PowerPoint Presentation for Dennis & Haley Wixom, Systems Analysis and Design, 2nd Edition
Copyright 2003 © John Wiley & Sons, Inc. All rights reserved.4 - 1
Systems Analysis Systems Analysis and Design, and Design, 22ndnd Edition Edition
Alan Dennis and Barbara Haley WixomJohn Wiley & Sons, Inc.
Slides by Roberta M. Roth University of Northern Iowa
PowerPoint Presentation for Dennis & Haley Wixom, Systems Analysis and Design, 2nd Edition
Copyright 2003 © John Wiley & Sons, Inc. All rights reserved.4 - 2
Requirements Requirements DeterminationDeterminationChapter 4
PowerPoint Presentation for Dennis & Haley Wixom, Systems Analysis and Design, 2nd Edition
Copyright 2003 © John Wiley & Sons, Inc. All rights reserved.4 - 3
Key DefinitionsThe As-Is system is the current system and may or may not be computerizedThe To-Be system is the new system that is based on updated requirementsThe System Proposal is the key deliverable from the Analysis Phase
PowerPoint Presentation for Dennis & Haley Wixom, Systems Analysis and Design, 2nd Edition
Copyright 2003 © John Wiley & Sons, Inc. All rights reserved.4 - 4
Key IdeasThe goal of the analysis phase is to truly understand the requirements of the new system and develop a system that addresses them -- or decide a new system isn’t needed.The System Proposal is presented to the approval committee via a system walk-through.Systems analysis incorporates initial systems design.Requirements determination is the single most critical step of the entire SDLC.
PowerPoint Presentation for Dennis & Haley Wixom, Systems Analysis and Design, 2nd Edition
Copyright 2003 © John Wiley & Sons, Inc. All rights reserved.4 - 5
REQUIREMENTS REQUIREMENTS DETERMINATIONDETERMINATION
PowerPoint Presentation for Dennis & Haley Wixom, Systems Analysis and Design, 2nd Edition
Copyright 2003 © John Wiley & Sons, Inc. All rights reserved.4 - 6
A statement of what the system must do A statement of characteristics the system must haveFocus is on business user needs during analysis phaseRequirements will change over time as project moves from analysis to design to implementation
What is a Requirement?
PowerPoint Presentation for Dennis & Haley Wixom, Systems Analysis and Design, 2nd Edition
Copyright 2003 © John Wiley & Sons, Inc. All rights reserved.4 - 7
Functional RequirementsA process the system hast to performInformation the system must contain
Nonfunctional RequirementsBehavioral properties the system must have
OperationalPerformanceSecurityCultural and political
Requirement Types
PowerPoint Presentation for Dennis & Haley Wixom, Systems Analysis and Design, 2nd Edition
Copyright 2003 © John Wiley & Sons, Inc. All rights reserved.4 - 8
Requirements definition reportText document listing requirements in outline formPriorities may be included
Key purpose is to define the project scope: what is and is not to be included.
Documenting Requirements
PowerPoint Presentation for Dennis & Haley Wixom, Systems Analysis and Design, 2nd Edition
Copyright 2003 © John Wiley & Sons, Inc. All rights reserved.4 - 9
Determining Requirements
Participation by business users is essentialThree techniques help users discover their needs for the new system:
Business Process Automation (BPA)Business Process Improvement (BPI)Business Process Reengineering (BPR)
PowerPoint Presentation for Dennis & Haley Wixom, Systems Analysis and Design, 2nd Edition
Copyright 2003 © John Wiley & Sons, Inc. All rights reserved.4 - 10
Basic Process of Analysis (Determining Requirements)
Understand the “As-Is” systemIdentify improvement opportunitiesDevelop the “To-Be” system conceptTechniques vary in amount of change
BPA – small changeBPI – moderate changeBPR – significant change
Additional information gathering techniques are needed as well
PowerPoint Presentation for Dennis & Haley Wixom, Systems Analysis and Design, 2nd Edition
Copyright 2003 © John Wiley & Sons, Inc. All rights reserved.4 - 11
REQUIREMENTS REQUIREMENTS ANALYSIS ANALYSIS TECHNIQUESTECHNIQUES
PowerPoint Presentation for Dennis & Haley Wixom, Systems Analysis and Design, 2nd Edition
Copyright 2003 © John Wiley & Sons, Inc. All rights reserved.4 - 12
Business Process Automation
Goal:
Efficiency for users
PowerPoint Presentation for Dennis & Haley Wixom, Systems Analysis and Design, 2nd Edition
Copyright 2003 © John Wiley & Sons, Inc. All rights reserved.4 - 13
Identifying Improvements in As-Is Systems
Problem AnalysisAsk users to identify problems and solutionsImprovements tend to be small and incrementalRarely finds improvements with significant business value
Root Cause AnalysisChallenge assumptions about why problem existsTrace symptoms to their causes to discover the “real” problem
PowerPoint Presentation for Dennis & Haley Wixom, Systems Analysis and Design, 2nd Edition
Copyright 2003 © John Wiley & Sons, Inc. All rights reserved.4 - 14
