SYS366
Week 3, Lecture 2
Introduction to Requirements
Gathering:
Part 2 The Stakeholders Needs
Today
Stakeholders
Identifying System Requirements
Functional Requirements
Technical Requirements
Data Requirements
Fact Finding Methods
Interview Questions
WP1
2
Categories of Stakeholders
Five primary categories
Users
Sponsors
Developers
Authorities
Customers
Questions to Ask to
Determine Stakeholders:
Who will be affected by the success or
failure of the new solution?
Who are the users of the system?
Who is the economic buyer for the
system?
Who is the sponsor of the development?
*
* Use Case Modeling, by Bittner & Spence, page 63.
Questions to Ask to
Determine Stakeholders:
Who else will be affected by the outputs
that the system produces?
Who will evaluate and sign off on the
system when it is delivered and deployed?
Are there any other internal or external
users of the system whose needs must be
addressed? *
* Use Case Modeling, by Bittner & Spence, page 63.
Questions to Ask to
Determine Stakeholders:
Are there any regulatory bodies or standards
organizations to which the system must
comply?
Who will develop the system?
Who will install and maintain the new
system?
Who will support and supply training for the
new system?
Who will test and certify the new system? *
* Use Case Modeling, by Bittner & Spence, pages 63 - 64.
Questions to Ask to
Determine Stakeholders:
Who will sell and market the new
system?
Is there anyone else?
Okay, Is there anyone else? *
* Use Case Modeling, by Bittner & Spence, page 64.
Back to In-class exercise 5
Using In-class exercise 4 and the
list of business processes for your
area, update In-class exercise 5 to
include more stakeholders
Today
Stakeholders
Identifying System Requirements
Functional Requirements
Technical Requirements
Data Requirements
Fact Finding Methods
Interview Questions
WP1
9
Identifying System
Requirements
Objective of the requirements capture
and analysis phases is to understand
business processes and develop
requirements for the new system
10
11
Identifying System
Requirements
A requirement is a desired feature,
property or behavior of a system. *
* Unified Modeling Language
12
Identifying System
Requirements
A requirement is either derived directly from stakeholder or
user needs
Or
stated in a contract, standard, specification, or other formally
imposed document. *
* Use Case Modeling, by Bittner & Spence, page 5.
13
Identifying System
Requirements
Stakeholder Need:
A reflection of the business, personal
or operational problemthat must be
addressed to justify consideration,
purchase or use of the new system. *
* Use Case Modeling, by Bittner & Spence, page 72.
14
Identifying System
Requirements
Capturing stakeholder needs allows us
to understand how and to what extent
the different aspects of the problem
affect different [categories] of
stakeholders. *
* Use Case Modeling, by Bittner & Spence, page 72.
15
Identifying System
Requirements
Stakeholder needs are an
expression of the true business
requirements of the system *
* Use Case Modeling, by Bittner & Spence, page 72.
16
Stakeholders Needs
Back to In-class Exercise 5 to
identify Stakeholders needs!
17
Identifying System
Requirements
Features:
Informal statements of capabilities of
the system used often for marketing
and product-positioning purposes as a
shorthand for a set of behaviors of the
system.
Use Case Modeling, by Bittner & Spence, pages 5 - 6.
18
Identifying System
Requirements
Features:
The high-level capabilities (services
or qualities) of the system that are
necessary to deliver benefits to the
users and that help to fulfill the
stakeholders and user needs. *
* Use Case Modeling, by Bittner & Spence, page 74.
19
Identifying System
Requirements
Features can be functional or
non-functional. *
* Use Case Modeling, by Bittner & Spence, page 75.
20
Identifying System
Requirements
Features represent some area of
functionality of the system that, at this
time, is important to the users of the
system *
* Use Case Modeling, by Bittner & Spence, page 75.
21
Identifying System
Requirements
The immediate and informal nature of
features makes them a very powerful tool
when working with the stakeholders and
customers in defining what they want
from a systems release. *
* Use Case Modeling, by Bittner & Spence, page 76.
