MODULE 3

INFORMATION GATHERING

Contents

3.1 Strategy to gather information

3.2 Methods of gathering information
3.3 Case study –hostel information system
3.4 Systems requirements specifications
3.5 Classifications of requirements to operational,tactical,strategic

Systems Analysis And Design © V. Rajaraman

 MOTIVATION
ƒ The Information system designed for an organization
must meet the requirements of the end users
of the organization.
ƒ To obtain what an end user expects from the Information
System the designer must gain complete knowledge of
the organization’s working.
ƒ It is important for the student to know the information
gathering techniques so that no information is
overlooked and the nature and functions of an
organization are clearly understood

Systems Analysis And Design © V. Rajaraman 1 of 30 of module3

 MOTIVATION

ƒ The main purpose of gathering information is to determine

the information requirements of an organization

ƒ Information requirements are often not stated precisely

by management
ƒ Analyst’s responsibility to prepare a precise Systems
Requirements Specifications understood(SRS) by
users
ƒ SRS document is a vital document before starting a
project

Systems Analysis And Design © V. Rajaraman 2 of 30 of module3

 LEARNING GOALS

ƒ Strategy to gather information for computerization.

ƒ Various sources of information.

ƒ Methods of searching for information.

ƒ Interviewing techniques to gather information from

line managers to top management.

ƒ Methods of consensus for formulating requirements.

Systems Analysis And Design © V. Rajaraman 3 of 30 of module3

 LEARNING GOALS

ƒ Use of document flow diagrams to depict flow of

documents in an organization

ƒ Specification of Operational,Tactical and strategic

information which will be provided by the system

ƒ Use of dataflow diagrams to specify flow of records

and how they will be processed to create reports

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 INFORMATION GATHERING STRATEGIES

ƒ Identify Information sources

ƒ Evolve a method of obtaining information from

the identified sources.

ƒ Use Information flow model of organization.

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 INFORMATION SOURCES

ƒ Users of System
ƒ Forms and Documents used in the organization
ƒ Procedure manuals, rule books etc.
ƒ Reports used by the organization
ƒ Existing computer programs(If Any).

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 INFORMATION SOURCES

ƒ Interviews are very important

ƒ Use organization chart
ƒ Understand the importance of the people who
operate the system-Clerks,Line managers.
ƒ Gather information from Middle level persons who
have lot of experience
ƒ Gather both qualitative and quantitative
information & Observe how the organization works.
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 INFORMATION GATHERING METHODS

Searching for information

ƒ Individual Interviews
ƒ Group discussions
ƒ Several Interviews needed.

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 PLANNING AN INTERVIEW

ƒ Make a list of people to be interviewed and in what order

ƒ Plan and note down a list of questions to be asked
ƒ Plan several interviews with same person-mainly to
clarify doubts
ƒ Interview groups as appropriate

Systems Analysis And Design © V. Rajaraman 9 of 30 of module3

 INTERVIEWING TECHNIQUE

ƒ Make appointment
ƒ Allot time
ƒ Read background material
ƒ State purpose of interview
ƒ Be punctual and pay attention to what user says
ƒ Do not use computer jargon

SystemsAnalysis And Design © V. Rajaraman 10 of 30 of module3

 INTERVIEWING TECHNIQUE

ƒ Obtain both quantitative and qualitative Information

ƒ Discriminate between essential and desirable requirements
ƒ State what you understand and get it confirmed
ƒ Do not prolong interview
ƒ Summarize information gathered and get it checked by the
interviewee

Systems Analysis And Design © V. Rajaraman 11 of 30 of module3

 USE OF QUESTIONNAIRES

ƒ Questionnaires useful for statistical data collection

ƒ Useful when large number of persons have to respond
ƒ Make questionnaires short
ƒ Design questionnaires by enumerating objectives and
data needed to meet the objectives
ƒ Several follow-ups/personal interviews may be required to
get questionnaires back from respondents

