Chap 5.2 Collect requirements
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Chapter 5 discusses the process of project scope management, focusing on the collection of requirements from stakeholders to meet project objectives. It categorizes requirements into business, stakeholder, solution, transition, project, and quality requirements, and outlines various tools and techniques for gathering, analyzing, and documenting these requirements. The chapter emphasizes the importance of stakeholder engagement and provides methodologies for ensuring comprehensive requirement collection.
Chap 5.2 Collect requirements
- 1. Chapter 5 – Project Scope Management PMP Trainer: Anand BobadePMBOK 6th Edition, 2019, All rights reserved. Collect Requirements SIXTH EDITION
- 2. PMBOK 6 - All rights reserved- 2019; By: Anand Bobade ([email protected]) 5.2 Collect Requirements Overview Collect Requirements definition What are different types of requirements? Collect Requirements- ITTO Focus group meetings & Facilitated workshops? What is Requirements document & Traceability matrix? Review
- 3. PMBOK 6 - All rights reserved- 2019; By: Anand Bobade ([email protected]) Scope Management processes Plan scope management Collect Requirements Define Scope Create WBS Validate Scope Control Scope P P P MC MCP
- 4. PMBOK 6 - All rights reserved- 2019; By: Anand Bobade ([email protected]) Collect Requirements -> Overview Requirements are a set of demands, necessitates, needs, constraints highlighted by the stakeholders. Project Manager Business Analyst System analyst Quality Analyst Sponsor Business Users / SME Operations Other Stakeholders Who collects Requirements Who provides Requirements Demands Necessities Needs Constraints
- 5. PMBOK 6 - All rights reserved- 2019; By: Anand Bobade ([email protected]) Determining, documenting and managing stakeholder needs and requirements to meet project objectives. It provides the base for defining & managing the project scope including product scope. Collect Requirements process definition By: Anand Bobade ([email protected]) Determining Managing Documenting Requirements Unambiguous Traceable Complete Consistent Acceptable to stakeholders
- 6. PMBOK 6 - All rights reserved- 2019; By: Anand Bobade ([email protected]) Business requirements Stakeholder requirements Solution requirements Transition requirements Project requirements Quality requirements Requirements classification
- 7. PMBOK 6 - All rights reserved- 2019; By: Anand Bobade ([email protected]) Business requirements: • Describe the higher-level needs of the organization • Business issues or opportunities, and reasons why a project has been undertaken. Stakeholder requirements: • Describe needs of a stakeholder or stakeholder group. Solution requirements: • Describe features, functions, and characteristics of the product, service, or result that will meet the business and stakeholder requirements. Requirements classification
- 8. PMBOK 6 - All rights reserved- 2019; By: Anand Bobade ([email protected]) Transition requirements: • Describe temporary capabilities, such as data conversion and training requirements, needed to transition from the current “as-is” state to the future “to-be” state. Project requirements: • Describe the actions, processes, or other conditions the project needs to meet. Quality requirements: • Capture any condition or criteria needed to validate the successful completion of a project deliverable or fulfilment of other project requirements. Requirements classification
- 9. PMBOK 6 - All rights reserved- 2019; By: Anand Bobade ([email protected]) Solution requirements are further grouped into: •Describe the behaviour of the product. •Examples - processes, data, and interactions with the product. Functional requirements •Describe the environmental conditions or qualities required for the product to be effective. •Examples : Security, Reliability, Performance, Safety, level of service, supportability etc. Non-functional requirements Requirements classification
- 10. PMBOK 6 - All rights reserved- 2019; By: Anand Bobade ([email protected]) Collect requirements Process ->ITTO Expert Judgment Data Gathering Data analysis Decision Making Data Representation Context Diagram Prototype Project Charter Project Management plan Project Documents Business Documents Agreements Enterprise environmental factors Organizational process assets Requirements documentation Requirements Traceability Matrix Inputs Tools & Techniques Outputs
- 11. PMBOK 6 - All rights reserved- 2019; By: Anand Bobade ([email protected]) Project Charter Project Management plan Project Documents Business Documents Agreements Enterprise environmental factors Organizational process assets Collect Requirements -> Input
- 12. PMBOK 6 - All rights reserved- 2019; By: Anand Bobade ([email protected]) Project Charter Collect Requirements -> Input -> Project Charter The project charter is the output of Create Project Charter process. It contains High level requirements. Provides project description Provides product characteristics.
