Database Reference
In-Depth Information
terview for clarification. In any case, be conscious that what you see may
not be what you get; if you find that observation data and interview data
conflict, more analysis and investigation are necessary.
Previous Processes and Systems
Frequently, when a developer has been engaged to create an application,
it is because either an existing manual process needs some degree of au-
tomation or an existing application no longer meets the needs of the busi-
ness. This means that in addition to the techniques we've talked about so
far, you need to evaluate the existing process to truly understand the di-
rection the new application should take. For the data modeler, it's impor-
tant to see how the company's data is being generated, used, and stored.
Additionally, you'll want to understand the quality of the data and develop
ways to improve it.
Manual Systems
In a manual process or system (no computer applications being used), the
first order of business is to acquire copies of any and all business process
documents that may have been created. These include flowcharts, instruc-
tion sheets, and spreadsheets—any document that outlines how the man-
ual processes are conducted. Additionally, you need sample copies of all
forms, reports, invoices, and any other documents being used. You need to
analyze these forms to determine the kind of data they are collecting and
the ways they are being used. In addition to blank copies, it is helpful to
acquire copies of forms that contain actual data. Together, these docu-
ments should give you a comprehensive view of how the employees con-
duct business on a daily basis, at least on paper.
You should also work with employees and management during the in-
terview process to understand how the documents are generated, updated,
and stored. This practice will give you insight into which data is considered
long term and which is considered short term. You then need to compare
the documents against the information you received during interviews and
observation. If you find discrepancies between the forms and their use,
you'll know that there is an opportunity to improve the work flow, and not
only automate it. Also, you may identify documents that are rarely (or
never) used, or documents that have information written in (because the
form contains no relevant data field); these are also clear indications of
problems with the existing process that you can solve in the new system.
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