Systems Analysis And Design © V. Rajaraman 12 of 30 of module3

 INFORMATION GATHERING OTHER METHODS

ƒ Existing system(If any)

ƒ Systems in similar organization
ƒ Observe workflow in workplace
ƒ Case repository in own organization

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 SYSTEM REQUIREMENTS SPECIFICATION

ƒ System requirements specification specifies what

Information requirements will be provided.
ƒ It does not specify how the system will be designed
ƒ SRS is obtained after excessive discussions with the
user.
ƒ Developing SRS is most important and difficult task of
a Systems analyst

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 SYSTEM REQUIREMENTS SPECIFICATION

How SRS is Developed

ƒ Analyst examines the current system if any.

ƒ Analyst finds out the shortcomings of the system as
seen by the user.
ƒ Analyst’s aim is to develop SRS which is
understandable by the user and which can be used for
detailed design of the system.

Systems Analysis And Design © V. Rajaraman 15 of 30 of module3

 SYSTEM REQUIREMENTS SPECIFICATION
Ideal characteristics of SRS
ƒ Complete and Unambiguous.
ƒ Specifies operational,tactical, and strategic
information requirements
ƒ Eliminates possible later disputes between users
and Analyst
ƒ Uses Graphical aids understood by users who are
not computer literate and will also be useful in
design.
ƒ Jargon Free.
Systems Analysis And Design © V. Rajaraman 16 of 30 of module3
 FROM WORD STATEMENT TO SRS

• Narratives of requirements by users too long and imprecise

• Needs conversion to precise specifications
• Step1: Analyse statement
Step2: Identify physical entities such as vendors,
receiving office, Inspection office etc.
Step3:Identify documents which are received/sent by
each office
Step4:Draw a physical document

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 DEVELOPING A DOCUMENT FLOW DIAGRAM

EXAMPLE WORD STATEMENT

“Our company receives many items from several vendors each
accompanied by a delivery note.A receiving office receives the
item and checks the delivery note with corresponding order.
Any discrepancy is reported to purchase office.The items received
along with items received note (with details of items) is sent to the
inspection office.”
ENTITIES IDENTIFIED-Vendors,Receiving office,Inspection office
DOCUMENTS IDENTIFIED-Delivery note,discrepancy note,Items
Received note.

Using these a document flow diagram is drawn

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 SYSTEM REQUIREMENTS SPECIFICATION

Graphical Specification Tools

ƒ Physical document flow diagram.
ƒ Logical Data flow Diagram (abbreviated as DFD)
ƒ Document flow diagram depicts various entities or offices &
documents generated/transmitted by these entities
ƒ Entities represented by Rectangles, Document flow by lines,
direction is shown by arrows.
ƒ Document flow lines are labeled by name of the document
ƒ Dashed lines used to depict flow of physical items.
ƒ Document flow diagram depicts various entities and documents
generated and/or transmitted by these entities
Systems Analysis And Design © V. Rajaraman 19 of 30 of module3
 DOCUMENT FLOW DIAGRAM

Delivered Items

Vendor Receiving Inspection office

Office
Delivery note Items
Discrepancy Received
note note

Purchase Office

ƒ Entities in the Document flow diagram given above are Vendor, Receiving
office, Inspection office and purchase office

ƒ Documents are:Delivery note,items received note and discrepancy note

ƒ Physical flows are delivered items

Systems Analysis And Design © V. Rajaraman 20 of 30 of module3

 DOCUMENT FLOW DIAGRAM (CONTD)

Delivered Items Delivered Items

Vendor Receiving Inspection office

Office
Delivery note Items
Discrepancy Received
note note

Purchase Office

The diagram is interpreted as follows:

1) Vendors deliver items to receiving office accompanied by a delivery note
2) Receiving Office sends items to inspection office along with an items
received note
3) Receiving office sends discrepancy note to Purchase office
ENTITIES: Vendor,Receiving office,Inspection office and purchase office
DOCUMENTS : Delivery note,Items received note and discrepancy note

