Fact Finding

Fact Finding Techniques

Techniques
 Fact Finding
Introduction
Fact-finding is the formal process of using
research, interviews, questionnaires,
sampling, and other techniques to collect
information about systems, requirements, and
preferences. It is also called information
gathering or data collection.
Tools, such as data and process models,
document facts, and conclusions are drawn
from facts.
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 Fact Finding
• Introduction (Cont’d)
If you can't collect the facts, you can't use the
tools.
Fact-finding skills must be learned and
practiced.
Systems analysts need an organized method
of collecting facts.
They especially need to develop a detective
mentality to be able to discern relevant facts!

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 Fact Finding
• When do you perform fact-finding?
Fact-finding is most crucial to the systems
planning and systems analysis phases.
It is during these phases that the analyst learns
about the vocabulary, problems, opportunities,
constraints, requirements, and priorities of a
business and a system.
During systems design, fact-finding becomes
technical as the analyst attempts to learn more
about the technology selected for the new
system.
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 Fact Finding
• Strategy
– To waste your end-users' time is to waste your
company's money.
To make the most of the time that you spend with
end-users, don't jump right into interviews.
First collect all the facts you can by using other
methods.

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 Fact Finding - Requirements Gathering

Four common fact-finding techniques

Sampling of existing documentation,
forms, and databases.
Research and Internet site visits.
Observation of the work environment.
Questionnaires

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 Sampling
• From Existing Documentation
– The first document the analyst should seek
out is the organizational chart.
– Trace the history that led to the project.
• To accomplish this, the analyst may want to
collect and review documents that describe the
problem. These include:
Interoffice memoranda, studies, minutes, suggestion
box notes, customer complaints, and reports that
document the problem area.

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 Sampling
• From Existing Documentation (Cont’d)
• Collect and review documents (cont’d)
Accounting records, performance
reviews, work measurement reviews,
and other scheduled operating reports.
Information systems project requests –
past and present.

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 Sampling
• From Existing Documentation (Cont’d)
• Check for documentation of previous system
studies and designs performed by systems analysts
and consultants. This documentation may include:
– Various types of flowcharts and diagrams.
– Project dictionaries or repositories
– Design documentation, such as inputs, outputs, and
databases.
– Program documentation.
– Computer operations manuals and training manuals.

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 Sampling
• From Existing Documentation (Cont’d)
– All documentation collected should be
analyzed to determine currency of the info.
– Don't discard outdated documentation.
• Just keep in mind that additional fact-finding will
be needed to verify or update the facts collected.
– As you review existing documents, take
notes, draw pictures, and use systems
analysis and design tools to model what you
are learning or proposing for the system.
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 Sampling
• Document and File Sampling
– Because it would be impractical to study
every occurrence of every form, analysts
normally use sampling techniques to get a
large enough cross section to determine what
can happen in the system.
• Sampling is the process of collecting sample
documents, forms, and records.

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 Research and Internet Site Visits
• Introduction
– A second fact-finding technique is to
thoroughly research the application and
problem.
• Computer trade journals and reference books are a
good source of information.
• Exploring the Internet via your personal computer
can provide you with a immeasurable amounts of
information.
• Corporations use Internet technology as an effective
means of communicating with their employees.

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 Research and Internet Site Visits
• Introduction (Cont’d)
– A similar type of research involves visiting
other companies or departments that have
addressed similar problems.
– Memberships in professional societies such
as Data Processing Management Association
(now known as AITP), or Association For
Information Systems (AIS) among others can
provide a network of useful contacts.

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 Observation of the Work Environment
• Introduction
– Observation is one of the most effective data-
collection techniques for obtaining an
understanding of a system.
• Observation is a fact-finding technique wherein
the systems analyst either participates in or
watches a person perform activities to learn about
the system.

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 Observation of the Work Environment
• Introduction (Cont’d)
– This technique is often used when the
validity of data collected through other
methods is in question or when the
complexity of certain aspects of the system
prevents a clear explanation by the end-users.

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 Observation of the Work Environment
• Collecting Facts by Observing People at Work
– Observation Advantages:
• Data gathered by observation can be highly
reliable.
• The systems analyst is able to see exactly what is
being done.
• Observation is relatively inexpensive compared
with other fact-finding techniques.
• Observation allows the systems analyst to do work
measurements.

