System Analysis and Design
System Analysis
- Mr. Ahmad Al-Ghoul
learning Objectives
 Recognize the value of interactive
methods for information gathering
 Construct interview questions to
elicit information requirements
 Structure interview in meaningful
way
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Introduction
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This part discusses system requirements and fact-finding
techniques, which include interviewing, documentation
review, observation, surveys and questionnaires,
sampling, and research
Each of the fact-finding techniques possesses its own
established process for you to follow in interacting with
users
an information gathering interview is a directed
conversation with specific purpose that uses question
and answer format. In the interview you want to get the
opinions of the interviewee and his or her feelings about
the current state of the system , organization and
personal goals, and informal procedures
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Fact-Finding
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Fact-Finding Overview
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The first step is to identify the information you need
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You begin by asking a series of question like
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What business functions are supported by the current system?
What strategic objectives and business requirements must be
supported by the new system?
What are the benefits and TCO of the proposed system?
What transactions will the system process?
What information do users and managers need from the system?
Must the new system interface with legacy systems?
What procedures could be eliminated by business process
reengineering?
What security issues exist?
What risks are acceptable?
What budget and timetable constraints will affect system development?
To obtain answers you need to develop a fact-finding
plan
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Fact-Finding
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Fact-finding involves answers to five
familiar questions: Who, What, Where,
When, and How ?
For each of these questions you must ask
anther question: why?
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Difference between asking what is being done
and what could or should be done
First analyst must understand the current
system then he can ask what should be done
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Fact-Finding
Sample questions during requirements modeling as the focus shifts
from the current system to the proposed system.
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Fact-Finding
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Interviews
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A planned meeting during which information is
obtained from another person.
Analyst need to think through the interview
thoroughly before he/she can go
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Visualize why you are going
What you will ask
What will make it a successful interview
How to make the interview fulfilling for the individual you
interview
Interview is a directed conversation with a specific
purpose that uses a question-and-answer format
Analyst need to build trust and understanding
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Fact-Finding
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Interviews
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Seven steps in interview preparation
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Step 1: Determine the People to Interview
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Group interviews can save time and provide an
opportunity to observe interaction among the
participants
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Group interviews problems
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Include key people at all levels who will be affected by the
system in some manner
You can select your interview candidates from the formal
organization chart that you reviewed in the planning phase
You must consider any informal structures that exist in the
organization, based on interpersonal relationships, unofficial
procedures
One person can dominate the conversation
Organization level, as the presence of senior managers in an
interview might prevent lower level employee from expressing
themselves.
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Fact-Finding
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Seven steps in interview preparation
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Step 2: Establish Objectives for the Interview
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Determine the general areas to be discussed
List facts you want to gather
Try to solicit ideas, suggestions, and opinions
The objectives depend on the role of the person being
interviewed
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Upper level managers can provide big picture and help you to
understand the system as a whole
Specific details about operations and day-to-day business processes are
learned from operational people and in some cases from supervisors
By setting specific objectives, you create framework
that helps you decide what question to ask and how
to phrase the questions
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Fact-Finding
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Seven steps in interview preparation
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Step 3: Develop Interview Questions
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Creating a standard list of interview questions helps to keep
you on track and avoid unnecessary tangents
Avoid leading questions
Leading questions tend to guide interviewees into responses
apparently desired by the interviewer
These questions should be avoided to reduce bias and improve
reliability and validity
Interview Questions
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Open-Ended
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Open-ended interview questions allow interviewees to respond
how they wish, and to what length they wish
No pre-specified answers
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Fact-Finding
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Step 3: Develop Interview Questions
Open-Ended questions
pros
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Open-ended questions are appropriate when the analyst is
interested in breadth and depth of reply
appropriate when you want to understand a larger process or
draw out the interviewee's opinions, attitudes, or suggestions
Providing richness of detail
Revealing avenues of further questioning that may have gone
untapped
Cons
