DATA COLLECTION APPROACH

GROUP NO: 3
DATA COLLECTION APPROACH

 Data collection is the systematic approach to gathering and measuring

information from a variety of sources to get a complete and accurate picture of
an area of interest.
 Data collection enable a person or organization to answer relevant questions,
evaluate outcomes and make predictions about future probabilities and trends.
 An information system should meet the needs of the host organization it
serves. The requirements for the information system are thus determined by
the characteristics and procedures of the organizational system.
 For example, in retail sales data might be collected from mobile applications,
website visits, loyalty programs and online survey to learn more about
customers.
 Fact – Finding Techniques

 Thespecific methods analysts use for collecting data

about requirements are called fact – finding techniques.
These include
 Interview

 Questionnaire

 Record Review  
 observation

 Joint Application Development (JAD)

 Interview

Systems analyst collects information from individuals or groups

by interviewing. The success of an interview depends on the
skill of analyst as interviewer. It can be done in two ways such
as
 Unstructured Interview − The system analyst conducts
question-answer session to acquire basic information of the
system.
 Structured Interview - Use standardized questions in either
an open – response or closed – response format. The former
allows respondents to answer in their own words; the latter
uses a set of prescribed answers.
Advantages of Interviewing
 This method is frequently the best source of gathering qualitative
information.
 Development of relationship: Relation between the interviewer and the
interviewee can be developed through an interview. It increases mutual
understanding and co-operation between the parties.
 Selection of suitable candidate: Suitable candidates can be selected
through interview because the interview can know a lot about the
candidate by this process.
 Collection of primary information: Interview can help to collect the fresh,
new and primary information as needed.
 Sufficient information: Sufficient information can be collected through the
interview process. Because the interviewer can ask any question to the
interviewee.
 Less costly: It is less costly than other process of communication. It is very
simple, prompt and low cost method of communication.
 Questionnaire

This method is used by analyst to gather information about

various issues of system from large number of persons. There
are two types of questionnaires 
 Open-ended Questionnaires − It consists of questions that
can be easily and correctly interpreted. They can explore a
problem and lead to a specific direction of answer.
 Closed-ended Questionnaires − It consists of questions
that are used when the systems analyst effectively lists all
possible responses, which are mutually exclusive.
Advantages of questionnaires
 An Easier Method: Questionnaire is comparatively an easier method to
plan, construct and administer. It does not require much technical skill
or knowledge.
 Most Flexible Tool for Data Collection: Questionnaire is no doubt the
most flexible tool in collecting both quantitative and qualitative
 Information
 Rapidity: Replies may be received very quickly in questionnaire
method. In this case there is no need to visit the respondent personally
or continue the study over a long period. Therefore in comparison with
other methods, the mailed questionnaire is the quickest method.
 Wide Coverage: It is probably the best method to collect information,
compared to the other methods like interview or observation, when
the sample population is spread over a large territory. It permits a
nationwide or even international coverage.
 Record Review

Review of existing records, procedures, and forms helps to

seek insight into a system which describes the current
system capabilities, its operations, or activities.
In record reviews, analysts examine information that has
been recorded about the system and user.
Advantages
 It helps user to gain some knowledge about the organization
or operations by themselves before they impose upon others.
 It helps in documenting current operations within short span
of time as the procedure manuals and forms describe the
format and functions of present system.
 It can provide a clear understanding about the transactions
that are handled in the organization, identifying input for
processing, and evaluating performance.
 It can help an analyst to understand the system in terms of
the operations that must be supported.
 It describes the problem, its affected parts, and the
proposed solution.
 Observation

This is a method of gathering information by noticing and

observing the people, events, and objects. The analyst visits
the organization to observe the working of current system
and understands the requirements of the system.
This method is most useful when analysts need to actually
observe how documents are handled, how processes are
carried out, observers know what to look for and how to
assess the significance of what they observe.
Advantages

 It is a direct method for gleaning information.

 It produces more accurate and reliable data.
 It is a common simple method for data collection
 Greater Accuracy: In other methods like interview,
questionnaire etc., the researcher has to depend on
information provided by the respondents.
 By observation, one can identify a problem by making an
in depth analysis of the problems.
 Joint Application Development (JAD)

It is a new technique developed by IBM which brings owners,

users, analysts, designers, and builders to define and design
the system using organized and intensive workshops. JAD
trained analyst act as facilitator for workshop who has some
specialized skills.
Advantages of JAD

 It saves time and cost by replacing months of traditional

interviews and follow-up meetings.
 It is useful in organizational culture which supports joint
problem solving.
 Improved delivery time
 Cost reduction
 Better understanding
THANK YOU!