Requirements Planning & Management

Chapter 3Chapter 3Requirements Planning & Management

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IntroductionIntroduction

Understand the team roles for the projectBe able to determine requirements activities & planning stepsUnderstand requirements risk approachBe able to estimate activities & manage the scopeBe able to manage change to requirements

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Phase 1Phase 1

Requirements Planning involves ◦ Eliciting◦ Documenting◦ Analyzing◦ Communicating◦ Tracking & ◦ Verifying all the requirements that every one thinks should be a part of the project

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Phase 2Phase 2

Requirements Plan is useful in,

◦ Defining of requirements activities that will be performed

◦ Requirements Plan items include

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Phase 3 Measuring SuccessPhase 3 Measuring Success

At the end of the project, the requirements planning process must still continue for a while

The requirements planning & management defines the resources & tasks associated with the planning & management of requirements gathering activities throughout the requirements process

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Assurance of the proper planning & Assurance of the proper planning & management of requirementsmanagement of requirements

All necessary stakeholders are identified & properly represents during the requirements gathering process

The requirements work efforts is coordinated with other work done on the project

Changes are captured correctly & consistently

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Requirements Planning & Requirements Planning & ManagementManagement

Relationship of Requirements Planning & Management to other areas

Inputs◦ Feasibility assessment from Enterprise Analysis

Outputs◦ Tools used to gather & communicate requirements

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Understand Team roles for the Understand Team roles for the ProjectProject

It is important to the success of the project that all people involved understand their roles & responsibilities

The Business Analyst will be involved in all requirements related activities & roles whiles the Project Manager is naturally concerned with all the project activities

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Identify & Document Identify & Document Team Roles for the ProjectTeam Roles for the Project

The purpose of this task is to identify & document all team roles relating to & involved with the requirements related project activities

Inputs to this task will include the current project plan other initial project documents as may be available such as such as the project charter

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Team Roles Team Roles -- 11

Project team roles should be identified early in the project to help ensure timely delivery of the project

Typical team roles include:◦ Executive Sponsor: Overall responsibility for the project at the management level

◦ Business Analyst: Elicits, analyses, documents & reviews the requirements

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◦ Project Manager: manages day‐to‐day activities of for the project

◦ Developer: Is the technical resource assigned to the project

◦ Quality Assurance Analyst: Is responsible for ensuring that the quality standards are adhered to by the project team

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Team Roles Team Roles --33

◦ Trainer: is responsible for developing user training curriculum materials & delivering training to end‐user personnel

◦ Application Architect: defines the architectural approach & high level design for a project solution

◦ Data Modeler: Resolves enterprise data modeling issues

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Team Roles Team Roles --44

◦ Database Analyst (DBA): Responsible for all technical aspects

◦ Infrastructure Analyst: Designs all the hardware & software infrastructure & environment needed

◦ Information Architect: Assessing the overall data requirements

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◦ Solution Owner: Responsible for defining & approving the project scope

◦ End‐User: Represents the group of people in the organization who will actually interact directly with the software application

◦ Subject Matter Expert: Provides expertise in a particular business functional area

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◦ Stakeholder: Represents anyone materially affected by the outcome of the project

◦ The deliverables from this task will typically be a revised business analysis requirements planning & management plan

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Identify & Document Team Role Identify & Document Team Role ResponsibilitiesResponsibilities

The purpose of this task is to identify, document & achieve agreement on the specific project responsibilities for all requirements

The primary input to this task will be the list of roles defined in the previous task

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Process & ElementsProcess & Elements

Project team role responsibilities should be identified early in the project to help ensure the timely delivery of the project deliverables

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Common Responsibilities Common Responsibilities -- 11

Executive Sponsor: The ultimate approver of the requirements

Business Analyst: Defines, documents & manages the requirements

Project Manager: Must deal with requirements through managing the project tasks

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Developer: Involved in the requirements review, sign‐off & approval discussions with the BA

Quality Assurance analyst: should be involved in requirements review & approval

Trainer: Uses the functional requirements in developing

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Application Architect: Uses the requirements to ensure that the architectural approach & high‐level design will allow the application to meet them

Data Modeler: they should be empowered to assist in the review of the identified requirements

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Database Analyst: Responsible for designing & creating database that will meet the performance & data requirements of the project.

Infrastructure Analyst: Uses the requirements in their designs of the infrastructure needs.

