CC-2141

Database Systems

Department of Computer Science

School of Systems & Technology - SST
Lecture 17 & 18 Dr. Arfan Arshad
Learning Objectives

In this chapter you will learn:

When fact-finding techniques are used in the database system development lifecycle.
The types of facts collected in each stage of the database system development lifecycle.
The types of documentation produced in each stage of the database system development
lifecycle.
The most commonly used fact-finding techniques.
How to use each fact-finding technique and the advantages and disadvantages of each.
How to apply fact-finding techniques to the early stages of the database system development
lifecycle.

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What is “Fact-finding”?

 The formal process of using techniques to collect facts about systems, requirements,
and preferences.
 It is critical that the database developer captures the necessary facts to build the
required database system.
 The necessary facts include, for example,

• the terminology used within the enterprise,

• problems encountered using the current system,

• opportunities sought from the new system,
• necessary constraints on the data and

• users of the new system, and

• a prioritized set of requirements for the new system.
 These facts are captured using fact-finding techniques.

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When Are Fact-Finding Techniques Used?

Fact-finding techniques are used in database design and analysis at various stages of the project
lifecycle, including:

Requirement Gathering: Fact-finding techniques are employed to elicit requirements from stakeholders regarding
data needs, system functionality, and business rules.

Data Collection: They aid in collecting existing data sources, formats, and structures to understand the current
state of data management within an organization.

Interviews and Surveys: Interviews and surveys are conducted with users, managers, and other stakeholders to
identify data requirements, usage patterns, and potential issues.

Observation: Observing users and processes helps in understanding how data is currently utilized and what
improvements are needed.

Document Analysis: Existing documentation such as reports, forms, and procedures are analyzed to identify data
elements, relationships, and constraints.
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Contd….

 Prototyping: Fact-finding techniques may involve creating prototypes or mockups to gather feedback on data
presentation and system functionality.

 Data Profiling: Techniques like data profiling are employed to analyze data quality, identify anomalies, and
understand data distribution.

 Entity-Relationship Analysis: Through interviews and analysis, relationships between different entities within
the organization are identified to design an effective database schema.

 Normalization: Fact-finding helps in understanding data dependencies and redundancies, which is crucial for
normalization and improving database efficiency.

 Feedback Gathering: Continuous feedback loops are established with stakeholders to refine requirements and
ensure the database design meets their needs effectively.

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What Facts Are Collected?

In the context of database design and analysis, various facts are collected through fact-finding
techniques. These include:

Data Requirements: Information about the types of data needed, including data entities, attributes, and
relationships.

Business Rules: Rules and constraints that govern how data is created, stored, updated, and deleted within the
database.

Data Usage Patterns: Insights into how users interact with the data, including frequency of access, typical queries,
and reporting needs.

Existing Data Sources: Identification of current data sources, formats, and structures, both electronic and manual.

Data Quality Issues: Identification of data anomalies, inconsistencies, and errors that may impact the effectiveness
of the database.

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Contd…
 User Requirements: Understanding the needs and preferences of end users, including their roles, responsibilities,
and access requirements.

 Security and Privacy Requirements: Information about security measures, access controls, and privacy
regulations that must be enforced within the database.

 Performance Requirements: Factors affecting database performance, such as expected data volumes, response
times, and concurrency levels.

 Integration Requirements: Requirements for integrating the database with other systems, applications, or data
sources.

 Scalability and Growth: Anticipated future needs and growth projections that may impact the design and
scalability of the database.

 Feedback and Iteration: Continuous feedback from stakeholders to refine requirements and ensure alignment with
evolving business needs.

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Fact-Finding Techniques

A database developer normally uses several fact-finding techniques during a

single database project.

There are five commonly used fact-finding techniques:

1. Examining Documentation;

2. Interviewing;

3. Observing The Enterprise In Operation;

4. Research;

5. Questionnaires.

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1. Examining Documentation

 Examining documentation can be useful when we are trying to gain some insight
as to how the need for a database arose.

 We may also find that documentation can help to provide information on the part of
the enterprise associated with the problem.

 If the problem relates to the current system, there should be documentation

associated with that system.

 By examining documents, forms, reports, and files associated with the current
system, we can quickly gain some understanding of the system.

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2. Interviewing
 Interviewing is the most commonly used and normally the most useful factfinding technique.

 We can interview to collect information from individuals face-to-face.

 Objectives are to find out facts, verify facts, clarify facts, generate enthusiasm, get the end-user
involved, identify requirements, and gather ideas and opinions.

 Requires good communication skills for dealing effectively with people.

 There are two types of interview: unstructured and structured.

• Unstructured interviews are conducted with only a general objective in mind and with few, if any,
specific questions.
• In structured interviews, the interviewer has a specific set of questions to ask the interviewee. It might
contain Open ended questions as well as close ended questions.

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3. Observing the Enterprise in Operation

 Observation is one of the most effective fact-finding techniques for understanding

a system.

 With this technique, it is possible to either participate in or watch a person

perform activities to learn about the system.

 This technique is particularly useful when the validity of data collected through
other methods is in question or when the complexity of certain aspects of the system
prevents a clear explanation by the end-users.

 To ensure that the observation is successful, it is important to know as much about

the individuals and the activity to be observed as possible.

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4. Research

 A useful fact-finding technique is to research the application and problem.

 Computer trade journals, reference books, and the Internet (including user
groups and bulletin boards) are good sources of information.

 They can provide information on how others have solved similar problems,
plus on whether software packages exist to solve or even partially solve the problem.

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5. Questionnaires

Another fact-finding technique is to conduct surveys through questionnaires.

Questionnaires are special-purpose documents that allow facts to be gathered from a

large number of people while maintaining some control over their responses.

When dealing with a large audience, no other fact-finding technique can tabulate the
same facts as efficiently.

There are two types of questions that can be asked in a questionnaire: free-format and
fixed-format.

• Free-format questions offer the respondent greater freedom in providing answers.

• Fixed-format questions require specific responses from individuals.

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Self Learning Casestudy - DreamHome

 Textbook – Chapter 11 (Pages 381 – 401)

 In this section we first present an overview of the DreamHome case study and then
use this case study to illustrate how to establish a database project.

 In particular, we illustrate how fact-finding techniques can be used and the

documentation produced in the early stages of the database system development
lifecycle—namely, the database planning, system definition, and requirements
collection and analysis stages.

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Thankyou
Any Queries?

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