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Norjihan Abdul Ghani
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System Analysis & Design/System Analysis & Design
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CICT1033/CCPS2103
Lesson Title
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CWT/ISDT/001
Sept 2008
Version: 1.0
Requirements Gathering
Introduction:
Ani1
Ani1: A person conducted an interview session
Learning Outcome:
In the end of this lesson, you will be able to:

Explain the importance of requirement gathering in system analysis

Identify several fact-finding techniques and characterize the weaknesses and strengths of each
List of Topic
No
1.
2.
Topic Title
An overview of requirements gathering
Fact-finding Techniques
Terminology
No
1.
Word
Fact-finding
Definition
The formal process of using interviews, questionnaires, observations to
collect information about system problems and requirements
2.
Interview
A fact-finding technique whereby the systems analysts collect information
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from individuals through face-to-face interaction
3.
4.
Joint Requirement
A fact-finding technique where a workshop is facilitated and all the system
Planning
participant sit and discuss for the system analysis
Observation
A fact-finding technique wherein the participant involved in the system
development watches the activities to learn more about the system
5.
Questionnaires
A fact-finding technique where a document is used to collect information
and opinion from respondents
6.
7.
Requirements
Process and techniques used by a system analyst to identify the extract
gathering
system problems and solution requirements from user community
System analysis
A second phase of SDLC in which system requirements are studied and
structured
Reference:
1. JAD - Joint Application Development
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Content
Topic Title

:
Topic 1: Overview of Requirements Gathering
three major activities involved during the system analysis phase
Gfx1:
Gfx1: A picture of “system analysis”. When mouse over to the gfx1; this text appears (in a callout):
√ Requirements Gathering
Data Modeling
Process Modeling
 discuss the first activity in system analysis; requirements gathering

System requirements specify what the information system must do or what property or quality the
system must have


two types of system requirements;

nonfunctional requirements - what the system must do or what the system must have

non-functional requirements - specify that property or quality of the system must have
Failure to this system requirement process may result the following problems:

the system may cost more than budget

the system may not be delivered on time

they system may not meet the user’s requirement and that dissatisfaction

the system may be unreliable
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Topic 2: Fact-findings Techniques

The core of system analysis is to get as much as information needed to develop the system

Fact-finding technique is a formal process of using research, meetings, interviews, questionnaires,
sampling and other techniques appropriate to collect information about system problems,
requirements, and preferences
3.2.1: Interviews

primary ways to gather information about the information system

Important information that need to be seek during the interviews are to understand the
organization’s policy, organizational direction, organizational operations and others
Types of Interviews

Unstructured interviews
involve general questions that allow the interviewee to direct the conversation.
the system analyst must be prepared to redirect the interview back to the main goals of the
interviews if needed.

Structured interviews
involve the interviewer asking a specific questions design to obtain specific information from the
interviewee.
will direct additional questions to obtain clarification depends on the interviewee’s answers. Types
of interview selected are related with the types of questions prepared.
Choosing Interview Questions

unstructured interviews involved with open-ended questions, meanwhile structured interviews
involved with close-ended questions

need to decide open-ended questions or closed-ended questions.
Open-ended questions

are suitable for information that have no specific and precise answers. For example:
“What is the best way to enhance the student participation in class?”

it will give the interviewee to respond with their own words and opinion, but t may take a longer
time to answer the question.
Closed-ended questions

a type of questions that enable the interviewee to select the answer from a range of answer
provided. An example of closed-ended question is :
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How many subjects normally students register for each semester?

a)
4 subjects
b)
5 subjects
c)
6 subjects
suitable when we know the range of the answer and the interviewee need to decide which answer
is belonging to them.
How to Conduct an interviews
1
Select an interviewee

decide what type of information should be gathered, then, select the interviewee.

should interview the end users of the information system that being studied to get as much
information about it.
2
Prepare for the interview

When setting the appointment, the interviwee should be informed about the interview

some guidelines when preparing an interview questions are:
 Use clear and concise language
 Don’t include your opinion as part of the questions
 Avoid long or complex questions
 Avoid threatening questions
 Don’t use you when you mean a group of people
3
Conduct the interview

need to respect our interviewee.

need to explain the purpose and the important of the interview, to the new information system
development
4
Follow up th interview

should send them a memo that summarizes the findings from the interview

should remind them about their meaningful contributions to the information system
development project and how much their contribution is appreciated
5
Listening

The skills of listening is important in interviewing process. should maintain the eye contact
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and use the a response

can use tape recorder instead of jotting down everything said by the interviewee
3.2.2: Direct Observation

one of the most effective data-collection techniques.

is a fact-finding technique wherein the system analysts either participate in or watches a person
perform activities to learn about the system.

this technique will be used if the system analyst feel that the questions from other methods used
can be queried.

The advantages of this technique are data gathered are reliable.

the disadvantages are; some people are not feel comfortable being watched, so, it may act
differently during the observation.
Guidelines for Observations

a very useful technique where we have the ability to observe all aspect of work done by the user.

system analyst should identify when the ideal time to observe a particular aspect of the system is.
guidelines are key for observation :
 determine who, what, where, why and how of the observation
 obtain permission to observe from appropriate supervisors or managers
 inform those who will be observed of the purpose
3.2.3: Questionnaires

is a document distributed to respondents in order to get the information about anything.

allow the system analyst to collect information from a number of respondents and normally involves
a large amount of respondents.

