Hi600 ch03_text_slides

Requirements
Determination
SYSTEMS ANALYSIS AND DESIGN, 6TH EDITION
DENNIS, WIXOM, AND ROTH
© 2015 JOHN WILEY & SONS. ALL RIGHTS RESERVED. 1Roberta M. Roth

Learning Objectives
 Explain the analysis phase of the SDLC.
 Describe the content and purpose of the requirements definition statement.
 Classify requirements correctly as business, user, functional, or nonfunctional
requirements.
 Employ the requirement elicitation techniques of interviews, JAD sessions,
questionnaires, document analysis, and observation.
 Define the role that each requirement elicitation technique plays in
determining requirements.
 Describe several analysis strategies that can help the analyst discover
requirements.
© 2015 JOHN WILEY & SONS. ALL RIGHTS RESERVED. 2

The Analysis Phase
DETERMINING WHAT THE NEW SYSTEM SHOULD DO

Overview of the Analysis Phase
 Goal is to develop a clear understanding of the new system’s
requirements
o Understand the “As-Is” system
o Identify Improvements
o Develop the “To-Be” system concept
 Use critical thinking skills to determine the true causes of
problems
 Apply knowledge of IS and business to outline ways to solve
the problems in the new system

Requirements
Determination
UNDERSTANDING REQUIREMENTS

What is a Requirement?
 A statement of what the system must do; or
 A statement of characteristics the system must have
 Types of requirements:
o what the business needs (business requirements);
o what the users need to do (user requirements);
o what the software should do (functional requirements);
o characteristics the system should have (nonfunctional requirements);
and
o how the system should be built (system requirements).

User Requirements
 What the user needs to do to complete a needed job or
task
 Focus on user tasks that are integral to business
operations
 Understanding user tasks helps reveal ways that the new
system can support those tasks

Functional Requirements
 A process the system should perform as a part of
supporting a user task, or
 Information the system should provide as the user
performs a task
 Specify the support the system will provide to the user in
fulfilling his/her work tasks

More on
Functional
Requirements
o Process-oriented
o Information-oriented

Nonfunctional Requirements
 Behavioral properties the system must have
o Operational – physical and technical operating environment
o Performance – speed, capacity, and reliability needs
o Security – access restrictions, needed safeguards
o Cultural and political – issues that will affect the final system
 Nonfunctional requirements are discussed in Chapter 8
(Architecture Design)

More on
Nonfunctional
Requirements
o Behavioral properties the system
must have

Documenting Requirements
 Requirements definition report
o Text document listing requirements in outline form
o Organized in logical groupings
o Priorities may be included
 Key purpose is to define the project scope
o what is included
o what is not included.

Requirements
Elicitation Techniques
WAYS TO DISCOVER REQUIREMENTS

Requirements Elicitation in Practice
 Use every interaction with managers and users to garner
interest, support, and enthusiasm for project
 Choose participants carefully
 Make respectful use of people’s time

Interviews
 Most important and most used fact-finding technique
o The systems analysts collects information from individuals face to
face
 Who should be interviewed?
o Managers in early project stages to get broad understanding
o Staff can provide details and specifics later.
o Political issues are important – may be necessary to interview
influential people, even if they are not too knowledgeable

Interviews, con’t.
 Interview Structure
o Top-Down (broad to specific; most common)
o Bottom-up (specific to broad; useful for collecting details)
 Question Type
o Open-ended – broad concepts; opinions
o Closed-ended – learn or confirm facts and details
o Probing – resolve confusion; follow-up

Interview as a Requirements Elicitation
Technique
STRENGTHS
◦ Interviewee can respond freely and
openly to questions.
◦ Interviewee can be asked for more
feedback.
◦ Questions can be adapted or
reworded for each individual.
◦ Interviewee’s nonverbal
communication can be observed.
WEAKNESSES
◦ Very time-consuming, and therefore
costly, fact-finding approach.
◦ Success is highly dependent on the
systems analyst's human relations
skills.
◦ May be impractical due to the
location of interviewees.

Interviewing – Practical Tips
 Prepare, prepare, prepare!
 Don’t waste the interviewee’s time
 Take notes during and after the interview
 Don’t be afraid to ask for clarification
 Be aware of non-verbal cues (body language)
 Send interview summary as soon as possible. Request
confirmation and corrections

JAD – Joint Application Development
 An extensive, structured group process
 GOAL: produce complete requirements definition document
 Directly involves project sponsor, key managers, and key
users with systems analysts
 Requires a trained facilitator
 Requires a comfortable facility for long-term, intensive group
work; preferably off-site
 Expensive but valuable

Electronic JAD – e-JAD
 Any group activity may experience problems with group
dynamics
 e-JAD helps group overcome group dynamic issues –
dominance, status differences, fear of reprisal
 e-JAD provides ways for members to contribute,
comment on, and rate ideas anonymously
 Requires a trained e-JAD facilitator and groupware
software

JAD Practical Tips
 Obtain training as a facilitator
 Top management support needed to enable the right
people to commit to the JAD sessions
 Following completion of JAD sessions, distribute
Requirements Definition document to group for
confirmation and correction
 Introduce JAD to organization with small demo project
and build on that experience

Questionnaires
 Special-purpose documents that allow the analyst to
collect information and opinions from respondents.
o Mass produced and distributed.
o Respondents complete the questionnaire on their own time.
 Facts are collected from a large number of people while
maintaining uniform responses.
o When dealing with a large audience, no other fact-finding technique
can tabulate the same facts as efficiently.

