1. 4 Chapter 4: Beginning the Analysis: Investigating System Requirements Systems Analysis and Design in a Changing World, 3 rd Edition

2. 4 2 Learning Objectives u Describe the activities of the systems analysis life cycle phase u Explain the effect of business process reengineering on activities of the analysis phase u Describe the difference between functional and nonfunctional system requirements u Identify and understand the different types of users who will be involved in investigating system requirements

3. 4 Systems Analysis and Design in a Changing World, 3rd Edition 3 Learning Objectives ( continued ) u Describe the kind of information that is required to develop system requirements u Determine system requirements through review of documentation, interviews, observation, prototypes, questionnaires, vendor research, and joint application design sessions 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, 3rd Edition 4 Overview u Analysis phase of SDLC skills needed: l Fact-finding for investigation of system requirements l Analyst should learn details of business processes and daily operations l Analyst should become as knowledgeable as business domain users to build credibility l Analyst brings fresh perspective to problem l Modeling of business processes based on system requirements

5. 4 Systems Analysis and Design in a Changing World, 3rd Edition 5 The Analysis Phase in More Detail u Gather information u Define system requirements l Logical model and physical model u Prioritize requirements u Prototype for feasibility and discovery u Generate and evaluate alternatives u Review recommendations with management

6. 4 Systems Analysis and Design in a Changing World, 3rd Edition 6 The Activities of the Analysis Phase

7. 4 Systems Analysis and Design in a Changing World, 3rd Edition 7 Activities of the Analysis Phase and Their Key Questions

8. 4 Systems Analysis and Design in a Changing World, 3rd Edition 8 Business Process Reengineering and Analysis u Fundamental strategic approach to organizing company u Streamlines internal processes to be as efficient and effective as possible u Questions basic assumptions for doing business and seeks to find a better way u Uses IT as BPR enabler u Systems analyst may discover opportunities for process improvement u Any project may include components of BPR

9. 4 Systems Analysis and Design in a Changing World, 3rd Edition 9 System Requirements u New system capabilities and constraints u Functional requirements are: l Activities system must perform l Based on procedures and business functions l Documented in analysis models u Nonfunctional requirements include: l Operating environment or performance objectives l Usability, reliability, and security requirements

10. 4 Systems Analysis and Design in a Changing World, 3rd Edition 10 Stakeholders – The Source of System Requirements u People with interest in successful system implementation u Three primary groups of stakeholders: l Users (use system) l Clients (pay for and own system) l Technical staff (ensure system operation) u Every type of stakeholder is identified by analyst

11. 4 Systems Analysis and Design in a Changing World, 3rd Edition 11 Stakeholders Interested in New System Development

12. 4 Systems Analysis and Design in a Changing World, 3rd Edition 12 Users as Stakeholders u Horizontal user roles - information flow across departments u Vertical user roles - information needs of clerical staff, middle management, and senior executives l Business users perform day-to-day operations l Information users need current information l Management users need summary information l Executive users need strategic information l External users may have access to system

13. 4 Systems Analysis and Design in a Changing World, 3rd Edition 13 Techniques for Information Gathering u Analysis phase done to understand business functions and develop system requirements u Original structured approach l Create model of existing system l Derive requirements from existing system model u Current approach l Identify logical requirements for new system l Balance the review of current business functions with new system requirements

14. 4 Systems Analysis and Design in a Changing World, 3rd Edition 14 Information Gathering and Model Building

15. 4 Systems Analysis and Design in a Changing World, 3rd Edition 15 Themes for Information-Gathering Questions

16. 4 Systems Analysis and Design in a Changing World, 3rd Edition 16 Fact Finding Methods u Review existing reports, forms, and procedure descriptions u Interview and discussion processes with users u Observe and document business processes u Build prototypes u Distribute and collect questionnaires u Conduct joint application design (JAD) sessions u Research vendor solutions

17. 4 Systems Analysis and Design in a Changing World, 3rd Edition 17 Review Existing Reports, Forms, and Procedure Descriptions u Source: External industry wide professional organizations and trade publications u Source: Existing business documents and procedure descriptions within organization l Identify business rules, discrepancies, and redundancies l Be cautious of outdated material l Obtain preliminary understanding of processes l Use as guidelines / visual cues to guide interviews

18. 4 Systems Analysis and Design in a Changing World, 3rd Edition 18 Sample Order Form for RMO

