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MODULE TITLE: Gathering Data to Identify Business Requirements

NOMINAL DURATION: 30 hrs
LO1. Identifying the key information sources
1.1 Introduction to the module
#information sheet 1
A.1.1 Overview of information
In computing science, Information refers to the output (processed data) or result of the processing task.
Data on its own may have no meaning, and only when interpreted by some kind of data processing system, it may take on
meaning and become information.
I.e.: Information is a collection of meaningful facts and figures that can be used as a base for guidance and decision making.
- Information is necessary for each action we take and the decisions we make.
- The value of information can be measured by its:
 Accuracy - The information must be clear and accurately reflect the meaning of the data.
If information is inaccurate, it leads to wrong decision which in turn results in investment of unnecessary time, energy and cost.
 Timeliness - The right information must be delivered to the right person at the right time.
- This refers to getting information within the needed time.
- The objective of data processing is “getting the right information to the right person at the right time ”.
 Meaningfulness -The information produced by the data processing system must be meaningful to the people.
- The information must be appropriate and relevant to the user’s needs.
A.1.2 Documentary sources
 Sources of information
Information can be obtained from various sources but generally we can classify the sources into two categories.
A. Documentary sources
B. Non-documentary sources
A. Documentary sources:
Documentary sources are written documents that are stored in different formats. These sources can further be classified as
primary, secondary and tertiary sources.
 Primary documentary sources are first published records of original research and development activities.
- It may also reflect a description of new application or new interpretation of an old idea.
- If a document represents unfiltered and original idea, it can be classifies under this category.
 Secondary documentary sources are those sources which are either compiled from or referred to primary source of
information in order to serve a particular purpose.
- Unlike the primary sources, the secondary documentary sources of information have filtered, organized, digested
and repackaged information. Examples include: indexes, textbooks, reference books etc.
 Tertiary documentary sources contain information that is refined or distilled and collected from primary and
secondary sources.
- Usually these sources are organized with the aim of assisting the search of information in the use of primary and
secondary sources.
B. Non-documentary sources
Non-Documentary sources are information that is not contained in written format.
Example: - information that is transferred from generation to generation orally is considered to be a non-documentary source.
1.2 Identifying information repository
Repository commonly refers to a location for storage or a place or container in which things can be stored for safety.
Information repository is a central place where data is stored and maintained. Example: Information repository is like a library.
- A repository can be a place where multiple databases or files are located for distribution over a network, or it can be a
location that is directly accessible to the user without having to travel across a network.
Numerous organizations use information repositories to handle their data and may network with others to share material as
necessary. You will find repositories for government forms and data, maps, and even computerized data.
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1.3 Reviewing current organization document

