Systems Analysis and Requirements Gathering Quiz

Information Gathering

• Sources for the material used: Whitten, Bentley, and Dittman (2007), and Stazinger, Jackson, and Burd (2008) These are different textbooks on systems analysis and design.

Learning Objectives

• Define and differentiate functional and non-functional system requirements.
• Understand requirements management.
• Identify and characterize seven fact-finding techniques.
• Understand body language and proxemics.
• Understand the organization and conduct of JAD sessions.
• Describe the benefits of utilizing JAD as a fact-finding technique.

Introduction to Information Gathering

• Techniques to identify problems and needs.
• Also called requirements discovery, fact-finding, and data collection.
• System requirements define what an information system must do and the properties it must possess.
• Types of requirements include functional and non-functional.

Functional vs. Non-Functional Requirements

• Functional requirements describe how a system must work, while non-functional requirements define how a system should perform.
• Functional requirements are essential and are comparatively easier to define. They describe what the product does and focus on user needs
• Non-functional requirements are optional but desirable. They are often harder to define and focus on expected experience and product operation

Functional vs. Non-Functional Requirements (Examples)

• Functional: Authentication, Sales system recording customer sales, permissions for revenue data viewing, system shutdowns in case of cyberattacks, registering on software
• Non-Functional: Light blue background color, handling a large number of users without performance impact, OS portability, fast loading speed (e.g., <3 seconds when simultaneous users > 10,000).

Incorrect Requirements

• Incorrect requirements can lead to higher costs and delays.
• The system may cost more than expected.
• The system's completion could be delayed.
• The system may not meet user expectations.
• Maintenance costs may be elevated.
• System reliability could be compromised.

Cost Ratio of Errors Based on Phase

• Requirements – 1
• Design - 3-6
• Coding - 10
• Development Testing - 15-40
• Acceptance Testing - 30-70
• Operation - 40-1000

Requirements Discovery Process

• Identify and analyze problems (from previous problem analysis).
• Discover requirements.
• Document and analyze requirements.
• Manage requirements.

Problem Identification and Analysis Tools/Templates

• Ishikawa diagram
• Problems, Opportunities, Objectives and Constraints Matrix

Cause-and-Effect Analysis Template

• The current system does not always provide adequate service to users submitting service requests.
• Causes and effects can be identified within the system.
• System improvements and objectives
• System constraints

Fact-Finding Ethics

• Fact-finding often involves sensitive information.
• Protecting sensitive information like employee salaries, medical records, customer information, and company plans.

Seven Fact-Finding Methods

• Sampling existing documentation, forms, and databases
• Research and site visits
• Observation of work environments
• Questionnaires
• Interviews
• Prototyping
• Joint Application Development (JAD)

Sampling Methods

• The process gathering representative sample of documents, forms, and records to identify specific data formats and relationships e.g. organizational charts, memos, standard operating procedures of current systems, completed forms, computerised screen and report documentation, databases, flowcharts.

Sampling of Completed Forms

• Analyze the type of data entered into each part of a form.
• Determine the data size.
• Identify the unused or rarely used fields.
• Understand the relationships between the data elements

Sample Size Determination

• Determining the appropriate sample size, by balancing desired certainty and acceptable error levels (e.g. 90% and 10% respectively).
• using percentages to determine appropriate sample sizes

Activity 1: Sample Record Retrieval

• Calculating the number of sample records needed to ensure 95% accuracy or certainty in data representation. This requires calculating the sample size based on the available records in a given file cabinet. The certainty factor and acceptable error need to be substituted into the formula to calculate the needed sample size.

Observation Technique

• Watching people performing their activities to understand a system.
• Advantages and disadvantages analysis for this method

Observation Guidelines

• Define observation parameters (who, what, where, when, why, how).
• Request permission from supervisors or managers.
• Inform those being observed of the reason for the observation.
• Document observations during or immediately after the event.
• Review observations with relevant individuals.
• Do not interrupt work; focus on workflow.
• Avoid trivial activities; focus on pertinent actions.
• Avoid making assumptions.

Questionnaires

• A special-purpose document for gathering information and opinions from respondents.
• Free-format questionnaires allow detailed answers, while fixed-format questionnaires limit them.

Types of Fixed-Format Questions

• Multiple-choice, rating, and ranking are three types of fixed-format questions.

Developing a Questionnaire

• Determine the data to gather and the source.
• Choose a format (free-form or fixed-form).
• Write the questions.
• Test the questionnaire with a small group to validate the wording and appropriateness.
• Distribute the questionnaire.

Activity 2: Student Lifestyle Questionnaire

• Developing a questionnaire to assess student lifestyles (e.g., attending events, going to restaurants).

Interviews

• Collecting information via face-to-face meetings.
• Used for clarifying facts, generating enthusiasm, identifying requirements, soliciting opinions and ideas.
• Advantages and disadvantages of this interview technique.

Types of Interviews

• Unstructured - not planned in detail, aims for a general overview.
• Structured - preplanned with specific questions, timings, and order.

Types of Interview Questions

• Open-ended - allows for varied responses.
• Closed-ended - limit answers to predefined options. Examples provided.

Interview Procedure

• Select interviewees.
• Prepare for the interview (e.g., interview guide).
• Conduct the interview (e.g., incentives for participation).
• Follow-up (e.g., summary letter).

Interview Guide Sample

• Structure to guide interview questions and responses. Examples provided.

Interview Questions to Avoid

• Avoid loaded, leading, and biased questions.
• Use concise and clear language to mitigate misunderstandings during interviews.
• Don't include your own opinion in the question.

Interviewing Do's and Don'ts

• Being courteous, dressing appropriately, listening attentively.
• Avoiding assumptions, biases, and jargon (technical language).

Communicating with the User

Guidelines for Effective Communication

• A positive attitude is essential for communication
• Making the other person feel comfortable
• Showing active listening through asking questions and taking notes
• Avoiding assumptions and biases
• Taking clear and comprehensive notes

Body Language and Proxemics

• Body language: Nonverbal communication, includes facial expressions, eye contact, and posture
• Proxemics: Study of the relationships between people and the space around people. It involves personal space, the interpersonal zone, the social zone, and the public zone.

Activity 3: HR Manager Interview

• Role-playing a HR manager conducting an interview for a tutor position (ICT). Interview templates are available.

Interview Form

• Template showing structure for interview questions and intended answers or responses

Discovery Prototyping

• Creating a small-scale representation of system requirements to test ideas.
• Discuss advantages and disadvantages of this method.

Joint Application Development (JAD)

• A technique used to gather system requirements through group meetings.

JAD Participants

• Identifies participants in a JAD session, including sponsors, facilitators, users, managers, scribes, and IT personnel.

Steps to Plan a JAD Session

• Selecting the location, necessary materials and equipment, participating personnel, meeting agenda, and documentation to support the session

Typical Room Layout for JAD Session

• A typical room layout, including seating, and equipment for the effective use of a computer projector, screen, whiteboard, printer.

Guidelines for Conducting a JAD Session

• Guidelines for running a JAD session to streamline the requirements gathering process. This includes staying on schedule, using the agenda, and avoiding biases.

Brainstorming

• A method utilized in JAD sessions to foster creative idea generation about an issue. Free flow of ideas from the involved parties during this process.

Benefits of JAD

• Actively involving users and management.
• Reducing development time.

Fact-Finding Strategy

• A comprehensive strategy to gather information, including utilizing existing documents, form observations, questionnaires, interviews, prototypes, and follow-up efforts to verify gathered facts.