Determine The People To Interview

Published Date: 02 Nov 2017

To study any system the analyst needs to do collect facts and all relevant information. The facts when expressed in quantitative form are termed as data. The success of any project is depended upon the accuracy of available data. Accurate information can be collected with help of certain methods/ techniques. These specific methods for finding information of the system are termed as fact finding techniques. Interview, Questionnaire, Record View and Observations are the different fact finding techniques used by the analyst. The analyst may use more than one technique for investigation. Requirements analysis encompasses all of the tasks that go into the investigation, scoping and definition of a new or altered system. The first activity in analysis phase is to do the preliminary investigation. During the preliminary investigation data collecting is a very important and for this we can use the fact finding techniques.

Interview 

This method is used to collect the information from groups or individuals. Analyst selects the people who are related with the system for the interview. In this method the analyst sits face to face with the people and records their responses. The interviewer must plan in advance the type of questions he/ she is going to ask and should be ready to answer any type of question. He should also choose a suitable place and time which will be comfortable for the respondent. The information collected is quite accurate and reliable as the interviewer can clear and cross check the doubts there itself. This method also helps gap the areas of misunderstandings and help to discuss about the future problems. Structured and unstructured are the two sub categories of Interview. Structured interview is more formal interview where fixed questions are asked and specific information is collected whereas unstructured interview is more or less like a casual conversation where in-depth areas topics are covered and other information apart from the topic may also be obtained. 

Questionnaire 

It is the technique used to extract information from number of people. This method can be adopted and used only by a skillful analyst. The Questionnaire consists of series of questions framed together in logical manner. The questions are simple, clear and to the point. This method is very useful for attaining information from people who are concerned with the usage of the system and who are living in different countries. The questionnaire can be mailed or send to people by post. This is the cheapest source of fact finding. 

Record View 

The information related to the system is published in the sources like newspapers, magazines, journals, documents etc. This record review helps the analyst to get valuable information about the system and the organization. 

Observation 

Unlike the other fact finding techniques, in this method the analyst himself visits the organization and observes and understand the flow of documents, working of the existing system, the users of the system etc. For this method to be adopted it takes an analyst to perform this job as he knows which points should be noticed and highlighted. In analyst may observe the unwanted things as well and simply cause delay in the development of the new system.

Sampling

Document sampling can be used in two different ways. First, the analyst will collect copies of blank and completed documents during the course of interviews and observation sessions. These will be used to determine the information that is used by people in their work, and the inputs to and outputs from processes which they carry out, either manually or using an existing computer system. Ideally, where there is an existing system, screen shots should also be collected in order to understand the inputs and outputs of the existing system. Second, the analyst may carry out a statistical analysis of the documents in order to find out about patterns of data. For example, many documents such as order forms contain a header section and a number of lines of detail. The analyst may want to know the distribution of the number of lines in an order. This will help later in estimating volumes of data to be held in the system and in deciding how many lines should be displayed on screen at one time. While this kind of statistical sampling can give a picture of data volumes, the analyst should be alert to seasonal patterns of activity, which may mean that there are peaks and troughs in the amount of data being processed.

Based on my company I’d like to go for an interview.

Systems analysts spend a great deal of time talking with people, both inside and outside the information technology department. Much of that conducting interviews, which are an important fact-finding technique. An interview is a planned meeting during which we obtain information from another person. We must have the skill needed to plan, conduct, and document interviews successfully. The interviewing process consists of these seven steps:

Determine the people to the interview.

Establish objectives for the interviews

Develop interview questions. Prepare for the interview.

Conduct the interview.

Document the interview. Evaluate the interview.

Step 1: Determine the People to Interview

To get an accurate picture of the system, we must select the right people to interview and ask them the right questions. During the preliminary investigation, we talked mainly to middle managers of department heads. Now, during the systems analysis phase, we might need to interview people from all levels of the organization. Although we can select our interview candidates form the formal organization charts that we reviewed earlier, we also must consider any formal structures that exist in the organization. Informal structures usually are based on interpersonal relationships and can develop from previous work assignments, physical proximity, unofficial procedures, or personal relationship such as the informal gathering. In an informal structure, some people have more influence or knowledge than appears on an organization chart. Our knowledge of the company’s formal and informal structures helps us determine the people to interview during the systems analysis phase. Should we interview several people at the same time? Group interviews can save time and provide opportunity to observe interaction among the participants. Group interviews also can present problems. One person might dominate the conversation; even when questions are addresses specifically to others. Organization level also can present a problem, as the presence of upper management in an interview can prevent lower-level employees from expressing themselves candidly.

Step 2: Establish Objectives for the Interview

After deciding on the people to interview, we must establish objectives for the session. First, we should determine the general areas to discussed, and then list the facts we want to gather. We should also try to solicit ideas, suggestions, and opinions during the interview. The objectives of an interview depend on the role of the person being interviewed. Upper-level managers can provide the big picture and help us to understand the system as whole. Specific details about operations and business processes are best learned from people who actually work with the system on a daily basis. In the early stage of systems analysis, interviews usually are general. As the fact-finding process continues, however, the interviews focus more on specific topics. Interview objectives also vary at different stages of the investigation. By setting specific objectives, we create a framework that helps us decide what questions to ask and how to phrase the questions.

