Navigating Information Systems Strategy: Determination and Selection Insights

Riyad Hasan¹, Farjana Nawrin², Fatema Akter³, Alexander Fosu Sarpong⁴, Md Jahidul Islam⁵

^{1, 2, 3, 4}Emporia State University, USA

⁵Global Master of Business and Management, University for the Creative Arts, UK

DOI: https://doi.org/10.51244/IJRSI.2024.1104015

Received: 07 March 2024; Revised:  19 March 2024; Accepted: 23 March 2024; Published: 27 April 2024

ABSTRACT

This research explores the pivotal role of systems analysts, exploring their responsibilities in identifying business problems, managing new projects, and driving the design and development of information systems. At the core of this multifaceted role lies the intricate process of determining system requirements. This paper aims to provide an exhaustive analysis of distinct methods or strategies for requirements determination, coupled with a sophisticated exploration of the strategic project selection mechanism.

Keywords: Systems Analysts, Requirements Determination, Strategic Selection, Technology Alignment

INTRODUCTION

Project management in the context of information systems involves the planning, executing, and monitoring of projects to ensure they are completed on time, within budget, and to the required quality standards. It requires a deep understanding of both technical and business aspects, as well as strong leadership and communication skills to guide the project team. In today’s rapidly evolving business landscape, the role of systems analysts has become increasingly important. As organizations strive to stay competitive in an era marked by rapid technological advancements, the ability to leverage the power of information systems has become a strategic necessity. At the forefront of this technological terrain are systems analysts and professionals who navigate the complex intersection of business objectives and technology solutions. Systems analysts play a crucial role in bridging the gap between business needs and technology solutions. They are responsible for understanding business challenges and translating them into technical requirements. This role requires working collaboratively with stakeholders to ensure that the information systems developed align with business objectives and are delivered efficiently. The rapidly changing technological landscape has brought numerous challenges and opportunities for organizations across various industries. As Brown and DeHayes (2019) highlighted, the digital revolution has transformed how businesses operate, placing unprecedented demands on their information systems. Systems analysts play a crucial role in aligning technological solutions with organizational goals in this dynamic environment. The responsibilities of systems analysts go beyond just technical expertise; they act as critical intermediaries between business stakeholders and IT teams. Their role includes identifying and communicating business problems, initiating and managing new projects, and designing and developing information systems that address current challenges while anticipating future needs (Davis, 2015). Within this multifaceted role, the requirements determination process plays a central role in the success of any information system project. The process involves collecting and analyzing the needs of end-users and stakeholders to create a detailed specification of the system’s functionalities. Practical requirements determination ensures that the final product meets the intended objectives and supports the organization’s strategic direction. Requirements determination is a vital aspect of systems analysis that aims to identify, elicit systematically, and document user needs and system functionalities. This complex process requires a deep understanding of business context and technological possibilities. As organizations adopt various methods and strategies for requirements determination, the need for comprehensive analysis becomes more evident. This paper explores five distinct methods/strategies employed in requirements determination, drawing upon seminal works such as Senn (2013) and Rosenblatt (2017). The objective is to provide practitioners and researchers with a valuable resource for informed decision-making by highlighting each method’s strengths, limitations, and applications.

In addition, the strategic selection of projects in information systems is critical for organizational success. Project selection mechanisms must align with overarching business goals and consider resource availability, risk management, and anticipated returns. This paper extends its purview to delve into the intricacies of strategic project selection mechanisms, providing an in-depth analysis that contributes to the broader understanding of effective project portfolio management. Technology alignment ensures that an organization’s technology strategy supports and is in harmony with its business strategy. This includes selecting and implementing information systems that drive business processes, enhance productivity, and create competitive advantages in the market. Many companies face multiple challenges with their current information systems and technology, hindering their progress and success. The challenges businesses face with their information systems include underutilizing them for various business activities, systems that fail to deliver the maximum benefits, and inadequate management of these systems and technologies. Improving these systems is a complex process that requires careful consideration of various factors, such as the company’s specific needs, the costs of development, and the capability of existing infrastructure. A study uses Ward and Peppard’s framework and the Analytic Network Process – Benefit, Opportunities, Cost, Risk (ANP-BOCR) method to address these issues. The study aims to provide strategic recommendations for improving the company’s information systems and technology approaches (Pakusadewa et al., 2021).