The legal documents in the organization may incorporate:
. Business forms
. Policy documents
. Financial statements
. Performance reports
. Annual reports
A.3.1 Business forms
Form – A business document that contains some predefined data and may include some areas where additional data are to
be filled in. An instance of a form is typically based on one database record.
Report – A business document that contains a passive document used only for reading and viewing.
- A report typically contains data from many unrelated records or transactions.
A.3.2 Policy documents
The policy document is a formal document that is regarded as a legally binding document.
- The purpose, definitions and the responsibilities outlined within its content must be uphold/maintain in order to support
an individual.
A.3.3 Financial statements
A Financial Statement (is a document reporting business financial performance and resources.
- It is a formal record of the financial activities of a business, person, or other entity.
Some common financial statements are:
 A balance sheet, showing a business's assets, liability, and owner's equity or retained earnings.
 An income statement, showing the sales and expenses of a business over a period of time.
 A cash flow statement, showing the cash in and out of a business over a period of time.
Financial statements are usually compiled on a quarterly and annual basis.
A.3.4 Performance reports
A performance report is a report on the performance of something.
It is a statement that displays measurements of actual results of some person or entity's activity over some time period.
Such reports also will contain performance indicators which measure the achievements of the organisation and its
programmes.
A.3.5 Annual reports
An annual report is a comprehensive report on a company's activities throughout the preceding year.
The contents of annual report provide information about how well the business is doing financially, upcoming changes
projected for the next year, and the management staff of the company.
- Concerned parties, such as shareholders, can use an annual report to make important decisions.
- At a minimum, an annual report must include a balance sheet, a report from an independent auditor, an income
statement, and a general report on company operations.
1.4 Developing critical questions
A.4.1 Using open and close ended questions
Asking questions is a basic way to gather more information.
The reasons why you need to ask questions include:
. To gain Information - To gather additional information, someone may ask the concerned body in detail.
. To clarify and verify Information.
. To check for understanding and level of interest - For understanding and evaluation purpose, someone may
raise more questions.
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1. Open-ended questions
Open-ended questions are unstructured questions in which (unlike in a multiple choice questions) possible
answers are not suggested, and the respondent answers it in his or her own words. Such questions usually begin
with a how, what, when, where and why, and provide qualitative instead of quantitative information.
- Open-ended questions are reflexive questions.
Example: - What are the main tasks that you use your computer for?
- What would you like to do on your computer that you cannot do now?
- What factors you take into account when buying a vehicle?
- Tell me about your relationship with your boss
- What do you think about the two candidates in this election?
- What kind of information are you looking for?
2. Closed-ended questions
A closed-ended question is a type of question which encourages a short or single-word answer.
. It provides a set of answers from which the respondent must choose.
. Multiple choice questions are examples of closed-ended questions.
Example: - Can I help you?
- Can you give me an example?
- What operating system is installed on the computer?
- What main software do you use?
- Do you know how much memory your computer has?
- Is the computer connected to a network?
What is the difference between an open-end question and a close-end question?
* Open-ended questions usually have no real 'right' or 'wrong' answer. It is what you think.
* Close-ended questions have a definite 'correct'(‘yes’ or ‘no’) answer.
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LO2. Gather data through formal and informal process

#information sheet 2
2.1 Information gathering techniques
Information and Data gathering methods
There are a variety of cost associated different data gathering methods, and each have their own advantages and
disadvantages.
When determining requirements, the most common method of gathering data is the interview.
When you start your investigation, you will find that there is a wide variety of information sources available to you
such as organisational charts, internal memos and product catalogues.
In order to collect the right information, you may need to read many documents and interview many people
2.1.1 Questionnaires
A questionnaire is a research instrument consisting of a series of questions and other prompts for the purpose of
gathering information from respondents.
- Questionnaires are effective mechanisms for efficient collection of certain kinds of information.
- The standard questionnaire design is a set of questions with fixed alternatives. These alternatives should
have yes/no, multiple options or rank scaling.
- All the readers need to do is tick/choose or scale the most appropriate answer according to them.
Generally questionnaires have subjective/objective and qualitative/quantitative options depending on their type.
* Questionnaire serves four basic purposes:
i) To collect the appropriate data.
ii) To make data comparable and amenable to analysis.
iii) To minimize bias in formulating and asking question.
iv) To make questions engaging/attractive and varied.

Categories of data get from Questionnaires: Quantitative vs. qualitative data

You may need to source quantitative data or qualitative data.
Quantitative data can be measured. Sources include reports for decision making, performance reports, data capture
forms, and numeric results from surveys and statistical research. Quantitative data can be analysed using
mathematical equations and computation. Care needs to be taken to ensure that quantitative data is current and
reliable

Qualitative data is a record of thoughts, observations, opinions or words. Qualitative data often comes from asking
open-ended questions to which the answers are not limited by a set of choices or a scale. Qualitative data is
important to capture; it may be in the form of memos, procedure manuals, survey responses, workshop results or
policy guidelines. Care needs to be taken when analysing qualitative data to ensure that the information or data has
not been authored in a way to bias or politically motivate receivers of information.

