Download pdf - How to Best Gather Requirements for SharePoint Projects

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?

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How About This?

SharePoint


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


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: [email protected]   Twitter: twitter.com/meetdux   LinkedIn: meetdux.com/li   Blog: meetdux.com



  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


Why Are Requirements So Difficult?



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


What’s So Special About SharePoint?


Requirements Focus

BP


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


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


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







  Put it on Paper

  Summary


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


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


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







  Put it on Paper

  Summary


Requirements Analysis

  Requirements analysis takes elicited information and makes sense of it


Analysis Process

1.  Profile Users

2.  Model stated requirements

3.  Gap analysis

4.  Identify the real requirements

BP


Example: Process Flow Diagram







  Put it on Paper

  Summary


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


Example: Prioritizing SharePoint Features







  Put it on Paper

  Summary


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


What Makes a Great Requirement?

Content + Structure = Readability


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


Example: Intranet Requirements Document







  Put it on Paper

  Summary


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


Questions?

  E-Mail: [email protected]

  LinkedIn: meetdux.com/li

  Blog: meetdux.com

  Twitter: twitter.com/meetdux

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