GCE Applied ICT: Unit 9- Website Design and Management
2.2 Fact Finding
Fact-finding can be described as: “the discovery and establishment of the facts of an issue.” (https://www.google.co.uk/search?q=what+is+fact+finding&oq=What+is+fact+fin&aqs=chrome.0.0j69i57j0l4.3280j0j8&sourceid=chrome&es_sm=93&ie=UTF-8). There are four fact-finding methods one can use to collect information on a particular topic of interest. The four techniques are; questionnaires, interviews, observations and analysing existing documentation. The purpose of fact-finding is to gather information from the client in order to help structure the website. A questionnaire will be made for Makeup Masterclass to fill out.
1.1.1 Interviews
An interview is a conversation between two or more people where questions are asked in order to gather or collect data or information. Interviews can be either formal or informal. A formal interview is where the interviewer has specific questions that they will ask the interviewee. Occasionally, the interviewee will have an idea about what is going to be asked. The interviewer will give him/her a specific topic to study and prepare for the interview.
Informal interviews are held in places like bookstores, coffee shops and local restaurants. These interviews encourage dialogue between you and your interviewer, without the formalities expected in a traditional office environment.
Advantages:
· Interviews can target all levels of the organisation, therefore, helping the analyst gain as much information as they need.
· Interviews allow very detailed information to be gathered.
· Interviews are direct, so face-to-face data collection can occur.
· They are specific from the people who actually do the job
Disadvantages:
· They can be very time consuming as there is no set time period through which they last.
· When interviewing staff, some may feel interrogated, so they may feel obliged to be untruthful.
· Interviews cost money; money that could be spent on something perhaps seen as more useful.
· The Interviewer may be biased and ask closed questions.
1.1.2 Questionnaire
A questionnaire can be described as: “a set of printed or written questions with a choice of answers, devised for the purposes of a survey or statistical study.” (https://www.google.co.uk/search?q=What+is+an+interview&oq=What+is+an+interview&aqs=chrome..69i57j0l5.3446j0j8&sourceid=chrome&es_sm=93&ie=UTF-8#q=what+is+a+questionnaire) A questionnaire is a research instrument that can have many open or closed questions. However, usually, they just consist of simple yes/no questions. Through a questionnaire, factual information can be gathered about the processes and any other operational information.
Advantages:
· This method can save both the person designing the questionnaire and the individual filling it out time.
· This method is especially useful when targeting large groups of people.
· Questionnaires can be carried out by the researcher or by any number of people with limited affect to its validity and reliability.
· Large amounts of information can be collected from a large number of people in a short period of time and in a relatively cost effective way.
Disadvantages:
· As people do not like filling out questionnaires, the percentage of responses that are returned to the recipient are low.
· This method is not entirely appropriate when the opinions of others are being sought.
· A questionnaire may not be a true reflection of one’s own opinions as one can lie very easily on a questionnaire.
· The respondent may be forgetful or not thinking within the full context of the situation.
1.1.3 Observation
Observation is the process of closely observing or examining either someone or something This involves the systems analyst walking around the business, watching how things work with his/her own eyes.
Advantages:
· Observation allows the analyst to gather first-hand, unbiased information.
· Observation allows someone to identify events that may not be apparent from the other techniques.
· Observation can highlight to the analyst the flow on information within the company- whether or not it flows smoothly.
Disadvantages:
· However, people may not work as the normally do when the know they are being watched.
· The employees may be uncomfortable or feel threatened by someone observing them.
· The employees may be resentful to the owners of the company for allowing someone to come in and observe them without their permission. Consequently, the employee may act strange during the observation period.
1.1.4 Analysing Existing Documentation
When collecting documents, the analyst is collecting documents that are used within the business to record information. When analysing existing documentation, the analyst will need to collect examples of the documents circulating within the company in order to get a thorough understanding of the type and quantity of data that flows through the business.
Advantages:
· Documentation allows the analyst to get overview of the organisation form of the company.
· It allows the analyst to determine the relevance of the existing documentation.
· It can help the analyst identify all documentation used in the organisation.
Disadvantages:
· The documentation may be out-dated if it is not correctly maintained by the business.
· The company documents may not reflect the actual reality of the organisation.
· This method can only provide background information.
2.3 Company Requirements
As the primary purpose of the website is to increase sales and, thus profits; the company will have a certain list of requirements they want to achieve out of their website. These requirements can include both layout and content (Advanced and Dynamic features). Identifying these requirements will help the analyst achieve the most identical replicate of the website as can be.
Ultimately, M.M Cosmetics will want their website to act as an advertising and marketing tool. As stated above, the company wants to increase sales and profits, by including things like social media links and having sales regularly, this will entice customers to come back for more.
‘Make-up Masterclass’ will want their website to be accurate and up to date in relation to content. This ensures the customers are up to date with any new special offers or sales that may be happening. Ultimately, this will result in the highest customer satisfaction.
The company will want the website to have a suitable download time. This will ensure anyone who visits the site worldwide will all be able to access the website within a suitable download time. For example; instead of having a download time where people from Northern Ireland can download the website in ten seconds; whereas, people in Asia are waiting ten minutes for the page to download.
As referred to in 2.2, the customers will want the website to be Informative. Consequently, the company will too. If the website gives detailed descriptions of all their products and things like ‘Terms and Conditions and ‘Privacy and Cookies,’ the customer is able to get the utmost insight into anything they want to know. This will ensure they are fully aware of what they are buying before they buy it and they are aware of any shipping fees, or terms upon returns etc.
Undoubtedly, both the customer and the company will want the website to be attractive. The more attractive something is, the more someone will want to investigate it further; the same principle applies to the website. Using a suitable colour scheme and the right amount of graphics will sit well with the customer.
If the company want to use their website to sell products, they would need to include an E-commerce facility in their website. This ensures that customers can make purchases from the comfort of their own home. With an e-commerce facility, purchases can be made all year round, enabling Makeup Masterclass to increase their profits.
The customer would benefit greatly from a ‘Contact Us’ page as they would be able to enquire about any queries they may have regarding products, prices or special offers etc. A ‘Contact Us’ page allows a client and customer relationship to be established. It enables the customer and client to communicate with one another whenever they feel necessary with ease.
In conclusion, there are various things the website should have to ensure the website is fully functional and fit for purpose. If the analyst can include all the above company requirements, both Makeup Masterclass and the customers will have a fun experience both handling and visiting the website.
Centre No: 71373 Page 1 Candidate No: 2454