Systems Analysis and Requirements Gathering Quiz

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Questions and Answers

Which statement accurately defines functional requirements?

They are not mandatory for the system.

They describe what the product does. (correct)

They focus on the user's expectations.

They explain how the system should perform.

What is one key difference between functional and non-functional requirements?

Functional requirements are always optional; non-functional are mandatory.

Functional requirements must be specified by developers; non-functional by users.

Functional requirements are easy to define; non-functional requirements are hard to define. (correct)

Non-functional requirements describe what the system does; functional describe how it works.

Which of the following is NOT a characteristic of non-functional requirements?

They describe the system's performance.

They focus on user experience.

They are hard to define.

They are mandatory specifications. (correct)

What is the primary focus of requirements gathering techniques?

To identify problems and requirements. Signup and view all the answers

Which of the following statements is true regarding JAD sessions?

They are a method of organizing and conducting fact-finding. Signup and view all the answers

Which of the following is an example of a non-functional requirement?

A website should load in 3 seconds when the number of simultaneous users is > 10000. Signup and view all the answers

What is one consequence of having incorrect functional requirements?

The system may cost more than projected. Signup and view all the answers

Why is it important to complete functional requirements?

They allow the system to perform essential operations. Signup and view all the answers

Which of the following accurately describes non-functional requirements?

They may be desirable, but the system can operate without them. Signup and view all the answers

What might happen if a system only attempts to meet non-functional requirements?

The system will not function at all. Signup and view all the answers

What is one of the main goals of the cause-and-effect analysis as outlined in the context?

To identify opportunities for system improvement Signup and view all the answers

Which method is NOT considered a fact-finding method in systems analysis?

Market analysis Signup and view all the answers

What should systems analysts prioritize when handling sensitive information?

Protecting that information from misuse Signup and view all the answers

What is the purpose of the Problems, Opportunities, Objectives, and Constraints Matrix?

To improve system understanding through visual representation Signup and view all the answers

What is a significant outcome of ineffective service systems for users?

Unnecessary duplicated service calls Signup and view all the answers

Study Notes

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.

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Description

This quiz explores key concepts in systems analysis, focusing on functional and non-functional requirements. It examines techniques for requirements gathering, the significance of accurate specifications, and various methods used in systems analysis. Test your knowledge on this crucial topic to enhance your understanding of effective systems development.