S Y S T E M S  &  N E E D S  A N A L Y S I S
for
Fine Arts and Historical
Data Projects

© 1990-94 by Robert A. Baron
Museum Computer Consultant

 

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I.  Preparation.
    A. Determine objectives and scope of problem or project.
          1. Obtain statement(s) of problem(s) from client.
          2. Collect sample forms and files relative to project.
          3. Determine project scope.
          4. Establish project goals.
          5. Outline Project procedures and interim goals.
          6. Outline Project within context of overall
              museum procedures.
    B. Staff Initiation.
          1. Explain problem in context of Top-Down analysis.
          2. Explain analytical procedures and process, as below.
          3. Hand out analysis data collection forms.
              Explain forms.
          4. Show sample outputs from a completed projects.
              a. Data Dictionary
              b. Files/Forms Inventories, etc.
              c. Source books and procedure manuals

II. Data Collection.
    A. Staff Interviews.
          1. Wish-lists (Systems and functions desired).
          2. Data Problems.
              a. Accessibility:
                  What kinds of information have been
                  difficult or impossible to find?
              b. Currency: Which files and information
                  stores are difficult to keep up to date?
              c. Discovery: Which files are difficult to use?
              d. Maintenance: Which files are difficult or
                  impossible to keep accurate?
              e. Integrity: Which files constantly have
                  incorrect or incomplete information?
              f. Timeliness: Which files, reports and
                  information types are always late or
                  out of date?
              g. Security: Has there ever been improper
                  access to information?
                  Should access be controlled?  To whom?
                  Who uses the data created?
              h. Ownership: What files, information and
                  reports that you need are owned and/or
                  controlled by someone else?
              i. Consistency and Redundancy:
                  What kinds of information and files
                  conflict with other sources or must be
                  duplicated?  Which paper files become
                  outdated quickly?
              j. Dependency: What kinds of information
                  require multi-file accesses?
              k. Use conflicts: Are resources sometimes
                  unavailable because they are in use by
                  another?
              l. Frequency: What forms and reports are
                  required at a predetermined interval;
                  which are needed by occasion?
          3. Procedural Problems.
              a. Definitions: Is there a definitive source
                  for procedural guidelines?
              b. Actualizations: Are tasks and roles
                  defined sufficiently?
          4. Documentation of current system.
              a. Individual and Group Tasks and Activities.
              b. Data used and Data created.
              c. Documents and Forms.
              d. Agents, Intercourse and communication.
              e. Data security and authority restrictions
                  and access needs.
              f. Task geography.  Task interdependency.
    B. Identify Systems required, such as
          1. Accessions.
          2. Borrowing control.
          3. Lending control.
          4. Valuations and insurance.
          5. Rights and permissions.
          6. Scholarly access.
          7. Exhibits.
          8. Refer to "Glossary of Typical
              Collection Management Functions."
    C. Collect policies and guidelines.
    D. Collect style sheets and procedural handbooks.
    E. Inventory files and information storage media.
    F. Inventory forms and communications media.
    G. Inventory current computer equipment.
    H. Inventory and describe physical spaces, offices
    I. Gather forms/files/communication media.
    J. Estimate levels and types of system usage.

III. Data Interpretation.
    A. Establish list of relevant museum activities and
        tasks.
          1. Analyze job descriptions and/or interview
              staff for associations with areas of
              analysis.
          2. Produce draft task list cross referenced to
              agents.
          3. Develop procedure lists.
          4. Develop flow diagrams for current procedures.
    B. Analyze current paper files and fields for
        automated access.
    C. Analyze quality of current automated systems.
    D. Comment on current data and file structures.
    E. Develop scenario for continuation of current
        automation projects.
    F. Develop scenario for inclusion of paper files.
    G. Formulate hypothetical systems for automation
        improvement.
    H. Consider advantages/disadvantages of
        commercial museum systems.
    I. Arrange small systems demonstrations, if needed.

IV. System Analysis Product Development.
    A. Develop analysis report back-matter.
          1. Produce files and field inventories.
        2. Compile files/forms source books.
          3. Activities/Systems list.
          4. Activities Flow Charts.
          5. Develop draft data dictionary from
              Files/Forms inventory.
          6. Rectify draft data dictionary according
              to controlled field names.
          7. Cross-tab fields vs. forms and files.
          8. Synthesize controlled fields and
              nomenclatures.
          9. Gather style sheets and procedural handbooks.
    B. Produce Report text.
          1. Include results of data interpretation,
              as appropriate.
          2. Examine commercial options.
              a. Examine commercially available systems.
                (1) Determine functionality of
                      current systems.
                (2) Estimate cost of commercial systems.
              b. Analyze pros and cons of a custom system.
                (1) Estimate functionality of custom system.
                (2) Estimate cost of custom system.
              c. Compare value and advantages of commercial
                  to custom systems.
          3. Examine informal options.

V. Follow-up (as requested).

    A. Produce RFP.
    B. Attend and advise at vendor demonstrations.
    C. Supervise project or help find project manager.

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