Information Architect: Responsible for identifying data requirements

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Common Responsibilities Common Responsibilities –– 55

Solution Owner: Provides information while gathering requirements

End‐user: Often a source of information used in creating the requirements

Subject Matter Experts: Major source of requirements information

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Common Responsibilities Common Responsibilities –– 66

Stakeholders: The responsibility varies greatly depending on the type & level of stakeholder

The stakeholdermay be a decision‐maker on the solutions & the success of the project

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The RACI MatrixThe RACI Matrix

The RACI matrix is a powerful tool useful to illustrate usual responsibilities of the roles involves in planning the managing requirements

Responsible Accountable Consulted Informed

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Identify Stakeholders Identify Stakeholders -- 11

The driving force behind each project

It is an important step that should not be overlooked or minimized

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Identify Stakeholders Identify Stakeholders -- 22

BA will create a list of all stakeholders associated with the project

Listing should include persons name, their job title & some basic demographics

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Techniques to Identify Techniques to Identify StakeholdersStakeholders

Consult Reference Material

◦ Existing project materials are used to identify people associated with the project

◦ The listing will be reviewed by project management

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Process to Consult Reference Process to Consult Reference MaterialsMaterials

BA should review existing project reference materials & create a listing of all potential resources

BA will update the listing with the stakeholder’s name & contact details

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Strengths & WeaknessesStrengths & Weaknesses

Minimum skills are required

Reference material may not be up dated or completed

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Techniques to Identify Techniques to Identify StakeholdersStakeholders

Questionnaire to identified Stakeholders

◦ Based on the questionnaire responses

◦ It is group of questions posed to elicit a valued response

◦ The intended audience is the stakeholder listing

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Process for Questionnaire to Process for Questionnaire to identified Stakeholdersidentified Stakeholders

Listing of the questions intended to identify additional stakeholders is prepared

Open‐ended questions, more than a Yes‐No response is required

Example:◦ Who is directly impacted by the project?◦ What are their roles?

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Alternative to QuestionnaireAlternative to Questionnaire

Interview: BA may choose to contact each stakeholder to pose each question & record each response

Web Survey: BA may contact the stakeholders & direct them to an internet site specializing in managing surveys & questionnaires

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Key Features, Strengths & Key Features, Strengths & WeaknessesWeaknesses

Special efforts & skills are required from the BA to prepare the questions that elicits the desired response

The stakeholders those are not documented can be identified

Takes time to develop the right questions

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Describe the StakeholdersDescribe the Stakeholders

Stakeholder description provides the information about each stakeholder to BA

Stakeholders listing will be the primary input to the Questionnaire task

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Process & Elements to Process & Elements to describe the Stakeholdersdescribe the Stakeholders

Questions are designed to solicit the information from each stakeholder

Result will be the stakeholder summary document

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Stakeholder SummaryStakeholder SummaryName & Job Title Project Stake Description

[The name & the job title of description of the duties]

The stake or investment of the stakeholder

Summarize the stakeholder’s key characteristics with regard to the project

Jatin Deo – Project sponsor Primary end user of project solution

Primary end user of project solution Success of the project solutions will increase the quality of output Jatin’s department

Project selectionProject priorityProject charter

Jaimin Bhatt –Executive sponsor

Meeting or executing revenue & expense budget for the fiscal year

Ensures that project requirements & solutions match up with the Enterprise Analysis

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Techniques to Describe the Techniques to Describe the StakeholdersStakeholders

Interview Stakeholders to solicit description◦ An interview of each stakeholder will solicit the information used to document the stakeholder’s involvement, authority & project impact

The audience will be the stakeholders noted in the listing

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Process to Interview Stakeholders to Process to Interview Stakeholders to Solicit Description Solicit Description -- 11

Examples of the questions that will be intended to the stakeholders are:

◦ Who are their customers or suppliers?

◦ What are their paper or hard copy based processes affected by this project?

◦ How will the project change their business processes?

Conti….

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Process to Interview Stakeholders Process to Interview Stakeholders to Solicit Description to Solicit Description -- 22

◦ What business processes do they interface with that are related to the project?

◦ Where are these people located geographically?

◦ What level of risk are they able to tolerate?

Conti….

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Process to Interview Stakeholders Process to Interview Stakeholders to Solicit Description to Solicit Description -- 33

◦ What is the importance of each key project success criteria?

◦ Who is the key person that has authority to sign off for them? Does this person have a back up?

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Key FeaturesKey Features

Direct contact with the stakeholders is required

Business analyst must be proficient in various interview technologies

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Immediate response to the questions is solicited

More of the time of the business analyst is used for this technique

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Categorize the StakeholdersCategorize the Stakeholders

Grouping the stakeholders into multiple categories uncovers the commonalities

Categories are based on various factors important in the project

Stakeholder Summary & Listing are used to develop & completer the categories

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Process & Elements to Process & Elements to Categorize the StakeholdersCategorize the Stakeholders

Example of stakeholder categories:

◦ Key requirement source

◦ Project Impact

◦ Number of direct end users

◦ Number of interfacing business processes

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Stakeholder ClassificationStakeholder Classification

Stake holder classification matrix will be the result of the categorizing the stakeholders

Example:

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Stakeholder Name State/country Key

Stakeholder?Number of end‐users

Stakeholder 1 Gujarat, India Yes 10

Stakeholder 2 California, USA No 35

Stakeholder 3 Ontario, CA Yes 80

Stakeholder 4 Maharashtra, India No 225

Define Business Analyst Define Business Analyst Work division StrategyWork division Strategy

Systematic plan of action intended to accomplish a specific goal

Only one BA is assigned to a project & all requirements activities are assigned to that BA

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Business AnalystBusiness AnalystWork division StrategyWork division Strategy

