1. System Analysis and Design
- Mr. Ahmad Al-Ghoul
And today we will discuss the fact finding techniques, in this sequence we I will concentrate on interviewing, to determine the system requirements

2. System Analysis and Design System Analysis
learning Objectives
Recognize the value of interactive methods for information gathering
Construct interview questions to elicit information requirements
Structure interview in meaningful way
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System Analysis and Design System Analysis

3. System Analysis and Design System Analysis
Introduction
This part discusses system requirements and fact-finding techniques, which include interviewing, documentation review, observation, surveys and questionnaires, sampling, and research
Each of the fact-finding techniques possesses its own established process for you to follow in interacting with users
an information gathering interview is a directed conversation with specific purpose that uses question and answer format. In the interview you want to get the opinions of the interviewee and his or her feelings about the current state of the system , organization and personal goals, and informal procedures
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System Analysis and Design System Analysis

4. System Analysis and Design System Analysis
Fact-Finding
Fact-Finding Overview
The first step is to identify the information you need
You begin by asking a series of question like
What business functions are supported by the current system?
What strategic objectives and business requirements must be supported by the new system?
What are the benefits and TCO of the proposed system?
What transactions will the system process?
What information do users and managers need from the system?
Must the new system interface with legacy systems?
What procedures could be eliminated by business process reengineering?
What security issues exist?
What risks are acceptable?
What budget and timetable constraints will affect system development?
To obtain answers you need to develop a fact-finding plan
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System Analysis and Design System Analysis

5. System Analysis and Design System Analysis
Fact-Finding
Fact-finding involves answers to five familiar questions: Who, What, Where, When, and How ?
For each of these questions you must ask anther question: why?
Difference between asking what is being done and what could or should be done
First analyst must understand the current system then he can ask what should be done
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System Analysis and Design System Analysis

6. System Analysis and Design System Analysis
Fact-Finding
Sample questions during requirements modeling as the focus shifts from the current system to the proposed system.
who? Who performs each of the procedures within the system? Why? Are the correct people performing the activity? Could other people perform the tasks more effectively
2. what? What is being done? What procedures are being followed? Why is that process necessary? Often, procedures followed for many years and no one knows why
3. where? Where are operation being performed? Why its done there? Where could they be performed? Could they performed more efficiently elsewhere?
4.When? When is a procedure performed? Why is it being performed at this time? Is this is the best time?
5. How? How is a procedure performed? Why is it performed in that manner? Could it be performed better, more efficiently, or less expensively in some other manner
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System Analysis and Design System Analysis

7. System Analysis and Design System Analysis
Fact-Finding
Interviews
A planned meeting during which information is obtained from another person.
Analyst need to think through the interview thoroughly before he/she can go
Visualize why you are going
What you will ask
What will make it a successful interview
How to make the interview fulfilling for the individual you interview
Interview is a directed conversation with a specific purpose that uses a question-and-answer format
Analyst need to build trust and understanding
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System Analysis and Design System Analysis

8. System Analysis and Design System Analysis
Fact-Finding
Interviews
Seven steps in interview preparation
Step 1: Determine the People to Interview
Include key people at all levels who will be affected by the system in some manner
You can select your interview candidates from the formal organization chart that you reviewed in the planning phase
You must consider any informal structures that exist in the organization, based on interpersonal relationships, unofficial procedures
Group interviews can save time and provide an opportunity to observe interaction among the participants
Group interviews problems
One person can dominate the conversation
Organization level, as the presence of senior managers in an interview might prevent lower level employee from expressing themselves.
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System Analysis and Design System Analysis

9. System Analysis and Design System Analysis
Fact-Finding
Seven steps in interview preparation
Step 2: Establish Objectives for the Interview
Determine the general areas to be discussed
List facts you want to gather
Try to solicit ideas, suggestions, and opinions
The objectives depend on the role of the person being interviewed
Upper level managers can provide big picture and help you to understand the system as a whole
Specific details about operations and day-to-day business processes are learned from operational people and in some cases from supervisors
By setting specific objectives, you create framework that helps you decide what question to ask and how to phrase the questions
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System Analysis and Design System Analysis

