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Best Practices Conference 2010August 24, 2010Washington, DC, USA
Citation preview
How to Best Gather Requirements for SharePoint Projects
Dux Raymond Sy, PMP
Screencast: http://vimeo.com/14460673
Twitter: @meetdux Hashtag: #bpc10 #spreq
What Does This Mean?
8 5 4 9 1 7 6 3 2 0
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How About This?
SharePoint
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Session Objectives
In this presentation, you will learn the best practices in developing requirements for SharePoint projects
In addition, you will be able to identify: Why having a well defined business case is necessary to effectively initiate
requirements gathering The key components of requirements gathering process Why requirements traceability is paramount in defining ROI in SharePoint
projects
Twitter: @meetdux Hashtag: #bpc10 #spreq
Presenter: Dux Raymond Sy, PMP
Managing Partner, Innovative-E, Inc. Author, “SharePoint for Project Management”
by O’Reilly Media For more information, connect with Dux
E-Mail: dux.sy@innovative-e.com Twitter: twitter.com/meetdux LinkedIn: meetdux.com/li Blog: meetdux.com
Twitter: @meetdux Hashtag: #bpc10 #spreq
How to Best Gather Requirements for SharePoint Projects
What are Requirements?
Eliciting is Not the Same as Gathering
Analysis Doesn’t Lead to Paralysis
Too Legit to Quit?
Put it on Paper
Summary
Twitter: @meetdux Hashtag: #bpc10 #spreq
Why Are Requirements So Difficult?
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Twitter: @meetdux Hashtag: #bpc10 #spreq
What is a Requirement?
A requirement is something wanted or needed Formally documented and written statements Capabilities needed to solve a problem Conditions of a delivered system, services, product, or process Constraints on the system, service, product, or process
Requirements are not Verbal, informal statements or conversations in the hallways Solutions that state how to solve the problem or meet the objectives Characteristics of other systems, services, products, or processes Project budgets, plans, or implementation details
Twitter: @meetdux Hashtag: #bpc10 #spreq
What’s So Special About SharePoint?
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Requirements Focus
BP
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Example: Defining a Business Need is a Must
In a recent study, information workers today spend 45 mins/day searching for information In a team of 20 people, that’s 900 mins/day In 3 months, that’s 54000 mins or about 37 person days
How much does this cost in time & money? What if search productivity can be increased by 15%?
That’s gaining 7 mins back from the 45 mins lost
Twitter: @meetdux Hashtag: #bpc10 #spreq
Example: Mapping Needs to SharePoint Requirements
Business requirements SharePoint shall increase user productivity by 15 percent
User requirements The user shall be able to retrieve search results within five seconds of
submitting a search request that can support a maximum of 10,000 simultaneous search requests
System requirements SharePoint server shall have two web front ends and a dedicated SQL
Server which has at least dual processors
Twitter: @meetdux Hashtag: #bpc10 #spreq
How do You Develop Requirements?
Requirements development is iterative Business User System
Key Steps 1. Requirements Elicitation 2. Analyzing Requirements 3. Validating Requirements 4. Documenting Requirements
BP
Twitter: @meetdux Hashtag: #bpc10 #spreq
How to Best Gather Requirements for SharePoint Projects
What are Requirements?
Eliciting is Not the Same as Gathering
Analysis Doesn’t Lead to Paralysis
Too Legit to Quit?
Put it on Paper
Summary
Twitter: @meetdux Hashtag: #bpc10 #spreq
Requirements Elicitation
Elicitation: gathering and understanding what stakeholders and users need Done at both an organizational (business) and a more detailed user level
Elicitation is a human-based activity Determine requirements sources Decide how to gather information
Involves research, reading, talking, and observing Business-level context and framework How the end users do their jobs What would help them do their jobs better Within the scope of our system, product, or process
Twitter: @meetdux Hashtag: #bpc10 #spreq
Elicitation Process
1. What do I need to know?
2. Where do I get this information?
3. Get the information
4. Organize what you know
5. Do I have enough information?
BP
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Goal is to Identify Potential SharePoint Solution
How would you like to drive a Lamborghini Diablo? BTW, you just learned how to ride a bike yesterday
Twitter: @meetdux Hashtag: #bpc10 #spreq
How to Best Gather Requirements for SharePoint Projects
What are Requirements?