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Define the Work Division

Co-ordination of information among Team

Members

Knowledge Transfer

among Team Members

Business Analysis

complete the activity

Note:Out of scope of this section

Divide Work amongst a Divide Work amongst a Business Analyst TeamBusiness Analyst Team

Obstacles of confusion & uncertainty can be removed

The predecessors are the requirements activities or requirements work plan

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The activities & duration of the work effort is reviewed by BA or Leads or Team

BA & the stakeholders associated with the requirement activity are the stakeholders for the task

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Technique 1: Business Technique 1: Business Analyst Work Division Analyst Work Division StrategyStrategyThis is an allocation of activities according to some distinct characteristic

The most suitable strategy is applied to achieve specific goals

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Types of Business AnalystTypes of Business AnalystWork Division StrategyWork Division Strategy

Subject Matter Expertise

Complexity

Area of Interests

Physical Limitation

Business Analyst Availability51

Subject Matter ExpertiseSubject Matter Expertise

The BA exhibits the highest level of expertise in performing a specialized job or task

This work division is based on the skill set required

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ComplexityComplexity

This work division is based on the level of complexity of the activities

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Previous Work Experience Previous Work Experience with Stakeholderwith Stakeholder

This work division is based on which business analyst has work with which stakeholder

The BA’s milestone is Requirements sign‐off

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Geography & Culture Geography & Culture -- 11

This work division is based on Physical location of BA & the shared beliefs

It will save time & money due to the long travel time

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Geography & Culture Geography & Culture -- 22

The BA work division strategy may be based on the culture

Share beliefs, values, customs, behavior etc of the society

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Area of InterestArea of Interest

This work division strategy is based on the area of interest of the BA

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Physical LimitationPhysical Limitation

This work division strategy is based on the physical limitation of the Business Analyst

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Business Analyst AvailabilityBusiness Analyst Availability

This work division strategy is based on the availability of the Business Analyst or commitment to the project

The activities assigned to business analyst must ne within their committed tome to project

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Intended Audience, Process Intended Audience, Process & Key Features& Key Features

The technique is created to obtain consensus & understanding among the BAs

BA or team or the lead will decide the strategy to be used & document the rationale

The techniques is based on the skill set, previous experience & environment of the BA

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This technique is based on the team member’s skill set

This work division strategy does not consider the BA’s time commitment

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Technique 2: CoTechnique 2: Co--ordination of ordination of Information within the TeamInformation within the Team

An information platform is created for the business analyst pertaining to business concepts

The BAs have the same understanding, information or tool to successfully deliver compatible requirements

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1. Core Business1. Core BusinessConcepts & policiesConcepts & policies

The look & feel of the web application

Methodology:◦ The company has incorporated the ITIL for service support & RUP for development

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1. Core Business1. Core BusinessConcepts & policiesConcepts & policies

Procedural Knowledge: Define & communicate internal processes

Document Templates: Set by either methodology or the organization

Artifacts: Methodology or the organization requirements

Terminology: Cheque Vs. check

Business Documentation: newsletters, books etc.

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2. Functional & 2. Functional & NonNon--functional Requirementsfunctional Requirements

Strong understanding of In Scope & Out of Scope items

Provide instructions & examples

Consistent Approach for the Requirement Activity

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3. Project Documentation3. Project Documentation

How to manage requirements issues?

◦ Strong understanding of In Scope & Out of Scope items

◦ Approval Process in Governance with Organization’s Policy

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Processes for CoProcesses for Co--ordination of ordination of Information within the TeamInformation within the Team

The BA begins the process by asking the other members of the organization, where the organization standards, governance policies can be found

Key feature of this techniques is sharing the coordinating the information

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Saves time & avoids re‐working are the strengths

Lack of Access & time, learning curve etc are the weaknesses

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Technique 3: Technique 3: Knowledge TransferKnowledge Transfer

Systematic Approach to capture & share the tacit knowledge

Knowledge transfer may be done at the beginning, middle or at the end of the phase

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Technique 3: Technique 3: Knowledge TransferKnowledge Transfer

Examples:◦ Information exchange◦ Central Repository

Mentorship: Senior & junior BAs are paired for back‐up

Intended audience is the BA

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Process of Knowledge Process of Knowledge TransferTransfer

The BA decides what type of knowledge needs to be transferred, from whom to whom, when etc

Key Feature is to share & coordinate the knowledge among the team members

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Benefits include:◦ Solve problems & make better informed decisions ◦ Avoid working in silos

Disadvantages include:◦ Learning curve◦ Changing priorities

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Define RequirementsDefine RequirementsRisk ApproachRisk Approach

The section focuses on the BA’s role in requirements risk management

Requirements risks & their management is a subset of overall project risks

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Typical Roles & Typical Roles & ResponsibilitiesResponsibilities

For End‐to‐end Requirements risk management BA is responsible, whereas, for End‐to‐end Project risks management Project manager is responsible

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Topics of discussion Topics of discussion for this sectionfor this section

How requirements risk will be managed throughout the project

Examples of common requirements risks

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Identify Requirements RisksIdentify Requirements Risks

