ANS:-
There are various fact finding approaches which can help to gather information and much of these information I need to analyse relates to the Organisation in general, the user staff, and the work flows. This information describes the Organisation’s policies, Organisation structure, user staff information such as authority relationship, job function, information requirements, and the information about work flow, work schedules, methods & procedure which helps to maintain PROCESS MODEL and DATA MODEL of an Organisation. In this way, I have considered many fact finding techniques which can help me to describe what data model is and process description of an organisation.
Document Review:-during document review use document analysis to understand the as-is system of an enterprise which can help me to understand how this system is supposed to work. But information system may not well documented and incomplete. But it gives the strong indication of what need to be changed.So,if it does not give complete information about how data are organised and how they are related to each other. It also does not communicate the business rules of that followed during the operation of system. It will not in the standardized format so there is difficult to know about which data is retrieved from which place that is helps to make data model. It also does not give the review of processes and activities performed by which section and how each section move data among them.so, problem to define the data flow which is key point of process model.so, document review approach might not be useful to get data model and process model.
During document review, I can find external source of information such as government document, technical newspaper and professional journals and software packages on the market to suit virtually every problem area with reasonable modification. But search of professional references, procedures, manual, textbooks, company studies, government publication may help to produce process model and data model. But according to me, sometimes it proves invaluable because to review it may be time consuming and outdated and incomplete. Disadvantages of document review are those written documents do not match reality for instance reports can be biased and out of date.
1) Observation:-this is a process of recognizing and noting people, objects and occurrences to obtain information. This technique may help to get as close as possible to the ‘real’ system of an organisation. In this way, i need to know as much as possible about modes of communication and modes of retrieving the data available through the Organisation structure. This is s approach can guide to know about system, how it is functioning, how data or records among the sections move, detail of activity perform, how they share and also show interfaces of section.so,it may helps to maintain process model but if i conduct obtrusive observation ,degree of information may decrease when one knows he/she is being observed during on site observation ,it may examine form records ,reports and purpose of each information. it may describe data flow through process logical data where it is stored in files ,how all departments relates data so that they both can know how they keep their record upgraded and consistent manner and can shared easily, what attributes they used to maintain records. It might helpful to maintain data model too. But it can be very time consuming. I may also know about newspaper, professional journal, system manuals, hardware/software vendor available through association which can help me to define process model and data model. During observation, suppose, if I conduct on site observation may know about record and their personal information, which shows the attributes of the entity. In this way, data model can easily be maintained during on-site observation.
2) Questionnaire and surveys: – Data and Process modelling technique is used to capture more specific information. So, after the case study, I think questionnaire is best approach to use for obtaining specific information from individual. i can perform structure or unstructured questionnaire. In unstructured, the whole staff can answer the questions freely in their own words whereas in structured approach require a specific response to open ended or closed question. As I know the tightening of the school budget is putting a strain on the workload of school staff, questionnaire is economical then other approaches. But to make data model, I need great amount of returns from employee of all section and also need anonymity. But it may get less returns and different response from every individual which will give inconsistent data flow and entity relationship diagram and although all section handles related information but there may be no integrated system so feedback may be inconsistent so this approach might be or might not be useful for fetching data model and process
model of an organisation and there may be possibility of finding some journals and textbooks from the user of an enterprise which can help to make data model and process model.
3) Sampling:-Sampling is also good fact finding technique to draw a process model and data model, because this is the way by which I can collect the example of actual documented system include records, reports, complaints summaries, work request etc, .I can review some of the representative of all section and can get particular data that may be hidden during other fact finding approaches. If during Sampling, I get representative of overall data of all the section of record system, then it will be helpful to make entity relationship diagram and data flow diagram which can the tools of modelling technique. So, it will be helpful too.
4) Research:-Research is another important information eliciting approach where i can at least get textbooks to obtain background information, technical materials, news magazine of this school and also conduct and attend professional meetings, group discussion which may helpful in problem solving. during research i can also visit site or physical location for example if i visit at one section, i might be how it works ,why it is work like this, what is to be done, who is doing which job and why, what data is required, what personal information is recorded and what are the attributes of each entity ,how data is integrated ,where is problem in the system, how all process being functioned, all the answer of these questions may be produced during research techniques. In this way, i can know what is process model and data model of an organisation and what are the other external documents such as manual textbooks, websites and journal which will be useful for making of model.
