Chap 5.2 Collect requirements

Chapter 5 –
Project Scope Management
PMP
Trainer: Anand BobadePMBOK 6th Edition, 2019, All rights reserved.
Collect
Requirements
SIXTH EDITION

PMBOK 6 - All rights reserved- 2019; By: Anand Bobade (nmbobade@gmail.com)
5.2 Collect Requirements
Overview
Collect Requirements definition
What are different types of requirements?
Collect Requirements- ITTO
Focus group meetings & Facilitated workshops?
What is Requirements document & Traceability matrix?
Review

Scope Management processes
Plan scope
management
Collect
Requirements
Define Scope
Create WBS Validate Scope Control Scope
P P P
MC MCP

Collect Requirements -> Overview
Requirements are a set of demands, necessitates, needs, constraints
highlighted by the stakeholders.
Project
Manager
Business
Analyst
System
analyst
Quality
Analyst
Sponsor
Business
Users / SME
Operations
Other
Stakeholders
Who collects
Requirements
Who provides
Requirements
Demands Necessities
Needs Constraints

Determining, documenting and managing stakeholder needs and
requirements to meet project objectives.
It provides the base for defining & managing the project scope
including product scope.
Collect Requirements process definition
By: Anand Bobade (nmbobade@gmail.com)
Determining
Managing Documenting
Requirements
Unambiguous
Traceable
Complete
Consistent
Acceptable to
stakeholders

Business requirements
Stakeholder
requirements
Solution requirements
Transition
requirements
Project requirements Quality requirements
Requirements classification

Business requirements:
• Describe the higher-level needs of the organization
• Business issues or opportunities, and reasons why a
project has been undertaken.
Stakeholder requirements:
• Describe needs of a stakeholder or stakeholder
group.
Solution requirements:
• Describe features, functions, and characteristics of
the product, service, or result that will meet the
business and stakeholder requirements.

Transition requirements:
• Describe temporary capabilities, such as data conversion
and training requirements, needed to transition from the
current “as-is” state to the future “to-be” state.
Project requirements:
• Describe the actions, processes, or other conditions the
project needs to meet.
Quality requirements:
• Capture any condition or criteria needed to validate the
successful completion of a project deliverable or
fulfilment of other project requirements.

Solution requirements are further grouped into:
•Describe the behaviour of the
product.
•Examples - processes, data, and
interactions with the product.
Functional requirements
•Describe the environmental
conditions or qualities required for
the product to be effective.
•Examples : Security, Reliability,
Performance, Safety, level of
service, supportability etc.
Non-functional requirements

Collect requirements Process ->ITTO
Expert Judgment
Data Gathering
Data analysis
Decision Making
Data Representation
Context Diagram
Prototype
Project Charter
Project Management
plan
Project Documents
Business Documents
Agreements
Enterprise
environmental factors
Organizational process
assets
Requirements
documentation
Requirements
Traceability Matrix
Inputs Tools & Techniques Outputs

Project Charter
Project Management
plan
Project Documents Business Documents
Agreements
Enterprise
environmental factors
Organizational
process assets
Collect Requirements -> Input

Project Charter
Collect Requirements -> Input -> Project Charter
The project charter is the output of Create Project Charter process.
It contains High level requirements.
Provides project description
Provides product characteristics.

Project
Management plan
Following subsidiary plans will provide key inputs:
•Plan will describe, how Collect Requirements process, needs
to be done.
The scope
management plan
•Contains information on how to handle requirements. It
explains what information need to be captured on the RTM.
Requirements
Management Plan
•Plan will give you information on who the stakeholders are
and what is their current level of project engagement.
Stakeholder
Engagement Plan
Collect Requirements -> Input -> Project Management plan
Scope management
plan
Requirements
management plan
Stakeholder
engagement plan

Scope Management
Plan
How Scope will be:
Defined Developed Monitored Controlled Verified.
SMP will help:
Understand what all requirement need to be
captured?
Who will provide the requirements?
What mechanism to be used to capture the
requirements (Brainstorming, user stories etc.)
What are the acceptance requirements?
Collect Requirements -> Input-> PMP -> Scope MP

Requirements
Management Plan
Requirements Management Plan: Describes how requirements will be
analysed, documented and managed.
RMP will guide:
How requirements activities will be planned,
tracked & reported.
Requirements prioritization process.
Product metrics that will be used for
prioritization and rationale for using it.
Attributes to be captured on RTM.
Collect Requirements -> Input-> PMP -> Requirements MP

Stakeholder
Engagement plan
How to manage stakeholder & get requirements.
Which stakeholder can provide requirements.
Understand stakeholder communication requirements
Level of stakeholder engagement
Helps to ensure stakeholder participation.
Collect Requirements -> Input-> PMP-> Stakeholder MP

Following Project Documents will provide key inputs:
• Identify stakeholder who can provide information
on requirements
• Captures major stakeholder requirements & key
expectations.
Stakeholder
Register:
Collect Requirements -> Input -> Project Documents
Project Documents
Assumption log
Lessons learned
Register
Stakeholder Register

