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Requirements Workshop Tools & Templates
Requirements Workshops That Work Tools & Templates
Table of Contents
Copyright Notice
This instructional material is copyrighted by Requirements Quest, Inc., d.b.a. Requirements Quest®, 2016. It is to be used for the benefit of the student attending a training course. It may not be copied or distributed to others without the express permission of Requirements Quest®.
For further information, please : Requirements Quest® 4230 East Towne Blvd. #299 Madison, Wisconsin 53704 USA Phone: (608) 850-6377 E-mail: [email protected] Web: http://www.requirementsquest.com
Copyright © 2016 Requirements Quest®. All rights reserved.
Tools & Templates Handout – Page 2
Requirements Workshops That Work Tools & Templates
Table of Contents
Table of Contents COPYRIGHT NOTICE........................................................................................2 TABLE OF CONTENTS......................................................................................3 REQUIREMENTS WORKSHOP PREPARATION CHECKLIST....................................4 DEFINING THE WORKSHOP PURPOSE...............................................................6 WORKSHOP PURPOSE WORKSHEET................................................................7 WORKSHOP PURPOSE STATEMENT (DELIVERABLE)...........................................8 STAKEHOLDER PROFILING...............................................................................9 AGENDA WORKSHEET...................................................................................10 PLANNING A WORKSHOP ACTIVITY.................................................................11 ACTIVITY WORKSHEET..................................................................................12 WORKSHOP CHARTER EXAMPLE....................................................................13 ANNOTATED AGENDA EXAMPLE......................................................................14 WORKSHOP EVALUATION...............................................................................17
Public Version 1.1
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Requirements Workshops That Work Tools & Templates
Requirements Workshop Preparation Checklist The workshop leader (Facilitator) spends an average of 2 to 4 hours preparing for every 1 hour of session time. Steps to guide the Business Analyst in preparing for a requirements workshop are as follows: 1. Develop a statement of purpose, scope, or objective for the workshop. Present concept to management and obtain commitment from the Sponsor. Refer to Workshop Purpose Statement Worksheet for an example template. 2. If necessary, meet with key subject matter experts to become familiar with the business area under focus (basic business flow and business , acronyms and jargon). This is NOT so you can participate, but rather reasonably facilitate the workshop discussion. 3. Identify participants. Refer to Stakeholder Profiling for example templates. a. Create Stakeholder Profile. b. Conduct Stakeholder Survey. c. Compile Stakeholder Assessment. 4. Interview the potential participants (average 30 minutes each participant). a. Identify potential issues and resolve them prior to the workshop. b. Understand the concerns and attitudes (hidden agendas) of the participants. c. Understand the group dynamics and identify potential “problem people characteristics.” d. Suggested interview questions: i. Describe the current work. ii. What do you expect from the workshop? iii. What is your understanding of the purpose of the workshop? iv. What should the output of the workshop look like? v. Do the participants have authority to make decisions? vi. What problems do you foresee? vii. What is my biggest obstacle as facilitator for this workshop? viii. Who should attend? Why? Who should not? Why? ix. What is the overall synergy of the participants’ ability to work as a team? x. Does the proposed agenda make sense to you? xi. What materials or work products will be needed as aids to discussion? xii. What are inputs to the workshop? xiii. What would prevent you from attending the entire workshop? xiv. Do you have any questions? Page 4 – Tools & Templates Handout
Copyright © 2016 Requirements Quest®. All rights reserved.
Requirements Workshops That Work Tools & Templates
Table of Contents
5. Prepare the participants. a. Identify any materials or work products they need to bring. b. Get commitment to attend the entire workshop. 6. Determine the deliverables or expected outcomes of the workshop. 7. Develop an approach (step-by-step activities necessary to accomplish or create the deliverables). Set the agenda. Refer to Agenda Worksheet for an example template. 8. Develop the workshop estimates and schedule. 9. Recruit and prepare documenter(s). 10. Make facility arrangements. a. b. c. d.
