MODULE II METHODS IN DETERMINING INFORMATION

REQUIREMENTS

LESSON 1 WORKING THROUGH SYSTEMS ANALYSIS

Learning Objectives:

After studying this lesson, the student should be able to:

Design options for interview.
Conduct interviews and develop a plan for conducting an interview to determine
system requirement.
Design, distribute, and analyze questionnaires to determine system
requirements.
Observe workers and analyze business documents to determine system
requirements.
Plan and participate a JAD session.
Design and use a prototype during requirements determination.
Choose or select the best method in determining system requirements.

Keywords and Phrases

LEARNER
Sampling Cluster sampling

Random Sampling Quota Sampling

Systematic Sampling Joint Application Design

Stratified Sampling Participatory Design

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Introduction

There are several ways in which an analyst gathers information on the

requirements of the user. It is important that their needs are known for inclusion
in the design of the system. After all it is their system that we are doing. These
section talks of the methods in getting the requirements and some suggestions
that will make the analyst investigate further.

A. METHODS IN DETERMINING INFORMATION REQUIREMENTS

1.1 Traditional Methods for Determining Requirements

Systems analyst can solve the problems more effectively if they gather
information through interviews, observations, audits, and questionnaires and put
this data in quantitative terms. Quantitative expressions reduce variables to
members or discrete terms, while qualitative assignments describe condition in
general and subjective forms. By expressing customer complaints, delivery
schedules, orders on backlog, orders processed, and the like as amounts, the
analyst can measure performance accurately [Silusa]. For fast finding
techniques, there are also numerous methods of gathering the data necessary
for analyzing, studying, and redesigning an in-place system.

1. Interviews
This is the most common method of gathering information from
users. Interviewing is a continuous process the analyst uses to build up a
model of the system and to gain understanding of any system problem.
The interviewee/investigator usually posses six questions:
1. WHO?
Identifies people roles and responsibilities
The one in-charge of the operation
The one exhibiting the best performance

2. WHAT?
Learn about the elements involved in a procedure or
system
The activities conducted in this department
The steps for a paperwork movement
The kinds of programs and computers being used
The workers attitude toward the tasks

3. WHY?
Search for the purpose of an operation and the reasons
behind existing attitudes
Why a job is done in particular manner

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 Why an operation is done at all
Why employees support or resist a specific change

4. WHEN?
Investigates time elements such as:
The time to perform a given job
When is it finished?
When are errors most likely to occur

5. WHERE?
Concerned with physical location.
The location of computers and workstations
Storage of disks and information

6. HOW?
Uncovers the sequence of steps followed in doing a job.
The process for a routine
The ways activities are performed
How an employee learns his skill.

1.1 Types of interviews

The most common technique is the face-to-face interview.
This could be done in formal or informal manner. However the
informal way finds to be better when you want to get the react
details. The formal manner is done through group meetings
and discussions.
Another method in conducting an interview is the telephone
interview. Though not normally used in the Phils, this type is
less expensive.
1.2 How to Conduct an Interview
The systems analyst should decide first what questions are
to be asked. Set up appointments to give interviewees time to
prepare and tell them the purpose of the meeting. Be polite,
tactful and objective throughout the discussion. The following
suggestions are helpful when conducting an interview:

Frame questions so that they are unambiguous and

easily understood.
Allow adequate time for the interviewee to respond.
Walk through the interview systematically and
unhurriedly.
Dont lead or bias the interviewees answers.
Ask broad questions first and then narrow down
specifics.
Dont be argumentative. This leads the interviewee to
provide you with less information.

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 Provide an opportunity for the interviewee to make
additional comments before you include the interview.

2. DIRECT OBSERVING USERS

Another way of gathering data is by direct observation. This enables

the systems analyst to get additional knowledge more objectively. The
analyst personally observes all aspects of a system watching as people
perform their tests; noting such details as what they do, where they do it,
and how long it takes examining forms, documents, equipment and
manuals; and observing the physical flow of movement as personnel go
from one workstation to another.
However, while direct observation can provide the analyst a first
hand opportunity to see a system in action, it can be expensive and lead to
erroneous conclusions. Therefore, make sure that observations are
conducted unobtrusively so that the fact finding is not biased.

