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Inputs, Tools and Techniques, and Outputs for the Collect Requirements Process
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In the real world of project management, collecting requirements can occur at different times and may surface in different ways (casual conversations over coffee or lunch, in the hallway, during meetings, while reviewing processes, or as part of procedural documents) Therefore, it is important to listen more than talk during the requirements-gathering phase of the project The information provided often becomes a valuable input and can be the difference between success and failure for the project Going back to the Ready, fire, aim dilemma, we need to make sure we know what and where the target is before we can ever hope to hit it We must take the extra time to collect and verify project requirements (that is, we must aim before we fire)
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Tools and Techniques A number of tools and techniques are available to assist the PM and project team in collecting requirements:
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Interviews As mentioned earlier in this chapter, there are many interviewing styles or techniques Interviews provide a formal or informal way to collect information from stakeholders and are a great way to discover the real situation, the areas of concern, as well as what is working if the project is already underway Focus groups One form of interview is to form a focus group This involves bringing together prequalified stakeholders or subject matter experts (people with similar and perhaps vested interest) in the project to learn their interests, preferences, concerns, and expectations from the project For example, a company is planning to build a new fitness center in a particular location and wants to get input from the residents of the local community to see what they would like in the way of facilities, child care, pool (or no pool), tennis courts (indoor or outdoor), hours of operation, available classes, and so on Facilitated workshops These are sessions that bring a variety of people together to discuss options, help define product requirements, build trust/relationships on the project team, and most importantly improve communications These workshops are sometimes called Quality Function Deployment (QFD) workshops, Joint Application Development (JAD) Design workshops, or Joint Application Requirements (JAR) Definition workshops Group creativity techniques One or more of the following group creativity techniques can be used to help collect requirements:
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Brainstorming A good way for a group to generate and collect many ideas (uses synergy, where one idea helps generate another) Nominal group technique Same as brainstorming, only a voting process is added to help rank the most useful ideas for further brainstorming
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Delphi technique Used to build a consensus of experts who participate anonymously A request for information is sent to a select group of experts, their responses are compiled, and the results are sent back to the group for further review until consensus is reached Idea or mind mapping Ideas created through individual brainstorming are consolidated into single map to reflect the commonalities and differences in understanding to help generate new ideas Affinity diagram Allows large numbers of ideas to be sorted into groups for review and analysis Group decision-making techniques An assessment process with many alternatives to help prioritize requirements Here are some of the methods in this process:
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Majority: Support from more than 50 percent of the group Plurality: The largest block of the group decides, even if it s not a majority Unanimity: Everyone agrees on requirements or the course of action Dictatorship: One person makes the decision for the group
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Questionnaires and surveys A written set of questions designed to quickly collect information from a wider audience Observations Involves usability labs, job shadowing, or other types of viewing to collect needed information or requirements from end users Prototyping Involves putting the early release (prototype) product in the hands of the user to see how it works
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Outputs According to PMI, there are three outputs from the Collect Requirements process The details of each are
Requirements documentation This details how requirements will meet the business need/opportunity or the solution to the problem the project is intended to address The components of the requirements documentation include the following:
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