Reserve conference room. Reserve necessary presentation equipment. Identify food and/or refreshment catering needs. Obtain driving directions to the facility if necessary.
11. Prepare visual aids. a. b. c. d. e. f. g.
Purpose Statement. Agenda. Ground Rules. Issues. Parking Lot. Other visuals appropriate to the specific deliverables or outcomes. Workshop Evaluation Form. Refer to Workshop Evaluation for an example template.
12. Send out the workshop invitation. 13. Conduct a successful workshop!
Copyright © 2016 Requirements Quest®. All rights reserved.
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Requirements Workshops That Work Tools & Templates
Defining the Workshop Purpose
rpose – why the workshop is to occur.
purpose of this workshop is to identify roles that interact with the fulfillment pro
Scope – what will be included and excluded.
The scope includes only roles that interface directly with the fulfillment process.
bjective – what is to be accomplished.
ake a visual model of the roles and their inputs and outputs to the fulfillment proc
Deliverable – what tangible work product is to come out of the workshop. Context Diagram with the Fulfillment Process as the system boundary.
Page 6 – Tools & Templates Handout
Copyright © 2016 Requirements Quest®. All rights reserved.
Requirements Workshops That Work Tools & Templates
Table of Contents
Workshop Purpose Worksheet Workshop Name: Purpose: Why is the workshop to occur? (The purpose of this workshop is to _____________so that ____________.)
Scope: What will be included?
What will be excluded?
Objective: What is to be accomplished?
Deliverable: What tangible work product is to come out of the workshop?
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Requirements Workshops That Work Tools & Templates
Workshop Purpose Statement (Deliverable) Name: Sponsor: Who determined the /participants had to meet? Who is most interested in the outcome?
/Participants: Reference Stakeholder Profile. Who is involved on a regular basis?
Outcome and Deliverable:
Due Date:
What is the expected result of the meeting? What is the form of that result? Is a decision supposed to be made? Is a plan to be created? Are there any expected actions to be completed?
1. 2. 3.
Tasks and Activities: What specific topics/issues need to be addressed? What information needs to be gathered? What decisions need to be made?
Ground Rules: What is expected of the participants? How will participants treat each other? How will decisions be made —such as voting or other means?
Page 8 – Tools & Templates Handout
Copyright © 2016 Requirements Quest®. All rights reserved.
Requirements Workshops That Work Tools & Templates
Table of Contents
Stakeholder Profiling Stakeholder Profile Template: Stakeholder Name
Area of Business/ Topic of Expertise (I need someone who knows “________”?)
Role and Responsibilities
Stakeholder Survey Template: Area of Business/ Topic of Expertise
Little
Some
Proficient
Expert
1 2 3
Copyright © 2016 Requirements Quest®. All rights reserved.
Name …nStakeholder
Name 6Stakeholder
Name 5Stakeholder
Name 4Stakeholder
Name 3Stakeholder
1 2 3
Name 2Stakeholder
Area of Business/ Topic of Expertise
Name 1Stakeholder
Stakeholder Assessment Template:
Tools & Templates Handout – Page 9
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Requirements Workshops That Work Tools & Templates
For detailed information about this technique, read chapter 2 of The Quest for Software Requirements by Roxanne Miller. Available in paperback and PDF at www.RequirementsQuest.com. Agenda
Worksheet Workshop Purpose: The purpose of this workshop is to… (summarize the expected outcome) so that… (identify how the requirements deliverables will the project objective). Location:
Date:
Participants:
Participant’s Role:
Time:
Participant Meeting Preparation:
Information or Materials to Bring:
Workshop Start: Welcome and Introductions Review the workshop purpose statement Present the agenda Explain the ground rules Executive kick-off Workshop Process (Activities): 1. 2. 3. (insert additional rows as needed) Workshop Finish: Review workshop accomplishments Identify next steps Review and assign open items Evaluate the workshop
Page 10 – Tools & Templates Handout
Time Allocation:
Time Allocation:
Expected Outcome:
Time Allocation:
Copyright © 2016 Requirements Quest®. All rights reserved.
