Government of Newfoundland and Labrador Office of the Chief Information Officer Solution Delivery: Project Management Office

<< PROJECT NUMBER AND NAME >> BUSINESS REQUIREMENTS DOCUMENT

BUSINESS REQUIREMENT DOCUMENT TEMPLATE VERSION 4.0, 2012-06-01

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Government of Newfoundland and Labrador Office of the Chief Information Officer Solution Delivery: Project Management Office

Client: Author: Version: Status Date: << Person who created the document >> << First version should be 1.0 and increment up >> << Enter status of document. i.e., Draft, Pending Sign-off, Final, et cetera >> << YYYY-MM-DD >>

This template is owned and maintained by the Project Management Office (PMO) of the Office of the Chief Information Officer (OCIO). Direct questions about this template to OCIO-PMO@gov.nl.ca

Document Revision History
Date << YYYY-MM-DD >> << YYYY-MM-DD >> << YYYY-MM-DD >> << YYYY-MM-DD >> Version Description Author

SUBMITTERS OF FINAL DOCUMENT
These signatories confirm this document was submitted by the project team as the requirements for the << Project Name >> Project. Role Project Manager Name << Print name >> Signature Date YYYY-MM-DD

BUSINESS REQUIREMENT DOCUMENT TEMPLATE VERSION 4.0, 2012-06-01

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Role Name Signature Date Is financial functionality and integration a requirement for this project solution? Note: If the Departmental Comptroller identifies that financial functionality and integration is a requirement for this project. Role Information Management Analyst Enterprise Application Architecture Corporate Operations and Client Services – RFP Review Completed << Print name >> << Print name >> << Print name >> Date YYYY-MM-DD YYYY-MM-DD YYYY-MM-DD APPROVERS OF FINAL DOCUMENT These signatories confirm this document serves as the requirements for the << Project Name >> Project. 2012-06-01 Name << Print name >> Signature Date YYYY-MM-DD PAGE 3 OF 20 . Role Project / Client Sponsor BUSINESS REQUIREMENT DOCUMENT TEMPLATE VERSION 4. Departmental Comptroller Yes (OCG signature required – see below) << Print name >> No (OCG signature not required) YYYY-MM-DD Office of the Comptroller General (OCG) << Print name >> YYYY-MM-DD REVIEWERS OF FINAL DOCUMENT Identify the individuals who reviewed the BRD and the date that the review was completed. Signatures are not required.0.Government of Newfoundland and Labrador Office of the Chief Information Officer Solution Delivery: Project Management Office FINANCIAL IMPLICATIONS REVIEW These signatories confirm this document serves as the financial functionality and integration requirements for the << Project Name >> Project. the Office of the Comptroller General (OCG) review is mandatory.

Government of Newfoundland and Labrador Office of the Chief Information Officer Solution Delivery: Project Management Office Role Solution Delivery Manager Name << Print name >> Signature Date YYYY-MM-DD BUSINESS REQUIREMENT DOCUMENT TEMPLATE VERSION 4. 2012-06-01 PAGE 4 OF 20 .0.

..........................................................................6 BUSINESS REQUIREMENTS OVERVIEW........................................................................................................................................................................................5 INTRODUCTION............................................ 2012-06-01 PAGE 5 OF 20 ................................................................................0...........20 BUSINESS REQUIREMENT DOCUMENT TEMPLATE VERSION 4.........................................Government of Newfoundland and Labrador Office of the Chief Information Officer Solution Delivery: Project Management Office TABLE OF CONTENTS TABLE OF CONTENTS..................................................................10 ASSUMPTIONS..........................................19 USER COMMUNITY.. DEPENDENCIES AND CONSTRAINTS....................................9 BUSINESS REQUIREMENTS.......................................................................................