Purpose of the task is to identify the list of the risks associated with each requirement

Predecessors are all the requirements at a Business or user level

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Process & Elements to Process & Elements to Identify the RisksIdentify the Risks

Each requirement is reviewed & if the risk associated with it, will be determined by BA

Common risks across all the requirements are identified

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Common Requirements RisksCommon Requirements Risks

Examples include:

◦ Insufficient level of user involvement in identifying, detailed & analyzing requirements

◦ Missing, incorrect, & confliction requirements

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Common Requirements RisksCommon Requirements Risks

The requirements & their attributes are reviewed with the key stakeholders by the BA

The deliverables is the list of requirement risks, their attributes & common risks

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Define Requirements Risk Define Requirements Risk Management ApproachManagement Approach

The purpose is to detail a requirements risk management process

BA defines the requirements risk management approach

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Process & Elements to Define Process & Elements to Define Requirements Risk Management Requirements Risk Management ApproachApproachTechniques of requirements Risk planning, monitoring & control to manage requirements are used

BA is responsible for managing requirements risk throughout the requirements process

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Technique 1:Technique 1:Requirements Risk PlanningRequirements Risk Planning

The technique provides a well thought out & methodically planed risk response strategy to be used

All project stakeholders should be involved & aware of risk management activities

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Process of Requirements Process of Requirements Risk PlanningRisk Planning

The aspects determined for each risk are:

◦ Likelihood: the likelihood that the risk will occur

◦ Impact: Cost, Schedule, Scope etc

◦ Intervention Difficulty: Determine how difficult it will be to intervene to prevent the risk from occurring

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◦ Precision of Assessment: Determines how precise the overall assessment is

◦ Mitigation Strategy: Determine the best approach to detail with the risk

◦ Action Plan: Determine actionee & what action should be executed

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◦ Contingency Plan: Identify what event will trigger the risk management

◦ The key feature is a risk response plan

◦ A requirement risk response plan is an effective method to document requirements risk assessment

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Technique 2: Requirements Technique 2: Requirements Risk MonitoringRisk Monitoring

The technique provides the current status of each identified risk

The BA executes the technique to monitor risks systematically

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Process of Requirements Process of Requirements Risk MonitoringRisk Monitoring

BA performs the weekly checks the risk status

Risk status & observation details must be included while risk monitoring & documentation

An effective method to ensure you have a good handle on up to date risk status

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Technique 2:Technique 2:Requirement Risk ControlRequirement Risk Control

The technique ensures that the risk is controlled by responding to it

Many stakeholders are assigned to control the specific risks

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Process of Requirement Process of Requirement Risk ControlRisk Control

The BA will perform various steps including:

◦ Impact◦ Mitigation Strategy◦ Action Plan◦ Contingency Plan◦ Lesson Learned

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Process of Requirement Process of Requirement Risk ControlRisk Control

Key feature is that the technique must include risk materialization results & lessons learned

This method is effective to ensure you understand risk materialization results

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Determine Planning Determine Planning ConsiderationsConsiderations

The task will explore how the decisions made in definition & documentation areas may impact the requirements planning & management

The effective BA must be able to identify all relevant considerations in planning these activities

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Identify Key Planning Identify Key Planning Impact AreaImpact Area

The purpose of this task is to identify key planning impact areas

Project historical records may also be of great value in this task

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Process & Elements Identify Process & Elements Identify Key Planning Impact AreaKey Planning Impact Area

These factors can be conveniently grouped by type

The BA will consider each area in turn to determine their impact on the planning process & the proposed requirements management plan

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MethodologyMethodology

Methodology used are SDLE, PLC

General Project Considerations:◦ Project Risk◦ Re‐planning

Deliverables will be the list relevant items for the BA to utilize in in the process of the requirements related activities for the project

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Consider Consider the SDLC Methodologythe SDLC Methodology

SDLC is the overall process of designing & developing information system

Multiphase approach

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The method in use will impact requirement planning

BA must be familiar with the SDLC in their organizations

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Each of the SDLC approach will define the requirements process in different ways

Examples of SCLE include Waterfall, Iterative & Agile

The major deliverables include the selected SDLC

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Consider Consider the PLC Methodologythe PLC Methodology

Project Life Cycle Methodology can be defined as all the project phases needed to complete the project

The SDLC phases will fit into the PLC events

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The BA must consider the phases, tasks & subtasks defined in PLC

Examples of PLC phases:◦ Definition◦ Planning◦ Initiation

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◦ Execution◦ Close‐out

Each of these phase will broken down into tasks & subtasks

The selected PLC represents the major deliverables

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Consider Project Risk, Consider Project Risk, Expectations & StandardsExpectations & Standards

Purpose of the process is to remind the BA that there are a number of project & organization related factors

Project risk is an element in any project planning task

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Consider Project Risk, Consider Project Risk, Expectations & StandardsExpectations & Standards

The stakeholders will have their own expectations regarding the project

Organization standards for the project & the product may exist in a number of organizations

Major input to the task is the current project plan

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Process & Elements Consider Process & Elements Consider Project Risk, Expectations & Project Risk, Expectations & StandardsStandardsThe BA must consider the impact of the project risk on their planning efforts for each project on an individual basis

The BA must have a clear understanding of the project sponsor’s & other key stakeholders expectations

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Process & Elements Consider Process & Elements Consider Project Risk, Expectations & Project Risk, Expectations & StandardsStandardsReview of existing historical project records in a part of the expectations process.

