monash university, sims, semester one, 20051 alternative data gathering for information systems...

Monash University, SIMS, Semester One, 2005Monash University, SIMS, Semester One, 2005 11

AlternativeAlternative

DATA GATHERINGDATA GATHERING

FOR INFORMATION FOR INFORMATION

SYSTEMS DEVELOPMENTSYSTEMS DEVELOPMENT

CSE1204 - Information CSE1204 - Information Systems 1Systems 1


Lecture ObjectivesLecture Objectives

To understand:To understand: the purpose of the analysis phasethe purpose of the analysis phase to understand various traditional data to understand various traditional data

gathering methods and issuesgathering methods and issues


Analysis - PurposeAnalysis - Purpose

Systems analysis is driven by business concerns, Systems analysis is driven by business concerns, specifically, those of system users. Its purpose is specifically, those of system users. Its purpose is

to study and analyse the to study and analyse the problems and/or opportunities in the existing systemsproblems and/or opportunities in the existing systems reasoning behind directivesreasoning behind directives

to define and prioritise the business requirements to define and prioritise the business requirements so that:so that: problems are addressed, opportunities are exploited problems are addressed, opportunities are exploited

and directives are fulfilledand directives are fulfilled


During Analysis an Analyst During Analysis an Analyst should ...should ...

Question everythingQuestion everything Listen effectivelyListen effectively Be impartial .. consider all sidesBe impartial .. consider all sides Assume anything is possible .. then apply Assume anything is possible .. then apply

constraintsconstraints Pay attention to detail Pay attention to detail

all bits must fit togetherall bits must fit together Be creative .. look at things in new waysBe creative .. look at things in new ways Be aware of body languageBe aware of body language


Analysis Phase - PurposeAnalysis Phase - Purpose

The analysis phase provides the analyst The analysis phase provides the analyst with a more thorough understanding of with a more thorough understanding of problems, opportunities, and/or problems, opportunities, and/or directives…data is gathered and models directives…data is gathered and models are created to help this understandingare created to help this understanding

It answers the questions:It answers the questions: Are the problems really worth solving? Are the problems really worth solving? Is a new system really worth buildingIs a new system really worth building


Definition Phase - PurposeDefinition Phase - Purpose

Remember that we are here to Remember that we are here to work out WHAT the user needs and wants from the work out WHAT the user needs and wants from the

new systemnew system NOT ... to look at alternative computer solutionsNOT ... to look at alternative computer solutions

Systems will only be deemed successful if they Systems will only be deemed successful if they fulfil the users’ business requirements … the fulfil the users’ business requirements … the technology is a definite secondtechnology is a definite second


Review and present Review and present requirements specificationsrequirements specifications

Conduct a QUALITY REVIEW to ensure Conduct a QUALITY REVIEW to ensure that that the relevant activities were completed the relevant activities were completed

correctly correctly the documentation meets standardsthe documentation meets standards

Present findingsPresent findingsGet necessary approval to continue or Get necessary approval to continue or

adjust or cancel the projectadjust or cancel the project


Data gathering ctd.Questionnaires

A structured method of data gathering A structured method of data gathering in which written questions/comments in which written questions/comments are provided for the participants to are provided for the participants to respond to in written formrespond to in written form

Usually involves no direct contact Usually involves no direct contact between data gatherer and data between data gatherer and data provider (cf. interview)provider (cf. interview)


QuestionnairesQuestionnaires

Useful for:Useful for:Obtaining simple opinions, factsObtaining simple opinions, factsQuantifying what was found in interviewsQuantifying what was found in interviews Identifying issues before interviewingIdentifying issues before interviewingDetermining extent of problemsDetermining extent of problems

Useful when Useful when small amounts of data are required from a small amounts of data are required from a

large number of peoplelarge number of peopleFor geographically dispersed respondentsFor geographically dispersed respondents


QuestionnairesQuestionnaires

Not useful for detailed Not useful for detailed Not useful for complex information Not useful for complex information Not useful for exploring issues in depthNot useful for exploring issues in depth Sometimes feel impersonal/ mass producedSometimes feel impersonal/ mass produced

