Find out what they want so you can give them what they need.
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One way to gather buinsess requirements for a SharePoint Solution.
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Find out what they want so you can give them what they need.
- 1. One way to gather business requirements Find outwhat they want so you can give them what they need
- 2. Tamara Bredemus – Independent Consultant Who am I? Background – Business Education Liaison, Waitress, Business Analyst, Baker, Operations Supervisor, Actor, Process Improvement, Dog Mom, Bad Speller and SharePoint Junkie
- 3. Who am I? Ignorance Code-Free Front of House Order out of Chaos Lazy Best Business Analyst Asset…
- 4. Requirement gathering(ish) Case Study My Favorite Tricks Questions What are we going to dofor an hour?
- 6. Ask
- 7. Ask Know yourself Before
- 8. Prepare for personalities Before
- 9. Learn the lingo Before
- 11. Survey Method
- 12. Interview Method
- 13. Shadow Method
- 15. Determine meeting goal Meeting Goal
- 16. Share meeting goal Meeting
- 22. Ask What to ask
- 23. Ask What do you want to do? Why?
- 24. Ask What is the current process? Why?
- 25. Ask What should we keep? Why?
- 26. Ask What should we change? Why?
- 27. Ask If you ruled the world, how would it be done? Why?
- 28. Ask What did I forget to ask?
- 29. Ask Who else should I talk to?
- 36. Listen Mock up
- 37. Listen Matrix
- 40. IT IT break
- 41. Build Changes to forms
- 43. Wait Let users use it
- 44. Ask Rinse & Repeat Is system being used? What works? What is holding it back? Why?
- 45. Listen Rinse & Repeat Document change requests Why change requested Benefit of change Estimate time to make change
- 46. Build Rinse & Repeat Make changes Review changes with user Tweak changes Wait
- 47. Case Study I hate combining spreadsheets
- 48. Client Case Study Family owned company started in 1942 Residential, commercial and industrial property appraisals Over 40 branches around the country Approx 60 Branch Managers Continuous client contact
- 49. Issue Case Study Combining information from 60 Managers Cut and paste into master spreadsheet Different formats Typos Corrupted Erased 10 hours per month for Executive Admin to just combine data
- 50. Why Case Study Managers must meet client contact goals 20 Visits 3 Industry Events 3 Presentations Client contact is reviewed monthly Sold accounts are compiled into report
- 51. Learn the lingo Branch Manager = Sales person Contact = Client Contact Call = Sales Call Call Type = Sales call category Before
- 52. Find experts 3 Branch Managers Branch Managers enter call data Head of Marketing Leads monthly review of calls with Branch Managers Executive Assistant Compiles spreadsheets Before
- 53. Interview Small Group Interview Branch Managers remote Head of Marketing & Executive Assistant in room Method
- 54. Meeting Share meeting goals In today’s meeting we will: 1) Map the current Sales Tracking System. 2) Identify possible improvements for Sales Tracking System. 3) Agree on vocabulary.
- 55. Ask What do you want to do? Make sure client contact goals are met Track sold accounts
- 56. Ask What is the current process? Branch Manager list client contacts in spreadsheet Private
- 57. Ask What is the current process? Spreadsheet saved to shared drive or emailed to Executive Assistant Private
- 58. Ask What is the current process? Executive Assistant compiles data from 60 spreadsheets
- 59. Ask What is the current process? Head of Marketing filters by date & reviews with Branch Manager Private
- 60. Ask What should we keep? Columns on this spreadsheet Private
- 61. Ask What should we change? Double entry Pre-defined reports Mavericks Emailed spreadsheets Everyone enter info in one spot
- 62. Ask Did not use If you ruled the world, how would it be done? What did I forget to ask? Who else should I talk to?
- 64. Listen Map workflows Emails Reminder day before Reminder day of Reminder day after
- 65. Listen Views - Company Company by alpha My Companies
- 66. Listen Views - Contacts Contacts by company My Contacts Contacts alpha
- 67. Listen Views - Calls Calls grouped by Branch Manager Calls grouped by month Calls grouped by type Sold My Calls
- 68. Listen Mock up
- 71. Build Call list
- 72. Build Call list
- 73. Build 3rd Party Tool
- 74. Build 3rd Party Tool
- 76. Build Create views Stay tuned for walk through
- 79. Build Create navigation page
- 80. Walk through
- 81. Ask Rinse & Repeat Don’t use as desired Use as spreadsheet Reduced combining time by 90%
- 82. Ask Rinse & Repeat Want to view notes from last call Find Calls by Company Find Calls by Contact View Company notes within call
- 83. Contact Tamara Bredemus Tamara.bredemus@live.com @tamarabred
- 84. Favorite BA Sites Lots of top 10 lists: http://blogs.techrepublic.com.com/10things/?p=287 Modern Analyst – Everything BA & SA, with a little PM on the sidehttp://www.modernanalyst.com/Home/tabid/36/Default.aspx Ask Honest Questionshttp://www.stickyminds.com/sitewide.asp?Function=edetail&ObjectType=COL&ObjectId=3264
- 85. Favorite SP Sites Free solutions - some client side http://www.codeplex.com/ End User SharePoint – Great videos and step-by-step instructionshttp://www.endusersharepoint.com/ TechNet SharePoint Forum – Post questions & offer solutionshttp://social.technet.microsoft.com/Forums/en-US/category/sharepoint Path to SharePoint – A blog with tips & best practices for end users http://blog.pathtosharepoint.com/ Twitter @justsharepoint – tweets collection of SP tweets.
Editor's Notes
- Be ready for all personality types. Gatekeeper aka PITA Thinkers Hijacker CheerleaderDon’t miss out on expert info because you “just can’t deal with”…insert name here.
