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Project
Requirements
and
Knowledge
by Gregory D. Githens, PMP
of requirements are
significant causes of angry customers, massive cost
overruns, rework, missed opportunities, embarrassment,
and other project frustrations.
OOR CAPTURE AND MANAGEMENT
Many projects are handed requirements in forms that include verbal instructions, sketches on a napkin, or contract specifications: Get to work! Its
a simple solution, and you can do it. We dont have much time! The customer
doesnt know what he needs, but hell buy this solution. Scope creep. Recovery from inadequate project requirements is painful.
Good requirements management is hard work, but worth it. This article
gives you some insights on the basic elements of project requirements knowledge management and encourages you to think strategically and invest some
energy in the fuzzy front end of projects.
What is a Requirement?
Simply, a requirement is defined as capacity or capability that is needed for
describing the projects product, thus satisfying a set of customer purposes. A
specification is a formal notation of a requirement. In practice, I find that the
definition of a requirement is not common, nor easily agreed to. People struggle with the purposes and content of the needed information and ultimately
find their own practical and personal definition.
Greg Githens, PMP, of Catalyst Management Consulting, finds that project success or failure
is determined in the fuzzy front end of projects. Additional information on requirements
and knowledge management can be found at www.CatalystPM.com.
February 2000 PM Network 49
Examples of deficiencies in
current performance
Systems
Peoples knowledge
Budget overruns
Exhibit 1. The three examples show the relationships among enterprise project management problem entities. One purpose of project requirements
management is developing and specifying a complete and valid model. This model becomes the input to product scope management processes.
Factors to Consider in
Capturing Requirements
Current
Knowledge
Domain
Understanding
Requirements
Validation
Valid
Requirements
Specification
Agreement
Yes
Requirements
Specification
To other project-oriented
and product-oriented
processes
Exhibit 2. The four requirements management processes are concurrent. Requirements are progressively elaborated and produce a succession of models
that describe the problem. The processes repeat themselves and are inputs to project- and product-scope processes.
requirements-capture work are (1) the practices of defining key terms, (2) orienting on
customer value, and (3) striving for technology independence.
Key Terms. Requirements specifications
are a form of language we use to describe
customer constraints and preferences. Abstract concepts are common, so always
clarify key terms and strive for common
language.
Semantics is the study of meaning in languagemore specifically, how peoples
thoughts are translated into utterances. Understanding word meanings is the single
most important part of requirements work;
thus semantics is relevant and practical.
Meaning in words derives from content (the
dictionary definition of the word) and context (application of the word in a particular
situation).
For example, the word acquisitions in Exhibit 1 can mean new investment in technology, people, capital, or organizational
mergers and takeovers. Thus, acquisitions is
ambiguous in this context and suggests the
need to modify the knowledge tree by making the statement more definitive.
Another semantical concern for capturing requirements is that they operate at multiple levels of abstraction. A requirement for
decision-support systems for a CEO is dif-
the customer and each other, and establish the desire for a collaborative working relationship.
It is always safer to start the interactions with basic introductions and purposes for collecting and using the information. Always discuss the issues of confidentiality, no matter how well
you know the interviewee.
In my experience, the best requirements emerge by acknowledging the two-way nature of communication and the notion
that a requirement is an agreement. It builds buy-in and avoids a
passive attitude.
Use Open and Closed Probes. Use open-ended questions that
begin with the words how, what, why, when, where, or who, although tell me about can also get you the same information.
Record this information. You will frequently run into information
that might seem irrelevant. Dont discard it; capture it in an
idea parking lot.
Develop skill in asking questions. Technical professionals
can learn from their sales and marketing colleagues.
As the discussion proceeds, ask clarifying questions to be
sure that you understand the extent and bounds of the problem.
Use close-ended questions (yes or no) to confirm your understanding.
Avoid the Checklist Mentality. It is natural to want some structure for elicitation and appropriate to use checklists in gathering
requirements. However, beware of the checklist mentality, which
I define as a thoughtless reliance on checklists, where ticking off
a box becomes more important than critical thinking.