Can supplement other methodsCan supplement other methods


Designing questionnairesDesigning questionnairesWhat facts and opinions to be collectedWhat facts and opinions to be collectedWho to sample and sample sizeWho to sample and sample sizeTypes of questions and wording (precise, Types of questions and wording (precise,

accurate, unambiguous) accurate, unambiguous) Open-ended (free format)Open-ended (free format)Fill-in-the-blankFill-in-the-blankMultiple choiceMultiple choiceRatingRatingRankingRanking


Designing questionnaires (2)Designing questionnaires (2)How to administer e.g. paper, online, mail How to administer e.g. paper, online, mail

out etc.out etc.Format and layout (grouping, crosschecks Format and layout (grouping, crosschecks

etc.)etc.)Test on small sample of respondentsTest on small sample of respondentsHow completed questionnaires will be How completed questionnaires will be

returned and collatedreturned and collatedHow analysis of the data will be carried outHow analysis of the data will be carried out


Questionnaires: AdvantagesQuestionnaires: Advantages

most economical method for gathering data most economical method for gathering data from large numbers of peoplefrom large numbers of people

fast and easy to implement and administer - fast and easy to implement and administer - minimal logistical problemsminimal logistical problems

results can be tabulated rapidly and analysed results can be tabulated rapidly and analysed readilyreadily

allow respondents to be anonymous, therefore allow respondents to be anonymous, therefore more likely to be truthfulmore likely to be truthful

gives respondents time to reflect on answersgives respondents time to reflect on answers


Questionnaires: Questionnaires: DisadvantagesDisadvantages

effective questionnaires are very difficult to effective questionnaires are very difficult to constructconstruct

they produce only specific and limited they produce only specific and limited amounts of informationamounts of information

provide no opportunity to clarify vague or provide no opportunity to clarify vague or incomplete answersincomplete answers

lack non-verbal communicationlack non-verbal communication


ObservationObservation observing the actual processes of a systemobserving the actual processes of a system need to prepare beforehand, and report on need to prepare beforehand, and report on

data collecteddata collected gain first hand knowledge of current system’s gain first hand knowledge of current system’s

operationsoperations clarify other information collectedclarify other information collected understand complex proceduresunderstand complex procedures inexpensiveinexpensive


Observation: AdvantagesObservation: Advantages

the analyst can see exactly how the work is done the analyst can see exactly how the work is done (what you see is what you get); information gathered (what you see is what you get); information gathered in other ways can be checked or confirmedin other ways can be checked or confirmed

allows vivid illustration of processes in a way which allows vivid illustration of processes in a way which no other data gathering method can emulate - (action no other data gathering method can emulate - (action speaks louder than words)speaks louder than words)

requires no direct input from participants and is requires no direct input from participants and is therefore usually cheap and easy to arrangetherefore usually cheap and easy to arrange

enables precise measurement of aspects of work enables precise measurement of aspects of work (eg how long does it take to process an order?) (eg how long does it take to process an order?)


Observation: DisadvantagesObservation: Disadvantages

can only show what is done now and how it is done can only show what is done now and how it is done nownow

time-dependence of some tasks can give misleading time-dependence of some tasks can give misleading ideas about some aspects of the system (e.g. ideas about some aspects of the system (e.g. observe traffic at peak hour vs. observe at midnight)observe traffic at peak hour vs. observe at midnight)

tends to emphasise physical work flows at the tends to emphasise physical work flows at the expense of other forms of information (e.g. the expense of other forms of information (e.g. the nature of the processes can be hidden behind nature of the processes can be hidden behind physical activity)physical activity)

can introduce ‘Hawthorne effect’ biases in which can introduce ‘Hawthorne effect’ biases in which people behave differently when observed to the way people behave differently when observed to the way they would behave normallythey would behave normally


Reports andReports andSystem Documentation System Documentation

existing written records which are a valuable existing written records which are a valuable source of data about the system and the source of data about the system and the organisationorganisation

may include informal material used by people may include informal material used by people involved with the systeminvolved with the system


System Documentation System Documentation may include information about :may include information about : the organisation – annual reports, advertising the organisation – annual reports, advertising

brochuresbrochures its people and policies – organizational structure its people and policies – organizational structure

charts, procedures manualscharts, procedures manuals overall business functions and objectives – policy overall business functions and objectives – policy

statements, minutes of meetingsstatements, minutes of meetings the system – forms (invoice form, order form, stock the system – forms (invoice form, order form, stock

card, training manuals, etc;card, training manuals, etc;

the technical environment – system manuals, the technical environment – system manuals, specificationsspecifications


