SAAD Individual Part

8) a) Method of information gathering, discuss benefits and setbacks DONE

The second phase in the system development life cycle is system analysis (SDLC).
System analysis is a technique for problem resolution, in which the objective of it is to
develop a conceptual representation of the latest and improved system. It disassembles
complex system into its separate parts in order to investigate how effectively those
components perform and interact to achieve their goals. This can be done by creating
requirement modelling which investigates business processes and document new systems,
perform fact-finding techniques, and the deliverables will be recorded in the system
requirement document.

There are a few requirement elicitation techniques used during the analysis phase.
One of the ways is by utilizing the survey and questionnaire technique. A survey attempts to
make inferences regarding to a distinct population via examining a sample of that group. A
population is a set of things whereby the researcher is intrigued in, entities may contain about
anything such as an individual, events, companies, organizations and even ethnicity (Groves
et al, 2009). Questionnaires is a type of text based medium where it prepares survey
respondents questions to address or statements to react to by signalling a response (Young,
2015). The perks of the survey and questionnaire technique is that it is brief and user friendly.
It usually states clear instructions so that people can easily know what to do. Moreever,
simple wording is used to cater to a wide variety of people from different ages and
backgrounds to avoid misunderstanding.

Creators of the questionnaire must test it in advance to ensure questions are structured
and organized in a logical order to have a flow. Besides that, it is highly recommended for
creators to avoid leading questions while creating a survey as it discreetly directs responders
to provide a specific type of response. Leading questions frequently persuade respondents to
give input which is consistent with the questionnaire creator's viewpoint in which responses
automatically becomes biased. Similar to leading questions, creator of the questionnaire must
also limit questions raising concern or negative issues as respondents would only think about
the negative aspects of the experience. Due to the abstract format of the content, open-ended
questions are more challenging to tabulate; They contain qualitative data and are difficult to
calculate as numbers as each individuals’ perception of the facts will be unique. Usually at
the end of the survey, there will be a section for general comments, but it will be kept to a
limit.

Setbacks

In terms of the involvement of subject, the respondent is passive and no clear

commitment as they are only required to fill up the survey. Without the interaction with a
person, it may decrease the alertness of the respondent. Information richness is medium to
low as following the survey outline it would only include simple questions to respond to such
as true/false or yes/no, rating a response on a scale such as good-bad or agree-disagree,
ranking items in order of importance and multiple choice (Brugger, 2010). Besides that, the
chances for follow up and probing is limited. As questionnaires only have a fixed answering
outline, probing and follow up done after original data will be less likely to happen as no
interviewer will question to dive into more elaborated details on certain issues regarding the
respondent’s answer.

Benefits

However, the survey technique’s simple question answer format and the absence of an
interviewee does means that the time required to fill up the questionnaire is less as well as
filling it up whenever and wherever in which creates flexibility and saves time. Survey and
questionnaire’s expense is still moderate as the only thing required is to print surveys on
paper using ink, or just by creating an online survey form which does not necessary need
money unless making advertisements about it. Moreover, it is not required to hire a person to
interview respondents which saves labour expenses. Furthermore, respondents can be
unknown; This ensures respondent’s private information confidentially without risking data
personal data being sold off into third party companies or advertisers. The potential audience
for doing surveys can be quite large, however the lack of response can bias results.
 All in all, the survey and questionnaire can benefit over many other forms of
information gathering methods as they are inexpensive, may readily appealing to the target of
relevance in a range of methods, and can be utilized to reach a big audience across a vast
regional area.
 b) Explain the conduct of the investigation method including how it will be carried out,
target user, location etc. create a set of questions that you can use for you
investigation.

Before developing a system, developers must first recognize what the system is all about,
though which the system is associated to job searching and recruitment. From there onwards,
they could grasp a rough idea on how the system should function and can initialize onto
identifying the problems of relevant existing systems in the market, such as the problems that
surfaced overtime and what it lacks. Survey and questionnaire is the investigation method in
which will be carried out in situations similar to these whereby the development of the
system is highly depended on the response of experienced users.

Issues related to the existing systems can be quickly discovered by questioning users like
administrators, employers, and applicants who has experience utilizing the system. As the
system is related to job searching and recruitment, developers must foremost revise the law of
employment as well as the working age population in Malaysia. Target users of the system
can be marginalized as young as the age of 15 due to the legal working age in Malaysia, till
60 years old as it is the average age of retirement. Individuals from this age group shall be the
targeted participants of the survey.

Asking the right questions are vital when coming into conducting a survey, this
determines how useful the data gathered will be. Furthermore, way of phrasing such as choice
of words and sentence structures must be kept simple and easy to understand as it is catered
to a wide range of age groups. Therefore, the process of creating a set of questionnaires must
include relevant content, straight forward, clear instructions and questions. By doing so,
developers can acquire informative feedback from targeted participants.

In the digital age, most people search for job and recruit employees via application
through devices such as smartphones and laptops. Hence, it is suitable to create and distribute
the survey online so that target users can conveniently access and respond to the
questionnaires. Respondents could fill up the surveys whenever and wherever as long as they
have their devices with them. Meanwhile, creators of the survey could also easily collect
responded questionnaires; Moreever, being notified and check the survey on the spot when a
response submission occurs.