Questionnaires are sometimes called surveys. A questionnaire involves questions written onto a form. The
respondent provides their response in the form.
Two common formats for questionnaires are free-format and fixed-format. A single questionnaire often includes
both formats.
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 Free-format questionnaires offer the respondent greater latitude in their answer. A question is asked, and
the respondent records the answer in the space provided after the question.
 Fixed-format questionnaires contain questions that require the selection of predefined responses from
individuals.
Questionnaires do not have to be paper-based. You may choose to distribute electronic questionnaires via e-mail.

2.1.2 Interviews
An interview is a conversation between two or more people (the interviewer and the interviewee) where
questions are asked by the interviewer to obtain information from the interviewee.
The interviewer can contextualise the response by observing body language.
Now let’s look at the most common steps that take place during the interviewing process.
1. Determining the people to interview
You need to determine the people that can best satisfy the answers to your questions. Organisational charts and job
specifications can help to identify appropriate people to interview.
2. Establishing objectives for the interview
you should determine the general areas to be discussed, then list the facts that you want to gather.
3. Developing the interview questions
Creating a list of questions include open and closed questions, helps you keep on track during the interview.
4. Preparing for the interview
Preparation is the key to a successful interview of goals or subject matters.
5. Conducting the interview
An interview can be characterised as having three phases: the opening, the body and the conclusion.
opening, the interviewer should explain the reason for the interview, what the interviewer expects to get out of the
interview, and motivate the interviewee to contribute to the interview.
body represents the most time-consuming phase where you obtain the interviewee's responses.
conclusion allows you to summarise your understanding of the data gathered during the interview. You should
express your appreciation for the interviewee's valuable time.
6. Documenting the interview
It is important that you transcribe your notes into a format that allows you to understand the information gained at
the interview.
7. Evaluating the interview
It is important to review your notes and transcript to identify any areas of problem, bias or errors.
2.1.3 Observation
Observation can be defined as the visual study of something or someone in order to gain information or learn about
behaviour, trends, or changes. This allows us to make informed decisions, adjustments, and allowances based on
what has been studied.
An observation is a method of data collection in which the situation of interest is watched and the relevant facts,
actions and behaviours are recorded.
2.1.4 Surveying
A survey is a data collection tool that used to gather information about individuals.
Surveys are commonly used in psychology research to collect self-report data from study participants.
A survey can be administered in a couple of:
- Structured interview - the researcher asks each participant the questions.
- Questionnaire, the participant fills out the survey on his or her own.
Advantages of Using Surveys
 Surveys allow researchers to collect a large amount of data in a relatively short period of time.
 Surveys are less expensive than many other data collection techniques.
 Surveys can be created quickly and administered easily.
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 Surveys can be used to collect information on a wide range of things, including personal facts, attitudes, past
behaviours and opinions.
2.2 Reviewing Reports and data sources
Reviewing report refers to the process wherein the proposed report is examined in detail for both its technical
content and its composition by the author, the author's supervisors, and the technical review committee or a single
reviewer.
A data source is simply a collection of records that is stored in the media.
A data source is any of the following types of sources for (mostly) digitized data:
 a database
o Data source is a special name for the connection set up to a database from a server.
 a computer file
A data source, also called a data file, is simply a collection of records that store data. This data is used to populate
merge fields in mail merges. These files can be databases from Access. In theory, any Open Database Connectivity
(ODBC) database can be used as a data source.
Actually, just about anything that can be organized by category heading, such as First Name, Last Name, Address,
etc., can be used as a data source.
2.3 Confirming Business critical factors
2.3.1 Response times
In technology, response time is the time a system or functional unit takes to react to a given input.
Response time may refer to Reaction time, the elapsed time between the presentation of a sensory stimulus and
the subsequent behavioral response.
2.3.2 Scalability
Scalability is the ability of a system to expand to meet your business needs. You can scale a system by adding extra
hardware or by upgrading the existing hardware without changing much of the application.
It is the ability of a computer application or product (hardware or software) to continue to function well when it is
changed in size or volume in order to meet a user need.
2.3.3 Traffic
Traffic is the load on a communications device or system.
One of the principal jobs of a system administrator is to monitor traffic levels and take appropriate actions when
traffic becomes heavy.
2.3.4 Data knowledge and management
Knowledge is what we know.
I.e. Knowledge is the appropriate collection of information, such that its intent (aim) is to be useful.
. A knowledge base provides a means for information to be collected, organised, shared, searched and utilised.
Data Management is administrative process by which the required data is acquired, validated, stored, protected,
and processed, and by which its accessibility, reliability, and timeliness is ensured to satisfy the needs of the
data users.
2.3.5 Security
Security is the degree of protection against danger, damage, loss, and crime.
- It has to also be compared to safety, continuity, reliability.
- In addition to reliability, security must take into account the actions of people attempting to cause destruction.
2.3.6 Customer demographics
Demographic is the physical characteristics of a population such as age, sex, marital status, family size, education,
geographic location, and occupation.
Customer demographic is a description of a customer or set of customers that include all the measurements
necessary to statistically describe the end-user base in a given market.
 This would include the measurement of parameters such as:
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 Total number of customers
 Customers by the number of employees
 Customers by the size of production
 Customer budgets and expenditures
2.3.7 Customer confidence
Customer confidence is the degree of optimism/hopefulness that consumers are expressing for the state of the
economy through their saving and spending activity.
It is an economic indicator which measures the degree of optimism that consumers feel about the overall state of the
economy and their personal financial situation.
2.4 Defining and analyzing business priority
Priority is precedence, especially established by order of importance or urgency.
. Good business planning must involve setting priorities and working on the most important ones first.
. Business budgeting is the process of allocating available resources among a variety of possible expenditures
based on priority.

