SYSTEM ANALYSIS

Course code: IT 221 Credit Hours: 3

INSTRUCTOR
Abiew Nuku Atta Kordzo
Abiew Nuku Atta Kordzo (Systems Analysis: 2016) - GTUC
 LECTURE THREE
FACT-FINDING TECHNIQUES
FOR REQUIREMENT
DISCOVERY

Abiew Nuku Atta Kordzo (Systems Analysis: 2016) - GTUC

 Learning Objectives
• By the end of the lecture, the student will be able to:
Describe requirements discovery and its importance in system
development.

Explain fact-finding techniques used for requirements discovery.

Recommend or choose appropriate fact-finding techniques for

requirements discovery.

Abiew Nuku Atta Kordzo (Systems Analysis: 2016) - GTUC

 Introduction-1
• Effective fact-finding techniques are crucial to the development of
systems projects.
• Fact-finding techniques are used to gather information about
system’s problems, opportunities and directives.
• It is important to differentiate between functional and non-
functional requirements.
• It is the responsibility of the systems analyst and his/her team to
select the appropriate fact-finding techniques in order to perform a
successful requirements discovery.

Abiew Nuku Atta Kordzo (Systems Analysis: 2016) - GTUC

 Requirement Discovery
• Requirements discovery describes the process and techniques used
by systems analysts to identify, analyze, and understand systems
requirements.
• Requirements discovery primarily involves systems analysts working
with system users and owners during the earlier system development
phases to obtain a detailed understanding of the business
requirements of an IS.
• It is therefore crucial to do a proper system requirements discovery.

Abiew Nuku Atta Kordzo (Systems Analysis: 2016) - GTUC

 What are System Requirements?
• System requirements specify what the IS must do or what
property or quality the system must have.
• System requirements are also referred to as business
requirements.
• System requirements that specify what the IS must do are
referred to as functional requirements.
• System requirements that specify a property or quality the IS
must have are referred to as nonfunctional requirements.

Abiew Nuku Atta Kordzo (Systems Analysis: 2016) - GTUC

 What are Fact-finding Techniques??
• Fact-finding is the formal process of using research , meetings,
interviews, questionnaires, sampling, and other techniques to
collect information about system problems, requirements, and
preferences.
• It is also called Information gathering or data collection.
• Once fact-finding has been completed, tools such as data models,
process models and object models will be used to document facts
and conclusions will be drawn from the facts.

Abiew Nuku Atta Kordzo (Systems Analysis: 2016) - GTUC

 Available Fact-finding Techniques
• The seven (7) common fact-finding techniques are:
1. Sampling of existing documentation.
2. Research and site visits.
3. Observation of work environment.
4. Questionnaires.
5. Interviews
6. Prototyping
7. Joint Requirements Planning(JRP).
• The systems analyst usually applies several of these techniques
during a single systems project.

Abiew Nuku Atta Kordzo (Systems Analysis: 2016) - GTUC

 Examination of Documents - 1
• Provides clues about existing “as-is” system
• Typical documents examined by analysts include:
– Forms, Reports, Policy manuals, and Operating manuals
• Look for user additions to forms – completed forms.
• Look for unused form elements.
• Sample a reasonable amount of the documents.

Abiew Nuku Atta Kordzo (Systems Analysis: 2016) - GTUC

 Examination of Documents - 2
• The size of the sample depends on how representative the analyst
wants the sample to be.
• One simple reliable formula for determining sample size is :
• Sample size = 0.25 * (Certainty factor/Acceptable error)2.
Partial Table of Certainty Factors
Desired Certainty Certainty Factor
95% 1.960 1.960
90% 1.645
80% 1.281

Abiew Nuku Atta Kordzo (Systems Analysis: 2016) - GTUC

 Observation of the Work Environment
• Observation is a fact-finding technique wherein the systems
analyst either participates in or watches a person performs
activities for the analyst to learn about the system.

• This technique is often used when the validity of the data

collected through other methods is in question or when the
complexities of certain aspects of the system prevents a clear
explanation by the end user.

Abiew Nuku Atta Kordzo (Systems Analysis: 2016) - GTUC

 Questionnaire
• A questionnaire is a special purpose document that allows the
analyst to collect information and opinions from respondents.
• There are two formats for questionnaires , namely: Free-format
and Fixed-format.
• In free-format questionnaires, the questions offer the respondent
greater latitude in the answer.
• A question is asked, and the respondent records the answer in the
space provided after the question.

Abiew Nuku Atta Kordzo (Systems Analysis: 2016) - GTUC

 Free-format Questionnaires
• Here are three(3) examples of questions that are found on free-
format questionnaires:
1. What reports do you currently receive and how are they used?.

2. Are there any problems with these reports(e.g. are they inaccurate, is
there insufficient information , or they are difficult to read and/or
use)? If so, please explain.

