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Effective requirements gathering workshops


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Analyst: What would you like SharePoint to do?
Customer: Well, what can it do?
Analyst: Tons! Let me show you…

All too often, this is how conversations between analysts and customers/stakeholders begin, and it isn’t helpful to anyone. SharePoint has a vast array of capabilities, but if you start by describing or demonstrating what SharePoint can do and how the technology works, you will end up with customers who are confused and don’t know where to begin, or who have massively overblown expectations.

In this session, you will learn how to set up and conduct workshops with various stakeholders that will allow you to understand their real needs. You will then learn how to document and organize this information so that it is useful to the stakeholders and that will allow you to guide them through prioritization and planning.

You will learn when NOT to do demonstrations of SharePoint, and when and how to do demos that are powerful and effective.

Published in: Technology, Business
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Effective requirements gathering workshops

  1. 1. Effective Requirements GatheringHow to organize and run yourworkshops Presented By: Ruven Gotz #SPSNOLA @ruveng
  2. 2. @ruveng Toronto ruveng@navantis.comRuven Gotz
  3. 3. Effective Requirements GatheringHow to organize and run yourworkshops Presented By: Ruven Gotz #SPSNOLA@ruveng
  4. 4. What makes something a requirement? © 2011 Ruven Gotz
  5. 5. We can do that for $10
  6. 6. We can do that for $1 Million © 2011 Ruven Gotz
  7. 7. We require a jumbo solution to get to our destination
  8. 8. © 2011 Ruven Gotz
  9. 9. We require a jumbo solution to get to our destination
  10. 10. Sometimes, you do need this
  11. 11. It’s the destination that matters: The outcome © 2011 Ruven Gotz
  12. 12. Kitchen sink projects © 2011 Ruven Gotz
  13. 13. Your project will change over time © 2011 Ruven Gotz
  14. 14. Unexpected things happen
  15. 15. More than half of “required” features never get used
  16. 16. Result of a kitchen sink project
  17. 17. Shift gears © 2011 Ruven Gotz
  18. 18. SharePoint chicken & egg problem © 2011 Ruven Gotz
  19. 19. Based on real-world experience © 2011 Ruven Gotz
  20. 20. Take away: Tools YOU can use © 2011 Ruven Gotz
  21. 21. © 2011 Ruven Gotz
  22. 22. Remaining Agenda © 2011 Ruven Gotz
  23. 23. DON’T demo SharePoint © 2011 Ruven Gotz
  24. 24. Initial discovery workshop © 2011 Ruven Gotz
  25. 25. SharePoint Workshop
  26. 26. Agenda• About the Project , Our Team & Goals• SharePoint Overview• Department and Role• Document Collaboration• Document Storage and Search• Compliance, Records Management & Off-line• Questions © Ruven Gotz 2011
  27. 27. About the Project, Our Team & GoalsAbout this Project • Determine the requirements and scope for a SharePoint implementation at ABC Corp.Our Team • Alison Andrews – Project Manager • Bob Baker – Technical Architect • Carol Conrad – SharePoint Analyst • Don Drummond – Infrastructure AnalystWorkshop Goals • Set expectations • Gather your input • Keep it to an hour (+ optional half-hour for further questions) © Ruven Gotz 2011
  28. 28. SharePoint 2007 OverviewServer-based Microsoft Documents/tasks/calendars, blogs, wikis, e-mail integration, projectOffice Excel® Business Collaboration management “lite,” Outlookspreadsheets and datavisualization, Report Intelligence integration, offline documents/listsCenter, business Virtual Teams/Global Teamsintelligence Web Parts,KPIs/Dashboards Platform ServicesOOB workflows, Business Workspaces, Mgmt, Enterprise PortalWF integration, Process Security, Storage, Portal template, Site Topology, Site Model Directory, My Sites,rich and Web forms– and social networking,based front-ends, LOBactions, pluggable Forms privacy controlSSO Enterprise Integrated document Content Search management, records Management Enterprise scalability, contextual management, and Web content relevance, rich search for people management with policies and and business data workflow © Ruven Gotz 2011
