HNDIT1212:

System Analysis
and Design

6. Problem Identification Methods

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 Problem Definition
• Identifying Requirements
– Most important factors in building correct systems
is to first clearly define what the system must do
– Requirements may be functional or non-functional
Example : Library system
Functional- borrowing books, returning process
Non functional- security level, interface

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 Requirements Elicitation
• Requirements elicitation is the process of
identifying the sources of requirements for a
new system and obtaining those requirements
from those sources.

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 System Requirements

Specify what the information system must do, or

what property / quality the system must have

System Requirements

Functional Requirements Non functional Requirements

Specify what the information Specify a property / quality the
system must do system must have

Example : Library system

Functional- borrowing books, returning process
Non functional- security level, interfaces
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 Fact Finding techniques

Research and
Sampling of Existing site visits Observations of the
documents work environment

Questionnaires

Joint
requirements
Interviews planning
Prototyping
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 Requirement Discovery Methods
(Fact Finding Techniques)
• It is the formal process of using techniques to collect
information about systems requirements
• Methods
1. Sampling of existing documents
2. Research and site visits
3. Observations of the work environment
4. Questionnaires
5. Interviews
6. Joint requirements planning
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7. Brainstorming
1. Sampling of existing documents
• You can get good idea by studying existing
– Documents
– Forms
– files

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 Documents
• Documents that describe the problem
– Inter office memo
– Mints of meeting
– Customer complain
– Accounting records
• Document that describe business functions
– Company mission statements
– Objective of the organization
• Documents that describe previous studies
– Feasibility report
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 2. Research and site visits
Thoroughly, research the problem domain.
Identify the material that are relevant and
reliable

Internet Intranets

Computer trade Reference books

Journals

World Wide Web

Good sources
of
information
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 3. Observations of the work environment

• System Analyst participates in or watches a

person perform activities to learn about the
system.
• Advantages
– Highly reliable.
– Relatively inexpensive
• Disadvantages
– People usually feel uncomfortable when being
watched
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 4. Questionnaires
• Questionnaires are special purpose documents
that allow the analysts to collect information
and opinions from a large audience.
• Advantages
– Most questionnaires Can be answered quickly.
– Allow individuals to maintain anonymity.
– Relatively inexpensive way of gathering data.
– Responses can be tabulated and analyzed quickly
etc.
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 Questionnaires….
• Disadvantages
– Number of responses is often low.
– No guarantee that an individual will answer or
expand on all the questions
– Difficult to prepare

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 Type of questionnaires
• Free-format:
– A question is asked, and the respondent records the answer in
the space provided after the question.
– Eg:
What additional reports would you require from the system?

……………………………………………………………………………………………
…………………………………………………………
• Fixed-format:
– Contains questions that required specific responses from
individuals.
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 Three type of fixed-format questions
1)Yes /No Questions
E.g:
Do you print reports from the existing system? Yes No
2) Multiple choice questions
E.g.:
How many new clients do you obtain in a year?
(Please tick one box only)
a) 1-10 11-20 21-30 31+
3) Rating questions
E.g:
How satisfied are you with the response time of the stock
update?
1) Very Satisfied 2) Satisfied
3) Dissatisfied 4) Very dissatisfied
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 5. Interviews
• System Analyst collects information from individuals
face to face.
• Advantages
– Gives the analyst an opportunity to motivate the
interviewee to respond freely and openly to questions.
– Allow the analyst to look for more feedback from the
interviewee.
– Permit the analyst to ask questions from each
individuals.
– New ideas may arise
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 5. Interviews….
• Disadvantages
– Very time consuming. Therefore costly approach.
– Depend on analyst ‘s human relations skill.
• Types of Interviews
– Unstructured interviews
– Structured interviews
• Types of interview questions
– Open ended
– Closed ended
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 How to conduct an interview?
• Select interviewees
• Prepare an interview guide
– Use clear and concise language.
– Don’t include your opinion as part of a question.
– Avoid long and complex question
– Avoid threatening questions
– verify before you leave

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 6.Joint requirements planning
• Highly structured group meeting are
conducted to analyze problems and define
requirements.
• JRP is a subset of a more comprehensive joint
application development or JAD technique.

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 7. Brainstorming
Brainstorming sessions are used to let the
stakeholders come up with creative ideas or new
approaches to a problem

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 An Informal Description

"The system is an online, web-based bookstore. The bookstore sells

books, music CDs, and software. Typically, a customer first logs on to
the system, entering a customer ID and password. The customer can
then browse for titles or search by keyword. The customer puts some
of the titles into a "shopping cart" which keeps track of the desired
titles. When the customer is done shopping, he/she confirms the
order, shipping address, and billing address. The bookstore system
then issues a shipping order, bills the customer, and issues an
electronic receipt. At the end of the transaction, the customer logs off.“

Identify the functional and non-functional requirements for online

web based book store
 Functional Requirements
• User logs on.
• System displays welcome message and requests customer ID and password.
• User enters customer ID and password.
• System validates the ID and password.
• User searches for a title by browsing or keyword search
• System displays information about the title.
• User selects a title to buy
• System adds title to the customer's shopping cart
• [Repeat 5-8 until done]
• User is done with shopping
• System displays shopping cart, shipping address, and billing address
• User confirms order and payment method.
• System processes order, notifies warehouse for shipping, and issues an electronic receipt.
• User logs off.
 Step by Step www.hndit.com
1. Define your problem or issue as a creative challenge. A well
designed creative challenge generates the best ideas to solve
your problem.
2. Give yourselves a time limit. We recommend around 25
minutes, but experience will show how much time is required.
3. Once the brainstorming starts, participants shout out
solutions to the problem while the facilitator writes them
down – usually on a white board or flip-chart for all to see.
4. Once your time is up, select the five ideas which you like best.
5. Write down about five criteria for judging which ideas best
solve your problem. Criteria should start with the word
"should",
6. Give each idea a score of 0 to 5 points depending on how well
it meets each criterion.
7. The idea with the highest score will best solve your problem. 22
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