1. Monash University, SIMS, Semester One, 20051 Alternative DATA GATHERING FOR INFORMATION SYSTEMS DEVELOPMENT CSE1204 - Information Systems 1 CSE1204 - Information Systems 1

2. Monash University, SIMS, Semester One, 20052 Lecture Objectives To understand: To understand: the purpose of the analysis phase the purpose of the analysis phase to understand various traditional data gathering methods and issues to understand various traditional data gathering methods and issues

3. Monash University, SIMS, Semester One, 20053 Analysis - Purpose Systems analysis is driven by business concerns, specifically, those of system users. Its purpose is to study and analyse the to study and analyse the problems and/or opportunities in the existing systems problems and/or opportunities in the existing systems reasoning behind directives reasoning behind directives to define and prioritise the business requirements so that: to define and prioritise the business requirements so that: problems are addressed, opportunities are exploited and directives are fulfilled problems are addressed, opportunities are exploited and directives are fulfilled

4. Monash University, SIMS, Semester One, 20054 During Analysis an Analyst should... Question everything Question everything Listen effectively Listen effectively Be impartial.. consider all sides Be impartial.. consider all sides Assume anything is possible.. then apply constraints Assume anything is possible.. then apply constraints Pay attention to detail Pay attention to detail all bits must fit together all bits must fit together Be creative.. look at things in new ways Be creative.. look at things in new ways Be aware of body language Be aware of body language

5. Monash University, SIMS, Semester One, 20055 Analysis Phase - Purpose The analysis phase provides the analyst with a more thorough understanding of problems, opportunities, and/or directives…data is gathered and models are created to help this understanding The analysis phase provides the analyst with a more thorough understanding of problems, opportunities, and/or directives…data is gathered and models are created to help this understanding It answers the questions: It answers the questions: Are the problems really worth solving? Are the problems really worth solving? Is a new system really worth building Is a new system really worth building

6. Monash University, SIMS, Semester One, 20056 Definition Phase - Purpose Remember that we are here to Remember that we are here to work out WHAT the user needs and wants from the new system work out WHAT the user needs and wants from the new system NOT... to look at alternative computer solutions NOT... to look at alternative computer solutions Systems will only be deemed successful if they fulfil the users’ business requirements … the technology is a definite second Systems will only be deemed successful if they fulfil the users’ business requirements … the technology is a definite second

7. Monash University, SIMS, Semester One, 20057 Review and present requirements specifications Conduct a QUALITY REVIEW to ensure that Conduct a QUALITY REVIEW to ensure that the relevant activities were completed correctly the relevant activities were completed correctly the documentation meets standards the documentation meets standards Present findings Present findings Get necessary approval to continue or adjust or cancel the project Get necessary approval to continue or adjust or cancel the project

8. Monash University, SIMS, Semester One, 20058 Data gathering ctd. Questionnaires A structured method of data gathering in which written questions/comments are provided for the participants to respond to in written form A structured method of data gathering in which written questions/comments are provided for the participants to respond to in written form Usually involves no direct contact between data gatherer and data provider (cf. interview) Usually involves no direct contact between data gatherer and data provider (cf. interview)

9. Monash University, SIMS, Semester One, 20059 Questionnaires Useful for: Useful for: Obtaining simple opinions, facts Obtaining simple opinions, facts Quantifying what was found in interviews Quantifying what was found in interviews Identifying issues before interviewing Identifying issues before interviewing Determining extent of problems Determining extent of problems Useful when Useful when small amounts of data are required from a large number of people small amounts of data are required from a large number of people For geographically dispersed respondents For geographically dispersed respondents

10. Monash University, SIMS, Semester One, 200510 Questionnaires Not useful for detailed Not useful for detailed Not useful for complex information Not useful for complex information Not useful for exploring issues in depth Not useful for exploring issues in depth Sometimes feel impersonal/ mass produced Sometimes feel impersonal/ mass produced Can supplement other methods Can supplement other methods