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May result in too much irrelevant detail
Possibly losing control of the interview
May take too much time for the amount of useful information
gained
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Fact-Finding
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Step 3: Develop Interview Questions
Close-Ended
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Pros
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Respondent is asked to choose from a set of specified responses
Closed interview questions limit the number of possible responses
Closed interview questions are appropriate for generating precise,
reliable data which is easy to analyze
The methodology is efficient, and it requires little skill for interviewers
to administer
Saving interview time
Easily comparing interviews
Getting to the point
Keeping control of the interview
Covering a large area quickly
Getting to relevant data
Cons
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Boring for the interviewee
Failure to obtain rich detail
Missing main ideas
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Fact-Finding
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Step 3: Develop Interview Questions
Range-of-response questions
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Closed end questions that ask the person to
evaluate something by providing limited
answers to specific responses or a numeric
scale
It makes it easier to tabulate the answers and
interpret the results
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Fact-Finding
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Seven steps in interview preparation
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Step 4: Prepare for the Interview
Careful preparation is essential because interview
is an important meeting and not just a casual chat
 keep department managers informed of your
meetings with their staff members
 Limit the interview to no more than one hour
 Send a list of topics several days before the
meeting
 Ask the interviewee to have available samples of
documents
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Fact-Finding
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Step 4: Prepare for the Interview
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Interview location
Two schools exist about the best location for an
interview
 Interviewee’s office
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Pros
 It makes the interviewee feel comfortable during the
meeting
 The interviewee office is where he or she has the
easiest access to supporting material that might be
needed
Cons
 Interruptions in the office is high
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Fact-Finding
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Interview location
Two schools exist about the best location for an
interview
 Neutral location such as conference room
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Pros
 Keeping interruptions to a minimum
 Better concentration
 Less time needed
Cons
 Less comfortable
 Accessing to supporting material is harder
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Fact-Finding
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Seven steps in interview preparation
Step 5: Conduct the Interview
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Develop a specific plan for the meeting
Begin by introducing yourself, describing the project, and
explaining interview objectives
The interview should not exceed 45 minutes to one hour
Make sure that you are understanding what the interviewee is
telling you
Ask for definitions if needed
Allow the person enough time to think about the question
Summarize main points
Always ask “Is there anything else that you would like to add?”
Set up any future appointments
Thank them for their time and shake hands
After interview, summarize the session and seek a confirmation
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Fact-Finding
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Step 6: Document the Interview
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During the interview, note taking should be
kept to a minimum
After the interview, record the information
quickly
Provide an initial summary, then more detail
After the interview, send memo expressing
appreciation, including the main points
discussed so the interviewee has a written
summary and can offer additions or
corrections
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Fact-Finding
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Step 7: Evaluate the Interview
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Unsuccessful Interviews
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In addition to recording the facts obtained in an
interview, try to identify any possible biases
No matter how well you prepare for interviews, some
are not successful
Unsuccessful interviews factors
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Misunderstanding or personality conflict with
interviewee
The interviewee might be afraid that the new system
will eliminate or change his or her job
Short or incomplete answers to the open ended
questions
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Sequence Summary
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The fact-finding process includes interviewing, document
review, observation, questionnaires, sampling, and
research
An interview is a directed conversation with specific
purpose that uses question and answer format.
Successful interviewing requires good planning and
strong interpersonal and communication skills
The systems analyst must decide on the people to
interview, set interview objectives, and prepare for,
conduct, and analyze interview
Interview contains open-ended and close-ended
questions
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Sequence Summary
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In this Sequence we have
 Discussed the main questions to be asked
about before beginning fact findings process
 Identified the term interview
 Described the interviewing seven steps
including: determine the people to interview,
establish objectives for the interview, develop
interview questions, prepare for the interview,
conduct the interview, document the
interview, and evaluate the interview
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Reference
[1] System Analysis and Design, Sixth Edition
Authors: Gary B. Shelly, Thomas J. Cashman and Harry J. Rosenblatt
Publisher: SHELLY CASHMAN SEWIES.
[2] system analysis and design, sixth edition
Authors: Kenneth E. Kendall and Julie E. Kendall
Publisher: Prentice Hall
[3] Modern Systems Analysis and Design Third Edition
Authors: Jeffrey A. Hoffer , Joey F. George, Joseph S. Valacich
Publisher: prentice hall
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