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
The Information system designed for an organization
must meet the requirements of the end users
of the organization.
To obtain what an end user expects from the Information
System the designer must gain complete knowledge of
the organization’s working.
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
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MOTIVATION
The main purpose of gathering information is to determine
the information requirements of an organization
Information requirements are often not stated precisely
by management
Analyst’s responsibility to prepare a precise Systems
Requirements Specifications understood(SRS) by
users
SRS document is a vital document before starting a
project
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LEARNING GOALS
Strategy to gather information for computerization.
Various sources of information.
Methods of searching for information.
Interviewing techniques to gather information from
line managers to top management.
Methods of consensus for formulating requirements.
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LEARNING GOALS
Use of document flow diagrams to depict flow of
documents in an organization
Specification of Operational,Tactical and strategic
information which will be provided by the system
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
Identify Information sources
Evolve a method of obtaining information from
the identified sources.
Use Information flow model of organization.
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INFORMATION SOURCES
Users of System
Forms and Documents used in the organization
Procedure manuals, rule books etc.
Reports used by the organization
Existing computer programs(If Any).
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INFORMATION SOURCES
Interviews are very important
Use organization chart
Understand the importance of the people who
operate the system-Clerks,Line managers.
Gather information from Middle level persons who
have lot of experience
Gather both qualitative and quantitative
information & Observe how the organization works.
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INFORMATION GATHERING METHODS
Searching for information
Individual Interviews
Group discussions
Several Interviews needed.
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PLANNING AN INTERVIEW
Make a list of people to be interviewed and in what order
Plan and note down a list of questions to be asked
Plan several interviews with same person-mainly to
clarify doubts
Interview groups as appropriate
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INTERVIEWING TECHNIQUE
Make appointment
Allot time
Read background material
State purpose of interview
Be punctual and pay attention to what user says
Do not use computer jargon
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INTERVIEWING TECHNIQUE
Obtain both quantitative and qualitative Information
Discriminate between essential and desirable requirements
State what you understand and get it confirmed
Do not prolong interview
Summarize information gathered and get it checked by the
interviewee
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USE OF QUESTIONNAIRES
Questionnaires useful for statistical data collection
Useful when large number of persons have to respond
Make questionnaires short
Design questionnaires by enumerating objectives and
data needed to meet the objectives
Several follow-ups/personal interviews may be required to
get questionnaires back from respondents
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INFORMATION GATHERING OTHER METHODS
Existing system(If any)
Systems in similar organization
Observe workflow in workplace
Case repository in own organization
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SYSTEM REQUIREMENTS SPECIFICATION
System requirements specification specifies what
Information requirements will be provided.
It does not specify how the system will be designed
SRS is obtained after excessive discussions with the
user.
Developing SRS is most important and difficult task of
a Systems analyst
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SYSTEM REQUIREMENTS SPECIFICATION
How SRS is Developed
Analyst examines the current system if any.
Analyst finds out the shortcomings of the system as
seen by the user.
Analyst’s aim is to develop SRS which is
understandable by the user and which can be used for
detailed design of the system.
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SYSTEM REQUIREMENTS SPECIFICATION
Ideal characteristics of SRS
Complete and Unambiguous.
Specifies operational,tactical, and strategic
information requirements
Eliminates possible later disputes between users
and Analyst
Uses Graphical aids understood by users who are
not computer literate and will also be useful in
design.
Jargon Free.
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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 [Link] 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
Physical document flow diagram.
Logical Data flow Diagram (abbreviated as DFD)
Document flow diagram depicts various entities or offices &
documents generated/transmitted by these entities
Entities represented by Rectangles, Document flow by lines,
direction is shown by arrows.
Document flow lines are labeled by name of the document
Dashed lines used to depict flow of physical items.
Document flow diagram depicts various entities and documents
generated and/or transmitted by these entities
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DOCUMENT FLOW DIAGRAM
Delivered Items
Vendor Receiving Inspection office
Office
Delivery note Items
Discrepancy Received
note note
Purchase Office
Entities in the Document flow diagram given above are Vendor, Receiving
office, Inspection office and purchase office
Documents are:Delivery note,items received note and discrepancy note
Physical flows are delivered items
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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)
DFD also has entities and data flows
Besides this DFD specifies processing
performed by some of the entities
Data flow diagrams specify which entities
generate documents
Details of documents and their flow
Processing performed by some entities
Data stores which are referred while
processing data and in which processed data
may be written or stored
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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
[Link] 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 [Link] 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 [Link] new vendors if all
existing vendors performance are poor.
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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:
Document flow diagrams(as many as needed).
Data Flow Diagrams.
Data elements of each data flow and Data Store
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MODULARIZING REQUIREMENTS
SPECIFICATIONS
SRS Document ( Continued)
Processing rules carried out in each circle of DFD.
A descriptive statement of operational,tactical,strategic
information will be provided
A data dictionary which consolidates all data elements
in the document and data store.
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