Requirements Workshops That Work Tools & Templates
Table of Contents
Planning a Workshop Activity
Agenda Step As displayed for the participants
1st
Purpose Answer, “Why are we doing this step?”
Document/Output Tangible work product
Process Steps
2ndPrecisely what steps, questions, and so on, will you follow to do this step
3rd
Estimated Time
How long will it take to do it
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Requirements Workshops That Work Tools & Templates
Activity Worksheet 1st 3rd 1st
2nd
Agenda Step Estimated Time Purpose
Process 1. Steps 2. 3.
1st
Document
1st
Agenda Step Estimated Time Purpose
3rd 1st
2nd
Process 1. Steps 2. 3.
1st
Document
Page 12 – Tools & Templates Handout
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Workshop Charter Example Menu Planning Workshop Charter Purpose To develop a Process Model for menu plans for Miracles Restaurant. Scope A Process Model of Menu Planning for Miracles Restaurant. Workshop Objectives
To develop a process model for planning menus.
To provide participants with a better understanding of how to create menu plans. *************************************************************************************** Agenda Introduction What is the purpose of Menu Planning? What is done to the purpose? Define 5 to 10 processes of Menu Planning What sub-processes are required? Plan Copyright © 2016 Requirements Quest®. All rights reserved.
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Acquire Operate Control Define each sub-process What comes in? What is done? What goes out? Identify general requirements Review & Wrap Up
Page 14 – Tools & Templates Handout
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Annotated Agenda Example Menu Planning Workshop Annotated Agenda Workshop Start Client Executive Kick-off Introduce Myself and Documenter Two Truths and a Lie Introductions Exercise Describe the agenda Step 1: Define the purpose of menu planning Example: The purpose of the financial management is the manage income, expenses, cash, and investments so that we maintain a positive cash flow and can plan for the future. Step 2: What is done to the purpose of menu planning Example: Management, Payroll, Bill Paying Step 3: Define 5 to 10 processes of menu planning Example: The purpose of Management is to manage deposits, withdrawals, and information so that we have an accurate and upto-date record of our s. Step 4: What sub-processes are required Example: Management has sub-processes of Determine Needs, Select , Open , Update , Update Information, Reconcile Step 5: Define each sub-process Example: Sub-Process Update In: information, transaction information Do: check to validate, apply transaction, update balance Out: Validated Review the ground rules
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Requirements Workshops That Work Tools & Templates
Workshop Process
Step 1: Define the purpose of menu planning Estimated Time Purpose Process Steps
Document
30 minutes Identify the boundaries of the business process in the scope of the workshop. It defines what it is and why it exists. 1. Define “purpose” to the participants. 2. Ask the participants to state the purpose in 25 words or less. Label the flipchart “Purpose” The purpose of menu planning is to… so that… 3. Hang the flipchart on the wall Capture the purpose statement on a document labeled “Purpose.”
Step 2: What is done to the purpose of menu planning Estimated Time Purpose Process Steps
Document
30 minutes Generate a list of possible processes within business. Sets the stage so participants have a comprehensive list to work with. 1. Label the flipchart “Do This” 2. Ask the participants to pair off and work in small group to brainstorm a list of what is done to the purpose. 3. Ask the teams to share items from their lists. Write them on the flip chart in Verb-Noun format. This requires no documentation. The next step will document the results.