Root Cause Analysis Example
PowerPoint Presentation for Dennis & Haley Wixom, Systems Analysis and Design, 2nd Edition
Copyright 2003 © John Wiley & Sons, Inc. All rights reserved.4 - 15
Business Process Improvement
Goal:
Efficiency andeffectivenessfor users
PowerPoint Presentation for Dennis & Haley Wixom, Systems Analysis and Design, 2nd Edition
Copyright 2003 © John Wiley & Sons, Inc. All rights reserved.4 - 16
Duration AnalysisCalculate time needed for each process stepCalculate time needed for overall processCompare the two – a large difference indicates a badly fragmented processPotential solutions:
Process integration – change the process to use fewer people, each with broader responsibilitiesParallelization – change the process so that individual step are performed simultaneously
PowerPoint Presentation for Dennis & Haley Wixom, Systems Analysis and Design, 2nd Edition
Copyright 2003 © John Wiley & Sons, Inc. All rights reserved.4 - 17
Activity-Based CostingCalculate cost of each process stepConsider both direct and indirect costsIdentify most costly steps and focus improvement efforts on them
PowerPoint Presentation for Dennis & Haley Wixom, Systems Analysis and Design, 2nd Edition
Copyright 2003 © John Wiley & Sons, Inc. All rights reserved.4 - 18
BenchmarkingStudying how other organizations perform the same business processInformal benchmarkingCommon for
customer-facing processesInteract with other business’ processes as if you are a customer
PowerPoint Presentation for Dennis & Haley Wixom, Systems Analysis and Design, 2nd Edition
Copyright 2003 © John Wiley & Sons, Inc. All rights reserved.4 - 19
Business Process Reengineering
Goal:
Radical redesign of business processes
PowerPoint Presentation for Dennis & Haley Wixom, Systems Analysis and Design, 2nd Edition
Copyright 2003 © John Wiley & Sons, Inc. All rights reserved.4 - 20
Outcome AnalysisConsider desirable outcomes from customers’ perspectiveConsider what the organization could enable the customer to do
PowerPoint Presentation for Dennis & Haley Wixom, Systems Analysis and Design, 2nd Edition
Copyright 2003 © John Wiley & Sons, Inc. All rights reserved.4 - 21
Technology AnalysisAnalysts list important and interesting technologiesManagers list important and interesting technologiesThe group identifies how each might be applied to the business and how the business might benefit
PowerPoint Presentation for Dennis & Haley Wixom, Systems Analysis and Design, 2nd Edition
Copyright 2003 © John Wiley & Sons, Inc. All rights reserved.4 - 22
Activity EliminationIdentify what would happen if each organizational activity were eliminatedUse “force-fit” to test all possibilities
PowerPoint Presentation for Dennis & Haley Wixom, Systems Analysis and Design, 2nd Edition
Copyright 2003 © John Wiley & Sons, Inc. All rights reserved.4 - 23
Your TurnHow do you know whether to use business process automation, business process improvement, or business process reengineering? Provide two examples.
PowerPoint Presentation for Dennis & Haley Wixom, Systems Analysis and Design, 2nd Edition
Copyright 2003 © John Wiley & Sons, Inc. All rights reserved.4 - 24
Selecting an Analysis Technique
Potential business valueProject costBreadth of analysisRisk
PowerPoint Presentation for Dennis & Haley Wixom, Systems Analysis and Design, 2nd Edition
Copyright 2003 © John Wiley & Sons, Inc. All rights reserved.4 - 25
Characteristics of Analysis Techniques
Business Business BusinessProcess Process ProcessAutomation Improvement Reeingineering
Potential Business Low-Moderate Moderate HighValue
Project Cost Low Low-Moderate High
Breadth of Analysis Narrow Narrow-Moderate Very Broad
Risk Low-Moderate Low-Moderate Very High
PowerPoint Presentation for Dennis & Haley Wixom, Systems Analysis and Design, 2nd Edition
Copyright 2003 © John Wiley & Sons, Inc. All rights reserved.4 - 26
REQUIREMENTS-REQUIREMENTS-GATHERING GATHERING TECHNIQUESTECHNIQUES
PowerPoint Presentation for Dennis & Haley Wixom, Systems Analysis and Design, 2nd Edition
Copyright 2003 © John Wiley & Sons, Inc. All rights reserved.4 - 27
Interviews
Most commonly used techniqueBasic steps:
Selecting IntervieweesDesigning Interview QuestionsPreparing for the InterviewConducting the InterviewPost-Interview Follow-up
PowerPoint Presentation for Dennis & Haley Wixom, Systems Analysis and Design, 2nd Edition
Copyright 2003 © John Wiley & Sons, Inc. All rights reserved.4 - 28
Selecting Interviewees
Based on information needsBest to get different perspectives
ManagersUsersIdeally, all key stakeholders
Keep organizational politics in mind
PowerPoint Presentation for Dennis & Haley Wixom, Systems Analysis and Design, 2nd Edition
Copyright 2003 © John Wiley & Sons, Inc. All rights reserved.4 - 29
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?