  29. 29. Ribbon UI SharePoint 2010 Overview SharePoint Workspace SharePoint MobileBusiness Connectivity Services Office Client and Office Web App IntegrationInfoPath Form Services Standards SupportExternal Lists Intranet, Extranet, Team CollaborationWorkflowSharePoint DesignerVisual Studio Tagging, Tag Cloud, RatingsAPI Enhancements Social BookmarkingREST/ATOM/RSS Blogs and WikisBuilding complex solutionson top of SharePoint My Sites Activity Feeds Profiles and ExpertisePerformancePoint Services Org BrowserExcel ServicesChart Web PartVisio ServicesWeb AnalyticsSQL Server IntegrationPowerPivotBusiness Intelligence Enterprise Content Types Metadata and Navigation Social Relevance Document Sets Phonetic Search Multi-stage Disposition Navigation Audio and Video Content Types FAST Integration Remote Blob Storage Enhanced Pipeline List Enhancements Search Organizing Information © Ruven Gotz 2011
  30. 30. Department and RolePlease introduce yourself:• Name• Department• What is your role within your department?• How do you interact with technology to do your job?• How does the current technology help you (or hinder you) from doing your job? © Ruven Gotz 2011
  31. 31. Document Collaboration• Do you work on documents with others? • How do you collaborate (e-mail, shared drive) ?• What document types do you create? • Which programs do you use?• Do your documents require multiple reviews and edits? Is approval required? • How do you implement the required workflow?• How do you get the final information out to the audience that needs it? • Do you publish PDF’s? • How are they distributed/posted? © Ruven Gotz 2011
  32. 32. Document Storage and Search• Can you find the documents that you need, when you need them? • Does your shared drive folder hierarchy work well? • How long does it take to find a document? At what point do you give up?• When you create a document, do you know where it should be saved? • Are documents saved in more than one location to ease retrieval?• Does search work well? • What features would you like to see in search that would make it better for you and your team. © Ruven Gotz 2011
  33. 33. Compliance, Records Management & Off-line• Do you have any regulatory requirements that you need to meet? • ISO 9000 • Sarbanes-Oxley – Bill 198• How are records management policies implemented? • Are there specific policies for document retention and destruction.• Do you have a need for off-line access? • Do you travel off-site for your work • Do you need to work when you are disconnected from the network. © Ruven Gotz 2011
  34. 34. Questions © Ruven Gotz 2011
  35. 35. Roadmap © 2011 Ruven Gotz
  36. 36. OK to demo SharePoint © 2011 Ruven Gotz
  37. 37. © 2011 Ruven Gotz
  38. 38. Same Page
  39. 39. Abstract
  40. 40. Concrete
  41. 41. Mind Mapping Demonstration © 2011 Ruven Gotz
  42. 42. Back on track
  43. 43. Navigation workshops © 2011 Ruven Gotz
  44. 44. Navigational Map © 2011 Ruven Gotz
  45. 45. Document inventory workshops © 2011 Ruven Gotz
  46. 46. Explain Metadata © 2011 Ruven Gotz
  47. 47. Document Inventory Worksheet © 2011 Ruven Gotz
  48. 48. Build the Taxonomy © 2011 Ruven Gotz
  49. 49. Document Inventory Taxonomy Map © 2011 Ruven Gotz
  50. 50. Wireframing Workshops
  51. 51. Balsamiq © 2011 Ruven Gotz
  52. 52. Business Process Workshops © 2011 Ruven Gotz
  53. 53. My Goals for You © 2011 Ruven Gotz
  54. 54. Ruven GotzTools Mentioned: @ruveng- Mindjet MindManager- Balsamiq Mockups BizAgi Entry Level- Microsoft Visio