In this section we highlight the importance of “Gathering Information” and discuss they types of information and ways to collect it
Information Gathering / Data Collection
All assignments require information form the client; this applies at all phases and throughout the ICECAP approach.
Objectives of Initial Information Gathering / Data Collection
The objectives are to:
- Define any current business processes (or other issues) in sufficient detail to enable you to understand the strengths and weaknesses and their causes. This knowledge helps establish your credibility with the client.
- Specify the potential solutions from the requirements identified.
- Understand and define any boundaries and constraints that are likely to affect the assignment.
- Define a solution which solves the agreed problems and weaknesses and which meets the agreed requirements.
What do you need to do?
You need to satisfy the client that you can:
- Obtain a thorough understanding of the problem,
- Plan any subsequent phase,
- Gather and consolidate all relevant information,
- Analyse the data,
- Develop the solution
You will need:
- To define in detail the current client situation,
- Validate any assumptions, premises and conclusions.
- Provide a clear basis for further work,
Client Agreement and Review
Discuss the findings at regular intervals with the client.
Approach to Information Gathering
Collect Information in such a way that the maximum amount of useful information is gathered in the shortest time. Follow the following six rules:
- Rule 1 – Objectivity: See the environment as it really is, not as you would like it to be.
- Rule 2 – Validity: Always check and re-check as far as is reasonably possible.
- Rule 3 – Follow-through: If reviewing a process then follow information, documents and messages
through to their ultimate destination or use. - Rule 4 – Thoroughness: Continue until the quality and quantity of the information is satisfactory.
- Rule 5 – Diplomacy: Take care when dealing with all client staff. Treat them as you would like
to be treated. - Rule 6 – Start at the top (see MANDACT and Stakeholder): Begin at the top of the organisation. This enables you to get access for interviews with subordinates and to brief them if necessary. Working from the top down gives downward validation and consequently better preparation for the next interviews.
Information and Data to be Gathered
Introduction
Information and data to be gathered falls into two main classes: factual and non-factual.
General Factual Information and Data
Information gathered should include:
- Objectives of the assignment,
- Business objectives,
- Organisational structure, Relationships between organisations,
- Types and levels of activities performed,
- Departmental or sectional organisation,
- Data flow,
- Constraints,
- Legislation,
- Trade practices.
- Professional standards,
- Effects of custom and usage,
- Trade union attitudes, benang
- Timing limitations,
- Limitations and restrictions imposed by other departments, etc.
Specific factual information and data
Information and data collected could include any of those below, it all depends on your assignment:
- Annual Reports
- Benchmark or Balanced Score Card Details
- Critical Success Factors, Key Performance indicators etc.
- Programme, Project, Service and Change Plans
- Business and IT strategy
- Competitive Analysis
- Procedures
- Service and Product Information
- Metrics
- Roles and responsibilities.
Classifying The Information
You can classify according to necessity. For example:
- Absolutely essential (the business operation would be harmed by its absence).
- Desirable (useful to the business operation but not absolutely essential),
- Nice to have (wanted by the client or you but not justified).
Non-Factual Data
Much non-factual information arises while you is pursuing the task of discovering the strengths and weaknesses and requirements. Make surethat:
- Fact is separated from fiction,
- Opinions are identified and clarified,
- Comments are evaluated,
- Comments that may be political are evaluated.
Methods of Information Gathering
Document Gathering and Review
If any critical documentation does not exist or is missing, it may be necessary to request its production by the client’s management.
Inspection
Verify the information that has been collected and to check the documentation flow.
Questionnaires
These are particularly valuable when trying to gather common information from widely dispersed sources and where the same small amount of information is required from many people.
Statistical Sampling
This method is used when the assignment is so large that a full examination is impractical in terms of time and cost
Joint Application Development (JAD) Workshops
Interviews to gather information and requirements can take a great deal of elapsed time. For example, if 10 clients need to be interviewed then realistically it would take at least 10 working days to plan, conduct and review all 10 interviews.
JAD sessions are a powerful tool for gathering information and identifying requirements. A good facilitator is vital.
Interviewing
Interviewing is the most widely used method of information gathering. You must be well prepared and you need to pay critical attention to:.
- Defining the interview objectives,
- Planning the interview,
- Preparing the interview question list,
- Conducting the interview,
- Organising the information obtained.