Other Fact-Finding Techniques

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Other Fact-Finding Techniques

System analysts may use other fact-finding techniques, including document review,
observation, questionnaires and surveys, sampling, and research. Such techniques are used
before interviewing begins to obtain a good overview and to help develop better interview
questions.

Document Review

● Document review can help you understand how the current system is supposed to work.
● Remember that system documentation sometimes is out of date. Forms can change or
be discontinued, and documented procedures often are modified or eliminated.
● You should obtain copies of actual forms and operating documents currently in used.
● You also should review blank copies of forms, as well as samples of actual completed
forms. You usually can obtain document samples during interviews with the people who
perform that procedure.

Observation

● The observation of current operating procedures is another fact-finding technique.


● Seeing the system in action gives you additional perspective and a better understanding
of system procedures.
● Personal observation also allows you to verify statements made in interviews and
determine whether procedures really operate as they described.
● Through observation, you might discover that neither the system documentation nor the
interview statements are accurate.

Questionnaires and Surveys

● In a project where it is desirable to obtain input from a large number of people, a


questionnaire can be a valuable tool.
● A questionnaire, also called a survey, is a document containing a number of standard
questions that can be sent to many individuals.
● Questionnaires can be used to obtain information about a wide range of topics, including
workloads, reports received, volumes of transaction handled, job duties, difficulties, and
opinions of how the job could be performed better or more efficiently.
● When designing a questionnaire, the most important rule of all is to make sure that your
questions collect the right data in a form that you can use to further your fact-finding.
Here are some additional ideas to keep in mind when designing your questionnaire:
○ Keep the questionnaire brief and user-friendly.
○ Provide clear instruction that will answer all anticipated questions.
○ Arrange the questions in logical order, going from simple to more
complex topics.
○ Phrase questions to avoid misunderstanding; use simple terms and
wording.
○ Try not to lead the response or use questions that give clues to
expected answers.
○ Limit the use of questions that can raise concerns about job security
or other negative issues.
○ Include a section at the end of the questionnaire for general
comments.
○ Test the questionnaire whenever possible on a small test group
before finalizing it and distributing to large groups.

A questionnaire can be a traditional paper form, or you can create a fill-in form and collect data
on the internet or a company intranet.

Sampling

● When studying in an information system, you should collect examples of actual


documents using a process called sampling.
● The samples might include records, reports, operational logs, data entry documents,
complaint summaries, work request, and various types of forms.
● Sampling techniques include systematic sampling, stratified sampling, and random
sampling.
● The main objective of a sample is to ensure that it represents the overall population
accurately.
● If you are analyzing inventory transactions, for example, you should select a sample of
transactions that are typical of actual inventory operations and do not include unusual or
unrelated examples.
● To be useful, a sample must be large enough to provide a fair representation of the
overall data.

Research

● Research is another important fact-finding technique.


● Your research can include the Internet, IT magazines, and books to obtain background
information, technical material, and news about industry trends and developments.
● In addition, you can attend professional meetings, seminars, and discussions with other
IT professionals, which can be very helpful in problem solving.

The Need of Documentation in Analysis Phase

● Keeping accurate records of interviews, facts, ideas, and observations is essential to


successful systems development.
● The ability to manage information is the mark of a successful system analyst and an
important skill for all IT professionals.

The Need for Recording the Facts

● As you gather information, the importance of a single item can be overlooked or complex
system details can be forgotten.
● The basic rule is to write it down. You should document your work according to the
following principles:
○ Record information as soon as you obtain it.
○ Use the simplest recording method possible.
○ Record your findings in such a way they can be understood by someone else.
○ Organize your documentation so related material is located easily.
● Often system analysts use special forms for describing a system, recording interviews,
and summarizing documents.

One type of documentation is a narrative list with simple statements about what are occurring,
apparent problems, and suggestions for improvement. Other forms of documentation include
data flow diagrams, flow charts, sample forms, and screen captures.

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.html#:~:text=System%20analysts%20may%20use%20other,help
%20develop%20better%20interview%20questions​.
Technique Of Fact Finding In Systems Analysis And Design

1. INTERVIEWS.

This method is used to collect the information from groups or individuals. Analyst
selects the people who are related to the system for the interview. In this method the
analyst ​sits​ face to face with the people and records their responses. The interviewer
must plan in advance the ​type​ of questions he/ she is going to ask and should be ready
to answer any type of question. He should also choose a suitable place and time which
will be comfortable for the respondent.

The information collected is quite accurate and reliable as the interviewer can clear and
cross check the doubts there itself. This method also helps gap the areas of
misunderstandings and helps to discuss the future problems. Structured and
unstructured are the two sub categories of Interview. Structured interview is more formal
interview where fixed questions are asked and specific information is collected whereas
unstructured interview is more or less like a casual conversation where in-depth areas
topics are covered and other information apart from the topic may also be obtained.

2. QUESTIONNAIRES.

It is the technique used to extract information from a number of people. This method
can be adopted and used only by a skillful analyst. The Questionnaire consists of a
series of questions framed together in a logical manner. The questions are simple, clear
and to the point. This method is very useful for obtaining information from people who
are concerned with the usage of the system and who are living in different countries.
The questionnaire can be mailed or sent to people by post. This is the cheapest source
of fact finding.

3. OBSERVATION.

Unlike the other fact finding techniques, in this method the analyst himself visits the
organization and observes and understands the flow of documents, working of the
existing​ system, the users of the system etc. For this method to be adopted it takes an
analyst to perform this job as he knows which points should be noticed and highlighted.
Analysts may observe the unwanted things as well and ​simply​ cause delay in the
development of the new system.

4. RECORD VIEW & BACKGROUND READING.

The information related to the system is published in the sources like newspapers,
magazines, journals, documents etc. This record review helps the analyst to get
valuable information about the system and the organization. If an analyst is employed
within the organization that is the subject of the fact​ gathering exercise, then it is likely
that he or she will already have a good under​standing of the organization and its
business objectives. If, however, he or she is going in as an outside consultant, then
one of the first tasks is to try to gain an understanding of the organization. Background
reading or research is part of that process. The kind of documents that are suitable
sources of information include the following although reading company reports may
provide the analyst with information about the organization's mission, and so possibly
some indication of future requirements, this technique mainly provides information about
the current system.

5. SAMPLING.

Document sampling can be used in two different ways. First, the analyst will collect
copies of blank and completed documents during the course of interviews and
observation sessions. These will be used to determine the information that is used by
people in their work, and the inputs to and outputs from processes which they carry out,
either manually or using an existing computer system. Ideally, where there is an existing
system, screen shots should also be collected in order to understand the inputs and
outputs of the existing system.

Second, the analyst may carry out a statistical analysis of the documents in order to find
out about patterns of data. For example, many documents such as order forms contain
a header section and a number of lines of detail. (The sample document in Figure 6.1
shows this kind of structure.) The analyst may want to know the distribution of the
number of lines in an order. This will help later in estimating volumes of data to be held
in the system and in deciding how many lines should be displayed on screen at one
time. While this kind of statistical sampling can give a picture of data volumes, the
analyst should be alert to seasonal patterns of activity, which may mean that there are
peaks and troughs in the amount of data being processed.

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