best practices in developing requirements for sharepoint projects
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Best Practices in
Developing Requirements for SharePoint Projects
Dux Raymond Sy, PMP
July 28, 2010 10:00 AM – 11:00 AM(PT)
Twitter: @meetdux Hashtag: #req4sp
What Does This Mean?
8 5 4 9 1 7 6 3 2 0
Twitter: @meetdux Hashtag: #req4sp
What Does This Mean?
SharePoint
Twitter: @meetdux Hashtag: #req4sp
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 projects
Twitter: @meetdux Hashtag: #req4sp
Facilitator: 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
Twitter: @meetdux Hashtag: #req4sp
Agenda
What are Requirements?
Eliciting is Not the Same as Gathering
Analysis Doesn’t Lead to Paralysis
Too Legit to Quit?
Put it on Paper
Q & A
Twitter: @meetdux Hashtag: #req4sp
Why are Requirements So Difficult?
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What is a Requirement?
A requirement is something wanted or needed
Formally documented and written statements
Capabilit ies needed to solve a problem
Condit ions 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
Solut ions 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
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What’s So Special About SharePoint?
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Requirements Focus
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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, 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: #req4sp
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 processors
Twitter: @meetdux Hashtag: #req4sp
Key Components
1. Requirements Elicitation
2. Analyzing Requirements
3. Validating Requirements
4. Documenting Requirements
Twitter: @meetdux Hashtag: #req4sp
Agenda
What are Requirements?
Eliciting is Not the Same as Gathering
Analysis Doesn’t Lead to Paralysis
Too Legit to Quit?
Put it on Paper
Q & A
Twitter: @meetdux Hashtag: #req4sp
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, educating, 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: #req4sp
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?
Twitter: @meetdux Hashtag: #req4sp
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 yesterday
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Don’t Call The Solution SharePoint!
Generic Solutions
Corporate Intranet
Content Management
Specific Solutions
Employee Onboarding System for Human Resources
Conference Room Scheduling System for Facilit ies
Project Management Information System for PMs
System Integration
Custom Application Development
Twitter: @meetdux Hashtag: #req4sp
Agenda
What are Requirements?
Eliciting is Not the Same as Gathering
Analysis Doesn’t Lead to Paralysis
Too Legit to Quit?
Put it on Paper
Q & A
Twitter: @meetdux Hashtag: #req4sp
What is Requirements Analysis?
Requirements analysis takes elicited information and
makes sense of it
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Analysis Process
1. Profile Users
2. Model stated requirements
3. Gap analysis
4. Identify the real requirements
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Example: Process Flow Diagram
Twitter: @meetdux Hashtag: #req4sp
Agenda
What are Requirements?
Eliciting is Not the Same as Gathering
Analysis Doesn’t Lead to Paralysis
Too Legit to Quit?
Put it on Paper
Q & A
Twitter: @meetdux Hashtag: #req4sp
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
Skillsets
Twitter: @meetdux Hashtag: #req4sp
Keep Priorities In Order
You can’t do it all!
What business need should you solve first?
What are common features that can be deployed?
Project scope must be limited and specific
What’s important? Time? Budget? Functionality?
Tip: Involve decision makers in planning and prioritization
Read “How to Prioritize Business Needs When
Implementing SharePoint” http://go.meetdux.com/sbyv
Twitter: @meetdux Hashtag: #req4sp
Example: SharePoint Assessment Schedule
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Example: Prioritizing SharePoint Features
Twitter: @meetdux Hashtag: #req4sp
Agenda
What are Requirements?
Eliciting is Not the Same as Gathering
Analysis Doesn’t Lead to Paralysis
Too Legit to Quit?
Put it on Paper
Q & A
Twitter: @meetdux Hashtag: #req4sp
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
Twitter: @meetdux Hashtag: #req4sp
What Makes a Great Requirement?
Content + Structure = Readability
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Writing Requirement Statements
<Subject> shall be able to <capability> within <criterion>
<Subject> shall be able to <capability>
Where criterion is assumed to be 100 percent of the stated capability
Twitter: @meetdux Hashtag: #req4sp
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 processors
Twitter: @meetdux Hashtag: #req4sp
Example: Requirements Document
Twitter: @meetdux Hashtag: #req4sp
Agenda
What are Requirements?
Eliciting is Not the Same as Gathering
Analysis Doesn’t Lead to Paralysis
Too Legit to Quit?
Put it on Paper
Q & A
Twitter: @meetdux Hashtag: #req4sp
Questions?
E-Mail: [email protected]
LinkedIn: meetdux.com/li
Blog: meetdux.com
Twitter: twitter.com/meetdux
How did you like the presentation?
http://meetdux.com/feedback
Twitter: @meetdux Hashtag: #req4sp
Summary
You have learned the best practices in developing
requirements for SharePoint projects
In addition, you are 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
Thank You!