Gather Data To Identify Physical Requirement

Gather Data to Identify Business
Requirements
Level III
Prepared by Moges Tesfaye(MSc in ICT)

Learning Outcomes and Assessment Criteria
Unit of Competence : Gather Data to Identify Business Requirements
EIS DBA3 M04 0517 Gathering Data to Identify Business
Module Title
Requirements
LO 1  Identify key information sources
Assessment Criteria  Information repositories are identified across the
business
 Current organizational documentation are reviewed
 Critical questions are developed to elicit
information from key stakeholders using a
mixture of open and closed questions
 Information gathering techniques are ensured to
use a quality assurance methodology and meet
budgetary constraints
LO 2  Gather data through formal and informal processes
Assessment Criteria  Information gathering workshops and interviews are
conducted to gather data
 Reports and other data sources are reviewed for
relevant business information
 Business-critical factors relating to current and future
directions of the organization are confirmed with
 stakeholders
 Group and individual responses are analyzed to
clearly define business priorities
LO 3  Ensure analysis is accurate and complete
Assessment Criteria  Information gathered are analyzed and evaluated for
accuracy and consistency
 Document conflicts in information are gathered
 Conflicts in information or points of view are resolved
with stakeholders
LO 4 Submit analysis and gain agreement
Assessment Criteria  Detailed document according to documentation
standards and organizational templates are prepared
 Document in a style are written that is succinct and
appropriate to the audience
 Data gathered are communicated to client to gain
consensus and agreement on business requirements
Training Mechanics
The Outcome-Based Training is one form of an independent learning approach. This
approach enables trainees to be master of their own environment and in charge of their
learning. It is also characterized by the integration of theory and application as two
dimensions of an effective learning process. The outcome-based system is consists of a
combination of lecture-discussion, individualized learning activities, mentoring, field
immersion and feedback.
In this competence the trainees will be given individual learning guide to go through and
accomplish. They will be instructed through this learning guide to accomplish learning activities as
part of the mechanism to transfer learning from the training situation to the job situation. For this
competence area, trainees will formulate a specific learning plan as a guide for applying their
learning to work setting and for their own continuing self-development. At this point, your role as
a trainer/facilitator is to guide the trainee in preparing and accomplishing their plan.
Lecture and discussion of the topics outlined in the session plan should be performed first before
the trainees are instructed to go to the workshop. You are also required to demonstrate the correct
steps/procedures and techniques to your trainees before you let them practice. Insure that they are
practicing safely.
Most part of the training activities will be conducted in the workshop for better development of
specific skills. Aside from motivating them to relate concepts and skills to their own work
situations, make sure to provide the necessary opportunity for competence practice and better
internalization of such concepts and techniques. The trainees should also be provided the
opportunity to blend with the actual working unit in the industry.
In this system, it is important to develop a sustained relationship with the trainees through a
continued involvement, where you are to offer support, guidance and assistance as the trainee go
through the learning activities and actual work.
With the mentoring approach, the trainees are grouped in learning teams with one facilitator-mentor
per team. Before learning session or workshop start in the morning, each team and mentor meets to
give feedback regarding their work, or how the group improves, acquire set of skills for the
members to become more effective trainees. You are also to asses them at the end of each module.
However, they have to be ready before the assessment and it should be them to request for it.
Before the training start you should conduct an orientation session to brief the trainees on how the
training will proceed.
Session Plans
Session Plan1 (EIS DBA3 01 0811)

Unit of Competency : Gather Data to Identify Business Requirements
Module Title : Gathering Data to Identify Business Requirements

LO 1 : Identify key information sources
Session Objectives: At the end of this session the learners shall be able to –
 Identify information repositories

 Develop critical questions to elicit information
 Ensure information gathering techniques
Nominal
Activities 9hour Methods
Duration
Sessions 10 mins Recapitulation Question & Answer
Identifying information
3hr repositories Lecture-discussion
Reviewing current organizational Lecture-discussion

1:30hr documentation
Developing critical questions to

2hr elicit information Lecture-discussion
1hr Ensuring information gathering Lecture-discussion

techniques
Evaluation 1 hr Accomplishment of writeenTest Individual Activity
Discussion of writeen
Summary 20 mins Wrap-up and Feedback
Test Answers
Resources  Job specifications
 Safety manual and guide
 Reference Books
 Journals/publications/magazines
SET BY: Moges Tesfaye--------------------------
Signature ------------- Approved by-------------------------------
Signature ------------------------
Writeen test
Self – Check 1 Written Test
Name:____________________
Date:_________________
Instruction: Answer all the questions listed below, if you have some
clarifications- feel free to ask your teacher.
Question 1
How would you categorize: an interview with the project sponsor?
o Quantitative; internal; people

o Qualitative; internal; people
o Qualitative; external; people
o Quantitative; internal; document
o Qualitative; internal; document
Question 2
How would you categorize: A memo to the IT department?

o Qualitative; internal; document
Question 3
How would you categorize: A report on the number of errors logged at the helpdesk?

