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Facts findings techniques
Fact-findingis the formal process of using techniques such as
interviews andquestionnaires to collect facts about systems,
requirements, and preferences.
Fact-finding is particularly crucial to the early stages of the
database system
development lifecycle including the database planning, system
definition, andrequirements collection and analysis stages. There
are two main documents
created during the requirements collection and analysis stage,
namely theusersrequirementsspecification and the
systemsspecification.The usersrequirementsspecification describes
in detail the data to be held in thedatabase and how the data is to
be used. The systems specification describesany features to be
included in the database system such as the performance and
security requirements.
Examining documentation
Examining documentation can be useful when we are trying to gain
someinsight as to how the need for a database arose. We may also
find that
documentation can help to provide information on the part of the
enterprise
associated with the problem. If the problem relates to the
current system, thereshould be documentation associated with that
system. By examining documents,
forms, reports, and files associated with the current system, we
can quickly gainsome understanding of the system. For example
documentation which describes
current systemsuch as various types of flowcharts and diagrams,
datadictionary, program documentation, user/training manuals
etc.Ordocumentation that describes the part of the enterprise
affected by problem
such as organizational chart, mission statement, and strategic
plan of theenterprise.
Interviewing
Interviewing is the most commonly used, and normally most
useful, fact-finding
technique. We can interview to collect information from
individuals face -to-
face. There can be several objectives to using interviewing,
such as finding out
facts, verifying facts, clarifying facts, generating enthusiasm,
getting the end-
user involved, identifying requirements, and gathering ideas and
opinions.
However, using the interviewing technique requires good
communication skills
for dealing effectively with people who have different val ues,
priorities,
opinions, motivations, and personalities. As with other
fact-finding techniques,
interviewing is not always the best method for all
situations.
Advantages
y Can motivate interviewee to respond freely.
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y More feedback can be probed.y Allows interviewer to adapt or
re-word questions during interview.
Disadvantages
y Very time-consuming and costly, and therefore may be
impracticaly Success is dependent on communication skills of
interviewer.y Success can be dependent on willingness of
interviewees to participate in
interviews.
Questionnaires
Another fact-finding technique is to conduct surveys through
questionnaires.
Questionnaires are special-purpose documents that allow facts to
be gatheredfrom a large number of people while maintaining some
control over theirresponses.There are two types of questions that
can be asked in a
questionnaire, namely free format and fixed-format.
Free-formatquestionsoffer the respondent greater freedom
inproviding answers. A question is asked and the respondent records
the answer
in the space provided after the
question.Fixed-formatquestionsrequire specific responses from
individuals. Given any
question, the respondent must choose from the available answers.
This makesthe results mucheasier to tabulate. On the other hand,
the respondent cannot
provide additional information that might prove valuable.
Advantages
y Can be answered quickly. y Relatively inexpensive way to
gather data from a large number of people.y People more likely to
provide the real facts as responses can be kept
confidential.
y Responses can be tabulated and analyzed
quicklyDisadvantages
y Number of respondents can be low.y Questionnaires may be
returned incomplete.y May not provide an opportunity to adapt or
re-word questions that have
been misinterpreted.
y Cannot observe and analyze the respondents body language
.O
bserving enterprise in operationObservation is one of the most
effective fact -finding techniques forunderstanding a system. With
this technique, it is possible to eithe r participate
in, or watch, a person perform activities to learn about the
system. Thistechnique is particularly useful when the validity of
data collected through
other methods is in question or when the complexity of certain
aspects of thesystem prevents a clear explanation by the end-users.
As with the other fact-
finding techniques, successful observation requires preparation.
To ensure that
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the observation is successful, it is important to know as much
about the
individuals and the activity to be observed as possible.
Advantages
y Allows the validity of facts and data to be checked.y Observer
can see exactly what is being done.y Relatively inexpensive.y
Observer can do work measurements.
Disadvantages
y People may knowingly or unknowingly perform differently when
beingobserved.
y May miss observing tasks involving different levels of
difficulty or volumenormally experienced during that time
period.
y Some tasks may not always be performed in the manner in which
they areobserved.
y May be impractical.ResearchA useful fact-finding technique is
to research the application and problem.Computer trade journals,
reference books, and the Internet (including usergroups and
bulletin boards) are good sources of information. They can
provideinformation on how others have solved similar problems, plus
whether or not
software packages exist to solve or even partially solve the
problem.
Advantages
y Can save time if solution already exists.y Researcher can see
how others have solved similar problems or met
similar requirements.y Keeps researcher up to date with current
developments.
Disadvantages
y Requires access to appropriate sources of Information.y May
ultimately not help in solving problem because problem is not
documented elsewhere.