Eliciting is Not the Same as Gathering
Analysis Doesn’t Lead to Paralysis
Too Legit to Quit?
Put it on Paper
Summary
Twitter: @meetdux Hashtag: #bpc10 #spreq
Requirements Analysis
Requirements analysis takes elicited information and makes sense of it
Twitter: @meetdux Hashtag: #bpc10 #spreq
Analysis Process
1. Profile Users
2. Model stated requirements
3. Gap analysis
4. Identify the real requirements
BP
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Example: Process Flow Diagram
Twitter: @meetdux Hashtag: #bpc10 #spreq
How to Best Gather Requirements for SharePoint Projects
What are Requirements?
Eliciting is Not the Same as Gathering
Analysis Doesn’t Lead to Paralysis
Too Legit to Quit?
Put it on Paper
Summary
Twitter: @meetdux Hashtag: #bpc10 #spreq
Requirements Validation
Requirements validation allows the user(s) to confirm and prioritize the real requirements
Essential to identify what it will take to deploy SharePoint Resources Time Skillsets
BP
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Example: Prioritizing SharePoint Features
Twitter: @meetdux Hashtag: #bpc10 #spreq
How to Best Gather Requirements for SharePoint Projects
What are Requirements?
Eliciting is Not the Same as Gathering
Analysis Doesn’t Lead to Paralysis
Too Legit to Quit?
Put it on Paper
Summary
Twitter: @meetdux Hashtag: #bpc10 #spreq
Generate a Requirements Document
Formally communicates Overall quantitative and qualitative characteristics Functionality of the desired end result or outcome
Should include Requirement Statements Process Diagrams Traceability Matrix
BP
Twitter: @meetdux Hashtag: #bpc10 #spreq
What Makes a Great Requirement?
Content + Structure = Readability
Twitter: @meetdux Hashtag: #bpc10 #spreq
Example: Mapping Needs to SharePoint Requirements
Business requirements SharePoint shall increase user productivity by 15 percent
User requirements The user shall be able to retrieve search results within five seconds of
submitting a search request that can support a maximum of 10,000 simultaneous search requests
System requirements SharePoint server shall have two web front ends and a dedicated SQL
Server which has at least dual processors
Twitter: @meetdux Hashtag: #bpc10 #spreq
Example: Intranet Requirements Document
Twitter: @meetdux Hashtag: #bpc10 #spreq
How to Best Gather Requirements for SharePoint Projects
What are Requirements?
Eliciting is Not the Same as Gathering
Analysis Doesn’t Lead to Paralysis
Too Legit to Quit?
Put it on Paper
Summary
Twitter: @meetdux Hashtag: #bpc10 #spreq
Resources
Article: How to Prioritize Business Needs Before Implementing SharePoint http://bit.ly/8sCiVR
Article: How to Define Measurable and Traceable Requirements for SharePoint Projects http://bit.ly/9AzTDy
Article: Project Management Resources for SharePoint 2010 Projects http://bit.ly/cBYl7X
Download: Innovative-e Requirements Development Sample Templates http://www.meetdux.com/dl/req4sp.zip
Twitter: @meetdux Hashtag: #bpc10 #spreq
Questions?
E-Mail: dux.sy@innovative-e.com
LinkedIn: meetdux.com/li
Blog: meetdux.com
Twitter: twitter.com/meetdux
Provide feedback to get a chance to win “SharePoint for Project Management” ebook
http://meetdux.com/feedback
Thank You!
Please be sure to fill out your session evaluation!
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