This research aims to understand the dynamics of information systems’ requirements determination and strategic project selection mechanisms. By analyzing established methodologies, synthesizing existing literature, and offering insights into emerging trends, this paper aims to provide knowledge to systems analysts and organizational leaders to navigate the complex interplay of technology and business objectives in the contemporary landscape. As we embark on this intellectual journey, we will illuminate the symbiotic relationship between technology and organizational strategy, showcasing the indispensable role of systems analysts in shaping the future of information systems.

RESEARCH METHODOLOGY

This research paper analyzes existing literature to gain insights into the methods and strategies used in determining system requirements and selecting strategic projects within organizations. To achieve this goal, the study thoroughly examines secondary data, including academic journals, books, conference papers, and case studies that have made significant contributions to the field of systems analysis and information systems development. The paper’s analysis categorizes the identified methods into distinct groups based on their characteristics, applications, and the challenges they address. This classification system provides a detailed understanding of each method’s strengths and limitations in systems development.

Methods or Strategies of Determining Requirements: Unraveling the Threads

Multiple studies have revealed the significance of determining and selecting the appropriate information systems strategy. Pakusadewa (2021) emphasizes the crucial need to align the information systems strategy with the company’s requirements while Shore (2016) underscores the importance of adopting a strategic approach that includes the selection of hardware and software platforms. Shore (2016) and Saha (2016) both assert the vital role of information systems in gaining a competitive advantage. Shore focuses on the role of information systems in outbound logistics and marketing, while Saha proposes a model for the formulation of technology strategy. Anwar (2017) and Fek (2014) delve into the factors that influence the strategic utilization of information systems. Anwar identifies these factors through a systematic review, while Fek explores the determinants of strategic information systems utilization. Rascão (2018) and Peñalver (2018) highlight the strategic importance of information in decision-making. Rascão focuses on its contribution to organizational performance, while Peñalver emphasizes its critical significance as a strategic resource. Information systems are designed to collect, store, process, and distribute information in a way that supports decision-making, coordination, control, analysis, and visualization in an organization (Hossain et al., 2024). The development and management of these systems require a strategic approach to align them with business processes and objectives. Strategic selection refers to the process of choosing which projects or initiatives to pursue based on their alignment with the organization’s strategic goals. This involves evaluating potential projects on their expected benefits, costs, risks, and alignment with the overall strategic plan to ensure that resources are allocated to projects that deliver the most value (Hossain, Sultana, Uddin, Sarpong, & Zabeen, 2024).

In the complex realm of systems analysis and development, understanding and defining the precise requirements of an information system is a foundational step that directly influences the success and effectiveness of the final product. The methodologies employed to uncover these requirements vary, each offering unique insights and advantages tailored to different project needs and environments. Table 1 explores five pivotal methods or strategies for determining system requirements: Interviews and Surveys, Joint Application Development (JAD), Prototyping, Document Analysis, and Observation. Each approach, supported by key literature, serves to bridge the gap between user needs and system functionalities, ensuring that the development process is both user-centric and aligned with strategic objectives. Through a comprehensive examination of these methods, along with their respective strengths, applications, and the challenges they address, we gain a deeper understanding of how to effectively gather and analyze requirements in the evolving landscape of information technology (Uddin et al., 2024).

Table 1: Methods for determining information system requirements (Uddin et al., 2024).

Interviews And Surveys: A Symbiotic Interaction

Interviews and surveys are tried-and-true methods that form the basis of information gathering. Carefully crafted questions, as discussed by Creswell and Creswell (2017), serve as a gateway to understanding user needs and system functionalities. Psychology plays a crucial role in eliciting candid responses, requiring finesse to navigate potential biases and ensure the authenticity of the gathered data (Babbie, 2016). The strategic use of surveys allows for a broad exploration of insights, capturing both qualitative and quantitative data. Challenges such as respondent bias are addressed, emphasizing the need for a balanced synthesis of perspectives (Dillman et al., 2014).

Joint Application Development (JAD): Orchestrating Collaboration

Joint Application Development (JAD) is a collaborative process that brings stakeholders and analysts together to explore system requirements creatively. As Dennis et al. (2015) highlighted, JAD workshops play a pivotal role in fostering communication and expediting the requirement-gathering process. The delicate balance between structured facilitation and creative chaos is explored, emphasizing the role of JAD in aligning diverse perspectives and generating holistic insights. The collaborative nature of JAD echoes the principles of participatory design, ensuring that the end-user’s perspectives are integral to the requirements elicitation process (Muller et al., 2003).