An organization may have the standards related to the project planning.

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Process & Elements Consider Process & Elements Consider Project Risk, Expectations & Project Risk, Expectations & StandardsStandardsStakeholders for this task are all the project stakeholders that are impacted by the project risk

Modified requirements management plan is the deliverable

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ReRe--planningplanning

Can be defined as the process of modifying the project plan in response to the events that have occurred during the project execution

2 inputs are used primarily:◦ Current baseline requirements plan ◦ Whatever changes have been uncovered to the existing plan

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Process & Elements Process & Elements for Refor Re--planningplanning

The process consists of evaluation of the impact of the proposed changes in the project environment to determine the impact on the base lined plan

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Process & Elements Process & Elements for Refor Re--planningplanning

The process includes all the stakeholders those are involved in the baselinedrequirements management plan

Updated requirements management plan will be the deliverable for the process of Re‐planning

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Consider Key Stakeholder Consider Key Stakeholder Needs & LocationNeeds & Location

The physical location of the key stakeholder may have influence on the requirements planning & management effort

The major inputs to this task are the stakeholder list showing the identity, location & interests of the project stakeholders.

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Process & Elements Consider Key Process & Elements Consider Key Stakeholder Needs & LocationStakeholder Needs & Location

Two different types of project can be identified regarding the location of the stakeholders:

◦ Centralized

◦ Dispersed

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CentralizedCentralized

All key stakeholders are located in the same geographic area

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DispersedDispersed

Some key stakeholders are located in different geographic area hence more difficult

Another situation is, the development team is physically located in many time zones away

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Key Stakeholders Key Stakeholders & Deliverables& Deliverables

The process includes all the stakeholders those are involved in the baselinedrequirements management plan

Updated requirements management plan will be the deliverable

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Consider the Project TypeConsider the Project Type

The BA must be aware of the type of project that is planned

The major input to this task will be the current project plan

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Process & Element to Process & Element to Consider the Project TypeConsider the Project Type

New Software DevelopmentOutsourced DevelopmentSoftware MaintenanceSoftware Package SectionProcess ImprovementOrganizational Change

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Key Stakeholders Key Stakeholders & Deliverables& Deliverables

The process includes all the stakeholders involved in the baselined requirements management plan

the deliverable will be updated requirements management plan

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Select Requirements PlanSelect Requirements Plan

Activities undertaken to complete the end‐to‐end requirements process include:

◦ Requirement Elicitation◦ Requirements Analysis & Documentation◦ Requirements communication◦ Solution Assessment & Validation

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Topics of DiscussionTopics of Discussion

What the BA needs to be able to select requirement activities?

A selection of all activities for the entire requirements process

Here we don’t include the selection of any non‐requirement related activities

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Determine Requirements Elicitation Determine Requirements Elicitation stakeholders & Activitiesstakeholders & Activities

The process determine which stakeholders will be involved in the requirements elicitation activities.

The BA should satisfied all the perspectives of the requirements are included to minimize changes during later phases of the project.

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The methods for elicitation requirements should align with the importance, impact, timing, & value of the project

The activities should make best use of the participant’s time

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Technical resources need to be involved to support the tools used by the BA

The key stakeholders identified & the software development methodology

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Process & Elements to Process & Elements to Determine Requirements Elicitation Determine Requirements Elicitation stakeholders & Activitiesstakeholders & ActivitiesThe BA will determine the best way to gather requirements from the stakeholders

The various techniques used are Survey, COTS, requirements workshops etc.

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Process & Elements to Process & Elements to Determine Requirements Determine Requirements Elicitation stakeholders & ActivitiesElicitation stakeholders & ActivitiesThe stakeholders are the key stakeholders that have needs for the project

The task is completer when there is a complete list of activities such as WBS

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Determine Requirements Analysis Determine Requirements Analysis & Documentation & Activities& Documentation & Activities

The process determines the requirements analysis & documentation activities that are need to be undertaken

The project’s time constraints & budget should also be considered

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Determine Requirements Analysis Determine Requirements Analysis & Documentation & Activities& Documentation & Activities

Including the BA’s justification for the techniques selected is included to select the best the best technique to model & analyze requirements

The BA needs to have a good understanding of the type of the project

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Process & Elements to Determine Process & Elements to Determine Requirements Analysis & Requirements Analysis & Documentation & ActivitiesDocumentation & ActivitiesAll of the stakeholder information, requirement elicitation results & project scope information will be reviewed by the BA

For a Data Warehousing project the best requirements model would be a data model

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Process & Elements to Determine Process & Elements to Determine Requirements Analysis & Requirements Analysis & Documentation & ActivitiesDocumentation & ActivitiesThe key stakeholders & the SMEs ensure that the modeling represent correctly the requirements & to be implemented

The predecessor activities have been identified based on logical dependencies of the activities.

