DATA COLLECTION

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DATA COLLECTION

• This is a vital aspect of the S.A.D. process -
  gathering data about the organisation.
• All effective analysis, modelling etc. will
  depend upon data which is
• (a) adequate for the organisation
• (b) accurate.

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DATA COLLECTION

• Thus no matter how good later analysis and design
  are, if it is based on inadequate and inaccurate
  data, it certainly will lead to a poor if not
  untenable system.
• E.g. the parable of the man who built his house
  upon sand.

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DATA COLLECTION

• Two aspects will be explored
• 1. Sources
• 2. Techniques

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DATA COLLECTION

• 1. Sources
• (a) Current system documentation
• This is the largest source - paper work or old
  computer files currently in use
• Concerned with organisations practical running.

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DATA COLLECTION

• Examples include
• Input forms
• Personal files
• Department files
• Output reports etc.

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DATA COLLECTION

• (b) Formal documents
• The "official" documents e.g.
• Accounting
• Company minutes
• Statistical etc.

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DATA COLLECTION

• The S.A. may use this source for background
  material on the organisation rather than for
  detailed analysis.

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DATA COLLECTION

• (c) Sources outside
• Includes any outside information relevant to the
  organisation or the project
• Examples could include
• Hardware/software journals for latest products

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DATA COLLECTION

• S.A.D. journals
• Journals/articles on the activity organisations
  activity e.g. law, medicine

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DATA COLLECTION

• (d) Non written sources
• Includes interviews with people working in the
  organisation.
• Any sources outside, (customers, suppliers,
  etc)
• The organisations reputation may be judged -
  late payer? etc.

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DATA COLLECTION

• 2. Techniques of data gathering
• Current system documents and/or computer files
• plus
• Staff interviews
• generate the greatest volume and quality of data.

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DATA COLLECTION

• (a) Interviews
• Interviews with management level staff are termed
  Management Interviews.
• Discussion is between equal partners where
  company strategy and future plans are discussed.

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DATA COLLECTION

• There should be no reluctance to giving full
  information asked for.
• Notes can be taken openly and probing questions
  asked about the organisation and especially
  current problems.

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DATA COLLECTION

• Knowledge Worker Interview is a second type.
• Different strategies are needed.
• Creating the right atmosphere is central.

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DATA COLLECTION

• Consider the following
• Place of interview - canteen, an office, place of
  work??
• Take notes or not? Etc.
• Some staff may fall in between these above
  categories.

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DATA COLLECTION

• (b) Observation
• Observing how documents are inputted, processed,
  and outputted..
• Structured Walkthrough is a useful technique
  especially in physically large centres.

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DATA COLLECTION

• During this, documents in the system are
  followed from
• source (input)
• to final destination (output),
• noting the activities (processing) undergone.
• This gives a structure to the observation

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DATA COLLECTION

• (c) Sampling
• Directly related to observation
• How much data should be observed and over what
  time period?
• Part of systems analysis is to estimate the
  volumes of data.

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DATA COLLECTION

• A sampling technique is needed which gives an
  accurate view of data flows over a reasonable
  time period.
• It must reflect peaks and troughs in the data
  flows.
• E.g. organisations can have monthly, quarterly,
  seasonal variations in their activities.

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DATA COLLECTION

• (d) Questionnaires
• These should be an excellent way for large
  numbers of people to describe their activities
  and data they handle.
• However effective ones are difficult to draw up
  ones that get useful answers.

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DATA COLLECTION

• It is difficult to receive complete answers
• The objectivity of the answers may be questioned.
• In practice, many individuals need to be
  interviewed about their activities.

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DATA COLLECTION

• (e) Meetings
• These are useful when a free flowing atmosphere
  is created
• Opinions and judgements of the present and
  proposed system may emerge.
• Running effective meetings is a senior skill

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DATA COLLECTION

• (f) Research
• Any outside information can be used as mentioned
  in Outside Sources
• Observing the use of computers in related
  organisations can be very useful giving the
  most practical demonstration.