system analysies fundamental

7/31/2019 System Analysies Fundamental

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SEM-3630001-SOODAM

Structured & Object Oriented Analysis and Design Methodology

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Types of Systems:

Information systems are developed for differentpurposes, depending on the needs of human users andthe business. Transaction processing systems (TPS)

function at the operational level of the organization. Office automation systems (OAS) and knowledge worksystems (KWS) support work at the knowledge level.

Higher level systems include management informationsystems (MIS) and decision support systems (DSS).

Expert systems apply the expertise of decision makersto solve specific, structured problems. On strategic levelof management we fine executive support systems (ESS).

Group decision support systems (GDSS) and moregenerally described computer-supported collaborative

work systems (CSCWS) aid group-level decision makingof a semistructured and unstructured problems.2

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TRANSACTION PROCESSING SYSTEM (TPS):

Transaction processing systems(TPS) are computerized informationsystems that were developed to process large amounts of data for routinebusiness transactions such as payroll and inventory.

A TPS eliminates the tedium of necessary operational transactions andreduces the time once required to perform them manually although peoplemust still input data to computerized systems.

Transaction processing systems are boundary-spanning systems that permitthe organization to interact with external environments.

Because managers look to the data generated by the TPS for up-to-the-minute information about what is happening in their companies, it is essentialto the day-to-day operations of business that these systems functionsmoothly and without interruption.

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OFFICE AUTOMATION SYSTEMS AND KNOWLEDGE WORK SYSTEMS:

At the knowledge level of the organization are two classes of systems.

Office automation systems (OAS) support data workers, who do not usuallycreate new knowledge but rather analyze information so as to transform data

or manipulate it in some way before sharing it with the organization.Knowledge work systems (KWS) support professional workers such asscientists, engineers, and doctors by aiding them in their efforts to create newknowledge and by allowing them to contribute it to their organization or tosociety at large.

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MANAGEMENT INFORMATION SYSTEMS:

MIS are computerized information systems that work because of thepurposeful interaction between people and computers.

By requiring people, software, and hardware to function in concert,

management information systems users in accomplishing a broaderspectrum of organizational tasks than transaction processing systems,including decision analysis and decision making.

To access information users of the management information systems sharea common database. The database stores both data and models that help theuser interact with, interpret and apply the data.

Management information systems output information that is used indecision making.

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DECISION SUPPORT SYSTEMS:

A higher-level class of computerized information systems is decisionsupport systems (DSS).

DSS are similar to the traditional management information system because

they both depend on a database as a source of data. A decision support system departs from the traditional managementinformation system because it emphasizes the support of decision making inall its phases, although the actual decision is still the exclusive province ofthe decision maker.

Decision support systems are more closely tailored to the person or groupusing them than is a traditional management information system.

Sometimes they are discussed as systems that focus on businessintelligence.

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EXPERT SYSTEMS AND ARTIFICIAL INTELLIGENCE:

Artificial intelligence (AI) can be considered the overarching field for expertsystems.

The general thrust of AI has been to develop machines that behave

intelligently. Two avenues or AI research are understanding natural language andanalyzing the ability to reason through a problem to its logical conclusion.

Expert systems are a very special class of information system that havebeen made practicable for use by business as a result of widespread

availability of hardware and software such as personal computers (PCs) andexpert system shells.

An knowledge of a human expert or experts for solving a particular problemexperienced in an organization.

Notice that unlike DSS, which leave the ultimate judgment to the decisionmaker, an expert system selects the best solution to a problem or a specific

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GROUP DECISION SUPPORT SYSTEMS AND COMPUTER_SUPPORTEDCOLLABORATIVE WORK SYSTEMS:

Organization is becoming increasingly reliant on groups or teams to makedecisions together.

When groups make semistructured or unstructured decisions, a groupdecision support system may afford a solution.

Group decision support systems (GDSS), which are used in special roomsequipped in a number of different configurations, permit group members tointeract with electronic support- often in the form of specialized software- anda special group facilitator.

