1. Systems Analysis and Design
An Introduction to
Fact Finding Techniques
17/04/2017
By: Douglas Eke

2. Complete the tasks below: Why is a structured approach necessary?
SSADM – Knowledge Test
Complete the tasks below:
Why is a structured approach necessary?
What are the main advantages and disadvantages of the waterfall model?
What are the main advantages and disadvantages of rapid applications development?
Why might people be optimistic about the cost of projects?
Identify the problems that could develop if the system scope is not sufficiently clarified at the start of a project?
17/04/2017
By: Douglas Eke

3. Objectives At the end of this lecture you should be able to:
- Appreciate the need for accurate and complete information.
- Define the tools and methods used by the Systems Analyst.
- Explain the benefits and drawbacks of each information gathering technique.
17/04/2017
By: Douglas Eke

4. Computerised Information Systems
Suppose the Systems Analyst has a project:
To design a computerised information system and network.
The Analyst wants to find out:
What the users want from the system.
What information the system needs to handle and what documentation needs to be produced.
What the Organisational Management are hoping to achieve from the system.
During the investigation stage, the analysis will explore 2 broad
interconnected paths:
What does the system need to do/achieve? (Functionality)
What data are needed to support these functions? (Data)
These ‘paths’ will be expressed in various diagrams, such as:
use case diagram, data flow diagram (DFD),
….which is what we’re leading onto towards the end of this term/start of next term.
17/04/2017
By: Douglas Eke

5. What do we need to find out?
At first, we know nothing about what the users want…
….and maybe a little about the organisation (which may be any business area).
We need to find out about:
Their circumstances including constraints
Their problems
What they want
Areas could be Manufacturing, government, supermarket, etc Each business will have its own requirements, legal requirements etc. We will not know everything about the business.
Constraints could include time, money, staff skills, legislation, existing systems
17/04/2017
By: Douglas Eke

6. What do we need to achieve?
The goal is simple: to learn enough to develop an IS that will be useful to:
These specific users
These particular circumstances
These unique problems
We must also document what we learn, so others can access our knowledge.
17/04/2017
By: Douglas Eke

7. We may need to capture details of: Timing and sequence.
User requirements
What is useful depends on the type of information that matters to the users
We may need to capture details of:
Timing and sequence.
Data (structure and data relationships).
Processes.
Other aspects e.g. user issues, legislative and safety factors.
‘Facts’ obtained from users need to be supported by evidence,
e.g.) when a user says they handle 500 documents per day – this may sound like a fact but until some simple transcripts have been counted this fact can’t be accepted.
May feel like 500 but actually 85.
A ‘Fact’ is therefore a verified piece of data.
17/04/2017
By: Douglas Eke

8. Fact Finding
The Systems Analyst needs to find out about the project requirements using a variety of different information gathering techniques.
This is known as fact finding
The different fact-finding techniques should complement each other.
Everything is verified from each other.
17/04/2017
By: Douglas Eke

9. To remember each of the fact finding techniques, remember S.Q.I.R.O.
S is for Sampling (existing documents)
Q is for Questionnaires
I is for Interviewing
R is for Research (background reading)
O is for Observation.
Not in order of importance, or sequence
Importance to emphasise that the technique which is the most appropriate depends on the specific circumstances of the organisation including the attitudes of the users. All can be used on every investigation but they are a set of techniques that the analyst can use but it is up to the individual to decide which is the most appropriate in a specific circumstance
17/04/2017
By: Douglas Eke

10. Sometimes we just need to see some of the information – a sample.
S is for…Sampling
Having too much information can be overwhelming…imagine trying to read a telephone directory!
Sometimes we just need to see some of the information – a sample.
Looking at forms, reports etc generated and used by the system shows the information it contains much easier than expecting a user to remember everything but can be useful to take to an interview
17/04/2017
By: Douglas Eke

11. has been obtained in a sensible manner and
Sampling
A sample gives an overview of the information that is being processed but we must make sure that the sample:
has been obtained in a sensible manner
and
is an unbiased representation of the complete set of information available.
17/04/2017
By: Douglas Eke

12. Sampling is almost always used. Why?
Can be used to support other techniques.
Adds further details to information already gathered.
Can resolve errors and ambiguities.
Identifies precise data content and structures.
Confirms sequence of input/output.
Identifies flow of work from one user to another.
Documents represent the formal information flow of the system.
Analysts are seeking answers to typical questions, about the document, such as:
What causes the document to be generated?
Who generates it?
Who checks it?
How is it completed?
Where does the data on the document come from?
What is the purpose of the document? How long is it stored for? How is it retrieved? How many are completed over what time scale? etc..
Analysts must know the formats of data items on documents so they can become fields in databases and input fields on the computer screen.
Analysts are seeking answers to typical questions, about the data items, such as:
When is each data item entered?
What is its source? Its size? Its format?
Are any items optional or should all be completed?
What about validation checks, etc…
17/04/2017
By: Douglas Eke

