4-Analyzing+System+Requirements

Analyzing System Requirements  Contents: Valacich et al (Chapter 4) and Class Slides · Study Current system: Find its attributes & flaws · Determine Requirements for the New/ Up dated System ·     Deliverables: DFD’s and ERD’s · Structuring Requirements · Selecting the best alternative design strategy The process of determining requirements: · Gather as much information from as many sources as possible · Sources include: users of the current system, reports, forms and procedures ·<span style="font-family: 'Times New Roman'; font-style: normal; font-variant: normal; font-weight: normal; font-size: 7pt; line-height: normal; font-size-adjust: none; font-stretch: normal"> The Client is not the end user (HR Manager, VP of HR etc.) ·<span style="font-family: 'Times New Roman'; font-style: normal; font-variant: normal; font-weight: normal; font-size: 7pt; line-height: normal; font-size-adjust: none; font-stretch: normal"> The system is for the end user (HR Staff, employees, etc.) ·<span style="font-family: 'Times New Roman'; font-style: normal; font-variant: normal; font-weight: normal; font-size: 7pt; line-height: normal; font-size-adjust: none; font-stretch: normal">      <span style="font-family: Arial,Helvetica,sans-serif"><span style="font-family: Arial,Helvetica,sans-serif"><span style="font-family: Arial,Helvetica,sans-serif"><span style="font-size: 110%; font-family: Tahoma,Geneva,sans-serif"><span style="font-size: 110%; font-family: Tahoma,Geneva,sans-serif"> THE USER **<span style="color: rgb(239, 26, 26)">MUST ** BE INVOLVED Sense of ownership is created: Its gives users a new responsibility Reduces self-consciousness with using a new system Decreases the reluctance to change It has been shown to be directly related to system SUCCESS <span style="font-family: 'Times New Roman'; font-style: normal; font-variant: normal; font-weight: normal; font-size: 7pt; line-height: normal; font-size-adjust: none; font-stretch: normal"> Impertinence (Question EVERYTHING) <span style="font-family: 'Times New Roman'; font-style: normal; font-variant: normal; font-weight: normal; font-size: 7pt; line-height: normal; font-size-adjust: none; font-stretch: normal"> Impartiality ( Find the best solution to a business problem or opportunity) <span style="font-family: 'Times New Roman'; font-style: normal; font-variant: normal; font-weight: normal; font-size: 7pt; line-height: normal; font-size-adjust: none; font-stretch: normal"> Insight (how do you feel) ·<span style="font-family: 'Times New Roman'; font-style: normal; font-variant: normal; font-weight: normal; font-size: 7pt; line-height: normal; font-size-adjust: none; font-stretch: normal"> Relaxing of constrains (assume everything is possible and eliminate the infeasible) ·<span style="font-family: 'Times New Roman'; font-style: normal; font-variant: normal; font-weight: normal; font-size: 7pt; line-height: normal; font-size-adjust: none; font-stretch: normal"> Attention to detail ( every fact must fit with every other fact) ·<span style="font-family: 'Times New Roman'; font-style: normal; font-variant: normal; font-weight: normal; font-size: 7pt; line-height: normal; font-size-adjust: none; font-stretch: normal"> Reframing ( look at the company in other ways & consider the users views) <span style="font-family: 'Times New Roman'; font-style: normal; font-variant: normal; font-weight: normal; font-size: 7pt; line-height: normal; font-size-adjust: none; font-stretch: normal"> ** Testable & Verifiable ** - Must be stated to allow for independent verification that the system meets or exceeds the stated requirement. <span style="font-family: 'Times New Roman'; font-style: normal; font-variant: normal; font-weight: normal; font-size: 7pt; line-height: normal; font-size-adjust: none; font-stretch: normal">      <span style="font-family: Arial,Helvetica,sans-serif"><span style="font-family: Arial,Helvetica,sans-serif"><span style="font-family: Arial,Helvetica,sans-serif"><span style="font-size: 110%; font-family: Tahoma,Geneva,sans-serif"><span style="font-size: 110%; font-family: Tahoma,Geneva,sans-serif"> **Justifiable** -Should be necessary rather than simply desirable. <span style="font-family: 'Times New Roman'; font-style: normal; font-variant: normal; font-weight: normal; font-size: 7pt; line-height: normal; font-size-adjust: none; font-stretch: normal">      <span style="font-family: Arial,Helvetica,sans-serif"><span style="font-family: Arial,Helvetica,sans-serif"><span style="font-family: Arial,Helvetica,sans-serif"><span style="font-family: Arial,Helvetica,sans-serif"><span style="font-size: 110%; font-family: Tahoma,Geneva,sans-serif"><span style="font-size: 110%; font-family: Tahoma,Geneva,sans-serif"> **Unambiguous** -Requirement should be stated such that multiple interpretations are excluded <span style="font-family: Arial,Helvetica,sans-serif"><span style="font-family: Arial,Helvetica,sans-serif"><span style="font-family: Arial,Helvetica,sans-serif"><span style="font-family: Arial,Helvetica,sans-serif"><span style="font-size: 110%; font-family: Tahoma,Geneva,sans-serif"><span style="font-size: 110%; font-family: Tahoma,Geneva,sans-serif"> -Requirement should not be in conflict with any other stated requirement. ** Understandable & Modifiable ** <span style="font-family: Arial,Helvetica,sans-serif"><span style="font-family: Arial,Helvetica,sans-serif"><span style="font-family: Arial,Helvetica,sans-serif"><span style="font-family: Arial,Helvetica,sans-serif"><span style="font-size: 110%; font-family: Tahoma,Geneva,sans-serif"><span style="font-size: 110%; font-family: Tahoma,Geneva,sans-serif"> -Requirement should allow for changes in the business environment. **Hierarchically Traceable** <span style="font-family: Arial,Helvetica,sans-serif"><span style="font-size: 110%; font-family: Tahoma,Geneva,sans-serif"><span style="font-size: 110%; font-family: Tahoma,Geneva,sans-serif"> -Requirement should contain a single system attribute and should be traceable back to a higher level requirement.
 * __ ANALYSIS __**
 * WHAT SHOULD A NEW SYSTEM DO? **
 * WHY IS USER INVOLVMENT NECESSARY? **
 * __ With User’s On board… Characteristics one should have in determining requirements are: __**
 * The 3 I’s: **
 * Three other helpful characteristics to own are **
 * Building Good System Requirements : **
 * Consistent **

