Occupational Standard: Hardware and Network Servicing Level III

Unit Title Gather Data on Business Requirements

Unit Code ICT HNS3 01 0811

1. IDENTIFY KEY INFORMATION SOURCES

A good starting point in getting information for business decision is your own business. If your
business collects, classify and store data in any useful format, the process will be much easier.
However, if your company has big amounts of data, where some of them are unwanted or
useless, it can be a time-consuming process to find something relevant to the specific decision
making process.

1.1 Information repositories are identified across the business

Information is one of the most important resources for your company. If in the past, we talk
only about human, financial and material resources, today we cannot exclude information as a
resource. Information is something that creates knowledge in your business, and knowledge
increases your business potential energy.
Business information comes in general surveys, data, articles, books, references, search-
engines, and internal records that a business can use to guide its planning, operations, and the
evaluation of its activities. Such information also comes from friends, customers, associates,
and vendors. Published sources may be daily newspapers; financial, trade, and association
magazines; databases, government statistics, directories, technical manuals, and much else. In
effect, since "information" is defined more by context than by content, business information is
whatever information helps a business know its environment.
Business information is of tremendous value in problem solving and strategic planning:
Information can be used to evaluate the marketplace by surveying changing tastes and needs,
monitoring buyers' intentions and attitudes, and assessing the characteristics of the market.
Information is critical in keeping tabs on the competition by watching new product
developments, shifts in market share, individual company performance, and overall industry
trends.
1.2 Current organizational documentation are reviewed
Organizational documentation may include but not limited to:
i.Business forms:
Choosing a legal structure (or business form) is one of the first things you will do when you
start your business. The main types of business forms include sole proprietorships,
partnerships, corporations, and limited liability companies (LLCs), each with their own
advantages and drawbacks.
Sole Proprietorship
A sole proprietorship is the most common form of business organization. It's easy to form
and offers complete control to the owner. But the business owner is also personally liable for
all financial obligations and debts of the business. As a sole proprietor you can operate any
kind of business as long as you are the only owner. It can be full-time or part-time work.
Partnership
A partnership is the relationship existing between two or more persons who join to carry on
a trade or business. Each person contributes money, property, labor or skill, and expects to
share in the profits and losses of the business.
Each partner reports his share of the partnership net profit or loss on his personal tax return.
Partners must report their share of partnership income even if a distribution is not made.
Partners are not employees of the partnership and so taxes are not withheld from any
distributions. Like sole proprietors, they generally need to make quarterly estimated tax
payments if they expect to make a profit.
Corporation
A corporate structure is more complex than other business structures. It requires complying
with more regulations and tax requirements.
Corporations are formed under the laws of each state and are subject to corporate income tax
at the federal and state level. In addition, any earnings distributed to shareholders in the form
of dividends are taxed at the individual tax rates on their personal annual tax returns.
The corporation becomes an entity that handles the responsibilities of the business. Like a
person, the corporation can be taxed and can be held legally liable for its actions. If you
organize your business as a corporation, you are generally not personally liable for the debts
of the corporation. (Exceptions may exist under state law.)
 Limited Liability Company
A Limited Liability Company (LLC) is a relatively new business structure allowed by state
statute.
LLCs are popular because, similar to a corporation, owners have limited personal liability for
the debts and actions of the LLC. Other features of LLCs are more like a partnership,
providing management flexibility and the benefit of pass-through taxation.
Owners of an LLC are called members. Since most states do not restrict ownership, members
may include individuals, corporations, other LLCs and foreign entities. Most states also
permit "single member" LLCs, those having only one owner.
ii.Policy documents:
A policy document specifies the rules, guidelines and regulations that your organization
requires employees to follow. Policies also reflect the values and ethics your business holds
dear. ... Writing a policy framework for your business makes it clear to employees how they
should behave at work.
iii.Financial statements:
Financial statements are written records of a business's financial situation. They include
standard reports like the balance sheet, income or profit and loss statements, and cash
flow statement.
iv.Performance reports:
A detailed statement that measures the results of some activity in terms of its success over a
specific time frame. For example, an annual performance report might be produced for each
employee of a business, or such a report might help management assess the success of a project
or product and how well budgetary constraints were adhered to.
v.Annual reports:

An annual report is a comprehensive report on a company's activities throughout the preceding

