1. Problem Analysis
The goal of problem analysis is to gain a better understanding of the problem being solved before development begins
Gain agreement on the problem definition
Understand the root causes – the problem behind the problem
Identify the stakeholders and the users
Define the system boundary
Identify the constraints to be imposed on the solution

2. 1. Gain Agreement on the Problem Definition
Write down the problem and see if everyone agrees
Have the customer describe the benefits
Seems simple but this step can cause much discussion and emotion

3. Problem Statement Format
Element
Description
The problem of
Describe the problem
affects
Identify stakeholders affected by the problem
the result of which
Describe the impact of this problem on stakeholders and business activity
benefits of
Indicate the proposed solution and list a few key benefits

4. 2. Understand Root Causes
Gain understanding of real problem and real causes
“Root cause” analysis
Total Quality Management techniques
Ask people directly involved what the problems are!

5. Fishbone Diagram Too much scrap Inaccurate sales orders
Damaged in shipment
Customer returns
Too much scrap
Finished goods
Obsolescence
Other
Manufacturing defects

6. Addressing the root cause
Quality data demonstrates that many root causes are simply not worth fixing

7. Sales order problem statement
Element
Description
The problem of
Inaccuracies in sales orders
affects
Sales order personnel, customers, manufacturing, shipping, and customer service
the result of which
Is increased scrap, excessive handling costs, customer dissatisfaction, and decreased profitability
benefits of
A new system to address the problem include;
Increased accuracy of sales orders at point of entry
Improved reporting of sales data to management
Higher profitability

8. 3. Identify the Stakeholders and the Users
Stakeholder; anyone who could be materially affected by the implementation of a new system or application
Many stakeholders are users
Others are indirect users
Affected by the business outcomes that the system influences
Non-user stakeholder needs must also be identified and addressed

9. Questions Who are the users of the system?
Who is the customer (economic buyer) for the system?
Who else will be affected by the outputs that the system produces?
Who will evaluate and bless the system when it is delivered?
Who will maintain the system?

10. Users and stakeholders of new system
Other stakeholders
Sales and order entry clerks
MIS director and development team
Sales order supervisor
Chief financial officer
Production control
Production manager
Billing clerk

11. 4. Define the solution system boundary
Boundary defines the border between the solution and the real world that surrounds the solution
inputs
outputs
system

12. System boundary World divided into two parts Our system
Things that interact with our system

13. Actors
Someone or something, outside the system, that interacts with the system
System
boundary
I/O
Our solution
I/O
Other
systems
users

14. Finding actors
Who will supply, use, or remove information from the system?
Who will operate the system?
Who will perform any system maintenance?
Where will the system be used?
Where does the system get its information?

15. System Perspective Sales Order clerk Legacy System With Pricing data
New sales
Order entry
Billing
clerk
System
boundary
Shipping
clerk
Production
foreman

16. 5. Identify the constraints to be imposed on the solution
Constraints are restrictions on the degrees of freedom we have in providing a solution
Various sources of constraints
Schedule
ROI
Budget for labor and equipment
Environmental issues
Operating systems and databases
etc

17. Constraints
Constraints may be given to us before we start or we may have to actively elicit them
Should understand the perspective of the constraint
Should understand when the constraint no longer applies to the solution
The less constrained the better!

18. Potential system constraints
Source
Sample considerations
Economic
What financial or budgetary constraints are applicable?
Are there costs of goods sold or any product pricing considerations?
Are there any licensing issues?
Political
Are there any internal or external political issues that affect potential solutions?
Interdepartmental issues?
Technical
Are we restricted in the choice of technologies?
Are we constrained to work with existing platforms or technologies?
Are we prohibited from any new technologies?
Are we to use any purchased software packages?

19. Potential system constraints Sample considerations
Source
Sample considerations
System
Is the solution to be built on our existing systems?
Must we maintain compatibility with existing solutions?
What operating systems and environments must be supported?
Environmental
Are there environmental or regulatory constraints?
Legal?
Security requirements?
Schedule and resources
Is the schedule defined?
Are we restricted to existing resources?
Can we use outside labor?
Can we expand resources?

20. Summary – 5 steps of problem analysis
Gain agreement on the problem definition
Understand root causes
Identify stakeholders and users
Identify the system boundary
Identify the constraints on the system

21. Constraints Purpose of the product
Client, customer, other stakeholders
Users of the product
Requirements constraints
Naming conventions and definitions
Relevant facts
Assumptions