Information_Gathering_Tools

1. INFORMATION
GATHERINGTOOLS
System Analysis and Design
Presented by-
SWAPNIL WALDE
B.Com(Computer Application),
LL.B. (Faculty of Law, University of Law)

2. • Review Of Literature, Procedures, And Forms
• On-site Observation
• Interviews And Questionnaires

3. Review literature,
procedures, and
forms
Questionnaires
Interview
On-site observation
Data organization
Information-
gathering tools
Fig. Information-Gathering Methods

4. • No two project are ever same
• This means analyst must decide on the information gathering
tool and how must be used.
• Although there are no standard rules for specifying their use, an
important rule is that information must be acquired accurately,
methodically, under the right conditions, and with minimum
interruption to user personnel.
INTRODUCTION

5. REVIEW OF LTERATURE, PROCEDURES, AND FORMS
• Very few system problems are unique.
• The increasing numbers of software packages suggests that problem
solutions are becoming standardized.
• The first step, a search of the literature through professional references ad
procedures manuals, textbooks, company studies, government publications,
or consultant studies may prove invaluable.
• Often it is difficult to get certain reports, publications may be expensive,
and the information may be outdated due to a time lag in production.

6. • Procedures manuals and forms are useful sources for the analyst. They
describe the format and functions of the present system.
• Up-to date manuals save hours of information-gathering time,
Unfortunately in many cases manuals do not exist or are seriously out of
date

7. • The objective is to understand how forms are used. The following questions
may be useful:
• Who use the form(s)? How important are they to the user?
• Do the forms include all the necessary information? What items should
be added or deleted?
• How many departments receive the existing form(s)?why?
• How readable and easy to follow is the form?
• How does the information helps other users make better decisions? What
other uses does the form offer the user area?

8. On-site Observation
• It is the process of recognizing and noting people, objects and occurrences
to obtain information.
• The major objective of on-site observation is to get as close as possible to
the “real” system being studied. For this reason it is important than the
analyst is knowledgeable about the general makeup and activities of the
system.
• As an observer, the analyst follows a set of rules.
• While making observations, he/she is more likely to listen than talk and to
listen with a sympathetic and genuine interest when information is
conveyed.
• The emphasis is not on giving advice or passing moral judgment on what is
observed.

9. • when human observers are used, four alternative observation methods are considered:
1. Natural or contrived.
1. A natural observation occurs in a setting such as the employee’s place of work;
2. A contrived observation is set up by the observer in a place like laboratory.
2. Obtrusive or unobtrusive.
1. An obtrusive observation takes place when the respondent known he/she is being
observed;
2. An unobtrusive observation takes place in a contrived way such as behind a one-
way mirror.

10. 3. Direct or indirect.
1. A direct observation takes place when the analyst actually observes the
subject or the system at work.
2. In an indirect observation, the analyst uses mechanical devices i.e.
camera etc.
4. Structured or unstructured
1. In a structured , the observer looks for and records a specific action;
2. Unstructured methods place the observer in a situation to observer
whatever might be pertinent at the time.
• Any of these methods may be used in information gathering.

11. Interviews and Questionnaires
• As we have seen, on site observation is directed primarily toward
describing and understanding events as they occur.
• It has limitations when we need to learn about people’s perceptions,
feelings, or motivations, however.
• Therefore, other information-gathering tools can be categorized by their
degree of directness.

12. • The interview is a face-to-face interpersonal role situation in which a
person called the interviewers asks a person being interviewed questions
designed to gather information about the problem area.
• The interview is the oldest and most often used device for gathering
information in systems work.
• It can be used for two main purpose:
1. As an exploratory device to identify relations or verify information, and
2. To capture information as it exists.
Interviews

13. • The art of interviewing:
• Interview is an art primary requirements for a successful interview are
to create a friendly atmosphere and to put the respondent at ease.
• Then the interview proceeds with asking questions properly, obtaining
reliable responses, and recording them accurately and completely.

14. • Arranging the Interview:
• The interview should be arranged so that the physical location, time of
the interview, and order of interviewing assure privacy and minimal
interruption.
• Usually a neutral location that is non-threatening to the respondent is
preferred.

15. • Guides to a Successful Interview:
Interviewing should be approached as logically as programming. In an
interview, the following steps should be taken:
• Set the stage for the interview.
• Establish rapport; put the interviewee as ease.
• Phrase questions clearly and succinctly.
• Be a good listener; avoid arguments.
• Evaluate the outcomes of the interview.

16. Questionnaires
• In contrast to the interview is the questionnaire, which is a team used for almost any tool
that has questions to which individuals respond.
• It is usually associated with self-administered tools with items of the closed or fixed
alternative type.
• By its nature, a questionnaire offers the following advantages:
1. It is economical and requires less skill to administer than the interview
2. Unlike interview, which generally questions one subject at a time
3. In contrast, the interview situation is rarely uniform from one interview to the next.
4. The questionnaires places less pressure on subjects for immediate responses.

17. ThankYou…