Step 3: Define 5 to 10 processes of menu planning Estimated Time Purpose Process Steps
Document
Up to 4 hours. To consolidate the candidate list developed earlier and end up with 5 to 10 processes. Defines the first level of decomposition of the business. 1. Review the list created in the previous step, looking for common nouns. 2. For each item listed ask the participants (goal) “why do you do this?” Write the response next to the item. Continue with the next item, if it has the same goal then roll it into the previous one. When a number of items relate (due to common goal), ask the participants to name the process. 3. Write the process name on a new page of flipchart. 4. Define the purpose of each process 5. Review all of the purposes to ensure that the combined purposes the business purpose. Capture the Processes on a document labeled, “Process Descriptions” along with each associated process purpose. Write the name of each process onto a large post-it using a marker so it can be read from the back of the room. Set it aside for the next step.
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Step 4: What sub-processes are required Estimated Time Purpose Process Steps
Document
Up to 90 minutes for each process defined in the previous activity. To break the processes down to the next level and gain a clearer picture of the business process. 1. Use brain-writing to list sub-processes for each process. 2. For each list of sub-processes, identify which sub-process is Plan (Planning for the work and resources) 3. For each list of sub-processes, identify which sub-process is Acquire (Acquiring the resources to do the work) 4. For each list of sub-processes, identify which sub-process is Operate (Doing the work) 5. For each list of sub-processes, identify which sub-process is Control (Controlling what you have done) 6. that you have at least one sub-process in each of the 4 categories. 7. Format the sub-processes “Verb-Noun” Capture the sub-processes associated with their respective process on the document “Process Descriptions” Write the name of each sub-process onto a post-it using a marker so it can be read from the back of the room. Set is aside for the facilitator.
Step 5: Define each sub-process Estimated Time Purpose Process Steps
Document
Up to 8 hours This completes the process model by detailing the sub-processes—describing what happens. This helps to validate the previous steps—all changes roll up and affect previous work (make adjustments). 1. Set a pattern for the sub-process definition: a. What comes in? b. What is done? c. What goes out? 2. Break the participants into small groups based on their expertise. 3. Check in on the small groups while they are working. 4. Reconvene the groups. Have each group present their work. Ask for questions from the participants. 5. When all are in agreement, summarize what they have done. Document the sub-process descriptions in the appropriate “Process Description” section. If you have a CASE tool, capture the process descriptions and final process model using the CASE tool.
Workshop Finish Review the effort Identify next steps Assign open items Evaluate the workshop Close Copyright © 2016 Requirements Quest®. All rights reserved.
Tools & Templates Handout – Page 17
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Requirements Workshops That Work Tools & Templates
Workshop Evaluation Participant Name:
Date:
Workshop Title:
Facilitator:
For each item, please circle one number that best describes your opinion. If you rate any item lower than 3, please explain why in the comments section below. Ranking Scale: 1=Poor, 2=Needs Improvement, 3=Average, 4=Above Average, 5=Excellent The Workshop:
1 = Poor, 5 = Excellent
Preparedness of the participants. Participation level of the participants. Amount of tasks and activities. Level (appropriate duration, depth, detail) of the tasks and activities. Session met your expectations. Overall assessment of the workshop effectiveness. Comments: The Facilitator:
1 = Poor, 5 = Excellent
Ability to handle group dynamics and interventions. Ability to remain neutral (not a participant). Overall preparedness. Comments: The Facilities:
1 = Poor, 5 = Excellent
Facility arrangements – for interaction. Facility arrangements – for ability to hear. Facility arrangements – for ability to see. Comments: What would you change to improve the workshop’s effectiveness? Why? Overall comments:
Page 18 – Tools & Templates Handout
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Requirements Workshops That Work Tools & Templates
Copyright © 2016 Requirements Quest®. All rights reserved.
Table of Contents
Tools & Templates Handout – Page 19
Requirements Workshops That Work Tools & Templates
Table of Contents
Copyright Notice
This instructional material is copyrighted by Requirements Quest, Inc., d.b.a. Requirements Quest®, 2016. It is to be used for the benefit of the student attending a training course. It may not be copied or distributed to others without the express permission of Requirements Quest®.
