation for the interview.
- Interviewing.
- Post-interview follow-up.

Interview Types

Unstructured: Aims for broad information gathering with a less defined scope.
Structured: Focuses on collecting highly specific data.
Top-down: Starts with a general overview, then progresses to specific details.
Bottom-up: Begins with specific details and then builds up to a general understanding.

Interview Planning

Prepare a general interview plan.
Confirm interviewees' areas of knowledge.
Prioritize topics in case of time constraints.
Prepare the interviewee: schedule the interview, inform them about the reason for it, and discuss areas of discussion.

Conducting the Interview

Present a professional and unbiased demeanor.
Thoroughly record all information.
Ensure understanding of the issues discussed.
Distinguish facts from opinions.
Allow the interviewee to ask questions and provide a brief explanation of the next steps.

Post-Interview Follow-up

Prepare an interview report encompassing interview notes.
Send the report to the interviewee for their review and feedback.
Request clarification and updates from the interviewee.

Joint Application Development (JAD) Technique

A collaborative information gathering method that brings together project teams, users, and management.
JAD sessions can be effective in reducing scope creep by 50%.
JAD involves structured meetings with 10 to 20 users under a skilled facilitator's guidance.
Participants for JAD are selected in a similar way as interview participants.

JAD Facilitator

An expert in JAD and e-JAD techniques.
Often an external consultant to the organization.

JAD Process

JAD sessions can last from half a day to several weeks depending on the project scope.
Successful JAD requires careful planning and preparation.
JAD sessions are usually designed to collect specific information from users.
Preparation for JAD is crucial for analysts and participants.

JAD Session Structure

Formal agenda and ground rules are followed.
The JAD facilitator fulfills three key roles:
- Keeping the session on track according to the agenda.
- Assisting the group in understanding technical terms and jargon.
- Recording group input publicly.

JAD Facilitator Responsibilities

Maintain neutrality throughout the process.
Guide the group through the session.

JAD Postsession

Postsession reports are prepared and distributed among session attendees.
Reports should be completed within a week to two after the JAD session.

Questionnaires

Questionnaires are a technique for acquiring information from individuals through written questions.
Participant selection: Utilize a representative sample to represent the entire group.
Questionnaire design: Follow established guidelines for creating effective questionnaires.
Questionnaire administration: Aim for high response rates through effective methods.
Questionnaire follow-up: Develop a comprehensive report based on the collected data.

Questionnaire Design Guidelines:

Use clear and concise language.
Avoid leading or biased questions.
Provide structured response options.
Ensure proper formatting and visual appeal.

Document Analysis

Document analysis is a technique for understanding an existing system.
Analyze existing documentation like forms, reports, manuals, and organization charts, to grasp the formal system used.
It helps to understand the "real" or informal system which reveals areas for improvement.
Indications for system changes often arise from new forms created by users or deviations from established procedures.

Observation

Direct observation involves watching processes being performed.
This method provides valuable insights into an existing system and verifies information from other sources.
It's important to consider the potential impact of being observed on peoples' behavior, as individuals tend to be more cautious when they know they are being watched.

Observation Considerations

Type of information collected.
Depth of information gathered.
Breadth of information obtained.
Integration of information from different sources.
Level of user involvement.
Cost of conducting observations.

Requirement Elicitation Techniques Comparison

Techniques vary in strengths and weaknesses:
- Interviews provide in-depth knowledge but can be time-consuming.
- Questionnaires are efficient for large groups but lack flexibility.
- JAD sessions are productive but require significant planning.
- Document analysis reveals existing processes but may be incomplete.
- Observation is insightful but can be disruptive.

Problem Analysis

Users are requested to identify problems and potential solutions.
This method yields small, incremental improvements that often enhance system efficiency or usability.
It's effective for streamlining processes and enhancing user experience, but it offers minor improvements in business value.

Root Cause Analysis

Focuses on identifying the underlying causes of problems rather than directly seeking solutions.
This approach helps understand the root issues and implement effective solutions.

Duration Analysis

Involves a detailed examination of the time required to perform each step in an existing process.
The total time for completing basic steps is compared to the overall process time.
Significant differences highlight potential fragmentation within the process.

Duration Analysis Solutions

Process integration: Combining fragmented steps to create a smoother workflow.
Parallelization: Performing multiple tasks concurrently to shorten the overall duration.

Activity-Based Costing

Examines the cost associated with each major step or process in a business operation.
Both direct and indirect costs are considered.
Analysts identify the most costly steps and prioritize improvement efforts on these areas.

Benchmarking

Involves studying how other organizations perform a similar business process.
Informal benchmarking is common for customer-facing processes.
Analysts observe other organizations as customers to understand their process implementation.

Outcome Analysis

Focuses on understanding the fundamental outcomes of a process that create value for customers.
It emphasizes the benefits and value that the process delivers to customers, rather than simply focusing on the process itself.

Technology Analysis

Technology analysis comprises two steps:
- Listing important and promising technologies.
- Identifying potential applications for these technologies in the business and their associated benefits.

Elimination Analysis

Analysts and managers work together to analyze individual activities within a business process.
They determine:
- If the activity can be eliminated.
- If the function can operate without the activity.
- The potential effects of eliminating the activity.

Choosing a Requirement Analysis Strategy

Each strategy has a specific purpose.
No single strategy is inherently superior to others.
The best strategy depends on the nature and complexities of the project.

Summary

Analysis focuses on capturing the business requirements for a new system.
Requirement determination translates the business requirements from the system request into a specific list of requirements.
The five requirements elicitation techniques are: interviewing, questionnaires, JAD sessions, document analysis, and observation.
Various requirement analysis strategies assist analysts in facilitating critical thinking about the necessary system requirements.

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Description

This quiz covers the essential components of the analysis phase in system development. It includes understanding the current system, identifying improvement opportunities, and defining new system requirements. The focus is on transforming high-level requirements into detailed specifications necessary for system design.