10. System Analysis and Design System Analysis
Fact-Finding
Seven steps in interview preparation
Step 3: Develop Interview Questions
Creating a standard list of interview questions helps to keep you on track and avoid unnecessary tangents
Avoid leading questions
Leading questions tend to guide interviewees into responses apparently desired by the interviewer
These questions should be avoided to reduce bias and improve reliability and validity
Interview Questions
Open-Ended
Open-ended interview questions allow interviewees to respond how they wish, and to what length they wish
No pre-specified answers
What advantages do you see in the proposed system?
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11. System Analysis and Design System Analysis
Fact-Finding
Step 3: Develop Interview Questions
Open-Ended questions
pros
Open-ended questions are appropriate when the analyst is interested in breadth and depth of reply
appropriate when you want to understand a larger process or draw out the interviewee's opinions, attitudes, or suggestions
Providing richness of detail
Revealing avenues of further questioning that may have gone untapped
Cons
May result in too much irrelevant detail
Possibly losing control of the interview
May take too much time for the amount of useful information gained
Why do you perform the task that way?
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12. System Analysis and Design System Analysis
Fact-Finding
Step 3: Develop Interview Questions
Close-Ended
Respondent is asked to choose from a set of specified responses
Closed interview questions limit the number of possible responses
Closed interview questions are appropriate for generating precise, reliable data which is easy to analyze
The methodology is efficient, and it requires little skill for interviewers to administer
Pros
Saving interview time
Easily comparing interviews
Getting to the point
Keeping control of the interview
Covering a large area quickly
Getting to relevant data
Cons
Boring for the interviewee
Failure to obtain rich detail
Missing main ideas
How many customer orders product from the web site last month?
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13. System Analysis and Design System Analysis
Fact-Finding
Step 3: Develop Interview Questions
Range-of-response questions
Closed end questions that ask the person to evaluate something by providing limited answers to specific responses or a numeric scale
It makes it easier to tabulate the answers and interpret the results
How effective was your training?
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14. System Analysis and Design System Analysis
Fact-Finding
Seven steps in interview preparation
Step 4: Prepare for the Interview
Careful preparation is essential because interview is an important meeting and not just a casual chat
keep department managers informed of your meetings with their staff members
Limit the interview to no more than one hour
Send a list of topics several days before the meeting
Ask the interviewee to have available samples of documents
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System Analysis and Design System Analysis

15. System Analysis and Design System Analysis
Fact-Finding
Step 4: Prepare for the Interview
Interview location
Two schools exist about the best location for an interview
Interviewee’s office
Pros
It makes the interviewee feel comfortable during the meeting
The interviewee office is where he or she has the easiest access to supporting material that might be needed
Cons
Interruptions in the office is high
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System Analysis and Design System Analysis

16. System Analysis and Design System Analysis
Fact-Finding
Interview location
Two schools exist about the best location for an interview
Neutral location such as conference room
Pros
Keeping interruptions to a minimum
Better concentration
Less time needed
Cons
Less comfortable
Accessing to supporting material is harder
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System Analysis and Design System Analysis

17. System Analysis and Design System Analysis
Fact-Finding
Seven steps in interview preparation
Step 5: Conduct the Interview
Develop a specific plan for the meeting
Begin by introducing yourself, describing the project, and explaining interview objectives
The interview should not exceed 45 minutes to one hour
Make sure that you are understanding what the interviewee is telling you
Ask for definitions if needed
Allow the person enough time to think about the question
Summarize main points
Always ask “Is there anything else that you would like to add?”
Set up any future appointments
Thank them for their time and shake hands
After interview, summarize the session and seek a confirmation
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System Analysis and Design System Analysis

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Fact-Finding
Step 6: Document the Interview
During the interview, note taking should be kept to a minimum
After the interview, record the information quickly
Provide an initial summary, then more detail
After the interview, send memo expressing appreciation, including the main points discussed so the interviewee has a written summary and can offer additions or corrections
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System Analysis and Design System Analysis

19. System Analysis and Design System Analysis
Fact-Finding
Step 7: Evaluate the Interview
In addition to recording the facts obtained in an interview, try to identify any possible biases
Unsuccessful Interviews
No matter how well you prepare for interviews, some are not successful
Unsuccessful interviews factors
Misunderstanding or personality conflict with interviewee
The interviewee might be afraid that the new system will eliminate or change his or her job
Short or incomplete answers to the open ended questions
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System Analysis and Design System Analysis

20. System Analysis and Design System Analysis
Sequence Summary
The fact-finding process includes interviewing, document review, observation, questionnaires, sampling, and research
An interview is a directed conversation with specific purpose that uses question and answer format.
Successful interviewing requires good planning and strong interpersonal and communication skills
The systems analyst must decide on the people to interview, set interview objectives, and prepare for, conduct, and analyze interview
Interview contains open-ended and close-ended questions
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System Analysis and Design System Analysis

21. System Analysis and Design System Analysis
Sequence Summary
In this Sequence we have
Discussed the main questions to be asked about before beginning fact findings process
Identified the term interview
Described the interviewing seven steps including: determine the people to interview, establish objectives for the interview, develop interview questions, prepare for the interview, conduct the interview, document the interview, and evaluate the interview
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System Analysis and Design System Analysis

22. System Analysis and Design System Analysis
Reference
[1] System Analysis and Design, Sixth Edition
Authors: Gary B. Shelly, Thomas J. Cashman and Harry J. Rosenblatt
Publisher: SHELLY CASHMAN SEWIES.
[2] system analysis and design, sixth edition
Authors: Kenneth E. Kendall and Julie E. Kendall
Publisher: Prentice Hall
[3] Modern Systems Analysis and Design Third Edition
Authors: Jeffrey A. Hoffer , Joey F. George, Joseph S. Valacich
Publisher: prentice hall
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System Analysis and Design System Analysis