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Analysts also generally find it useful to plan the attire theywear to the interview in order to convey a professional appearance and still set theinterviewee at ease.The goal(s) of the interview should be established up front. In establishing theinterview goal(s), analysts state why the interview is being scheduled and whatinformation is minimally required from the domain expert. Preparing a goal statement isoften helpful if it is kept as succinct as possible so as to provide a general direction for theinterview line of questioning.Once the goal(s) of the interview has been established, candidate questions can beformulated.
Candidate questions should be written down and organized into a logicalsequence. With experience and practice, analysts will eventually become proficient indeveloping questions that are clear, that use words and phrases appropriate to theeducational level and cultural background of the person being interviewed, and whichinvite rather than lead answers. Although the analyst should be cautious not to overprepare, the exercise of writing questions down and analyzing the way they are formedhelps develop good interviewing skills. The time invested to this activity must bebalanced, however, against the possibility that the questions formulated may or may notactually be used.
Their necessity may be eliminated through the discovery of newinformation; or, the interview may go down a line of discussion that was not previouslyanticipated.Several preparatory items are often overlooked. Analysts need to provide the personbeing interviewed with the information necessary to understand why they are beinginterviewed, what will be done with the information they provide, and what they canexpect in return.
Each interview, and particularly the first, should begin by establishing amutual understanding of these items before attempting to satisfy the information needs ofthe analyst. The following list is representative of the questions and concerns the analystshould be prepared to address (Harrington, 1991).1.Why is the interview being conducted?2.Who authorized the interview?3.Who else is being interviewed?4.How was the interviewee selected and by whom?5.How will the information be used?6.Will the interviewee remain anonymous?1037.Will the interviewee be quoted in summary findings?8.What feedback will the interviewee receive?9.How might the interviewee participate in the outcome of the process?10.
What does the interviewee stand to gain?11. Why is highly detailed, accurate information important to the success of theinterview and the project?12. How does the interviewee play a key role in an important process?Interview Domain ExpertsInterviews may be conducted throughout the project to collect additional information,to clarify previous information, or to validate IDEF3 models with the domain expert.The interview with the expert is critical. The analyst (interviewer) should create apositive, and friendly atmosphere during the interview.
The interviewer should attempt toconvey to the domain expert the feeling that they are working together to create therequired description and to solve some problem for the organization. Analysts shouldconstantly remind themselves that the expert is the one with the knowledge of how aprocess should or does work. Generally, the expert is interested in helping and will oftenprovide questions and lines of investigation that the interviewer had not thought ofpursuing.The expert often provides copies of documents and forms used in the current process.This documentation may actually outline the process flow, or rather, the “Should-Be”process flow.
The interviewer must remember that the main focus must be on the processactually performed, rather than formally documented procedures that may or may not befollowed. When focused on how the process is performed today, analysts should becautious to avoid talking about the “To-Be” system to avoid introducing bias in thedomain expert’s answers.Collect Names of ObjectsUnder normal circumstances, one of the first types of information an expert providesare the names of objects involved in the domain. The interviewer should carefully notethese objects.
During the analysis following the interview, the analyst/interviewer willprepare a list of all these objects. This list (object pool) will be analyzed later to associatethe objects of the domain with the UOBs that are relevant to the domain.104Collect Activity NamesThe named activities provided by the expert should be carefully noted. These willoften become the names of UOBs that will be arranged to form process schematics.
Asthe names of the activities are collected, some notion of their sequencing and structureshould be determined and noted. During the analysis that follows the interview, theanalyst/interviewer will prepare a list of all these activities. This list is referred to as thepool of potential UOBs for the IDEF3 schematics.Collect Facts and Constraints Related to Process OccurrencesFacts relative to UOBs and objects and constraining relations between objects, factsbetween objects and UOBs, and facts between UOBs should also be noted during theinterview. The types of information to focus on during the interview include:1.Constraints that govern the initiation of a process.2.Conditions that must hold during the process.3.Conditions that signal the termination of a process.4.Processes triggered by the initiation or termination of the process.5.Properties of an occurrence of the process (e.g., duration, interruptability).6.Objects that participate as agents, information, resources, or products in theprocess.7.Properties of the objects (e.g., particularly those associated with the processsuch as arrival rates or spoilage rates).8.Relations or associations between the objects in a single process.9.Relations or constraints on objects between processes (e.g., shared resources).10.
Conditions that must be satisfied relative to the objects participating in theprocess.11. The distinction between normal and exceptional situations in the occurrence of aprocess.Collectively, this set of information is referred to as facts.105Collect Situation DescriptionsIn IDEF3, we refer to a situation description as the characterization of an occurrenceof a process. This characterization includes the association of activities with thecollection of objects standing in particular relations during an occurrence. It also includesthe association of an activity with the other activities that precede or follow itsoccurrence. Situation descriptions often can be obtained by observing the process inaction (e.g., visiting the factory where a particular part is made). However, such directobservation generally only provides information on the normal processing of shortduration situations.
Generally, the analyst must rely on the domain expert to providespecial insight, into both the normal processing of long-duration situations and theprocessing of exceptions to the norm. During the analysis of these situation descriptions,the analyst will add to the lists of objects and activities previously discovered.
Analysisof the situation descriptions will provide the necessary insight into the sequencing ofactivities, the list of facts, and the constraints associated with the process to be described.Collect and Catalog Source MaterialAs appropriate, analysts should request to see information artifacts of the process(e.g., forms, screens) that are included in the domain expert’s description. To the extentpractical, copies of these information artifacts should be collected for further analysis.All data collected during the course of the project should be logged on an IDEF3 SourceMaterial Log as illustrated in Figure 4-2.106USED AT: ANALYST: I.M. ModelerDATE: 08 Feb 95PROJECT: Example IDEF3 DescriptionNOTES:SourceMaterialNo.1 2 3 4 5 6 7 8 9 10REV:X WORKINGDRAFTRECOMMENDEDRELEASEDSource Material NameREVIEWER:Collected FromSM1Purchase Requisition/Form PI-R6 4-72U.R. BuyerSM2Procedure #079-003 /Rev.
00”Preparation of the Requisition”U.R. BuyerSM3Procedure #079-001/ Rev. 00”Preparation of the Purchase Order“Policy and ProceduresManualSM4Procedure #101-506”Purchasing Codes“Policy and ProceduresManualSM5B.J. Commodity Code ListU.R. BuyerSM6B.J. Product Code ListU.R. BuyerDATE:Collected ByDateCollectedSMSMSMSMSMCONTEXT-SETTINGREFERENCE:ITEM DESCRIBED:FORM TYPE:Source Material LogFigure 4-2Source Material LogFor each source material item referenced in the Source Material Log, there is a SourceMaterial Description that is used to record more detailed information. Figure 4-3provides an example of this form.107DATE: 08 Feb 95USED AT: ANALYST: I.M.
ModelerPROJECT: Example IDEF3 DescriptionNOTES:SourceMaterialNo.SM1 2 3 4 5 6 7 8 9 10REV:X WORKINGREVIEWER:DRAFTRECOMMENDEDRELEASEDDATE:Source Material Name:Supports:Comments:Abstract:SourceMaterialNo.Source Material Name:Supports:SMComments:Abstract:CONTEXT-SETTINGREFERENCE:FORM TYPESource MaterialDescriptionITEM DESCRIBED:Figure 4-3Source Material Description FormEach entry on the Source Material Description Form is identified by the sourcematerial number and name to which the entry corresponds. This enables traceability tothe source material from which candidate process description elements are individuatedby member(s) of the description development team.
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