1 4 Systems Analysis and Design in a Changing World, 2 nd Edition, Satzinger, Jackson, & Burd Chapter 4 Beginning the Analysis: Investigating System Requirements

2 4 Systems Analysis and Design in a Changing World, 2 nd Edition, Satzinger, Jackson, & Burd Objectives u Describe the activities of the systems analysis life cycle u Describe the difference between functional and technical system requirements u Identify and understand the different types of users who will be involved in investigating system requirements u Describe the kind of information that is required to develop system requirements

3 4 Systems Analysis and Design in a Changing World, 2 nd Edition, Satzinger, Jackson, & Burd Objectives u Determine system requirements through review of documentation, interviews, observation, prototypes, questionnaires, vendor research, and joint application design sessions u Explain the contribution of business process reengineering to the definition of requirements u Discuss the need for validation of system requirements to ensure accuracy and completeness and the use of a structured walkthrough

4 4 Systems Analysis and Design in a Changing World, 2 nd Edition, Satzinger, Jackson, & Burd Analysis Phase in More Detail Figure 4-1

5 4 Systems Analysis and Design in a Changing World, 2 nd Edition, Satzinger, Jackson, & Burd Activities of the Analysis Phase and Key Questions Figure 4-2

6 4 Systems Analysis and Design in a Changing World, 2 nd Edition, Satzinger, Jackson, & Burd Functional and Technical Requirements u System requirements – all capabilities and constraints l Functional requirements u Activities the system must perform u Based on procedures and business functions u Documented in analysis models l Technical requirements u Describes operating environment or performance objectives u Documented in narrative descriptions of technical requirements

7 4 Systems Analysis and Design in a Changing World, 2 nd Edition, Satzinger, Jackson, & Burd Stakeholders u People with interest in system success u Three primary groups l Users (use system) l Clients (pay for system) l Technical staff (ensure system operation)

8 4 Systems Analysis and Design in a Changing World, 2 nd Edition, Satzinger, Jackson, & Burd Stakeholders Interested in New Development Figure 4-3

9 4 Systems Analysis and Design in a Changing World, 2 nd Edition, Satzinger, Jackson, & Burd Users as Stakeholders u User roles l Horizontal - information flow across departments l Vertical - information needs of clerical staff, middle management, and senior executives u Business users u Information users u Management users u Executive users u External users u Client stakeholders u Technical stakeholders

10 4 Systems Analysis and Design in a Changing World, 2 nd Edition, Satzinger, Jackson, & Burd Techniques for Information Gathering u Objective of analysis phase is to understand business functions and develop requirements u Original approach involved modeling of existing system u Current approach involves identifying logical requirements for new system

11 4 Systems Analysis and Design in a Changing World, 2 nd Edition, Satzinger, Jackson, & Burd Information Gathering and Model Building Figure 4-5

12 4 Systems Analysis and Design in a Changing World, 2 nd Edition, Satzinger, Jackson, & Burd Themes for Information-Gathering Questions Figure 4-6

13 4 Systems Analysis and Design in a Changing World, 2 nd Edition, Satzinger, Jackson, & Burd Fact Finding Methods u Review existing reports, forms, and procedure descriptions u Conduct interviews and discussion with users u Observe and document business processes u Build prototypes u Distribute and collect questionnaires u Conduct JAD sessions u Research vendor solutions

14 4 Systems Analysis and Design in a Changing World, 2 nd Edition, Satzinger, Jackson, & Burd Review Existing Reports, Forms, and Procedure Descriptions u First technique in fact-finding u Purposes l Preliminary understanding of processes l Guidelines / visual cues to guide interviews u Identify business rules, discrepancies, and redundancies u Be cautious of outdated material

15 4 Systems Analysis and Design in a Changing World, 2 nd Edition, Satzinger, Jackson, & Burd Sample Order Form for RMO Figure 4-7

16 4 Systems Analysis and Design in a Changing World, 2 nd Edition, Satzinger, Jackson, & Burd Conduct Interviews and Discussions with Users u Most effective way to understand business functions and rules u Time-consuming and resource-expensive u May require multiple sessions