13. Q is for…Questionnaires
A questionnaire is a way of enabling a large number of people to express their views.
Questionnaires are useful:
- when there is a large user base
- when there are geographically dispersed users
- as a starting point, for following up with interview, etc.
Questionnaires on detailed procedures are inappropriate,
e.g.) asking 100 questions on procedure is not sensible!
But questionnaires could be used to get feel for user satisfaction.
Could use rating scale of 1 to 5 where 3 is neutral, or if wanted user’s opinion in a specific direction use a scale of 1 to 4 (or 1 to 6)
17/04/2017
By: Douglas Eke

14. Caution! Questionnaires are difficult and
time consuming to design, use and analyse.
How many questions? Open or closed questions?
As there is no interaction with the respondent: How do we avoid ambiguous questions? How do we pilot the questionnaire to make sure the responders correctly interpret the questions?
How can we obtain a sensible response rate?
How do we analyse the responses? What if some responders have missed out questions or given silly answers?
Obviously these days with and Intranet it is easier, quicker and cheaper to distribute questionnaires electronically.
17/04/2017
By: Douglas Eke

15. Questionnaires
Task
You work for a games development company and have been requested to develop a questionnaire that can be sent out to the gaming community to determine the type of games played (genre), length of time and periods they play the games.
It is also important to establish their geographic location as well as details about age, gender.
It would also be good to get an indication as to the preference of genre for the development of a new computer game.
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By: Douglas Eke
By: Douglas Eke 15

16. Most widely used technique.
I is for…Interviewing
Most widely used technique.
Often done
top-down through the organisation.
Interviewing is particularly important in early stages of project development.
‘Top-down’, i.e.) managers before supervisors before clerks…
Why?
Manager helps identify the objectives, deliverables and scope of the system.
Department managers – information relates to the functions their department performs, reports needed, volumes of transactions and records processed. Also, need to seek permission to interview users…
Users understand the detailed procedures and data used in current operations. Able to identify any shortcomings of current system.
Users provide the most detailed information.
17/04/2017
By: Douglas Eke

17. Useful for in-depth questioning of particular employees.
Interviewing
Useful for in-depth questioning of particular employees.
Flexible (can be tailored to the individual and interviewer can probe where necessary).
Interviewer requires sensitivity and good communications skills.
Can be time consuming.
Before an interview, prepare questions – ideally, provide interviewee with agenda to clarify what will be discussed and to bring necessary documentation.
17/04/2017
By: Douglas Eke

18. Two main approaches to interviewing
Formal – Must be planned, following a set agenda and time limit
Informal – You have a general agenda, but can deviate depending on the answers and can run over time if necessary
Both should be booked though.
17/04/2017
By: Douglas Eke

19. How the organisation conducts their business
R is for…Research
Research/background reading of written documentation in the Organisation is particularly useful at the start of a project to find out:
How the organisation conducts their business
The Organisation’s objectives, Strategic plan, financial performance, legal situation, etc.
Possible areas of development…
Can also read existing documentation and procedure manuals
Can also include manufacturers and SW material
17/04/2017
By: Douglas Eke

20. Research
What particular documents would be useful for the Systems Analyst to read?
Official company reports – to give an overview of the company and system.
Company organisation chart - to identify users of the system (for interview planning)
External sources, e.g. journals - can give ideas for solution to problems.
17/04/2017
By: Douglas Eke

21. Shows the problems that the staff are experiencing.
O is for…Observation
Observation:
Shows the problems that the staff are experiencing.
Resolves conflicting stories. (Can see what really happens not what people think happens!
Observation very good method but many people do not like being observed
Questionnaires traditionally have a low response rate and the people that respond may be very extreme in their views. Questionnaires also useful when there is no captive users e.g. developing a system for use by the general public e.g. bus timetable system
17/04/2017
By: Douglas Eke

22. Confirms the detail of complex processes.
Observation
Observation:
Confirms the detail of complex processes.
Could suggest to the analyst a possible solution.
Informal observation - do employees seem keen and motivated or sluggish, bored and overstretched?
Formal observation – prior agreement needed (want person to know that they are not the subject of observation just the task that they are performing.)
Be aware – people may behave and work differently when being observed.
17/04/2017
By: Douglas Eke

23. Observation
Note
As the focus of observation is on the ergonomics and workflow, some employees/organisations feel uncomfortable being so closely observed, so consequently this fact finding technique is less readily used.
17/04/2017
By: Douglas Eke

24. Establishing user Requirements
At the start we know nothing at all
By the end we have
Decided more or less what matters
Found out what the users want
Recorded this in a useful way
More detail on fact-finding techniques is in Ch5 of Skidmore and Eva book.
17/04/2017
By: Douglas Eke

25. The benefits and limitations of each of the fact-finding techniques.
Summary
You should now know:
The need to gather information before we can analyse and design a system.
The names of the 5 different fact-finding techniques in the pneumonic S.Q.I.R.O.
The benefits and limitations of each of the fact-finding techniques.
The Systems Analyst needs to have a range of interpersonal skills; you will be expected to demonstrate these same skills in tutorials.
17/04/2017
By: Douglas Eke

26. References
Eva and Skidmore (2004). Introducing Systems Development. Palgrave Macmillan.
Satzinger JW, Jackson RB and Burd SD (2004). Systems Analysis and Design in a Changing World. 3rd edition. Thomson.
Slides originally from De Montfort University INFO1409 Systems Analysis SQIRO L07.ppt
17/04/2017
By: Douglas Eke