Questionnaires, con’t.
 Fixed-format questions
o Similar to a multiple choice exam question
o Must be able to anticipate potential answers to questions
o Easy to tabulate results
 Free-format questions
o Like an essay question – open-ended
o Response is unpredictable
o Harder to tabulate results

Questionnaires as a Requirements
Elicitation Technique
STRENGTHS
◦ Most can be answered quickly (if
properly designed).
◦ Relatively inexpensive.
◦ Allow individuals to maintain
anonymity.
◦ Can be tabulated and analyzed
quickly (if properly designed).
WEAKNESSES
◦ Response is often low. How to motivate
participation?
◦ Incomplete questionnaires returned –
are these worthless?
◦ Tend to be inflexible.
◦ Body language cannot be observed.
◦ Cannot clarify a vague or incomplete
answer to any question.
◦ Difficult to prepare a successful
questionnaire.

Questionnaires – Practical Tips
 To Develop a (Good) Questionnaire
o Determine what facts and opinions must be collected and from whom you
should get them
o Based on the needed facts and opinions, determine whether free- or fixed-
format questions will produce the best answers. A mix of types may be
ideal.
o Write the questions
o Pretest the questions on a small sample of “typical” respondents – not just
other systems analysts
o Use random sampling if necessary

Observation
 Participate in or watch a person perform activities to learn
about the system
 Use when the validity of data collected using other
methods is in question.
 Use when the complexity of certain aspects of the system
prevents end-users from providing a clear explanation

Observation as a Requirements
Elicitation Technique
STRENGTHS
◦ Data gathered may be highly
reliable.
◦ Can see exactly what is being done.
◦ Relatively inexpensive (compared
with other fact-finding techniques).
◦ Can do work measurements (if
needed).
WEAKNESSES
◦ People may perform differently
when being observed.
◦ Work may vary in difficulty and
volume.
◦ Some activities may take place at
odd times.
◦ The tasks being observed are subject
to various types of interruptions.

Observation– Practical Tips
 To Do Observation Well…
o Properly plan for observation.
o Obtain approval and inform people of your purpose.
o Conduct observations first when the work load is normal, followed
by observations during peak periods.
o Obtain samples of documents or forms that will be used by those
being observed.
o Apply the sampling techniques discussed earlier for observation.
o Review observation notes with appropriate individuals.

Document Analysis
 Collect Facts from Existing Documentation
o Organizational chart.
o History that led to the project.
o Documentation of previous system studies and designs performed by
systems analysts and consultants.
 Analyze Facts to Determine Currency
o Even outdated documentation may be useful, but recognize what is
current and what is outdated.

Document Analysis, con’t.
 Analyze to Understand the Documentation
o Take notes, draw pictures, and use systems analysis and design tools
to model what you are learning or proposing for the system.
 Use Appropriate Sampling Techniques

Document Analysis – Practical Tips
 To Employ Document Analysis Well…
o Good place to start
• History
• Vocabulary
• Key personnel
o Learn as much as you can from existing documentation. No one
wants to spend time talking about things you could have learned
about from existing documentation.

Comparing
Techniques
o Depth
o Breadth
o Integration
o User involvement
o Cost

Requirements Analysis
Strategies
WAYS TO DISCOVER TRUE UNDERLYING REQUIREMENTS

To Identify Small Improvements
 Problem Analysis
o Ask users to identify problems and solutions
o Improvements tend to be small and incremental
o Rarely finds improvements with significant business value
 Root Cause Analysis
o Challenge assumptions about why problem exists
o Trace symptoms to their causes to discover the “real” problem

To Identify Moderate Improvements
 Goal is to improve efficiency and effectiveness
 Expect moderate changes to existing systems
 Expect moderate impact and value to organization
 Types of activities:
o Duration Analysis
o Activity-Based Costing
o Informal Benchmarking

To Identify Major Improvements
 Goal is radical redesign of business processes
 Expect significant impact and value to organization
 Existing system is “obliterated:
 Activities focus on envisioning the business in new ways:
o Outcome Analysis
o Technology Analysis
o Activity Elimination

Outcome Analysis
 Consider desirable outcomes from customers’ perspective
 Consider what the organization could enable the customer
to do
 Brainstorm on desirable customer outcomes enabled by
IS

Technology Analysis
 Analysts list important and interesting technologies
 Managers list important and interesting technologies
 The group goes through each list and identifies how each
might be applied to the business and how the business
might benefit
 Brainstorming with special emphasis on technology use

Activity Elimination
 Identify what would happen if each organizational
activity were eliminated
 Use “force-fit” to test all possibilities
 Insist that all activities are potentially eliminated, even if
it seems preposterous.
 Brainstorming technique that helps to overcome “but
we’ve always done it that way” limitations on thinking

Practical Tips – Summing It Up
 Do your homework
o Use indirect sources to get oriented to the environment (research,
document analysis)
 Respect the participants’ time
 Select participants carefully – political influence can be
important
 Use requirements-gathering process to “promote” the
project

Practical Tips – Summing It Up, con’t.
 Document analysis
o Problem history, terminology/vocabulary; key players
 Observation
o Rich data source but remember to interpret carefully. Focus on “real”
system, not by-the-book
 Surveys/questionnaires
o Broad coverage, lower costs
o Pretest with “typical” respondents
o Be creative to encourage participation

 Joint Application Development (JAD/e-JAD)
o Trained facilitator is essential to success
o Select participants carefully
o Proven to reduce scope creep because participants understand the
process of identifying requirements

 Interviews
o NOT a simple conversational dialogue
o Planning and preparation pay off
o Get a range of perspectives – managerial to operational
o Use an approach that suits the interviewee
o Allow time to digest what you have learned
o Remember to follow-up to confirm/clarify
o Be ready to handle unexpected behaviors

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