feel free to add an “Other” category to the end of the document. All known constraints. the system’s behaviours under various conditions. All tables should have landscape orientation. If additional categories are required.Government of Newfoundland and Labrador Office of the Chief Information Officer Solution Delivery: Project Management Office INTRODUCTION IMPORTANT NOTES FOR COMPLETING THIS DOCUMENT 1. assumptions and dependencies must also be clearly defined. No sections are to be deleted from this document. The BRD does NOT contain design information or anything related to how the system will provide the functionality. This document should be submitted to Enterprise Architecture (EA) group along with the Detail Technical Presentation. Delivery Manager review should be completed prior to Corporate Operations and Client Services Review.0. It should describe as completely as known at this time. 4. Delete examples under each section once the section has been completed. Do not change the format or fonts used in the template. Each section of the Business Requirement Document (BRD) must be completed in full. BUSINESS REQUIREMENT DOCUMENT TEMPLATE VERSION 4. Text contained within << >> provides information on how to complete that section and can be deleted once the section has been completed. All reviews should be completed prior to obtaining approval signatures. design and coding. 8. PURPOSE OF THE BUSINESS REQUIREMENT DOCUMENT The Business Requirements Document (BRD) clearly states the functions and capabilities that the application and/or system must provide for the project to be successful (what the system and/or application must do). 2. Reviews and Approvals. 7. The BRD is the basis for all subsequent project planning. If a particular section is not applicable to this project. 6. 3. 9. 2012-06-01 PAGE 6 OF 20 . 5. then you must write “Not Applicable” and provide a reason.

Existing Interfaces: BUSINESS REQUIREMENT DOCUMENT TEMPLATE VERSION 4. peripheral devices etc. support. 2012-06-01 PAGE 7 OF 20 . not the project. >> INTENT << Describe the intent of the solution. or may result in multiple interpretations of some key terms. Include a high-level overview of each of the functional business areas.High-Level Financial Business Processes If Manual. which may cause confusion with the intended message. Term Definition PROJECT BACKGROUND << Provide an introduction to the Project. is everything done manually? Describe it. identify what the client is buying from the vendor – professional services.0. provide an explanation in the following table: >> Financial Implications . This includes describing the business context of the project and an overview of the client’s operation. describe. If the current system has financial impacts. >> SOLUTION SCOPE << Define the scope of the solution. What is to be provided? If an RFP is to follow. software. hardware. describe. Software as a Service (SaaS). >> CURRENT SYSTEM ENVIRONMENT << Describe the current environment – does the client have an existing application? What it is? What are some of the key challenges with the system? If no automated system. Current process interactions with OCG: Estimated Volume: If Automated.Government of Newfoundland and Labrador Office of the Chief Information Officer Solution Delivery: Project Management Office ACRONYMS AND GLOSSARY The following table includes definitions for any unique symbols or notations that are used in the document.

et cetera.0.High-Level Financial Business Processes Describe existing documentation for these processes: STAKEHOLDERS << Identify the stakeholders who have a stake in the project – departments. >> Stakeholder Role PROJECT OBJECTIVE << State the objectives of the project. What is the system going to help the client achieve? How do you know that the system delivered meets the needs of the client? >> BUSINESS REQUIREMENT DOCUMENT TEMPLATE VERSION 4. OCG (involvement required to develop financial business processes and/or internal controls). Identify the stakeholder and describe their stake in the system. their clients. anyone that the system is going to provide information to such as federal agencies.Government of Newfoundland and Labrador Office of the Chief Information Officer Solution Delivery: Project Management Office Financial Implications . 2012-06-01 PAGE 8 OF 20 .

Government of Newfoundland and Labrador Office of the Chief Information Officer Solution Delivery: Project Management Office BUSINESS REQUIREMENTS OVERVIEW DESCRIPTION Business Requirements describe WHAT the system. use the following guidelines: • • • • Number – Use to uniquely identify each requirement. RECOMMENDED WORDING FOR WRITING REQUIREMENTS Use of the word must to describe a requirement as in ‘the system must …’ is acceptable only within each Functional Area Description. Requirement – Use to define the business requirement ensuring each accurately describes the functionality to be delivered. Low Requirements identified as Low are not critical to the operations of the proposed system. BUSINESS REQUIREMENT DOCUMENT TEMPLATE VERSION 4. Medium Requirements identified as Medium are those that are not mission critical to the client’s business but could provide significant benefit to the organization.0. The number should be a sequential number starting at one and should not be prefixed or reset when starting a new requirement. TEMPLATE GUIDELINES In each of the following tables. Priority – Use to indicate if the requirement is High. Medium or Low as defined above. but would represent helpful or convenient features that would be beneficial to the client. 2012-06-01 PAGE 9 OF 20 . process or product/service must do in order to fulfill the business need(s) and are categorized into three (3) priorities: • o • o • o High Requirements identified as High are deemed critical to the operation of the proposed system. Additional Information – Use to describe other information related to the requirement. They represent features that the client cannot function without.

