Catalyze Webcast - Finding Requirements - 092007

Slide 1: Hidden Requirements 10 Tips to Ensure You Find Them Carol Miller 1-1 SEM1_1.0  Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.

Slide 2: Introductions Where are you participating from? • What’s your Job role? • 1-2 SEM1_1.0  Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.

Slide 3: Finding Requirements At the end of today’s session, you should: Have a better understanding of the challenges associated • with requirements elicitation Understand that planning is critical to the success of • elicitation Be able to identify at least one technique that is worthwhile • apply to your next project 1-3 SEM1_1.0  Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.

Slide 4: Requirements Elicitation The process, tools, and techniques used to actively obtain information from stakeholders regarding their view of the requirements Source: IIBA - A Guide to the BA Body of Knowledge v1.6 To Elicit: 1. to draw forth or bring out (something latent or potential) 2. to call forth or draw out (as information or a response) Source: Merriam Webster If only it was this easy! 1-4 SEM1_1.0  Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.

Slide 5: Elicitation Challenges The Stakeholder • Lack of a Framework • Scope Definition and Scope Management • No training in Elicitation techniques or supporting skills • Unrealistic constraints (schedule, scope) • The BA Ego • 1-5 SEM1_1.0  Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.

Slide 6: The Jungle Can You Find? Business Requirements User Requirements Functional Requirements Quality of Service Requirements Implementation Requirements 1-6 SEM1_1.0  Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.

Slide 7: Tips for Staying Alive in the Jungle Get to know the other people in your group and study the wildlife and • plant life you may encounter Carefully plan your excursion. Make sure you consider your personal • limitations. Talk to others who have been on similar excursions. Prepare for dangerous encounters • Stay in close communication – Buddy up • Learn to build a fire and other critical skills before your excursion departs • Bring the right tools and know how, and when, to use them • Stay on the path • Travel with speed and efficiency • Know when you’ve reached your limit. • Ask questions and admit when you need help • 1-7 SEM1_1.0  Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.

Slide 8: Jungle Tip: Get to know the Elicitation Tip #1 other people in your group and study the wildlife and plant life you may encounter Put in the effort to really “know” your stakeholders • A Stakeholder is anyone who: Could affect your project • e Co Needs and Tim Is part of your project team • st Expectations Could be affected by your project • Of Stakeholders Scope and Quality Identify Analyze Prioritize 1-8 SEM1_1.0  Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.

Slide 9: Stakeholder Identification Consider those that: • – Use the system – Pay for the system – Direct/manage the system – Build the system – Are replaced by the system – Regulate the system Are you using a stakeholder checklist? – Count on the system Do you have a template for your – Are impacted by the system stakeholder inventory and analysis? 1-9 SEM1_1.0  Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.

Slide 10: Stakeholder Template Stakeholder Information and Analysis Stakeholder Role Name Interest Influence Commitment Level (HML) Current Desired Examples of Interest: Examples of Influence: Supporter Controls funding Champion Charismatic leader Spokesperson Has ear of decision maker Frequent user Information keeper (information is power) Casual user Decision maker Infrequent user SME 1-10 SEM1_1.0  Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.

Slide 11: Analyzing Stakeholders What problems do they have that need to be solved? • What are their success criteria? • What financial or emotional interests do they have in the • project? What motivates them? • What obstacles or constraints do they foresee that may • threaten the project? What information do they want from you? • Who influences their opinions? • Do you have an analysis question list? Do you have a template for stakeholder inventory and analysis? 1-11 SEM1_1.0  Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.

Slide 12: Prioritizing Stakeholders High Critical Stakeholders Engage early, Engage early, Keep informed periodically Manage closely Influence Monitor Keep informed Low Low Interest High 1-12 SEM1_1.0  Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.

Slide 13: Jungle Tip: Carefully plan your excursion. Elicitation Tip #2 Make sure you consider your personal limitations. Talk to others who have been on similar excursions. Establish a plan and a framework that supports elicitation • success “If you don’t know where you’re going, you’ll probably end up someplace else” Planning is a Critical Success Factor • Know your process (including your responsibilities) • Know your team • Research company and industry best practices 1-13 SEM1_1.0  Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.

