3. Understanding The Problem

The exact nature of the problem must be determined and whether it can be solved by an information system in this stage. A requirements report is then produced. 

  • approaches to identify problems with existing systems, including:
    • interviewing/surveying users of the information system. 
      • In most cases, the purpose of the system is primarily concerned with fulfilling the needs of its users- users being those who utilise the information created by the system. 
      • Interviews and surveys are the primary tools for collecting user experiences and problems with the existing systems, and also for identifying the needs and any new ideas they may have to improve the system.
      • The larger the sample, the more accurate the results. 
      • Unfortunately, surveys must be constructed in advance and thus the questions tend to draw out particular information that the survey designer feels is relevant. 
      • Open-ended questions are likely to be answered in the context of the existing (not new) system.
    • interviewing/surveying participants. 
      • Participants within existing systems will have an understanding of the part of the system with which they primarily interact. 
      • They are able to identify problems and often have ideas to solve them. 
      • Also, participants are a vital source of details regarding the information processes occurring within the existing system. 
      • Although participants are aware of the procedures for their specific tasks, they may not know how the system performs as a whole. 
      • Thus, it is the job of the system analyst to determine the correctness of the participants’ responses.

    • observing participants and users of the system   

    • analysing the existing system by determining:
      • how it works
      • what it does
      • who uses it
  • requirements reports: 
    • a statement about the need for a new system. 
    • It outlines the aims and objectives of the new system and how it will help the organisation. 
    • Requirements reports should include 
    • an introduction, 
    • analysis of the existing system, 
    • the requirements of the new system, 
    • the subprojects and 
    • the timeframe for each and 
    • the overall timeframe for the project.
  • requirements prototype – a working model of an information system, built in order to understand the requirements of the system
    • used when the problem is not easily understood. 
    • Users often have difficulty expressing exactly what they want but they are usually able to relate to the model and can usually point to all the aspects they wish to keep and add things they see are missing.
    • repetitive process of prototype modification and participants’ feedback until the problem is understood. 
    • This means that the participants will be more involved in the developed process and thus have some ‘ownership’ of the new system. 
    • Also, there should be fewer changes needed in the next stages of the development if the participant’s needs are clearer at this early stage.
    • can be the basis for further system development. 
    • It should be easier to create the new system when there is a model to guide its development. 
    • However, it may also be abandoned and the system developed using other methods to meet the design specifications made clear by the prototype.
    • Disadvantages: 
      • cycle of development may be very time consuming, 
      • can be more costly to develop a prototype if it not used as the basis of the new system, and 
      • limitations may not be obvious in small working model but may lead to problems when the full system is eventually developed.