22
Identifying System
Requirements
Features provide the fundamental basis
for product definition and scope
management *
* Use Case Modeling, by Bittner & Spence, page 76.
23
Identifying System
Requirements
Software Requirements
Individual statements of conditions
and capabilities to which the system
must conform.
Use Case Modeling, by Bittner & Spence, page 5.
Page 6
24
Identifying System
Requirements
Each Software Requirement Is the specification of
an externally observable behavior of the system
Inputs to the system
Outputs from the system
The processing of the system
Attributes of the system
Attributes of the system environment
Use Case Modeling, by Bittner & Spence, page 5.
Page 6
25
Identifying System
Requirements
Software Requirements specify the
things that the software does on behalf
of the user or another system.
Use Case Modeling, by Bittner & Spence, page 5.
Page 6
26
Successful Project
Requirements
Detailed plans
Organized, methodical sequence of
tasks and activities
27
Requirements Gathering
Analyst needs to find out what the
user requires in the new system or
what the user requires to be
changed in an existing system
Gather the requirements by doing fact
finding
Document the requirements
28
Requirements Gathering
For an existing system, analyst needs
to find out:
Functionality
Some of the functionality of the existing
system will be included in the new
system (can be acquired from existing
documentation and code)
Data needs
Some of the data of the existing system
will need to be migrated into the new
system
29
Requirements Gathering
For a new system, analyst needs to find
out:
Functionality
What are the activities the system needs
to perform?
How is the user to interact with the
system?
Are other systems to interact with the
system?
Data needs
What information is needed?
30
Requirements Gathering
Scope of the System
Functional
Requirements
Requirements
Technical
Data
Requirements
31
Describe what a system does or is
expected to do
Functional
Requirements
Include:
Descriptions of the processing
which the system will be
required to carry out
32
Functional Requirements
Include:
Details of the inputs into the system
from paper forms and documents or the
interactions between people and the
system or transfers from other systems
Details of the outputs that are expected
from the system in the form of printed
documents and reports, screen displays
and transfers to other systems
33
Technical Requirements
Describe the aspects of the system
that are concerned with how well it
provides the functional requirements.
Include:
Performance criteria
Anticipated volumes of data
Security requirements (lets talk about
the Bank of Montreal!)
34
Data Requirements
Describe what information the
system is going to need or produce
really a part of Functional and
Technical Requirements
Include
Details of the data that must be held
in the system
35
Themes To Guide Investigation
What are business processes and
operations?
How should the business processes
be performed?
What are the information
requirements?
Understand the Users Needs!
36
Today
Stakeholders
Identifying System Requirements
Functional Requirements
Technical Requirements
Data Requirements
Fact Finding Methods
Interview Questions
WP1
37
Fact Finding Methods
Conduct interviews and discussion with
users
Distribute and collect stakeholder
questionnaires
Review existing reports, forms, and
procedure descriptions
Observe business processes and
workflows
Build prototypes
Conduct JAD sessions
38
Fact Finding Methods
Interviews
Questionnaires
Review Documentation
Observation
Prototypes
JAD sessions
RAD
39
Interviews
Primary technique for fact finding and
information gathering
Most effective way to understand business
functions and business rules
Usually requires multiple sessions
Usually conducted with
customers/clients/users
Clients are not always able to express their
requirements clearly it is up to the analyst
to ask the right questions to help the client
express their requirements
40
Interviews
We are going to concentrate on
interview techniques; the rest of
the slides explain the other
methods for fact finding
41
