MAKERERE UNIVERSITY

COLLEGE OF COMPUTING AND INFORMATION SCIENCES (COCIS)

EAST AFRICAN SCHOOL OF LIBRARY AND INFORMATION
SCIENCES (EASLIS)
MASTER OF SCIENCE IN INFORMATION SCIENCE (MISC)

COURSE CODE: MSC 7106

COURSE NAME: LIBRARY AND INFORMATION SYSTEMS
DEVELOPMENT
LECTURER: DR. BUKIRWA JOYCE
GROUP ONE

S/No Name Reg. Number

1 Agungi Bonnifance 2024/HD05/22253U

2 Kabanda Margaret 2024/HD05/22261U

3 Kyakyo Edith 2024/HD05/22265U

4 Kyobutungi Jacinta 2024/HD05/22266U

5 Chandia Angellah 2024/HD05/22257U

6 Jjumba Henry 2024/HD05/22259U

In your groups, pick one of the techniques of gathering system requirements (as guided below),
make reference to a system of your choice, and:
1. Explain what that technique entails.
2. Explain how you would apply it
3. Identify its weaknesses and strengths
QUESTION1: EXPLAIN WHAT THAT TECHNIQUE ENTAILS.
The System of choice is the Appointments Management System (AMS) and the Interview
Technique will be used to gather System Requirements.
Interview is an interaction between the person gathering requirements with stakeholders where
they are asked questions and they provide answers. These answers are meant to help the
interviewer gather what is required by the system.
The basic traditional Interviewing approach is to identify key stakeholders, interview each of
them and then analyse all the interviews. (Jonasson 2007). The method can be a structured
conversation where one person, the interviewer asks questions to another person the interviewee
to gather information, insights of opinions on a specific topic.
An interview can also be defined as a meeting of two people for the purpose of exchanging
information and ideas through questions and responses. This exchange involves communication
and leads to joint understanding about a particular topic.
Usually, the purpose of interviews is to discover what is on/in someone’s mind, not to put ideas
in the person’s mind.
Interviews can vary in structure:
 Structured Interviews: Predefined questions are asked in a specific order, ensuring
uniformity across candidates.
 Semi-Structured Interviews: Combine predetermined questions with flexibility for
spontaneous follow-ups.
 Unstructured Interviews: More conversational, allowing for open-ended dialogue
without a strict format
Preparation
Successful interviews begin with thorough preparation. Preparation according to Jonasson
(2007) includes… determining the high level need for an interview, scheduling the interview,
doing your homework about the interviewee’s area of knowledge, preparing the interview
questions and then briefing the interviewee of these questions).
Creation of a list of questions that align with the objectives is part of preparation. These can be
open-ended, closed-ended, or situational.
Setting the Environment
Choose a Comfortable Setting by selecting a location that is quiet and conducive to conversation,
whether in-person or virtual. Establish Rapport, start with small talk to make the interviewee
comfortable, fostering a relaxed atmosphere.
Conducting the Interview
Introduce yourself and explain the purpose of the interview, outlining the process. Use your
prepared questions while remaining flexible to explore new topics as they arise. Encourage
elaboration on answers. Pay close attention to the interviewee's responses, showing interest
through body language and verbal affirmations. Document key points, quotes, or insights during
the conversation, or consider recording (with consent) for accuracy.
Questioning Techniques:
Different types of questions can be employed:
 Open-Ended Questions: Encourage detailed responses.
 Behavioral Questions: Use frameworks like the STAR method (Situation, Task, Action,
Result) to structure answers about past experiences
 Standardized Questions: Ensure consistency across interviews by asking the same
questions in the same order

QUESTION 2: EXPLAIN HOW YOU WOULD APPLY IT- INTERVIEW TECHNIQUE

Appointments Management Information System- This will automate the booking process for
Reference Services and Trainings. It will involve scheduling appointments with the Reference
Librarian and training schedules.
The Appointments Management System in the Reference Section of the Library will be able to
perform the following functions.
1. Appointment Scheduling with the Reference Librarian. It shows available slots on
the calendar of the Librarian)
2. Automated Notifications & Reminders (Send Automated Reminders to both
parties before the appointment time)
3. Rescheduling & Cancellations. (Online Rescheduling and Cancelling of
appointments.)
4. Multi-User Access & Roles9Depending on the role one plays, different access
rights and abilities are assigned e.g Administrators, Patrons, Librarians, Guests
etc)
5. Waitlist Management (Manages a Dairy of appointments in que and notifying the
users when the next available slot is opened up.)
 6. Reporting & Analytics. (Tracks key metrics such as the number of appointments,
cancellations, no-shows, and time utilization and also provides detailed reports)
7. Integration with External Systems (Connects with other Internal and External
Systems in the Library for better management)
8. Appointment Notes and Documentation. (Provides for capture of notes regarding
the appointment)

To gather Requirements, Interviews will be held with the Key Stake Holders as identified below-
1. The Staff- who will be implementing the system. These are important since they will be
responsible for functioning of the system and providing the Reference Services to the
Patrons. For these, Some of the Interview Questions will include:
a) What is the current Process Flow in the Management of user appointment and
trainings?
b) What are the Pain Areas regarding management of training appointments.
c) What should the system address in the management of appointments?
d) What reports should the system be able to generate and how often?
e) Are there any other Features they would like included in the Appointments
Management System?
f) How should the system handle Peak times and high traffic?
g) Who will be the main users of the system?

