One way to gather business requirements<br />Find outwhat they want<br />so you can give them<br />what they need<br />
Tamara Bredemus – Independent Consultant<br />Who am I?<br />Background – Business Education Liaison, Waitress, Business A...
Who am I?<br />Ignorance<br />Code-Free<br />Front of House<br />Order out of Chaos<br />Lazy<br />Best Business Analyst A...
Requirement gathering(ish)<br />Case Study <br />My Favorite Tricks<br />Questions<br />What are we going to dofor an hour...
Requirement Gathering(ish)<br />
Ask<br />
Ask<br />Know yourself<br />Before<br />
Prepare for personalities<br />Before<br />
Learn the lingo<br />Before<br />
Find experts<br />Before<br />
Survey<br />Method<br />
Interview<br />Method<br />
Shadow<br />Method<br />
Brainstorm<br />Method<br />
Determine meeting goal<br />Meeting<br />Goal<br />
Share meeting goal<br />Meeting<br />
Gather tools<br />Meeting<br />
Gather tools<br />Meeting<br />
Gather tools<br />Meeting<br />
Gather tools<br />Meeting<br />
Gather tools<br />Meeting<br />
Ask<br />What to ask<br />
Ask<br />What do you want to do?<br />Why?<br />
Ask<br />What is the current process?<br />Why?<br />
Ask<br />What should we keep?<br />Why?<br />
Ask<br />What should we change?<br />Why?<br />
Ask<br />If you ruled the world, how would it be done?<br />Why?<br />
Ask<br />What did I forget to ask?<br />
Ask<br />Who else should I talk to?<br />
Listen<br />Documentation<br />
Listen<br />Current process<br />
Listen<br />Future process<br />
Listen<br />Future process<br />
Listen<br />Future process<br />
Listen<br />Future process<br />
Listen<br />Mock up<br />
Listen<br />Matrix<br />
Build<br />Start Build<br />
Build<br />Create List<br />
IT<br />IT break<br />
Build<br />Changes to forms<br />
Build<br />Create workflows<br />
Wait<br />Let users use it<br />
Ask<br />Rinse & Repeat<br />Is system being used?<br />What works?<br />What is holding it back?<br />Why?<br />
Listen<br />Rinse & Repeat<br />Document change requests<br />Why change requested<br />Benefit of change<br />Estimate ti...
Build<br />Rinse & Repeat<br />Make changes<br />Review changes with user<br />Tweak changes<br />Wait<br />
Case Study<br />I hate combining spreadsheets<br />
Client<br />Case Study<br />Family owned company started in 1942<br />Residential, commercial and industrial property appr...
Issue<br />Case Study<br />Combining information from 60 Managers<br />Cut and paste into master spreadsheet<br />Differen...
Why<br />Case Study<br />Managers must meet client contact goals<br />20 Visits<br />3 Industry Events<br />3 Presentation...
Learn the lingo<br />Branch Manager = Sales person<br />Contact = Client Contact<br />Call = Sales Call<br />Call Type = S...
Find experts<br />3 Branch Managers<br />Branch Managers enter call data<br />Head of Marketing<br />Leads monthly review ...
Interview<br />Small Group Interview<br />Branch Managers remote<br />Head of Marketing & Executive Assistant in room<br /...
Meeting<br />Share meeting goals<br />In today’s meeting we will:<br />1)  Map the current Sales Tracking System.<br />2) ...
Ask<br />What do you want to do?<br />Make sure client contact goals are met<br />Track sold accounts<br />
Ask<br />What is the current process?<br />Branch Manager list client contacts in spreadsheet<br />Private<br />
Ask<br />What is the current process?<br />Spreadsheet saved to shared drive or emailed to Executive Assistant<br />Privat...
Ask<br />What is the current process?<br />Executive Assistant compiles data from 60 spreadsheets<br />
Ask<br />What is the current process?<br />Head of Marketing filters by date & reviews with Branch Manager<br />Private<br />
Ask<br />What should we keep?<br />Columns on this spreadsheet<br />Private<br />
Ask<br />What should we change?<br />Double entry<br />Pre-defined reports<br />Mavericks<br />Emailed spreadsheets<br />E...
