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Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.
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Hidden Requirements
10 Tips to Ensure You Find Them
Carol Miller
Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.SEM1_1.0
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Introductions
• Where are you participating from?
• What’s your Job role?
Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.SEM1_1.0
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Finding Requirements
At the end of today’s session, you should:
• Have a better understanding of the challenges associated with requirements elicitation
• Understand that planning is critical to the success of elicitation
• Be able to identify at least one technique that is worthwhile apply to your next project
Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.SEM1_1.0
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Requirements Elicitation
The process, tools, and techniques used to actively obtain information from stakeholders regarding their view of the requirements
The process, tools, and techniques used to actively obtain information from stakeholders regarding their view of the requirements
Source: IIBA - A Guide to the BA Body of Knowledge v1.6
If only it was this easy!
To Elicit:
1. to draw forth or bring out
(something latent or potential)
2. to call forth or draw out
(as information or a response)Source: Merriam Webster
Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.SEM1_1.0
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Elicitation Challenges
• The Stakeholder
• Lack of a Framework
• Scope Definition and Scope Management
• No training in Elicitation techniques or supporting skills
• Unrealistic constraints (schedule, scope)
• The BA Ego
Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.SEM1_1.0
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The Jungle
Can You Find?
Functional Requirements
BusinessRequirements
Quality of ServiceRequirements
ImplementationRequirements
UserRequirements
Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.SEM1_1.0
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Tips for Staying Alive in the Jungle
• Get to know the other people in your group and study the wildlife and plant life you may encounter
• Carefully plan your excursion. Make sure you consider your personal limitations. Talk to others who have been on similar excursions.
• Prepare for dangerous encounters
• Stay in close communication – Buddy up
• Learn to build a fire and other critical skills before your excursion departs
• Bring the right tools and know how, and when, to use them
• Stay on the path
• Travel with speed and efficiency
• Know when you’ve reached your limit.
• Ask questions and admit when you need help
Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.SEM1_1.0
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Elicitation Tip #1
• Put in the effort to really “know” your stakeholders
A Stakeholder is anyone who:
• Could affect your project
• Is part of your project team
• Could be affected by your project
Needs and Expectations
OfStakeholders
Scope and Quality
Tim
e Cost
Identify Analyze Prioritize
Jungle Tip: Get to know the other people in your group and study the
wildlife and plant life you may encounter
Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.SEM1_1.0
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Stakeholder Identification
• Consider those that:
– Use the system
– Pay for the system
– Direct/manage the system
– Build the system
– Are replaced by the system
– Regulate the system
– Count on the system
– Are impacted by the system
Are you using a stakeholder checklist?
Do you have a template for your stakeholder inventory and analysis?
Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.SEM1_1.0
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Stakeholder Template
Stakeholder Information and Analysis
Stakeholder Role Name Interest Influence Commitment Level (HML)
Current Desired
Examples of Interest: Examples of Influence:
Supporter Controls funding
Champion Charismatic leader
Spokesperson Has ear of decision maker
Frequent user Information keeper (information is power)
Casual user Decision maker
Infrequent user
SME
Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.SEM1_1.0
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Analyzing Stakeholders
• What problems do they have that need to be solved?
• What are their success criteria?
• What financial or emotional interests do they have in the project?
• What motivates them?
• What obstacles or constraints do they foresee that may threaten the project?
• What information do they want from you?
• Who influences their opinions?Do you have an analysis question
list?
Do you have a template for stakeholder inventory and analysis?
Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.SEM1_1.0
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Prioritizing Stakeholders
Engage early,
Keep informed periodically
Critical Stakeholders
Engage early,
Manage closely
Monitor Keep informed
Influence
High
Low
HighInterestLow
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• Establish a plan and a framework that supports elicitation success
Elicitation Tip #2
“If you don’t know where you’re going, you’ll probably end up someplace else”
Planning is a Critical Success FactorPlanning is a Critical Success Factor
• Know your process (including your responsibilities)
• Know your team
• Research company and industry best practices
Jungle Tip: Carefully plan your excursion. Make sure you consider your personal limitations. Talk to others who have been on similar
excursions.
Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.SEM1_1.0
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A Requirements Framework
Knowledge Area
Tasks
Deliverables
Requirements Communication and Management
Training
Enterprise Analysis
Quality Assurance
Techniques
Guidelines, standards, reviews and inspections
Requirements Planning
RequirementsElicitation
Reqm’ts Analysis &
Documentation
Solution Assessment
and Validation
Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.SEM1_1.0
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A Requirements Elicitation Approach
Identify, Analyze, andDocument
Stakeholders
Choose ElicitationTechnique(s)
Develop Questions for Each Chosen Stakeholder
For Each Stakeholder or Group of Stakeholders
Entry Criteria:Do You
Understand Project Objectives
and Scope?
Plan Session, Develop & Send Materials
Conduct the Elicitation Session Document the
Stakeholder Requests
Exit Criteria:Questions Answered?
Requirements
Analysis and
Documentation
Create/Update theGlossary of Terms
Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.SEM1_1.0
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Which Requirements Are You Eliciting?
Business Requirement
s
Functional Requiremen
ts
Quality of Service
Requirements
Constraints Assumptions
Problem Space Solution Space
What is the Scope of Your Responsibility?
Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.SEM1_1.0
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• Be prepared for Typical Stakeholders Issues
Elicitation Tip #3
The Know-it-all Clueless Tired and Tuned Out Overbooked
Uninterested The Overzealous TeamThe Meeting DominatorQuiet
Jungle Tip: Prepare for dangerous encounters
Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.SEM1_1.0
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Typical Stakeholder Issues
• Expectations:• Stakeholder has expectations which are higher/lower/different than “reality• Stakeholder doesn’t understand the objectives of the project• Conflicting needs of multiple stakeholders
• Gathering Session Issues:• Stakeholder dominates a meeting• Stakeholder has not received enough information about the project so they can’t provide the information being requested• Stakeholder can only express their requirements in terms of the current system functionality• Stakeholder sends a delegate to the meeting who might not be the “right” person• Stakeholder doesn’t know the BA and may not understand the BA’s role on the project• Stakeholder feels threatened and doesn’t want to give away their knowledge (perceived job security)
• Commitment Issues:• Stakeholder has not done their requested/required homework before coming to a meeting• Stakeholder feels annoyed about participating in yet another time consuming project• Stakeholder feels annoyed about participating in yet another useless or unsuccessful project• Stakeholder doesn’t care about the project• Stakeholder doesn’t see the benefit of the project• Stakeholder doesn’t see his/her role on the project• Stakeholder current job is being replaced by system and are unwilling to participate
• General:• Requests that change from meeting to meeting• Lack of involvement by the right people• Late involvement of the right people• Resistance to change• Scope creep
Develop your own list.
Share your list and examples of success with other BAs.
Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.SEM1_1.0
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Elicitation Tip #4
• Build Rapport and keep your stakeholders informed
Get to know your stakeholders and build business relationships
Building trust and respect are essential elements
Jungle Tip: Stay in close communication
– Buddy up
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Identify your Stakeholder VIP’s
I’m the “subject matter expert”.
I’m well-respected, I know many
important details, and I have lots of
specific experience. You
need me!
I’m the “champion”. I may not know all the details, but I really like what
you’re doing. I am influential and can
convince people why they should like it too. You need me!
I don’t necessarily ‘do’ the work around here, but I know lots
of people in the organization, and
can put you in touch with just the right
one. You need me!
Maven Salesperson Connector
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Elicitation Tip #5
• Seek out information/training on facilitation skills
The role of the facilitator
• Help the group to achieve consensus
• Manage the group dynamics
• Keep the group on track to achieve its objectives
• Encourage the participation of all, while avoiding the dominance of a few
• Manage the behavior of individual participants
Jungle Tip: Learn to build a fire and other critical skills before your
excursion departs
Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.SEM1_1.0
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Don’t be the Problem
• The facilitator is in a powerful position
– Facilitate, don’t manipulate
– Listen, and solicit feedback!
– Watch body language, yours and theirs
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Elicitation Tip #6
• Fill your toolbox with a variety of elicitation tools.