17 4 Systems Analysis and Design in a Changing World, 2 nd Edition, Satzinger, Jackson, & Burd Sample Interview Checklist Figure 4-8

18 4 Systems Analysis and Design in a Changing World, 2 nd Edition, Satzinger, Jackson, & Burd Sample Open-Items List Figure 4-10

19 4 Systems Analysis and Design in a Changing World, 2 nd Edition, Satzinger, Jackson, & Burd Observe and Document Business Processes u From office walkthrough to performing actual tasks u May make users nervous u Not necessary to observe all processes at same level of detail u May be documented with workflow diagrams

20 4 Systems Analysis and Design in a Changing World, 2 nd Edition, Satzinger, Jackson, & Burd Activity Diagram Symbols Figure 4-11

21 4 Systems Analysis and Design in a Changing World, 2 nd Edition, Satzinger, Jackson, & Burd Simple Activity Diagram Figure 4-12

22 4 Systems Analysis and Design in a Changing World, 2 nd Edition, Satzinger, Jackson, & Burd Activity Diagram with Concurrent Paths Figure 4-13

23 4 Systems Analysis and Design in a Changing World, 2 nd Edition, Satzinger, Jackson, & Burd Characteristics of Prototypes u Preliminary working model of a larger system u Operative l Working model u Focused l Accomplishes single objective u Quick l Can be built and modified rapidly

24 4 Systems Analysis and Design in a Changing World, 2 nd Edition, Satzinger, Jackson, & Burd Distribute and Collect Questionnaires u Limited and specific information from a large number of stakeholders u Preliminary insight u Not well suited for gathering detailed information u Open-ended questions vs. close-ended questions

25 4 Systems Analysis and Design in a Changing World, 2 nd Edition, Satzinger, Jackson, & Burd JAD Sessions u Used to expedite the investigation of systems requirements u Seeks to compress fact-finding, modeling, policy formation, and verification activities into a shorter time frame u Critical factor is to have all important stakeholders present

26 4 Systems Analysis and Design in a Changing World, 2 nd Edition, Satzinger, Jackson, & Burd JAD Participants u JAD session leader u Users u Technical staff u Project team members

27 4 Systems Analysis and Design in a Changing World, 2 nd Edition, Satzinger, Jackson, & Burd JAD Facilities u Generally conducted in special room l Limits interruptions l May be off-site u Resources l Overhead projector, white board, flip charts, and work material l Electronic support l CASE Tools l Group support systems

28 4 Systems Analysis and Design in a Changing World, 2 nd Edition, Satzinger, Jackson, & Burd High-Tech JAD Facility Figure 4-15

29 4 Systems Analysis and Design in a Changing World, 2 nd Edition, Satzinger, Jackson, & Burd Research Vendor Solutions u Many problems have been solved by other companies u Positive contributions of vendor solutions l Provide new ideas l May be state of the art l Cheaper and less risky u Danger l May purchase solution without understanding problem fully

30 4 Systems Analysis and Design in a Changing World, 2 nd Edition, Satzinger, Jackson, & Burd Techniques in Vendor Research u Demo or trial system u References of existing clients u On-site visits u Printout of screens and reports

31 4 Systems Analysis and Design in a Changing World, 2 nd Edition, Satzinger, Jackson, & Burd Business Process Reengineering u Questions basic assumptions u Provides radical improvements u IT often used as integral part of BPR u System development project may include components of BPR

32 4 Systems Analysis and Design in a Changing World, 2 nd Edition, Satzinger, Jackson, & Burd Validating Requirements u Make sure gathered information is correct u Structured walkthrough l Effective means of implementing quality control early in project l Verify and validate system requirements l Review of findings from investigation and of models based on findings

33 4 Systems Analysis and Design in a Changing World, 2 nd Edition, Satzinger, Jackson, & Burd Business Process Reengineering u Questions basic assumptions for doing business and seeks to find a better way u Uses IT as an enabler u Systems analyst may discover opportunities for business process improvement