Business Documents
Business Documents:
Collect Requirements -> Input
Business Case
Benefit
Management plan

Expert Judgment Data Gathering Data analysis Decision Making
Data
Representation
Context Diagram Prototype
Collect Requirements -> Tools and Techniques

Expert
Judgment
Different Experts will consulted to capture the requirements based on what
category of requirements you are gathering.
Collect Requirements -> T&T -> Expert Judgment

Data Gathering
Following Data Gathering techniques will be used:
Collect Requirements -> T&T -> Data Gathering
Brainstorming Interviews
Questionnaires/
surveys
Benchmarking Focus groups

Brainstorming
Generate & collect Multiple ideas related to project and product requirements
Problem
Identification
(Prior activity)
Idea Generation
Idea Selection
(decision
making)
Implementation
(Post activity)
Collect Requirements -> T&T -> Data Gathering-> Brainstorming
Idea Generation & Idea Selection are part of a brainstorming session, while Problem
Identification occurs before session & Implementation occurs after session.

Interviews
Approach to elicit information from stakeholders by directly talking to them.
Spontaneous questions Useful to obtain confidential information
Subject matter experts
Sponsors
Other executives
Other Project Managers
Collect Requirements -> T&T -> Data Gathering-> Interviews

Questionnaires &
surveys
These are written set of questions designed to quickly accumulate information
from large number of respondents.
Most appropriate with
varied audiences.
Used when Quick
turnaround is needed.
Used when respondents are
geographically dispersed.
Collect Requirements->T&T->Data Gathering-> Questionnaires & surveys

Benchmarking
Comparison between the proposed product and those of competitive
organizations.
Collect Requirements->T&T->Data Gathering-> Benchmarking
The organizations compared during benchmarking can be
internal or external.
Used to :
Identify best practices Generate ideas for improvement Basis for measuring performance.

Focus groups
Meeting between prequalified stakeholders to understand their expectations &
attitudes about proposed product, service or result
Collect Requirements -> T&T -> Data Gathering-> Focus groups
Sponsor Business SME Process expert Business Analyst
Moderator

Data analysis
Following Data analysis techniques will be used:
Collect Requirements -> T&T -> Data analysis
Document analysis:
• Elicit requirements by analysing existing documentation
• Identifying information relevant to requirements.
Business plans Agreements
Requests for
proposal
Current process
flows
Logical data
models
Business rules
repositories
Application
software
documentation
Business process
or interface
documentation
Problem/issue
logs
Policies Procedures
Regulatory
documentation
(laws, codes,
ordinances)

Decision
Making
Following Decision Making techniques will be used:
Collect Requirements -> T&T -> Decision Making
• provides a systematic approach to
evaluate and rank many ideas.
Multicriteria decision
analysis
• is a collective decision-making technique
and an assessment process having
multiple alternatives
Voting
• one individual takes responsibility for
making the decision for the group
Autocratic decision
making
Multi-criteria
decision analysis
Voting
Autocratic decision
making

Decision
Making
Voting:
• Collective decision-making technique and an assessment process
having multiple alternatives.
Collect Requirements -> T&T -> Decision Making
Unanimity:
EVERYONE agrees on a single course of action.
(Delphi technique)
Majority:
Agree more than 50 % of the members of the
group.
Plurality:
LARGEST block in a group decides, even if a
majority is not achieved.

Decision
Making
Multi-criteria decision analysis:
• Uses a decision MATRIX to provide a systematic approach to
evaluate and rank many ideas.
# Defect description Duration Complexity Impact on
modules
Total
1 Login process 1 -> 5 Medium -> 7 Minor -> 5
2 Payroll processing 4 -> 7 Complex ->10 Minor -> 5
3 Send payroll instructions to banks 8 -> 10 Complex ->10 Major -> 10
4 Send Tax deductions to Govt. tax dept. 10 -> 10 Complex ->10 Major -> 10
Collect Requirements->T&T->Ddecision Making->Multi-criteria decision
# Development
Duration
Valu
e
1 More than a week 10
2 2 to 7 days 7
3 Less than 2 days 5
# Development
complexity
Value
1 Complex 10
2 Medium 7
3 No impact 5
# Impact to
other area’s
Value
1 Major 10
2 Medium 7
3 Minor 5
5+7+5 = 17
7+10+5 = 22
10+10+10=30
10+10+10=30

Data
Representation
Following Data Representation techniques will be used:
Collect Requirements -> T&T -> Data Representation
Affinity diagrams Mind mapping

Data
Representation
Affinity diagrams (KJ Method):
•Allows large numbers of ideas to be CLASSIFIED into groups for review &
analysis.
Collect Requirements -> T&T -> Data Representation -> Affinity
• When going Through Large Volumes of Data.
• Stimulate Idea Generation & new Patterns of Thinking
Use it:
• When the data sets available are small in number (less than 15)
Avoid
it:
Brainstorming Affinity Diagram

Collect Requirements->T&T->Data Representation-> Mind mapping:
Data
Representation
Mind mapping:
•Ideas created through individual brainstorming sessions are CONSOLIDATED
into a single map to reflect commonality & differences, & generate new ideas.
Used
for:
Thinking
through
complex
problems.
Summarizing
information &
note taking.
Consolidating
information from
different research
sources.
Presenting
information showing
overall structure of
your subject.

