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IS6112 – Application IS6112 – Application Modelling and DesignModelling and Design

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Introduction to Systems Analysis

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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.

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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).

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Requirements Determination

Lecture 5

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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.

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Requirements Definition

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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

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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.

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Functional Requirements

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Nonfunctional Requirements

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Requirement Analysis Techniques

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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)

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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

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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

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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)

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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

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Requirement Analysis Techniques - Business Process Reengineering (BPR)

Changes fundamentally how the organization does certain operationsConsists of

Outcome AnalysisTechnology analysis Activity Elimination

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Select Appropriate Technique - Selection Criterions

Selection Criterions: Assess Potential Business ValueDetermine Project CostSpecify Breadth or Scope of AnalysisDetermine Risk of Failure

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Select Appropriate Technique : Analysis Characteristics

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Requirements Gathering

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Requirement-Gathering Techniques

InterviewsJoint Application Development (JAD)QuestionnairesDocument analysisObservation

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Interviews -- Five Basic Steps

Selecting intervieweesDesigning interview questionsPreparing for the interviewConducting the interviewPost-interview follow-up

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Selecting Interviewees

Based on information neededOften good to get different perspectives

ManagersUsersIdeally, all key stakeholders

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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?

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Designing Interview Questions

Unstructured interviewBroad, roughly defined informationAt the earlier stage of the project

Structured interviewMore specific informationAt the later stage of the project

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Designing Interview Questions : Questioning Strategies

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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

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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

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Conducting the InterviewPractical Tips

Don’t worry, be happyPay attentionSummarize key pointsBe succinctBe honestWatch body language

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Post-Interview Follow-Up

Prepare interview notesPrepare interview reportLook for gaps and new questions

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Interview Report

INTERVIEW REPORT

Interview notes approved by: ____________

Person interviewed ______________Interviewer _______________Date _______________Primary Purpose:

Summary of Interview:

Open Items:

Detailed Notes:

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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

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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

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JAD - Setting

U-Shaped seatingAway from distractionsWhiteboard/flip chartPrototyping toolse-JAD

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JAD Meeting Room

JPEG Figure 5-5 Goes Here

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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

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Managing Problems in JAD Sessions

Reducing dominationEncouraging non-contributorsSide discussionsAgenda merry-go-roundViolent agreementUnresolved conflictTrue conflictUse humor

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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

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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.

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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

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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

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Selecting the Appropriate Techniques

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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:

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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)

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Summary

Requirement-gathering use these techniques Interviews, JAD, Questionnaires, Document Analysis, and Observation.