Prototyping: Sculpting Ideas into Tangibility

Prototyping is a dynamic method for sculpting ideas into tangible representations. This iterative approach, advocated by Sommerville (2011), allows for the exploration of system functionalities visually and interactively. The narrative explores the symbiotic relationship between users and prototypes, emphasizing the value of an ongoing dialogue in refining requirements. Considerations such as rapid prototyping and the strategic use of user feedback are intricately woven into the narrative, reflecting the adaptability and responsiveness inherent in the prototyping process (Budgen, 2011).

Document Analysis: Decoding the Narrative of Existing Artefacts

Document analysis is a detective’s toolkit for unraveling the narrative of existing artifacts. According to Seale (1999), this method involves extracting valuable insights from business plans, manuals, and reports. The role of document analysis becomes particularly pronounced in scenarios where systems are modifications or upgrades of existing ones. Historical artifacts serve as valuable references, shaping future requirements based on the evolution of the organizational context (Myers, 2013).

Observation: The Art of Unseen Discovery

Observation is a powerful method of discovering implicit needs, like how an artist captures the unseen. This approach involves observing users in their natural work environment to gain insights from their daily tasks and interactions. However, navigating challenges such as the Hawthorne effect and balancing observation and intrusion is crucial to ensure that the observed behaviors reflect the users’ authentic experiences.

These methods offer a diverse toolkit for systems analysts to navigate the multifaceted landscape of requirements determination. As we explore each method, the synthesis of theoretical frameworks and practical considerations becomes evident, providing a comprehensive foundation for effectively eliciting requirements in information systems development.

Process of Selecting an Information Systems Requirements Determination Strategy: Orchestrating Symphony

Selecting a strategy for determining the requirements of information systems is a complex process that involves aligning strategic considerations with organizational objectives. It is similar to conducting a symphony, where various elements must work together to achieve the desired outcome. This intricate process involves considering resources, system complexity, project timelines, and stakeholder engagement levels. Table 2 provides a structured overview of five key factors that guide this selection process. Each factor is critically examined, drawing parallels to elements of a symphony to illustrate how they contribute to the seamless integration of technology and business goals. This analysis sheds light on the multifaceted considerations that underpin the strategic selection of information systems requirements determination methods, supported by authoritative references that underscore the significance of each factor in the broader context of systems analysis and project management.

Table 2: Harmonizing Strategy and Technology: Key Factors in Selecting Information System Requirements Determination Methods (Uddin et al., 2024).Top of Form

Harmonizing Strategies with Business Goals

The concept of aligning strategies with business objectives is presented as a harmonious synchronization, where the selected approach perfectly aligns with the company’s broad goals. Laudon and Laudon (2016) underscore the critical nature of this alignment, suggesting that the right strategy acts as a direct reflection of the organization’s vision and plays a crucial role in fulfilling business aims. This segment highlights the essential synergy between the chosen method and the overarching goals of the organization, ensuring that each step taken is in tune with the collective ambition of the business, contributing to a unified and cohesive direction.

Assessing the Terrain of Resource Allocation

Exploring the availability of both human and financial resources, this section navigates the complex terrain of efficient project management. Leveraging the principles of project management as described by Schwalbe (2018), it delves into the nuanced interplay of resource distribution and its critical impact on the choice of strategy. The strategic deployment of budgets and understanding the implications of resource limitations on strategy choices are thoroughly examined. It is crucial to establish a strategic balance and ensure that the chosen approach is achievable within the available resources, in order to maintain the integrity of the requirements-gathering process within the defined resource boundaries.

Demystifying System Complexity

The maze-like complexity inherent in information systems, guided by insights from Sommerville (2011). It discusses how the nature of a system’s complexity influences the selection of strategies apt for managing both straightforward and complex systems. This exploration serves to simplify the decision-making process, ensuring the methodology chosen unravels the complexity, making the requirements gathering process a custom fit for the organizational context’s specific needs.

Managing Time with Precision

The considerations of urgency and project timelines are examined through the lens of strategic time management, inspired by Kerzner (2017). This analysis addresses how a project’s time sensitivity impacts the selection of methodologies, balancing the need for swift action with the demand for detailed planning. The approach adopted is thus likened to a precise timing mechanism, ensuring the requirements gathering phase moves in lockstep with the project’s schedule and urgency.

Choreographing Stakeholder Engagement

The focus shifts to the intricate engagement of stakeholders, drawing on perspectives from Dennis et al. (2015). It highlights the critical nature of aligning the level of stakeholder involvement with the selected strategic approach. Through a careful choreography of collaboration and input, this process aims to refine the requirements gathering strategy, ensuring it is enriched by diverse stakeholder perspectives, thereby enhancing its overall effectiveness and alignment.

