REQUIREMENTS GATHERINGGetting the Scoop

THE TASK

One of the most difficult tasks in database development is getting all the requirements.

A successful database must Store all the data the business needs to track Must incorporate the business rules for

processing that data Must protect data security and integrity Must be flexible enough to handle exceptions Must be flexible enough to allow for growth and

change

SETTING THE SCOPE

Before beginning create a statement of scope.

A statement of scope, says clearly, without getting into technical details, what a database will contain and what it will do.

REVIEWING THE EXISTING DATABASE

The existing database could be paper forms, spreadsheets, or even an existing electronic database.

Review all forms and reports used by the business for the task.

Review other relevant business documents such as mission statement, goals, memos, etc.

!Important! Do not use the existing database as a model for the new database.

INTERVIEWS

There are several ways to gather information

Direct interviews with the stake holders and users

Always prepare questions for the interview

Take notes and follow up

QUESTIONNAIRES

Questionnaires are cheaper and may be faster than interviews

Questionnaires are best for technical information and facts—close ended questions

Interviews are better for process and open ended questions

RETREATS

Sometimes it is less expensive and more effective to schedule a facilitated retreat of all the stakeholders

During the retreat, the group works out all the data and business requirements for the database

It is important to include all the stakeholders, management, IT people, developers and all the people who will have contact with the database either directly or through client application

Also extremely important that it be facilitated by someone without a stake in the database

OBSERVING THE WORK FLOW It is valuable to

observe how people actually work with the data.

You may see things people do daily that they are unaware of

Observe how they use the data, which data they use most, the sequence in which they use it.

TESTING AND REVIEW

When you have all the detail, create a prototype database

Make sure you test it thoroughly with those who will actually use it. Make sure it meets all the requirements

In so far as possible, test it under work like conditions

Test for how it handles exceptions as well as the usual situations

Test for errors and security Never commit the business’ data to the

database until it has been thoroughly tested.