**Avoid these Mistakes** -Assuming a functional system -Collecting requirements from each end user instead of all end users. -Asking the wrong questions -Failing to allow refinement through trial and error

-Gathering information from a variety of sources for the purpose of determining just exactly what is happening and when. -We need to use a variety of data gathering techniques.
 * Requirements methods**

Interviewing & Listening ·<span style="font-family: 'Times New Roman'; font-style: normal; font-variant: normal; font-weight: normal; font-size: 7pt; line-height: normal; font-size-adjust: none; font-stretch: normal"> Obtain non verbal cues, facts, opinions and speculation Questionnaires ·<span style="font-family: 'Times New Roman'; font-style: normal; font-variant: normal; font-weight: normal; font-size: 7pt; line-height: normal; font-size-adjust: none; font-stretch: normal"> Less expensive, reach a larger audience, responses are easily analyzed, more convenient Direct observation ·<span style="font-family: 'Times New Roman'; font-style: normal; font-variant: normal; font-weight: normal; font-size: 7pt; line-height: normal; font-size-adjust: none; font-stretch: normal"> Allows you to see people in their element, people aren’t always truthful in interviews Documents/External Research ·<span style="font-family: 'Times New Roman'; font-style: normal; font-variant: normal; font-weight: normal; font-size: 7pt; line-height: normal; font-size-adjust: none; font-stretch: normal">       <span style="font-family: Arial,Helvetica,sans-serif"><span style="font-family: Arial,Helvetica,sans-serif"><span style="font-family: Arial,Helvetica,sans-serif"><span style="font-size: 110%; font-family: Tahoma,Geneva,sans-serif"> <span style="font-size: 110%; font-family: Tahoma,Geneva,sans-serif"><span style="font-family: Arial,Helvetica,sans-serif">Shows you missing information, redundant steps, company values as well as analysis of sales Interviews or Questionnaires?? <span style="font-family: Arial,Helvetica,sans-serif"><span style="font-family: Arial,Helvetica,sans-serif"><span style="font-size: 110%; font-family: Tahoma,Geneva,sans-serif"><span style="font-family: Arial,Helvetica,sans-serif">**__Designing Questionaires__ What is the purpose? Face Validity No wasted questions Reliability Ease of Use-needs to be easy to use and understand Sample Who? You need to question people who are related to the data you are trying to collect How many? You want to use enough people to be representative of your population
 * WAYS TO OBTAIN INFORMATION **
 * Traditional Methods: **