- 13. PMBOK 6 - All rights reserved- 2019; By: Anand Bobade ([email protected]) Project Management plan Following subsidiary plans will provide key inputs: •Plan will describe, how Collect Requirements process, needs to be done. The scope management plan •Contains information on how to handle requirements. It explains what information need to be captured on the RTM. Requirements Management Plan •Plan will give you information on who the stakeholders are and what is their current level of project engagement. Stakeholder Engagement Plan Collect Requirements -> Input -> Project Management plan Scope management plan Requirements management plan Stakeholder engagement plan
- 14. PMBOK 6 - All rights reserved- 2019; By: Anand Bobade ([email protected]) Scope Management Plan How Scope will be: Defined Developed Monitored Controlled Verified. SMP will help: Understand what all requirement need to be captured? Who will provide the requirements? What mechanism to be used to capture the requirements (Brainstorming, user stories etc.) What are the acceptance requirements? Collect Requirements -> Input-> PMP -> Scope MP
- 15. PMBOK 6 - All rights reserved- 2019; By: Anand Bobade ([email protected]) Requirements Management Plan Requirements Management Plan: Describes how requirements will be analysed, documented and managed. RMP will guide: How requirements activities will be planned, tracked & reported. Requirements prioritization process. Product metrics that will be used for prioritization and rationale for using it. Attributes to be captured on RTM. Collect Requirements -> Input-> PMP -> Requirements MP
- 16. PMBOK 6 - All rights reserved- 2019; By: Anand Bobade ([email protected]) Stakeholder Engagement plan How to manage stakeholder & get requirements. Which stakeholder can provide requirements. Understand stakeholder communication requirements Level of stakeholder engagement Helps to ensure stakeholder participation. Collect Requirements -> Input-> PMP-> Stakeholder MP
- 17. PMBOK 6 - All rights reserved- 2019; By: Anand Bobade ([email protected]) Following Project Documents will provide key inputs: • Identify stakeholder who can provide information on requirements • Captures major stakeholder requirements & key expectations. Stakeholder Register: Collect Requirements -> Input -> Project Documents Project Documents Assumption log Lessons learned Register Stakeholder Register
- 18. PMBOK 6 - All rights reserved- 2019; By: Anand Bobade ([email protected]) Business Documents Business Documents: Collect Requirements -> Input Business Case Benefit Management plan
- 19. PMBOK 6 - All rights reserved- 2019; By: Anand Bobade ([email protected]) Expert Judgment Data Gathering Data analysis Decision Making Data Representation Context Diagram Prototype Collect Requirements -> Tools and Techniques
- 20. PMBOK 6 - All rights reserved- 2019; By: Anand Bobade ([email protected]) Expert Judgment Different Experts will consulted to capture the requirements based on what category of requirements you are gathering. Collect Requirements -> T&T -> Expert Judgment
- 21. PMBOK 6 - All rights reserved- 2019; By: Anand Bobade ([email protected]) Data Gathering Following Data Gathering techniques will be used: Collect Requirements -> T&T -> Data Gathering Brainstorming Interviews Questionnaires/ surveys Benchmarking Focus groups
- 22. PMBOK 6 - All rights reserved- 2019; By: Anand Bobade ([email protected]) Brainstorming Generate & collect Multiple ideas related to project and product requirements Problem Identification (Prior activity) Idea Generation Idea Selection (decision making) Implementation (Post activity) Collect Requirements -> T&T -> Data Gathering-> Brainstorming Idea Generation & Idea Selection are part of a brainstorming session, while Problem Identification occurs before session & Implementation occurs after session.
- 23. PMBOK 6 - All rights reserved- 2019; By: Anand Bobade ([email protected]) Interviews Approach to elicit information from stakeholders by directly talking to them. Spontaneous questions Useful to obtain confidential information Subject matter experts Sponsors Other executives Other Project Managers Collect Requirements -> T&T -> Data Gathering-> Interviews
- 24. PMBOK 6 - All rights reserved- 2019; By: Anand Bobade ([email protected]) Questionnaires & surveys These are written set of questions designed to quickly accumulate information from large number of respondents. Most appropriate with varied audiences. Used when Quick turnaround is needed. Used when respondents are geographically dispersed. Collect Requirements->T&T->Data Gathering-> Questionnaires & surveys
- 25. PMBOK 6 - All rights reserved- 2019; By: Anand Bobade ([email protected]) Benchmarking Comparison between the proposed product and those of competitive organizations. Collect Requirements->T&T->Data Gathering-> Benchmarking The organizations compared during benchmarking can be internal or external. Used to : Identify best practices Generate ideas for improvement Basis for measuring performance.
