Project Requirements Process R210

R210 - Agree Appropriate Deliverables

DEFINITION

Agree which deliverables should have been produced to document the requirements and what level of contents, detail, quality, review and sign off was required.

SUMMARY

Before expressing an opinion on the completeness and quality of the client organisation’s own definition of requirements or similar materials, it is necessary to agree with the client what deliverables were appropriate and what level of detail should be included given their overall circumstances and needs.  For example, it should be agreed whether or not detailed requirements should be identified only to the level needed to make a selection decision or to the full level needed to build the business solution.

It should also be agreed what the appropriate consultation, review and sign off processes should have been so that it can be verified that the requirements documentation should be acceptable to all relevant parties within the client organisation.

Application Implementation process descriptions and examples can be used for guidance as to good practices and overall content.

PATH PLANNING GUIDANCE

This process is normal practice.

DEPENDENCIES

Prerequisites (Finish-Start):

• (none)

Prerequisites (Finish-Finish):

• Agree appropriate processes (R200)

Dependent procedures (Finish-Finish):

• Review client organisation’s statement of requirements (R220)

RECEIVABLES

• Client organisation’s work plan / evidence of work conducted
• Client organisation’s statement of requirements documentation

DELIVERABLES

• Findings included in Requirements Review report (RR) - see Process R220

TOOLS

• Application Implementation Process descriptions and examples concerning the  Requirements segment

DETAILED DESCRIPTION OF TASKS

Standards and approaches

There is a wide range of opinion concerning the needs for requirements to be defined and understood.  In some cases, managers may feel they can define their requirements in the simplest of language, for example “we need a new accounts payable system”.  In other cases, a detailed analysis of existing systems and examination of the needs for new systems might take in excess of a year.

This dramatic difference in time and effort may be partially justified by the circumstances.  Frequently, however, the appropriate levels of detail will not have been identified.  Where an organisation has an existing definition of requirements upon which they wish to base their selection and implementation project, it is recommended that these requirements are first validated to ensure they are appropriate.

There is no reason why a client organisation’s own definition of requirements should match the processes and deliverables described in Application Implementation Processes.  It should, however, meet the essential needs of the organisation and is, therefore, likely to require a similar overall approach.

Consultant standards and Application Implementation Processes approaches should not be forced upon the client organisation.  However, where Consulatnts are to advise or assist the client organisation it is appropriate that Consultants should evaluate the suitability of the work performed to date.  This is to ensure that:

• it is fit for the client’s own purposes and
• it is suitable as an input to subsequent Application Implementation Processes tasks.

There is no point in Consultant reviewing the requirements documentation unless the client organisation has agreed the standards that Consultant will apply.  This process is intended to secure agreement on the appropriate documentation that is required, including its level of detail, quality procedures, review processes and signoff.

Approach

The project sponsor and other key managers should agree the required contents of the requirements documentation, given their particular needs and circumstances.  This is best achieved in a simple meeting or workshop.  It may be performed at the same time as Process R200 - Agree appropriate processes.

The Application Implementation Processes Requirements segment processes can be used to explain the purpose and content of normal Application Implementation Processes deliverables.  This discussion should include the level of detail required and who should be consulted during the investigations.  It should also be agreed what the appropriate approach was to quality assurance, review, and sign off.

An agreed description of the deliverables, their contents and review procedures should be produced.  This will define the quality standard for the client organisation’s requirements documentation.  The list and other findings from this process would be reported in the Requirements Review report produced in Process R220.