1. PT2520 Unit 2: Gather Information and Define Requirements
Gathering Information
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2. Ways to Gather Information
Initial Interviews
Business Document Reviews
Interviews with Stakeholders
Questionnaires
Work Shadowing
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Initial Interviews
The initial interviews should provide an overall picture of the purpose of the database.
What you want at this point is to gather the goals and broad requirements of the database.
Avoid too many specifics.
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4. Reviewing Business Documents
Reviewing business documents can reveal many things relevant to development of the database:
Insight into daily business processes
How information is gathered and used
What information is gathered
The sequences used for gathering and passing information
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Database Domain
The domain is the focus of the database.
If the database is to track inventory, then the inventory content and processes within the company would form the domain of the database.
For instance, if the database were for tracking clinical work in a dentist’s office, then the dental procedures and how they are captured would be the database domain.
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Requirements
Requirements are things the database must do.
For instance, an inventory database must:
Store all the relevant data about inventory items.
Be able to both add and remove items from the inventory.
Allow for the details about items to be modified.
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Forms
Forms are documents used to capture business information.
They represent the “input” to a system.
They can be paper based or online.
The fields filled in by users on the forms are a good first guide to what fields the database will need to contain.
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Sample Form
Tutor Session Report Form
Tutor Name
Session Date
Session Time
StudentID
Student Name (NA if no student signed up)
Materials covered (NS if no show)
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Reports
Reports present “output” from the data.
Typically they summarize the data, providing things like totals and averages.
These too are a good guide to the content of the potential database since it will need to store any information needed to create the reports.
Reports often contain graphs and charts.
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Sample Report
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Other Documents
Manuals and procedures can be useful for understanding work processes.
Memos and letters can provide insights into how the data is used and who the major stakeholders are.
Annual reports offer insights into the directions and plans of a company in which the database will play a part.
Even mission statements and goals can be valuable, since the database should support the mission of the company.
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12. Things to Watch for When Reviewing Documents
Make sure you understand all the abbreviations and terms.
Make sure you understand the purpose of the document within the context of the data with which you are working.
Make sure you understand where in the process the document belongs.
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Types of Databases
There are several different functions a database can serve.
Three of them are:
Transaction database
Management Information System
Business Intelligence
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14. Transaction Databases
These are databases that are optimized to collect and process business transactions such as sales.
They need to be fast and efficient.
They often need to be available 24 hours a day, 7 days a week.
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15. Information Management Systems
Information management systems are optimized to process the transaction information, creating summaries and reports that are useful to business managers.
They often work with a copy of the transaction data so as not to slow down the transaction database.
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16. Business Intelligence
Business Intelligence moves beyond management systems.
It provides tools for “mining” data to look for patterns and trends that might help the business improve its offerings or service.
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17. Identifying Stakeholders
You should first identify all the relevant stakeholders.
A stakeholder is anyone who has a “stake” in the database project.
This includes not only management, but anyone who will have to work with the database.
It may also include customers.
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Interviews
Interviews are especially good for asking “open-ended” questions.
An open-ended question is one that doesn’t have a set answer, such as “What is the aspect of the current database that gives you the most trouble?”
It is important to make sure you interview all the stakeholders to get their perspectives, not just the management.
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19. Preparing for an Interview
It is important to always prepare for an interview.
Prepare questions ahead of time.
Be aware of how much total time you have for the interview.
Allot a certain amount of time to each question.
Allot some time to follow up questions.
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20. Example Interview Preparation Form
Tutor Interview
Total time: 45 minutes.
Allow 5 minutes for introductions.
Question
For
Time Allotted
How do you set your schedule?
Tutors
5 minutes
How do you sign up for a tutoring session? What would make the process easier?
Students
3 minutes
What do you typically put in the section of the tutor report labeled “Materials Covered?”
2 minutes
How do you check to see if a student is in the class they are being tutored for?
Why do you sometimes not get the studentID number
How do you cancel a session?
Tutors ,Students
Would you be willing to enter your demographic information to get tutoring?
2 minute
What is the number one thing you would like to see changed in the current system?
Tutors, Students
8 minutes
What part of the current system do you like?
Time for follow up questions
Tutors, students
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21. Conducting the Interview
Lay out the rules and the time constraints from the beginning.
Facilitate the interview making sure everyone has a chance to respond.
Politely cut off overly long responses or responses that stray from the subject at hand.
If possible, record the interview or have someone you trust take notes. It is almost impossible to facilitate the interview and take good notes.
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22. Follow-Up for Interviews
Transcribe the notes while they are still fresh in your mind, ideally within 24 hours.
Think of any follow-up questions to ask in person or in questionnaires.
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Questionnaires
Questionnaires are useful for asking “closed questions.”
Closed questions are questions that have a specific answer such as yes/no or multiple choice.
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24. Preparing Questionnaires
Make sure your questions are not ambiguous.
Make sure you get a representative sample back.
Too small of a return or a return that is not balanced among the appropriate stakeholders may not give you valid information.
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Sample Questionnaire
Would you be willing to enter demographic information such as gender and ethnicity to sign up for tutoring?
Yes No
Would you be willing to list the classes in which you are currently enrolled?
Which is the most important factor when you are looking for a tutoring session to sign up for?
The particular tutor
The time slot
Neither of the above
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26. Comparing Questionnaires and Interviews
Good for open-ended questions
More time-intensive and more costly
Better for complex issues and views
Questionnaires
Good for closed-ended questions
Less time-intensive and less expensive
Capture a wider variety of views
Harder to judge the accuracy
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Work Shadowing
Work shadowing consists of observing stakeholders as they work with the current database.
This allows the developer to:
See how the data is actually processed in a day-by-day routine.
See “exceptions” to the rule, that may not be documented.
It also may uncover other undocumented processes that are important to the function of the database.
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Documentation
It is important to keep samples of all the business documents you have reviewed.
Keep all notes about the abbreviations and field contents.
Keep summaries and transcripts of interviews.
Keep summaries of questionnaire results.
Keep summaries of work shadowing reports.
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