Information Gathering

Chapter 5
Information Gathering
Introduction
Information gathering is an art and science. The methodology and tools for information
gathering require training and experience that the analyst is expected to have. This means that
the information gathering is neither easy nor routine. Much experience and training are required
to gather information for a system.
So in this chapter we are going to describe the methodology and the process for information
gathering for our system Rajshahi College. This will include:
1. Familiarity with the present system through available documentation such as procedure
manuals, documentation and their flow, interviews of the user staff and on-site observation.
2. Definition of the decision making associated with managing the system. And also the
information gathered is analyzed and documented.
What Kind of Information Needed?

Before going to Rajshahi college we determine what kind of information we actually need for
analysis the system of Rajshahi College. We categorize it in 3 ways:
1. The organization that means Rajshahi College itself
2. The user staff (may be teacher and also other staff)
3. The work flow (include procedure, methods, schedules)
Fig 5.1: Rajshahi College Information

Information about Rajshahi College
Information about Rajshahi College include their policies, goals, objectives, structures. Their
policies are translated to rule and procedures for achieving goals. Their objectives are always
toward s achieving goals. This goal includes information from students’ manuals, orientation
pamphlets, annual student report. There is always a chart or notice which represent an
achievement oriented structure. It helps the students and also the teachers to understand the
general procedure in which the academic system will be considered.
Information about User Staff

Another kind of information for analysis is knowledge about the teacher staff who runs the
college and the students who are present in the system. The job functions of the teachers and
the relationship between the teachers and the students and also with other staff.
Fig 5.2: Information of User Staffs

Source: http://rc.edu.bd/administration/academic-council/
Information about Work Flow
Work flow focuses on the ongoing process of Rajshahi College system. The process of
publishing result, admission in intermediate and also in honors/degree level. It also includes
the payment to the teacher and other worker staff. A dataflow diagram represents the
information generated at each processing point in Rajshahi College and the direction It takes
from source to destination. In fact a system flowchart describes the physical system. The
information from such charts explains the procedures used for performing tasks and work
schedules and goals.
Fig 5.3: Information of Work Flow

Source: http://rc.edu.bd/service-info/
So, next we will get a flowchart which totally describes the Rajshahi College chart and their
system.
Fig 5.4: Rajshahi College System Chart
Information Originate
We gathered information from two principal sources: Personnel or written documents within
the organization and from the organization’s environment. We get information from
government documents, from financial reports, system documentation or manuals and also
from reports and transaction document.
1. Financial report of Rajshahi College:
2. System documentation or manuals:
3. Transaction documents:
4. Government documents
5. Personnel staff
6. The user staffs
7. From the students.
Fig 5.5: Information of Financial Documents
Source: http://rc.edu.bd/download/govt-forms/
Fig 5.6: Information of System Documents

Fig 5.7: Information of Government Documents
Information Gathering Tools

Since information must be acquired accurately, methodically, under the right conditions, and
with minimum interruption to user personnel there is some tools which have been used to gather
information. Though there are various kinds of information gathering tools we use:
1. 1.Review of literature, procedures and forms.
2. On-site observation
3. 3.Interviews
4. 4.Questionnaries
Review of Literature, Procedures and Forms

There are some informations, which we obtained by professional manuals and procedure
manuals. Like during the admission for HSC there is a procedure for applying to the college
and there has a form which has to be filled. Actually procedures and forms describe the present
system. We use several printed forms for capturing and providing information.
Fig 5.8: Review of Procedures