LO3. Ensure Analysis is accurate and complete

#information sheet 3
3.1 Analyzing and evaluating accurate and consistent information
Information should provide some value to its user since user need it to make decision or take an action.
- Gathered information must be analyzed and evaluated for accuracy and consistency.
 Analyzing means separate things or idea into constituent parts or elements and studying their interrelations
to determine (find out or examine): - The elements or essential features.
- Their nature, proportion, function, interrelationship, etc.
 Evaluating means determining significance or worth usually by careful appraisal and study.
- It is the process of determining the worth or value of something
- Kinds of evaluation can be – qualitative or quantitative
Example: - Answers the question "How well did we do?" (Qualitative evaluation)
- Answers the question "How much did we do? (Quantitative evaluation)

3.2 Resolving conflicts in information or point of views

- Conflicts in information or points of view are resolved with stakeholders.
Conflict, arguments, and change are natural parts of our lives, as well as the lives of every agency, organization, and nation.
Conflict resolution is a way for two or more parties to find a peaceful solution to a disagreement among them. The
disagreement may be personal, financial, political, or emotional.
LO4. Submit analysis and gain agreements
#information sheet 4
4.1 Preparing detailed document
4.1.1 Using documentation standards
Documentation is collection of information that describes the product to its users how it can be operated or used.
 Detailed document must be prepared according to documentation standards and organizational templates.
 Standard documentation is a set of documents provided on paper, or online, or on digital media within
standard format.
4.1.2 Using organizational templates
A template is a form, mold, or framework as a guide to making something.
Example: - A ruler is a template when used to draw a straight line.
- A document in which the standard opening and closing part is a template.
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 An Organizational template means an organizational format.

4.2 .Writing succinct and appropriate document
Succinct means 'short and to the point' or 'brief and to the point.'
- Document in a style are written that is succinct and appropriate to the audience.
4.3. Ensuring the availability of data gathered to client
 Data gathered are communicated to client to gain consensus and agreement on business requirements.
Data availability is the process of ensuring that data is available to end users and applications- when and where
they need it. The availability of data will also depend on how information is currently captured and stored.