Ask<br />Did not use<br />If you ruled the world, how would it be done?<br />What did I forget to ask?<br />Who else shoul...
Listen<br />List Matrix<br />
Listen<br />Map workflows<br />Emails<br />Reminder day before<br />Reminder day of<br />Reminder day after<br />
Listen<br />Views - Company<br />Company by alpha<br />My Companies<br />
Listen<br />Views - Contacts<br />Contacts by company<br />My Contacts<br />Contacts alpha<br />
Listen<br />Views - Calls<br />Calls grouped by Branch Manager<br />Calls grouped by month<br />Calls grouped by type<br /...
Listen<br />Mock up<br />
Build<br />Company list<br />
Build<br />Contact list<br />
Build<br />Call list<br />
Build<br />Call list<br />
Build<br />3rd Party Tool<br />
Build<br />3rd Party Tool<br />
Build<br />Change forms<br />
Build<br />Create views<br />Stay tuned for walk through<br />
Build<br />Create workflows<br />
Build<br />Create workflows<br />
Build<br />Create navigation page<br />
Walk through<br />
Ask<br />Rinse & Repeat<br />Don’t use as desired<br />Use as spreadsheet<br />Reduced combining time by 90%<br />
Ask<br />Rinse & Repeat<br />Want to view notes from last call<br />Find Calls by Company<br />Find Calls by Contact<br />...
Contact<br />Tamara Bredemus<br />Tamara.bredemus@live.com<br />@tamarabred<br />
Favorite<br />BA Sites<br />Lots of top 10 lists: http://blogs.techrepublic.com.com/10things/?p=287<br />Modern Analyst – ...
Favorite<br />SP Sites<br />Free solutions - some client side<br />http://www.codeplex.com/<br />End User SharePoint – Gre...
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Find out what they want so you can give them what they need.

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One way to gather buinsess requirements for a SharePoint Solution.

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  • Be ready for all personality types. Gatekeeper aka PITA Thinkers Hijacker CheerleaderDon’t miss out on expert info because you “just can’t deal with”…insert name here.
  • Tyr to learn the vocabulary Divisions vs. Departments Managers, Supervisors, Directors Employees, Staff, Faculty Customers, Clients, Users
  • Find them, listen to them. You can ask the wrong people the right question and get bad requirements. You can ask the right people the wrong questions and get good requirements
  • Surveys and questionnairesPlusGather requirements from users in remote locations Those who will have only minor input into the overall requirements. Gather input from dozens, hundreds, or thousands of people.MinusLow response rate Questions can be tricky – Have you stopped kicking your dog? Yes / No
  • One on one interview Get information quickly only one person’s view or take on a process or situationSmall Group interviews Brings different ideas about process to light Takes longer to reach agreement
  • Shadow Takes more time Real time information and processUsually results in Use Case
  • Brain stormingGreat at the beginning or when stumped Completely new process or system
  • Figure out your goal for the meeting/survey...Which Processes should we change/improve Current Process Mapping Future Process Mapping Mock – up review System review – how’s it working?Keep goals reasonable – MAX 3 per 1 hour meeting. Better to figure about 1 hour per goal People like getting out of meetings early. Try Try TRY to avoid jumping solutions in meetings
  • Share Your Goals. Don’t keep it a secret. Re-send agenda 6 hours before meeting. Don’t expect everyone or anyone to read it. Make agenda visible during entire meeting. Write it on a board. Bring it printed on paper with any additional information that might be helpful. Notes from previous meetings. Current process map. Don’t expect people to read it.Sharing goals and clearly stating expectations allows others to prepare. Helps to move meeting along at a steady clip.
  • Quiet Toys – Kinetic thinkers. Some people think better when their hands are busy
  • Coffee – For the BA. Hard to listen if you are not awake.Snacks – Hungry people can’t think
  • Sticky notes – Definitions, ideas, process steps Markers – Dry Erase, Regular (smelly) and Sharpie White Board – Great for charting current process, Parking lot… If you’re not ready to move to a new topic yet, write the idea in a parking lot area of the white board.Flip Chart – When you run out of white board
  • Camera – Take pix of white board and flip chart after the meeting. This allows you to transcribe at your leisure.
