Chapter 5 - Analyzing Data and Communications Requirements

Task type
(M,O,P)

Data needed

Identification for Source of File/Database

Location of File/Database

Use of Communication Network in Task

Communication Volume
(high or low)

Stored Data
- Immediate Data vs. Stored Data
  - real-time data - processed as it enters the computer system
  - stored data - accumulated prior to the task that employs it
- Limits to Retrieving Stored Data
  - existence has data been captured and stored? [ex. salesperson doesn't record non-sales]
  - accessibility is data available? [correlation data may be on different media]
  - overload - is data excessive? [requires filtering]
- Classifying Stored Data
  1. transaction/event data - "raw data"
  2. relationship data -
  3. summarized data -
  4. reports and analyzes -
  5. meta data - [ex. database dictionary]
Requirements for Collections of Data
- Collections of Data as Files or Databases
  - file - collection of data
  - physical file
  - logical file
  - database - collection of integrated files
  - databank - collection of files
- Need for Individual System Data Storage
  - provide data not stored by the organization, but needed for additional processing and analysis or for inquiries
  - to accumulate data for periodic processing
  - to hold processing results as intermediate output to await future events and decisions
  - to store data to reduce access delays or difficulties
  - to retain data that is potentially useful
  - to store data temporarily until a task is completed
- Need for Stored Data for Collaborative Work
  - to store data related to the work and work product of the project
  - to store data related to project scheduling, coordination, and management
  - to store reports and other products being worked on
  - to store reasoning and results from collaborative planning and decision-making meetings

Sources of Data for Individual or Collaborative Information Processing

sources of stored data for individual information processing
Internal	External
Created by personal processing Re-entered from reports and documents Internal files individual files department files organization files	From business partners (customers or suppliers) External databases installed on individual systems accessed by communications Networks such as the Internet

Data Created During Personal Processing
Re-entered Data
Data Retrieved from Internal Files and Databases
External Files and Databases

Computer Communications
- How Communications Are Used in Knowledge Work Tasks
  - synchronous
  - asynchronous
- Electronic Communications Volume
  - low volume
  - high volume
Two Methods for Determining Data and Communications Requirements
1. Document data currently used and communications currently employed
2. Employ a discovery method to elicit a correct and complete set of data and communications requirements
A Discovery Method for Data And Communications Requirements
- Using Questions to Elicit Requirements
- Three Characteristics of Tasks as Sources of Requirements
  1. Tasks as part of organizational management processes
  2. Tasks as part of organizational processes
  3. Tasks associated with products and services provided by the organization
- Steps in Data and Communications Requirements Determination
  1. Analyze each of your tasks in terms of the three task characteristics
    1. Is the task associated with support of management processes?
    2. Is the task part of a business process?
    3. Does the task involve goods and services?
  2. Relate questions to each applicable source of requirements for each of your knowledge work tasks
    1. How important is the data?
    2. Are the data items available now?
  3. Identify new data items for support of work.
  4. Analyze requirements not met with current or planned data or communication.
  5. Record data or communication currently available or planned for implementation on a data and communications requirement worksheet.
- Requirements Associated with Management Processes
  1. What problems do you deal with? What information do you need to solve each problem you identify?
  2. What decisions do you make? What information do you need to make each decision?
  3. What are your critical success factors? What information do you need to monitor your critical success factors?
  4. What are the ends for your processes and activities? What information do you need to measure and monitor your "ends" or effectiveness?
  5. What resources do you employ in your processes and activities? What information do you need to measure your efficiency in use of resources?
- Requirements Associated with Organizational (Business) Processes
  1. What data do you receive from others? How could it be supplied with less delay? What data could you store on your system in order to reduce information delays?
  2. What problems do you have in information processing for the process? What data and communications facilities would assist you?
  3. What part of the process could be performed in parallel? What data and communications would you need inorder to do your work in parallel with others?
  4. What errors occur frequently in the input or process? What improvements in data or communcations would reduce errors?
  5. What parts of the process could be combined for greater efficiency and reduction in cycle time?
- Requirements Associated with Products and Services
  1. What information is associated with or contained within the product or service? What additional information would be valuable to customers or suppliers?
  2. What are the most common questions or inquiries from customers or clients? How could this information be provided more easily?
  3. What uncertainties are faced by clients or customers relative to the selection, purchase, or use of the product or service? What information could you provide that would reduce their uncertainties?
  4. What information would allow you to improve the product or service you provide?
- Extending the Discovery Method to Collaborative Work Data Requirements

Creating a Data and Communications Requirements Worksheet

Items on the Data and Communications Requirements Worksheet

Summary of Data Sources
1. Noncomputer sources of data
2. Organizational databases and files
3. Department or workgroup databases and files
4. External databases
5. Your own databases and files

Data and Communications Requirements for a Director of Software Sales [ see Fig. 5-6 (pg. 161)]