Group decision support systems are intended to bring a group together tosolve a problem with the help of various supports such as polling,questionnaires, brainstorming, and scenario creation.

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GDSS software can be designed to minimize typical negative groupbehaviors such as lack of participation due to fear of reprisal for expressingan unpopular or contested viewpoint, domination by vocal group members,and group think decision making.

Sometimes GDSS are discussed under the more general term computer-supported collaborative work systems (CSCWS), which might includesoftware support called groupware for team collaboration via networkedcomputers.

Group decision support systems can also be used in a virtual setting.

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EXECUTIVE SUPPORT SYSTEMS:

When executives turn to the computer, they are often looking for ways tohelp them make decision on the strategic level.

Executive support systems (ESS) help executives organize their

interactions with the external environment by providing graphics andcommunications technologies in accessible places such as boardrooms orpersonal corporate offices.

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ROLES OF THE SYSTEM ANALYST:

The systems analyst systematically assesses how users

interact with technology and business function by

examining the inputting and processing of data and the

outputting of information with the intent of improving

organizational processes.

Many improvements involve better support of userswork tasks and business functions through the use of

computerized information systems.

The analyst must be able to work with people of all

categories and be experienced in working withcomputers.

The analyst plays many roles, sometimes balancing

several people at the same time.

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The three primary roles of the systems

analyst are:1. Consultant,

2. Supporting Expert, and

3. Agent of Change.

SYSTEM ANALYST AS CONSULTANT:

The systems analyst frequently acts as a systems consultant to humansand their businesses and, thus may be hired specifically to addressinformation systems issues within a business.

Such hiring can be an advantage because outside consultants can bringwith them a fresh perspective that other people in an organization do notpossess.

It also means that outside analyst are at a disadvantage because the trueorganization culture can never be known to an outsider.

As an outside consultant , they have to analyze and design appropriateinformation systems for users working in a particular business.

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SYSTEMS ANALYST AS SUPPORTINGEXPERT:Another role that is that of supporting expert within a business for whichyou are regularly employed in some systems capacity.

In this role the analyst draws on professional expertise concerningcomputer hardware and software and their uses in the business.

This work is often not a full-blown systems project, but rather it entails asmall modification or decision affecting a single department.

As the support expert, you are not managing the project; you are merelyserving as a resource for those who are.

If you are a systems analyst employed by a manufacturing or serviceorganization, many of your daily activities may be handled by this role.

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SYSTEMS ANALYST AS AGENT OF CHANGE:

The most comprehensive and responsible role that the systems analysttakes on is that of an agent of change, whether internal or external to thebusiness.

As an analyst, you are an agent of change so you can perform any of theactivities in the systems development life cycle and present and interactingwith users , the business for an extended period(From two weeks to morethan a year).

An agent of change can be defined as a person who serves as a catalyst for

change, develops a plan for change and works with others in facilitating thatchange.

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Your presence in the business changes it.

Hence, you must interact with users and management from the verybeginning of you project.

Without their help you cannot understand what they need to support theirwork in the organization and real change cannot take place.

If change(that is improvements to the business that can be realized throughinformation systems) seems warranted after analysis, the next step is todevelop a plan for change along with the people who must react the change.

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As a systems analyst acting as an agent of change, you also teach usersthe process of change, because changes in the information system do notoccur independently but cause changes in the rest of the organization aswell.

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SYSTEMS DEVELOPMENT LIFE CYCLE

(SDLC)

SDLC is a systematic approach to solving businessproblems

It is divided into seven phases

Each phase has unique activities

A phase is neveraccomplished as a separatephase

Several activities can occur simultaneously

Activities may be repeated

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Phase 1 Identifying

problems, opportunities,

and objectives

Phase 2 Determining

information requirements

Phase 3 Analyzing

systems needs

Phase 4 Designing the

recommended system

Phase 5 Developing and

documenting software

Phase 6 Testing and

maintaining the system

Phase 7 Implementing

and evaluating the

system

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Personnel involved:

Analyst

System designer

User managers

Operations workers

Systems managers

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INCORPORATING HUMAN COMPUTERINTERACTION CONSIDERATIONS:

It is a layer of the computer that is between humans and

computer. the study of human-computer interaction (HCI) has

become important for systems analysts.