3. ANALYZING PROCEDURES AND OTHER DOCUMENTS

a. AUDITS
An audit of records, ledgers, files, databases, memos and other
pieces of information can uncover a considerable amount of information
about the elements of a system and how they interrelate. This is often
done by requesting personnel to save or prepare a copy of all working
documents, computer disks, notes or records generated over a given
period, say several days or weeks.
This information is analyzed and used in several different ways, for
example, to study data flow patterns or to rate the efficiency, value or
weaknesses pattern.

b. REVIEW OF DOCUMENTATION
This is a methodical study of the official documents used in a
system. The investigator obtains copies of policy and procedure manuals,
personnel guides, bulletins, reports, official forms and similar documents,
examines their functions, and follows their movement throughout the
organization. A review of this type gives an indication of whether the
operations of a system reflect official goals, and it helps to pinpoint
existing omissions, weaknesses and errors.

4. ADMINISTERING QUESTIONNAIRES
This method allows the system analysts to gather attitudes, behaviors,
and characteristics from key people in the organization. But
questionnaires are useful if people in the organization are widely
dispersed, many people are involved with the systems project, exploratory
work is necessary before recommending alternatives, or there is a need
for problem sensing before interviews are conducted.

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 Employees, customers, managers and others may be asked to
complete questionnaires designed to focus on general or specific
problems. Short answer, true or false, fill-in, checklist, and multiple-choice
questions are valuable for eliciting specific data on a particular problem.
These types of questionnaires are easiest for respondents to complete.
Essay type questions are often used to gather information of a more
general nature or to make an assessment of attitudes and interests.

HOW TO DEVELOP QUESTIONNAIRES

First, the analysts decide what kind of information he wants to gather. This
checklist can help the S.A. in designing the questionnaire so that he will not overlook
any items:

Questionnaire Checklist
Name of the Analyst
Date to return questionnaire
Document name
Document number
Number of pages in document
Color or stock
IS form still needed?
How is form routed in dept.?
Are additional copies needed?
Open-ended question to solicit comments on form improvements
Name of respondent
Date questionnaire completed

This checklist also helps in placing questions in the proper sequence.

Next step is to plan the best way to gather the facts. Choose the type of
questions- fill in, multiple choice, etc.-That will provoke answers about the specific
problems. Get rid with unnecessary of confusing questions.

This questionnaire example is used to gather information about a system.

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QUESTIONNAIRE

Your assistance is requested by the Systems Dept. identifying problems in the handling of
paperwork in your department. Please complete this questionnaire and return to:

System Analyst: Febwin E. Villaceran Return on: January 4, 2008

Document Distribution

Name of Document:
Document No. No. of Pages: Color:

The attached document is regularly distributed to you in the chain of distribution.

We would like to simplify our paperwork processing and reduce handling and
operating costs. Please look over the attached form and determine if you need to
receive copies of the report.

This form is no longer needed or used by us.

Discontinue distributing to me.
This form is needed. Please keep on distribution list.
Form is read and not filed.
Form is filed in dept.
Additional copies of form should be provided when it is distributed to me.

Please describe ways in which the attached form can be changed or

improved to increase utility. You may mark up the attached document and return it with
this form.

Comments:
Submitted by: Date:

An essential element is the scoring and answer evaluation. Be sure the

questionnaire can be easily scored. Avoid check boxes buried in the middle of
paragraphs or questions requiring answers that cannot be qualified or categorized into
some form of meaningful data.

Test the questionnaire on a group of subjects. Ask them to complete the

questionnaire and to mark questions that are confusing or that cannot be answered
precisely. Make any needed modifications in the draft. Proofread the final documents
carefully before it is printed and distributed.

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5. SAMPLING METHODS

The techniques in sampling are widely in systems analysis to learn that

characteristics of a population without examining each individual case. Sampling
is used to survey public opinion and employee attitudes, to check the quality of
manufactured goods, and to gather information on in-place systems.

Population
O X X
X O

O X X
X
O
X O

X
Sample

A population comprises all the cases under study, while a sample refers to a
selected number of units or elements of units that is representation of the study
group. The size of the sample need not be large to produce accurate results; rather,
the sample must be representative of the population being studied. The information
gained is assumed to be true of the entire population under study is very large and it
would be too expensive or time consuming to examine each individual case.

RANDOM SAMPLING
All members of a population have an equal chance of being selected
for the sample. This method can be used in any situation where all the elements
in a group (or numbers representing the elements) are available for selection at
the same time.

