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Slide 1
IS6112 – Application IS6112 – Application Modelling and DesignModelling and Design
Slide 2
Introduction to Systems Analysis
Slide 3
Goal of Systems Analysis
The goal of the analysis phase is to truly understand the requirements of the new system and develop a system that addresses them.
The analysis phase answer Who will use the system, what the system will do, and where and when it will be used.
Slide 4
Analysis Phase
This phase takes the general ideas in the system request and
refines them into a detailed requirements definition (i.e., requirement determination which is the topic of this lecture), functional models (Chapter 6), structural models (Chapter 7), and behavioral models (Chapter 8)
This becomes the formal system proposalIncludes revised project management deliverables,feasibility analysis (Chapter 3) and workplan (Chapter 4).
Slide 5
Requirements Determination
Lecture 5
Slide 6
Lecture 5: Requirements Determination
ObjectivesUnderstand how to create a requirements definition.Become familiar with requirements analysis techniques.Understand when to use each requirements analysis technique.Understand how to gather requirements using interviews, JAD sessions, questionnaires, document analysis, and observation.Understand when to use each requirements-gathering technique.
Slide 7
Requirements Definition
Slide 8
What is a Requirement
A requirement is a statement of what the system must do or characteristics it must havewritten from businessperson perspective (“what” of system) and sometimes called business or user requirementslater in design, requirements become more technical (“how” of system) and written from developer’s perspective. So sometimes called system requirements
Slide 9
Requirements definition: Functional vs. Nonfunctional Requirements
Requirement definition report – usually just called “Requirement definition”- is a straightforward text report that simply list the functional and nonfunctional requirements in an outline format. A functional requirement relates directly to a process the system has to perform or information it needs to contain.Nonfunctional requirements refer to behavioral properties that the system must have, such as performance and usability.
Slide 10
Functional Requirements
Slide 11
Nonfunctional Requirements
Slide 12
Requirement Analysis Techniques
Slide 13
Requirement Analysis Techniques
The approach - businesspeople and analysts working togetherApplying requirement analysis techniques
1. Business process automation (BPA) or2. Business process improvement (BPI) or3. Business process reengineering (BPE)
Through a (3 steps) process of analysis 1. critically examine the current state of systems and
processes (i.e., understanding the as-is system)2. Identify exactly what needs to change (i.e., identifying
improvement)3. Develop a concept for a new system and process
(developing requirements for the to-be system)
Slide 14
Requirement Analysis Techniques
Selection of requirement analysis techniques: Based on the amount of change the system is intend to create in an organization
Business process automation (BPA) is based on small change that improves process efficiencyBusiness process improvement (BPI) creates process improvements that lead to better effectivenessBusiness process reengineering (BPE) revamps the way things work so the organization is transformed on some level
Slide 15
Requirement Analysis Techniques - Business process automation (BPA)
Business process automation (BPA) Doesn’t change basic operations Automates some operations
BPA TechniquesProblem Analysis: identify problems with as-is system and to describe how to solve them in the to-be system Root Cause Analysis: Identify the root causes of problems rather than symptoms of problems
Slide 16
Requirement Analysis Techniques - Business Process Improvement (BPI)
Business process improvement (BPI) changes
How an organization operatesChanges operation with new techniques (i.e., take advantage of new opportunities offered by technology)Can improve efficiency (i.e., doing things right)Can improve effectiveness (i.e., doing the right things)More focus on to-be system for improvement (i.e., less on as-is system than BPA)
Slide 17
Requirement Analysis Techniques - Business Process Improvement (BPI)
BPI ComponentsDuration Analysis
Analyse in details time spent to perform each process and identify where the improvement is possible
Activity-Based CostingExamines major process costs, identify the most costly processes and then determine how to improve
Informal BenchmarkingStudies how other organizations perform business processes to learn how to do better
Slide 18
Requirement Analysis Techniques - Business Process Reengineering (BPR)
Changes fundamentally how the organization does certain operationsConsists of
Outcome AnalysisTechnology analysis Activity Elimination
Slide 19
Select Appropriate Technique - Selection Criterions
Selection Criterions: Assess Potential Business ValueDetermine Project CostSpecify Breadth or Scope of AnalysisDetermine Risk of Failure
Slide 20
Select Appropriate Technique : Analysis Characteristics
Slide 21
Requirements Gathering
Slide 22
Requirement-Gathering Techniques
InterviewsJoint Application Development (JAD)QuestionnairesDocument analysisObservation
Slide 23
Interviews -- Five Basic Steps
Selecting intervieweesDesigning interview questionsPreparing for the interviewConducting the interviewPost-interview follow-up
Slide 24
Selecting Interviewees
Based on information neededOften good to get different perspectives
ManagersUsersIdeally, all key stakeholders
Slide 25
Designing Interview Questions - Types of Questions
Types of Questions Examples
Closed-Ended Questions * How many telephone orders are received per day?