Researchers characterize HCI as the aspect of a

computer that enables communications and interactionsbetween humans and computers.

HCI focusing first on organizational and system needs

instead of concentrates on human needs.

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Analyst follows HCI principles to examine a variety of user needs in thecontext of humans interacting with computers to complete tasks and solveproblems.

Another way to think about HCI is a human-centered approach that puts

people ahead of organizational structure or culture when creating a newsystems.

When analysts employ HCI as a lens to filter the world, their work willpossess a different quality than those who do not possess this perspective.

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These HCI concerns includes (In developed systems)

a suspicion that systems analysts misunderstand the work being done;

the tasks involved, and how they can best be supported;

a feeling of helplessness or lack of control when working with the system;trouble navigating through system screens and menus;(if doesnt any ideaabout flow)

and a general mismatch between the system designed and the way usersthemselves think of their work processes.

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Misjudgments and errors in design that cause users to neglect new systemsor that make systems fall into disuse soon after their implementation can beeradicated or minimized when systems analysts adopt an HCI approach.

But Researchers in HCI see advantage to the inclusion of HCI in every

phase of systems development life cycle.

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Phase 1: IDENTIFYING PROBLEMS, OPPORTUNITIES AND OBJECTIVES:

Identifying:

Problems: dont want to address the wrong problems

Opportunities: situations that can be improvedObjectives: how can the organization reach its objectivesvia computerized IS

Personnel involved:

AnalystUser managers (client)

Systems managers (Business people)

Activities in this phase consist:

interviewing user management, summarizing the knowledge obtained,

estimating the scope of the project and documentingthe results.

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In the first phase of the systems development life cycle,

the analyst is concerned with identifying problems,

opportunities, and objectives.

This stage is critical to get success of the rest of the

project, because no one wants to waste subsequent time

in addressing the wrong problem.

The first phase requires that the analyst look honestly at

what is occurring in a business. Then, togetherwith otherorganizational members, the analyst pinpoints(discuss)

problems.

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Opportunities are situations that the analyst believes can be improvedthrough the use of computerized information systems.

Identifying objectives is also an important component of the first phase.

First the analyst must discover what the business is trying to do.

Then the analyst will be able to see if some aspect of information systemsapplications can help the business reach its objectives by addressingspecific problems or opportunities.

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PHASE 2: DETERMINING HUMAN INFORMATION REQUIREMENTS:

The next phase the analyst enters is that of determining the human needs ofthe users involved, using a variety of tools to understand how users interactin the work context with their current information systems.

The analyst will use interactive methods such as:

interviewing,

sampling and

investigating hard data and

questionnaires, other methods, such as

observing decision makers behavior

and their office environments.

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The analyst will use these methods to pose and answer many questionsconcerning human-computer interaction, including questions such as.

What are the users physical strengths and limitations?

How can the new system be designed to be easy to use, learn, and

remember?

How can the system be made pleasing or even fun to use?

How can the system support a users individual work tasks and make them

more productive in new ways?

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At this point the analyst is examining how to make the system useful to thepeople involved.

How can the system better support individual tasks that need doing?

What new tasks are enabled by the new system that users were unable to

do without it?

How can the new system be created to extend a users capabilities beyond

what the old system provided?

How can the analyst create a system that is rewarding for workers to use?

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Learn the details of the current system functions:

Who(the people who are involved),

What(the business activity),

Where(the environment in which the work takes place),When(the timing), and

How(how the current procedures are performed) of the business understudy.

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PHASE 3: ANALYZING SYSTEM NEEDS:

The next phase that the systems analyst involves in analyzing systemneeds. Again, special tools and techniques help the analyst makerequirement determinations.