- 26. PMBOK 6 - All rights reserved- 2019; By: Anand Bobade ([email protected]) Focus groups Meeting between prequalified stakeholders to understand their expectations & attitudes about proposed product, service or result Collect Requirements -> T&T -> Data Gathering-> Focus groups Sponsor Business SME Process expert Business Analyst Moderator
- 27. PMBOK 6 - All rights reserved- 2019; By: Anand Bobade ([email protected]) Data analysis Following Data analysis techniques will be used: Collect Requirements -> T&T -> Data analysis Document analysis: • Elicit requirements by analysing existing documentation • Identifying information relevant to requirements. Business plans Agreements Requests for proposal Current process flows Logical data models Business rules repositories Application software documentation Business process or interface documentation Problem/issue logs Policies Procedures Regulatory documentation (laws, codes, ordinances)
- 28. PMBOK 6 - All rights reserved- 2019; By: Anand Bobade ([email protected]) Decision Making Following Decision Making techniques will be used: Collect Requirements -> T&T -> Decision Making • provides a systematic approach to evaluate and rank many ideas. Multicriteria decision analysis • is a collective decision-making technique and an assessment process having multiple alternatives Voting • one individual takes responsibility for making the decision for the group Autocratic decision making Multi-criteria decision analysis Voting Autocratic decision making
- 29. PMBOK 6 - All rights reserved- 2019; By: Anand Bobade ([email protected]) Decision Making Voting: • Collective decision-making technique and an assessment process having multiple alternatives. Collect Requirements -> T&T -> Decision Making Unanimity: EVERYONE agrees on a single course of action. (Delphi technique) Majority: Agree more than 50 % of the members of the group. Plurality: LARGEST block in a group decides, even if a majority is not achieved.
- 30. PMBOK 6 - All rights reserved- 2019; By: Anand Bobade ([email protected]) Decision Making Multi-criteria decision analysis: • Uses a decision MATRIX to provide a systematic approach to evaluate and rank many ideas. # Defect description Duration Complexity Impact on modules Total 1 Login process 1 -> 5 Medium -> 7 Minor -> 5 2 Payroll processing 4 -> 7 Complex ->10 Minor -> 5 3 Send payroll instructions to banks 8 -> 10 Complex ->10 Major -> 10 4 Send Tax deductions to Govt. tax dept. 10 -> 10 Complex ->10 Major -> 10 Collect Requirements->T&T->Ddecision Making->Multi-criteria decision # Development Duration Valu e 1 More than a week 10 2 2 to 7 days 7 3 Less than 2 days 5 # Development complexity Value 1 Complex 10 2 Medium 7 3 No impact 5 # Impact to other area’s Value 1 Major 10 2 Medium 7 3 Minor 5 5+7+5 = 17 7+10+5 = 22 10+10+10=30 10+10+10=30
- 31. PMBOK 6 - All rights reserved- 2019; By: Anand Bobade ([email protected]) Data Representation Following Data Representation techniques will be used: Collect Requirements -> T&T -> Data Representation Affinity diagrams Mind mapping
- 32. PMBOK 6 - All rights reserved- 2019; By: Anand Bobade ([email protected]) Data Representation Affinity diagrams (KJ Method): •Allows large numbers of ideas to be CLASSIFIED into groups for review & analysis. Collect Requirements -> T&T -> Data Representation -> Affinity • When going Through Large Volumes of Data. • Stimulate Idea Generation & new Patterns of Thinking Use it: • When the data sets available are small in number (less than 15) Avoid it: Brainstorming Affinity Diagram
- 33. PMBOK 6 - All rights reserved- 2019; By: Anand Bobade ([email protected]) Collect Requirements->T&T->Data Representation-> Mind mapping: Data Representation Mind mapping: •Ideas created through individual brainstorming sessions are CONSOLIDATED into a single map to reflect commonality & differences, & generate new ideas. Used for: Thinking through complex problems. Summarizing information & note taking. Consolidating information from different research sources. Presenting information showing overall structure of your subject.
