Needs Evaluation of Consumer Sector Organisation

Table of Contents






The needs examination to be carried out.



The Context.



Why a needs examination would be useful.



The Needs Assessment Plan.


a. Process Outline.


b. Data Collection.


c. Data Examination.



Plan for Analysis.



Ethical things to consider.






1. Introduction.

A needs diagnosis is a systematic approach used to recognize the gaps in the current position, the factors that affect the performance and the changes had a need to get it to the desired position. To do this there has to be a definite and thorough understanding of the people who will be involved with the machine or product, the actions involved and the purpose of the system. The individuals who are involved or the stakeholders may have differing needs which along with any unforeseen requirements or spaces should be captured in the assessment. A couple of three phases to the needs analysis process, the first period is to make a plan, second stage is to gather and analyse data, and third stage is identify alternatives and report again.

2. The needs diagnosis to be carried out.

To create a suited IT system to fully capture, track and trace all levels and aspects of tasks, from proposal to completion. With clear indications of where and exactly how these link in to the strategic and workplans and ability to provide a clear audit tracks of all phases, documents, signal offs and authorisations relating to the proposal.

3. The Context.

This is ideal for a general population sector organisation with over 50% of its budget being allocated to projects. The jobs mainly involves research work that happen to be outsourced using tendering operations. The existing process is very disjointed, with different software being used with regards to the stage, department and personnel personal preferences. There appears to be incomplete document audit trails. The existing system has been in operation for an extended number of years. The system needs to have the ability to provide information to various stakeholders about the current condition of play of the project. Relevant information must be captured from multiple options like the financial system. The system needs to comply with statutory regulations, commercial governance, open public sector and EU recommendations and directives, and have suitable constraints to protect confidentiality and commercially sensitive information.

4. Why a needs analysis would be useful.

There appears to be gaps in the handling of information and possible lack of help with the steps or next steps to be followed. A needs evaluation would acquire information about the stakeholders, focus on group or organizations. It would establish what needs are being satisfied, resources that currently exist and determine what needs are not being met. Following analysis of this information a suggested system plan will be furnished within the agreed timeframe.

5. The Needs Analysis Plan.

a. Process Format.

The first step is to review and become acquainted with the agreed terms of reference as set out by management. This can define the target, scope, and limitations of the needs assessment. It will establish the lead person and associates within the company, the learning resource requirements, expected costs and time frame for conclusion. This along with familiarisation of the objective statement, strategic plan, organisation chart, workflow graph and infrastructure of the company can help develop a knowledge or concept of the organisation's needs.

Assessing the capabilities of the existing system and getting a clear understanding of the near future needs of the machine requires a extensive analysis. This research will be both qualitative and quantitative. This data gathering process will comprising workshops, focus categories, interviews, and system observation. These methods will be utilized to produce information to analyse options and design the perfect system given the available resources.

The company is relatively small and is divided into six departments going up with a Senior Manager. A stratified arbitrary sampling method will be used to give attention to determining stakeholder needs, and entail all stakeholder communities and find the views of all right people.

a. Data Collection.


Initially a workshop will be held with the objective of getting older managers to articulate a perspective of the ideal system. This exercise will be a half-day facilitated by the consultant. It will attempt to succinctly explain the opportunity of the system, the long-term efficiency that the system is likely to have, and the major conditions that the existing or new system must address. Security requirements, risk assessments, online endorsement techniques and reporting requirements will be discovered.

Focus Group.

Following on from the workshop a concentrate group comprising at least two section professionals, two project professionals and two clerical / administrative personnel from each office will be convened. It really is expected that this will take a 50 % day but may necessitate a complete day. The focus group will be led by a trained facilitator. This group is chosen to provide a representative band of users of the system. It will provide an opportunity to identify, difficulties, gaps, expectations and create what is working together with the existing system and what they feel is required to meet the aims recognized in the workshop. If the difficulties experienced are scheduled to outdated technology or ineffective policies and types of procedures. The focus group will also provide an opportunity for this group identify lacking or needed functions.


A amount of stakeholders will be interviewed as part of the process to gain further insight open public sector tendering and procurement processes and thresholds. Table approval procedures along with relevant EU suggestions and directives. These will be semi structured interviews with stakeholders who may not have direct or regular contact with the system including the Audit committee chairman, Comptroller and Auditor Generals officer, IT and Financing Managers.

System observation.

In order to get further insight in to the context, duties, goals and also to complete the gaps it may be necessary to watch directly how specific duties are preformed currently. It will require selecting random proposed projects and pursuing all stages from begin to finish taking examples and types of information produced, authorisation requirements, technology used, time considered for specific responsibilities, and difficulties experienced. This step may need the use of video tutorial and photography.

c. Data Analysis

The data will be analysed using a grounded theory procedure. This will include both qualitative (e. g. styles, patterns, prices, pictures, information etc. ) and quantitative data (e. g. range of projects, number of men and women involved in jobs, budgets, time taken up to perform tasks, volume of software programs etc. ). The info will be extracted in a organized way to build up a conceptual style of the system required. This will be an iterative process. The data extracted from the workshops will be transcribed first, read, coded using an axial coding system. That is a two-step hierarchically process that will separate the info into major categories and subcategories. This will identify the critical targets, work flows, connections and communications. This will likely form the foundation for guiding the concentrate teams and interviews. Following further analysis of these in a similar fashion the data will be assimilated.

Essential Use situations will be put together to capture the particular new system is expected to do.

6. Plan for analysis.

Once needs and requirements have been proven the results from the data analysis will be presented in a report and graphs summarizing the studies and an outline of a conceptual model of the system. In the beginning a low fidelity prototype will be produced. This allows the stakeholders to evaluate the product and allow for redesign. It really is expected that will be an iterative process until a suitable product is.

7. Ethical Issues

It is important that the privileges and dignity of participant in the examination are protected. Participant should be fully enlightened about the examination being conducted and the purpose of the assessment. It is important to encourage staff to participate in this assessment but they must do so willingly. All members should be motivated to speak openly without concern with being penalised. They could withdraw at any time or won't take part in any part. The confidentiality of all participants will be safeguarded and they'll not be identified in any information or publicized documents.


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