Sampling of documents and Sampling of documents and transactionstransactions

Sampling: collecting a representative sample of Sampling: collecting a representative sample of documents, forms, transactionsdocuments, forms, transactions

Useful for specific information e.g. transaction Useful for specific information e.g. transaction volumes and types, file sizesvolumes and types, file sizes

Useful where large volumes existUseful where large volumes exist Information about existing system operationsInformation about existing system operations Representative samples must be selected:Representative samples must be selected:

determine sample size, appropriate range, avoid determine sample size, appropriate range, avoid biasbias


Reports and Documentation:Reports and Documentation:AdvantagesAdvantages

its existence and authorship cannot be its existence and authorship cannot be challengedchallenged

it may provide very detailed and precise it may provide very detailed and precise information (especially with complex or information (especially with complex or technical material)technical material)

it may provide valuable background material it may provide valuable background material to an interview or observation sessionto an interview or observation session


Reports and Documentation:Reports and Documentation:DisadvantagesDisadvantages

it will almost certainly be old it will almost certainly be old

possiblypossibly out of date out of date

it is subject to interpretation and does not permit it is subject to interpretation and does not permit further explanation or clarificationfurther explanation or clarification

it tends to focus on particular aspects of the it tends to focus on particular aspects of the system, rather than giving the 'big picture'system, rather than giving the 'big picture'


Research and site visitsResearch and site visits

Most problems not unique: learn from Most problems not unique: learn from experiences of other organisationsexperiences of other organisations

Professional societies can provide Professional societies can provide contacts for site visitscontacts for site visits

Computer trade journals and magazines Computer trade journals and magazines and the internet can be sources for and the internet can be sources for research into the problem/s e.g. do research into the problem/s e.g. do appropriate software packages exist?appropriate software packages exist?


Other data gathering methodsOther data gathering methods

Other “modern” methods used:Other “modern” methods used:

Discovery prototypingDiscovery prototypingJAD (Joint Application Development) JAD (Joint Application Development)

sessionssessionsFocus groupsFocus groups


A data gathering strategyA data gathering strategy

Data gathering must be carefully planned Data gathering must be carefully planned in order to make the most of the time and in order to make the most of the time and resources available:resources available: Information sourcesInformation sourcesData gathering methodsData gathering methodsRecording and documentation methodsRecording and documentation methodsData analysis methodsData analysis methodsProcedures for reviewing results with Procedures for reviewing results with

management and usersmanagement and users


A data gathering strategyA data gathering strategy E.g. a “top down” approach:E.g. a “top down” approach:

Initial interviews with management to determine Initial interviews with management to determine major system activities and datamajor system activities and data

Document and verify thisDocument and verify thisExpand major system component descriptions Expand major system component descriptions

into detailed descriptions:into detailed descriptions:Interview operational users, sampling, Interview operational users, sampling, questionnaires, observation etcquestionnaires, observation etc

Document and verify thisDocument and verify thisRepeat these last two steps as necessaryRepeat these last two steps as necessaryReview findings with managementReview findings with management


A data gathering strategyA data gathering strategy Consider costs: allow for time and resources Consider costs: allow for time and resources

required for initial and ongoing information required for initial and ongoing information gatheringgathering

Use the least expensive methods first Use the least expensive methods first Plan how to check the validity of data:Plan how to check the validity of data:

Cross checking between groups, methodsCross checking between groups, methods Evaluate data for inconsistenciesEvaluate data for inconsistencies Ask further questionsAsk further questions

Plan documentation of data e.g. records of Plan documentation of data e.g. records of interviews etc. data dictionary, system modelsinterviews etc. data dictionary, system models


Data gathering in practiceData gathering in practice

Completeness?Completeness?Accuracy?Accuracy?Objectivity?Objectivity?Biases?Biases?Stability?Stability?Representative?Representative?Finished?Finished?


