Information Gathering: Interactive Methods

Major Types
Question format Interviewing techniques Joint Application Design (JAD) Questionnaires

Interviewing
Interviewing is an important method for collecting data on information system requirements Interviews reveal information about: a. Interviews opinions. b. Interviewee feelings. c. About the current state of the system. d. Organizational and personal goals. e. Informal procedures.

Planning the Interview

Five steps in planning the in interview are: Reading background material. Establishing interview objectives Deciding whom to interview Preparing the interviewee Deciding on question types and structure

Question Types
There are two basic types of interview questions: Open-ended Closed

Open- Ended Questions

Open-ended interview questions allow interviewees to respond how they wish, and to what length they wish Open-ended questions are appropriate when the analyst is interested in breadth and depth of reply

Advantages of Open-Ended Questions Eight benefits of open-ended questions are: Puts the interviewee at ease Allows the interviewer to pick up on the interviewees vocabulary Reflect education, values, attitudes, and beliefs Provides richness of detail Reveals avenues of further questioning that may have gone untapped. Provides more interest for the interviewee Allows more spontaneity Makes phrasing easier for the interviewer Useful if the interviewer is unprepared

Disadvantages of Open-Ended Questions The five drawbacks include: May result in too much irrelevant detail Possibly losing control of the interview May take too much time for the amount of useful information gained Potentially seeming that the interviewer is unprepared Possibly giving the impression that the interviewer is on a fishing expedition Closes Interview Questions Closed interview question limit the number of possible responses Close interview questions are appropriate for generating precise, reliable data that is easy to analyze The methodology is efficient, and it requires little skill for interviewers to administer Benefits of Closed Interview Questions Six benefits are: Saving interview time Easily comparing interviews Getting to the point Keeping control of the interview Covering a large are quickly Getting to relevant data Disadvantages of Closed Interview Questions Four drawbacks of closed interview questions include: Boring for the interviewee Failure to obtain rich detailing Missing main ideas Failing to build rapport between interviewer and interviewee Attributes of Open-ended and Closed Questions Bipolar Questions and Probes Bipolar questions are those that may be answered with a yes or no or agree or disagree Bipolar questions should be used sparingly Probing Questions Probing Questions elicit more detail about previous questions The purpose of probing questions is: a. To get more meaning b. To clarify c. To draw out and expand on the interviewees point Question Sequencing The three basic ways of structuring interviews are: Pyramid, starting with closed questions and working toward open-ended questions Funnel, starting with open-ended questions and working toward closed questions Diamond, starting with closed, moving toward open-ended, and ending with closed questions

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 Funnel Structure Begins with generalized, open-ended questions Concludes by narrowing the possible responses using closed questions Provides an easy, nonthreatening way to begin an interview Is useful when interviewee feels emotionally about the topic Diamond Structure A diamond-shaped structure begins in a very specific way Then more general issues are examined Concludes with specific questions Combines the strength of both the pyramid and funnel structures Takes longer than the other structures Closing the Interview Always ask Is there anything else that you would like to add? Summarize and provide feedback on your impressions Ask whom you should talk with next Set up any future appointments Thank them for their time and shake hands Interview Report Write as soon as possible after the interview Provide an initial summary, then more detail Review the report with the respondent Joint Application Design (JAD) Joint Application Design (JAD) can replace a series of interviews with the user community JAD is a technique that allows the analyst to accomplish requirements analysis and design the user interface with the users in a group setting. When to Use JAD JAD may be used when: Users are restless and want something new The organizational culture supports joint problem-solving behaviors Analyst forecast an increase in the number of ideas using JAD Personnel may be absent from their jobs for the length of time required JAD Personnel JAD involves: Analyst

Users Executives Observers Scribe Session leader

Benefits of JAD The potential benefits of using JAD are: Time is saved, compared with traditional interviewing Rapid development of systems Improved user ownership of the system Creative idea production is improved Drawbacks of using JAD Potential drawbacks of using JAD are: JAD requires a large block of time to be available for all session participants If preparation is incomplete, the session may not go very well If the follow-up report is incomplete, the session may not be successful The organizational skills and culture may not be conductive to a JAD session Questionnaires Questionnaires are useful in gathering information from key organization numbers about: Attitudes Beliefs Behaviors Characteristics When to Use Questionnaire Questionnaires are valuable if: Organization members are widely dispersed Many members are involved with the project Exploratory work is needed Problem solving prior to interviews is necessary Question Types Questions are designed as either: Open-ended a. Try to anticipate the response you will get b. Well suited for getting opinions Closed a. Used when all r=the options may be listed b. When the options are mutually exclusive Open-Ended and Closed Questions Questionnaire Language Questionnaire language should be: Simple Specific

Free of bias Not patronizing Technically accurate Addressed to those who are knowledgeable Appropriate for the reading level of the respondent

Measurement Scales The two different forms of measurement scales are: Nominal Interval Nominal Scales Nominal Scales are used to classify things into categories It is the weakest form of measurement Data may be totaled Interval Scales An interval scales is used when the intervals are equal There is no absolute zero Examples of interval scales include the Fahrenheit or centigrade scale Validity and Reliability Questionnaires must be valid and reliable Reliability of scales refers to consistency in response- getting the same results if the same questionnaire was administered again under the same conditions Validity is the degree to which the question measures what the analyst intends to measure Problems with Scales There are three problems associated with poorly constructed scales Leniency Central tendency Halo effect Leniency Caused by easy raters Solution is to move the average category to the left or right of center Central Tendency Central tendency occurs when respondents rate everything as average Improve by making the differences smaller all the two ends Adjust the strength of the descriptions Create a scale with more points Halo Effect When the impression formed in one question carries into the next question

Solution is to place one trait and several items on each page

Designing the Questionnaire Good response rates can be achieved with consistent control of questionnaire Allow ample white space Allow ample space to write or type in responses Make it easy for respondents to clearly mark their answers Be consistent in style

Order of Questions Place most important questions list Cluster items of similar content together Introduce less controversial questions first Web Form Questionnaires Controls (fields) used on Web forms: Single line text box Scrolling text box, used for one or more paragraphs or text Check box for mutually exclusive yes-no or true-false answers Drop-down menu for selection from a list Submit or Clear buttons Methods of Administering the Questionnaire Methods of administering the questionnaire include: Convening all concerned respondents together at one time Personally administering the questionnaire Allowing respondents to self-administer the questionnaire Mailing questionnaires Administering over the Web or via email Electronically Submitting Questionnaires Administering a questionnaire electronically has the following benefits: Reduced costs Collecting and storing the results electronically