For further information, please : Requirements Quest® 4230 East Towne Blvd. #299 Madison, Wisconsin 53704 USA Phone: (608) 850-6377 E-mail: [email protected] Web: http://www.requirementsquest.com
Copyright © 2016 Requirements Quest®. All rights reserved.
Tools & Templates Handout – Page 2
Requirements Workshops That Work Tools & Templates
Table of Contents
Table of Contents COPYRIGHT NOTICE........................................................................................2 TABLE OF CONTENTS......................................................................................3 REQUIREMENTS WORKSHOP PREPARATION CHECKLIST....................................4 DEFINING THE WORKSHOP PURPOSE...............................................................6 WORKSHOP PURPOSE WORKSHEET................................................................7 WORKSHOP PURPOSE STATEMENT (DELIVERABLE)...........................................8 STAKEHOLDER PROFILING...............................................................................9 AGENDA WORKSHEET...................................................................................10 PLANNING A WORKSHOP ACTIVITY.................................................................11 ACTIVITY WORKSHEET..................................................................................12 WORKSHOP CHARTER EXAMPLE....................................................................13 ANNOTATED AGENDA EXAMPLE......................................................................14 WORKSHOP EVALUATION...............................................................................17
Public Version 1.1
Copyright © 2016 Requirements Quest®. All rights reserved.
Tools & Templates Handout – Page 3
Copyright Notice
Requirements Workshops That Work Tools & Templates
Requirements Workshop Preparation Checklist The workshop leader (Facilitator) spends an average of 2 to 4 hours preparing for every 1 hour of session time. Steps to guide the Business Analyst in preparing for a requirements workshop are as follows: 1. Develop a statement of purpose, scope, or objective for the workshop. Present concept to management and obtain commitment from the Sponsor. Refer to Workshop Purpose Statement Worksheet for an example template. 2. If necessary, meet with key subject matter experts to become familiar with the business area under focus (basic business flow and business , acronyms and jargon). This is NOT so you can participate, but rather reasonably facilitate the workshop discussion. 3. Identify participants. Refer to Stakeholder Profiling for example templates. a. Create Stakeholder Profile. b. Conduct Stakeholder Survey. c. Compile Stakeholder Assessment. 4. Interview the potential participants (average 30 minutes each participant). a. Identify potential issues and resolve them prior to the workshop. b. Understand the concerns and attitudes (hidden agendas) of the participants. c. Understand the group dynamics and identify potential “problem people characteristics.” d. Suggested interview questions: i. Describe the current work. ii. What do you expect from the workshop? iii. What is your understanding of the purpose of the workshop? iv. What should the output of the workshop look like? v. Do the participants have authority to make decisions? vi. What problems do you foresee? vii. What is my biggest obstacle as facilitator for this workshop? viii. Who should attend? Why? Who should not? Why? ix. What is the overall synergy of the participants’ ability to work as a team? x. Does the proposed agenda make sense to you? xi. What materials or work products will be needed as aids to discussion? xii. What are inputs to the workshop? xiii. What would prevent you from attending the entire workshop? xiv. Do you have any questions? Page 4 – Tools & Templates Handout
Copyright © 2016 Requirements Quest®. All rights reserved.
Requirements Workshops That Work Tools & Templates
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5. Prepare the participants. a. Identify any materials or work products they need to bring. b. Get commitment to attend the entire workshop. 6. Determine the deliverables or expected outcomes of the workshop. 7. Develop an approach (step-by-step activities necessary to accomplish or create the deliverables). Set the agenda. Refer to Agenda Worksheet for an example template. 8. Develop the workshop estimates and schedule. 9. Recruit and prepare documenter(s). 10. Make facility arrangements. a. b. c. d.
Reserve conference room. Reserve necessary presentation equipment. Identify food and/or refreshment catering needs. Obtain driving directions to the facility if necessary.
11. Prepare visual aids. a. b. c. d. e. f. g.
Purpose Statement. Agenda. Ground Rules. Issues. Parking Lot. Other visuals appropriate to the specific deliverables or outcomes. Workshop Evaluation Form. Refer to Workshop Evaluation for an example template.