<< Simply specifying that the system should adhere to a law or legislation is not an acceptable requirement. 2012-06-01 PAGE 10 OF 20 .g. copy and paste additional sections and rows as required. These are always documented from a management perspective. These are non-negotiable.High M – Medium L – Low Additional Information FUNCTIONAL REQUIREMENTS Process requirements identify what the product should do in order to fulfill the business need. e. Elaborate on how the business system will meet the regulation. BUSINESS REQUIREMENT DOCUMENT TEMPLATE VERSION 4.” >> Priority # Requirements H .0.. tactical and operational needs along with the goals and/or objectives of the sponsoring organization. Priority # Requirements H .Government of Newfoundland and Labrador Office of the Chief Information Officer Solution Delivery: Project Management Office BUSINESS REQUIREMENTS BUSINESS REQUIREMENTS Business requirements identify the strategic.High M – Medium L – Low Additional Information REGULATORY REQUIREMENTS Regulatory requirements address legislative or legal requirements of a business. They can be internal or external regulations. << e. “The system must record and store the name and address of all passengers travelling on the ferry as per the Federal Government Safety Act..g. “The system should notify the user’s manager when a new timesheet is submitted” >> Note: For each process.

Functional Area descriptions represent the mandatory process requirements of the system within the resulting Request for Proposal (RFP). Every requirement listed below should logically map back to the summary description. Use the word should in the Requirements column below. Every requirement listed below should logically map back to the summary description. 2012-06-01 PAGE 11 OF 20 .g. Suppliers. Functional Area descriptions represent the mandatory process requirements of the system within the resulting Request for Proposal (RFP).0. et cetera) The description should summarize the detailed requirements identified in the table below.Government of Newfoundland and Labrador Office of the Chief Information Officer Solution Delivery: Project Management Office Functional Area 1 . Suppliers.High M – Medium L – Low Additional Information Functional Area N .<< Identify area >> Description: << Provide a brief description of the functional area to be included in the solution.High M – Medium L – Low Additional Information FUNCTIONAL AREA SUMMARY << Copy and paste the Functional Area Description from each Functional Area into the table below. Use the word should in the Requirements column below. et cetera) The description should summarize the detailed requirements identified in the table below. Use the word must within the summary paragraph only. Purchase orders. Vessel Maintenance.g. (e. This table will be copied into the resulting RFP as the mandatory Functional Requirements. >> Functional Areas BUSINESS REQUIREMENT DOCUMENT TEMPLATE VERSION 4. >> Priority # Requirements H . Use the word must within the summary paragraph only. Vessel Maintenance. Scheduling. Scheduling. Purchase orders. (e.<< Identify area >> Description: << Provide a brief description of the functional area to be included in the solution. >> Priority # Requirements H .

<< e. message display.g. Revenue Canada. Statistics Canada. communication interfaces (e. format. recipients of reports. data source. progress bars. minimize data entry through use of pick lists. feedback to users on tasks.g. << e. hourglasses. et cetera).High M – Medium L – Low Additional Information INTERFACE / INTEGRATION REQUIREMENTS Interface Requirements identify what information is needed to ensure that the system will communicate properly with external components. FMS. interfaces to other systems to complete daily/weekly data exchanges.Government of Newfoundland and Labrador Office of the Chief Information Officer Solution Delivery: Project Management Office REPORTING REQUIREMENTS Reporting requirements identify what reports the application and/or system must be able to manage. e-Mail.g.g. et cetera).0. et cetera. 2012-06-01 PAGE 12 OF 20 . Frequency of report. et cetera). Electronic forms. save documents in progress. >> BUSINESS REQUIREMENT DOCUMENT TEMPLATE VERSION 4. pop-up calendars for date fields.g. storage as it applies to reporting. distribution methods.High M – Medium L – Low Additional Information USABILITY REQUIREMENTS Usability requirements identify what users’ abilities and expectations of usage experiences the product must conform to. >> Priority # Requirements H . On-line field help.g. required run dates / times. navigation links. << e. Web Browser. >> Priority # Requirements H . et cetera. user interfaces (e. Meant to address user friendliness and how the user interfaces (screens) are designed with consideration for the different types or users and their skill sets. Application integration (e.