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Determine Requirements Determine Requirements Communication ActivitiesCommunication Activities

The purpose of the task is to determine the requirements communication activities need to be undertaken & the type of resources required to complete them

The preceding requirements related activities need to be successfully completed the requirements elicitation & requirements analysis & documentation

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Process & Elements to Determine Process & Elements to Determine Requirements Communication Requirements Communication ActivitiesActivitiesThe BA reviews all of the stakeholder information, requirements analysis results & models

For the project delivery team, detailed level business rules with decision trees can be packaged together in the CASE tool

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Process & Elements to Determine Process & Elements to Determine Requirements Communication Requirements Communication ActivitiesActivitiesThe key business stakeholders & SMEsshould be involved in the review & signoff of the requirements

The predecessor activities have been identified based on logical dependencies of the activities

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Determine Solution Assessment Determine Solution Assessment & Validation Activities& Validation Activities

The BA must select the Solution Assessment & Validation activities that best provides the solution based on the requirements

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Process & Elements to Determine Process & Elements to Determine Solution Assessment & Validation Solution Assessment & Validation ActivitiesActivitiesThe BA reviews all of the stakeholder information, requirements analysis results & models, & the final set of requirements documentation

The project delivery team will be the key stakeholder involved in the design of the solution based on the requirements

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Estimate Requirements Estimate Requirements ActivitiesActivities

3 basic parameters are Scope, Schedule & Resources

The BA make haphazard estimations of their requirements parameters

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Identify Milestones in the Identify Milestones in the Requirements Activities Requirements Activities Development & DeliveryDevelopment & DeliveryAccording to the PMBOK, the milestone is a significant point in the project

Milestone can be used to measure the progress & completion of the significant phases of requirements activities

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Process & Elements to Identify Process & Elements to Identify Milestones in the Requirements Milestones in the Requirements Activities Development & DeliveryActivities Development & DeliveryThe BA will review the list of requirements activities with the project sponsor & project manager

The artifact produced will be a listing of milestones & associated requirements activities

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Define Units of WorkDefine Units of Work

A unit of work is a task that can’t be decomposed further

The BA will use the listing of requirements activities as the basis of defining discrete units of work & time estimate for requirements activities

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Process & ElementsProcess & ElementsDefine Units of WorkDefine Units of Work

The BA will review each requirements activities & breakdown each activity into sub‐activities & then further into tasks

The artifact produced will be a listing of components & dependencies associated with every requirements activities

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Estimate Effort Estimate Effort per Unit of Workper Unit of Work

This task will document the resource assigned to each task

The BA will use the listing of requirements activities & listing of documented assumptions & risks

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Process & Elements Estimate Process & Elements Estimate effort per Unit of Workeffort per Unit of Work

The BA will assign an available resource & define a time estimate for each requirements task

The stakeholders for the task are the project team members who will be assigned a task

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Estimate Duration Estimate Duration per Unit of Workper Unit of Work

This task defines the work period in terms of calendar days for each activity defined

The list of activities & estimated work efforts will be needed to complete the task

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Process & Elements Estimate Process & Elements Estimate Duration per Unit of WorkDuration per Unit of Work

The BA will enter the beginning & ending date for each task

The BA should discus & get agreement on estimates for the tasks with the Project manager

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Technique 1Technique 1

Techniques to Estimate Requirements Activities Use Documentation from Past Requirements Activities to Estimates Duration:

◦ The technique will provide the BA with data to support estimating duration for the task defined

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Process to use documentation from Process to use documentation from Past Requirements Activities to Past Requirements Activities to Estimates DurationEstimates DurationTechniques to Estimate Requirements Activities Use Documentation from :

◦ The BA will review the documentation & artifacts created from other recent projects within the organization

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AlternativesAlternatives

Interview Duration Estimation from other projects

Strengths & Weaknesses◦ The objective baseline for the BA to use in estimating duration is provided using the actual duration for the similar tasks from recent projects

◦ The information will be incomplete or inaccurate

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Identify AssumptionsIdentify Assumptions

The BA will identify & document assumptions that affect the requirement planning & management activities

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Process & Elements to Process & Elements to Identify AssumptionsIdentify Assumptions

The BA should review all project documentation & prepare a list of assumptions identified

The stakeholders for this task are Project Sponsor, Project Manager & the Project Team

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Identify RisksIdentify Risks

The process will identify & list the risks associated with requirements planning & management

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Process & Elements to Process & Elements to Identify RisksIdentify Risks

Some ways to reduce or avoid Risks include:

◦ Complete tasks simultaneously rather than sequentially

◦ Identify links between task

◦ Add resources to critical activities

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Modify the Modify the Requirements PlanRequirements Plan

When estimates assigned to project, tasks become inaccurate because of changes to project scope

The project plan & the current project status are the predecessors to this task

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Process & Elements to Modify Process & Elements to Modify the Requirements Planthe Requirements Plan