12. Send out the workshop invitation. 13. Conduct a successful workshop!
Copyright © 2016 Requirements Quest®. All rights reserved.
Tools & Templates Handout – Page 5
Copyright Notice
Requirements Workshops That Work Tools & Templates
Defining the Workshop Purpose
rpose – why the workshop is to occur.
purpose of this workshop is to identify roles that interact with the fulfillment pro
Scope – what will be included and excluded.
The scope includes only roles that interface directly with the fulfillment process.
bjective – what is to be accomplished.
ake a visual model of the roles and their inputs and outputs to the fulfillment proc
Deliverable – what tangible work product is to come out of the workshop. Context Diagram with the Fulfillment Process as the system boundary.
Page 6 – Tools & Templates Handout
Copyright © 2016 Requirements Quest®. All rights reserved.
Requirements Workshops That Work Tools & Templates
Table of Contents
Workshop Purpose Worksheet Workshop Name: Purpose: Why is the workshop to occur? (The purpose of this workshop is to _____________so that ____________.)
Scope: What will be included?
What will be excluded?
Objective: What is to be accomplished?
Deliverable: What tangible work product is to come out of the workshop?
Copyright © 2016 Requirements Quest®. All rights reserved.
Tools & Templates Handout – Page 7
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Requirements Workshops That Work Tools & Templates
Workshop Purpose Statement (Deliverable) Name: Sponsor: Who determined the /participants had to meet? Who is most interested in the outcome?
/Participants: Reference Stakeholder Profile. Who is involved on a regular basis?
Outcome and Deliverable:
Due Date:
What is the expected result of the meeting? What is the form of that result? Is a decision supposed to be made? Is a plan to be created? Are there any expected actions to be completed?
1. 2. 3.
Tasks and Activities: What specific topics/issues need to be addressed? What information needs to be gathered? What decisions need to be made?
Ground Rules: What is expected of the participants? How will participants treat each other? How will decisions be made —such as voting or other means?
Page 8 – Tools & Templates Handout
Copyright © 2016 Requirements Quest®. All rights reserved.
Requirements Workshops That Work Tools & Templates
Table of Contents
Stakeholder Profiling Stakeholder Profile Template: Stakeholder Name
Area of Business/ Topic of Expertise (I need someone who knows “________”?)
Role and Responsibilities
Stakeholder Survey Template: Area of Business/ Topic of Expertise
Little
Some
Proficient
Expert
1 2 3
Copyright © 2016 Requirements Quest®. All rights reserved.
Name …nStakeholder
Name 6Stakeholder
Name 5Stakeholder
Name 4Stakeholder
Name 3Stakeholder
1 2 3
Name 2Stakeholder
Area of Business/ Topic of Expertise
Name 1Stakeholder
Stakeholder Assessment Template:
Tools & Templates Handout – Page 9
Copyright Notice
Requirements Workshops That Work Tools & Templates
For detailed information about this technique, read chapter 2 of The Quest for Software Requirements by Roxanne Miller. Available in paperback and PDF at www.RequirementsQuest.com. Agenda
Worksheet Workshop Purpose: The purpose of this workshop is to… (summarize the expected outcome) so that… (identify how the requirements deliverables will the project objective). Location:
Date:
Participants:
Participant’s Role:
Time:
Participant Meeting Preparation:
Information or Materials to Bring:
Workshop Start: Welcome and Introductions Review the workshop purpose statement Present the agenda Explain the ground rules Executive kick-off Workshop Process (Activities): 1. 2. 3. (insert additional rows as needed) Workshop Finish: Review workshop accomplishments Identify next steps Review and assign open items Evaluate the workshop
Page 10 – Tools & Templates Handout
Time Allocation:
Time Allocation:
Expected Outcome:
Time Allocation:
Copyright © 2016 Requirements Quest®. All rights reserved.