Step 3: Develop Interview Questions

Creating a standard list of interview questions helps keep us on track and avoid unnecessary tangents. Also, if we interview several people who perform the same job, a standard question list allows us to compare their answers to the same questions. Although we have a list of specific questions, we might decide to depart from it because an answer to one question leads to another topic that we want to pursue. That question or topic then should be included in a revised set of questions used to conduct future interviews. If the question proves to be extremely important, we may need to return to a previous interviewee to query him or her on the topic. The interview should consist of several different kinds of questions: open-ended, closed-ended, or questions with a range of responses. When we phrase our questions, we should avoid leading questions that suggest or favor a particular reply. For example, rather than asking, "What advantages do you see in the proposed system?" we might ask, "Do you see an advantages in the proposed system?

OPEN-ENDED QUESTIONS

Open-ended questions encourage spontaneous and unstructured responses. Such as questions are useful when we want to understand a larger process or draw out the interviewee’s opinions, attitudes, or suggestions. Here are some examples of open-ended questions:

Is the system operating properly?

How are the checks reconciled?

What added features would you like to have in the new billing system?

CLOSED-ENDED QUESTIONS

Closed-ended questions limit or restrict the response. we use closed-ended questions when we want information that is more specific or when we need to verify facts. Examples of closed-ended questions include the following:

How many personal computers do you have in this department?

DO you review the reports before they are sent out?

How many hours of training does a clerk receive?

Is the calculation procedure describes in the manual?

How many customers ordered products from the Web site last month?

RANGE-OF-RESPONSE QUESTION

Range-of-response questions are closed-ended questions that ask the person to evaluate something by providing limited answers to specific responses or on a numeric scale. This method makes it easier to tabulate the answers and interpret the results. Range-of-response questions might include these: On scale of 1 to 10, with 1 of the lowest and 10 the highest,

How effective was your training?

How would you rate the severity of the problem: low, medium, or high?

Is the system shutdown something that occurs never, sometimes, often, usually, or always?

Step 4: Prepare for the Interview

After setting the objectives and developing the questions, we must prepare for the interview. Careful preparation is essential because this is an important meeting and not just a casual chat. Schedule a specific day and time for the meeting and place reminder call to confirm the meeting. Remember that interview is an interruption of the other person’s routine. Business pressures might force a postponement of the meeting; when that occurs, we should schedule another appointment as soon as it is convenient for both of us. Remember to keep department managers informed of our meetings with their staff members. Sending a message to each department manager listing your planned appointments is a good way to keep them informed.

we should send a list of essential questions to an interviewee several days before the meeting, especially when detailed information is needed, so the person can prepare for the interview and minimize the need for a follow-up meeting If we have questions about documents, ask the interviewee to have samples available at the meeting. Our advance memo should include a list of the documents we want to discuss, if we know what they are. Otherwise, we can make a general request for documents. The two schools of thought exist about the best location for an interview. Some analysts believe that interviews should take place in the interviewee’s office, whereas other analysts feel that a neutral location such as a conference room is better. Supporters of interviews in the interviewee’s office believe that is the best location because it makes the interviewee feel comfortable during the meeting. A second argument in favor of the interviewee’s office is that the office is where he or she has the easiest access to supporting material that might be needed during the discussion. If we provide a complete list of topics in advance, however, the interviewee can bring the necessary items to a conference room or other location. Supporters of neutral locations stress the importance of keeping interruption to a minimum so both people can concentrate fully. In addition, an interview that is free of interruptions takes less time that all calls are held until the conclusion of the interview.

Step 5: Conduct the Interview

After determining the people to interview, setting our objectives, and preparing the questions, we should develop a specific plan for the meeting. When conducting an interview, we should begin by introducing ourselves, describing the project, and explaining our interview objectives

Questions asked to the manager

How does a customer buy your product?

What condition determines whether a customer’s order is approved for credit?

What are the possible decisions or action that might have been taken once the conditions have been evaluated?

Answer: the service is not for general public it is only for those who have been approved by the authority. Once they are authorized they will have an account card on which will be encoded their account number and details such as credit limit. To be a customer of the company a potential customer completes an application form which is then processed by the accounts or finance section who will issue a card after making the appropriate checks. All potential customers are allowed to have credit but up to certain limit of tk.50000. The customer also can pay cash or checks if he/she wishes to.

Questions asked to the sales employee

How does a customer buy your product?

Answer: Once the customer enters the shop he has a trolley, with which he moves around the shop and gets his desired products. Once he is done shopping he then comes to the check out operator where he is to make his payments. The payments can be made in three ways

Cash

Credit Card/ cheque

Credit

If the payment is made by cash a 3 part document is prepared, the top copy is given to the customer as a receipt for the goods, the second copy is retained by the checkout operators to be used to reconcile the takings at the end of the day, and the third copy is sent to the warehouse/purchasing departments to be used to update stocks.

If the payment is made by credit card, the card is swiped and the amount is entered. Then two printed document is prepared and signed by the customer the 1st copy is retained by the customer and the 2nd copy is kept in the till

If the payment is a credit then it is 1st checked is the customer has exceeded his limit if no then the products are supplied with a printed document with the customers signature and if yes then the transition is rejected or it is referred to the deputy director for approval, once it is approved a 3 part document is is created the top copy is signed by the customer then is sent to accounts department to update the customer’s account, the second copy is retained by the customer, and the third copy is sent to the warehouse/purchasing departments to be used to update stocks.