Analyzing systems needs

Create data flow diagrams

Document procedural logic for data flow diagram

processesComplete the data dictionary

Analyze structured decisions

Make semistructured decisions (decisions taken under

risk)

Prepare and present the system proposal

Recommend the optimal solution to management

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There are three major methods for analysis of structured decisions:

Structured English,

decision tables and

decision trees.At this point in the SDLC, the systems analyst prepares a systems proposalthat summarizes what has been found out about the users, usability, andusefulness of current systems; provides cost/benefit analyses ofalternatives; and makes recommendations on what should be done.

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If one of the recommendations is acceptable to management, the analystproceeds along that course.

Each systems problem is unique, and there is never just one correctsolution.

The manner in which a recommendation or solution is formulated dependson the individual qualities and professional training of each analyst and theanalysts interaction with users in the context of their work environment.

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PHASE 4 DESIGINING THE


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PHASE 4 DESIGINING THERECOMMENDED SYSTEM:

Accomplish the logical design of the

information system

Design the user interface

Design output Design input

Design files and/or database

Design control and backup procedures

Produce decision trees or tablesProduce program specifications

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In the design phase of the systems development life cycle, the systemsanalyst uses the information collected earlier to accomplish the logicaldesign of the information system.

The analyst designs procedures for users to help them accurately enter

data so that data going into the information system are correct. In addition, the analyst provides for users to complete effective input to theinformation system by using techniques of good form and screen design.

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The user interface is designed with the help of users to make sure that thesystem is audible, legible and safe, as well as attractive and enjoyable to use.

Examples of physical user interfaces include

a keyboard,

onscreen menus, and

a variety of graphical user interfaces (GUIs) that use a mouse or touchscreen.

The design phase also includes designing files or databases that will storemuch of the data needed by decision makers in the organization.

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Finally, the analyst must design controls and backup procedures to protectthe system and the data, and to produce program specification packets forprogrammers.

Each packet should contain input and output layouts, file specifications

and processing details; it may also include : decision trees or tables,

data flow diagrams,

a system flowchart, and

the names and

functions of any prewritten code routine.

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PHASE 5: DEVELOPING AND DOCUMENTING SOFTWARE:

In the fifth phase of the systems development life cycle, the analyst workswith programmers to develop any original software that is needed.

Some of the structured techniques for designing and documenting software

include:

structure charts and

pseudocode.

The systems analyst uses one or more devices to communicate to theprogrammer what needs to be programmed.

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During this phase the analyst also works with users to develop effectivedocumentation for software, including :

procedure manuals,

online help, and

web sites featuring Frequently Asked Questions (FAQ),

on Real Me files.

Because users are involved from the beginning. Phase documentationshould address the questions they have raised and solved jointly with theanalyst.

Documentation tells users

how to use software and

what to do if software problems occur.

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Programmers have a key role in this phase because they

design,

code and

remove syntactical errors from computer programs.

To ensure quality, a programmer may conduct either a design or a codewalkthrough, explaining complex portions of the program to a team of otherprogrammers.

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PHASE 6: TESTING AND MAINTAINING THE

SYSTEM

System maintenance is Removing undetected errors, and

Enhancing existing software

Personnel involved Analyst

System designer

Programmers

Systems management

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Before the information system can be used, it must be tested. It is muchless costly to catch problems before the system is signed over to users.

Some of the testing is completed by programmers alone, some of it bysystems analysis in conjunction with programmers.

A series of tests to pinpoint problems is run first with sample data andeventually with actual data from the current system.

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Maintenance of the system and its documentation begins in this phase andis carried out routinely throughout the life of the information system.

Much of the programmers routine work consists of maintenance, andbusinesses spend a great deal of money on maintenance.

Some maintenance, such as program updates, can be done automaticallyvia a vendor site on the Web.

Many of the systematic procedures the analyst employs throughout thesystems development life cycle can help ensure that maintenance is kept to aminimum.