2. The Users/Patrons. These will also directly interact with the system since it is meant to
serve their information needs. Interview Questions will include: -
a) What is their experience regarding Appointment Scheduling and Management with
the Reference Section?
b) How long and how easy is it to book an appointment with the Reference Librarian?
c) How can this service be improved?
d) How would they prefer accessing the system? Via Mobile App, Website or other
means

3. Information, Communication and Technology Staff. These will support the

functionality, adaptability, integration and customization of the system. The Interview
Questions will include: -
a) Is there an existing Appointments information System currently being used?
b) Will the system need to integrate with any other systems?
c) Should the system export data and what kind of data?
d) What are the Data Privacy and Security Controls should the system be able to
provide?
e) How should sensitive data be handled?
f) What Regulations are in Place that the system will need to comply with?
g) How should the data in the System be backed up?
h) How will roles and rights be applied to different categories of users?
 i) What type of user licenses should be used by the system?

4. Management (This Category will Include Heads of Department, Library Managers and
Top Executives). These are responsible for facilitating the Budget and aligning the
System to achieve the Organizational Strategic goals. Interview Questions Include: -
a) What is the Budget to be allocated to the development of the Appointments
Management Information System? This should include cost of development of the
system and maintenance in the long-run.
b) What are the project’s cost savings estimated from implementing the system?
c) What should be the ultimate goal of the system?
d) Are there external political factors that will influence the adoption of the system?
e) Will the system survive in case there is change in Management of the institution?

5. Vendors and Suppliers

a) What software and necessary support are available for an Appointments Management
Information System n Reference Services?
b) Is it an Off Shelf System or its to be built from scratch.

QUESTION 3: IDENTIFY IT’S STRENGTHS AND WEAKNESSES

Strengths of Interview Technique
1. Direct Insight: Interviews provide direct access to the perspectives of users and
stakeholders, which can uncover needs that might not surface in surveys or other indirect
methods.
2. Flexibility: Interviewing allows for dynamic interactions, which can adapt to the flow of
conversation and explore new areas of inquiry as they arise.
3. Depth of Understanding: This technique enables a deeper understanding of user
experiences, motivations, and challenges, leading to a more user-centered system design.
Since there is an opportunity for Clarification and further probing and providing of
context during the interview.
4. Personal Interaction: Establishing a personal connection can encourage openness and
candor, resulting in more honest and useful feedback.
5. Immediate Feedback: Interviewers can assess user responses in real time, providing
instant insight into their thought processes and hence a better understanding of the
requirements.
6. Builds Relationships and Trust. With personal interactions, and the non-verbal clues that
are got from interviews, one is able to build trust and get honest feedback from users
about their concerns and suggestions.
7. Builds Better Rapport for later stages of systems development, implementation and use.
Due to the personal relationships built using the Interview method, it becomes easy since
 these same users are the ones who will be involved in compliance and operating the
system.

Weaknesses of Interview Technique

1. Time Consuming: Interviews can take significant time to schedule, conduct, and
analyze.
2. Bias: Interviewer bias may influence the questions asked or how responses are
interpreted, so it's important to remain neutral.
3. Participant Availability: Stakeholder availability can limit who can participate in
interviews and may lead to gaps in the information collected.
4. Varied Responses: Different stakeholders may have differing views or requirements,
which can complicate the synthesis of gathered information
5. Communication Barriers: Some stakeholders may have difficulty articulating their
needs, which can lead to incomplete or unclear requirements
6. Resource Intensive. It requires Skilled Personnel to be able to administer the Interview
and gather the requirements. Even the data analysis is time consuming since it may not
follow a specific structure.

Conclusion

Interviews are a valuable technique for gathering system requirements in a reference service
system. They allow for in-depth exploration of user needs and preferences, facilitating a user-
centered design approach that can lead to more effective and efficient systems.

References
Jonasson, H. (2007). Determining Project Requirements (1st ed.). Auerbach Publications.
https://doi.org/10.1201/9781420045031
Alexander, I. F., & Maiden, N. (2004). "Scenarios, Stories, Use Cases: Through the Systems
Development Life-Cycle." Wiley.
G. A. McHugh, D. (1991). "Interviewing as a Technique for Gathering Qualitative Data." Journal
of Systematic Review, 102(3).
Preece, J., Rogers, Y., & Sharp, H. (2015). "Interaction Design: Beyond Human-Computer
Interaction." Wiley.
Yu, E. (1997). "Towards Modeling and Reasoning Support for Early-Phase Requirements
Engineering." In Proceedings of the 3rd IEEE International Requirements Engineering
Conference.