Signature ------------------------
DATABASE ADMINISTRATION SERVICES
Level III
Unit of Competence : Gather Data to Identify
Business Requirements
Module Title : Gathering Data to Identify
Business Requirements
LO 1: Identify key information sources
LO 1: Identify key information sources
Information Sheet 1 Information Sources
WhatisInformation
?
Information isacollectionofmeaningfulfactsandfiguresthatcanbeusedasabaseforguidanceand
decisionmaking.Here,itisworthnothing thatanyfactorfigureisnotnecessarilyinformation.Tocallit
information,ithastobeusefulandmeaningfulforanindividualorgroup.Whenit issaidthat information
servesasabaseforguidance,itmeansinformation guidestheactivitiesofindividuals,business
organizationsorsocieties.
The valueof information
Thevalueofinformation isdirectly relatedtohowithelpstheuserordecisionmakertomeetindividual
organizationorsocietyobjectives.
• Informationshouldbevaluabletotheuser
• Informationis requiredtomakedecisionortotakeaction
Thevalueofinformationcanbe
measuredintermsof
1. Thetimeitsavestomakeadecision
2. Theincreaseinprofitsitbringstotheorganization
3. Thedecreasein costsit makespossibletotheindividualortheorganization,etc.
Characteristicsof
ValuableInformation
Tobevaluabletousers,informationshouldhavethefollowingcharacteristics:
 Accuracy,
 Completeness,
 Flexibility,
 Reliability,
 Relevanceand
 Accessibility
 Itshouldalsobetimelyandeconomical.
Module- Title : Gathering Data to Identify Business Requirements

LO 2 : Gather data through formal and informal processes
 Conduct information gathering workshops
 Review reports and other data sources
Nominal
Duration
Conducting information gathering

3hr workshops and interviews Lecture-discussion
Reviewing reports and other data Lecture-discussion

1:30hr
sources
Confirming business-critical
2hr Lecture-discussion
factors
1hr Analyzing group and individual Lecture-discussion

responses
Test Answers
 Reference Books
Signature ------------------------
Writeen test
Name:____________________
Date:_________________
Question 1
List and describe information gathering technique
Question 2
Write the interview process
Question 3
Write purpose of questioning

Signature ------------------------
Lo2:- Gather data through formal and informal process
Information Sheet 2 Gather Data
Information gathering techniques
 The traditional ways to get information directly from those who have the information is by
£ Conducting interviews,
£ Questionnaires
£ Direct observation
£ Document analyze
Interviewing
An interview is a planned meeting during which you obtain information from another person. The
personal interview is often the preferred information gathering technique when developing business
and user requirements.
The interviewer can contextualize the response by observing body language. Body language is all
of the non-verbal information being communicated by an individual. Part of body language is facial
disclosure. Facial disclosure can sometimes enable you to understand how people feel by watching
the expressions on their faces. Many common emotions have easily recognizable facial expressions.
The interviewing process consists of seven steps:
1. Determine the people to interview

2. Establish objectives for the interview
3. Develop interview questions
4. Prepare for the interview
5. Conduct the interview
6. Document the interview
7. Evaluate the interview
1. Determine the people to interview
You need to determine the people that can best satisfy the answers to your questions.
Organisational charts and job specifications can help to identify appropriate people to interview.
The resource Review documents provides a list of information sources that may be useful in
determining the right people with which to speak.

LO 3 : Ensure analysis is accurate and complete
 Analyz information gathered Review reports and
other data sources
 Gather document conflicts in information
 Resolv conflicts in information or points of view with
stakeholders
Nominal
Duration
Analyzing and evaluating
1:30hr Lecture-discussion
information gathered
Gathering document conflicts in Lecture-discussion
2hr
information
Resolving conflicts in information
1hr or points of view with Lecture-discussion
stakeholders
Test Answers
 Reference Books
Signature ------------------------
Writeen test
Name:____________________
Date:_________________
Question 1
When we analyse the data?