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PHASE 7: IMPLEMENTING AND EVALUATINGTHE SYSTEM

Implementing and evaluating the system

Plan conversion from the old system to the

new one

Train users Purchase and install new equipment

Convert files

Install system

Review and evaluate system: whether the

intended users are indeed using the system

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In this last phase of systems development, the analyst helps implement theinformation system. This phase involves training users to handle the system.

Some training is done by vendors, but oversight of training is theresponsibility of the systems analyst.

In addition, the analyst needs to plan for a smooth conversion from the oldsystem to the new one.

This process includes converting files from old formats to new ones, orbuilding a database, installing equipment, and bringing the new system intoproduction.

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Increased development time

Increased development cost

Hard to estimate costs, project overruns

User input is sometimes limited


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Rapid Application Development

Refers to a type of software development life cycle which uses minimalplanning in favor of rapid prototyping

The lack of extensive pre-planning generally allowed software to be

written much faster, and makes it more flexible to change in requirement

Waterfall Model

is a sequential software development process, in which progress is seenas flowing steadily downwards (like a waterfall) through the 5 phases


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CASE TOOLS:COMPUTER AIDED SOFTWARE ENGINEERING

Reasons for using CASE Tools:

1. Increasing Analyst Productivity

2. Improving Analyst-User Communication

3. Integrating Life Cycle Activities

4. Accurately Assessing Maintenance Changes

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Increasing Analyst Productivity:

Visible Analyst(VA) is a case tools that enablessystems analysts to do graphical planning,

analysis and design in order to build complexclient/server applications and databases.

It allows data, processes, and objects to bemodeled in multiple notations.

Visible analyst generates model information in

many different forms, including COBOL, C, VisualBasic , SQL and XML.

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Impro ing Anal st User Comm nication


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Improving Analyst-User Communication: excellent communication among analyst

and users throughout the SDLC is

essential. And have capability of analyst and users to

communicate in a meaningful way at everyphase.

Analysts and users alike report that CASEtools afford them a menus ofcommunication about the system during itsconceptualization.

Through the use of automated support

featuring onscreen output, clients canreadily see how data flows and othersystem concepts that would have taken toomuch time with older tools. 51

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Integrating Life Cycle Activities:

The third reason for using CASE tools is tointegrate activities and provide continuity from one

phase to the next in SDLC. CASE tools are especially useful when a particular

phase of the life cycle require several limitations offeedback and modification.

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Accurately Assessing Maintenance Changes:

The fourth reason is that they enable users toanalyze and assess the impact of maintenance

changes. For example, the size of an element such as a

customer number may need to be made larger.

The CASE tools can cross reference every screen,

report and file in which the element is used, so forcomprehensive maintenance plan.

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UPPER AND LOWE CASE


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UPPER AND LOWE CASE:

CASE tools are Classified as

1. Lower CASE,

2. Upper CASE

Lower CASE tools are used by programmers andworkers who must implement the systems designedvia upper CASE tools.

Upper CASE tools are used by analyst and designers.

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UPPER CASE TOOLS


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UPPER CASE TOOLS:

An upper CASE tools allows the analyst tocreate and modify the system design.

All the information about the project is storedin an encyclopedia called the CASErepository, a large collection of records,elements, diagrams, screens, reports and

other information.

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LOWER CASE TOOLS


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LOWER CASE TOOLS: Lower CASE tools are used to generate computer

source code, eliminating the need for programming

the system. Code generation has several advantages:

1. The system can be produced more quickly than bywriting computer programs. E.g. Code generators.

2. The amount of time spent on maintenance decreaseswith code generation.

3. There is no need to modify, test and debug computerprograms, instead the CASE design is modified, andthe code is regenerated.

4. Code can be generated in more than one computerlanguage, so it is easier to migrate systems from oneplatform, such as mainframe, to another PC.

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Code generation provides a cost effective


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Code generation provides a cost-effectiveway purchased from third party vendors tothe needs of the organization.

