The Success Of Projects

Published Date: 02 Nov 2017

To study any system the analyst needs to do gather facts and all related information. The facts when uttered in quantitative form are termed as data. The success of any project is depended upon the accuracy of accessible data. Precise information can be composed 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 study encompasses all of the tasks that go into the study, scoping and explanation of a new or altered system. The purpose of the fact-finding stage in the project is to help the analyst to gain an in depth picture of the current system and to find out what is required for the new system. This is difficult because at each level of supervision there may be dissimilar perceptions of how the system is controlled and how proficiently it is seen to be running. A extensive number of opinions and facts need to be studied and analyzed before the new system can be designed. In order to find this information a range of strategies are obtainable to the analyst. Due to the proportional medium size of the organization it is deliberation that interviews, document collection and a simple survey can be used to achieve this goal. In view of the concerns over the negative attitude to change by the staff it is thought that abrupt direct contact and surveillance will be helpful. It is important that at all times co-operation and a good working relationship is initiated. Although the questions may be difficult at no time should it be suggested that we are trying to disapprove or disparage the current 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 technique is used to assemble the information from groups or persons. Analyst selects the people who are connected with the organization for the interview. In this technique the analyst sits face to face with the people and accounts their responses. The interviewer must plan in advance the type of questions he/ she is going to ask and should be prepared to answer any sort of question. He should also decide a suitable place and time which will be at ease for the respondent. The information collected is quite correct and dependable as the interviewer can clear and cross check the worries there itself. This technique also helps gap the areas of misunderstandings and help to talk about the future troubles. Structured and unstructured are the two sub categories of Interview. Structured interview is more official interview where fixed questions are asked and exact information is composed whereas unstructured interview is more or less like an informal conversation where in-depth areas topics are enclosed and other information apart from the topic may also be collected. 

Questionnaire 

It is the method used to take out information from number of people. This technique can be adopted and used only by an expert analyst. The Questionnaire contains series of questions framed collectively in logical approach. The questions are straightforward, obvious and to the point. This method is very helpful for attaining information from people who are worried 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 connected to the system is available in the sources like newspapers, magazines, journals, documents etc. This evidence review helps the analyst to get important information about the system and the organization. 

Observation 

Unlike the other fact finding techniques, in this technique the analyst himself visits the organization and observes and comprehend the flow of documents, working of the existing system, the users of the system etc. For this technique to be adopted it takes an analyst to carry out this job as he knows which points should be noticed and highlighted. In analyst may observe the unnecessary things as well and only cause setback in the progress of the new system.

Sampling

Document sampling can be used in two different ways. First, the analyst will gather copies of blank and finished documents during the path of interviews and surveillance sessions. These will be used to conclude the information that is used by community in their work, and the inputs to and outputs from processes which they carry out, either manually or using an existing computer system. Preferably, where there is an existing system, screen shots must also be gathered in order to recognize the inputs and outputs of the existing system. Next, the analyst may carry out a statistical study of the documents in order to find out about patterns of data. For example, many documents such as order forms contain a header part and a number of lines of feature. The analyst may want to know the allocation 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 cyclic 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 vital fact-finding technique. An interview is a planned meeting during which we obtain information from a different person. We must have the ability needed to plan, carry out, and document interviews effectively. The interviewing procedure consists of these more than a few steps:

Decide the people to the meeting.

Set up objectives for the interview

Build up interview questions.

Plan for the interview.

Conduct the interview.

Document the interview.

Evaluate the interview.

Step 1: Determine the People to Interview

To get an exact image of the organization, we must select the correct people to interview and ask them the correct questions. During the beginning investigation, we talked mostly to middle managers of department heads. Now, during the systems analysis stage, 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 think any official structures that exist in the organization. Casual structures usually are based on interpersonal relations and can develop from earlier work coursework, physical closeness, informal procedures, or individual connection such as the informal gathering. In a casual structure, some people have more authority or information 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 give chance to watch communication among the participants. Group interviews also can present problems. One person might rule the chat; even when questions are addresses particularly to others. Organization level also can present a trouble, as the existence of upper management in an interview can prevent lower-level employees from expressing themselves frankly.