- Tyr to learn the vocabulary Divisions vs. Departments Managers, Supervisors, Directors Employees, Staff, Faculty Customers, Clients, Users
- Find them, listen to them. You can ask the wrong people the right question and get bad requirements. You can ask the right people the wrong questions and get good requirements
- Surveys and questionnairesPlusGather requirements from users in remote locations Those who will have only minor input into the overall requirements. Gather input from dozens, hundreds, or thousands of people.MinusLow response rate Questions can be tricky – Have you stopped kicking your dog? Yes / No
- One on one interview Get information quickly only one person’s view or take on a process or situationSmall Group interviews Brings different ideas about process to light Takes longer to reach agreement
- Shadow Takes more time Real time information and processUsually results in Use Case
- Brain stormingGreat at the beginning or when stumped Completely new process or system
- Figure out your goal for the meeting/survey...Which Processes should we change/improve Current Process Mapping Future Process Mapping Mock – up review System review – how’s it working?Keep goals reasonable – MAX 3 per 1 hour meeting. Better to figure about 1 hour per goal People like getting out of meetings early. Try Try TRY to avoid jumping solutions in meetings
- Share Your Goals. Don’t keep it a secret. Re-send agenda 6 hours before meeting. Don’t expect everyone or anyone to read it. Make agenda visible during entire meeting. Write it on a board. Bring it printed on paper with any additional information that might be helpful. Notes from previous meetings. Current process map. Don’t expect people to read it.Sharing goals and clearly stating expectations allows others to prepare. Helps to move meeting along at a steady clip.
- Quiet Toys – Kinetic thinkers. Some people think better when their hands are busy
- Coffee – For the BA. Hard to listen if you are not awake.Snacks – Hungry people can’t think
- Sticky notes – Definitions, ideas, process steps Markers – Dry Erase, Regular (smelly) and Sharpie White Board – Great for charting current process, Parking lot… If you’re not ready to move to a new topic yet, write the idea in a parking lot area of the white board.Flip Chart – When you run out of white board
- Camera – Take pix of white board and flip chart after the meeting. This allows you to transcribe at your leisure.
- Clock: Keep track of time. Make sure if you are not wearing a watch that you can see the clock. Keep time checking discrete. Manage time to meet goals or change goals
- Right questions to wrong people =uber failIf they aren’t the people that use it or consume it don’t bother.
- Avoid how at this point. Should be a simple statement. Don’t kill yourselves trying to make this a simple statement.People and organizations spend tons and tons of $$$$ trying to develop the perfect mission statement. Do you know your mission statement? Neither do most people
- Map It Supposed to work Actually works How long does it takeListen for work arounds. Work arounds are one of the keys to understanding crazy/strange business/data rules. Sunday Roast story
- People fear change. Make sure your clients/users know you are not throwing the baby out with the bathwater. Make sure the reason they want to keep something is because it supports the “What do you want to do?” answer.Keep it positive
- AKA – How should it be doneLook for: Double entry pulling info to create reports Default values Emails ApprovalsKeep it positive
- By monkeys while I sip margaritas
- This is one of the most important questions to ask. You will be surprised by the amount of information you receive by asking this question.
- Current / Future Users Actor / Consumer
- Map out the current process: Flow Chart, List, Spreadsheet, Hand DrawingUse Case Study - Story of an instance Step by step
- Start with a standard list/spreadsheet or SharePoint list and remove what you don’t needUse nouns & verbs. Don’t wait to document Schedule an hour right after meeting to documentUse Shall or must. No conjunctions (and, but, or) Can you test it?
- Poorly written requirement - System must be fast and easyUse Post-It notes to define fast, easy and other non-quantifiable terms
- Mock up Word Illustrator PowerPoint Line drawingTalk it through
- Create and review list matrix
- Build your list and reviewDo you need any 3rd party tools? Do you need server access? Can you put 3rd party tool directly on your page? Can you upload a new column to the Column Gallery?
- IT is there to protect you, not to get in your way. You might know what you are doing, but does that other guy? The “other guy” could bring down your site.
- In SharePoint, form changes are limited to column orderSharePoint Designer – Create new from existing Do NOT mess with existing NewForm, EditForm or DispForm Make changes Save Review set as New, Edit or Display
- Create Workflows Test 1 step at a time – easier to find out what happened when things get wonky Test workflows on yourself first Next Test on Select Users
- Amount of time to wait depends on system/process frequency. Try to wait until users have used system/process at least twice.Weekly = 1 month Monthly = 2 months Quarterly = 6 months Yearly = within week of first use.
- Make agenda visible during entire meeting. Write it on a board. Bring it printed on paper with any additional information that might be helpful. Notes from previous meetings. Current process map. Don’t expect people to read it.Sharing goals and clearly stating expectations allows others to prepare. Helps to move meeting along at a steady clip.
- Find them, listen to them. You can ask the wrong people the right question and get bad requirements. You can ask the right people the wrong questions and get good requirements
- Small Group interviews Brings different ideas about process to light Takes longer to reach agreement
- Each Branch manager has separate spreadsheet Each spreadsheet has separate organization Monthly tabs Sold tabs Branch manager must type in all information for every row. Typos Email tips over. Spreadsheets overwritten Some password protected, others not Some get corrupted thousands of rows
- Over 60 spreadsheets
- Cost per seat Keeps members list accurate
- 3 months of use follow up call Branch Managers not using system to track calls Branch Managers transcribe hand written notes into the system at the end of the month, just like the spreadsheet. Exec Admin time reduced by 90%. She no longer needs to combine and compile informationPrep for review by Head of Marketing reduced 50%
- The reasons why the Branch Managers are not using the system as the corporate office wishes they would use it.