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Best Practices in
Gathering Requirements for
   SharePoint Projects


    Dux Raymond Sy, PMP




                     Aug...
Presentation Objectives
  In this presentation, you will learn the best practices in
   gathering requirements for ShareP...
What Does This Mean?




8   5   4   9   1      7   6   3   2   0
What Does This Mean?




            SharePoint
Dux Raymond Sy, PMP
                  Managing Partner, Innovative-E, Inc.

                  Author, “SharePoint for Pr...
Agenda
  What are Requirements?

  Eliciting is Not the Same as Gathering

  Analysis Doesn’t Lead to Paralysis

  Too...
Why are Requirements So Difficult?
What is a Requirement?
  A requirement is something wanted or needed
    Formally documented and written statements
   ...
What’s So Special About SharePoint?
Requirements Focus
Example: Defining SharePoint Requirements
  Business requirements

      SharePoint shall increase user productivity by ...
Key Components of Requirements Gathering
1.  Requirements Elicitation

2.  Analyzing Requirements

3.  Validating Requirem...
Agenda
  What are Requirements?

  Eliciting is Not the Same as Gathering

  Analysis Doesn’t Lead to Paralysis

  Too...
How Many Squares Do You See?
What is Requirements Elicitation?
  Elicitation: gathering and understanding what
   stakeholders and users need
    Don...
Elicitation Process
1.  What do I need to know?

2.  Where do I get this information?

3.  Get the information

4.  Organi...
Goal is to Build a SharePoint Solution
  How would you like to drive a Lamborghini Diablo?
    BTW, you just learned how...
Agenda
  What are Requirements?

  Eliciting is Not the Same as Gathering

  Analysis Doesn’t Lead to Paralysis

  Too...
What is 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
Example: Process Flow Diagram
Agenda
  What are Requirements?

  Eliciting is Not the Same as Gathering

  Analysis Doesn’t Lead to Paralysis

  Too...
What is Requirements Validation?
  Requirements validation allows the user(s) to confirm and
   prioritize the real requi...
Example: SharePoint Project Schedule
Agenda
  What are Requirements?

  Eliciting is Not the Same as Gathering

  Analysis Doesn’t Lead to Paralysis

  Too...
Generate a Requirements Document
  Formally communicates
    Overall quantitative and qualitative characteristics
    F...
What Makes a Great Requirement?




Content + Structure = Readability
Writing Requirement Statements
  <Subject> shall be able to <capability> within <criterion>

  <Subject> shall be able t...
Example: Defining SharePoint Requirements
  Business requirements

      SharePoint shall increase user productivity by ...
Example: Requirements Document
Agenda
  What are Requirements?

  Eliciting is Not the Same as Gathering

  Analysis Doesn’t Lead to Paralysis

  Too...
Questions?

                  E-Mail: dux.sy@innovative-e.com

                  LinkedIn: meetdux.com/li

               ...
Summary
  You have learned the best practices in gathering
   requirements for SharePoint Projects

   In addition, you ...
Thank You!
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Best Practices in Gathering Requirements for SharePoint Projects

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Webcast for SharePoint Users Group UK
April 27, 2009

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Transcript of "Best Practices in Gathering Requirements for SharePoint Projects"

  1. 1. Best Practices in Gathering Requirements for SharePoint Projects Dux Raymond Sy, PMP August 27, 2009 7.00pm (GMT)
  2. 2. Presentation Objectives   In this presentation, you will learn the best practices in gathering 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
  3. 3. What Does This Mean? 8 5 4 9 1 7 6 3 2 0
  4. 4. What Does This Mean? SharePoint
  5. 5. Dux Raymond Sy, PMP   Managing Partner, Innovative-E, Inc.   Author, “SharePoint for Project Management” by O’Reilly Media   Contract Author & Instructor, Learning Tree International   For more information, connect with Dux   E-Mail: dux.sy@innovative-e.com   LinkedIn: meetdux.com/li   Blog: meetdux.com   Twitter: twitter.com/meetdux
  6. 6. 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   Summary
  7. 7. Why are Requirements So Difficult?
  8. 8. 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
  9. 9. What’s So Special About SharePoint?
  10. 10. Requirements Focus
  11. 11. 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 Search shall be able to perform 10,000 simultaneous search requests
  12. 12. Key Components of Requirements Gathering 1.  Requirements Elicitation 2.  Analyzing Requirements 3.  Validating Requirements 4.  Documenting Requirements
  13. 13. 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   Summary
  14. 14. How Many Squares Do You See?
  15. 15. 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 process
  16. 16. 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?
  17. 17. 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
  18. 18. 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   Summary
  19. 19. What is Requirements Analysis?   Requirements analysis takes elicited information and makes sense of it
  20. 20. Analysis Process 1.  Profile Users 2.  Model stated requirements 3.  Gap analysis 4.  Identify the real requirements
  21. 21. Example: Process Flow Diagram
  22. 22. 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   Summary
  23. 23. 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
  24. 24. Example: SharePoint Project Schedule
  25. 25. 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   Summary
  26. 26. 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
  27. 27. What Makes a Great Requirement? Content + Structure = Readability
  28. 28. 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
  29. 29. 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 Search shall be able to perform 10,000 simultaneous search requests
  30. 30. Example: Requirements Document
  31. 31. 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   Summary
  32. 32. 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://sp.meetdux.com/post_feedback.aspx
  33. 33. Summary   You have learned the best practices in gathering 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
  34. 34. Thank You!
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