The process of selecting a strategy for determining information system requirements is likened to orchestrating a carefully tuned ensemble of considerations. Each element, from system complexity to stakeholder engagement, plays a distinct role in achieving a seamless integration of technological solutions and organizational goals.

Discussion: Emerging Trends and Technologies in Information Systems Strategy

Emerging trends and technologies in information systems strategy and project management are reshaping the landscape, influencing the effectiveness of current methods, and highlighting the need for organizations to adapt proactively. Here are several emerging trends or technologies that could significantly impact the field:

1. Artificial Intelligence and Machine Learning: AI and ML are revolutionizing how data is analyzed and decisions are made in project management and information systems strategy. They offer predictive analytics for better decision-making, automate routine tasks, and enhance the accuracy of requirements determination by analyzing vast datasets to identify patterns and insights that humans might overlook.
2. Blockchain for Enhanced Security and Transparency: Blockchain technology offers a decentralized ledger that could revolutionize information systems’ security and integrity aspects. In project management, blockchain can offer transparent and immutable transaction records, ensuring data integrity and enhancing stakeholder trust, especially in projects involving multiple parties or contractors.
3. Internet of Things (IoT) and Edge Computing: The proliferation of IoT devices and the shift towards edge computing are pushing the boundaries of data collection, processing, and utilization in real-time. For information systems, this means an increased capacity to gather detailed user requirements and operational data, enhancing system responsiveness and personalization. In project management, IoT can improve resource tracking, monitoring, and management, leading to more efficient project execution.
4. Augmented Reality (AR) and Virtual Reality (VR): AR and VR technologies are beginning to play a significant role in project management and system design by offering immersive simulation and visualization tools. These tools can help in requirements elicitation by simulating system functionalities in a virtual environment, facilitating better understanding and communication among stakeholders, and aiding in risk management by visualizing potential project challenges.
5. Cloud Computing and As-a-Service Models: The shift towards cloud computing and as-a-service offerings (Software as a Service – SaaS, Platform as a Service – PaaS, Infrastructure as a Service – IaaS) is altering how organizations approach information systems strategy. These models offer flexibility, scalability, and cost-effectiveness, enabling businesses to adapt their IT infrastructure and systems rapidly in response to changing requirements. For project management, cloud services provide tools for collaboration, project tracking, and resource management accessible from anywhere, enhancing team productivity and project visibility.
6. Cybersecurity and Privacy Considerations: As digital transformation accelerates; cybersecurity and privacy have become paramount. Emerging technologies in cybersecurity, such as AI-driven threat detection and blockchain for secure transactions, are becoming integral to protecting information systems. In project management, understanding and mitigating cybersecurity risks is becoming a crucial part of the project lifecycle, from initiation to closure.
7. Agile and DevOps Integration: The integration of Agile methodologies and DevOps practices is reshaping project management by promoting a culture of continuous integration, delivery, and feedback. This trend emphasizes the need for systems analysts and project managers to adopt a more iterative and collaborative approach to project execution and system development, focusing on delivering value and responding to changes rapidly.
8. Sustainable and Socially Responsible Technology Use: There is a growing emphasis on sustainability and social responsibility in technology projects. This involves selecting and implementing information systems that not only meet business objectives but also contribute positively to environmental and social goals. Project managers and systems analysts must consider the broader impact of their strategies, including energy consumption, data ethics, and digital inclusion.

Incorporating these trends into information systems strategy and project management requires a forward-thinking approach, emphasizing adaptability, continuous learning, and strategic alignment with emerging technologies. By anticipating these developments, professionals can enhance the relevance and efficacy of their methodologies in a rapidly evolving technological landscape.

CONCLUSION

This research explores five methods for determining practical requirements for information systems and discusses strategic project selection. The goal is to provide systems analysts and project managers with a nuanced understanding of how to navigate technology and business objectives to orchestrate successful projects. The paper examines five determination methods – interviews, JAD, prototyping, document analysis, and observation – and discusses their applications and challenges. It also presents the strategic project selection mechanism, which includes alignment with business objectives, resource availability, system complexity, timeline, and stakeholder involvement, as crucial to project success. The aim of this paper is to equip professionals in the ever-evolving technological landscape with the tools to successfully develop information systems projects. The tapestry woven through this exploration reflects the intricate dance between technology and business, providing a guiding melody for crafting a harmonious future in information systems development.

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