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 Observation of the Work Environment
• Collecting Facts (Cont’d)
– Observation Disadvantages:
• Because people usually feel uncomfortable when
being watched, they may unwittingly perform
differently when being observed.
• The work being observed may not involve the level
of difficulty or volume normally experienced
during that time period.
• Some systems activities may take place at odd
times, causing a scheduling inconvenience for the
systems analyst.
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 Observation of the Work Environment
• Collecting Facts (Cont’d)
– Observation Disadvantages: (continued)
• The tasks being observed are subject to various
types of interruptions.
• Tasks may not always be performed in the manner
in which they are observed by the systems analyst.
• If people have been performing tasks in a manner
that violates standard operating procedures, they
may temporarily perform their jobs correctly while
you are observing them.
– In other words, people may let you see what they want
you to see.
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 Observation of the Work Environment
• Guidelines for Observation
– Observation should first be conducted when
the work load is normal.
• Afterward, observations can be made during peak
periods to gather information for measuring the
effects caused by the increased volume.
• The systems analyst might also obtain samples of
documents or forms that will be used by those
being observed.

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 Observation of the Work Environment
• Guidelines for Observation (Cont’d)
• Work sampling is a fact-finding technique that
involves a large number of observations taken at
random intervals.
– This technique is less threatening to the people being
observed because the observation period is not
continuous.
– When using work sampling, you need to predefine the
operations of the job to be observed, then calculate a
sample size as you did for document and file sampling.
– Make that many random observations, being careful to
observe activities at different times of the day.

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 Observation of the Work Environment
• Guidelines for Observation (Cont’d)
• Word Sampling (cont’d)
– By counting the number of occurrences of each
operation during the observations, you will get a feel for
how employees spend their days.
– With proper planning completed, the actual
observation can be done.
• Effective observation is difficult to carry out
however, the following guidelines may help you
develop your observation skills:
– Determine the who, what, where, when, why, and how
of the observation.
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 Observation of the Work Environment
• Guidelines for Observation (Cont’d)
• Observation Guidelines (cont’d)
– Obtain permission from appropriate supervisors or
managers.
– Inform those who will be observed of the purpose of the
observation.
– Keep a low profile.
– Take notes during or immediately following the
observation.
– Review observation notes with appropriate individuals.
– Don't interrupt the individuals at work.
– Don't focus heavily on trivial activities.
– Don't make assumptions.
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 Questionnaires
• Introduction
– Questionnaires are special-purpose
documents that allows the analyst to collect
information and opinions from
respondents.
• The document can be mass produced and
distributed to respondents, who can then
complete the questionnaire on their own time.
– Questionnaires allow the analyst to collect
facts from a large number of people while
maintaining uniform responses.
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 Questionnaires
• Collecting Facts by Using Questionnaires
– Advantages:
• Most questionnaires can be answered quickly.
– People can complete and return questionnaires at their
convenience.
• Questionnaires provide a relatively inexpensive
means for gathering data from a large number of
individuals.

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 Questionnaires
• Collecting Facts by Using Questionnaires
– Advantages (Cont’d):
• Questionnaires allow individuals to maintain
anonymity.
– Individuals are more likely to provide the real facts, rather
than telling you what they think their boss would want
them to.
• Responses can be tabulated and analyzed quickly.
– Disadvantages:
• The number of respondents is often low.
• There's no guarantee that an individual will answer or expand
on all of the questions.
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 Questionnaires
• Collecting Facts (Cont’d)
– Disadvantages (Cont’d):
• Questionnaires tend to be inflexible.
– There's no opportunity for the systems analyst to obtain
voluntary information from individuals or to reword
questions that may have been misinterpreted.
• It's not possible for the systems analyst to observe and
analyze the respondent's body language.
• There is no immediate opportunity to clarify a vague or
incomplete answer to any question.
• Good questionnaires are difficult to prepare.

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 Questionnaires
• Types of Questionnaires (free & fixed formats)
– Free-format questionnaires:
• Free-format questionnaires offer the respondent
greater latitude in the answer. A question is asked,
and the respondent records the answer in the space
provided after the question.
• The analyst should phrase the questions in simple
sentences and not use words -- such as good -- that
can be interpreted differently by different
respondents.
• The analyst should ask questions that can be
answered with three or fewer sentences.
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 Questionnaires
• Types of Questionnaires (Cont’d)
– Fixed-format questionnaires:
• Fixed-format questionnaires contain questions
that require specific responses from individuals.
– Given any question, the respondent must choose from
the available answers.
– This makes the results much easier to tabulate.
– On the other hand, the respondent cannot provide
additional information that might prove valuable.
• Example: Multiple Choice, True/False, Rating
• Design Questionnaire 1st
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 Fact-Finding Ethics
• Introduction
– Often during your fact finding exercises you
may come across or be analyzing information
which is sensitive in nature.
– The analyst must take great care to protect
the data they have been entrusted with.
– Most computer professional societies have a
code of conduct and code of ethics their
members must adhere to and abide by in the
way to conduct business.
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