SYSTEMATIC SAMPLING
Samples are selected from a group according to an organized pattern;
for example every fifth and tenth complaint. Usually, the first element in the
sample is selected in a random manner, the rest according to the systematic
pattern. If the pattern in every fifth complaint and the first element selected at
random was 9, then the second element would be 14, the third, 19, and so on.

STRATIFIED SAMPLING
Used to obtain a more accurate representation of each sub-group in a
population than a random sampling can provide. Suppose a survey was planned
of all employees of a firm and it was important that each department be
represented in the sample. The elements in the sample would be selected at

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 random, but the analyst could not be absolutely sure that each department was
represented. But if all the employees (the population) were first divided into
department (stratified) and a few selected at random from each stratum, the
analyst could be sure that each group was represented in the final sample.
This instance, a smaller number of samples would produce more
precise and accurate representation than would random sampling. This method
has even more value when the cost for selecting and examining each sample is
an important factor.

CLUSTER SAMPLING
This is also called area sampling. It is used to cover a larger
geographic area. The population is first divided into small areas of groups. Then
a certain number of these groups are selected by systematic or random sampling
methods. The final sample is chosen from the selected group by systematic or
random sampling. Cluster sampling is often used for marketing surveys. It is
less accurate than the other method, but it is more convenient and economical.

QUOTA SAMPLING
A specified number of representatives from each group are included in
the final sample. For example, the analyst may be asked to interview five
members from the marketing department, two from the communications
department, and two from the advertising department.

1.2 MODERN METHODS FOR DETERMINING SYSTEM REQUIREMENTS

ATTEMPTS TO MAKE SYSTEM DEVELOPMENT less of an art and more of
a science are usually referred to as system engineering or software engineering.
This means that rigorous engineering techniques applied for system development.

1.2.1 Prototyping
A very influential practice borrowed from engineering. Prototyping is
the process of designing and building a scaled-down but functional version of a
desired system. Special prototyping tools have been developed to simplify the
process. A prototype can be developed with some fourth-generation languages
(4GLs), with the query and screen and report design tools of a database
management system, and with tools called computer-aided software engineering
(CASE) Tools. There are two major reasons for prototyping:

1. User finds it impossible to specify their requirements.

The future users of a system find it very difficult to imagine what
it will look like until it is in front of them. It is very common for a project
team to feel sure that a thorough analysis has been performed but
after implementation many enhancements are requested by the users
only be seeing what the system looks like and experimenting with
some of the facilities can users decide what is really required.
2. Modern tools enable rapid application development (RAD).

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 Many projects now are fourth-generation software for systems
development. This software provides a number of facilities that make
rapid construction of business information system possible. They
provide some or set of the following facilities: relational database
management system, data dictionary, very high level languages, end-
user query languages; report writers, tools for building interactive
system such as screen painters, and tools for analysis and design and
sometimes generation of code from these.

TWO KINDS OF PROTOTYPE

1. THROW AWAY used as a learning medium between the developer and

the user to help them converge on an adequate set of requirements.
Throw away prototypes are built very rapidly, very easily in requirements
analysis but will sacrifice certain inputs of the system such as error
handling, security and performance.

2. DEVELOPABLE this will evolve into a working system; sometimes

throw away prototypes turn into developable ones.

The figure below illustrates a prototyping methodology:

Identify Develop
Problem Prototype

New requirements
If prototype
Inefficient

Problems

Next version

1. JOINT APPLICATION DESIGN (JAD)

This brings structure to the requirements determination phase of analysis and
to the reviews that occur as part of design. Users, managers, and systems
developers are brought together for a series of intensive structured meetings run
by a JAD session leader who maintains the structure & address to the agenda.
By gathering the people directly affected by an ES in one room at the same time

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 to work together to agree on system requirements and design details, time and
organizational resources are better managed.
The JAD also enables the group members to develop a shared understanding
of what the IS supposed to do.

2. PARTICIPATORY DESIGN (PD)

This process represents a viable alternative approach to the SDLC. It
emphasizes the role of one more than the other technique. Each user has an
equal voice in determining system requirements and in approving system
design. In other cases, an elected group of users controls the process. These
users represent the larger community much as a legislature represents the
needs and wants of the electorate. Under the PD style, Sas work for the users.
The organizations management and outside consultants provide advice rather
than control.

