Determining System Requirements

2. MIS 461 Structured Systems Analysis and Design Dr. A.T. Jarmoszko Determining System Requirements Page 2

3. MIS 461 Structured Systems Analysis and Design Dr. A.T. Jarmoszko Determining System Requirements Page 3 Learning Objectives Describe options for designing and conducting interviews Discuss planning an interview Discuss using questionnaires to determine system requirements Explain advantages and disadvantages of observing workers and analyzing business documents to determine requirements Learn about Joint Application Design (JAD) and Prototyping Discuss appropriate methods to elicit system requests Explain Business Process Re-engineering (BPR)

4. MIS 461 Structured Systems Analysis and Design Dr. A.T. Jarmoszko Determining System Requirements Page 4 Performing Requirements Determination

5. MIS 461 Structured Systems Analysis and Design Dr. A.T. Jarmoszko Determining System Requirements Page 5 Deliverables and Outcomes

6. MIS 461 Structured Systems Analysis and Design Dr. A.T. Jarmoszko Determining System Requirements Page 6 Traditional Methods for Determining Requirements

7. MIS 461 Structured Systems Analysis and Design Dr. A.T. Jarmoszko Determining System Requirements Page 7 Traditional Methods for Determining Requirements: Preparing for the Interview Gather facts, opinions and speculations

8. MIS 461 Structured Systems Analysis and Design Dr. A.T. Jarmoszko Determining System Requirements Page 8 Traditional Methods for Determining Requirements: Interviewing and Listening Interview Questions

9. MIS 461 Structured Systems Analysis and Design Dr. A.T. Jarmoszko Determining System Requirements Page 9 Traditional Methods for Determining Requirements: Conducting the Interview Observe body language and emotions Be neutral Listen (Record?) Do not raise expectations about future system Seek a diverse view Review notes

10. MIS 461 Structured Systems Analysis and Design Dr. A.T. Jarmoszko Determining System Requirements Page 10 Traditional Methods for Determining Requirements: Administering Questionnaires More cost-effective than interviews Choosing respondents Should be representative of all users Types of samples Random sample Purposeful sample Stratified sample Check for non-response bias Design Mostly closed-ended questions Can be administered over the phone or in person

11. MIS 461 Structured Systems Analysis and Design Dr. A.T. Jarmoszko Determining System Requirements Page 11 Traditional Methods for Determining Requirements: Formulating Questions How often do you back up your computer files Frequently Sometimes Hardly at all Never How often do you back up the computer files on the hard disk on the PC in your office? Frequently (at least once per week) Sometimes (from one to three times per month) Hardly at all (once per month or less) Never

12. MIS 461 Structured Systems Analysis and Design Dr. A.T. Jarmoszko Determining System Requirements Page 12 Traditional Methods for Determining RequirementsComparing Interviews and Questionnaires

13. MIS 461 Structured Systems Analysis and Design Dr. A.T. Jarmoszko Determining System Requirements Page 13 Traditional Methods for Determining Requirements:Directly Observing Users Serves as a good method to supplement interviews Often difficult to obtain unbiased data People often work differently when being observed

14. MIS 461 Structured Systems Analysis and Design Dr. A.T. Jarmoszko Determining System Requirements Page 14 Analyzing Procedures and Other Documents: Types of Information To Be Discovered Problems with existing system Opportunity to meet new need Organizational direction Names of key individuals Values of organization Special information processing circumstances Rules for processing data

15. MIS 461 Structured Systems Analysis and Design Dr. A.T. Jarmoszko Determining System Requirements Page 15 Analyzing Procedures and Other Documents: Company Forms

16. MIS 461 Structured Systems Analysis and Design Dr. A.T. Jarmoszko Determining System Requirements Page 16 Analyzing Procedures and Other Documents: Company Reports

17. MIS 461 Structured Systems Analysis and Design Dr. A.T. Jarmoszko Determining System Requirements Page 17 Modern Methods for Determining Requirements: Prototyping Repetitive process Rudimentary version of system is built Replaces or augments SDLC Goal: to develop concrete specifications for ultimate system Quickly converts requirements to working version of system Once the user sees requirements converted to system, will ask for modifications or will generate additional requests

18. MIS 461 Structured Systems Analysis and Design Dr. A.T. Jarmoszko Determining System Requirements Page 18 Modern Methods for Determining Requirements: Prototyping User requests are not clear Few users are involved in the system Designs are complex and require concrete form History of communication problems between analysts and users Tools are readily available to build prototype Tendency to avoid formal documentation Difficult to adapt to more general user audience Sharing data with other systems is often not considered Systems Development Life Cycle (SDLC) checks are often bypassed

19. MIS 461 Structured Systems Analysis and Design Dr. A.T. Jarmoszko Determining System Requirements Page 19 Modern Methods for Determining Requirements: Joint Application Development Joint Application Design (JAD) Brings together key people Purpose: collect system requirements simultaneously from key people Often conducted off-site Participants Include: Session Leader, Users, Managers, Sponsor, Systems Analysts, Scribe, IS Staff End Result Documentation detailing existing system Features of proposed system

20. MIS 461 Structured Systems Analysis and Design Dr. A.T. Jarmoszko Determining System Requirements Page 20

21. MIS 461 Structured Systems Analysis and Design Dr. A.T. Jarmoszko Determining System Requirements Page 21 A JAD Workshop May last several days Lots of pre-planning Retreat Atmosphere No more than 15 people Can technology help?

22. MIS 461 Structured Systems Analysis and Design Dr. A.T. Jarmoszko Determining System Requirements Page 22 Business Process Reengineering (BPR) Search for and implementation of radical change in business processes to achieve breakthrough improvements in products and services Goals Reorganize complete flow of data in major sections of an organization Eliminate unnecessary steps Combine steps Become more responsive to future change Identification of processes to reengineer Key business processes Set of activities designed to produce specific output for a particular customer or market Focused on customers and outcome Same techniques are used as were used for requirements determination

23. MIS 461 Structured Systems Analysis and Design Dr. A.T. Jarmoszko Determining System Requirements Page 23 Business Process Reengineering (BPR): Disruptive Technologies Technologies that enable the breaking of long-held business rules that inhibit organizations from making radical business changes

24. MIS 461 Structured Systems Analysis and Design Dr. A.T. Jarmoszko Determining System Requirements Page 24 Summary Interviews Open-ended and close-ended questions Preparation is key Questionnaires Must be carefully designed Can contain close-ended as well as open-ended questions Other means of gather requirements Observing workers Analyzing business documents Joint Application Design (JAD) Prototyping Business Process Reengineering (BPR) Disruptive technologies