How to Best Gather Requirements for SharePoint Projects

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Best Practices Conference 2010 …

Best Practices Conference 2010
August 24, 2010
Washington, DC, USA

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  • 1. How to Best Gather Requirements for SharePoint Projects Dux Raymond Sy, PMP Screencast: http://vimeo.com/14460673
  • 2. What Does This Mean? 8 5 4 9 1 7 6 3 2 0 Twitter: @meetdux Hashtag: #bpc10 #spreq
  • 3. How About This? SharePoint Twitter: @meetdux Hashtag: #bpc10 #spreq
  • 4. 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 Twitter: @meetdux Hashtag: #bpc10 #spreq
  • 5. 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: dux.sy@innovative-e.com   Twitter: twitter.com/meetdux   LinkedIn: meetdux.com/li   Blog: meetdux.com Twitter: @meetdux Hashtag: #bpc10 #spreq
  • 6. How to Best Gather Requirements for SharePoint Projects   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 Twitter: @meetdux Hashtag: #bpc10 #spreq
  • 7. Why Are Requirements So Difficult? Twitter: @meetdux Hashtag: #bpc10 #spreq
  • 8. Twitter: @meetdux Hashtag: #bpc10 #spreq
  • 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 details Twitter: @meetdux Hashtag: #bpc10 #spreq
  • 10. What’s So Special About SharePoint? Twitter: @meetdux Hashtag: #bpc10 #spreq
  • 11. BP Requirements Focus Twitter: @meetdux Hashtag: #bpc10 #spreq
  • 12. 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 Twitter: @meetdux Hashtag: #bpc10 #spreq
  • 13. 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 Twitter: @meetdux Hashtag: #bpc10 #spreq
  • 14. BP 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 Twitter: @meetdux Hashtag: #bpc10 #spreq
  • 15. How to Best Gather Requirements for SharePoint Projects   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 Twitter: @meetdux Hashtag: #bpc10 #spreq
  • 16. 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 Twitter: @meetdux Hashtag: #bpc10 #spreq
  • 17. BP 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: #bpc10 #spreq
  • 18. 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 Twitter: @meetdux Hashtag: #bpc10 #spreq
  • 19. How to Best Gather Requirements for SharePoint Projects   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 Twitter: @meetdux Hashtag: #bpc10 #spreq
  • 20. Requirements Analysis   Requirements analysis takes elicited information and makes sense of it Twitter: @meetdux Hashtag: #bpc10 #spreq
  • 21. BP Analysis Process 1.  Profile Users 2.  Model stated requirements 3.  Gap analysis 4.  Identify the real requirements Twitter: @meetdux Hashtag: #bpc10 #spreq
  • 22. Example: Process Flow Diagram Twitter: @meetdux Hashtag: #bpc10 #spreq
  • 23. How to Best Gather Requirements for SharePoint Projects   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 Twitter: @meetdux Hashtag: #bpc10 #spreq
  • 24. BP 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: #bpc10 #spreq
  • 25. Example: Prioritizing SharePoint Features Twitter: @meetdux Hashtag: #bpc10 #spreq
  • 26. How to Best Gather Requirements for SharePoint Projects   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 Twitter: @meetdux Hashtag: #bpc10 #spreq
  • 27. BP 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: #bpc10 #spreq
  • 28. What Makes a Great Requirement? Content + Structure = Readability Twitter: @meetdux Hashtag: #bpc10 #spreq
  • 29. 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 Twitter: @meetdux Hashtag: #bpc10 #spreq
  • 30. Example: Intranet Requirements Document Twitter: @meetdux Hashtag: #bpc10 #spreq
  • 31. How to Best Gather Requirements for SharePoint Projects   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 Twitter: @meetdux Hashtag: #bpc10 #spreq
  • 32. 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 Twitter: @meetdux Hashtag: #bpc10 #spreq
  • 33. Questions?   E-Mail: dux.sy@innovative-e.com   LinkedIn: meetdux.com/li   Blog: meetdux.com   Twitter: twitter.com/meetdux Provide feedback to get a chance to win “SharePoint for Project Management” ebook http://meetdux.com/feedback Twitter: @meetdux Hashtag: #bpc10 #spreq
  • 34. Thank You! Please be sure to fill out your session evaluation!