Advantages of using questionnaire it can be answered quickly, and the responses can be analyzed
quickly.

Disadvantages of using questionnaires is the number of feedbacks are quite low because people
will not send back the questionnaires, and there’s no guarantee that the respondents will answer all
the questions.

two format for questionnaires;
Free format questionnaires

are designed to allow users to answer freely in each question.

An example of free format questions is :
1
What reports do you needed and why do you need that reports?
2
Are they any problems with the current reports? If yes, please explain.
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Do you prefer to have any other reports, so that it can help you?
it is difficult to analyze this type of questions since more respondents participate, more answers
we got, and most of answer are from various answers.

is good when we require any suggestion or opinion from user when deciding the requirements.
fixed format questions

requires respondents to select an answer from a predefined set of answers.

Advantage, an answer from this format is much easier to analyze.

Disadvantage: more static; respondents can not give their opinion or answers other than
provided. There are three types of fixed-format questions :
1
Multiple choice questions
Do you feel that the reports are useful?
Ο Yes
2
Ο No
Rating Questions
The reports should be prepared efficiently, so that it can help users.
Ο Strongly agree
Ο Agree
Ο No opinion
Ο Disagree
Ο Strongly Disagree
3
Ranking Questions
Rank the following transactions according to the amount of time you spend in processing
them
Ο Strongly agree
Ο Agree
Ο No opinion
Ο Disagree
Ο Strongly Disagree
__ new order
__ order cancellation
__ order update
__ payment
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__ order delivery
3.2.4: Joint Application Development

many organizations use the group work session instead of interviews such as is joint requirement
planning

is a process whereby highly structured group meetings are conducted for the purpose of analyzing
problems and defining requirements

it can decrease the time spent on fact-finding in one or more than one phase in system
development.

During the session, they sit together to discuss and get the ideas from the participants.

The JAD session should be planned and conducted effectively.
Activity A (Courseware Activity)
Activity B (Group Activity)
Questionnaires are frequently used to gather facts, when it involved a large numbers of respondents.
Discuss some advantages and disadvantages of using questionnaires.
Advantages include:
 Very cost-effective method to quickly get uniform information from large groups of
stakeholders
 Stakeholders can respond to most surveys at their convenience and without spending a
great deal of time.
 Stakeholders may be more candid because surveys can be answered anonymously
 Compilation of the results is generally straightforward and rapid.
Disadvantages include:
 Survey questions may be ambiguous and/or subject to misinterpretation, which can skew
the results.
 Stakeholders may skip certain questions, or not respond at all to the survey
 The systems analyst cannot ask additional questions or observe the respondent’s nonverbal responses, such as body language.
 Writing an effective survey can be very time-consuming.
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Exercise
Answer TRUE or for FALSE for each of the questions below.
1. Interviewer need to jot down everything during the session, so there’s no important point missing.
FALSE
2. IT is easy to prepare closed-ended questions during the interview, so that we can get a better
feedback from respondents. FALSE
3. Closed-ended questions put the interviewee at ease, are easily summarized, and save time. FALSE
4. An observation is known as unbiased fact-finding technique. TRUE
5. An advantage of using questionnaire is the number of feedback get from respondents is generally
high. FALSE
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Summary
In the end of this lesson, you have learned that: the importance of requirement gathering in system analysis

conducted a fact-finding techniques and characterize the weaknesses and strengths of each
Self Assessment
Fill in with the correct answer
1. _________________________________ is a problem-solving technique that decomposes a system
into its component pieces for the purpose of studying how well those component parts work and
interact to accomplish their purpose. System analysis
2. _________________________________ specify what the information system must do or what
property or quality the system must have. System requirements
3. During _________________________________, the system analyst should identify and describe all
system requirements. requirement gathering
4. System requirements that specify what the information system must do are referred to as
_________________________________. functional requirements
5. __________________________________ is a process of using research, interviews, questionnaires,
sampling and other techniques to collect information about problems, requirements, and preferences.
Fact-finding
6. Traditional
methods
of
collecting
__________________________________,
system
requirements
__________________________________
include
and
__________________________________. Interviews; observations; questionnaires.
7. A(n) ____________________________ question allows an interviewee to give respond in any way
they prefer. open-ended
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8. _________________________________ is a fact-finding technique wherein the system analysts
either participate in or watches a person perform activities to learn about the system. Observation
9. _________________________________is a type of fact-findings technique that allows the analyst to
collect information and opinions from respondents. Questionnaire
10. ____________________________________ is a fact-finding technique where highly structured
group meetings are conducted to analyze problems and define requirements. Joint application
development
Reference

Lonnie D. Bentley, Jeffrey L. Whitten. 2007, Systems Analysis and Design Methods, 6th Edition,
McGraw Hill. (Bentley et. al., 2007)
 Jeffrey A Hoffer, Joey F. George and Joseph S. Valacich. 2005. Modern Systems Analysis and
Design. 4th ed. Prentice Hall. (Hoffer et. al., 2005)
 Shelly, Cashman, and Rosenblatt. 2006. System Analysis and Design, 6th Edition, Thomson. (Shelly
et. al., 2006).
Ending
In the next lesson, we will continue to discuss the second activity involved in system analysis; data
modeling. Data and process are important elements that need to be clearly defined when develop a
system.
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