Southern Arkansas University Database System

Development: Fact-Finding Techniques

Your Name
2024-04-04

1 Introduction

Southern Arkansas University (SAU) has partnered with [Your Consultancy Company Name] to
develop a new database system. This report outlines the fact-finding techniques we will employ to
gather the necessary information for a successful database implementation.
Our fact-finding process is designed to be comprehensive and collaborative. We will work
closely with SAU personnel to understand their needs, data requirements, and business processes.
This information will serve as the foundation for designing a robust and user-friendly database
system that meets SAU’s specific goals.

2 Fact-Finding Techniques

This section details the various fact-finding techniques we will use throughout the development
lifecycle of SAU’s database system:

2.1 Document Review

Description:

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 Document review involves examining existing documentation related to SAU’s current data
management practices. This includes reports, manuals, forms, and any other written materials that
provide insights into the organization’s processes, data structures, and system requirements.
Application for SAU’s Database System:
We will conduct a thorough review of various documents pertaining to SAU’s operations and
data management practices. These documents may include:

• Admissions Documents: Application forms, acceptance letters, enrollment agreements.

• Academic Records: Transcripts, grade reports, course catalogs.

• Administrative Records: Financial reports, budget documents, HR manuals.

• IT Documentation: System manuals, network diagrams, data dictionaries.

Analyzing these documents will help us understand the structure of SAU’s data, the flow of
information within the organization, and any existing challenges or inefficiencies in the current
system.
Benefits:

• Insight into Current Processes: Document review provides a detailed overview of SAU’s
existing data management practices and business processes.

• Identification of Data Sources: Reviewing documentation helps identify the sources of data
used within the organization and how they are currently managed.

• Documentation of Business Rules: Existing manuals and guides may contain business rules
and policies that need to be incorporated into the new database system.

Limitations:

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 • Incomplete or Outdated Information: Documents may be incomplete, outdated, or not
reflect the current state of operations.

• Lack of Context: Document review may lack context about the reasons behind certain
processes or decisions, requiring additional clarification.

• Limited Scope: Not all aspects of SAU’s operations may be documented, leading to gaps in
understanding.

Overcoming Limitations:

• Verification: Cross-referencing information from multiple documents and sources can help
verify the accuracy and completeness of the data.

• Clarification: Engaging with stakeholders through interviews or focus groups can help
clarify any ambiguities or gaps identified during document review.

• Supplementary Research: Conducting additional research or interviews with key personnel

can fill in any missing information not found in the documents.

2.2 Interviewing

Description:
Interviewing involves direct communication with stakeholders to gather information, clarify
requirements, and understand user needs. Interviews can be conducted in person, over the phone,
or via video conferencing, depending on the preferences and availability of participants.
Application for SAU’s Database System:
We will conduct structured interviews with key stakeholders at SAU, including faculty members,
administrative staff, IT personnel, and students. These interviews will cover a wide range of topics,
including:

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• User Requirements: Understanding the specific data needs and workflows of different user
groups within SAU.

• Challenges with Current System: Identifying pain points, inefficiencies, and areas for
improvement in the existing data management practices.

• Expectations for the New System: Gathering feedback and suggestions for features, func-
tionalities, and user interface design for the new database system.

Benefits:

• In-depth Insights: Interviews allow for in-depth exploration of stakeholder perspectives,

experiences, and preferences.

• Clarification of Requirements: Direct communication with stakeholders helps clarify am-

biguities and ensure a shared understanding of project requirements.

• Building Relationships: Conducting interviews fosters trust and rapport with stakeholders,
enhancing collaboration throughout the project lifecycle.

Limitations:

• Time and Resource Intensive: Conducting interviews with multiple stakeholders can be
time-consuming and require significant resources.

• Biases and Subjectivity: Interviewees may provide biased or subjective responses based on
their personal experiences or perspectives.

• Limited Representation: Interviews may not capture the perspectives of all stakeholders or
user groups within the organization.

Overcoming Limitations:

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 • Structured Approach: Using a structured interview guide with standardized questions helps
ensure consistency and comparability across interviews.

• Multiple Perspectives: Interviewing stakeholders from diverse backgrounds and roles helps
capture a range of perspectives and mitigate biases.