High M – Medium L – Low Additional Information CLIENT IMPLEMENTATION REQUIREMENTS Client Implementation requirements identify specific impacts to the client during implementation. number of participants. << e. level of training. Roles. << e.g. >> Priority # Requirements H . and protection of the data the product uses or creates.g. required materials. number of people in each role.High M – Medium L – Low Additional Information SECURITY REQUIREMENTS Security requirements identify the security. et cetera. integrity and privacy issues affecting access to the product. use of the product. overtime. >> Priority # Requirements H . et cetera. duration of training. confidentiality. << e. help desk and support training required.0. 2012-06-01 PAGE 13 OF 20 .g.High M – Medium L – Low Additional Information TRAINING REQUIREMENTS Training requirements identify all user. user privileges. >> BUSINESS REQUIREMENT DOCUMENT TEMPLATE VERSION 4. Out of town.Government of Newfoundland and Labrador Office of the Chief Information Officer Solution Delivery: Project Management Office Priority # Requirements H . access areas. et cetera. busy periods for client.

BUSINESS REQUIREMENT DOCUMENT TEMPLATE VERSION 4.High M – Medium L – Low Additional Information AVAILABILITY REQUIREMENTS Availability requirements identify a measurement of the planned uptime during which the system is actually available for use and fully operational. >> Priority # Requirements H . Migration of employee data from current application to new application. Available 24x7. data cleansing efforts.Government of Newfoundland and Labrador Office of the Chief Information Officer Solution Delivery: Project Management Office Priority # Requirements H .g. et cetera.High M – Medium L – Low Additional Information DATA CONVERSION AND CLEANSING REQUIREMENTS Data Conversion requirements identify the specific requirements pertaining to data conversion and cleansing << e. 365 days a year. 2012-06-01 PAGE 14 OF 20 .0. These requirements should be documented in terms of application and required availability. >> Priority # Requirements H . et cetera.High M – Medium L – Low Additional Information FLEXIBILITY REQUIREMENTS Flexibility (augmentability and expandability) requirements measure the ease of adding new capabilities to the product.g. << e.

g. >> Priority # Requirements H . << e.g. average number transactions processed per day. maximum number of concurrent users. adding additional content. Average number of concurrent users.High M – Medium L – Low Additional Information PERFORMANCE REQUIREMENTS Performance requirements identify what the application and/or system must do efficiently. how many users are likely to access the system concurrently.Government of Newfoundland and Labrador Office of the Chief Information Officer Solution Delivery: Project Management Office << e. upload time. Ability and ease of adding new functionality.High M – Medium L – Low Additional Information SYSTEM CAPACITY AND SCALABILITY REQUIREMENTS System Capacity and Scalability requirements identify the expected load on the system. maximum number of transactions processed per day. >> Priority # Requirements H .High M – Medium L – Low Additional Information BUSINESS REQUIREMENT DOCUMENT TEMPLATE VERSION 4. et cetera. Response time. et cetera >> Priority # Requirements H . system usage and the system attributes. modifying existing functionality.0.g. 2012-06-01 PAGE 15 OF 20 . maximum duration to execute a task. et cetera. << e.