Requirements Workshops That Work Tools & Templates
Table of Contents
Planning a Workshop Activity
Agenda Step As displayed for the participants
1st
Purpose Answer, “Why are we doing this step?”
Document/Output Tangible work product
Process Steps
2ndPrecisely what steps, questions, and so on, will you follow to do this step
3rd
Estimated Time
How long will it take to do it
Copyright © 2016 Requirements Quest®. All rights reserved.
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Requirements Workshops That Work Tools & Templates
Activity Worksheet 1st 3rd 1st
2nd
Agenda Step Estimated Time Purpose
Process 1. Steps 2. 3.
1st
Document
1st
Agenda Step Estimated Time Purpose
3rd 1st
2nd
Process 1. Steps 2. 3.
1st
Document
Page 12 – Tools & Templates Handout
Copyright © 2016 Requirements Quest®. All rights reserved.
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Table of Contents
Workshop Charter Example Menu Planning Workshop Charter Purpose To develop a Process Model for menu plans for Miracles Restaurant. Scope A Process Model of Menu Planning for Miracles Restaurant. Workshop Objectives
To develop a process model for planning menus.
To provide participants with a better understanding of how to create menu plans. *************************************************************************************** Agenda Introduction What is the purpose of Menu Planning? What is done to the purpose? Define 5 to 10 processes of Menu Planning What sub-processes are required? Plan Copyright © 2016 Requirements Quest®. All rights reserved.
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Requirements Workshops That Work Tools & Templates
Acquire Operate Control Define each sub-process What comes in? What is done? What goes out? Identify general requirements Review & Wrap Up
Page 14 – Tools & Templates Handout
Copyright © 2016 Requirements Quest®. All rights reserved.
Requirements Workshops That Work Tools & Templates
Table of Contents
Annotated Agenda Example Menu Planning Workshop Annotated Agenda Workshop Start Client Executive Kick-off Introduce Myself and Documenter Two Truths and a Lie Introductions Exercise Describe the agenda Step 1: Define the purpose of menu planning Example: The purpose of the financial management is the manage income, expenses, cash, and investments so that we maintain a positive cash flow and can plan for the future. Step 2: What is done to the purpose of menu planning Example: Management, Payroll, Bill Paying Step 3: Define 5 to 10 processes of menu planning Example: The purpose of Management is to manage deposits, withdrawals, and information so that we have an accurate and upto-date record of our s. Step 4: What sub-processes are required Example: Management has sub-processes of Determine Needs, Select , Open , Update , Update Information, Reconcile Step 5: Define each sub-process Example: Sub-Process Update In: information, transaction information Do: check to validate, apply transaction, update balance Out: Validated Review the ground rules
Copyright © 2016 Requirements Quest®. All rights reserved.
Tools & Templates Handout – Page 15
Copyright Notice
Requirements Workshops That Work Tools & Templates
Workshop Process
Step 1: Define the purpose of menu planning Estimated Time Purpose Process Steps
Document
30 minutes Identify the boundaries of the business process in the scope of the workshop. It defines what it is and why it exists. 1. Define “purpose” to the participants. 2. Ask the participants to state the purpose in 25 words or less. Label the flipchart “Purpose” The purpose of menu planning is to… so that… 3. Hang the flipchart on the wall Capture the purpose statement on a document labeled “Purpose.”
Step 2: What is done to the purpose of menu planning Estimated Time Purpose Process Steps
Document
30 minutes Generate a list of possible processes within business. Sets the stage so participants have a comprehensive list to work with. 1. Label the flipchart “Do This” 2. Ask the participants to pair off and work in small group to brainstorm a list of what is done to the purpose. 3. Ask the teams to share items from their lists. Write them on the flip chart in Verb-Noun format. This requires no documentation. The next step will document the results.