The BA should consider the options other than modifying task aspects

The revised plan along with the documentation nothing the purpose for the change will be the deliverable for the task

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Manage Requirements ScopeManage Requirements Scope

The process relates to managing the list of requirements of the system development component

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Establish Requirements BaselineEstablish Requirements Baseline

Baseline is a line or standard by which the changes to requirements are compared

If the list of requirements is not baselinedthen it will be very challenging to the BA to manage the requirements scope

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Process & Elements to Establish Process & Elements to Establish Requirements BaselineRequirements Baseline

The BA takes a snapshot of list of requirements

All the stakeholders listed in Identify Stakeholders task

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Structure Requirements Structure Requirements for Traceabilityfor Traceability

Requirements traceability assists in managing changes to the requirements that will occur after the requirements are baselined

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Project Benefits includes:

Traceability aids:◦ Scope Management

◦ Change Impact Analysis

◦ Risk Based Testing

The process supports the ability to trace a requirement through the development life cycle

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Traceability Supports the following goals:

◦ Links downstream work products to the purpose for which they were created

◦ Facilitates the requirements change control process

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Types of Traceability Types of Traceability InformationInformation

Source

Rationale

Requirements

Design or test

Interface

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Process & Elements to Structure Process & Elements to Structure Requirements for TraceabilityRequirements for Traceability

Many types of tools can be used to create product & services

The user & stakeholder needs documented in a business case with high‐level product description will drive all lower requirements & their dependent deliverables

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Model Requirements Model Requirements TraceabilityTraceability

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High-Level Product Description

User Needs

Business Requirements

Document

Test case

Design Artifact

Supplemental Requirements

Test case

Tra c

es

Trac

es

TracesTraces

Trac

es

Design & Construction

Traces

Several techniques Several techniques used in Traceability taskused in Traceability task

Clear numbering scheme

Unambiguous requirements statements

Document instruction set for project traceability requirements

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Traceability MatrixTraceability Matrix

This relates one set of elements to another set

Analysis can be conducted to determine is there is any missing connections

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Traceability MatrixTraceability Matrix

If a predecessor has too may successors then it may be complex

Project can use matrixes to describe any key relationship between the work products

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Identify Impacts to External Systems Identify Impacts to External Systems &/or Other Areas of the Project&/or Other Areas of the Project

The process insures that the work is not authorized for the items that are outside the baselined list of requirements

The requirements Traceability Matrix, interfaces column is the predecessor to this task

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Process & Elements to Identify Process & Elements to Identify Impacts to External Systems &/or Impacts to External Systems &/or Other Areas of the ProjectOther Areas of the ProjectThe BA identifies any modified, added or removed Requirements having information in the Interfaces column in the matrix

BA communicates the changes to the stakeholders

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Process & Elements to Identify Process & Elements to Identify Impacts to External Systems &/or Impacts to External Systems &/or Other Areas of the ProjectOther Areas of the ProjectThe stakeholders identified in the Source Column

Executive Sponsor

Updated Requirements Traceability Matrix will be the deliverable for the task

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Identify Scope Change Resulting Identify Scope Change Resulting from Requirement Changefrom Requirement Change

This is the process of controlling changes

Scope changes stem from the following types of the requirements changes:◦ New◦ Modifications of requirements◦ De‐scoping

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Process & Elements to Identify Process & Elements to Identify Scope Change Resulting from Scope Change Resulting from Requirement ChangeRequirement ChangeIf and when a requirement has changed, the BA determines the impact by updating the Requirement Traceability Matrix

The BA determines any gap due to the requirement change

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Process & Elements to Identify Process & Elements to Identify Scope Change Resulting from Scope Change Resulting from Requirement ChangeRequirement ChangeDisposition based on the results as to when it will be delivered

New baseline for the List of Requirements and the updated Requirements Traceability Matrix is the Deliverable for the Task

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Maintain Scope ApprovalMaintain Scope Approval

As the project progresses, it is more difficult and costly to repair requirements errors

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Process & Elements to Process & Elements to Maintain Scope ApprovalMaintain Scope Approval

Once the approval process has been completed, the BA baseline the updated list of requirements and update the Requirements Traceability Matrix

All the stakeholders listed in Identify Stakeholders that are affected by the requirements changes

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Measure & Report on Measure & Report on Requirements ActivityRequirements Activity

It is suggested from the high failure rate of many project that many to do not effectively keep track of metrics of their teams and products

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Metric is a quantitative measure of a process or a product

Example of questions include:◦ Are we on schedule?◦ What is the quality of the product?