Slide 14: A Requirements Framework Requirements Communication and Management Solution Requirements Requirements Reqm’ts Analysis & Knowledge Assessment and Enterprise Analysis Planning Elicitation Documentation Area Validation Tasks Techniques Deliverables Training Quality Guidelines, standards, reviews Assurance and inspections 1-14 SEM1_1.0  Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.

Slide 15: A Requirements Elicitation Approach Identify, Analyze, and Develop Questions for Entry Criteria: Document Each Chosen Do You Stakeholders Stakeholder Understand Project Objectives For Each Stakeholder and Scope? or Group of Stakeholders Choose Elicitation Exit Criteria: Requirements Technique(s) Questions Answered? Analysis and Documentation Plan Session, Develop Create/Update the & Send Materials Glossary of Terms Conduct the Elicitation Session Document the Stakeholder Requests 1-15 SEM1_1.0  Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.

Slide 16: Which Requirements Are You Eliciting? Problem Space Solution Space Quality of Service Business Functional Requirements Requirements Requirements Constraints Assumptions What is the Scope of Your Responsibility? 1-16 SEM1_1.0  Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.

Slide 17: Elicitation Tip #3 Jungle Tip: Prepare for dangerous encounters Be prepared for Typical Stakeholders Issues • Tired and Tuned Out Clueless The Know-it-all Overbooked The Overzealous Team The Meeting Dominator Uninterested Quiet 1-17 SEM1_1.0  Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.

Slide 18: Typical Stakeholder Issues Expectations: • Stakeholder has expectations which are higher/lower/different than “reality • Stakeholder doesn’t understand the objectives of the project • Conflicting needs of multiple stakeholders • Gathering Session Issues: • Stakeholder dominates a meeting • Stakeholder has not received enough information about the project so they can’t provide the information being requested • Stakeholder can only express their requirements in terms of the current system functionality • Stakeholder sends a delegate to the meeting who might not be the “right” person • Stakeholder doesn’t know the BA and may not understand the BA’s role on the project • Stakeholder feels threatened and doesn’t want to give away their knowledge (perceived job security) • Commitment Issues: • Stakeholder has not done their requested/required homework before coming to a meeting • Stakeholder feels annoyed about participating in yet another time consuming project • Stakeholder feels annoyed about participating in yet another useless or unsuccessful project • Stakeholder doesn’t care about the project • Stakeholder doesn’t see the benefit of the project • Stakeholder doesn’t see his/her role on the project • Stakeholder current job is being replaced by system and are unwilling to participate • General: • Requests that change from meeting to meeting • Develop your own list. Lack of involvement by the right people • Late involvement of the right people Share your list and examples of success • Resistance to change • with other BAs. Scope creep • 1-18 SEM1_1.0  Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.

Slide 19: Elicitation Tip #4 Jungle Tip: Stay in close communication – Buddy up Build Rapport and keep your stakeholders informed • Get to know your stakeholders and build business relationships Building trust and respect are essential elements 1-19 SEM1_1.0  Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.

Slide 20: Identify your Stakeholder VIP’s Maven Salesperson Connector I don’t necessarily ‘do’ I’m the “subject I’m the “champion”. I the work around here, matter expert”. I’m may not know all the but I know lots of well-respected, I details, but I really like people in the know many what you’re doing. I organization, and can important details, am influential and can put you in touch with and I have lots of convince people why just the right one. You specific experience. they should like it too. need me! You need me! You need me! 1-20 SEM1_1.0  Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.

Slide 21: Jungle Tip: Learn to build a fire and Elicitation Tip #5 other critical skills before your excursion departs Seek out information/training on facilitation skills • The role of the facilitator Help the group to achieve consensus • Manage the group dynamics • Keep the group on track to achieve its • objectives Encourage the participation of all, while • avoiding the dominance of a few Manage the behavior of individual participants • 1-21 SEM1_1.0  Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.

Slide 22: Don’t be the Problem The facilitator is in a powerful position • – Facilitate, don’t manipulate – Listen, and solicit feedback! – Watch body language, yours and theirs 1-22 SEM1_1.0  Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.