  • Clock: Keep track of time. Make sure if you are not wearing a watch that you can see the clock. Keep time checking discrete. Manage time to meet goals or change goals
  • Right questions to wrong people =uber failIf they aren’t the people that use it or consume it don’t bother.
  • Avoid how at this point. Should be a simple statement. Don’t kill yourselves trying to make this a simple statement.People and organizations spend tons and tons of $$$$ trying to develop the perfect mission statement. Do you know your mission statement? Neither do most people
  • Map It Supposed to work Actually works How long does it takeListen for work arounds. Work arounds are one of the keys to understanding crazy/strange business/data rules. Sunday Roast story
  • People fear change. Make sure your clients/users know you are not throwing the baby out with the bathwater. Make sure the reason they want to keep something is because it supports the “What do you want to do?” answer.Keep it positive
  • AKA – How should it be doneLook for: Double entry pulling info to create reports Default values Emails ApprovalsKeep it positive
  • By monkeys while I sip margaritas
  • This is one of the most important questions to ask. You will be surprised by the amount of information you receive by asking this question.
  • Current / Future Users Actor / Consumer
  • Map out the current process: Flow Chart, List, Spreadsheet, Hand DrawingUse Case Study - Story of an instance Step by step
  • Start with a standard list/spreadsheet or SharePoint list and remove what you don’t needUse nouns &amp; verbs. Don’t wait to document Schedule an hour right after meeting to documentUse Shall or must. No conjunctions (and, but, or) Can you test it?
  • Poorly written requirement - System must be fast and easyUse Post-It notes to define fast, easy and other non-quantifiable terms
  • Mock up Word Illustrator PowerPoint Line drawingTalk it through
  • Create and review list matrix
  • Build your list and reviewDo you need any 3rd party tools? Do you need server access? Can you put 3rd party tool directly on your page? Can you upload a new column to the Column Gallery?
  • IT is there to protect you, not to get in your way. You might know what you are doing, but does that other guy? The “other guy” could bring down your site.
  • In SharePoint, form changes are limited to column orderSharePoint Designer – Create new from existing Do NOT mess with existing NewForm, EditForm or DispForm Make changes Save Review set as New, Edit or Display
  • Create Workflows Test 1 step at a time – easier to find out what happened when things get wonky Test workflows on yourself first Next Test on Select Users
  • Amount of time to wait depends on system/process frequency. Try to wait until users have used system/process at least twice.Weekly = 1 month Monthly = 2 months Quarterly = 6 months Yearly = within week of first use.
  • Make agenda visible during entire meeting. Write it on a board. Bring it printed on paper with any additional information that might be helpful. Notes from previous meetings. Current process map. Don’t expect people to read it.Sharing goals and clearly stating expectations allows others to prepare. Helps to move meeting along at a steady clip.
  • Find them, listen to them. You can ask the wrong people the right question and get bad requirements. You can ask the right people the wrong questions and get good requirements
  • Small Group interviews Brings different ideas about process to light Takes longer to reach agreement
  • Each Branch manager has separate spreadsheet Each spreadsheet has separate organization Monthly tabs Sold tabs Branch manager must type in all information for every row. Typos Email tips over. Spreadsheets overwritten Some password protected, others not Some get corrupted thousands of rows
  • Over 60 spreadsheets
  • Cost per seat Keeps members list accurate
  • 3 months of use follow up call Branch Managers not using system to track calls Branch Managers transcribe hand written notes into the system at the end of the month, just like the spreadsheet. Exec Admin time reduced by 90%. She no longer needs to combine and compile informationPrep for review by Head of Marketing reduced 50%
  • The reasons why the Branch Managers are not using the system as the corporate office wishes they would use it.
  • Find out what they want so you can give them what they need.

