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Outline of this presentation Project Initiation System Request Feasibility Analysis Requirement Gathering Technique Interviewing & Listening Questionnaire Observation Document Analysis Requirement Determination Key Definition Basic Process of Analysis

Project Initiation

System Request A document describing business reasons for project and system’s expected value. Lists project’s key elements Project sponsor Business need Business requirements Business value Special issues or constraints

Feasibility Analysis Detailed business case for the project Technical feasibility Economic feasibility Organizational feasibility Compiled into a feasibility study Feasibility is reassessed throughout the project

Technical Feasibility: Can We Build It? Users’ and analysts’ familiarity with the business application area Familiarity with technology Have we used it before? How new is it? Project size Number of people, time, and features Compatibility with existing systems

Economic Feasibility: Cost ? Do we have it ? Where the money come from? How do we manage the Cash Flow Project size Number of people, time, and features Compatibility with existing systems

Organizational Feasibility If we build it, will they come? Strategic alignment How well do the project goals align with business objectives? Stakeholder analysis Project champion(s) Organizational management System users

Requirement Gathering Technique

Interviewing and Listening Means to gather information about a project Listening to answers is just as important as asking questions Effective listening leads to understanding of problem and generates additional questions

Interviews Most commonly used technique Basic steps: Selecting Interviewees Designing Interview Questions Preparing for the Interview Conducting the Interview Post-Interview Follow-up

Conducting the Interview Appear professional and unbiased Record all information Check on organizational policy regarding tape recording Be sure you understand all issues and terms Separate facts from opinions Give interviewee time to ask questions Be sure to thank the interviewee End on time

Questionnaires Advantages: Less costly than interviews Results are less biased due to standardization Disadvantages Less effective than interviews due to lack of follow-up

Questionnaire A set of written questions, often sent to a large number of people May be paper-based or electronic Select participants using samples of the population Design the questions for clarity and ease of analysis Administer the questionnaire and take steps to get a good response rate Questionnaire follow-up report

Good Questionnaire Design Begin with non-threatening and interesting questions Group items into logically coherent sections Do not put important items at the very end of the questionnaire Do not crowd a page with too many items Avoid abbreviations Avoid biased or suggestive items or terms Number questions to avoid confusion Pretest the questionnaire to identify confusing questions Provide anonymity to respondents

Observation Watch processes being performed Users/managers often don’t accurately recall everything they do Checks validity of information gathered other ways Be aware that behaviors change when people are watched Be unobtrusive Identify peak and lull periods

Document Analysis Study of existing material describing the current system Forms, reports, policy manuals, organization charts describe the formal system Look for the informal system in user additions to forms/report and unused form/report elements User changes to existing forms/reports or non-use of existing forms/reports suggest the system needs modification

Requirement Determination

Key Definitions The As-Is system is the current system and may or may not be computerized The To-Be system is the new system that is based on updated requirements The System Proposal is the key deliverable from the Analysis Phase

Basic Process of Analysis Understand the “As-Is” system Identify improvement opportunities Develop the “To-Be” system concept Techniques vary in amount of change BPA – small change BPI – moderate change BPR – significant change Additional information gathering techniques are needed as well

Business Process Automation Goal: Efficiency for users

Business Process Improvement Goal: Efficiency and effectiveness for users

Business Process Reengineering Goal: Radical redesign of business processes

Finished, Questions?