Fig 5.9: Review of Forms
Source: http://nu.ac.bd/admission/
On Site Observation
The process of on-site observation recognizing and noting people, objects, occurrences to
obtain information. The major objective of on-site observation is to get as close as possible to
the real system we are studying. So, we decide to gather information using on site observation
and here we ask some questions to the honorable principle to the Rajshahi college. The
questions were:
1. What is the purpose or goals of your college?
2. Who runs the overall system and who are the important people in it?
3. What is the history of your college and how did it get to its present stage of
development?
4. What kind of system is it when comparison with other college?
5. Your college HSC result is improving in every year. How you will describe this?
6. Rajshahi College have both HSC and honors/degree level. How this system is
maintained?
So, from on-site observation we can more likely to listen than talk and to listen with a
sympathetic and genuine interest when information is covered.
Since we observe the system of Rajshahi college we use this method for on-site observation:
1. Natural: A natural observation occurs in a setting such as the employees’ place of work
and we did it.
2. Direct: A direct observation takes place when the analyst actually observes the system
at work. And we observe the system of Rajshahi college being present.
Questionnaires
Though on-site observation is used to gather information there is some lack in on site
observation. Such as when we need to learn about students’ perceptions, feelings or
motivations. So, we used this method that is asked by direct questions and information can be
successfully obtained with questionnaires. Questions may be open-ended or closed. But for our
required information we use closed question method to the students and the teacher staffs. Now
let some closed questions asked by us:
1.Fill-in-the-blanks Question
Here we ask the students questions for specific information.
• What is the name of the principal sir of your college _________________________?

• What is the number of students in your department _________________________?
2.Dichotomous (yes/no type) Questions
Here we ask question to the students and we offer two answers.
To the students______________
➢ Do you feel that an academic transcript is needed after each examination?
• Yes
• No
➢ Do You happy with the academic process maintained by your college?
• Yes
• No
➢ Do you think the class should be taken in multimedia format?
• Yes
• No
➢ ‘The teachers are always helpful to the students’---Do you agree with this statement?
• Yes
• No
➢ The lab facilities for the students is good for the students?
• Yes
• No
➢ Do you think there should arrange some co-curricular activities in every month?
• Yes
• No
➢ Do you happy with the HSC result of your college?
• Yes
• No
To the Teacher______________
➢ Do you think the administrative system in this college is good enough?
• Yes
• No
➢ Do you think when a lecturer joins he/she gets enough help from senior teachers?
• Yes
• No
➢ Students says the class should be taken in multimedia format. Do you agree with this
statement?
• Yes
• No
➢ Do You think the relationship between the student and the teacher is strong?
• Yes
• No
➢ The students say that they feel some co-curricular activities besides academic study. Do
you agree with their statement?
• Yes
• No
➢ Do you think the teacher should be well known in computer-based systems?
• Yes
• No
3.Multiple Choice Questions

This type of questions students specific answer choices. This offers the advantage of faster
tabulation and less analyst bias due to the order in which the answers are given.
➢ How many students get admitted in HSC level?
1. 1000
2. 1500
3. 3000
4. 1200
➢ Number of GPA-5 obtained in 2018 HSC examination?
1. 750
2. 1500
3. 1400
4. 415
➢ Number of professors in Science Department?
1. 10
2. 15
3. 7
4. 8
4.Rating Scale Question

In this question method students are told to fill a list on some questions. Actually there is no
specific answer they rank the answer based on the question.
Satisfied Average Not satisfied No opinion

1.Do you 1 2 3 4
happy with
your college
website?
2.College 1 2 3 4
administrative
is friendly to
the students.
3.What about 1 2 3 4
the publishing
annual result
system?
4.Teachers are 1 2 3 4
friendly to the
classes.
5.Students get 1 2 3 4
facilities in
extra-curricular
activities.
6. The 1 2 3 4
laboratory
facilities are
quite good for
science labs.
Table 5.1: Rating Scale Question
Conclusion
So, in this chapter we describe how we collect information from Rajshahi college. We used
various kinds of information gathering tools which was judged by the criteria of validity and
reliability. Both depends on the design of the instrument as well as the way it is administrated.

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Chapter 5

What Kind of Information Needed?

Fig 5.1: Rajshahi College Information

Information about User Staff

Fig 5.2: Information of User Staffs

Fig 5.3: Information of Work Flow

Fig 5.6: Information of System Documents

Information Gathering Tools

Review of Literature, Procedures and Forms

Fig 5.8: Review of Procedures

• What is the name of the principal sir of your college _________________________?

3.Multiple Choice Questions

4.Rating Scale Question

Satisfied Average Not satisfied No opinion

Table 5.1: Rating Scale Question

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