    1. 1. One way to gather business requirements<br />Find outwhat they want<br />so you can give them<br />what they need<br />
    2. 2. Tamara Bredemus – Independent Consultant<br />Who am I?<br />Background – Business Education Liaison, Waitress, Business Analyst, Baker, Operations Supervisor, Actor, Process Improvement, Dog Mom, Bad Speller and SharePoint Junkie<br />
    3. 3. Who am I?<br />Ignorance<br />Code-Free<br />Front of House<br />Order out of Chaos<br />Lazy<br />Best Business Analyst Asset…<br />
    4. 4. Requirement gathering(ish)<br />Case Study <br />My Favorite Tricks<br />Questions<br />What are we going to dofor an hour?<br />
    5. 5. Requirement Gathering(ish)<br />
    6. 6. Ask<br />
    7. 7. Ask<br />Know yourself<br />Before<br />
    8. 8. Prepare for personalities<br />Before<br />
    9. 9. Learn the lingo<br />Before<br />
    10. 10. Find experts<br />Before<br />
    11. 11. Survey<br />Method<br />
    12. 12. Interview<br />Method<br />
    13. 13. Shadow<br />Method<br />
    14. 14. Brainstorm<br />Method<br />
    15. 15. Determine meeting goal<br />Meeting<br />Goal<br />
    16. 16. Share meeting goal<br />Meeting<br />
    17. 17. Gather tools<br />Meeting<br />
    18. 18. Gather tools<br />Meeting<br />
    19. 19. Gather tools<br />Meeting<br />
    20. 20. Gather tools<br />Meeting<br />
    21. 21. Gather tools<br />Meeting<br />
    22. 22. Ask<br />What to ask<br />
    23. 23. Ask<br />What do you want to do?<br />Why?<br />
    24. 24. Ask<br />What is the current process?<br />Why?<br />
    25. 25. Ask<br />What should we keep?<br />Why?<br />
    26. 26. Ask<br />What should we change?<br />Why?<br />
    27. 27. Ask<br />If you ruled the world, how would it be done?<br />Why?<br />
    28. 28. Ask<br />What did I forget to ask?<br />
    29. 29. Ask<br />Who else should I talk to?<br />
    30. 30. Listen<br />Documentation<br />
    31. 31. Listen<br />Current process<br />
    32. 32. Listen<br />Future process<br />
    33. 33. Listen<br />Future process<br />
    34. 34. Listen<br />Future process<br />
    35. 35. Listen<br />Future process<br />
    36. 36. Listen<br />Mock up<br />
    37. 37. Listen<br />Matrix<br />
    38. 38. Build<br />Start Build<br />
    39. 39. Build<br />Create List<br />
    40. 40. IT<br />IT break<br />
    41. 41. Build<br />Changes to forms<br />
    42. 42. Build<br />Create workflows<br />
    43. 43. Wait<br />Let users use it<br />
    44. 44. Ask<br />Rinse & Repeat<br />Is system being used?<br />What works?<br />What is holding it back?<br />Why?<br />
    45. 45. Listen<br />Rinse & Repeat<br />Document change requests<br />Why change requested<br />Benefit of change<br />Estimate time to make change<br />
    46. 46. Build<br />Rinse & Repeat<br />Make changes<br />Review changes with user<br />Tweak changes<br />Wait<br />
    47. 47. Case Study<br />I hate combining spreadsheets<br />
    48. 48. Client<br />Case Study<br />Family owned company started in 1942<br />Residential, commercial and industrial property appraisals<br />Over 40 branches around the country<br />Approx 60 Branch Managers<br />Continuous client contact<br />
    49. 49. Issue<br />Case Study<br />Combining information from 60 Managers<br />Cut and paste into master spreadsheet<br />Different formats<br />Typos<br />Corrupted<br />Erased<br />10 hours per month for Executive Admin to just combine data<br />
    50. 50. Why<br />Case Study<br />Managers must meet client contact goals<br />20 Visits<br />3 Industry Events<br />3 Presentations<br />Client contact is reviewed monthly<br />Sold accounts are compiled into report<br />
    51. 51. Learn the lingo<br />Branch Manager = Sales person<br />Contact = Client Contact<br />Call = Sales Call<br />Call Type = Sales call category<br />Before<br />
    52. 52. Find experts<br />3 Branch Managers<br />Branch Managers enter call data<br />Head of Marketing<br />Leads monthly review of calls with Branch Managers<br />Executive Assistant<br />Compiles spreadsheets<br />Before<br />