3. Which other reports would you like apart from the ones you have
currently?

Abiew Nuku Atta Kordzo (Systems Analysis: 2016) - GTUC

 Fixed-format Questionnaires
• This is a questionnaire containing questions that require selecting
an answer from predefined available responses.
• There are three(3) types of questions found on fixed-format
questionnaires namely:
1. Multiple Choice Questions – The respondent is given several answer
from which to choose.
2. Rating Questions – The respondent is given a statement and asked to
use supplied responses to state an opinion(Strongly agree, Agree,
Neutral)
3. Ranking Questions – The respondent is given several possible answers
which are to be ranked in order of preference or experience.

Abiew Nuku Atta Kordzo (Systems Analysis: 2016) - GTUC

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

Abiew Nuku Atta Kordzo (Systems Analysis: 2016) - GTUC

 Interviews
• An interview is a fact-finding technique whereby the systems
analyst collects information about the system under investigation
from individuals through face-to-face interaction.
• Interviews are used mostly to finding out facts, verifying facts,
clarifying facts, generating enthusiasm, getting end-user involved,
identifying requirements, and gathering ideas and opinions.
• It is the most commonly used, and normally most useful, fact-
finding technique.

Abiew Nuku Atta Kordzo (Systems Analysis: 2016) - GTUC

 Interviews – Five Basic Steps
• Conducting a successful interviews involves the following basic
steps:
1. Selecting Interviewees
2. Designing Interview Questions
3. Preparing for the Interview
4. Conducting the Interview
5. Post-Interview Follow-up

Abiew Nuku Atta Kordzo (Systems Analysis: 2016) - GTUC

 Interviews – Selecting Interviewees
• Selecting Interviewees: this is done based on information needed.
• It is often good to get different perspectives
– Managers
– Users
– Ideally, All Key Stakeholders

Abiew Nuku Atta Kordzo (Systems Analysis: 2016) - GTUC

 Interviews – Designing Questions
• Designing Interview Questions: Your interview could be
structured or unstructured.
• Unstructured interview
– Broad, Roughly Defined Information.
– Mostly involves open-ended questions.
• Structured interview
– More Specific Information.
– Mostly involves closed-ended questions.
• Good systems analysts also go further by asking probing
questions. (The Whys?)

Abiew Nuku Atta Kordzo (Systems Analysis: 2016) - GTUC

 Interviews – Preparation
• Preparation is very important for successful interviews.
• Prepare General Interview Plan
– List of Question
– Anticipated Answers and Follow-Ups
• Confirm Areas of Knowledge
• Set Priorities in Case of Time Shortage
• Prepare the Interviewee
– Schedule
– Inform of Reason for Interview
– Inform of Areas of Discussion

Abiew Nuku Atta Kordzo (Systems Analysis: 2016) - GTUC

 Interviews – 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

Abiew Nuku Atta Kordzo (Systems Analysis: 2016) - GTUC

Conducting the Interview – Practical Tips
• Don’t Worry, Be Happy
• Pay Attention
• Summarize Key Points
• Be Succinct
• Be Honest
• Watch Body Language

Abiew Nuku Atta Kordzo (Systems Analysis: 2016) - GTUC

 Interviews – Post-interview Follow up
• Prepare Interview Notes
• Prepare Interview Report
• Look for Gaps and New Questions

Abiew Nuku Atta Kordzo (Systems Analysis: 2016) - GTUC

 Joint Requirements Planning
• Allows project managers, users, and developers to work together
• May reduce scope creep by 50%
• Avoids requirements being too specific or too vague
• The two important roles in JAD sessions are:
– Facilitator
– Scribe

Abiew Nuku Atta Kordzo (Systems Analysis: 2016) - GTUC

 Joint Requirements Planning Setting
• U-Shaped seating
• Away from distractions
• Whiteboard/flip chart
• Prototyping tools

Abiew Nuku Atta Kordzo (Systems Analysis: 2016) - GTUC

JRP Meeting Room

Abiew Nuku Atta Kordzo (Systems Analysis: 2016) - GTUC

 Joint Requirements Planning Session
• Tend to last 5 to 10 days over a three week period
• Prepare questions as with interviews
• Formal agenda and ground rules
• Facilitator activities
– Keep session on track
– Help with technical terms and jargon
– Record group input
– Help resolve issues
• Post-session follow-up

Abiew Nuku Atta Kordzo (Systems Analysis: 2016) - GTUC

 JRP – Managing Problems
• Reducing domination
• Encouraging non-contributors
• Side discussions
• Agenda merry-go-round
• Violent agreement
• Unresolved conflict
• True conflict
• Use humor

Abiew Nuku Atta Kordzo (Systems Analysis: 2016) - GTUC

QUESTION TIME

Abiew Nuku Atta Kordzo (Systems Analysis: 2016) - GTUC

 LECTURE REVIEW QUESTIONS
1. What is requirements discovery?
2. Outline the main activities of requirements discovery.
3. Why would you recommend JRP session to your team members
working on a computerized information system.
4. State and discuss four(4) fact- finding techniques.
5. Briefly explain what the Ishikawa diagram is?

Abiew Nuku Atta Kordzo (Systems Analysis: 2016) - GTUC

Abiew Nuku Atta Kordzo (Systems Analysis: 2016) - GTUC