User Needs Reflection

Sometimes it is important in user needs analysis to look at the steps in the analysis process and analyze them. Not all steps are always going to be necessary or even appropriate for the process while other steps are crucial to the completion of a project.

There are some steps that I think can be left out of the analysis process. One of those steps is to develop an understanding of the existing system. This step can be omitted not because it isn’t important, but because if you are working in the analysis process you most likely already have the necessary skills and understanding of the existing system. You are already knowledgeable about the current status of the existing system, therefore, it is not necessary to develop that understanding. I would also leave out step five in the preparation phase; identify sources of information. Just about every tech has the same source of information; the internet. Also sources of information can come and go very erratically. It is good to have a couple sources of information but if the sources turn out to be deceitful or misleading you could find yourself in trouble. I would always leave information open. There is a ton of information out there and it would be in the best interest of the project to be flexible on the scope of information that can be provided, found, or advised.

There are some important steps in the process and in my opinion should never be overlooked. The first one is to understand the end user’s and the organization’s goals. This is usually a pretty easy step to follow in an analysis but it is a very important one. It is necessary to make the goals of the organization and the goals of the end users your own goals. Without understanding these goal there is no project. You want to make sure these goals are aligned so that the best interest of the organization is always in mind. It would be a catastrophe to miss this point and say, install the best video software ever created on a financial planner’s computer. This step must be understood, especially for those out there without common sense. This leads me to the second step that should always be followed. Define the problem clearly. If the problem is not defined clearly than there can be no solution to the problem. It’s as simple as that. The third step that I think should be utilized every time is to identify the roles of the stakeholders. If somebody who should not have stake in the project is in on the work it could have a negative effect. They could try to profit from or even sabotage a project. It is important to know who has vested interest in your work.

There are risk factors involved in every project. People are always a risk factor. A team member could get sick during a task, or even not have the required skills to complete a task on time. Poor estimating of time and cost are also risk factor. Also unexpected thing like a supply shortage can happen unexpected and throw off the projects timeline. These risk factors should be taken into consideration in the assessment process and project managers need to be aware that their schedule is not always going to be followed as planned because of these risk factors. A project manager should also be able to look ahead and foresee some risks happening and prevent them. Making sure that the people assigned to tasks have the skills to complete the task is one way to prevent unskilled workers from upsetting the timeline is one good way to prevent some aspects of risk.

Scope creep can be harmful to a project and should be taken into consideration during the assessment process. Scope creep means that unexpected changes, costs, and occurrences accumulate to throw the project off course whether it is with the timeline or the cost of the project. During the assessment process it is important to be aware of scope creep and make considerations for it. More importantly limitations should be set so that scope creep does not overtake and doom a project. This is accomplished by well defined goals and tasks.

It is important during the assessment process to look at the steps of the analysis process and omit and execute steps based on the goals of the specific project. Every step does not work for every project and a subjective look should be taken at each of them.

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