CASE: THE ANALYST AT WORK

Description of Firm:
Ang Bayan Ko Academy is a military school operated for profit by Ret. Col.
Bonifacio Lapulapu, which enrolls students of junior high and high school age,
providing room and board, academic training and college preparation.
Four hundred and fifty cadets are enrolled at Ang Bayan Ko Academy, many
of whom are attending on scholarship or a student loan program. Some students
are subsidized by their families, and some are supported by fans from state
agencies or endowment programs.

Systems Overview:
Ang Bayan Ko Academy periodically bills parents, state agencies, and other
fund providers for resident tuition. Figure 1 is a DFD illustrating the academys
billing system. From collection of tuition fees is important in order to maintain the
institutions sound cash flow. Ang Bayan Ko Academy has substantial payroll to
meet each month and this is paid out of student tuition receipts.

PAYMENT BILLING
CADET
CADETS
S
FAMILY

PAYMENT BILLING ENDOWMEN

ENDOWMEN
T PROGRAM BILLING SYSTEM T PROGRAM
PAYMENT BILLING

STATE D1 CLIENT FILE STATE

AGENCY AGENC
Y

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FIGURE 1
 State agencies require Ang Bayan Ko Academy to bill them for tuition on a
semester basis. Some parents prefer to be billed on a semester basis, while others
request quarterly or even monthly billing. Those students who received endowments
are usually funded on annual basis. As a result, Ang Bayan Ko Academy offers a
variety of billing arrangements. This diversity affects cash flow and makes financial
planning difficult.

Application:
You were asked by Ret. Col. Lapulapu to investigate the present billing and
tuition accounting system. You are to gather opinion both with the organization and
from clients regarding And Bayan Ko Academys billing system.
The objective is to make observations regarding the weaknesses of the
present system and to make recommendations for improvement. The observations
and recommendations will be used to design and implement a more efficient billing
system. The new system should reduce billing cost smooth out cash flow problems,
and facilitate the academys long-range financial planning.

Reading Assignment:

Link:

E-Journals/E-Books
PUP website: infotrac.galegroup.com/itweb/pup
Password: powersearch

Exercises/Written Assignment:

WORK PRODUCT NO. 1

Make an analysis of Ang Bayan Ko Academys clients and prepare a list of individuals or
organizations that may be either interviewed or receive a questionnaire. The study should
sample clients from all the various billing cycles. Considering the number of students that are
enrolled, design a plan that will interview five percent of the students and mail questionnaires
to ten percent of Ang Bayan Ko Academys clients. Prepare also a task list to help define the
population and sample to be questioned.

WORK PRODUCT NO. 2

Prepare a questionnaire that will be mailed to Ang Bayan Ko Academys clients. They
should survey preferences regarding tuition payment. It should specify various billing cycles
and the clients willingness to change or to be billed on a monthly, quarterly, semiannual, or
annual basis. Prepare a task list to assist in this effort.

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WORK PRODUCT NO. 3

You are to interview a variety of Ang Bayan Ko Academys client and discuss billing
procedures. Prepare a set of interview questions that will be used to assess the clients billing
preferences. First, prepare a brief outline of the structured interview

References/Bibliography

Ashworth, Caroline; Goodland Mike; SSADM; A Practical Approach; Copyright

1990, McGraw Hill Book Co. (UK) Ltd.

Calderon, Jose F, Expectacion C. Gonzales, Measurement and Evaluation, Manila: National

Bookstore Inc., 1993, p46

Calmorin, Laurentina P., Educational Research Measurement and Evaluation, 2nd Edition,
Manila: National Bookstore Inc. 1994, pp 66-67

Date, Chris, An Introduction to Database Systems, Vols. I and II. Fourth Edition. Addison-
Wesley, Reading, MA, 1987.

Dierkes, Meinoff;Antal, Ariane; Child John; Nonaka Ikujiro (eds.), Handbook of

Organizational Learning and Knowledge, Oxford University Press, 2001

Hawryskiewycz, IT Introduction to Systems Analysis and Design Second Edition; Copyright

Hoffer, J. A, George J.F Valacieh, J.S, Modern Systems Analysis and Design Copyright
1996 by the Benjamin/Cumming Publishing Co. Inc.

Kendall, Kenneth E; Kendall Julie E, 2nd Ed. Systems Analysis and Design Copyright
1992 by Prentice Hall Inc.

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