* How do customers place orders?* What additional information would you like the new system to provide?
Open-Ended Questions * What do you think about the current system?* What are some of the problems you face on a daily basis?
* How do you decide what types of marketing campaign to run?
Probing Questions
* Why?* Can you give me an example?* Can you explain that in a bit more detail?
Slide 26
Designing Interview Questions
Unstructured interviewBroad, roughly defined informationAt the earlier stage of the project
Structured interviewMore specific informationAt the later stage of the project
Slide 27
Designing Interview Questions : Questioning Strategies
Slide 28
Interview Preparation Steps
Prepare general interview planList of questionAnticipated answers and follow-ups
Confirm areas of knowledgeSet priorities in case of time shortagePrepare the interviewee
ScheduleInform of reason for interviewInform of areas of discussion
Slide 29
Conducting the Interview
Appear professional and unbiasedRecord all informationCheck on organizational policy regarding tape recordingBe sure you understand all issues and termsSeparate facts from opinionsGive interviewee time to ask questionsBe sure to thank the intervieweeEnd on time
Slide 30
Conducting the InterviewPractical Tips
Don’t worry, be happyPay attentionSummarize key pointsBe succinctBe honestWatch body language
Slide 31
Post-Interview Follow-Up
Prepare interview notesPrepare interview reportLook for gaps and new questions
Slide 32
Interview Report
INTERVIEW REPORT
Interview notes approved by: ____________
Person interviewed ______________Interviewer _______________Date _______________Primary Purpose:
Summary of Interview:
Open Items:
Detailed Notes:
Slide 33
JAD - Key Ideas
Allows project managers, users, and developers to work together to identify requirementsMay reduce scope creep by 50%Avoids requirements being too specific or too vague
Slide 34
JAD – Selecting Participants and Their Roles
Facilitatorsets the meeting agenda and guides the discussion
Scribeassist the facilitator by recording notes, making copies, etc.
Project team, users, and management
Slide 35
JAD - Setting
U-Shaped seatingAway from distractionsWhiteboard/flip chartPrototyping toolse-JAD
Slide 36
JAD Meeting Room
JPEG Figure 5-5 Goes Here
Slide 37
The JAD Session
Tend to last 5 to 10 days over a three week periodPrepare questions as with interviewsFormal agenda and groundrulesFacilitator activities
Keep session on trackHelp with technical terms and jargonRecord group inputHelp resolve issues
Post-session follow-up
Slide 38
Managing Problems in JAD Sessions
Reducing dominationEncouraging non-contributorsSide discussionsAgenda merry-go-roundViolent agreementUnresolved conflictTrue conflictUse humor
Slide 39
Questionnaire – Main Steps
Selecting participantsUsing samples of the population
Designing the questionnaireCareful question selection
Administering the questionnaireWorking to get good response rate
Questionnaire follow-upSend results to participants
Slide 40
Questionnaires - Design• Begin with non-threatening and interesting
questions.• Group items into logically coherent sections.• Do not put important items at the very end of
the questionnaire.• Do not crowd a page with too many items.• Avoid abbreviations.• Avoid biased or suggestive items or terms.• Number questions to avoid confusion.• Pretest the questionnaire to identify confusing
questions.• Provide anonymity to respondents.
Slide 41
Document Analysis
Document analysis is used to provides clues about existing “as-is” systemTypical documents used
FormsReportsPolicy manualsOrganization chart
Look for user additions to formsLook for unused form elements
Slide 42
Observation
Users/managers often don’t remember everything they doChecks validity of information gathered other waysBehaviors change when people are watchedCareful not to ignore periodic activities
Weekly … Monthly … Annual
Slide 43
Selecting the Appropriate Techniques
Slide 44
Requirement DeterminationRequirement-gathering Techniques
The project team applies document analysis, interview and observation techniques Firstly apply document analysis to understand the current order processes (i.e., the as-is system). If anything is not clear, use interview to clarify Secondly interview senior analysts to get better ideas about as-is and to-be systems and IT contractor to understand the existing IT systemThirdly observe in stores to see the real working process of as-is system
The above activities at the end produces the requirement definition (report)Further JAD sessions are used to finalise and prioritise the requirement definition (report)
Application Example:
Slide 45
Summary
First Step of system analysis is to determine requirements which include
Functional and non-functional requirements
Requirement analysis and determination process
Understanding as-is systemIdentifying improvementsDeveloping requirements for the to-be system
Requirement analysis techniques Business process automation (BPA) orBusiness process improvement (BPI) orBusiness process reengineering (BPE)
Slide 46
Summary
Requirement-gathering use these techniques Interviews, JAD, Questionnaires, Document Analysis, and Observation.