Step 2: Establish Objectives for the Interview

After deciding on the people to interview, we must set up objectives for the meeting. First, we should decide the wide-ranging areas to discussed, and then list the facts we want to gather. We should also try to seek ideas, suggestions, and opinions throughout the interview. The objectives of an interview depend on the function of the person being interviewed. Upper-level managers can give the big picture and assist us to know the system as whole. Specific facts about operations and business processes are best learned from people who in fact work with the system on an every day basis. In the premature stage of systems analysis, interviews usually are broad as the fact-finding process proceeds; however, the interviews spotlight more on exact topics. Interview objectives also vary at different stages of the investigation. By location exact objectives, we make a structure that helps us make a decision what questions to ask and how to idiom the questions.

Step 3: Develop Interview Questions

Creating a standard list of interview questions helps keep us on track and avoid pointless tangents. Also, if we interview more than a few people who carry out the same job, a standard question list allows us to evaluate their answers to the same questions. Even though we have a list of specific questions, we might choose to depart from it because an answer to one question leads to one more subjects that we want to track. That question or subject then must be built-in in a revised set of questions used to conduct prospect interviews. If the question proves to be very important, we may need to go back to a earlier interviewee to inquiry him or her on the topic. The interview should consist of more than a few different kinds of questions: open-ended, closed-ended, or questions with a range of responses. When we express our questions, we should avoid significant questions that propose or favor a particular reply. For example, rather than asking, "What compensation do you see in the planned system?" we might ask, "Do you see an compensation in the planned system?

OPEN-ENDED QUESTIONS

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

Is the scheme operating correctly?

How are the checks resigned?

What additional features would you like to have in the new bill system?

CLOSED-ENDED QUESTIONS

Closed-ended questions border or limit the response. We use closed-ended questions when we want information that is more exact or when we need to confirm specifics. Examples of closed-ended questions include the following:

How many personal computers do you have in this section?

DO you evaluate the reports before they are sent out?

How many hours of guidance does a clerk get?

Is the calculation process described 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 assess something by providing inadequate answers to specific responses or on a numeric scale. This method makes it easier to tabularize the answers and understand 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 efficient was your training?

How would you rate the severity of the problem: small, average, or elevated?

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

Step 4: Prepare for the Interview

After location 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

Now a meeting is fixed with all of the following members

CEO

Purchasing employee

Sales employee

Accounting employee

Analyst Project employee

Things to be discussed during the meeting

The current system- Background- Current performance- Strengths and weaknesses

The proposed solution- Goals- Ideas

Action required- Organization chart- Interviews- Document collection- Observation and survey

During the 1st meeting with the company members the mission was to gather as much documentary information or evidence from the current system. The following documents will either be collected from them.

Company policies and procedures

Business plan / Mission statement

Any previous System Analysis reports / studies

Job descriptions

Organization chart

Sales / Purchase / Accounts forms

Sample from customer database

Samples from complaint forms

Accounting records / report

Inter-office reports and memoranda

Now when all this documents have been collected a deep research will be done through them. The research on these documents will help us gain ideas about how the company runs. These documents will also help us during the interviews.

1. How well do you think the procedures in your office / environment work?

Answer: (A) Very Well (B) Not very well

2. How often do you experience problems with the current procedures?

Answer: (A) Frequently (B) Only occasionally

3 How do you rate the efficiency of your working environment in comparison to other businesses? Answer: (A) Very Well (B) Not very well

4. Do you think the current procedures could be improved?

Answer:

Fact finding is process is very important, this will allow us to get the actual view of how the company runs. After everything is being reviewed we will have another meeting with the senior management of the company where we will give him the feedback that we have made through our research on the company. The feedbacks will be useful and it is hoped that the benefits will enthuse and motivate the organization to co-operate and support the work of the analysis team (us).

