3 SystemsAnalysis1

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7 September 2014 SAD - APP 1-05 - SYSTEMS

ANALYSIS - PART 1
SYSTEMS ANALYSIS PART 1
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ANALYSIS - PART 1
Topic
What is systems analysis ?
Purpose of systems analysis ?
Categories of systems requirements
Fact-finding techniques
Interviewing

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ANALYSIS - PART 1
What is systems analysis ?
Identifying problems
opportunities & objectives
Determining information
requirements
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ANALYSIS - PART 1
to identify
how the present system works
what its weaknesses are
what the user wants

as a basis for the design of the new system in the subsequent
stage
Purpose of Systems Analysis
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ANALYSIS - PART 1
time consuming but essential that the analyst first plan his
activities carefully

needs to decide what facts he needs to collect and from
whom

involves reading such items like company reports,
procedures manuals, organization chart, etc
Purpose of Systems Analysis
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ANALYSIS - PART 1
Systems Analysis Phase consists of :
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ANALYSIS - PART 1
Requirement Modeling
Two steps :
Requirements determination fact-finding
Requirements analysis
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ANALYSIS - PART 1
Requirement Modeling
A thorough investigation is required
Becomes the foundation for building the system solution.
Systems Analyst must possess 2 important criteria which are:
Critical- thinking skills - to recognize the problems, analyze
the elements and communicate the results effectively.
Interpersonal skills - are important as Systems Analyst works
with people of all level in an organization in acquiring the
systems needs and balance the conflicting needs of users
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ANALYSIS - PART 1
Systems Development Methods
Before : traditional model where IT team used structured analysis
and only consulted users when their input or approval was needed
Now :
Structured analysis still is important
IT department maintains a central role
Other team-based methods are also available
JAD a team-based fact-finding method
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ANALYSIS - PART 1
JAD Participants and Roles
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ANALYSIS - PART 1
JAD Session
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Determine & analyze the facts
Requirements Determination Requirements Analysis
What is done? Why is it done? What should be done?
Where is it
done?
Why is it done there? Where should it be
done?
When is it
done?
Why is it done at this time? When should it be done?
Who does it? Why does this person do it? Who should do it?
How is it done? Why is it done this way How should it be done?
Why is it done? Why should it be (not be)
done?
Should it be changed (or
eliminated)?
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ANALYSIS - PART 1
Systems Requirements Checklist
must be included in an IS in order for the system to be
acceptable to the end-users

documented requirements form the basis for further
development of the new system

acts as standard / benchmark to measure the acceptability
of the finished system.
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ANALYSIS - PART 1
Categories of Systems Requirements
Output
The inventory system must produce daily report
showing the part #, description, quantity on hand, quantity
allocation etc

Input
A staff at a doctors office inputs patient services into
billing systems & a claim is sent to the patients insurance
company
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ANALYSIS - PART 1
Processes
The student records system allows access by either the
student name or student #

Timing
The accounts receivable system prepares customer
statements by the 3rd day of every month

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ANALYSIS - PART 1
Controls
An employee record may be added, charged
or deleted only by a member of the HR department

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ANALYSIS - PART 1
Questions asked in search of facts are :
WHO
Who perform each of the procedures within the system? Why?
Are the correct people performing the activity?
Could other people perform the activity effectively?
WHAT
What is being done?
What procedures are being followed? Why?
Why is the process necessary?
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ANALYSIS - PART 1
WHERE
Where are the operations being performed? Why?
Where could they be performed?
Could they be performed more efficiently elsewhere?
WHEN
When is a procedure performed? Why is it being performed at
this time? Is this the best time?

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ANALYSIS - PART 1
HOW
How is a procedure performed? Why is it performed in this
manner?
Could it be performed better, more efficiently or less expensive
in some other manner?

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ANALYSIS - PART 1
Fact-finding techniques
Interview

Document review

Observation

Surveys and questionnaires

Sampling

Research
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ANALYSIS - PART 1
Interview
planned meeting during which you can obtain information
from another person.

Skills are required to plan, conduct and document
interviews.