Conducting effective interviews
Determine who you are going to
interview
Know what information that
stakeholder can provide for you
Prepare for the interview
Conduct the interview
Follow up on the interview
42
Determine who you are going to
interview
Can be business or technical
stakeholders
Business stakeholders provide the
functional and data requirements
Technical stakeholders provide the
technical and data requirements
43
Determine who you are going to
interview
Stakeholders
Executives
Will provide information related to
strategic issues about the business
Need statistical and summary information
Management
Will provide a broad perspective about
the business as well as information about
the system being developed
Need statistical and summary information
44
Determine who you are going to
interview
Stakeholders
Operational staff will provide
information about how the work is
actually done
45
Prepare for the interview
Structured Interview
Formal style
Requires significant preparation
Unstructured Interview
Informal
No pre-determined questions or
objectives
46
Structured Interview
Preparing for the interview
Establish the objectives for the interview
Have a clear agenda
Prepared in advance with a list of open
and closed ended questions
Set the time and location for the
interview
Inform all participants of the objective,
time and location
47
Structured Interview
Questions
Questions should allow you to keep on track and
avoid getting off topic during the interview
Questions can be prepared from any of the
following:
Observations made when existing form and reports
may have been reviewed
Observations made when reviewing the strategic,
tactical or operational plans
Observations made when observing employees doing
current job tasks
Keep length of questions reasonable (15-20 words
or less)
48
Structured Interview
Questions
Phrase questions to avoid
misunderstandings - use simple terms
and wording
Do not ask questions that give clues to
expected answers
Avoid asking two questions in one
Do not ask questions that can raise
concerns about job security or other
negative issues
49
Structured Interview
Questioning Strategies
own
D
p
o
T
High-level: very general
Medium-level: moderately
specific
Low-level: very specific
How can
order processing
be improved?
How can we
reduce the number
of times that customers
return items theyve ordered?
How can we eliminate
shipping the wrong products?
om
Bott
UP
50
Structured Interview
Questions
Open ended questions
Encourages unstructured responses
and generates discussion
Useful when you need to understand
a larger process or to draw out
opinions or suggestions from the
person being interviewed
51
Structured Interview
Questions
Closed ended questions
Limited or restricted response a
simple definitive answer
Used to get information that is more
specific or when you need to verify
facts
52
Structured Interview
Sample interview questions
Open-ended
What do you think about the current
system?
How do you decide what type of
marketing campaigns to run?
Closed-ended
How do customers place orders?
How many orders to you receive a day?
53
Structured Interview
Conduct the interview
Dress appropriately; Arrive on time
Welcome the participants; introduce the attendees;
state the objective and agenda
Ask permission if you want to tape record the
interview
Ask questions from script
Listen closely to the interviewee and encourage them
to expand on key points
Take thorough notes
Identify and document unanswered questions
At end of interview, review outstanding questions
that require follow up
Set date and time for the next, follow-up interview
54
Today
Stakeholders
Identifying System Requirements
Fact Finding Methods
Functional Requirements
Technical Requirements
Data Requirements
Interview Questions
WP1
55
WP1
Requirements for WP1
56
Fact Finding Methods
Interviews
Questionnaires
Review Documentation
Observation
Prototypes
JAD sessions
RAD
57
Questionnaires
A document which contains a number of
questions
Can be paper form or electronic form
(email or web-based)
Allows the analyst to collect information
from a large number of people
People outside the organization (I.e.