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Interviewing techniques

Joint Application Design

(JAD)Questionnaires

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INFORMATION GATHERING:


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INFORMATION GATHERING:

Interactive: talking with and listening to people in

the organization through a series of carefullycomposed questions Example: interviewing

Unobtrusive: do not require the same degree ofinteractivity between analysts and users Example: observing

Our focus: Interactive methods Interviewing

JAD (Joint Application Design)

Questionnaires

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(1) INTERVIEWING

Important method for collecting data on

information system requirements

Directed conversation with a specific purposethat uses Q&A format

Reveals information about Interviewee opinions

Feelings about the current state of the system Organizational and personal goals

Informal procedures

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PLANNINGTHE INTERVIEW

Five steps in planning the interview are

Reading background material

Establishing interview objectives

Deciding whom to interview

Preparing the interviewee

Deciding on question types and

structure

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1. Reading background material:

Read and understand background

information about the interviewees and theirorganization.

This material obtained by their websites,

from a current annual reports, corporatenewsletters, or any publications

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2) Establishing interview objectives:

Establish four to six key areas

concerning to HCI,

Information processing, and decision making behavior

about which you will ask questions.

These areas include:

HCI concern,

Information sources,

Information formats,

Decision-making frequency,

Qualities of information and decision-making style.

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3) Deciding whom to interview


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3) Deciding whom to interview

It include key people at all levels who will beaffected by the system.

4)Preparing the interviewee Prepare the person for interview by calling or sending

an email message

Allowing the interviewee time.

If in-depth interview, it is permissible to email yourquestions ahead of time to allow your interviewee.

It should be kept to 45 minutes or an hour at themost.

5) Decide on Question Types and Structure. Two basic question types: open-ended and closed.

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BEFORETHE INTERVIEW

Contact the interviewee and confirm the interview

Dress appropriately

Arrive a little early

Inform that you are present and ready to begin the

interview

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QUESTION TYPES

There are two basic types of interview questions:

Open-ended

Closed

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OPEN-ENDED QUESTIONS

Allow interviewees to respond how they wish, and to whatlength they wish

E.g.: Once the data is submitted via the Web site, how is itprocessed?

Appropriate when the analyst is interested in breadth anddepth of reply

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ADVANTAGESOF OPEN-ENDED QUESTIONS

Putting the interviewee at ease

Allowing the interviewer to pick up on the

interviewee's vocabulary which reflects their

education,values,attitudes,and beliefs.Providing richness of detail

Revealing avenues of further questioning that

may have gone untapped

Allows more spontaneity

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DISADVANTAGESOF OPEN-ENDED

QUESTIONS

May result in too much irrelevant detail

Possibly losing control of the interview

May take too much time for the amount of useful

information gainedPotentially seeming that the interviewer is

unprepared

Possibly giving the impression that the

interviewer is on a "fishing expedition

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CLOSED INTERVIEW QUESTIONS

In this case you are familiar with closed question through

multiple-choice exam

This type of question limits the interview even further by

only allowing a choice on either pole ,such as yes or no,

true or false, agree or disagree.

For example: Bipolar interview question.

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BIPOLAR QUESTIONS

Questions that may be answered with a yes or noor agree or disagree

E.g.: Do you want to receive a printout of your account

status every month? E.g.: Do you agree or disagree that ecommerce on the

Web lacks security?

E.g.: Multiple choice exams in college.

One question and five responses given but you arenot allowed to write down your own response and

still be counted as having correctly answered the

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ADVANTAGESOF CLOSED INTERVIEW

QUESTIONS

Saving interview time

Easily comparing interviews

Getting to the point

Keeping control of the interview

Covering a large area quickly

Getting to relevant data

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DISADVANTAGES OF CLOSED INTERVIEW


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DISADVANTAGESOF CLOSED INTERVIEW

QUESTIONS

Boring for the interviewee

Failure to obtain rich detail

Missing main ideasFailing to build rapport between

interviewer and interviewee

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QUESTION SEQUENCING

There are three basic ways of structuringinterviews:

Pyramid Structure.

Funnel Structure.

Diamond Shaped Structure.

