Development of an internet based housing demand database system for the KwaZulu-Natal Department of Human Settlements - Essay Example

?Chapter 3 Research Methodology 3 Introduction The previous chapter analyzed literature pertaining to this study. The aim of this chapter is to explain the research methods used in this study. Bhattacharyya (2003:20) explains that the study of research methods provides the researcher with the knowledge and skills needed to solve the problems and meet the challenges of today’s modern pace of development. This chapter therefore, focuses on the research methodology and design employed to achieve the objectives of this study. The research methodology employed assisted in obtaining data relating to the current business processes in the Department of Human Settlements (DHS), that is to capture the functional requirements of the system and the users’ perceptions of the proposed system to develop an internet based housing demand database system for the KwaZulu-Natal DHS for improved housing service provisioning. 3.2 Research Design Cooper and Schindler (2003:81) state that the research design is necessary for fulfilling research objectives and answering research questions. Research design indicates the techniques to be used in gathering data, the type of sampling to be used and how to deal with time and cost constraints, hence the need to focus on a specific research design. 3.3 Types of Research Design Saunders, Lewis and Thornhill explain that there are two approaches to research, each with its own underlying philosophy and views namely, the quantitative approach and qualitative approach (2000:83). According to Neill (2007), quantitative research is a type of approach that assigns numerical data to answers, confirms evidence and produces findings based on fixed closed questions. He adds that qualitative data sets are made up of non-numerical material such as transcripts or audio-recordings of interviews, field notes of researcher observations, records of conversations, and any kind of social text such as books, newspapers and advertisements. Qualitative research is typically used to answer questions about the complex nature of phenomena often with the purpose of describing and understanding the phenomena from the participant’s point of view (Leedy and Ormrod, 2005:94). This study employed a qualitative approach to research when collecting, analyzing and interpreting the data for this study. Qualitative research allowed the researcher to identify the users’ view of the system and also allowed the researcher the opportunity to understand the users’ personal experience of the system. The following section discusses the target population of the study. 3.4Target Population According to Saunders, Lewis and Thornhill (2009), the population is the full set of cases from which the sample is drawn. The target population for this study was the employees of the housing demand database section, municipality employees and the IT section of the DHS. The target population for the study comprised of 70 individuals. As it was impossible to focus on the entire population, it was necessary to use a sample to obtain the relevant data. 3.5 Sampling According to Welman and Kruger (2005:18), great care should be taken to obtain a representative sample in order to prevent a biased result. There are two types of sampling namely probability and non-probability sampling. Welman and Kruger (2005: 56) explain that in the case of probability sampling, the probability that any element or member of the population will be included in the sample can be determined, whereas in non-probability sampling by contrast, this probability cannot be specified. This study used a non-probability sampling method. The advantage of non-probability sampling is that it is less complicated and more economical in terms of time and cost. The researcher opted for this sampling technique as this allowed her to focus on specific individuals that were familiar with the system (Saunders et al., 2009:237). To develop an IT system, it was necessary to gather the requirements from the users of the system such as data capturers, administrative staff, managers of the housing demand database section and staff from the IT department of the DHS. Data from the users were collected via Joint Application Development (JAD) sessions and interviews. The total number of participants for the JAD session was 70. The selection of participants for JAD sessions was based on their roles and significance in the system development, implementation and application phases (Crabtree, 2008). JAD helped to collect the system requirements simultaneously i.e. the JAD session facilitator interacted with multiple people like capture clerks, administrative staff, manager’s i.e. different stakeholders and gather the requirements or features of the proposed system. Normally the systems analyst facilitates the JAD session. This approach was used to gather existing system functionality, control requirements, input/output requirements, and user interface design requirements and to gather documentation about the existing system. This methodology was used to brainstorm the requirements for a new system (Adelakun, 2006: 24). 3.6 Data Collection 3.6.1 Joint Application Development (JAD) Sessions This study made use of JAD a team based system engineering process to discover functional/critical requirements of the proposed system. Joint application development (JAD) is an information gathering technique that allows the project team, users, and management to work together to identify requirements for the system (Crabtree, 2008). JAD can reduce scope creep by 50% and it avoids the requirements for a system from being too specific or too vague (Dennis, Wixom and Roth, 2006: 126). JAD thus enabled the researcher to: elicit useful functional requirements of the system at an initial stage as members of the KZN-DHS were involved in the development process, and to directly provide and review the functional requirements of the system. This helped the researcher to understand the business process in DHS and to capture the functional requirements of the proposed system. JAD sessions accelerate the process of systems development through improved clarity in understanding system design components and architectural planning (Whitten and Bentley, 2007). JAD sessions require that all the stakeholders, experts, and the managing team who have thorough project information, and information about its precise requirements be available concurrently. Time is thus reduced significantly due to the assembly or attendance of all the essential people who can provide important input to the project. The evaluation of system components and design requirements was assisted by the JAD facilitation team headed by the facilitator who is responsible for organizing and conducting the session. 