INTERVIEWING

Interviewing is used to collect information from groups or individuals. An Analyst selects the
people who are related with the system for the interview. In this method the analyst seats face to
face with people and records there response. The interviewer must plan in advance the type of
questions he or she must ask. He or she should choose a suitable place and time that can be
convenient for the respondent.

Requirement analysis can be said to identify investigation documenting and analyzing

requirements of the system. The first investigation step of the need of a system is a major activity
of problems analysis. This is a role of a system analyst to determine the actual requirements of a
system. Sometimes, system analyst may make a mistake in discovering the requirements and
trying to analyses the problem. As a result, they may come up with wrong solution in designing
and implementation of a solution. In addition, the solution may not solve the real problem in the
system analysis process. Therefore, this assignment looks at fact finding for system analyst
methods to help them in gathering technics.

The information collected is quite accurate and reliable as the interviewer can clear and cross
check the doubts there itself. This method also helps gap the areas of misunderstanding and help
to discuss about the future problems. Structured and unstructured are the two sub categories of
interview. Structured interview is where fixed questions are asked and specific information is
collected whereas Unstructured interview is more or less like a casual conversation where in-
depth areas topics are covered and other information apart from the topic may be obtained.

Interviewing will be used at various times and for different purposes as a project progresses. For
instance, to gather facts about the procedures and decisions taking place in an organization.
These may include:

To check analyst understands of systems operations with users of all levels

To validate aspects of a proposed system design

To build confidence in the design of a new information system

(i) Keep to the agreed time
(ii) Arrange a further session rather than extend the current one
(iii) Give a brief résumé of a discussion and the agreement of all action points
(iv) The analyst should write up the discussion points promptly, Clearly and where points
of detail or policy are involved to send a copy to the interviewee for approval
OBSERVATION

Observations can be done in a formal manner or informal, but both of these techniques are
useful. It is done on many many levels .Observing of a system in normal operation will expose
many features which might not be considered relevant, discussed or documented in any formal
way. This may prove useful in gathering informationon of office conditions which the employees
may take for granted. These will include;

(a) Environmental Conditions – such as levels of noise, lighting and interruptions.

(b) The normal levels of supervision and control, the flow of work, the occurrence of portal
nets in the workflow, the pace of work and the levels of normal and pick workload.
(c) Informal systems for producing and storing information, such as personal data files or
aids to working.
(d) Inter-office communication and handling of spontaneous queries

Starting with formal observation which is usually planned and well prepared. Here it involves
watching an operation or procedure for a specific period of time for example in the above
reference at the top. The analyst should be aware that observation can change people’s behave, it
has been scientifically that humans act different when been observed, So to get the best behavior
from people , A formal approach should be undertaken , In the case of a manual worker carrying
out a task, they will at least but in there level best and effort.

Informal observation should be used by an analyst at all times when investigating

user operation. Basically, this means being always alert but isn’t that easy. So much
visual or oral information reaches the brain that is filtered out all but the most
important , however , when carrying out an investigation the analyst must observe
details relevant to the investigation concentration is key here
The value of observation as a fact finding technique depends upon how long the activity is
undertaken and the skill of the observer. It is very time-consuming and so is best used to
supplement other techniques in the building of a picture of the organization and its information
needs. Experience shows that the analyst may also disturb the work patterns that are being
observed and this will naturally reduce the value of the fact finding exercise.

It must be acknowledged that observation may be the only feasible method of data collection in
certain systems. For example, in a system to control and plan reservoir levels, the pattern of
water inflow has to be measured and observed. In such instances, interviewing is clearly
inappropriate.
Sampling

Sampling is a process of systematically selecting representative elements of a population Or

sampling is a process used in statistical analysis in which a predetermined number of
observations are taken from a larger population. The methodology used to sample from a larger
population depends on the type of analysis being performed but may include simple random
sampling or systematic sampling.

In business, a Certified Public Accountant ( CPA ) performing an audit uses sampling to

determine the accuracy of account balances in the financial statements, and managers use
sampling to assess the success of the firm’s marketing efforts.

BREAKING DOWN SAMPLING A LITTLE

The sample should be a representation of the entire population. When taking a sample from a
larger population, it is important to consider how the sample is chosen. To get a representative
sample, the sample must be drawn randomly and encompass the whole population. For example,
a lottery system could be used to determine the average age of students in a university by
sampling 10% of the student body.

Systematic sampling uses a random starting point and a periodic interval to select items for a
sample. The sampling interval is calculated as the population size divided by the sample size.
Assume that a CPA is auditing the internal controls related to the cash account and wants to test
the company policy that stipulates that checks exceeding $10,000 must be signed by two people.

The accountant's population consists of every company check exceeding $10,000 during the
fiscal year, which, in this example, was 300. The CPA firm uses probability statistics and
determines that the sample size should be 20% of the population or 60 checks. The sampling
interval is 5 (300 checks/60 sample checks); therefore, the CPA selects every fifth check for
testing.  Assuming no errors are found in the sampling test work, the statistical analysis gives the
CPA a 95% confidence rate that the check procedure was performed correctly. The CPA tests the
sample of 60 checks and finds no errors; the accountant concludes that the internal control over
cash is working properly.
Questionnaires
Questionnaires are also one of useful fact-finding technique to collect information from large
number of users. Users fill up the questions which are given by the system analyst and then give
the answers back to the system analyst. Questionnaires can save time because system analyst
does not need to interview each of users and if the time of interview is short, questionnaires are
more useful. To fulfil the requirements of the system objective, system analyst should have the
ability to clearly define the design and frame of questionnaires.

There are two types of questionnaires:

Free-format questionnaires

In free-format questionnaires, users are allowed to answer questions freely without immediate
response. The results are also useful in learning about feelings, opinions, and experiences of the
respondents.

Fixed-format questionnaires

The purpose of fixed-format questionnaires is to gather information from predefined format of

questions. Users are allowed to choose the result from the given answers. There are three types
of fixed-format questions: multiple-choice questions (Yes or No type), rating questions (Strongly
agree, Agree, No opinion, Disagree, Strongly disagree), ranking questions (numbering according
to the preferences).
Advantages of Questionnaires

People can fill the forms and give answers freely to the analyst. This technique is inexpensive.
Users are more willing to response real answer as they do not need to give their personal
information. Responses can be calculated and analysed quickly.

Disadvantages of Questionnaires

Incomplete answers will be received from users. Analyst cannot observe the body language of
user responses. Analyst has no chance to define vague or incomplete responses. Good
questionnaires are
 References
file:///C:/Users/Joshua%20KN%20Chipoya/Documents/Definition%20Of%20Fact%20Finding
%20Techniques%20Information%20Technology%20Essay.html

https://www.investopedia.com

https://www.google.com/systemanaylsisanddesigh.blogspot.com