Step 3: Define 5 to 10 processes of menu planning Estimated Time Purpose Process Steps
Document
Up to 4 hours. To consolidate the candidate list developed earlier and end up with 5 to 10 processes. Defines the first level of decomposition of the business. 1. Review the list created in the previous step, looking for common nouns. 2. For each item listed ask the participants (goal) “why do you do this?” Write the response next to the item. Continue with the next item, if it has the same goal then roll it into the previous one. When a number of items relate (due to common goal), ask the participants to name the process. 3. Write the process name on a new page of flipchart. 4. Define the purpose of each process 5. Review all of the purposes to ensure that the combined purposes the business purpose. Capture the Processes on a document labeled, “Process Descriptions” along with each associated process purpose. Write the name of each process onto a large post-it using a marker so it can be read from the back of the room. Set it aside for the next step.
Page 16 – Tools & Templates Handout
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Requirements Workshops That Work Tools & Templates
Table of Contents
Step 4: What sub-processes are required Estimated Time Purpose Process Steps
Document
Up to 90 minutes for each process defined in the previous activity. To break the processes down to the next level and gain a clearer picture of the business process. 1. Use brain-writing to list sub-processes for each process. 2. For each list of sub-processes, identify which sub-process is Plan (Planning for the work and resources) 3. For each list of sub-processes, identify which sub-process is Acquire (Acquiring the resources to do the work) 4. For each list of sub-processes, identify which sub-process is Operate (Doing the work) 5. For each list of sub-processes, identify which sub-process is Control (Controlling what you have done) 6. that you have at least one sub-process in each of the 4 categories. 7. Format the sub-processes “Verb-Noun” Capture the sub-processes associated with their respective process on the document “Process Descriptions” Write the name of each sub-process onto a post-it using a marker so it can be read from the back of the room. Set is aside for the facilitator.
Step 5: Define each sub-process Estimated Time Purpose Process Steps
Document
Up to 8 hours This completes the process model by detailing the sub-processes—describing what happens. This helps to validate the previous steps—all changes roll up and affect previous work (make adjustments). 1. Set a pattern for the sub-process definition: a. What comes in? b. What is done? c. What goes out? 2. Break the participants into small groups based on their expertise. 3. Check in on the small groups while they are working. 4. Reconvene the groups. Have each group present their work. Ask for questions from the participants. 5. When all are in agreement, summarize what they have done. Document the sub-process descriptions in the appropriate “Process Description” section. If you have a CASE tool, capture the process descriptions and final process model using the CASE tool.
Workshop Finish Review the effort Identify next steps Assign open items Evaluate the workshop Close Copyright © 2016 Requirements Quest®. All rights reserved.
Tools & Templates Handout – Page 17
Copyright Notice
Requirements Workshops That Work Tools & Templates
Workshop Evaluation Participant Name:
Date:
Workshop Title:
Facilitator:
For each item, please circle one number that best describes your opinion. If you rate any item lower than 3, please explain why in the comments section below. Ranking Scale: 1=Poor, 2=Needs Improvement, 3=Average, 4=Above Average, 5=Excellent The Workshop:
1 = Poor, 5 = Excellent
Preparedness of the participants. Participation level of the participants. Amount of tasks and activities. Level (appropriate duration, depth, detail) of the tasks and activities. Session met your expectations. Overall assessment of the workshop effectiveness. Comments: The Facilitator:
1 = Poor, 5 = Excellent
Ability to handle group dynamics and interventions. Ability to remain neutral (not a participant). Overall preparedness. Comments: The Facilities:
1 = Poor, 5 = Excellent
Facility arrangements – for interaction. Facility arrangements – for ability to hear. Facility arrangements – for ability to see. Comments: What would you change to improve the workshop’s effectiveness? Why? Overall comments:
Page 18 – Tools & Templates Handout
Copyright © 2016 Requirements Quest®. All rights reserved.
Requirements Workshops That Work Tools & Templates
Copyright © 2016 Requirements Quest®. All rights reserved.
Table of Contents
Tools & Templates Handout – Page 19
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