How To Best Develop SharePoint Requirements #SPSNOLA

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Presented at SharePoint Saturday NOLA Feb 2011

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1. How to Best Develop Requirements for SharePoint Projects Dux Raymond Sy, PMPWatch Recording: http://vimeo.com/20765866 2. What Does This Mean?8 5 4 9 1 7 6 3 2 0Twitter: @meetdux #spsnola 3. What Does This Mean? SharePointTwitter: @meetdux #spsnola 4. Presentation 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 projectsTwitter: @meetdux #spsnola 5. Dux Raymond Sy, PMP, MVP Managing Partner, Innovative-e, Inc. SharePoint Server MVP Author, SharePoint for Project Management by OReilly Media For more information, connect with Dux E-Mail: dux.sy@innovative-e.com Twitter: twitter.com/meetdux LinkedIn: meetdux.com/li Blog: meetdux.comTwitter: @meetdux #spsnola 6. Agenda What are Requirements? Eliciting is Not the Same as Gathering Analysis Doesnt Lead to Paralysis Too Legit to Quit? Put it on Paper Q & ATwitter: @meetdux #spsnola 7. Why are Requirements So Difficult?Twitter: @meetdux #spsnola 8. Twitter: @meetdux #spsnola 9. 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 detailsTwitter: @meetdux #spsnola 10. Whats So Special About SharePoint?Twitter: @meetdux #spsnola 11. Requirements FocusTwitter: @meetdux #spsnola 12. Example: Defining 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, thats 900 mins/day In 3 months, thats 54000 mins or about 37 person days How much does this cost in time & money? What if search productivity can be increased by 15%? Thats gaining 7 mins back from the 45 mins lostTwitter: @meetdux #spsnola 13. Example: Mapping Requirements Business requirements SharePoint shall increase s earch 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 processorsTwitter: @meetdux #spsnola 14. 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 RequirementsTwitter: @meetdux #spsnola 15. Agenda What are Requirements? Eliciting is Not the Same as Gathering Analysis Doesnt Lead to Paralysis Too Legit to Quit? Put it on Paper Q & ATwitter: @meetdux #spsnola 16. What is 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 processTwitter: @meetdux #spsnola 17. Elicitation Process1. What do I need to know?2. Where do I get this information?3. Get the information4. Organize what you know5. Do I have enough information?Twitter: @meetdux #spsnola 18. Goal is to Build a SharePoint Solution How would you like to drive a Lamborghini Diablo? BTW, you just learned how to ride a bike yesterdayTwitter: @meetdux #spsnola 19. Agenda What are Requirements? Eliciting is Not the Same as Gathering Analysis Doesnt Lead to Paralysis Too Legit to Quit? Put it on Paper Q & ATwitter: @meetdux #spsnola 20. What is Requirements Analysis? Requirements analysis takes elicited information and makes sense of itTwitter: @meetdux #spsnola 21. Analysis Process1. Profile Users2. Model stated requirements3. Gap analysis4. Identify the real requirementsTwitter: @meetdux #spsnola 22. Example: Process Flow DiagramTwitter: @meetdux #spsnola 23. Agenda What are Requirements? Eliciting is Not the Same as Gathering Analysis Doesnt Lead to Paralysis Too Legit to Quit? Put it on Paper Q & ATwitter: @meetdux #spsnola 24. What is 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 SkillsetsTwitter: @meetdux #spsnola 25. Example: Prioritizing SharePoint FeaturesTwitter: @meetdux #spsnola 26. Agenda What are Requirements? Eliciting is Not the Same as Gathering Analysis Doesnt Lead to Paralysis Too Legit to Quit? Put it on Paper Q & ATwitter: @meetdux #spsnola 27. 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 MatrixTwitter: @meetdux #spsnola 28. What Makes a Great Requirement?Content + Structure = ReadabilityTwitter: @meetdux #spsnola 29. Writing Requirement Statements shall be able to within shall be able to Where criterion is assumed to be 100 percent of the stated capabilityTwitter: @meetdux #spsnola 30. Example: Defining 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 processorsTwitter: @meetdux #spsnola 31. Example: Requirements DocumentTwitter: @meetdux #spsnola 32. Agenda What are Requirements? Eliciting is Not the Same as Gathering Analysis Doesnt Lead to Paralysis Too Legit to Quit? Put it on Paper Q & ATwitter: @meetdux #spsnola 33. 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.zipTwitter: @meetdux #spsnola 34. Questions? E-Mail: dux.sy@innovative-e.com LinkedIn: meetdux.com/li Blog: meetdux.com Twitter: twitter.com/meetdux How did you like the presentation? http://meetdux.com/feedbackTwitter: @meetdux #spsnola 35. Thank You!

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