11. Monash University, SIMS, Semester One, 200511 Designing questionnaires What facts and opinions to be collected What facts and opinions to be collected Who to sample and sample size Who to sample and sample size Types of questions and wording (precise, accurate, unambiguous) Types of questions and wording (precise, accurate, unambiguous) Open-ended (free format) Open-ended (free format) Fill-in-the-blank Fill-in-the-blank Multiple choice Multiple choice Rating Rating Ranking Ranking

12. Monash University, SIMS, Semester One, 200512 Designing questionnaires (2) How to administer e.g. paper, online, mail out etc. How to administer e.g. paper, online, mail out etc. Format and layout (grouping, crosschecks etc.) Format and layout (grouping, crosschecks etc.) Test on small sample of respondents Test on small sample of respondents How completed questionnaires will be returned and collated How completed questionnaires will be returned and collated How analysis of the data will be carried out How analysis of the data will be carried out

13. Monash University, SIMS, Semester One, 200513 Questionnaires: Advantages most economical method for gathering data from large numbers of people most economical method for gathering data from large numbers of people fast and easy to implement and administer - minimal logistical problems fast and easy to implement and administer - minimal logistical problems results can be tabulated rapidly and analysed readily results can be tabulated rapidly and analysed readily allow respondents to be anonymous, therefore more likely to be truthful allow respondents to be anonymous, therefore more likely to be truthful gives respondents time to reflect on answers gives respondents time to reflect on answers

14. Monash University, SIMS, Semester One, 200514 Questionnaires: Disadvantages effective questionnaires are very difficult to construct effective questionnaires are very difficult to construct they produce only specific and limited amounts of information they produce only specific and limited amounts of information provide no opportunity to clarify vague or incomplete answers provide no opportunity to clarify vague or incomplete answers lack non-verbal communication lack non-verbal communication

15. Monash University, SIMS, Semester One, 200515 Observation observing the actual processes of a system observing the actual processes of a system need to prepare beforehand, and report on data collected need to prepare beforehand, and report on data collected gain first hand knowledge of current system’s operations gain first hand knowledge of current system’s operations clarify other information collected clarify other information collected understand complex procedures understand complex procedures inexpensive inexpensive

16. Monash University, SIMS, Semester One, 200516 Observation: Advantages the analyst can see exactly how the work is done (what you see is what you get); information gathered in other ways can be checked or confirmed the analyst can see exactly how the work is done (what you see is what you get); information gathered in other ways can be checked or confirmed allows vivid illustration of processes in a way which no other data gathering method can emulate - (action speaks louder than words) allows vivid illustration of processes in a way which no other data gathering method can emulate - (action speaks louder than words) requires no direct input from participants and is therefore usually cheap and easy to arrange requires no direct input from participants and is therefore usually cheap and easy to arrange enables precise measurement of aspects of work (eg how long does it take to process an order?) enables precise measurement of aspects of work (eg how long does it take to process an order?)

17. Monash University, SIMS, Semester One, 200517 Observation: Disadvantages can only show what is done now and how it is done now can only show what is done now and how it is done now time-dependence of some tasks can give misleading ideas about some aspects of the system (e.g. observe traffic at peak hour vs. observe at midnight) time-dependence of some tasks can give misleading ideas about some aspects of the system (e.g. observe traffic at peak hour vs. observe at midnight) tends to emphasise physical work flows at the expense of other forms of information (e.g. the nature of the processes can be hidden behind physical activity) tends to emphasise physical work flows at the expense of other forms of information (e.g. the nature of the processes can be hidden behind physical activity) can introduce ‘Hawthorne effect’ biases in which people behave differently when observed to the way they would behave normally can introduce ‘Hawthorne effect’ biases in which people behave differently when observed to the way they would behave normally

18. Monash University, SIMS, Semester One, 200518 Reports and System Documentation existing written records which are a valuable source of data about the system and the organisation existing written records which are a valuable source of data about the system and the organisation may include informal material used by people involved with the system may include informal material used by people involved with the system

