Document Analysis

Overview

Document analysis is a technique used to gather information about the current (“as-is”) system by reviewing existing documentation. This approach provides insights into the system’s current state and helps identify areas for improvement.

Key Aspects of Document Analysis

1. Review Technical Documents

• Examine technical documentation related to the current system, including system design documents, architecture diagrams, and specifications.
• Assess the accuracy and completeness of the technical details to understand how the system operates.

2. Review User Documents

• Analyze user-facing documents to understand how the system interacts with users and what functionality is required.
  • Forms: Examine data entry forms used by users to capture information.
  • Reports: Review generated reports to understand the outputs and data presented.
  • Policy Manuals: Study policy and procedure manuals to understand the guidelines and rules that govern system use.

3. Look for User Additions to Forms

• Identify any modifications or additions that users have made to standard forms.
• Such additions can indicate gaps in the system’s functionality or areas where users have created workarounds to meet their needs.

4. Look for Unused Form Elements

• Review forms for unused or redundant elements that are not utilized by users.
• This can reveal inefficiencies in the design and highlight areas for potential simplification or removal of unnecessary components.

Benefits of Document Analysis

• Provides a clear understanding of the current system and its usage.
• Identifies gaps and inefficiencies in the current system through the review of forms, reports, and policies.
• Helps in developing a comprehensive view of the as-is state before making improvements or implementing new systems.