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PYRAMID STRUCTURE

Begins with very detailed, often closed questions

Expands by allowing open-ended questions and

more generalized responses

Is useful if interviewees need to be warmed up to

the topic or seem reluctant to address the topic

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FUNNEL STRUCTURE

Begins with generalized, open-ended questions

Concludes by narrowing the possible responses

using closed questions

Provides an easy, non-threatening way to begin an

interview

Is useful when the interviewee feels emotionally

about the topic

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DIAMOND STRUCTURE

A diamond-shaped structure begins in a veryspecific way

Then more general issues are examined Concludes

with specific questions

The interview is begin with easy, closed questionthat provide a warm up to interview process. In

middle of the interview is asked for opinion on

broad topics that have right answer.

The interviewer than narrows the question again toget specific question again

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INTERVIEW REPORT

Write as soon as possible after the interview

Provide an initial summary, then more detail

Review the report with the respondent

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Joint Application Design(JAD) Prepa

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( )

(JAD)

Can replace a series of 1-on-1 interviews

Allows the analyst to accomplish

requirements analysis and design the user

interface with the users in a group settingSystems analysts (SAs): passive role

SAs Should be present

May give expert opinions about any disproportionate

costs of solutions

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TOPICS DISCUSSEDIN JAD

Requirements analysis and user interfacedesign But could be used at any appropriate phase of SDLC

Address topics such as Planning, receiving, receipt processing/tacking,

monitoring and assigning, processing, recording,sending, and evaluating

For each topic, ask: Who, what, how, where, and why

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JAD PERSONNEL

Analysts

Users, executives,

Observers (technical experts)

A scribe: write down everything

A session leader Senior person: visible symbol of organizational commitment

May be outside management consultant

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CONDITIONSTHATSUPPORTTHEUSEOFJAD

Users are restless and want somethingnew

The organizational culture supports joint

problem-solving behaviors amongmultiple level of employees.

Analysts forecast an increase in the

number of ideas using JAD

Personnel may be absent from their jobsfor the length of time required

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WHERE TOHOLDJAD MEETINGS

Two-to-four-day sessions offsite

If possible, away from the organization, in comfortable

surroundings

Minimize the daily distractions and responsibilities of

the participants regular work

Use of group decision support facilities

(e.g., networked computers, projection system, )

Make use everybody will be able to attend

Orientation meeting (1/2 day) a week before the

workshop

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BENEFITSOF JAD

Time is saved, compared with traditional one-to-one

interviewing. some organization have estimated (15%)

time savings.

Rapid development of systems possible via JAD.

Improved user ownership of the information system

Participating in JAD Creative idea production is

improved

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DRAWBACKSOF USING JAD

Requires the commitment of a large block oftime from all session participants

If preparation is incomplete, the session may not

go very well

If the follow-up report is incomplete, the sessionmay not be successful

The organizational skills and culture may not be

sufficiently developed to enable the concerted

required to be productive.

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(3) QUESTIONNAIRES

Also called Surveys or information gathering

technique. Interviewer: person asking a questionnaire.Respondent: person answering a questionnaire (or

survey)This technique allows system analyst to study

different objectives like: Attitude, Belief, Behaviorand Characteristics. Attitudes: what people say they want (in the new system)

Beliefs: what people think is actually true

Behaviors: what organizational members do Characteristics: properties of people or things

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PLANNINGFORTHE USEOF QUESTIONNAIRES Here some guidelines to help you decide when

to use questionnaires is appropriate: The people you need to question are widely

dispersed(different branches of the same corporation)

A large number of members are involved with theproject,& it is meaningful to know what proportion of a

given group(for e.g. Management) approves ordisapproves of a particular future of the proposedsystem

you are doing Exploratory work & want to gaugeoverall opinion before the system project system is

given any specific direction. You wish to be certain that any problems with the

current system are identified and addressed in follow-up interviews.

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Closed:

Use when all the options may be listed

When the options are mutually exclusive (equally select).