19. Monash University, SIMS, Semester One, 200519 System Documentation may include information about : the organisation – annual reports, advertising brochures the organisation – annual reports, advertising brochures its people and policies – organizational structure charts, procedures manuals its people and policies – organizational structure charts, procedures manuals overall business functions and objectives – policy statements, minutes of meetings overall business functions and objectives – policy statements, minutes of meetings the system – forms (invoice form, order form, stock card, training manuals, etc; the system – forms (invoice form, order form, stock card, training manuals, etc; the technical environment – system manuals, specifications the technical environment – system manuals, specifications

20. Monash University, SIMS, Semester One, 200520 Sampling of documents and transactions Sampling: collecting a representative sample of documents, forms, transactions Sampling: collecting a representative sample of documents, forms, transactions Useful for specific information e.g. transaction volumes and types, file sizes Useful for specific information e.g. transaction volumes and types, file sizes Useful where large volumes exist Useful where large volumes exist Information about existing system operations Information about existing system operations Representative samples must be selected: Representative samples must be selected: determine sample size, appropriate range, avoid bias

21. Monash University, SIMS, Semester One, 200521 Reports and Documentation: Advantages its existence and authorship cannot be challenged its existence and authorship cannot be challenged it may provide very detailed and precise information (especially with complex or technical material) it may provide very detailed and precise information (especially with complex or technical material) it may provide valuable background material to an interview or observation session it may provide valuable background material to an interview or observation session

22. Monash University, SIMS, Semester One, 200522 Reports and Documentation: Disadvantages it will almost certainly be old it will almost certainly be old possibly out of date possibly out of date it is subject to interpretation and does not permit further explanation or clarification it is subject to interpretation and does not permit further explanation or clarification it tends to focus on particular aspects of the system, rather than giving the 'big picture' it tends to focus on particular aspects of the system, rather than giving the 'big picture'

23. Monash University, SIMS, Semester One, 200523 Research and site visits Most problems not unique: learn from experiences of other organisations Most problems not unique: learn from experiences of other organisations Professional societies can provide contacts for site visits Professional societies can provide contacts for site visits Computer trade journals and magazines and the internet can be sources for research into the problem/s e.g. do appropriate software packages exist? Computer trade journals and magazines and the internet can be sources for research into the problem/s e.g. do appropriate software packages exist?

24. Monash University, SIMS, Semester One, 200524 Other data gathering methods Other “modern” methods used: Discovery prototyping Discovery prototyping JAD (Joint Application Development) sessions JAD (Joint Application Development) sessions Focus groups Focus groups

25. Monash University, SIMS, Semester One, 200525 A data gathering strategy Data gathering must be carefully planned in order to make the most of the time and resources available: Data gathering must be carefully planned in order to make the most of the time and resources available: Information sources Information sources Data gathering methods Data gathering methods Recording and documentation methods Recording and documentation methods Data analysis methods Data analysis methods Procedures for reviewing results with management and users Procedures for reviewing results with management and users

26. Monash University, SIMS, Semester One, 200526 A data gathering strategy E.g. a “top down” approach: E.g. a “top down” approach: Initial interviews with management to determine major system activities and data Initial interviews with management to determine major system activities and data Document and verify this Document and verify this Expand major system component descriptions into detailed descriptions: Expand major system component descriptions into detailed descriptions: Interview operational users, sampling, questionnaires, observation etc Document and verify this Document and verify this Repeat these last two steps as necessary Repeat these last two steps as necessary Review findings with management Review findings with management

27. Monash University, SIMS, Semester One, 200527 A data gathering strategy Consider costs: allow for time and resources required for initial and ongoing information gathering Consider costs: allow for time and resources required for initial and ongoing information gathering Use the least expensive methods first Use the least expensive methods first Plan how to check the validity of data: Plan how to check the validity of data: Cross checking between groups, methods Cross checking between groups, methods Evaluate data for inconsistencies Evaluate data for inconsistencies Ask further questions Ask further questions Plan documentation of data e.g. records of interviews etc. data dictionary, system models Plan documentation of data e.g. records of interviews etc. data dictionary, system models

28. Monash University, SIMS, Semester One, 200528 Data gathering in practice Completeness? Completeness? Accuracy? Accuracy? Objectivity? Objectivity? Biases? Biases? Stability? Stability? Representative? Representative? Finished? Finished?