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 DATA FLOW DIAGRAM (DFD)

ƒ DFD also has entities and data flows

ƒ Besides this DFD specifies processing
performed by some of the entities
ƒ Data flow diagrams specify which entities
generate documents
ƒ Details of documents and their flow
ƒ Processing performed by some entities
ƒ Data stores which are referred while
processing data and in which processed data
may be written or stored

Systems Analysis And Design © V. Rajaraman 22 of 30 of module3

 DATA FLOW DIAGRAM (DFD)

Inspection
Receiving Items Office
Vendor Process
Delivery Received
note note

Orders Purchase
Office
Discrepancy
note
•Entities are, originators of data and “consumers” of data
•Vendor,Inspection office and purchase office are entities in the above
diagram
•Data flows are delivery note,items received note and discrepancy note
•A circle is used to depict a process
•A pair of parallel lines depict a store

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 DATA FLOW DIAGRAM (CONTD)

Inspection
Receiving Items Office
Vendor Process
Delivery Received
note note

Orders Purchase
Office
Discrepancy
note
1) Data in a store may be read by a process
2) Processed data may also be written in a store
3) Circles depicting process are detailed separately using “ Structured English
Algorithms” Or decision tables
4) Data flows are expanded to detail the data elements
5) Contents of the data stores are also detailed

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DATA ELEMENTS IN DATA FLOW & STORE

Delivery note:
Order no,Vendor code,Vendor name and address,Item name,
Item code,Delivery date,Quantity supplied,units.
Items Received note:
Order no,Item name,Item code,Delivery date,quantity
supplied,units.
Discrepancy note:
Order no,Vendor code,Vendor name and address,Item name,
Item code,Order date, Delivery date,quantity supplied,units,
excess/deficiency,No of days late/early.
Receiving office order file
Order no,Order date,Item name,Item code,Vendor code,Vendor
Name and address,Quantity ordered,delivery period.

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 PROCESSING RULE
English statement
1. Compare order no in delivery note with that in order file. If no
match return item to vendor.
2. If order no matches then compare item codes, if no match return
item to the vendor.
3. If order number matches compare qty delivered with quantity
ordered. If excess or deficient send discrepancy note to purchase
office.
4. If order number matches compare date of delivery with expected
date.If late or early send discrepancy note to purchase office.
5. In case3 and case4 send items received note to inspection office

The above statements are shown to the user for his approval.

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 OPERATIONAL,TACTICAL AND STRATEGIC
INFORMATION

For this simple examples are:

OPERATIONAL: Automatic checking of delivery against order and

create discrepancy note.Note discrepancy (if any) of each order.

TACTICAL:Evolve vendor performance index based on discrepancy

in supplies and quality inspection.

STRATEGIC:Use performance index to decide proportion of order for

an item to be placed with each vendor.Develop new vendors if all
existing vendors performance are poor.

Systems Analysis And Design © V. Rajaraman 27 of 30 of module3

 STEPS IN SYSTEM ANALYSIS AND DESIGN

Study
User stated current
requirements system

Physical document flow diagram

Design
Logical
system

Logical data flow diagram

New
System New logical
Feasibility DFD
document model

Descriptive
Statement of Data Dictionary
Information Processing
rules

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 MODULARIZING REQUIREMENTS
SPECIFICATIONS
SRS Document

SRS Document now consists of:

ƒ Document flow diagrams(as many as needed).
ƒ Data Flow Diagrams.
ƒ Data elements of each data flow and Data Store

Systems Analysis And Design © V. Rajaraman 29 of 30 of module3

 MODULARIZING REQUIREMENTS
SPECIFICATIONS

SRS Document ( Continued)

ƒ Processing rules carried out in each circle of DFD.

ƒ A descriptive statement of operational,tactical,strategic
information will be provided
ƒ A data dictionary which consolidates all data elements
in the document and data store.

Systems Analysis And Design © V. Rajaraman 30 of 30 of module3