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Every project has a project life cycle regardless of the products created in it

Kind of metrics:◦ Project metrics◦ Product metrics

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Metrics collection and analysis must be regularly monitored and measured

It is important to the success of the project that all key stakeholders involved, understand the metrics to be used

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On some projects the primary metrics may be the number of defects that are found and fixed in the product

Three types of tasks for both product and project related metric are the Identification, Collection and Reporting

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Steps for BA

◦ Determine relevant metrics for the requirements activities

◦ Determine how the metrics will be collected, analyzed, documented and communicated

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Determine the Determine the Project MetricsProject Metrics

The purpose of this task identify and document all project metrics that will be used in the requirements related project activities

Inputs to the task will include the current project plan

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Process & Elements to Process & Elements to Determine the Project MetricsDetermine the Project Metrics

Many organizations may have standards applicable to defining project metrics for any type of project

The deliverable from this task will include the descriptive list of all the currently identified project metrics for the specific project

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Determine the Determine the Product MetricsProduct Metrics

It is part of the job of Business Analyst to elicit and identify the effective product metrics during this task

The BA must work closely with the Project Manager to identify effective product metrics for each particular project

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Determine theDetermine theProduct MetricsProduct Metrics

Some of the metrics may also be collected and reported at specific points of the project

The detailed product requirements will be used as the major input to this task

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Process & Elements to Process & Elements to Determine the Product MetricsDetermine the Product Metrics

Specific reports content and formats may also be determined at this point but will be done in later task

An example of a useful metric might be the rate at which the development team is finding and fixing product defects

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Process & Elements to Process & Elements to Determine the Product MetricsDetermine the Product Metrics

Suggestions for initiating a product metrics program include the following:◦ Select a small set of metrics initially and add to carefully as needed

◦ Explanation of the metrics selected to the team is critical

Stakeholders include executive sponsor, project manager and project team members

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Collect Project MetricsCollect Project Metrics

The task will enable the BS to collect the identified project metrics

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Process & Element to Process & Element to Collect Project MetricsCollect Project Metrics

The task is completed by all team members

The list of the identified project metrics with any current values and the updated database for storage of them will be the deliverables for this task

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Collect Product MetricsCollect Product Metrics

The purpose of this task is to collect the specific product metrics identified for all requirements related tasks

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Process & Elements to Process & Elements to Collect Product MetricsCollect Product Metrics

Product metrics must be collected with as little effort and impact as possible

The list of the identified product metrics with any current values and the updated database for storage of them will be the deliverables for this task

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Reporting Product MetricsReporting Product Metrics

The task will enable the BA to report the identified and agreed to product metrics

The primary input to this task will be the product metrics collected and the updated of up‐to‐date metrics

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Process & Elements for Process & Elements for Reporting Product MetricsReporting Product Metrics

Product metrics must be reported to the appropriate stakeholders

The BA must remember that “Trend Analysis” is often a key capability in metrics reporting and design the reporting capability accordingly

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Reporting Project MetricsReporting Project Metrics

Project status reports are most often used to report on the status of the project metrics

Five primary criteria are Time, Cost, Resources, Features, Quality

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Process & Elements for Process & Elements for Reporting Project MetricsReporting Project Metrics

Project metrics must be reported to the appropriate stakeholders

The key task of the BA is to identify the optimum reporting periods for he different levels of project status information

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Process & Elements for Process & Elements for Reporting Project MetricsReporting Project Metrics

Stakeholders for this task are all the stakeholders involved in the input for project metrics

The deliverables will be the series of defined and ad‐hoc reporting capabilities utilizing the identified project metrics

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Manage Requirement ChangeManage Requirement Change

Plan Requirement Change

Understand the changes to Requirements

◦ Task 1: Identify issues/changes

◦ Task 2: Participate in impact analysis

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Document the changes to requirements

◦ Task 1: Create Formal Change Request

◦ Task 2: Create Formal Change Request

◦ Task 3: Define links to other requirements

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Analyze change requests

◦ Task 1: Conduct fact‐finding to obtain a greater understanding of the requirements change, operational context and potential issues

◦ Task 2: Categorize/prioritize requirements

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Analyze change requests

◦ Task 3: Submit changes for approval

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Key PointsKey Points

The requirements planning & management defines the resources & tasks associated with the planning & management of requirements gathering activities throughout the requirements process

The requirements planning & management includes ten tasks the BA will define and manage through the requirements gathering process

The BA should identify, understand and document all needed team roles

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The purpose of, Identify & Document Team Roles task involves the BA in identifying and documenting all team roles

Each of the roles defined may share the responsibility in the activities related to requirements

Project Stakeholders are the deriving force behind each project

Stakeholders descriptions provide the BA with information about each Stakeholder that is important to the project

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Grouping stakeholders into multiple categories uncovers the commonalitiesThe business analysis work division strategy is a systematic plan of action intended to accomplish a specific goalRequirements risks and their management is a subset of overall project risks and their managementIdentifying, Managing, Planning, Monitoring, Controlling Requirements risks is job of the BAThe BA will select a complete set of requirements activities

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Managing requirements scope relates to managing the list of the requirements of system development component

Requirement traceability assists in managing changes to the requirements that will occur after the requirements are baselined

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Key PointsKey PointsThe purpose of, Determine the Project Metrics, task identify and document all project metrics that will be used in the requirements related project activities

Determining effective product metrics demands a detailed and disciplined process

Manage requirements change, understand the changes to requirements, document the changes to the requirements etc are the tasks of the BA in the Requirements Planning and Managing

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End of Chapter 3End of Chapter 3Requirements Planning & Management

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Requirements Planning & Management

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