JAD Planning and Training

Joint Application Development or JAD as it is commonly known as a process originally developed for designing a computer based system. The program brings together business people and IT related people for a workshop. JAD shortens the time and improves the quality of the final project.

The JAD process is based on four simple ideas;

• people who actually do a job have the best understanding of the job
  
• People who are trained in information technology have the best understanding of the possibilities of that technology.
  
• Information systems never exist alone
  
• The best results are obtained when all these groups work together on a project.

The JAD technique is based on the observation that the success of a project can be hampered by poor intra team communication, incomplete requirements definition and lack of consensus. The training teaches the essential skills and techniques need to plan, organize and participate in JAD planning.

JAD focuses on the use of highly structured, well planned meetings to identify the key components of system development projects. JAD centers on a structured workshop session. It eliminates many problems with traditional meetings which are like workshops. The sessions are
i) very focused
ii) conducted in a dedicated environment
iii) quickly drive major requirements

The participants include: facilitator, end users, developers, tie breakers, observers and subject matter experts. The success of JAD-based workshop depends on the skill of the facilitators.

Who should attend?
Everybody who is responsible for gathering requirements and developing business systems should attend the JAD training sessions. They are: workshop facilitators, business analysts, system analysts, process analysts, development project leaders, development team members, business managers and Information technology members.

Course Content

• The role of workshop facilitation in business analysis
  
• Workshop facilitation and the systems development life cycle
  
• Information gathering techniques
  
• What is JAD
  
• JAD principles
  
• Planning a workshop
  
• Identifying and involving stakeholders
  
• The roles of workshop participants
  
• The role of workshop facilitator
  
• Conducting workshop sessions
  
• Applying JAD facilitation techniques
  
• Handling workshop problems
  
• Building consensus and resolving problems
  
• Developing listening and speaking skills

The workshop allows the participants to practice and put into play the information, techniques and best practices learnt in the first half of the course. Goals of the workshop include students recording their process, output of the sessions to serve as templates to bring back to their day-to-day situations.

Advantages and Disadvantages
JAD is more expensive and cumbersome, compared to other traditional methods. Many companies find that JAD users participate freely in requirements modeling process. They feel a sense of ownership and support for the new system. One big disadvantage is that it opens up a lot of scope for interpersonal conflict.

Four Principle Steps
1) Define session objectives- The first step for the facilitator together with the project leader is to define the session objectives and answering the questions as to what are the session objectives? What is wanted from the session? Who can help create the deliverables?

2) Prepare for the session- The facilitator has primary responsibility for the JAD preparation. Four categories of tasks are involved in preparing for the session.

• Conduct pre-session research
  
• Create a session agenda
  
• Arrange session logistics
  
• Prepare the participants

3) Conduct the JAD session- The facilitator conducts the JAD session, leading the developers and customers through planned agenda. Conducting the meeting involves:
- Starting and ending time,
-Distributing and following the meeting agenda
-Gaining consensus on the meeting purpose and round rules at the beginning of the meeting
-Keeping the meeting on track.

4) Procedure the Documents- It is critical to the success of any JAD session that the information on flip-charts, foils, whiteboard, and discussions be recorded and reviewed by the participants. Each day of the session, the facilitator and scribe should create a draft of the day’s results. The final documents from the JAD should be completed as soon as possible after the session. It is primary responsibility of the facilitator and the scribe to:
- organize the final document for easy use by project members
- complete a "Final Draft" document
- distribute it to selected individuals for review
- incorporate revisions as necessary
- distribute the final copy for participant sign-off

JAD improves the final quality of the product by keeping the focus on the upfront of the development cycle thus reducing the errors that are likely to cause huge expenses.