The chapter will address the following questions: Introduction The chapter will address the following questions: Can joint applications development be used as alternative fact-finding technique throughout systems development, and can it expedite the process? What are the typical participants in a JAD session and describe their roles? How do you complete the planning process for conducting a JAD session: including selecting and equipping the location, selecting the participants, and preparing an agenda to guide the JAD session? What are several benefits of using JAD as a fact-finding technique? 662 Effective Joint Application Development (JAD) techniques are crucial to the rapid development of systems projects. JAD is performed during many phases of the systems development life cycle to collect business requirements and confirm design decisions regarding DATA, PROCESSES, INTERFACES, and GEOGRAPHY. This module introduces this increasingly popular alternative for fact-finding.

Joint Application Development Introduction Joint application design (JAD) is a process whereby highly structured group meetings or mini-retreats involving system users, system owners, and analysts occur in a single room for an extended period of time (four to eight hours per day, anywhere from one day to a couple weeks). JAD-like techniques are becoming increasingly common in systems planning and systems analysis to obtain group consensus on problems, objectives, and requirements. Therefore, it is more commonly referred to as joint application development to appropriately reflect that it includes more than simply systems design. 663 Separate interviews of end-users and management have always been the classic fact-finding technique practiced during systems development. However, many analysts and organizations have discovered the great flaw of interviewing separate interviews often lead to conflicting facts, opinions, and priorities; not to mention significant time and effort being expended. For these reasons, many organizations are using the group work session as a substitute for interviews. One example of the group work session approach is IBM’s joint application design (JAD). This and similar techniques generally require extensive training in order to work as intended. However, they can significantly decrease the time spent on fact-finding in one or more phases of the life cycle. In this module, you will learn about the participants of a JAD session and their roles. We will also learn how to go about planning and conducting a JAD session, the tools and techniques that are used during a JAD session, and the benefits to be achieved through JAD.

JAD Leader (or Facilitator) JAD Participants Sponsor Any successful JAD session requires a single person, called the sponsor, to serve as its champion. This person is normally an individual who is in top management who has authority that spans the different departments and users who are to be involved in the systems project. JAD Leader (or Facilitator) JAD sessions involve a single individual who plays the role of the leader or facilitator. The JAD leader is usually responsible for leading all sessions that are held for a systems project. 663 Joint application development sessions include a wide variety of participants and roles. Each participant is expected to attend and actively participate for the entire duration of the JAD session. The sponsor plays a visible role during JAD session by serving to “kick off” the meeting with introductions of the participates. Often times, the sponsor will also make closing remarks for the session. The sponsor also works closely with the JAD leader to plan the session(s) by helping to identify individuals from the user community who should be in attendance, and determining the time and location for the JAD session.

JAD Participants Users and Managers Scribe(s) These participants are normally chosen by the project sponsor. The project sponsor must exercise their authority and encouragement to ensure that these individuals will be committed to actively participate. Scribe(s) A JAD session also includes one or more scribes who are responsible for keeping records pertaining to everything discussed in the meeting. This need to quickly publish the records is reflected in more and more scribes beginning to make use of CASE tools to capture many facts (documented using data and process models) that are communicated during a JAD session. 664 No additional notes provided.

JAD Participants IS Staff A JAD session may also include a number of IS personnel who are primarily in attendance to listen and take notes regarding issues and requirements voiced by the users and managers. Normally, IS personnel do not speak up unless invited to do so. Any questions or concerns that they have are usually directed to the JAD leader immediately after or prior to the JAD session. The makeup of the IS staff usually consists of members of the project team. These members may work closely with the scribe to develop models and other documentation related to facts communicated during the meeting. 664 No additional notes provided.

How to Plan and Conduct JAD Sessions Introduction Most JAD sessions span a three- to five-day time period and occasionally last up to two weeks. The success of any JAD session is dependent upon proper planning and effectively carrying out that plan. 664-665 No additional notes provided.

665-666 Figure D.1 Typical Room Layout for JAD Session The conference or main meeting room should comfortably hold the all attendees. The room should fully equipped with tables, chairs, and other items that meet the needs of all attendees. The figure above depicts a typical room layout for JAD session. Typical visual aids for a JAD room should include: white board or black board one or more flipcharts overhead projector(s) The room should also include computer equipment needed by scribes to record facts and issues that communicated during the session. The computer itself should include software packages to support the various types of records or documentation to be captured and later published by the scribe. Such software may include: CASE tool word processing spreadsheet presentation package prototyping software (ie. 4GL) printer copier (or quick access) computer projection capability The room should also include notepads and pencils for users, managers, and other attendees to take notes. Attendees should also be provided with name tags and placecards. Plan on also providing snacks and drinks to make the attendees as comfortable as possible.

Organize a JAD Team Organize a JAD Team Organize a JAD Team Organize a JAD Team Organize a JAD Team

How to Plan and Conduct JAD Sessions Conducting a JAD Session To successfully conduct the session, the leader should follow these guidelines: (continued) Avoid the use of technical jargon. Apply conflict resolution skills. Allow for ample breaks. Encourage group consensus. Encourage user and management participation without allowing individuals to dominate the session. Make sure that attendees abide by the established ground rules for the session. 667 As mentioned earlier, the success of a JAD session is highly dependent on planning and the skills of the JAD leader and scribe(s). These skills only get better through proper training and experience. Therefore, JAD sessions are usually concluded with an evaluation questionnaire for the participants to complete. The responses will help ensure the likelihood of future JAD successes.

How to Plan and Conduct JAD Sessions Conducting a JAD Session The end product of a JAD session is typically a formal written document. This document is essential in confirming the specifications agreed upon during the session(s) to all participants. The content and organization of the specification is obviously dependent on the objectives of the JAD session. The analyst may choose to provide a different set of specifications to different participants based upon their role. 667 For example, a manager may receive more of a summary version of the document provided to the user participants (especially in those cases in which the system owners had minimal actual involvement in the JAD session itself).

An effectively conducted JAD session offers the following benefits: Benefits of JAD An effectively conducted JAD session offers the following benefits: JAD actively involves users and management in the development project (encouraging them to take own more an “ownership” in the project). JAD reduces the amount of time required to develop systems. When JAD incorporates prototyping as a means for confirming requirements and obtaining design approvals, the benefits of prototyping are realized. 667 Joint application development offers many benefits as an alternative fact-finding and development approach. More and more companies are beginning to realize its advantages and are incorporating JAD into their existing methodologies. JAD reduces the amount of time required to develop systems. This is achieved by replacing traditional, time-consuming one-on-one interviewing of each user and manager with group meetings. The group meetings allows for more easily obtaining consensus among the users and managers, as well as resolving conflicting information and requirements. Once again, a successful JAD session resulting in these benefits is much dependent upon the JAD leader and their ability plan and facilitate the JAD session.

Joint Application Development Benefits of JAD Summary Introduction Joint Application Development Benefits of JAD 662-667