Responses of the survey will be gathered once the survey is submitted. The data collected
will usually be cleaned and processed by programs in the software. Afterwards, information
will be tabulated and visualized so it is facile for people to comprehend. From there on,
developers may use this information to analyse and conclude the problems of existing
systems. At last, they are now able to create a perfectly brand new system based on feedbacks
given.

Set of questions used for investigation:

1. What is your age? Select the range applicable:
[A] under 20
[B] 20 – 29
[C] 30 – 39
[D] 40 – 49
[E] above 50 >

2. Which industry do you specialize/ interested in:

[A] Accounting and Finance
[B] Admin and Human Resource
[C] Arts, Media, and Communication
[D] Building and Construction
[E] Computer and Information Technology
[F] Education and Training
[G] Engineering
[H] Healthcare
[I] Hotel and Restaurant
[J] Manufacturing
[K] Sales and Marketing
[L] Sciences
3. How many years of work experience have you had? Select the range applicable:
[A] 1 – 3
[B] 4 – 7
[C] 8 – 10
[D] 11 – 20
[E] above 20 >

4. Do you usually utilize WORQ to search for jobs?

[A] Yes
[B] No

5. Is WORQ easy to use?

[A] Yes
[B] No

6. Is the process of creating CVs/Vacancy advertisement simple?

[A] Yes
[B] No

7. Are the vacancy matches accurate to your preference?

[A] Yes
[B] No

8. What feature(s) was helpful while using the website/application?

__________________________

9. What feature(s) would you add/change to enhance your job searching experience?

__________________________

10. Rate how satisfied you are so far using WORQ

1 2 3 4 5
Very Satisfied Satisfied OK Dissatisfied Very Dissatisfied
DFD Level 1: Manage Vacancies
Data Dictionary
Component 1: Create CV

External Entity
Name: Applicants
Description: Applicants create CV to publish
Input data flows: Publish CV
Output data flows: Create CV

Process
Name: 2.1 Create Medium
Description: Create mediums such as CVs into applicant records and publish CV
Input data flows: Create CV
Output data flows: Publish CV
Process description:

START
OPEN file ‘applicant record’
READ cv details
CHECK (username)
IF username exist
THEN PRINT cv details
ELSE PRINT “No results were found”
ENDIF
CLOSE file
END
Data Flow
Name: Publish CV
Description: to allow users such as applicants and employers to view CV
Origin/Source: Create medium process
Destination/Sink: Applicant external entity
Data structure: Education, Job Experiences, Skills, Languages

Data Store
Name: Applicant record
Description: Store applicant CV details and provide updated CV details for processes
Input data flows: Append CV details
Output data flows: Updated CV details
Data structure: Education, Job Experiences, Skills, Languages

Data Structure
Applicant CV = Education + Job Experiences + Skills + Languages
Data Element
Data Element Name: Education
Description: Display applicants’ education level and details related
Element Characteristics:
- Type: Alphabets
- Length: 100
- Output format: xxxxxxx

Data Element Name: Job Experiences

Description: Display applicants’ job experiences and details related
Element Characteristics:
- Type: Alphabets
- Length: 100
- Output format: xxxxxxx

Data Element Name: Skills

Description: Display applicants’ skills acquired and details related
Element Characteristics:
- Type: Alphabets
- Length: 100
- Output format: xxxxxxx

Data Element Name: Language

Description: Display applicants’ language abilities and details related
Element Characteristics:
- Type: Alphabets
- Length: 100
- Output format: xxxxxxx
Component 2: Admin match vacancy and CV criteria

External Entity
Name: Admin
Description: Admin gather CV and Vacancy data to match
Input data flows: Match vacancy advertisement with appropriate CV
Output data flows: Receive data

Process
Name: 2.4 Match Criteria
Description: Match appropriate applicants with vacancies by retrieve data such as vacancy
advertisement and CVs from applicant and employer records
Input data flows: Receive data
Output data flows: Match vacancy advertisement with appropriate CV
Process description:

START
OPEN file1 ‘applicant record’
OPEN file2 ‘employer record’
READ cv details
READ vacancy details
CHECK (keyword)
IF keyword exist
THEN PRINT “A match has been found!”
ELSE PRINT “No matches were found.”
 ENDIF
CLOSE file1
CLOSE file2
END

Data Flow
Name: Match vacancy advertisements with appropriate CV
Description: allow admins to match vacancy advertisements with CV by analysing its details
Origin/Source: Match criteria process
Destination/Sink: Admin external entity
Data structure: Education, Job Experiences, Skills, Languages

Data Store
Name: Employer record; Applicant record
Description: Store employer vacancy advertisement details and provide details for processes;
Store applicant CV details and provide details for processes
Input data flows: Request vacancy data; request CV data
Output data flows: Retrieve vacancy data, retrieve CV data
Data structure: Education, Job Experiences, Skills, Languages