Slide 23: Jungle Tip: Bring the right tools and Elicitation Tip #6 know how, and when, to use them Fill your toolbox with a variety of elicitation tools. • Know the techniques • Know which work best for a • given type of stakeholder Know which work best for the • requirement type you are eliciting Don’t be afraid to use them in • combinations 1-23 SEM1_1.0  Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.

Slide 24: Requirements Elicitation Techniques Brainstorming • Document Analysis • Focus Group • Interface Analysis • Interviewing • Observation • Prototyping • Questionnaires and Surveys • Facilitated Sessions/Requirements Workshops • Reverse Engineering • Source: IIBA: A Guide to the BA Body of Knowledge v1.6 1-24 SEM1_1.0  Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.

Slide 25: What and Why - Interviewing Why: To collect general information that only this stakeholder can provide. • To build a relationship. Who: One-on-one • What: High level requirements, business objectives, business issues, as-is • or to-be business process, to identify sources of other requirements Where: Stakeholder’s office, sometimes phone or web meeting • How: Prepare question list, use open and closed ended questions, use • active listening Weaknesses: Structure may lead to missed information • Quality depends on the skills of both the interviewer and interviewee • Can be time consuming and not good for achieving consensus • 1-25 SEM1_1.0  Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.

Slide 26: Elicitation Tips #7 & #8 Jungle Tip: Stay on the path Define scope collaboratively. • Manage scope aggressively Always be aware of the grey area • between analysis and design 1-26 SEM1_1.0  Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.

Slide 27: Context Diagram A context diagram is a “top-level” graphical • representation of the system and its interfaces with the actors – a visual modeling technique you can use to help define and communicate the scope and the boundary of the system Thief ATM Patron Bank Brinks Automatic Teller Machine ATM System Courier Technician 1-27 SEM1_1.0  Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.

Slide 28: Example: ATM Context Diagram «keypad» identity account amount «router» «display» ATM atm id balance patron info Patron status account «printer» amount receipt atm status «actor» ATM System Bank Bank «router» Employee patron status account balance terminal status ATM Technician Courier Bank Bank Teller Manager Nightly Backup 1-28 SEM1_1.0  Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.

Slide 29: The Grey Area Gather the what’s, not the how’s • Utilize your technical SMEs to help you identify design ideas that • might be hard for your stakeholders to resist Work with your stakeholders to sketch out the line • – tell them why it’s important to focus on the requirements before the solution, – ask them to be patient…. design will come – Let them know when they are stepping over the line – Don’t rule out stepping over the line when there is a compelling reason Be consistent • 1-29 SEM1_1.0  Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.

Slide 30: Jungle Tip: Know when you’ve reached Elicitation Tip #9 your limit. Establish and monitor exit criteria – How do you know when • you’re done? Avoid analysis paralysis 1-30 SEM1_1.0  Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.

Slide 31: A Requirements Elicitation Approach Identify, Analyze, and Develop Questions for Entry Criteria: Document Each Chosen Do You Stakeholders Stakeholder Understand Project Objectives For Each Stakeholder and Scope? or Group of Stakeholders Choose Elicitation Exit Criteria: Requirements Technique(s) Questions Answered? Analysis and Documentation Plan Session, Develop Create/Update the & Send Materials Glossary of Terms Conduct the Elicitation Session Document the Stakeholder Requests 1-31 SEM1_1.0  Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.

Slide 32: Elicitation Tip #10 Jungle Tip: Ask questions and admit when you need help Lose the Ego – Ask Questions • 1-32 SEM1_1.0  Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.

Slide 33: Ten Tips for Requirements Elicitation Put in the effort required to really “know” your stakeholders 1. Establish a plan and a framework that supports elicitation success 2. Plan for how you will deal with typical stakeholder issues 3. Build rapport and keep your stakeholders informed 4. Seek out information and training on facilitation techniques 5. Fill your toolbox with a variety of elicitation techniques 6. Define scope collaboratively. Manage scope aggressively 7. Always be aware of the grey area between analysis and design 8. Establish and monitor exit criteria – how do you know when you are done? 9. Lose the ego! 10. 1-33 SEM1_1.0  Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.

Slide 34: Questions? Thanks for Attending! Carol Miller carol.miller@acclearning.com www.acclearning.com 1-34 SEM1_1.0  Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.