Requirements Gathering

1. Requirements Gathering Getting the Scoop

2. The task • One of the most difficult tasks in database development is getting all the requirements. • A successful database must • Store all the data the business needs to track • Must incorporate the business rules for processing that data • Must protect data security and integrity • Must be flexible enough to handle exceptions • Must be flexible enough to allow for growth and change

3. Setting the Scope • Before beginning create a statement of scope. • A statement of scope, says clearly, without getting into technical details, what a database will contain and what it will do.

4. Reviewing the Existing Database • The existing database could be paper forms, spreadsheets, or even an existing electronic database. • Review all forms and reports used by the business for the task. • Review other relevant business documents such as mission statement, goals, memos, etc. • !Important! Do not use the existing database as a model for the new database.

5. Interviews • There are several ways to gather information • Direct interviews with the stake holders and users • Always prepare questions for the interview • Take notes and follow up

6. Questionnaires • Questionnaires are cheaper and may be faster than interviews • Questionnaires are best for technical information and facts—close ended questions • Interviews are better for process and open ended questions

7. Retreats • Sometimes it is less expensive and more effective to schedule a facilitated retreat of all the stakeholders • During the retreat, the group works out all the data and business requirements for the database • It is important to include all the stakeholders, management, IT people, developers and all the people who will have contact with the database either directly or through client application • Also extremely important that it be facilitated by someone without a stake in the database

8. Observing the work flow • It is valuable to observe how people actually work with the data. • You may see things people do daily that they are unaware of • Observe how they use the data, which data they use most, the sequence in which they use it.

9. Testing and review • When you have all the detail, create a prototype database • Make sure you test it thoroughly with those who will actually use it. Make sure it meets all the requirements • In so far as possible, test it under work like conditions • Test for how it handles exceptions as well as the usual situations • Test for errors and security • Never commit the business’ data to the database until it has been thoroughly tested.