During the fact finding stage lots of data’s has been collected. Now this data’s are to be recorded and it is to be presented to the senior management of the company. This can be done in several ways but the best way to do this is to use standard method of recording data and to present it in the form of a diagram. The diagram has the ability to make the FNSSL understand very easily and it will also give us a clear overall concept of the entire system. We have to understand and analyze the system as a whole so it is really very important for us to get feedbacks from FNSSL at the starting stage. The diagram can only be completed when there is no misunderstanding between us and the FNSSL. In order to get a detailed view of the organization a set of standards has been set up. These standards are used as a mechanism of control. To make sure each stage in the project is managed properly. This means that resources and time are managed effectively. This standard process also helps us store data effectively so that we can have access to the data’s in the future. The data can be stored in a data dictionary, it can be created manually but it must be ensured that the data’s can be re edited, retrieved and restored. Then main aim of the current stage helps us identify the current functions, its problems and the requirements of the new system for FNSSL.A data dictionary is simply a record of data about data. The software will generate a DATA FLOW DIAGRAM. Now it arranged in such a way that the FNSSL company can be analyzed effectively. There are 4 main components of the data that are recorded in within the data dictionary.

Data Flow: This is data on the move. Information that is being transferred within or from the organization out or in. For example when a customer fills out an application form for membership and this is passed on to the Accounts department

Data Store: This is where data is at rest. Information is held here in order for it to be retrieved or edited at a later date. At present data in FNSSL is held in manual store such as the filing system of membership information.

Process: A process is the manipulation of data within the organization. This enables data to be used by the organization. For example, the marketing department takes address details from the membership list in order to create a mailing list to distribute the monthly discount newsletter.

External Entity: This is the source or destination of data outside the organization. For example this would be the customers or the suppliers of the organization.

The diagram that is constructed is hierarchical. That means it is constructed in layers. It starts with a context diagram that places the organization within the business environment. This diagram explains the relationships of the organization the external entities but does not show any of the processes that are going on inside the organizational

An example of what the context diagram may be like is shown below:

SUPPLIERS

CUSTOMERS

FNSSL

MEMBERSHIP APPLICATION INVOICE

MONTHLY INSTALLMENT PAYMENT

ANSWER TO TASK 3

After a details study and research on FNSSL the following report has been produced, based on the Data Flow Diagram and fact finding study. The report we have created will describe every specific of the current system and its current problems. It follows on with a section outlining user functional requirements and non-functional requirements (constraints) to enable us to start the implementation of the new system. This document will form the basis for the design of the new system.

 Problem definition 

Purpose: The Company is running for past few years, and over the past few years the manual system of the company is facing lots of problems. The current market has high level of competition but the current systems of FNSSL are limiting their business performance. In order to improve their performance they have agreed that the introduction of a computerized system is essential. Now they have asked me and my team to suggest them a computer system that will help them to work more efficiently and will help them develop a good business. According to their suggestion s and needs we have studied their organization very well. We have made a details research on the company and its processes, during this we have collected information based on their current system and this document represents our thinking on the current system, problems associated with it and the requirements for a new system. The purpose of this entire project is to support the FNSSL with the growth and development of their company.

Background: there are good number of problems and this section we will discuss the followings. This is the era of science and technology, and over the past few years it is progressing rapidly. Today technology is in the bear hands of human being. The customer of FNSSL brings new expectations to their business relationship. Some of the customers trade not only locally but also does internationally. They have been to different parts of the world where they have been served with great hospitality. So when a customer approaches to FNSSL their expectation is the same as they have received earlier from some other international organizations. The following problems are not precise, they are only symptoms. They indicate that FNSSL needs to utilize the technology that is available to them. The problems show that the business methods of 5 years ago cannot cope in this modern age:

"We are overstretched."

"Procedures take too long"

"We are so busy that customers don’t want to come back."

"When an error occurs we do not discover it before it is too late."

"I am not able to control the flow of stock."

"The customer expects too much from us."

"The morale of staff is too low."

"There is a high turnover of staff in critical areas."

