417 LAB ACTIVITY 2: Fact Finding

WHY:

This activity is designed to help your team identify the fact finding methods that will prove most helpful in analyzing your project and help you prepare an outline for an initial interview with the supervisor of the department you are analyzing. The facts you obtain will form the core of the system profile you must develop. This fact finding experience will help prepare you for future work as a systems analyst.

LEARNING OBJECTIVES:

1. Discover the fact finding methods most helpful for your project.
2. Experience the preparation of an interview guide.
3. Work on improving your team effectiveness.

PERFORMANCE CRITERIA:

1. Quality of the answers to the Critical Thinking Questions.
   • Completeness
   • Clarity
   • Depth
2. Accuracy and completeness of your interview guide.

RESOURCES:

1. Handout describing projects;
2. Module B;
3. Lab 1 report ;
4. 40 minutes

PLAN:

1. Choose roles if you have not already done so.
2. Identify which of the methods listed on page 623 will be most helpful and feasible for your fact finding tasks; (Say why you chose or did not choose each method.)
3. Prepare an interview guide for your team's initial interview with the supervisor of the department you are working with in your project.
4. Call your client and schedule an interview this week if possible.
5. Answer the Critical Thinking Questions.

MODEL:

INTERVIEWEE:   Mark Kubacki, Director of Grounds Department
DATE:          Wednesday, September 7, 1994
TIME:          7:00A.M.
PLACE:         Room 131, Physical Plant Building
SUBJECT:       Computerized Record Keeping

1 to 2 min.  Open the interview:
                 Introduce ourselves
                 Thank Mr. Kubacki for his valuable time.
                 Purpose:  To obtain an understanding of the existing 
                           record keeping system along with the 
                           expectations of what is needed for a 
                           computerized system.

5 min.       Will you explain to us how the existing record keeping system works?

3 min.       What are your likes and dislikes in the current record keeping system?

1 to 2 min.  Who are the users of the system?

2 min.       Is there a need for a periodic list of tasks which need tending?

5 min.       How do you want to handle activities involving memorial trees?

4 min.       What type of information needs to be kept for supplies and equipment?

3 min.       How do you decide on the types of foliage and where they are placed?

3 min.       What is your procedure for fertilization and the removal of plants?

2 min.       We realize that there is a need for snow removal in South Bend.  
             Is this something in which your department participates?    
             If so, do you want us to include tasks done during the winter 
             in your system?

3 min.       What types of reports do you expect to be generated?

1 min.       Conclude the interview:
                Thank Mr. Kubacki for his cooperation and assure him that he will
                be receiving a copy of what transpired during the interview.
__________
 35 minutes
+10 minutes for follow-up questions and redirection.
__________
 45 minutes allotted for the interview (7:00 - 7:45) 

CRITICAL THINKING QUESTIONS:

1. Which documentation, forms and files did you identify as important to ask for copies when you interview your chief client?
   
   
2. What research in the library or on the Internet do you think you will need to do?
   
   
3. How did your team feel about observation? What problems do you think that will cause? What benefits would it have as far as fact finding is concerned?
   
   
4. What did you consider the pros and cons of designing a questionnaire for your clients to fill out?
   
   
5. How did you decide to intersperse close-ended and open-ended questions in your interview guide.
   
   
6. Did you have any loaded, leading, or biased questions in your guide?
   
   
7. What do you plan to do to establish an environment of mutual trust and respect at the beginning of the interview?

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