customers)
Business users spread across a large
geographic area
58
Questionnaires
Limited and specific information
from a large number of
stakeholders
Preliminary insight
Not well suited for gathering
detailed information
Open-ended questions vs. closeended questions
59
Questionnaires
Similar process to interviewing
Determine who will receive the
questionnaire
Design the questionnaire
Determine objective of questionnaire
Design questions
Follow up questionnaire
60
Questionnaires
Determine who will receive the
questionnaire
Select a sample audience who are
representative of an entire group
Assume 30-50% return rate for paper
and email questionnaires
Assume a 5-30% return rate for webbased questionnaires
61
Questionnaires
Design the Questionnaire
Clearly state the following in the
questionnaire:
The purpose of the questionnaire
Why the respondent was selected to
receive the questionnaire
When the questionnaire is to be
returned
62
Questionnaires
Design the Questionnaire
Let the respondent know when/where
they can see the accumulated
questionnaire responses
Consider providing an inducement to
have the respondent complete the
questionnaire (I.e. a pen)
63
Questionnaires
Design the Questionnaire
Keep the questionnaire brief and user
friendly
Provide clear instructions on how to
complete the questionnaire
Arrange the questions in a logical
order; going from easy to more
complex topics
64
Questionnaires
Design the Questionnaire
Phrase questions to avoid
misunderstandings, use simple terms
and wording
Do not ask questions that give clues
to expected answers
Avoid asking two questions in one
Limit the use of open ended questions
that will be difficult to tabulate
65
Questionnaires
Design the Questionnaire
Do not ask questions that can raise
concerns about job security or other
negative issues
Include a section at the end of the
questionnaire for general comments
Test the questionnaire whenever
possible on a small test group before
finalizing it
66
Fact Finding Methods
Interviews
Questionnaires
Review Documentation
Observation
Prototypes
JAD sessions
RAD
67
Review Existing Reports, Forms,
and Procedure Descriptions
Purposes
Preliminary understanding of
processes
Guidelines / visual cues to guide
interviews
Identify business rules,
discrepancies, and redundancies
Be cautious of outdated material
68
Reviewing existing
documentation
Most beneficial to new employees or
consultants hired to work on a project
Types of documentation that is
reviewed:
Company reports
Organization charts
Policy and Procedures manuals
Job Descriptions
Documentation of existing systems
69
Reviewing existing
documentation
Allows the analyst to get an
understanding of the organization
prior to meeting with employees
Allows the analyst to prepare
questions for either interviews or
questionnaires (other fact finding
techniques)
70
Fact Finding Methods
Interviews
Questionnaires
Review Documentation
Observation
Prototypes
JAD sessions
RAD
71
Observation
An effective way to gather requirements
if obtaining complete information was
not effective through other fact finding
techniques (I.e. interviews and
questionnaires)
Or
An effective way to verify information
gathered from other fact finding sources
(such as interviews)
72
Observation
Observation can be done by having the
analyst observe the client from a
distance (without actually interrupting
the client) or by actually doing the work
of the client
73
Observation
Should be carried out for a period of
time and at different time intervals, not
just once, so that the analyst can
observe different workloads and to
ensure that what the client does is
consistent over different periods of time
74
Observation
Allows the analyst to follow an
entire process from start to finish
Can upset the client if they feel
threatened by new activity going
on around them the client may
behave differently from what they
normally do
75
Fact Finding Methods
Interviews
Questionnaires
Review Documentation
Observation
Prototypes
JAD sessions
RAD
76
Prototypes
A demonstration system
Represents a graphical user interface
Simulates system behavior for various events
Any data displayed on a GUI screen is hardcoded; not retrieved from a database
Constructed to visualize the system
Allows the customer to provide feedback
An effective way to gather requirements
for a new system
Supports JAD or RAD type sessions
77
Fact Finding Methods
Interviews
Questionnaires
Review Documentation
Observation
Prototypes
JAD sessions
RAD
78
Other Methods
Joint Application Development (JAD)
A series of workshops that bring
together all stakeholders (users and
systems personnel)
79
Other Methods
Joint Application Development (JAD)
Consists of the following types of
attendees:
Facilitator: the person who conducts the meeting
and keeps it on track (generally the analyst)
Note taker: the person who records the
information for the session
Clients/Customers/Users: the people who
communicate the requirements, take decisions
and approve the project
Developers: the people who are part of the
development team and need to gather
information
80
Other Methods
Joint Application Development
(JAD)
Takes advantage of the group
dynamics
Increased productivity
May require more than one session
One session may last a few hours,
several days or several weeks
81
Fact Finding Methods
Interviews
Questionnaires
Review Documentation
Observation
Prototypes
JAD sessions
RAD
82
Other Methods
Rapid Application Development
(RAD)
An approach to software development
where the system solution is
delivered fast
Most appropriate for systems which
are not the organizations core
business
83
Other Methods
Rapid Application Development
(RAD)
Can result in:
Inconsistent GUI designs
Poorly documented systems
Software that is difficult to maintain
84