    53. 53. Interview<br />Small Group Interview<br />Branch Managers remote<br />Head of Marketing & Executive Assistant in room<br />Method<br />
    54. 54. Meeting<br />Share meeting goals<br />In today’s meeting we will:<br />1) Map the current Sales Tracking System.<br />2) Identify possible improvements for Sales Tracking System.<br />3) Agree on vocabulary.<br />
    55. 55. Ask<br />What do you want to do?<br />Make sure client contact goals are met<br />Track sold accounts<br />
    56. 56. Ask<br />What is the current process?<br />Branch Manager list client contacts in spreadsheet<br />Private<br />
    57. 57. Ask<br />What is the current process?<br />Spreadsheet saved to shared drive or emailed to Executive Assistant<br />Private<br />
    58. 58. Ask<br />What is the current process?<br />Executive Assistant compiles data from 60 spreadsheets<br />
    59. 59. Ask<br />What is the current process?<br />Head of Marketing filters by date & reviews with Branch Manager<br />Private<br />
    60. 60. Ask<br />What should we keep?<br />Columns on this spreadsheet<br />Private<br />
    61. 61. Ask<br />What should we change?<br />Double entry<br />Pre-defined reports<br />Mavericks<br />Emailed spreadsheets<br />Everyone enter info in one spot<br />
    62. 62. Ask<br />Did not use<br />If you ruled the world, how would it be done?<br />What did I forget to ask?<br />Who else should I talk to?<br />
    63. 63. Listen<br />List Matrix<br />
    64. 64. Listen<br />Map workflows<br />Emails<br />Reminder day before<br />Reminder day of<br />Reminder day after<br />
    65. 65. Listen<br />Views - Company<br />Company by alpha<br />My Companies<br />
    66. 66. Listen<br />Views - Contacts<br />Contacts by company<br />My Contacts<br />Contacts alpha<br />
    67. 67. Listen<br />Views - Calls<br />Calls grouped by Branch Manager<br />Calls grouped by month<br />Calls grouped by type<br />Sold<br />My Calls<br />
    68. 68. Listen<br />Mock up<br />
    69. 69. Build<br />Company list<br />
    70. 70. Build<br />Contact list<br />
    71. 71. Build<br />Call list<br />
    72. 72. Build<br />Call list<br />
    73. 73. Build<br />3rd Party Tool<br />
    74. 74. Build<br />3rd Party Tool<br />
    75. 75. Build<br />Change forms<br />
    76. 76. Build<br />Create views<br />Stay tuned for walk through<br />
    77. 77. Build<br />Create workflows<br />
    78. 78. Build<br />Create workflows<br />
    79. 79. Build<br />Create navigation page<br />
    80. 80. Walk through<br />
    81. 81. Ask<br />Rinse & Repeat<br />Don’t use as desired<br />Use as spreadsheet<br />Reduced combining time by 90%<br />
    82. 82. Ask<br />Rinse & Repeat<br />Want to view notes from last call<br />Find Calls by Company<br />Find Calls by Contact<br />View Company notes within call<br />
    83. 83. Contact<br />Tamara Bredemus<br />Tamara.bredemus@live.com<br />@tamarabred<br />
    84. 84. Favorite<br />BA Sites<br />Lots of top 10 lists: http://blogs.techrepublic.com.com/10things/?p=287<br />Modern Analyst – Everything BA & SA, with a little PM on the sidehttp://www.modernanalyst.com/Home/tabid/36/Default.aspx<br />Ask Honest Questionshttp://www.stickyminds.com/sitewide.asp?Function=edetail&ObjectType=COL&ObjectId=3264<br />
    85. 85. Favorite<br />SP Sites<br />Free solutions - some client side<br />http://www.codeplex.com/<br />End User SharePoint – Great videos and step-by-step instructionshttp://www.endusersharepoint.com/<br />TechNet SharePoint Forum – Post questions & offer solutionshttp://social.technet.microsoft.com/Forums/en-US/category/sharepoint<br />Path to SharePoint – A blog with tips & best practices for end users<br />http://blog.pathtosharepoint.com/<br />Twitter<br />@justsharepoint – tweets collection of SP tweets.<br />
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