Chapter 5: Determining Object-Oriented Systems Requirements

1. Chapter 5:Determining Object-Oriented Systems Requirements Object-Oriented Systems Analysis and Design Joey F. George, Dinesh Batra, Joseph S. Valacich, Jeffrey A. Hoffer

2. Chapter Objectives After studying this chapter you should be able to: Select the appropriate methods to determine requirements. Describe options for designing and conducting interviews. Design, distribute and analyze questionnaires. Compare direct observation and business document analysis Participate in and help plan Joint Application Design (JAD) sessions. Use prototyping during requirements determination.

4. Characteristics for Successful Requirements Determination Question everything Be impartial Assume anything is possible Pay attention to details Reframe

5. Kinds of Information Sought in Investigation As the systems analyst works to understand the organization and its information requirements, it is important to examine both qualitative and quantitative hard data: Quantitative Documents Reports used for decision making Performance reports Records Data capture forms Qualitative Documents Memos Signs on bulletin boards Corporate Web sites Manuals Policy handbooks

6. Sampling Sampling is the process of systematically selecting representative elements of a population. We use sampling to make assumptions of the population as a whole. We sample to: Contain costs Speed up data gathering Improve effectiveness Reduce bias

7. Sampling Design To design a good sample, analysts need to: Determine the data to be collected Determine the population to be sampled Choose the type of sample Decide on the sample size (not covered)

8. Determine the data to be collected The systems analyst must be realistic about what will be done with the data once collected. Duties are: Consider the objectives of the study Identify the variables, attributes, data items for collection Decide on the data gathering method (investigation, interviews, questionnaires, observation)

9. Determine the population to be sampled The system analyst must consider: What the population is The time frame for sample date (last two months, last year?) The source of the data (i.e., upper and/or middle management)

10. Choose the type of sample The systems analyst must select of the four main types of samples: Convenience sample (unrestricted, non-probability sample) Purposive sample (based on judgment) Simple random sample (equal chance for selection) Complex random sample Systematic sampling Stratified sampling Cluster sampling

11. Interviewing Planning the Interview Conducting the Interview Writing the Interview Report Join Application Design (JAD)

12. Planning the Interview There are five steps in interview preparation: Read background material Establish interviewing objectives Decide who to interview Prepare the interviewee Decide on the question types and structure

13. Question Types � Open-Ended Questions Benefits Interviewee at ease Use interviewee vocabulary Detail Generate new questions More interesting for interviewee More spontaneity Phrasing is easier for interviewee Could use them when not prepared Drawbacks May result in too much detail Possibly lose control of interview Response may take too much time Appear unprepared Appear that objectives are lacking

14. Question Types � Closed-Ended Questions Benefits Save time Easy to compare interviews Getting to the point Control over interview Cover lots of ground Getting only relevant data Drawbacks Boring to interviewee Lack of detail Miss main ideas Fail to build rapport with interviewee

15. Question Types � Probes Follow-up question Used to get more meaning out of an answer Can be either open or closed-ended questions Indicates that you are listening

16. Question Pitfalls Avoid leading questions Avoid double-barreled questions Avoid ambiguity, especially in closed-ended questions Pretest questions before use

17. Arranging Questions Pyramid Structure Open with a specific question and close with a general one Used to warm up the interviewee Used for reluctant interviewees Funnel Structure Open with a general question and close with a specific one Easy, non-threatening way to start interview Used when interviewee feels emotional about the topic Diamond-shaped Structure Uses a combination of the two approaches above Combines strengths of two approaches Takes longer Keeps interviewee�s interest by using a variety of questions

18. Unstructured vs. Structured Interviews

19. Making a Record of the Interview Making an Audio Recording Provides accurate record You can listen and respond more rapidly Allows better eye contact Allows replay Can make interviewee nervous Difficult to locate messages on long tapes Cost (need to transcribe tapes) Note taking Keep the interviewer alert Show interest in interview Demonstrates prepareness Lose vital eye contact Interviewee stops when notes are taken Cause attention to facts and little attention to feelings and opinions

20. Conducting the Interview Arrive early Shake hands Inform interviewee how you will work (note taking, recorder) Check equipment Start with open-ended questions to warm-up interview and get a feeling of attitudes Cover all questions in 45 min to 1 hour interview Reflect back to the interview Ask if something was not covered Summarize and give feedback

21. Writing the Interview Report Write a report as soon as possibly after the interview Note the main points of the interview and your own opinions Review the report with the respondent at a follow-up meeting

22. What is JAD? Joint Application Design (JAD) is a modern information-gathering technique for analysis that brings together the key users, managers, and systems analysts in a JAD location.

23. Join Application Design (JAD) JAD is used to cut the time required by personal interviews, to improve the quality of the results, and to increase end-user participation JAD has been used as a technique to accomplish requirements analysis and to design the user interface with users in a group setting JAD requires specialized skills by the analyst JAD requires a commitment by the organization and users

24. Conditions that Support the Use of JAD User groups are restless and want a new solution to a typical problem Organizational culture supports joint problem-solving behaviors Analysts forecast that the number of ideas generated in one-on-one interviews will not be plentiful Organizational workflow permits the absence of key personnel during during the JAD sessions

25. Who is Involved Analysts At least one but the analyst takes a passive roll Users From eight to twelve Above clerical level Choose a session leader who is not an expert in analysis and design but has good communication skills Supervisor of session leader not part of JAD user group One or two technical experts that take passive role but answer technical questions One person from IS or user group to scribe Executives Choose a key executive sponsor to introduce and conclude a JAD session

26. Where to Hold JAD Meetings Hold two to four-day sessions offsite to minimize disturbances Room should hold twenty Can use GDSS rooms Plan for food and drinks Do not hold meetings unless everyone invited can attend

27. Potential Benefits of Using JAD in Place of Traditional Interviewing Time savings over traditional one-on-one interviews (15%) Shorter development time Improved user ownership of the system Creative development of designs

28. What Is Prototyping? A repetitive process in which analysts and users build a rudimentary version of an information system based on user feedback Repeated cycle: build, use, evaluate

30. When to Use Prototyping Prototyping is good when: Users are unclear about their requirements. The system affects a relatively small number of users. Designs are complex. Communication between users and analysts needs to be strengthened. Rapid application development tools are available.