29. Monash University, SIMS, Semester One, 200529 Data Gathering: Completeness Completeness it is impossible to discuss all aspects of the system with all those involved … ensure that the sample size is adequate to represent all points of view adequately it is impossible to discuss all aspects of the system with all those involved … ensure that the sample size is adequate to represent all points of view adequately

30. Monash University, SIMS, Semester One, 200530 Data Gathering: Objectivity Accuracy/objectivity/consistency People's understanding/interpretation of events will depend heavily on their perspective. It may be impossible to reconcile the views of individuals with different perspectives … try and take account of these biases People's understanding/interpretation of events will depend heavily on their perspective. It may be impossible to reconcile the views of individuals with different perspectives … try and take account of these biases

31. Monash University, SIMS, Semester One, 200531 Data Gathering: Stability Stability Organisations and business and system environments change so fast that any data gathered quickly becomes out of date … needs to be a continuous process Organisations and business and system environments change so fast that any data gathered quickly becomes out of date … needs to be a continuous process

32. Monash University, SIMS, Semester One, 200532 Data Gathering in Practice Gathering data is like doing a jigsaw puzzle (but you don’t know what the final picture will look like!). You must be able to maintain a broad picture of all the pieces and find how they fit together Gathering data is like doing a jigsaw puzzle (but you don’t know what the final picture will look like!). You must be able to maintain a broad picture of all the pieces and find how they fit together

33. Monash University, SIMS, Semester One, 200533 Data Gathering in Practice ctd. You must use a variety of methods to suit the specific circumstances, the sort of data you want and the sort of people you are getting it from You must use a variety of methods to suit the specific circumstances, the sort of data you want and the sort of people you are getting it from Validation of key data items is essential - between groups and between data collection methods Validation of key data items is essential - between groups and between data collection methods

34. Monash University, SIMS, Semester One, 200534 References HOFFER, J.A., GEORGE, J.F. and VALACICH (1999) 2nd ed., Modern Systems Analysis and Design, Benjamin/Cummings, Massachusetts. Chapter 6 HOFFER, J.A., GEORGE, J.F. and VALACICH (1999) 2nd ed., Modern Systems Analysis and Design, Benjamin/Cummings, Massachusetts. Chapter 6 WHITTEN, J.L. & BENTLEY, L.D. (2001) Systems Analysis and Design Methods, Irwin, Burr Ridge, Illinois WHITTEN, J.L. & BENTLEY, L.D. (2001) Systems Analysis and Design Methods, Irwin, Burr Ridge, Illinois Chapter 6

35. Monash University, SIMS, Semester One, 200535 Questionnaires: advantages most economical method for gathering data from large numbers of people most economical method for gathering data from large numbers of people quick and easy to administer quick and easy to administer results can be tabulated rapidly and analysed readily results can be tabulated rapidly and analysed readily allow respondents to be anonymous allow respondents to be anonymous gives respondents time to reflect on answers gives respondents time to reflect on answers respondents complete in their own time respondents complete in their own time

36. Monash University, SIMS, Semester One, 200536 Questionnaires: disadvantages difficult to construct effective questionnaires difficult to construct effective questionnaires specific and limited amounts of information specific and limited amounts of information possible low return rates possible low return rates possible bias and misinterpretation possible bias and misinterpretation cannot probe issues further (inflexible) cannot probe issues further (inflexible) cannot clarify vague or incomplete answers cannot clarify vague or incomplete answers lack non-verbal communication lack non-verbal communication

37. Monash University, SIMS, Semester One, 200537 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