year. Annual reports are intended to give shareholders and other interested people information
about the company's activities and financial performance.
1.3 Critical questions are developed to elicit information from key stakeholders using a
mixture of open and closed questions
1.4 Information gathering techniques are ensured to use a quality assurance methodology
and meet budgetary constraints
 Information gathering techniques may include but not limited to:
a) Interviews:
An interview is essentially a structured conversation where one participant asks questions, and
the other provides answers. In common parlance, the word "interview" refers to a one-on-one
conversation between an interviewer and an interviewee.
4 Types Of Interviews (And How To Prepare For Them)
1.One to one interviews
One to one interviews are by the far most common interview type you’ll be likely to face. This is
normally because one to one interviews are the default style that many companies will use for the
majority of their roles.
However, one to one interviews can be broken down into two varieties but they do also combine
into one for many companies. The first subtype of one to one interviews is the structured
approach. Here, you’ll be asked a predetermined set of questions that are designed to effectively
evaluate your skills in areas that are relevant to the position you’ve applied for.
Though it’s not commonly seen, you may be walking into a one to one unstructured interview. In
this situation, the interviewer will ask you a wide range of questions and the interview may seem
more like a friendly conversation. In reality, this method alone isn’t very good at determining
candidates’ capabilities so you may just get a little bit of this at the end of a structured interview.
2.Behavioural interviews
An interviewer has one main priority and that’s to ensure they only select the right person for the
job. This is where behavioural interview types can come in handy for uncovering a candidate’s
past to predict how future situations might play out. Obviously, this isn’t an interviewer getting
out a crystal ball but they will ask you some difficult questions.
Prepare to be asked about your worst professional mistakes or any workplace confrontations.
Don’t be afraid to speak the truth as long as you carefully describe the situation, how you
overcame it and the lessons you learned from it.
If your interviewer is a human being they will understand that everyone makes mistakes and has
to deal with problem from time to time. This type of interview isn’t designed to trip you up, it’s
designed to see if you’ve learned from life lessons when you’ve have the chance.
3.Situational interviews
While behavioural interviews are designed to predict your future behaviour from your past
performance, situational interviews focus solely on your future performance. Preparing for an
interview of this type can be more challenging as you will probably be given a hypothetical
problem to solve.
Interviewers are really trying to see how you handle a challenging problem or a difficult moment
in the workplace. Try to imagine being in a stressful position at your new job where you may be
in a position of blame, have to be the bearer of bad news or overcome a highly stressful situation.
Make sure you answer the question honestly, concisely and include any terms that are relevant to
your role. The key here is remembering to remain calm and maintain a very direct approach to
the problem.
4.Case interviews
When a company wants to know how you would solve a specific business problem they will
likely invite you in for a case interview. These types of interviews typically require you to think
on the spot like a situational interview or prepare a presentation for evaluation
b) Questionnaires:
A Questionnaire is a structured form, either written or printed, consists of a formalized set of
questions designed to collect information on some subject or subjects from one or more
respondents. A questionnaire is a research instrument that consists of a set of questions or other
types of prompts that aims to collect information from a respondent. A research questionnaire is
typically a mix of close-ended questions-Multiple-choice questions are a close-ended question
type in which a respondent has to select one (single select multiple choice question) or many
(multiselect multiple choice question) responses from a given list of options, and open-ended
questions. Open-ended, long-form questions offer the respondent the ability to elaborate on their
thoughts.
c) Surveys :
A Survey is defined as a research method used for collecting data from a pre-defined group of
respondents to gain information and insights on various topics of interest. Surveys have a variety
of purposes and can be carried out in many ways depending on the methodology chosen and the
objectives to be achieved.
d) Observation:
Observation is a market research technique in which highly trained researchers generally watch
how people or consumers behave and interact in the market under natural conditions. It is
designed to give precisely detailed and actual information on what consumers do as they interact
in a given market niche.

2. GATHER DATA THROUGH FORMAL AND INFORMAL PROCESSES

Formal vs informal data collection
It is important to note that usually, in formal (i.e., structured) surveys, only one respondent is
interviewed at a time, whereas in informal (i.e., unstructured) surveys, respondents may be
interviewed individually' or quite often, as a group.
There are two general categories of assessments: formal and informal. Formal assessments
have data which support the conclusions made from the test. We usually refer to these types of
tests as standardized measures. ... Informal assessments are not data driven but rather content
and performance driven
2.1 Information gathering workshops and interviews are conducted to gather data
2.2 Reports and other data sources are reviewed for relevant business information
2.3 Business-critical factors relating to current and future directions of the organization are
confirmed with stakeholders

Business-critical factors:
 response times
 scalability
 traffic
 data knowledge and management
 security
 customer demographics
 customer confidence

 expectations

Stakeholders may include but not limited to:

 sponsor
 user
  development team

 project team
The role of stakeholders and the degree of stakeholder involvement (e.g. when specifying people
(especially the owner, sponsor and those that will contribute to defining the requirements and
using the system), and roles of client users are identified)
2.4 Group and individual responses are analyzed to clearly define business priorities

3. Ensure analysis is accurate and complete

 ensuring analysis is accurate and complete
3.1 Information gathered are analyzed and evaluated for accuracy and consistency
3.2 Document conflicts in information are gathered
3.3 Conflicts in information or points of view are resolved with stakeholders
4. Submit analysis and gain agreement
Submitting analysis and gained agreement
4.1 Detailed document according to documentation standards and organizational templates are
prepared
Documentation standards may include but are not restricted to
 Policy relating to sign-off
 Storage
 Distribution
 Revision Standards may include ISO/IEC/AS standards, organizational standards, project
standards

May include tools for documenting (e.g. word processing packages, desktop publishing
packages)

4.2 Document in a style are written that is succinct (Concise/ brief) and appropriate to the
audience
4.3 Data gathered are communicated to client to gain consensus and agreement on business
requirements
Client may include but is not limited to

 Internal departments

 External organizations

 Individual people

 Employees
Client business domain, so that the business need is understood by project team and client