Examples:

A) Below are the four software packages currently available.

Please check the software packages(s) you personally use

most frequently.

1) Microsoft Excel. []2) Microsoft Power Point []

3) Microsoft Windows []

4) Visible Abalyst. [True]

B. My Education background can be best described as

1) High School. []

2) Some College. []

3) Bachelors Degree. []

4) Masters Degree or Higher. [True]4-94

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CHOICEOF WORDS:

System analyst has a standard set of questionsconcerning system development, it is wise to write

them to reflect the businesss own terminology.

For instance, if the business uses the term

Supervisor instead ofmangers, orunitsratherthan departments, incorporating of the preferredterms in the questionnaire helps respondents relate

to the meaning of questions.

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TRADE-OFFSBETWEENTHEUSEOF OPEN-ENDED

VS


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VS.

CLOSED QUESTIONS:

Open-ended ClosedSlow Speed of completion Fast

High Exploratory nature Low

High Breadth and depth Low

Easy Ease of preparation DifficultDifficult Ease of analysis Easy

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GUIDELINESTOUSEWHENCHOOSING


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LANGUAGEFORQUESTIONNAIRE:

Simple: use the language of respondents wheneverpossible.(keep wording simple)

Use specific wording and short questions.

Free of bias(Avoiding objectionable questions)

Not patronizing: avoid low-level language choicesTechnically accurate

Right question to the right person: addressed to those

who are knowledgeable

Use software to check whether the reading level isappropriate for the respondent.

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USING SCALESIN QUESTIONNAIRES

Scaling is the process of assigning numbers or

other symbols to an attribute/characteristic for the

purpose of measuring that attribute/characteristic.

Scales are often arbitrary and may not be unique. For example, temperature is measured in a

number of ways: the two most common are the

Fahrenheit scale and Celsius scale

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(1)MEASUREMENT SCALES There are four different forms ofmeasurement scales

commonly used by system analysts:

1. Nominal scales

2. Interval scales

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NOMINAL SCALES

Nominal scales are used to classify thingsinto categories . A Question such as:

What type of software do you use the most?

1 = Word Processor2 = Spreadsheet

3 = Database

4 = An Email Program

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INTERVAL SCALES

An interval scale is used when the intervals are

equal

There is no absolute zero. For example:

How useful is the support given by the Technical Support Group?

NOT USEFUL EXTREMELY

AT ALL USEFUL

1 2 3 4 5 If the system analyst makes this assumption, more

quantitative analysis is possible.4-

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(2)VALIDITYAND RELIABILITY

There are two measures of performance in constructing

scales: Validity and Reliability.

Validity: is the degree to which the question measures what

the analyst intends to measure.(calculate)

for example : if the purpose of the questionnaires is to

determine whether the organization is ready for majorchange in computer operation?

Reliability: it measures consistency in response

Getting the same results if the same questionnaire was

administered again under the same conditions.

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(3) CONSTRUCTED SCALES

Leniency: caused by respondents who are easy ratersA system analyst can avoid the problem of leniency by

moving the average category to the left(or right)of

center

Central tendency: respondents rate everything as

average

Analyst improve scale(1)by making difference small at two

ends(2)by adjusting the strength of the descriptor(3)by

creating a scale with more points

Halo effect: impression formed in one question carries

into the next question4-

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DESIGNINGTHE QUESTIONNAIRE:

Many of the same principles that are relevant to theforms design for data input:

Here some rules for designing a good

questionnaire:

1. Allow ample white space. (ample = sufficient/enough)2. Allow ample space for responses to be typed for open-

ended questions

3. Make it easy for respondents to clearly mark their

answers

4. Be consistent in style to ask questionnaire.

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ORDEROF QUESTIONS

It is important to see the questionnaire through the

respondent's eyes.

Here Some guidelines for ordering questions are:

1. Most important questions place first

2. Similar topics should be clustered together

3. Introduce less controversial(divisive) questions first.

i.e.,(Controversial questions should be positioned after less

controversial questions)

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