PowerPoint Presentation for Dennis & Haley Wixom, Systems Analysis and Design, 2nd Edition
Copyright 2003 © John Wiley & Sons, Inc. All rights reserved.4 - 30
Organizing Interview Questions
Unstructured interview useful early in information gathering
Goal is broad, roughly defined information
Structured interview useful later in process
Goal is very specific information
PowerPoint Presentation for Dennis & Haley Wixom, Systems Analysis and Design, 2nd Edition
Copyright 2003 © John Wiley & Sons, Inc. All rights reserved.4 - 31
Structuring the Interview
High Level:Very General
Medium-Level:ModeratelySpecific
Low-Level:Very Specific
TOP DOWN
BOTTOM UP
EXAMPLES?
PowerPoint Presentation for Dennis & Haley Wixom, Systems Analysis and Design, 2nd Edition
Copyright 2003 © John Wiley & Sons, Inc. All rights reserved.4 - 32
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
PowerPoint Presentation for Dennis & Haley Wixom, Systems Analysis and Design, 2nd Edition
Copyright 2003 © John Wiley & Sons, Inc. All rights reserved.4 - 33
Conducting the InterviewAppear 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
PowerPoint Presentation for Dennis & Haley Wixom, Systems Analysis and Design, 2nd Edition
Copyright 2003 © John Wiley & Sons, Inc. All rights reserved.4 - 34
Conducting the InterviewPractical Tips
Take time to build rapportPay attentionSummarize key pointsBe succinctBe honestWatch body language
PowerPoint Presentation for Dennis & Haley Wixom, Systems Analysis and Design, 2nd Edition
Copyright 2003 © John Wiley & Sons, Inc. All rights reserved.4 - 35
Post-Interview Follow-Up
Prepare interview notesPrepare interview reportHave interviewee review and confirm interview reportLook for gaps and new questions
PowerPoint Presentation for Dennis & Haley Wixom, Systems Analysis and Design, 2nd Edition
Copyright 2003 © John Wiley & Sons, Inc. All rights reserved.4 - 36
Joint Application Development
A structured group process focused on determining requirementsInvolves project team, users, and management working togetherMay reduce scope creep by 50%Very useful technique
PowerPoint Presentation for Dennis & Haley Wixom, Systems Analysis and Design, 2nd Edition
Copyright 2003 © John Wiley & Sons, Inc. All rights reserved.4 - 37
JAD Participants
FacilitatorTrained in JAD techniquesSets agenda and guides group processes
Scribe(s)Record content of JAD sessions
Users and managers from business area with broad and detailed knowledge
PowerPoint Presentation for Dennis & Haley Wixom, Systems Analysis and Design, 2nd Edition
Copyright 2003 © John Wiley & Sons, Inc. All rights reserved.4 - 38
JAD Sessions
Time commitment – ½ day to several weeksStrong management support is needed to release key participants from their usual responsibilitiesCareful planning is essentiale-JAD can help alleviate some problems inherent with groups
PowerPoint Presentation for Dennis & Haley Wixom, Systems Analysis and Design, 2nd Edition
Copyright 2003 © John Wiley & Sons, Inc. All rights reserved.4 - 39
JAD Meeting Room
JPEG Figure 5-5 Goes Here
PowerPoint Presentation for Dennis & Haley Wixom, Systems Analysis and Design, 2nd Edition
Copyright 2003 © John Wiley & Sons, Inc. All rights reserved.4 - 40
The JAD SessionFormal agenda and ground rules Top-down structure most successfulFacilitator activities
Keep session on trackHelp with technical terms and jargonRecord group inputStay neutral, but help resolve issues
Post-session follow-up report
PowerPoint Presentation for Dennis & Haley Wixom, Systems Analysis and Design, 2nd Edition
Copyright 2003 © John Wiley & Sons, Inc. All rights reserved.4 - 41
Managing Problems in JAD Sessions
Reducing dominationEncouraging non-contributorsSide discussionsAgenda merry-go-roundViolent agreementUnresolved conflictTrue conflictUse humor
PowerPoint Presentation for Dennis & Haley Wixom, Systems Analysis and Design, 2nd Edition
Copyright 2003 © John Wiley & Sons, Inc. All rights reserved.4 - 42