"Each problem is more severe than the last."

We understand these problems and believe we can solve these problems. In this project we want you to identify and achieve the FNSSL Company’s goals.

Problem area: the main problem of the system is its still working manually. It is very hard for the user to use it and at the same time lots of errors are made when working in manual system. So it is very hard for the user to maintain it and use it in the way it was originally intended. A beginning to a new system is necessary. Keeping all the problems in head a computerized system is a must. A computerized system not only works faster but works more proficiently along with it works error free. A new system will built better communication between all the departments of the company, which means all the problems can be shared and dealt more successfully.

Scope of the problem: The trouble is linked with all who have to use the manual system. FNSSL is a not a very big company it is a medium sized company with 20-25 members. The main problem is all the members are dependent on the manual system. Now introduction to a new system is not a big issue but the main issue is all the employee must be confident about using the new system and must trust the system completely. Thus the employees will not be trained; there is an inadequate level of technical facility. Plus we also have to keep in head that the company has a narrow budget and a limited time-scale for the project. All these factors must be dealt before we try to solve the problem.

System Objectives:

Two main objectives were given:

We want to expand.

We want to computerize the company.

If we all work together I think we will be able to achieve these goals. Now the analysis team members will have to work on building a new computing system which will not only help the FNSSL to expand their business but will also condense extra cost that they were to spend on hiring new employee. We are conscious of these objectives and we are dedicated to achieving them. When new system will be introduced others factors must be taken to count which we won’t be responsible of, such as attitudes, beliefs and values of each employees which must change when we implement the new computerized system. It is noticed that the employees are conservative, obstinate, and filled with attitude and they are reluctant in adapting the new system. So here the employees must be encouraged and we must highlight the benefits of the new system. We must make them realize that they are no more on the 19th century so adapting new technology won’t harm them rather would make their work more flexible and easier. If everything works as planned we expect the result of our work with FNSSL will make them more vigorous, confident and amalgamated.

Functional and Non-Functional Requirements

We have seen earlier the systems analysis project for Swanick Air Traffic Control went more than financial plan by £180million. The major basis for this breakdown was concluded to be:"proceeding with system implementation without a robust requirements specification" From this it can clearly be seen that a list of requirements is essential.

Functional Requirement

To build a database to hold details of suppliers.

To build a database to hold details of customers.

To build a database to hold details of stock.

For each aspect of the database to be relationally connected to each other.

To computerize the accounts and finance departments to aid duties associated with VAT, other taxes and the production of financial reports.

To monitor the flow of stock.

To be able to produce high quality publicity material.

To increase the number of customer transactions per hour.

To improve card security and reduce incidents of fraud / deception.

To introduce an electronic system of communication between the departments.

The system must be reliable. A 95% reliability agreement is still to be discussed.

Non-functional requirements (constraints)

The purchasing of hardware has a limited budget

The purchasing / development of software have a limited budget. 

The senior management team has decided that a strict time scale will have to be followed. Deadlines still have to be agreed.

The amount of memory available for the computer system is limited.

Training will need to be provided for employees.

At all times the security of the system must be maintained to a high level.

Conclusion

This is an introduction article. We are conscious that there may be problems with the earlier list of necessities. That is why it is very important to get feedback. All these necessities are open for adjustment at the moment, before the design stage can be on track this article needs to be agreed upon and signed. Specific levels of system performance have yet to be decided. A further conference is needed to agree on these. The senior management team has asked the us team to investigate the opening of a ‘store card ‘to replace the current membership card. We agree that this could speed up the number of operation per hour; however we would like to pilot the idea to find out the best possible performance level. We also feel that the boost in speed would need to be balanced with an increase in the level of card security. The exact details of the beginning of a pilot system in all departments have yet to be agreed. This is the most realistic approach and it is felt that the details need to be discussed further. There is a great deal of eagerness in the senior management team for the new system. We hope that this approach can be shared with the rest of the employees of FNSSL. We look ahead to functioning with all the staff of FNSSL and with helping the company to grow and to become more successful.