3.6.2 JAD session planning The researcher sent out email invitations to administrative staff in the DHS; project managers, and managers in the housing section of the DHS; IT consultants; and system users of the DHS to be a part of the JAD session. The invitation message provided the participants with the purpose and objective behind the JAD session, time and location details for the session along with an Informed Letter of Consent (appendix 1). The participants were asked to sign in the Informed Letter of Consent to be a part of this session. The session was conducted on the premises of DHS on a weekend to facilitate the availability of the participants. The key aspect governing the success of JAD sessions is identifying the purpose and establishing the objectives of the sessions as this helps in defining and specifying the system deliverables, user expectations and architectural components of the proposed application (Dennis, Wixam and Roth, 2008). They added that the facilitator is responsible for carrying out in-depth research of the project goals, operating environment and user profiles for preparing an agenda for the session. For the purpose of this study, the JAD session was facilitated by the researcher who defined the system requirements and expectations. An outcome of the JAD sessions was a document detailing the existing system and consensus on features of the proposed system. The final outcome of the JAD session was documented to present the system architecture detailing input requirements, processing capabilities and final outcomes to help the system developers to design the prototype application. The members of the department served as technical experts to provide the researcher with the necessary information required thus enabling the management of the complexities inherent in the development of business software application. The session went on for 6 hours and was attended by 65 out of the 70 people who were invited. It was the responsibility of the facilitator to set the agenda for the sessions; schedule the JAD activities; control and manage the flow of discussions; promote participation of members; avoid misleading or moving away from the focal issue and resolving disputes or disagreements between two or more individuals. The agenda of the JAD session was as follows – review existing system – its scope and limitations identify key stakeholders and their operational processes assess user expectations and needs analyze system scope and possibilities of enhancement, and define key system performance indicators The discussion during the JAD session followed the agenda and to facilitate the discussion the researcher prepared a set of questions for each item on the agenda. The participants sat at a round table that enabled each person to see the other clearly and to enable good discussion. Each participant was asked to provide their views and perceptions in context of their area of operation. The first round of discussion focused on the scope and limitations of the old system, followed by an assessment of what their expectations were from the new system. The key stakeholders and users were asked to explain their work processes and how the information flowed from one work unit to another. Based on the inputs provided by the participants, the researcher explained the scope and possibilities of the new system and defined the key performance indicators that would help in evaluating the system. The facilitator was also responsible for documenting the decisions and agreements reached by the participants. A copy of the proceedings of the session document was given to everyone present in the session for their records and future reference. The proceedings of the session were noted by the researcher and a final document was prepared at the end of the session. 3.6.2 UML and database schemas While the JAD sessions were utilized for collecting system requirement specification, the Unified Modeling Language (UML) was used to provide a graphical representation of the system modules and distinct components of the internet based application by the system designers. The UML is a standard tool adopted by academia and industry for engineering system design as it allows for quality system realization (Douglass, 2004). He adds that the UML approach is used by system developers to create a blueprint of the proposed application using database schemas and diagrams that reflect the flow of information across different processes. Schemas are diagrammatic representations that help in illustrating the flow of information and structure of database design for the system application (Sheldon, Jerath, Pilskalns, Kwon, Kim, and Chung, 2001). The UML thus forms an integral part of system analysis process helping in defining the system architecture and establish co-relations among database elements. This is done through the identification of key elements of the database system. The database schemas helped in conceptualizing the system structure. Based on existing co-relations and flow of information between two distinct data elements, a relational database structure was defined for the online housing demand system. Database refers to collection of data that contains information about the enterprise (Kedar, 2009). The design of information systems are based on a database management system that comprises of a set of database structures and coded programs that help the users access the relevant data from the database (Kedar. 2009). Hence a database can be compared to a filing cabinet that contains information in various categories. The programmed instructions are the base for accessing the required information from the database. The data elements forming the database have some associations or linkages between each other. This relationship can be logically defined and represented through database schemas that illustrate and establish the connection between two distinct data components (Sumathi and Esakkirajan, 2007). Based on the system design and architecture defined through this process, the system was then implemented using Microsoft.NET/MS SQL Server database languages to realize a potable web system (Isakov, 2006). System developers use various coding languages or programs to design information system applications. MS Sql and Microsoft.Net are some of the popular development tools used by developers to manage and control database systems. The database system consists of: user interface which is the platform that enables the user to interact with the system, input data and retrieve data; database tables that store physical data; coded instructions that help in managing data, retrieving data and storing data; data backup and recovery systems to prevent loss of data; and data security features to prevent unauthorized access of data (Petkovic, 2008). 