Data Structure
Applicant CV = Education + Job Experiences + Skills + Languages
Employer Vacancy Advertisement = Job Position + Job Description + Requirement + Skills +
Languages
Data Element
Data Element Name: Education
Description: Display applicants’ education level and details related
Element Characteristics:
- Type: Alphabets
- Length: 100
- Output format: xxxxxxx

Data Element Name: Job Experiences

Description: Display applicants’ job experiences and details related
Element Characteristics:
- Type: Alphabets
- Length: 100
- Output format: xxxxxxx

Data Element Name: Skills

Description: Display applicants’ skills acquired and details related
Element Characteristics:
- Type: Alphabets
- Length: 100
- Output format: xxxxxxx

Data Element Name: Language

Description: Display applicants’ language abilities and details related
Element Characteristics:
- Type: Alphabets
- Length: 100
- Output format: xxxxxxx
Data Element Name: Job Position
Description: Display applicants’ education level and details related
Element Characteristics:
- Type: Alphabets
- Length: 50
- Output format: xxxxxxx

Data Element Name: Job Description

Description: Display applicants’ job experiences and details related
Element Characteristics:
- Type: Alphabets
- Length: 500
- Output format: xxxxxxx

Data Element Name: Requirement

Description: Display applicants’ skills acquired and details related
Element Characteristics:
- Type: Alphabets
- Length: 100
- Output format: xxxxxxx
References
Brugger, J. (2010). Importance of Interview and Survey Questions in Systems Analysis.
[Link]
.pdf

Young, T. (2015). (PDF) Questionnaires and Surveys. ResearchGate.

[Link]

Groves, R. M., Jr, F. J. F., Couper, M. P., Lepkowski, J. M., Singer, E., & Tourangeau, R.
(2011). Survey Methodology. In Google Books. John Wiley & Sons.
[Link]
hl=en&lr=&id=ctow8zWdyFgC&oi=fnd&pg=PR15&dq=groves
 WORQ is known as a recruitment company in which acts as a platform for employers
in search for the perfect candidates for job vacancies, as well as for applicants to find the
most suitable job there is available on the market. By implementing an online job recruitment
system for WORQ, it will make the recruitment processes more efficient and effective for
users such as employers, applicants and even admins.

Figure 1 shows WORQ’s logo, a simple yet sophisticated design made up of different
elements which suits the company’s portrayal.

The logo is made up of the word “WORQ”, Figure 2 will demonstrate the alphabets
highlighted in different colours.

Moreover, the words are meant to serve as a magnifying glass on the outer layer, and
a person in the inside in which imposes a mere imagery of employers searching for the right
candidate shown in Figure 3.
 WORQ’s vision is to be the number one choice for employers and applicants to reach
out for recruitment related tasks such as seeking jobs and finding the best candidate for the
job. Furthermore, we want our users to feel satisfied using our services by developing tools
and functions to help them in the recruitment process, as well as admins to manage the
system easier.

The mission of our company is to match the most suitable job for jobseekers as well
as the perfect applicant to recruit for the job. Our company will ensure the interface design is
easily digestible for users to utilize, as well as provide various tools and functions for users to
make their recruitment process straightforward. Besides that, admins can easily manage
information, generate reports and backup in the same platform. Therefore, this system which
we have created and developed will enhance WORQ’s efficiency and effectiveness of the
company to handle large capacity workloads, eventually increasing the profit in the long run
as well.

Our company’s motto is “Find work at WORQ”. We believe that applicants can find
work easily by using our system, WORQ. It is a simple and fun tagline which users can
remember. It may be the reason users will first think of us while considering seeking jobs.
Where there are applicants, there will be employers who will utilize the system to post
vacancies for reaching out potential employees. This creates the ideal platform for jobseekers
and jobhunters for recruitment usage.
1.2 Overview of business process

WORQ is a recruitment system which aims to let jobseekers find the most suitable
job, and employers to search for the perfect candidate for the job. Besides that, WORQ assists
admin to manage the system. There are three users who utilizes this system, namely the
applicants, employers, and admins.

Applicants and employers are considered as the customers of WORQ for using the
services to accommodate their needs. The process of using the system is quite straightforward
to comprehend. First, both parties must first register their new account in the system. Second,
they are required to log into their own account in which saves and able to access their
personal data, professional details, and preferences information. Third, applicants are able to
create their personalised e-Resume (CV) while employers can create multiple vacancy
advertisements. Once posts are published on the system, they can view their own posts.
Moreover, applicants and employers can update their records they have created whenever
necessary. Applicants can search and apply for vacancies as they wish.

Majority of the time, the WORQ system will automatically match the suitable
vacancy advertisements with the perfect applicant, admins can also manually do so by
utilizing the system. When a match is found, both employers and employees will be notified
for the match. Afterwards, both parties are given the choice to accept for reject the match. If
match was accepted by both, employers and applicants will negotiate and be notified of
interviews for the job. Employers are required to pay a sum of money as a fee if applicants
are hired for the job advertised.

Behind the scenes, admins are the users who maintains the WORQ system. They are
able to manage user accounts, remove old vacancies, back up data from the system and much
more. Furthermore, admins can simply generate reports such as financial, applicants,
vacancies, and matches at any moment.