19. 4 Systems Analysis and Design in a Changing World, 3rd Edition 19 Conduct Interviews and Discussions with Users u Effective way to understand business functions and rules u Time-consuming and resource-expensive u May require multiple sessions to: l Meet all users l Understand all processing requirements u Can meet with individuals or groups of users u List of detailed questions prepared

20. 4 Systems Analysis and Design in a Changing World, 3rd Edition 20 Sample Checklist to Prepare for User Interviews

21. 4 Systems Analysis and Design in a Changing World, 3rd Edition 21 A Sample Open-items List

22. 4 Systems Analysis and Design in a Changing World, 3rd Edition 22 Observe and Document Business Processes u Varies from office walkthrough to performing actual tasks u Not necessary to observe all processes at same level of detail u May make users nervous, so use common sense u May be documented with workflow (activity) diagrams

23. 4 Systems Analysis and Design in a Changing World, 3rd Edition 23 Activity Diagram Symbols

24. 4 Systems Analysis and Design in a Changing World, 3rd Edition 24 Simple Activity Diagram to Demonstrate a Workflow

25. 4 Systems Analysis and Design in a Changing World, 3rd Edition 25 Activity Diagram Showing Concurrent Paths

26. 4 Systems Analysis and Design in a Changing World, 3rd Edition 26 Build Prototypes u Preliminary working model of a larger, more complex system l Discovery, design, evolving prototypes u Operative l Working model to provide “look and feel” u Focused to accomplish single objective u Quick l Built and modified rapidly with CASE tools

27. 4 Systems Analysis and Design in a Changing World, 3rd Edition 27 Distribute and Collect Questionnaires u Limited and specific information from a large number of stakeholders u Preliminary insight into business u Not well suited for gathering detailed information u Closed-ended questions direct person answering question u Open-ended questions encourage discussion and elaboration

28. 4 Systems Analysis and Design in a Changing World, 3rd Edition 28 Conduct Joint Application Design Sessions u Expedite investigation of systems requirements u Seeks to compress fact-finding, modeling, policy formation, and verification activities into shorter time frame u Critical factor is to have all important stakeholders present

29. 4 Systems Analysis and Design in a Changing World, 3rd Edition 29 Joint Application Design Participants u Session leader trained in group dynamics and JAD group facilitation u Knowledgeable business and system users u Policy making managers u Technical staff representatives to handle: l Computer and network configurations l Operating environments l Security issues u Project team members

30. 4 Systems Analysis and Design in a Changing World, 3rd Edition 30 Joint Application Design Facilities u Conducted in special room l Limit interruptions l May be off-site u Resources l Overhead projector, white board, flip charts, work material l Electronic support (Laptops) l CASE Tools l Group support systems (GSS)

31. 4 Systems Analysis and Design in a Changing World, 3rd Edition 31 A JAD Facility

32. 4 Systems Analysis and Design in a Changing World, 3rd Edition 32 Research Vendor Solutions u Many problems have been solved by other companies u Positive contributions of vendor solutions l Frequently provide new ideas l May be state of the art l Cheaper and less risky u Danger l May purchase solution before understanding problem

33. 4 Systems Analysis and Design in a Changing World, 3rd Edition 33 Useful Techniques in Vendor Research u Technical specifications from vendor u Demo or trial system u References of existing clients u On-site visits u Printout of screens and reports

34. 4 Systems Analysis and Design in a Changing World, 3rd Edition 34 Validating the 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 u Project manager responsible for system quality l System analyst, project manager are partners

35. 4 Systems Analysis and Design in a Changing World, 3rd Edition 35 Summary u Analysis Phase Activities l Gather information l Define system requirements l Prioritize requirements l Prototype for feasibility and discovery l Generate and evaluate alternatives l Review recommendations with management u BPR is becoming widespread and can affect analysis phase

36. 4 Systems Analysis and Design in a Changing World, 3rd Edition 36 Summary ( continued ) u Gathering system requirements l Functional and Nonfunctional l Work with various stakeholders (users, clients, technical staff) u “What kind of information do I need?” l What are the business processes and operations? l How are the business processes performed? l What are the information requirements?

37. 4 Systems Analysis and Design in a Changing World, 3rd Edition 37 Summary ( continued ) u Primary information gathering techniques l Review existing reports, forms, and procedure descriptions l Conduct interviews and discussions with users l Observe and document business processes l Build prototype working models l Distribute and collect questionnaires l Conduct JAD sessions l Research vendor solutions