Signature ------------------------
LO 3: Ensure Analysis is accurate and complete
Information Sheet 3 Analyze Data
"All things are possible given enough time and money."
Building a website, database or computerized system requires the deployment

of resources. Before an organization deploys its resources, the organization
needs to evaluate and prioritize its business requirements so that maximum
business benefits can be achieved with limited resources.
In this resource we will discuss:
 Analyse Responses
 Summary
When to Analyze
Broadly speaking you will analyze data as you collect it and/or once it has been
collected.
Analyzing when collecting data
During an interview or workshop you may be collecting and analyzing data at the
same time. Often you ask a question that prompts a second or third question. In this
situation you are attempting to clarify or classify the initial response received. The
follow-up questions are either probing questions or classification questions.
Workshops typically involve data collection and analysis in real time.
Analyzing data already collected
Data collected from several interviews and/or data collected from questionnaires need
to be aggregated and collated into meaningful information. The analysis technique
involves identifying similarities and disparities between data.
Organizing and Summarizing
Once you have classified data into meaningful categories, it should be documented in
tables and summarized in a paragraph. Often data in tables can be visually
represented through the use of charts. You need to carefully select the type of chart
to match your data.

LO 4 : Submit analysis and gain agreement
 Prepare detailed document
 Writite document
 Communicate with client on the gathered data
Nominal
Duration
Preparing detailed document according
1:30hr to documentation standards and Lecture-discussion
organizational template
Lecture-discussion
2hr Writing document
Communicating with client on the
1hr Lecture-discussion
gathered data
Test Answers
 Reference Books
Signature ------------------------
Writeen test
Name:____________________
Date:_________________
Question 1
Write the step to write the requirement report

Signature ------------------------
LO 4: Submit analysis and gain
agreements
Information Sheet 4 Gain Concensus(agreement)
Once you have gathered information through interviews, workshops etc. you
need to report these findings in a clear, concise and systematic fashion. The
purpose of the report is to gain agreement from the client on the objectives of
the proposed system.
In this resource we will discuss:
 Report Findings
 Summary
Report Findings
The contents and degree of detail for a Requirements Report will vary depending on
the size and scope of a project, but a Requirements Report is generally an informal
document that can be easily understood by the customer. The report may contain
only business requirements or it may extend to technical requirements and a
feasibility study. Your organisation will often provide a template for requirements
documentation.
The purpose of the Requirements Report is to communicate and confirm the

requirements. The next section describes the purpose of the different sections of the
report.
The Requirements Report
There are many templates available for writing a Requirements Report. This section
looks at one possible report layout.
The following headings may be used in a requirements report:
 Introduction
 System description
 Functional requirements
 Non-functional requirements
 Information domain
 Project costs
 Benefits
 Other project specific topics

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Gather Data to Identify Business

Prepared by Moges Tesfaye(MSc in ICT)

Session Plan1 (EIS DBA3 01 0811)

Module Title : Gathering Data to Identify Business Requirements

 Identify information repositories

Reviewing current organizational Lecture-discussion

Developing critical questions to

1hr Ensuring information gathering Lecture-discussion

Self – Check 1 Written Test

How would you categorize: an interview with the project sponsor?

o Quantitative; internal; people

How would you categorize: A memo to the IT department?

o Quantitative; internal; people

o Quantitative; internal; people

Information Sheet 1 Information Sources

Unit of Competency : Gather Data to Identify Business Requirements

Module- Title : Gathering Data to Identify Business Requirements

Conducting information gathering

Reviewing reports and other data Lecture-discussion

1hr Analyzing group and individual Lecture-discussion

Self – Check 2 Written Test

List and describe information gathering technique

Write the interview process

Write purpose of questioning

SET BY: Moges Tesfaye--------------------------

The interviewing process consists of seven steps:

1. Determine the people to interview

1. Determine the people to interview

Unit of Competency : Gather Data to Identify Business Requirements

Module- Title : Gathering Data to Identify Business Requirements

Self – Check 3 Written Test

When we analyse the data?

SET BY: Moges Tesfaye--------------------------

Information Sheet 3 Analyze Data

"All things are possible given enough time and money."

Building a website, database or computerized system requires the deployment

In this resource we will discuss:

Analyzing when collecting data

Workshops typically involve data collection and analysis in real time.

Analyzing data already collected

Organizing and Summarizing

Unit of Competency : Gather Data to Identify Business Requirements

Module- Title : Gathering Data to Identify Business Requirements

Self – Check 1 Written Test

Write the step to write the requirement report

SET BY: Moges Tesfaye--------------------------

In this resource we will discuss:

The purpose of the Requirements Report is to communicate and confirm the

The Requirements Report

The following headings may be used in a requirements report:

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