Monash University, SIMS, Semester One, DATA GATHERING FOR INFORMATION SYSTEMS DEVELOPMENT CSE Information Systems 1 CSE Information Systems 1

Monash University, SIMS, Semester One, Lecture Objectives to be aware of various methods for data gathering (“fact-finding”) in respect of information system development to be aware of various methods for data gathering (“fact-finding”) in respect of information system development to understand the usefulness and suitability of various data gathering methods for particular problem situations to understand the usefulness and suitability of various data gathering methods for particular problem situations

Monash University, SIMS, Semester One, Example system As-u-go Hotel As-u-go Hotel

Monash University, SIMS, Semester One, Data gathering in systems development Data gathering is a major task of systems analysis. Systems analysis involves: Understanding and describing how the current system functions Understanding and describing how the current system functions Determining what users would like their new system to do (user requirements) Determining what users would like their new system to do (user requirements) Necessary for system analysts to collect information about current and future situations, problems,opportunities, constraints

Monash University, SIMS, Semester One, What data to gather? The business or organisation: The business or organisation: Data about the nature of the business and its market and business environment Data about the nature of the business and its market and business environment Data about business goals and objectives that dictate what and how work is done Data about business goals and objectives that dictate what and how work is done Data about organisational structure: major functions, departments etc Data about organisational structure: major functions, departments etc Data about major business subsystems and how they interact Data about major business subsystems and how they interact Data about business policies and guidelines Data about business policies and guidelines

Monash University, SIMS, Semester One, Users of the system: Users of the system: Roles and responsibilities Roles and responsibilities Reporting structures Reporting structures Job specifications and actual tasks performed Job specifications and actual tasks performed Information needed to do their jobs Information needed to do their jobs Formal and informal communication and workflow channels Formal and informal communication and workflow channels What data to gather?

Monash University, SIMS, Semester One, Users of the system: Users of the system: Data about roles and responsibilities Data about roles and responsibilities Data about reporting structures Data about reporting structures Job specifications and data about actual tasks performed Job specifications and data about actual tasks performed Data about information needed to do their jobs Data about information needed to do their jobs Data about formal and informal communication and workflow channels Data about formal and informal communication and workflow channels What data to gather?

Monash University, SIMS, Semester One, The existing system: The existing system: Data about tasks and workflow: functions, processes, sequence of processes, methods and procedures, inputs, outputs Data about tasks and workflow: functions, processes, sequence of processes, methods and procedures, inputs, outputs Data about the data (definition, volumes, size etc.) Data about the data (definition, volumes, size etc.) Data about interactions with other systems Data about interactions with other systems Data about work volumes and processing cycles Data about work volumes and processing cycles Data about performance standards and criteria Data about performance standards and criteria Data about control mechanisms: e.g security, accuracy Data about control mechanisms: e.g security, accuracy Data about problems: e.g. efficiency, information Data about problems: e.g. efficiency, information What data to gather?

Monash University, SIMS, Semester One, The new system: The new system: Data about system requirement: a need or desire to be met by a proposed system Data about system requirement: a need or desire to be met by a proposed system Data about both functional requirements (processes and functionality) and Data about both functional requirements (processes and functionality) and non-functional requirements (security, performance, service etc.) Data about constraints e.g. existing technology Data about constraints e.g. existing technology Data about interactions with other systems Data about interactions with other systems Data about relationship to existing system/s Data about relationship to existing system/s What data to gather?

Monash University, SIMS, Semester One, Sources of data Users and other stakeholders Users and other stakeholders Documents about the system Documents about the system Documents about the organisation Documents about the organisation Documents and data used within the existing system Documents and data used within the existing system Transactions within existing system Transactions within existing system External sources External sources

Monash University, SIMS, Semester One, Users Users System sponsor/owner: overall project objectives System sponsor/owner: overall project objectives Managers: high level, broad view of existing system and requirements Managers: high level, broad view of existing system and requirements End-users: detailed, operational level view of existing system and requirements End-users: detailed, operational level view of existing system and requirements Technical staff: technology capaabilities, limitations etc. Technical staff: technology capaabilities, limitations etc. External stakeholders: e.g. customers External stakeholders: e.g. customers Sources of data

Monash University, SIMS, Semester One, Documents about the system and organisation: Documents about the system and organisation: Organisation charts Organisation charts Policy manuals Policy manuals Business reports: financial, annual etc. Business reports: financial, annual etc. Jobs, procedure, operations manuals Jobs, procedure, operations manuals Training manuals Training manuals Existing system documentation Existing system documentation Internal reports relating to the system Internal reports relating to the system Sources of data

Monash University, SIMS, Semester One, Documents and data used within the existing system: Documents and data used within the existing system: Files, databases, programs, forms, reports Files, databases, programs, forms, reports Informal: Memos, bulletin boards, files Informal: Memos, bulletin boards, files External sources: External sources: Other organisations’ systems Other organisations’ systems Hardware & software vendors Hardware & software vendors Business & industry publications Business & industry publications Sources of data

Monash University, SIMS, Semester One, Interviews Interviews Questionnaires Questionnaires Observation Observation Sampling documents and transactions Sampling documents and transactions Research and site visits Research and site visits What data gathering methods?