• Validation: Triangulating interview findings with data from other fact-finding techniques
helps validate the accuracy and reliability of the information gathered.

2.3 Observation

Description:
Observation involves directly witnessing how users interact with the current system and the
environment in which they work. By observing users’ behaviors, workflows, and pain points,
we can identify areas for improvement and gather insights that may not be captured through
documentation or interviews.
Application for SAU’s Database System:
We will conduct on-site observations in various departments at SAU, including:

• Student Services Office: Observing how staff handle student inquiries, process registrations,
and manage student records.

• Faculty Offices: Observing faculty members as they input grades, access course materials,
and communicate with students.

• Administrative Offices: Observing staff members handling administrative tasks such as

payroll processing, budgeting, and inventory management.

Benefits:

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• Firsthand Insights: Observation provides direct insights into users’ behaviors, workflows,
and pain points.

• Contextual Understanding: Observing users in their natural environment helps us under-

stand how they interact with the current system and identify areas for improvement.

• Identifying Workarounds: Observations may reveal workarounds or informal practices that

users have developed to overcome limitations of the current system.

Limitations:

• Intrusiveness: Observation can be perceived as intrusive by users, potentially altering their

behavior and limiting the accuracy of the observations.

• Limited Scope: Observations may not capture all aspects of users’ tasks and workflows,
leading to gaps in understanding.

• Subjectivity: Interpretation of observed behaviors may be subjective and influenced by the

observer’s biases.

Overcoming Limitations:

• Establishing Trust: Building rapport with users and explaining the purpose of the observa-
tion can help alleviate concerns about intrusiveness.

• Multiple Observations: Conducting observations at different times and locations allows us

to capture a more comprehensive view of users’ behaviors and workflows.

• Cross-Validation: Comparing observations with findings from interviews and document

reviews helps validate our understanding and identify discrepancies.

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2.4 Prototyping

Description:
Prototyping involves creating mock-ups or simplified versions of the database system to gather
feedback from users and stakeholders. Prototypes can range from simple paper sketches to interac-
tive digital interfaces, depending on the project’s needs and complexity.
Application for SAU’s Database System:
We will develop prototypes of key features and functionalities of the database system, such as:

• Student Portal: A prototype interface for students to access course schedules, grades, and
registration forms.

• Faculty Dashboard: A prototype dashboard for faculty members to input grades, manage
course materials, and communicate with students.

• Administrative Tools: Prototypes of administrative interfaces for staff to process financial

aid applications, manage payroll, and track inventory.

Benefits:

• User Feedback: Prototypes allow users to interact with the system early in the development
process and provide feedback on usability and functionality.

• Iterative Design: Feedback from prototype testing informs iterative design improvements,
resulting in a more user-centric and efficient system.

• Risk Mitigation: Identifying usability issues and requirements gaps early in the development
process reduces the risk of costly rework later on.

Limitations:

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 • Limited Functionality: Prototypes may not fully replicate the complexity and functionality
of the final system, leading to potential misunderstandings or unmet expectations.

• Resource Intensive: Developing and testing prototypes requires time, effort, and resources,
which may not be feasible for all projects.

• Scope Creep: Stakeholders may focus too much on prototype features rather than overall
system objectives, leading to scope creep and delays.

Overcoming Limitations:

• Clear Objectives: Establishing clear objectives and expectations for prototype testing helps
focus stakeholders on providing relevant feedback.

• Iterative Approach: Adopting an iterative prototyping approach allows for incremental

improvements based on user feedback, reducing the risk of scope creep.

• Resource Management: Prioritizing key features and functionalities for prototyping helps
manage resources effectively and mitigate scope creep.

3 Conclusion

In conclusion, the fact-finding techniques outlined in this report provide a comprehensive ap-
proach to gathering the necessary information for the development of SAU’s database system. By
combining document review, interviewing, observation, and prototyping, we aim to gain a deep
understanding of user needs, business processes, and system requirements. This information will
inform the design and implementation of a database system that meets SAU’s specific goals and
contributes to the enhancement of its operations. Moving forward, we will continue to collaborate
closely with SAU personnel to ensure the successful development and deployment of the database
system.