Data Gathering: Data Gathering: CompletenessCompletenessCompleteness Completeness

it is impossible to discuss all aspects it is impossible to discuss all aspects of the system with all those involved of the system with all those involved … ensure that the sample size is … ensure that the sample size is adequate to represent all points of adequate to represent all points of view adequatelyview adequately


Data Gathering: Data Gathering: ObjectivityObjectivityAccuracy/objectivity/consistencyAccuracy/objectivity/consistency

People's People's understanding/interpretation of understanding/interpretation of events will depend heavily on their events will depend heavily on their perspective. It may be impossible to perspective. It may be impossible to reconcile the views of individuals reconcile the views of individuals with different perspectives … try with different perspectives … try and take account of these biasesand take account of these biases


Data Gathering: Data Gathering: StabilityStabilityStabilityStability

Organisations and business and Organisations and business and system environments change so system environments change so fast that any data gathered quickly fast that any data gathered quickly becomes out of date … needs to be becomes out of date … needs to be a continuous processa continuous process


Data Gathering in PracticeData Gathering in Practice

Gathering data is like doing a jigsaw puzzle Gathering data is like doing a jigsaw puzzle (but you don’t know what the final picture will (but you don’t know what the final picture will look like!). You must be able to maintain a look like!). You must be able to maintain a broad picture of all the pieces and find how broad picture of all the pieces and find how they fit togetherthey fit together


Data Gathering in Practice ctd.Data Gathering in Practice ctd.

You must use a variety of methods to suit the You must use a variety of methods to suit the specific circumstances, the sort of data you specific circumstances, the sort of data you want and the sort of people you are getting it want and the sort of people you are getting it fromfrom

Validation of key data items is essential - Validation of key data items is essential - between groups and between data collection between groups and between data collection methodsmethods


ReferencesReferences

HOFFER, J.A., GEORGE, J.F. and VALACICH (1999) 2nd ed., HOFFER, J.A., GEORGE, J.F. and VALACICH (1999) 2nd ed., Modern Systems Analysis and DesignModern Systems Analysis and Design, Benjamin/Cummings, , Benjamin/Cummings, Massachusetts. Massachusetts. Chapter 6 Chapter 6

WHITTEN, J.L. & BENTLEY, L.D. (2001) WHITTEN, J.L. & BENTLEY, L.D. (2001) Systems Analysis and Systems Analysis and Design MethodsDesign Methods, Irwin, Burr Ridge, Illinois, Irwin, Burr Ridge, Illinois

Chapter 6Chapter 6


Questionnaires: advantagesQuestionnaires: advantages

most economical method for gathering data most economical method for gathering data from large numbers of peoplefrom large numbers of people

quick and easy to administerquick and easy to administer results can be tabulated rapidly and analysed results can be tabulated rapidly and analysed

readilyreadily allow respondents to be anonymousallow respondents to be anonymous gives respondents time to reflect on answersgives respondents time to reflect on answers respondents complete in their own time respondents complete in their own time


Questionnaires: disadvantagesQuestionnaires: disadvantages

difficult to construct effective questionnairesdifficult to construct effective questionnaires specific and limited amounts of informationspecific and limited amounts of information possible low return rates possible low return rates possible bias and misinterpretationpossible bias and misinterpretation cannot probe issues further (inflexible)cannot probe issues further (inflexible) cannot clarify vague or incomplete answerscannot clarify vague or incomplete answers lack non-verbal communicationlack non-verbal communication


ReferencesReferences

WHITTEN, J.L., BENTLEY, L.D. and DITTMAN, K.C. (2001) 5th WHITTEN, J.L., BENTLEY, L.D. and DITTMAN, K.C. (2001) 5th ed., ed., Systems Analysis and Design MethodsSystems Analysis and Design Methods, Irwin/McGraw-HilI, , Irwin/McGraw-HilI, New York, NY. Chapter 6New York, NY. Chapter 6

HOFFER, J.A., GEORGE, J.F. and VALACICH (2005) 2nd ed., HOFFER, J.A., GEORGE, J.F. and VALACICH (2005) 2nd ed., Modern Systems Analysis and DesignModern Systems Analysis and Design, Benjamin/Cummings, , Benjamin/Cummings, Massachusetts. Chapter 6Massachusetts. Chapter 6

DWYER, J. (1997) The Business Communication Handbook (4DWYER, J. (1997) The Business Communication Handbook (4thth

edition) Prentice-Hall, New York, N.Y. Chapter 5edition) Prentice-Hall, New York, N.Y. Chapter 5

monash university, sims, semester one, 20051 alternative data gathering for information systems...

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