Interpersonal / team
skills
Following Data Representation techniques will be used:
Collect Requirements -> T&T -> Interpersonal / team skills
Nominal group
techniques
Facilitation
Observation /
Conversation

Collect Requirements -> T&T ->Interpersonal/team skills->Facilitation
Joint Application
development (JAD):
Quality Function
Deployment (QFD)
User stories
Pros Build Trust Foster relationship
Improve
Communication
Facilitations:
•Focused sessions that bring key stakeholders together to define product
requirements. Cross functional team members are involved.
•It can quickly defining cross-functional requirements.
•Reconciling stakeholder differences. Early issues discovery & resolutionInterpersonal / team
skills

Facilitation
Joint Application Design/development (JAD):
• Software development industry.
• Bring SME & development team together.

Facilitation
Quality Function Deployment (QFD) :
•Used in manufacturing industry.
•Determine critical characteristics for new products.
•Starts by collecting customer needs (Voice of Customer)
•Needs are then objectively sorted & prioritized.

User stories :
•Used widely in agile requirements gathering.
•It describes the stakeholder who benefits from the feature (role)
•What the stakeholder needs to accomplish (goal)
•The benefit to the stakeholder (motivation)Facilitation
Theme
Epic 1
User Story1
User Story2
Epic 2
User Story3
User Story4

Collect Requirements->T&T->Interpersonal/team skills ->Observations
Problem with this method:
Generally Observer see what he expects to see.
Hawthorne Effect: Short term improvement in observing worker.
Helpful in dealing with processes, when people using product have difficulty to
articulate their requirements.
Observe &
collect
requirements
Observation / Conversation:
• Provides a direct way of viewing individuals in their
environment performing their jobs & carrying out processes.
skills

Collect Requirements->T&T->Interpersonal/team skills-> Nominal Group
Nominal Group technique:
• It takes the ideas, that were generated in the brainstorming
process, and then ranks them based on a voting process.
skills
Step1:
• A question or
problem is posted to
the group.
• Each person
generates & write an
ideas.
Setp2:
• The moderator
collects the
ideas
• Arrange /
Writes them on
a flip chart or
whiteboard.
Step3:
• Each idea is
discussed with
the entire
group.
Step4:
• Voting is done
to prioritize the
ideas.
• Highest scoring
ideas are
selected.

Context
Diagram
Visually depict product scope by showing a business system (process, computer system),
& how people & other systems interact with it.
Collect Requirements -> T&T -> Context Diagram
Human
Resources
Employees
Gov’t Insurance
BanksDepts. Payroll system
Payroll changes
Deductions
Paycheques
Reports
T & A
Reports
Taxes
Tax related
policies
Reports
Rate, policy changes
Payments
Shows scope & boundaries of a system at a
glance
No technical knowledge is required to
understand

Collect Requirements -> T&T -> Prototype
Iterative cycles:
Mock-up creation
User
experimentation
Feedback
generation
Prototype revision.
Prototypes
If you are not confident about the requirement or developing something new, then
prototype can be used to gather requirement.
A working model of the expected product can be developed to get early feedback
on requirements.

Requirements
documentation
Requirements
traceability matrix
Collect Requirements -> Output

Requirements
documentation
It describes how individual requirements meet the business need for the project.
Example: Software projects: BRS – business requirements specification, Reporting
requirements
Collect Requirements->Output->Requirements Documents
Assumptions Dependencies Constraints
Business requirements Stakeholder
requirements
Solution requirements
Transition requirements Project requirements Quality requirements

Requirements
traceability matrix
RTM is a grid that links product requirements to deliverables that satisfy them.
Ensure each requirement adds business value by linking it to business objectives.
Track requirements throughout project life cycle
Provides a structure for managing changes to the product scope.
Collect Requirements -> Output -> Requirements Traceability matrix

Requirements
traceability matrix
Requirements tracing includes, but not limited to following attributes
information on RTM gets updated throughout the lifecycle of the project
Identification
Requirements
description
Source
Owner Deliverables Product design
Product
development
Status Priority
Acceptance
criteria's
Collect Requirements -> Output -> Requirements Traceability matrix

Collect Requirements -> Review
What is Requirements ?
What are different types of requirements?
What are Focus group , Facilitation, Observation/conversation
Prototype & Context diagram
What is Requirements document?
What is Traceability matrix?

Chap 5.2 Collect requirements

Recommended

Recommended

More Related Content

What's hot

What's hot (20)

Similar to Chap 5.2 Collect requirements

Similar to Chap 5.2 Collect requirements (20)

More from Anand Bobade

More from Anand Bobade (12)

Recently uploaded

Recently uploaded (17)

Chap 5.2 Collect requirements