Best Practices in
Developing Requirements for
    SharePoint Projects


     Dux Raymond Sy, PMP




               July 2...
What Does This Mean?




8       5       4   9   1   7   6     3       2        0




Twitter: @meetdux                   ...
What Does This Mean?




                    SharePoint




Twitter: @meetdux                Hashtag: #req4sp
Presentation Objectives
 In this presentation, you will learn the best practices in
  developing requirements for SharePo...
Facilitator: Dux Raymond Sy, PMP
                     Managing Partner, Innovative-e, Inc.

                     Author,...
Agenda

 What are Requirements?

 Eliciting is Not the Same as Gathering

 Analysis Doesn’t Lead to Paralysis

 Too Le...
Why are Requirements So Difficult?




Twitter: @meetdux      Hashtag: #req4sp
What is a Requirement?
 A requirement is something wanted or needed
   Formally documented and written statements
   Ca...
What’s So Special About SharePoint?




Twitter: @meetdux            Hashtag: #req4sp
Requirements Focus




Twitter: @meetdux    Hashtag: #req4sp
Example: Defining Business Need is a MUST
 In a recent study, information workers today spend 45
  mins/day searching for...
Example: Defining SharePoint Requirements
 Business requirements

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

2. Analyzing Requirements

3. V alidating Requirements

4. Documenting Require...
Agenda

 What are Requirements?

 Eliciting is Not the Same as Gathering

 Analysis Doesn’t Lead to Paralysis

 Too Le...
What is Requirements Elicitation?
 Elicitation: gathering and understanding what
  stakeholders and users need
   Done a...
Elicitation Process
1. What do I need to know?

2. Where do I get this information?

3. Get the information

4. Organize w...
Goal is to Build a SharePoint Solution
 How would you like to drive a Lamborghini Diablo?
   BTW, you just learned how t...
Don’t Call The Solution SharePoint!
 Generic Solutions
   Corporate Intranet
   Content Management

 Specific Solution...
Agenda

 What are Requirements?

 Eliciting is Not the Same as Gathering

 Analysis Doesn’t Lead to Paralysis

 Too Le...
What is Requirements Analysis?
 Requirements analysis takes elicited information and
  makes sense of it




Twitter: @me...
Analysis Process
1. Profile Users

2. Model stated requirements

3. Gap analysis

4. Identify the real requirements




Tw...
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 Le...
What is Requirements Validation?
 Requirements validation allows the user(s) to confirm and
  prioritize the real require...
Keep Priorities In Order
 You can’t do it all!
   What business need should you solve first?
   What are common feature...
Example: SharePoint Assessment Schedule




Twitter: @meetdux           Hashtag: #req4sp
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 Le...
Generate a Requirements Document
 Formally communicates
   Overall quantitative and qualitative characteristics
   Func...
What Makes a Great Requirement?




Content + Structure = Readability




Twitter: @meetdux         Hashtag: #req4sp
Writing Requirement Statements
 <Subject> shall be able to <capability> within <criterion>

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

      SharePoint shall increase user productivity by 1...
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 Le...
Questions?

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

                          LinkedIn: meetdux.com/li
...
Summary
 You have learned the best practices in developing
  requirements for SharePoint projects

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

  1. 1. Best Practices in Developing Requirements for SharePoint Projects Dux Raymond Sy, PMP July 28, 2010 10:00 AM – 11:00 AM(PT)
  2. 2. What Does This Mean? 8 5 4 9 1 7 6 3 2 0 Twitter: @meetdux Hashtag: #req4sp
  3. 3. What Does This Mean? SharePoint Twitter: @meetdux Hashtag: #req4sp
  4. 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 projects Twitter: @meetdux Hashtag: #req4sp
  5. 5. 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: dux.sy@innovative-e.com  Twitter: twitter.com/meetdux  LinkedIn: meetdux.com/li  Blog: meetdux.com Twitter: @meetdux Hashtag: #req4sp
  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  Q&A Twitter: @meetdux Hashtag: #req4sp
  7. 7. Why are Requirements So Difficult? Twitter: @meetdux Hashtag: #req4sp
  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 Twitter: @meetdux Hashtag: #req4sp
  9. 9. What’s So Special About SharePoint? Twitter: @meetdux Hashtag: #req4sp
  10. 10. Requirements Focus Twitter: @meetdux Hashtag: #req4sp
  11. 11. 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
  12. 12. 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
  13. 13. Key Components 1. Requirements Elicitation 2. Analyzing Requirements 3. V alidating Requirements 4. Documenting Requirements Twitter: @meetdux Hashtag: #req4sp
  14. 14. 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
  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, 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
  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? Twitter: @meetdux Hashtag: #req4sp
  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 Twitter: @meetdux Hashtag: #req4sp
  18. 18. 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 Facilities  Project Management Information System for PMs  System Integration  Custom Application Development Twitter: @meetdux Hashtag: #req4sp
  19. 19. 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
  20. 20. What is Requirements Analysis?  Requirements analysis takes elicited information and makes sense of it Twitter: @meetdux Hashtag: #req4sp
  21. 21. Analysis Process 1. Profile Users 2. Model stated requirements 3. Gap analysis 4. Identify the real requirements Twitter: @meetdux Hashtag: #req4sp
  22. 22. Example: Process Flow Diagram Twitter: @meetdux Hashtag: #req4sp
  23. 23. 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
  24. 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  Skillsets Twitter: @meetdux Hashtag: #req4sp
  25. 25. 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
  26. 26. Example: SharePoint Assessment Schedule Twitter: @meetdux Hashtag: #req4sp
  27. 27. Example: Prioritizing SharePoint Features Twitter: @meetdux Hashtag: #req4sp
  28. 28. 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
  29. 29. 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
  30. 30. What Makes a Great Requirement? Content + Structure = Readability Twitter: @meetdux Hashtag: #req4sp
  31. 31. 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
  32. 32. 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
  33. 33. Example: Requirements Document Twitter: @meetdux Hashtag: #req4sp
  34. 34. 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
  35. 35. 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/feedback Twitter: @meetdux Hashtag: #req4sp
  36. 36. 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 Twitter: @meetdux Hashtag: #req4sp
  37. 37. Thank You!
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