QuestionnairesA set of written questions, often sent to a large number of peopleMay be paper-based or electronicSelect participants using samples of the populationDesign the questions for clarity and ease of analysisAdminister the questionnaire and take steps to get a good response rateQuestionnaire follow-up report
PowerPoint Presentation for Dennis & Haley Wixom, Systems Analysis and Design, 2nd Edition
Copyright 2003 © John Wiley & Sons, Inc. All rights reserved.4 - 43
Good Questionnaire 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
PowerPoint Presentation for Dennis & Haley Wixom, Systems Analysis and Design, 2nd Edition
Copyright 2003 © John Wiley & Sons, Inc. All rights reserved.4 - 44
Document AnalysisStudy of existing material describing the current systemForms, reports, policy manuals, organization charts describe the formal systemLook for the informal system in user additions to forms/report and unused form/report elementsUser changes to existing forms/reports or non-use of existing forms/reports suggest the system needs modification
PowerPoint Presentation for Dennis & Haley Wixom, Systems Analysis and Design, 2nd Edition
Copyright 2003 © John Wiley & Sons, Inc. All rights reserved.4 - 45
Observation
Watch processes being performedUsers/managers often don’t accurately recall everything they doChecks validity of information gathered other waysBe aware that behaviors change when people are watchedBe unobtrusiveIdentify peak and lull periods
PowerPoint Presentation for Dennis & Haley Wixom, Systems Analysis and Design, 2nd Edition
Copyright 2003 © John Wiley & Sons, Inc. All rights reserved.4 - 46
Selecting the Appropriate Requirements-Gathering Techniques
Type of informationDepth of informationBreadth of informationIntegration of informationUser involvementCostCombining techniques
PowerPoint Presentation for Dennis & Haley Wixom, Systems Analysis and Design, 2nd Edition
Copyright 2003 © John Wiley & Sons, Inc. All rights reserved.4 - 47
Selecting the Appropriate Techniques
Interviews JAD Questionnaires Document Observation Analysis
Type of As-Is As-Is As-Is As-Is As-IsInformation Improve. Improve. Improve. To-Be To-Be
Depth of High High Medium Low LowInformation
Breadth of Low Medium High High LowInformation
Integration Low High Low Low Lowof Info.
User Medium High Low Low LowInvolvement
Cost Medium Low- Low Low Low- Medium Medium
PowerPoint Presentation for Dennis & Haley Wixom, Systems Analysis and Design, 2nd Edition
Copyright 2003 © John Wiley & Sons, Inc. All rights reserved.4 - 48
SummaryThe analysis process focuses on capturing the business requirements for the systemFunctional and non-functional business requirements tell what the system must doThree main requirements analysis techniques are BPA, BPI, and BPRThese techniques vary in potential business value, but also in potential cost and risk
PowerPoint Presentation for Dennis & Haley Wixom, Systems Analysis and Design, 2nd Edition
Copyright 2003 © John Wiley & Sons, Inc. All rights reserved.4 - 49
Summary, continuedThere are five major requirements-gathering techniques that all systems analysts must be able to use: Interviews, JAD, Questionnaires, Document Analysis, and Observation.Systems analysts must also know how and when to use each as well as how to combine methods.
PowerPoint Presentation for Dennis & Haley Wixom, Systems Analysis and Design, 2nd Edition
Copyright 2003 © John Wiley & Sons, Inc. All rights reserved.4 - 50
Copyright © 2003 John Wiley & Sons, Inc.
All rights reserved. Reproduction or translation of this work beyond that permitted in Section 117 of the 1976 United States Copyright Act without the express written permission of the copyright owner is unlawful. Request for further information should be addressed to the Permissions Department, John Wiley & Sons, Inc. The purchaser may make back-up copies for his/her own use only and not for redistribution or resale. The Publisher assumes no responsibility for errors, omissions, or damages, caused by the use of these programs or from the use of the information contained herein.