- 34. PMBOK 6 - All rights reserved- 2019; By: Anand Bobade ([email protected]) Interpersonal / team skills Following Data Representation techniques will be used: Collect Requirements -> T&T -> Interpersonal / team skills Nominal group techniques Facilitation Observation / Conversation
- 35. PMBOK 6 - All rights reserved- 2019; By: Anand Bobade ([email protected]) Collect Requirements -> T&T ->Interpersonal/team skills->Facilitation Joint Application development (JAD): Quality Function Deployment (QFD) User stories Pros Build Trust Foster relationship Improve Communication Facilitations: •Focused sessions that bring key stakeholders together to define product requirements. Cross functional team members are involved. •It can quickly defining cross-functional requirements. •Reconciling stakeholder differences. Early issues discovery & resolutionInterpersonal / team skills
- 36. PMBOK 6 - All rights reserved- 2019; By: Anand Bobade ([email protected]) Facilitation Joint Application Design/development (JAD): • Software development industry. • Bring SME & development team together. Collect Requirements -> T&T ->Interpersonal/team skills->Facilitation
- 37. PMBOK 6 - All rights reserved- 2019; By: Anand Bobade ([email protected]) Facilitation Quality Function Deployment (QFD) : •Used in manufacturing industry. •Determine critical characteristics for new products. •Starts by collecting customer needs (Voice of Customer) •Needs are then objectively sorted & prioritized. Collect Requirements -> T&T ->Interpersonal/team skills->Facilitation
- 38. PMBOK 6 - All rights reserved- 2019; By: Anand Bobade ([email protected]) Collect Requirements -> T&T ->Interpersonal/team skills->Facilitation User stories : •Used widely in agile requirements gathering. •It describes the stakeholder who benefits from the feature (role) •What the stakeholder needs to accomplish (goal) •The benefit to the stakeholder (motivation)Facilitation Theme Epic 1 User Story1 User Story2 Epic 2 User Story3 User Story4
- 39. PMBOK 6 - All rights reserved- 2019; By: Anand Bobade ([email protected]) Collect Requirements->T&T->Interpersonal/team skills ->Observations Problem with this method: Generally Observer see what he expects to see. Hawthorne Effect: Short term improvement in observing worker. Helpful in dealing with processes, when people using product have difficulty to articulate their requirements. Observe & collect requirements Observation / Conversation: • Provides a direct way of viewing individuals in their environment performing their jobs & carrying out processes. Interpersonal / team skills
- 40. PMBOK 6 - All rights reserved- 2019; By: Anand Bobade ([email protected]) Collect Requirements->T&T->Interpersonal/team skills-> Nominal Group Nominal Group technique: • It takes the ideas, that were generated in the brainstorming process, and then ranks them based on a voting process. Interpersonal / team skills Step1: • A question or problem is posted to the group. • Each person generates & write an ideas. Setp2: • The moderator collects the ideas • Arrange / Writes them on a flip chart or whiteboard. Step3: • Each idea is discussed with the entire group. Step4: • Voting is done to prioritize the ideas. • Highest scoring ideas are selected.
- 41. PMBOK 6 - All rights reserved- 2019; By: Anand Bobade ([email protected]) Context Diagram Visually depict product scope by showing a business system (process, computer system), & how people & other systems interact with it. Collect Requirements -> T&T -> Context Diagram Human Resources Employees Gov’t Insurance BanksDepts. Payroll system Payroll changes Deductions Paycheques Reports T & A Reports Taxes Tax related policies Reports Rate, policy changes Payments Shows scope & boundaries of a system at a glance No technical knowledge is required to understand
- 42. PMBOK 6 - All rights reserved- 2019; By: Anand Bobade ([email protected]) Collect Requirements -> T&T -> Prototype Iterative cycles: Mock-up creation User experimentation Feedback generation Prototype revision. Prototypes If you are not confident about the requirement or developing something new, then prototype can be used to gather requirement. A working model of the expected product can be developed to get early feedback on requirements.
- 43. PMBOK 6 - All rights reserved- 2019; By: Anand Bobade ([email protected]) Requirements documentation Requirements traceability matrix Collect Requirements -> Output
- 44. PMBOK 6 - All rights reserved- 2019; By: Anand Bobade ([email protected]) Requirements documentation It describes how individual requirements meet the business need for the project. Example: Software projects: BRS – business requirements specification, Reporting requirements Collect Requirements->Output->Requirements Documents Assumptions Dependencies Constraints Business requirements Stakeholder requirements Solution requirements Transition requirements Project requirements Quality requirements
- 45. PMBOK 6 - All rights reserved- 2019; By: Anand Bobade ([email protected]) Requirements traceability matrix RTM is a grid that links product requirements to deliverables that satisfy them. Ensure each requirement adds business value by linking it to business objectives. Track requirements throughout project life cycle Provides a structure for managing changes to the product scope. Collect Requirements -> Output -> Requirements Traceability matrix
- 46. PMBOK 6 - All rights reserved- 2019; By: Anand Bobade ([email protected]) Requirements traceability matrix Requirements tracing includes, but not limited to following attributes information on RTM gets updated throughout the lifecycle of the project Identification Requirements description Source Owner Deliverables Product design Product development Status Priority Acceptance criteria's Collect Requirements -> Output -> Requirements Traceability matrix
- 47. PMBOK 6 - All rights reserved- 2019; By: Anand Bobade ([email protected]) Collect Requirements -> Review What is Requirements ? What are different types of requirements? What are Focus group , Facilitation, Observation/conversation Prototype & Context diagram What is Requirements document? What is Traceability matrix?
- 48. Trainer: Anand Bobade PMBOK 6th Edition, 2019, All rights reserved. Thank you