An information-gathering which is a directed conversation
with a specific-purpose that uses a question and answer
format.

Most important is seek the opinion of the person you are
interviewing as opinion are more important than facts

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ANALYSIS - PART 1
Interview
Interview steps :
Determine the people to interview
Establish objectives for the interview
Develop interview questions
Prepare for the interview
Conduct the interview
Document the interview
Evaluate the interview
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ANALYSIS - PART 1
Interview
Interview steps :
Determine the people to interview
Select the right people
Consider informal structures
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ANALYSIS - PART 1
Interview
Interview steps :
Establish objectives for the interview
Determine the areas to be discussed
List the facts you want to gather
Solicit ideas, suggestions, and opinions

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ANALYSIS - PART 1
Interview
Interview steps :
Develop interview questions
Keep questions consistent
Decide what mix and sequence of open-ended and
closed-ended questions will be used
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ANALYSIS - PART 1
Interview
Open-ended questions :
Encourage spontaneous and unstructured responses
Usually used to probe for information for which you
cannot anticipate all possible responses or for which
you do not know the precise question to ask
Example :
What would you say is the best thing about the
information system you currently use to do your job?
List the three most frequently used menu options.
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ANALYSIS - PART 1
Interview
Advantages :
Previously unknown information can surface
One can continue exploring along unexpected lines of
inquiry
Often put interviewees at ease since they are able to
respond in their own words using their own structure
Give interviewees more sense of involvement and
control in the interview
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ANALYSIS - PART 1
Interview
Disadvantages :
It can take a long time for the questions to
be answered
Can be difficult to summarized
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ANALYSIS - PART 1
Interview
Closed-ended questions :
Questions that ask those responding to choose
from among a set of specified responses
Can follow several forms :
True or false
Multiple choice (with only one response or
selecting all relevant choices)
Rating a response or idea on some scale
Ranking items in order of importance
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ANALYSIS - PART 1
Interview
Example :
Which of the following would you say is the
one best thing about the information system you
currently use to do your job (pick only one) :
a. Having easy access to all of the data you need
b.The systems response time
c.The ability to access the system from remote
locations
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ANALYSIS - PART 1
Interview
Advantages :
It works well when major answers to questions are
well known
Interviews based on closed-ended questions do not
necessarily require a large time commitment more
topics can be covered
can be an easy way to begin an interview and to
determine which line of open-ended questions to pursue
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ANALYSIS - PART 1
Interview
Disadvantage :
useful information that does not quite fit into the
defined answers may be overlooked as the respondent
tries to make a choice instead of providing his / her best
answer

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ANALYSIS - PART 1
Interview
Interview steps :
Prepare for the interview
Schedule a specific day and time
Place a reminder call
Send a memo to managers
Send a list of essential questions to an interviewee
ahead of time
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ANALYSIS - PART 1
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ANALYSIS - PART 1
Interview
Interview steps :
Conduct the interview - Model of a typical interview
Introduce yourself
Summarize the project objectives & progress
Summarize your interview objectives
Ask your questions from open-ended to closed-ended
Summarize the main points covered in the interview
Specify what is to be done next by you & the interviewee
Thank the interviewee
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ANALYSIS - PART 1
Interview
Interview steps :
Conduct the interview - Considerations during the interview
Establish a rapport make the interviewee comfortable
Listen to the answers
Be aware of non-verbal communication
Allow the person enough time to think about the question and
to formulate an answer more than 3 5 seconds
Verbally synthesize and summarize the interview to clear any
misunderstandings
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ANALYSIS - PART 1
Interview
Interview steps :
Document the interview
Keep note-taking to a minimum
Record the information quickly
Allow time between interviews
Thank the interviewee with a memo
Note the date, time, location and purpose
Review the main points discussed
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ANALYSIS - PART 1
Interview
Interview steps :
Evaluate the interview
Identify the possible biases
Determine whether interviewees have necessary
experience
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ANALYSIS - PART 1
Interview
Unsuccessful interviews
Not all interviews are successful
Find a way to conclude an unsuccessful meeting
Consider alternatives

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7 September 2014 SAD - APP 1-05 - SYSTEMS

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