Monash University, SIMS, Semester One, Interviews Generally the most important and widely-used method for data gathering Generally the most important and widely-used method for data gathering May be formal/structured (specific questions) or informal/unstructured (general goal or purpose) May be formal/structured (specific questions) or informal/unstructured (general goal or purpose) Need an interview strategy for the entire interviewing process Need an interview strategy for the entire interviewing process Need an interview plan or guide for each interview Need an interview plan or guide for each interview

Monash University, SIMS, Semester One, The interview strategy Establish general objectives and guidelines for the entire interviewing process: Establish general objectives and guidelines for the entire interviewing process: e.g. information to be obtained, sources, formats, documenting, analysis Identify the users to interview: Identify the users to interview: Ensure all key people are included Ensure all key people are included

Monash University, SIMS, Semester One, Determine the sequence of interviews: Determine the sequence of interviews: Co-ordinate the interviewing process: Co-ordinate the interviewing process: Compare results, select follow ups etc. Compare results, select follow ups etc. Need individual interview plans Need individual interview plans Need to consider: Need to consider: Who has the information you need? Where to conduct the interview? When is the best time to interview? How should the interview progress? The interview strategy

Monash University, SIMS, Semester One, The individual interview Before the interview: Before the interview: Arrange time and place, necessary materials, inform interviewee of interview purpose Arrange time and place, necessary materials, inform interviewee of interview purpose Conduct the interview Conduct the interview After the interview: After the interview: Write an interview report Write an interview report Review this with the interviewee at a follow up interview Review this with the interviewee at a follow up interview

Monash University, SIMS, Semester One, The interview structure Preliminaries: Preliminaries: Introduction, purpose, environment and procedures e.g. permission to tape Introduction, purpose, environment and procedures e.g. permission to tape “Body”: “Body”: Define what you already believe to be true and confirm this, explore points & issues further, new areas (questions) Define what you already believe to be true and confirm this, explore points & issues further, new areas (questions) Conclusion: Conclusion: Summarise and confirm your findings Summarise and confirm your findings Schedule a follow up interview Schedule a follow up interview

Monash University, SIMS, Semester One, The interview plan Interview plans: Interview plans: Decide on interview structure Decide on interview structure Determine content of questions Determine content of questions Decide on question types Decide on question types See Whitten et al (2001),Figure 6.5 pp 233 for a sample interview guide. See Whitten et al (2001),Figure 6.5 pp 233 for a sample interview guide.

Monash University, SIMS, Semester One, Interviews: types of questions Closed: how many transactions per day? Closed: how many transactions per day? Limits available responses Open: tell me about ….. Open: tell me about ….. Leaves options open for interviewee Probe: tell me more about the problem with the …. Probe: tell me more about the problem with the …. To clarify and expand Mirror: From what you said, I understand that…. Mirror: From what you said, I understand that…. To confirm what was said etc.

Monash University, SIMS, Semester One, Interviews: types of questions Avoid long, complex, or double-barrelled questions: Avoid long, complex, or double-barrelled questions: what decisions are made during this process and how do you make them? Avoid leading questions; Avoid leading questions; you don’t need the customer number on this report, do you? Avoid loaded questions: Avoid loaded questions: when did you first discover the mistake? i.e. how long have you known and done nothing? i.e. how long have you known and done nothing?

Monash University, SIMS, Semester One, Interviews: advantages obtain extensive, complex detailed information obtain extensive, complex detailed information get insights and opinions get insights and opinions discover informal procedures discover informal procedures flexible e.g. explore issues further or new issues flexible e.g. explore issues further or new issues establish rapport with interviewee and understand their attitudes establish rapport with interviewee and understand their attitudes reveal the ‘politics’ of the system environment reveal the ‘politics’ of the system environment information is revealed both by the spoken word and by the interviewee’s body language information is revealed both by the spoken word and by the interviewee’s body language guaranteed response guaranteed response

Monash University, SIMS, Semester One, Interviews: Disadvantages Time-consuming Time-consuming Costly Costly Danger of bias Danger of bias More difficult to tabulate and analyse results e.g. to obtain an overall picture More difficult to tabulate and analyse results e.g. to obtain an overall picture Success in interviewing depends on the inter- personal skills of the interviewer Success in interviewing depends on the inter- personal skills of the interviewer

Monash University, SIMS, Semester One, References WHITTEN, J.L., BENTLEY, L.D. and DITTMAN, K.C. (2001) 5th ed., Systems Analysis and Design Methods, Irwin/McGraw-HilI, New York, NY. Chapter 6 WHITTEN, J.L., BENTLEY, L.D. and DITTMAN, K.C. (2001) 5th ed., Systems Analysis and Design Methods, Irwin/McGraw-HilI, New York, NY. Chapter 6 HOFFER, J.A., GEORGE, J.F. and VALACICH (2005) 2nd ed., Modern Systems Analysis and Design, Benjamin/Cummings, Massachusetts. Chapter 6 HOFFER, J.A., GEORGE, J.F. and VALACICH (2005) 2nd ed., Modern Systems Analysis and Design, Benjamin/Cummings, Massachusetts. Chapter 6 DWYER, J. (1997) The Business Communication Handbook (4 th edition) Prentice-Hall, New York, N.Y. Chapter 5 DWYER, J. (1997) The Business Communication Handbook (4 th edition) Prentice-Hall, New York, N.Y. Chapter 5