3.6.2 Semi-structured Interviews The JAD sessions helped in identifying system requirements, analyzing system operations and conceptualizing system architecture. The outcomes from the JAD and UML tools for system analysis were further supported by semi-structured interviews with DHS personnel. Semi-structured interviews are used by researchers to gather deeper insights into individual experiences, perceptions and opinions in context (Cousin, 2008). This interviewing technique is useful in collecting different perspectives relating to the research context and unlike structured interviewing techniques, this allows the researcher to conduct interviews in an informal setting that allows the respondent to answer to questions more freely. It is more like a conversation than an interview session (Cousin, 2008). Semi-structured interviews allowed the researcher to clarify or probe a person’s reasoning (Leedy and Ormrod, 2001: 196). This helped in eliminating doubts and queries related to the system development process. The interviews were carried out informally and hence did not follow an organized approach. Semi-structured interviews were conducted as and when required by the systems analyst i.e. if any clarity was required from the managers for the system requirements and proposed functionalities capture clerks, administration staff, IT support or management staff. These interviews served to elicit information on understanding of business processes and standard operating procedures of the rental housing tribunal sub-directorate (Requirements Gathering Techniques, 2002). The interviews were beneficial as it assessed the emotional and practical difficulties and expectations of the system stakeholders. The semi-structured interview process contributed to a deeper understanding of the system and its distinct components. The exercise served to explain the: purpose of the system data elements identified during the JAD sessions; system functionalities and application; distinctive functions of each application modules; role and responsibilities of each department and its challenges; and the information flow requirement between system modules and its contributing to efficient information management system. The above points were essential in giving the researcher in in-depth understanding of the system role and functionalities at different operational levels. The researcher met the respondents for gathering additional details for the proposed system and its functionalities. Some of the semi-structured interviews were conducted telephonically for cost-efficiency and speed of the investigation process. Telephonic conversations were conducted with respondents who were unavailable for the face-to-face interviews. The researcher began by explaining the purpose of the interaction and assured the respondents of confidentiality and anonymity. The researcher then proceeded to ask pertinent questions regarding the study. The questions were based on the department needs and expectations defined during the JAD sessions. The objective of the whole exercise was to clarify system design elements and identify operational challenges through assessment of personal experience. All responses were immediately transcribed and respondents were asked to verify the transcriptions at the end of the interviews. The following section explains how the data were analyzed and interpreted. 3.7 Data Analysis For the purpose of this study thematic data analysis method was applied. The thematic analysis is one way of addressing qualitative data. According to Aronson (1994) thematic analysis focuses on identifiable themes and patterns of living and/or behavior. This method enabled the researcher to identify common patterns and themes from the interview responses, JAD session proceedings and UML design prototype. The data relating to system architecture and requirements analysis were categorized to provide a clearer picture of the scope and deliverables of the internet based housing demand application system. This enabled the researcher to analyze and discuss the key findings from the research process and provide an improved understanding of system components and suggest measures for developing an effective application for the internet based data system. The findings from the JAD sessions and the semi-structured interviews were transcribed by the researcher to provide a detailed system design document that was circulated among the key members at KZN-DHS. The document contained details relating to system architecture, database design structure, entity-relationship diagrams and the system functionality tools or modules. It also contained the user interface design prototypes. Once the system specifications were approved by the DHS, the next step was designing the system prototype that contained the templates for application interface. These were sent for approval to DHS and based on the feedback received from the department the final design and development work was started. The final system was ready for implementation in two months. The primary challenge faced during this process was training the members on the system application features and its usability aspects. The following sections discuss the reliability and validity of the results. 3.8 Validity and Reliability Cooper and Schindler (2003:231) state that validity refers to the extent to which a test measures what the researcher actually wishes to measure, whilst reliability has to do with the accuracy and the precision of a measurement procedure. Validity was maintained by ensuring that the interview questions were aligned to the aims and objectives of the study. The researcher addressed reliability of results by engaging in JAD sessions and conducting face-to-face interviews. The interviews were also personally conducted by the researcher to ensure reliability of results. The findings and evidence from the JAD and interview sessions were open to discussion among the JAD participants to eliminate irrelevant points and identify features that were redundant for the proposed system. Proceedings of the JAD sessions were sent to all participants so they could verify authenticity of the information. 3.9 Ethical Considerations According to Cooper and Schindler (2003:120) all parties in research should exhibit ethical behavior. This study ensured that the following considerations were maintained at all times: Participation in this study did not expose users to any invasion of their privacy. The anonymity of the participants was maintained at all times. Participants were not placed in any danger during the study and neither were they harmed in any way during and from the outcome of the research. The researcher clearly explained the objectives of the study to the participants and signed informed consent was obtained from the participants before conducting the study. Written permission was obtained from the Department of Human Settlements (Appendix 2) to conduct the interviews for the study. A draft of the interview schedule (appendix 3) was provided to the DHS for approval before the interviews were conducted. 3.10 Delimitations This study was limited to the KZN-DHS as the researcher lives in KwaZulu Natal and she had to be present to conduct the interviews and JAD session. 3.11 Summary The focus of this chapter was on understanding the system requirements and deliverables through a deeper understanding of existing work processes, user expectations and system capabilities that helped in designing an effective system for the DHS. Chapter four presents the findings of this study. Bibliography Aronson, J. 1994. A pragmatic view of thematic analysis, The Qualitative Report. 2(1). 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