• Know the techniques
• Know which work best for a given type of stakeholder
• Know which work best for the requirement type you are eliciting
• Don’t be afraid to use them in combinations
Jungle Tip: Bring the right tools and know how, and when, to use
them
Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.SEM1_1.0
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Requirements Elicitation Techniques
• Brainstorming
• Document Analysis
• Focus Group
• Interface Analysis
• Interviewing
• Observation
• Prototyping
• Questionnaires and Surveys
• Facilitated Sessions/Requirements Workshops
• Reverse EngineeringSource: IIBA: A Guide to the BA Body of Knowledge v1.6
Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.SEM1_1.0
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What and Why - Interviewing
• Why: To collect general information that only this stakeholder can provide. To build a relationship.
• Who: One-on-one
• What: High level requirements, business objectives, business issues, as-is or to-be business process, to identify sources of other requirements
• Where: Stakeholder’s office, sometimes phone or web meeting
• How: Prepare question list, use open and closed ended questions, use active listening
Weaknesses:
• Structure may lead to missed information
• Quality depends on the skills of both the interviewer and interviewee
• Can be time consuming and not good for achieving consensus
Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.SEM1_1.0
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Elicitation Tips #7 & #8
• Define scope collaboratively. Manage scope aggressively
• Always be aware of the grey area between analysis and design
Jungle Tip: Stay on the path
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Context Diagram
• A context diagram is a “top-level” graphical representation of the system and its interfaces with the actors
– a visual modeling technique you can use to help define and communicate the scope and the boundary of the system
AutomaticTeller Machine
System
ATMPatron
Bank
Courier
Brinks
Thief
ATMTechnician
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Example: ATM Context Diagram«keypad»identityaccountamount
ATMPatron
BankEmployee
BankManager
BankTeller
Courier
ATMTechnician
NightlyBackup
«display»balancestatus
«printer»receipt
«router»atm id
patron infoaccountamount
atm status
ATM System«actor»
Bank«router»
patron statusaccount balanceterminal status
Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.SEM1_1.0
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The Grey Area
• Gather the what’s, not the how’s
• Utilize your technical SMEs to help you identify design ideas that might be hard for your stakeholders to resist
• Work with your stakeholders to sketch out the line
– tell them why it’s important to focus on the requirements before the solution,
– ask them to be patient…. design will come
– Let them know when they are stepping over the line
– Don’t rule out stepping over the line when there is a compelling reason
• Be consistent
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Elicitation Tip #9
• Establish and monitor exit criteria – How do you know when you’re done?
Jungle Tip: Know when you’ve reached your limit.
Avoid analysis paralysis
Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.SEM1_1.0
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A Requirements Elicitation Approach
Identify, Analyze, andDocument
Stakeholders
Choose ElicitationTechnique(s)
Develop Questions for Each Chosen Stakeholder
For Each Stakeholder or Group of Stakeholders
Entry Criteria:Do You
Understand Project Objectives
and Scope?
Plan Session, Develop & Send Materials
Conduct the Elicitation Session Document the
Stakeholder Requests
Exit Criteria:Questions Answered?
Requirements
Analysis and
Documentation
Create/Update theGlossary of Terms
Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.SEM1_1.0
1-32
Elicitation Tip #10
• Lose the Ego – Ask Questions
Jungle Tip: Ask questions and admit when you need help
Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.SEM1_1.0
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Ten Tips for Requirements Elicitation
1. Put in the effort required to really “know” your stakeholders
2. Establish a plan and a framework that supports elicitation success
3. Plan for how you will deal with typical stakeholder issues
4. Build rapport and keep your stakeholders informed
5. Seek out information and training on facilitation techniques
6. Fill your toolbox with a variety of elicitation techniques
7. Define scope collaboratively. Manage scope aggressively
8. Always be aware of the grey area between analysis and design
9. Establish and monitor exit criteria – how do you know when you are done?
10. Lose the ego!
Copyright Advanced Concepts Center, LLC. 2006. All rights including trade secret rights reserved.
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Questions?
Thanks for Attending!
Carol Miller
www.acclearning.com