Tools of Information Gathering for System Analysis

This article throws light upon the top three tools of information gathering for system analysis. The tools are: 1.Interviews and Questionnaires 2.Revision of Literature, Procedures and Forms 3. On Site Observation.

Tool # 1. Interviews and Questionnaires:

Generally, the onsite observation is directed primarily towards describing and understanding events as they occur.

By this, we cannot get the profit.

On the other hand, we need to learn about people’s knowledge, feelings or motivations. Therefore, other information gathering tools are used for analysis.

If we wish to know about something, we simply ask someone about it directly, but we cannot get an riht answer. When asked by direct questions, the respondent may yield information that is invalid. The information can be successfully obtained with interviews or questionnaires.

Tool # 2. Revision of Literature, Procedures and Forms:

few system problems are difficult, therefore, as in the first step, a search of the literature through professionals; references and procedure manuals, company studies, government publications, or consultant studies is very useful. The primary drawback of this search is time. It is very difficult to such reports. Publications may be expensive and the information may be out dated due to a time lag in publication.

Procedures manuals and forms are very useful sources for the analyst. They describe the formation and functions of the present system. Up-to-date and good manuals save hours of information gathering time. Printed forms are widely used for capturing and providing information.

The following questions are decides the forms usefulness:

1. Do the forms include all the necessary information? What items should be added or detected?

2. How does the information in the form helps other users make for the better decisions?

3. Who use the form? How important are they to the user?

4. How readable and easy to follow is the form?

5. How many departments receive the existing form? Why?

Tool # 3. On Site Observation:

Another information gathering tool used in system studies is called the ‘on site observation’. On site observation is the process of recognising and noting people, objects and gets the information. The analyst’s role is that of an information seeker who is expected to be detached from the system being observed. The role permits participation with the user staff openly and freely.

The major objective of onsite observation is to get as close as possible to the real system being studied. For this reason, it is important that the analyst has the knowledge about the general make up and activities of the system. The following questions can provide the help in the onsite observations.

1. What is relationship with the other systems in the organisation?

2. Is it a primary or a secondary use in organisation?

3. Who runs the system? Who are the important people in it?

4. What kind of system is it? What does it do?

5. What is the history of system? How did it get to its preset stage of development?

Because, the analyst plays the role as an observer, the analyst follows a set of rules. While making observations, he is more likely to listen than talk. Furthermore, the analyst does not concentrate with the single person and ‘show the friendliness toward others.

1. Direct and Indirect Observation:

When the analyst actually observes the subject or the system at work, this system is called direct observation. If the analyst uses mechanical devices such as cameras and videotapes to capture information, this system is called indirect observation.

2. Structured and Unstructured Observation:

When the observer looks for and records, a specific action is called a structured observation unstructured methods place the observer in a situation to observer what every might be permanent at the time.

3. Natural and Contrived Observation:

A natural observation occurs in a setting such as the employee’s place where the work is completed by the employee. A contrived observation is set up by the observers in a place like laboratory.

4. Obtrusive and Unobtrusive Observation:

An obtrusive observation takes place when the respondent known that he is being observed. Unobtrusive observation takes place in a natural or contrived way and in this the respondent does not know about the observation.

Any of these methods may be used in information gathering. Natural, direct, obtrusive and unstructured observations are frequently used for reading the system. Electronic observation and monitoring methods are becoming widely used information gathering tools because of their speed, efficiency and low cost.

For example, some truck fleets use an electronic recorder system that records analyzes and reports information (on line) about the hours and minutes a vehicle was driven, driven faster than 60 miles per hours. If the onsite observation is used for the difficult system so that on site observation takes the more time.