Use Prose, Diagrams, and Physical Prototypes. The output of
requirements elicitation is a model of the problem and solution.
There are many ways to specify requirements. Using different
formats can help eliminate ambiguity.
Watch out for pitfalls such as vague and ambiguous language. When using prose, try to structure each requirement
specification into a short statement using the word shall.
Prioritize and Establish Boundaries. You should analyze each
requirement for desirability, which is the difference between
must have and nice to have. Prioritize requirements by ranking each need from most important to least important. `
Process
Four recognized requirements processes
Common lexicon
Consistently applied for repeatable outcomes
People
People discipline, including abstract reasoning and
critical thinking skills
Competency
Skilled in using and improving the system
Interpersonal skills
Exhibit 3. Process alone will not assure capability for project requirements knowledge management. Effective knowledge management leverages the
elements of people, process culture, leadership, and IT infrastructure.
in terms of success and failure. As analytical techniques, both strategy and requirements are processes that discover opportunities to add value.
Strive for Technology-Independent Statements. A good project will avoid prematurely constraining designs. Of course, premature is a judgment call, but most of us
can think of instances when a project deployed a solution before the problem was
understood. You want to allow designers
freedom to select the appropriate technologies and optimize a solution for the
customer.
A common pitfall in requirements specifications is to initially describe the problem
in terms of features or technologies. When
problem statements are technology constrained, they presume that the customer
understands the root cause of the problem,
has surveyed alternative modes, and has developed an optimal solution. Often, people
satisfice, defined as picking the first acceptable solution to a perceived need, instead
of the optimal solution. (Economist Herbert
Simon coined the word by merging the
words satisfy and suffice.) Projects often
Exhibit 1 is fairly simple, but its not complete. Simple models are best at communicating, but they lack the detail needed for a
realistic assessment of the problem. The tree
can branch to the level of detail that you desire. The goal is to develop a knowledge
structure that is complete and accurate, but
not so overwhelmingly detailed and trivial as
to intimidate and confuse. With experience,
you will develop the judgment to determine
when to stop analysis and proceed to design.
Simplicity versus realism is a dilemma,
and I always recall H.L. Menckens thought:
For every complex problem, there is an answer that is short, simple, and wrong. Simple
requirements specifications make communication easy, but are often imprecise and incomplete. Complex requirements are more
realistic, but often contain overwhelming detail and errors that are difficult to detect.
departments for IS services. The departments practice was to accept any reasonable project request, because the IS department was measured on utilization of
resources. Unfortunately, the department
maximized utilization by accepting numerous small projects. The result was a clogged
development pipeline, with the attendant
symptoms of burned-out staff and dissatisfied customers. The root problem in this
case included (at least) a lack of strategy for
project portfolio management, which was
perceived as too abstract and grandiose a
mission for the IS department.
Requirements elicitation is a process of
gaining customer and developer knowledge
relevant to the problem and the solution
space. Requirements elicitation produces a
succession of individual and team mental
models of the problem domain. These models become clearer as knowledge increases.
Requirements models help the development team understand the needed capacity
of the customer. A good practice is early
and continuing involvement of the customer in the planning process.
Scope creep is a common and often
painful project problem. The sidebar describes some techniques of requirements
elicitation that can help banish scope creep
from your project.
The purpose of the requirements specification process is to produce a formal notation of the requirements. Developers can
use the specification input for design. Requirements specifications documents serve
as agreements between the team and the
customer on what constitutes the problem.
Project specifications documents should
include an adjective, such as requirements
specification or design specification, to describe clearly what is being defined. This
will help avoid the confusion that many
people have when they believe that
specifications are some type of technical
language understood only by the
technocrat.
The purpose of the requirements validation process is to assure that the requirements model is consistent with customers
and users intentions; thus, it is an accurate
representation of the situation. For requirements specifications, there are five important parameters:
` UnambiguousThere is only one interpretation of the requirements specification.
age. Effective project managers are resourceful and look for intelligent ways to
reuse what can be reused.
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