__Modern Methods:__** Example of a JAD "special purpose room"
 * Joint Application Design:**
 * JAD**- Bring together key users, managers, system analysis involved in the anaylsis of a current system
 * Popularity:** in the insurance company
 * Purpose:** collect information from key people involved in the process simultaneously. It llows us to see agreement and conflict among key people
 * Location:** usually away from where the key people work to decrease distractions, can be several session or last weeks “special purpose rooms “
 * End Result:** a set of documents that detail the workings of the current system and the features of a replacement system

<span style="font-size: 110%; font-family: Tahoma,Geneva,sans-serif">**Prototyping: "Show me what you've got and I'll tell you if I like it." Prototyping** is a repetitive process in which analysts and users build a rudimentary of an information system based on user feedback. <span style="font-size: 110%; font-family: Tahoma,Geneva,sans-serif">**Prototypes have drawbacks like:** <span style="font-size: 110%; font-family: Tahoma,Geneva,sans-serif">**Business process Reengineering (BPR):** overall process by which current methods are replaced with radically new methods. <span style="font-size: 110%; font-family: Tahoma,Geneva,sans-serif">**Disruptive Technology** <span style="font-size: 110%; font-family: Tahoma,Geneva,sans-serif"> <span style="font-size: 110%; font-family: Tahoma,Geneva,sans-serif">**Electronic Commerce Applications** - Detemining system requirements for an Internet-based electronic commerce application is no different than the process followed for other applications!
 * How does it work?** The analysts interview the users of the current system and decide upon what they like and don't like about the current system. Then the analysts make a new system, take it to the users for them to test and then interview the users again about what they like and dislike. This process is repeated until the user is happy with the result. The prototype is then implemented into the organization.
 * Prototypes are most useful when:**
 * <span style="font-size: 110%; font-family: Tahoma,Geneva,sans-serif">the requirements are not clear, or the user cannot articulate what they want.
 * <span style="font-size: 110%; font-family: Tahoma,Geneva,sans-serif">only a few users are involved with the system
 * <span style="font-size: 110%; font-family: Tahoma,Geneva,sans-serif">designs are complex
 * <span style="font-size: 110%; font-family: Tahoma,Geneva,sans-serif">communication problems have existed in the past between user and analyst
 * <span style="font-size: 110%; font-family: Tahoma,Geneva,sans-serif">tools and data are rapidly available to rapidly build working systems
 * <span style="font-size: 110%; font-family: Tahoma,Geneva,sans-serif">Prototypes could be made for a small group and it may be hard for other people to adapt to the changes
 * <span style="font-size: 110%; font-family: Tahoma,Geneva,sans-serif">They are often made as stand alone systems and may have problems working with existing systems
 * <span style="font-size: 110%; font-family: Tahoma,Geneva,sans-serif">Checks in SDLC are bypassed so that some more subtle but still important aspects are forgotten about.
 * <span style="font-size: 110%; font-family: Tahoma,Geneva,sans-serif">There is a tendency to avoid creating formal documentaion of system requirements, which can make the system mor edifficyult o develop into a fully working system.
 * <span style="font-size: 110%; font-family: Tahoma,Geneva,sans-serif">idea behind BPR is not just to improve, but to reorganize the complete flow of data in major steps of the organization to eliminate unnecessary steps, combine steps, and become more responsive for the future.
 * <span style="font-size: 110%; font-family: Tahoma,Geneva,sans-serif">radical improvemenst cannot be made without radical changes. You must start with a clean sheet of paper and ask yourself what you would do if you were just starting the organization.
 * <span style="font-size: 110%; font-family: Tahoma,Geneva,sans-serif">To improve the company you must understand which processes need to change, understand the activities that are part of the key business processes and then alter the sequence and structure of activities to achieve radical improvements in speed, quality and customer satifaction.
 * <span style="font-size: 110%; font-family: Tahoma,Geneva,sans-serif">The same techniques used for system requirements determination can be applied to understanding the key business processes. After identifying the key business processes you must identify specific activities that need to be improved through reengineering.
 * <span style="font-size: 110%; font-family: Tahoma,Geneva,sans-serif">Managers must learn about the power of new technology and think of ways to aletr the way work is done.
 * <span style="font-size: 110%; font-family: Tahoma,Geneva,sans-serif">managers must also consider disruptive technologies when applying deductive thinking. disruptive technologies are those that enable the breaking of long held business rules<span style="font-size: 110%; font-family: Tahoma,Geneva,sans-serif"> t <span style="font-size: 110%; font-family: Tahoma,Geneva,sans-serif">hat inhibit organiztions from making radical changes. See Below for some examples.

Related Links: [|JAD information] [|requirements analysis] [|Requirement Solution Group "We Build Business Analysts]