Best Practices in Developing Requirements for SharePoint Projects

Dux Raymond Sy, PMP

July 28, 2010 10:00 AM 11:00 AM(PT)

What Does This Mean?

Twitter: @meetdux

Hashtag: #req4sp

What Does This Mean?

SharePoint

Twitter: @meetdux

Hashtag: #req4sp

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

Facilitator: Dux Raymond Sy, PMP

Managing Partner, Innovative-e, Inc. Author, SharePoint for Project Management by OReilly 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

Agenda
What are Requirements?

Eliciting is Not the Same as Gathering Analysis Doesnt Lead to Paralysis Too Legit to Quit?
Put it on Paper Q&A

Twitter: @meetdux

Hashtag: #req4sp

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 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

Whats 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 information
In a team of 20 people, thats 900 mins/day In 3 months, thats 54000 mins or about 37 person days

How much does this cost in time & money?

What if search productivity can be increased by 15%?
Thats gaining 7 mins back from the 45 mins lost

Twitter: @meetdux

Hashtag: #req4sp

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

Key Components
1. Requirements Elicitation

2. Analyzing Requirements
3. V alidating Requirements 4. Documenting Requirements

Twitter: @meetdux

Hashtag: #req4sp

Agenda
What are Requirements?

Eliciting is Not the Same as Gathering Analysis Doesnt Lead to Paralysis Too Legit to Quit?
Put it on Paper Q&A

Twitter: @meetdux

Hashtag: #req4sp

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

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

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

Dont 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

Agenda
What are Requirements?

Eliciting is Not the Same as Gathering Analysis Doesnt Lead to Paralysis Too Legit to Quit?
Put it on Paper Q&A

Twitter: @meetdux

Hashtag: #req4sp

What is Requirements Analysis?

Requirements analysis takes elicited information and makes sense of it

Twitter: @meetdux

Hashtag: #req4sp

Analysis Process
1. Profile Users

2. Model stated requirements

3. Gap analysis 4. Identify the real requirements

Twitter: @meetdux

Hashtag: #req4sp

Example: Process Flow Diagram

Twitter: @meetdux

Hashtag: #req4sp

Agenda
What are Requirements?

Eliciting is Not the Same as Gathering Analysis Doesnt Lead to Paralysis Too Legit to Quit?
Put it on Paper Q&A

Twitter: @meetdux

Hashtag: #req4sp

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

Keep Priorities In Order

You cant 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

Whats 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

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 Doesnt Lead to Paralysis Too Legit to Quit?
Put it on Paper Q&A

Twitter: @meetdux

Hashtag: #req4sp

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

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 <capability>

Where criterion is assumed to be 100 percent of the stated capability

Twitter: @meetdux

Hashtag: #req4sp

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

Example: Requirements Document

Twitter: @meetdux

Hashtag: #req4sp

Agenda
What are Requirements?

Eliciting is Not the Same as Gathering Analysis Doesnt Lead to Paralysis Too Legit to Quit?
Put it on Paper Q&A

Twitter: @meetdux

Hashtag: #req4sp

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

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

Thank You!