defects in connected software and hardware components or unexpected operating conditions. Ability for the solution to recover all changes made in the file up to one minute prior to the failure. The Application must maintain an Audit trail which captures at a minimum: • Additions/modifications to user access rights/permissions.. ATIPPA request. and • The capability of producing a disposition report.0. • The identity of the user carrying out the action. • Any and all action taken on an electronic record or its’ metadata. • The date and time of the action. 2012-06-01 PAGE 16 OF 20 . audits. << These are standard IM Requirements that are required for all applications. et cetera >> Priority # Requirements H .g. M 2 M BUSINESS REQUIREMENT DOCUMENT TEMPLATE VERSION 4.High M – Medium L – Low Additional Information 1 The Application must have the capability to purge data based on an approved RRDS with: • • Procedures detailing the process. For those projects proceeding to an RFP. etc. The capability to delay the disposition process in the event that data is required for ongoing litigation.Government of Newfoundland and Labrador Office of the Chief Information Officer Solution Delivery: Project Management Office ROBUSTNESS REQUIREMENTS Robustness requirements identify the degree to which the product continues to function properly when confronted with invalid inputs. these requirements may be deleted as they are included in the OCIO RFP template.High M – Medium L – Low Additional Information INFORMATION MANAGEMENT REQUIREMENTS The Information Management requirements are meant to ensure that systems have the ability to delete records at the end of their lifecycle in compliance with the Management of Information Act. >> Priority # Requirements H . << e.

• CWR – The online receipting of revenue via the CWR application and ePayment Broker from the general public. (refresh. • Other Online – The online receipting of revenue via a departmental specific application and ePayment Broker. process payments on account and process overpayments…) Revenue Receipting: • CCR – The internal departmental receipting of revenue at various departmental locations using the CCR application. snapshot etc. refunds…) Accounts Receivable (produce invoices.0.) FINANCIAL REQUIREMENTS The Financial Requirements are meant to ensure that systems impacting Government financial systems follow the correct financial processes. collect) Grants (provide. Priority H . Where migration or conversion is required. then the Office of the Comptroller General (OCG) must have involvement. Payroll Services (taxable benefit or other Canada Revenue Agency related reporting…) Employee Data Loans (disburse. 2012-06-01 PAGE 17 OF 20 .High M – Medium L – Low # 1 2 3 4 Requirements Vendor / Customer Creation Accounts Payable (process invoices.High M – Medium L – Low Additional Information 3 • The Audit trail may not be altered. and • The Audit trail of a record must be retained as long as the record to which it pertains.Government of Newfoundland and Labrador Office of the Chief Information Officer Solution Delivery: Project Management Office Priority # Requirements H . produce cheques or EFTs. If the system will impact financial systems. or equity investments…) Procurement / Purchasing (generate requisitions…) Budgeting / Forecasting Program Financial Information Encumbering Funds Track available funds via budget / encumbrance Additional Information 5 6 7 8 9 10 11 12 13 BUSINESS REQUIREMENT DOCUMENT TEMPLATE VERSION 4. original data. associated metadata and audit trails (if available) must be retained and preserved.

High M – Medium L – Low Additional Information 14 15 BUSINESS REQUIREMENT DOCUMENT TEMPLATE VERSION 4.Government of Newfoundland and Labrador Office of the Chief Information Officer Solution Delivery: Project Management Office # Requirements recording within GL Conduct valuation / measurement of inventory and / or tangible capital assets Financial Reporting Priority H .0. 2012-06-01 PAGE 18 OF 20 .

2012-06-01 PAGE 19 OF 20 . DEPENDENCIES AND CONSTRAINTS ASSUMPTIONS Identify any assumptions. These may include things like availability of project resources.0. business processes and regulatory approvals.Government of Newfoundland and Labrador Office of the Chief Information Officer Solution Delivery: Project Management Office ASSUMPTIONS. These may include but are not limited to regulatory. technological or business realities. # Dependencies CONSTRAINTS Identify any factors that limit or place constraints on the development of the solution. users or stakeholders. # Constraints BUSINESS REQUIREMENT DOCUMENT TEMPLATE VERSION 4. real or certain without proof or demonstration # Assumptions DEPENDENCIES Identify any factors that are linked together where each has some effect on the other. for planning purposes are considered to be true. equipment. factors that.

Community User Internal External Extranet Partner* Quantity Functional Area Access Required << e.g. Clerk.Government of Newfoundland and Labrador Office of the Chief Information Officer Solution Delivery: Project Management Office USER COMMUNITY Complete the following table on the user community for this solution.0. 2012-06-01 PAGE 20 OF 20 . Health Authorities). Court case management files. System Administrator >> << identify estimate number of users >> * Extranet Partner is a user with a higher level of trust based on contractual agreements (e. purchase orders >> << e.g. business partners.g. BUSINESS REQUIREMENT DOCUMENT TEMPLATE VERSION 4.