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Requirements Workshop Tools & Templates - Requirements Quest

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Requirements Workshop Tools & Templates - Requirements QuestQuest,Tools,tools

Requirements Workshop Tools & Templates

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     Tools & Templates

    Copyright Notice

    This instructional material is copyrighted by

    Requirements Quest, Inc.,

    ?d.b.a. Requirements Quest, 2011.

    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 contact:

    ?Requirements Quest

    4230 East Towne Blvd. #299

    Madison, WI 53704

    Phone: (608) 850-6377

    Fax: (608) 850-6387

    E-mail: inquire@requirementsquest.com Web: http://www.requirementsquest.com

    ?2 Copyright ? 2011 Requirements Quest. All rights reserved.

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    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 1.0

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     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 terms, 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?

5. Prepare the participants.

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    Tools & Templates

    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. Reserve conference room.

    b. Reserve necessary presentation equipment.

    c. Identify food and/or refreshment catering needs.

    d. Obtain driving directions to the facility if necessary.

11. Prepare visual aids.

    a. Purpose Statement.

    b. Agenda.

    c. Ground Rules.

    d. Issues.

    e. Parking Lot.

    f. Other visuals appropriate to the specific deliverables or outcomes.

    g. Workshop Evaluation Form.

    Refer to Workshop Evaluation for an example template.

12. Send out the workshop invitation.

13. Conduct a successful workshop! ;

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     Tools & Templates

Defining the Workshop Purpose

Purpose why the workshop is to occur.

     For example, the purpose of this workshop is to

    identify user roles related to the incoming mail

    process.

     Scope what will be included and excluded.

     For example, the scope of this workshop includes

    the user roles that are external sources of

    incoming mail. Objective what is to be accomplished.

     For example, Model the user roles affected by the

    project.

     Deliverable what tangible work product

    is to come out of the workshop.

     For example, Context Diagram with the Incoming

    Mail Process as the system boundary.

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    Tools & Templates

    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 and excluded?

Objective:

    What is to be accomplished?

Deliverable:

    What tangible work product is to come out of the workshop?

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     Tools & Templates

Workshop Purpose Statement (Deliverable)

    Name:

Sponsor:

    Who determined the members/participants had to meet? Who is most interested in the outcome?

Members/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 madesuch as voting or other means?

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    Stakeholder Profiling

    Stakeholder Profile Template:

    Stakeholder Name Area of Business Role and Responsibilities

    Topic of Expertise

Stakeholder Survey Template:

    Area of Business Little Some Proficient Expert

    Topic of Expertise

    1 2 3

    Stakeholder Assessment Template:

    Area of Business

    Topic of Expertise

    Stakeholder

    Name 1 1 2 3 Stakeholder

    Name 2

    Stakeholder

    Name 3

    Stakeholder

    Name 4

    Stakeholder

    Name 5

    Stakeholder

    Name 6

    ?Copyright ? 2011 Requirements Quest. All rights reserved. 9 Stakeholder

     Name …n

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     Tools & Templates

Agenda Worksheet

Workshop Purpose:

    The purpose of this workshop

    is to… (summarize the expected outcome)

    so that… (identify how the requirements deliverables will support the project objective).

    Location: Date: Time:

Participants: Role:

Participant Meeting Preparation:

Information or Materials to Bring:

    Workshop Start: Time Allocation: Welcome and Introductions Review the workshop purpose statement Present the agenda Explain the ground rules Executive kick-off Workshop Process (Activities): Time Allocation: Expected Outcome: 1. 2. 3. (insert additional rows as needed) Workshop Finish: Time Allocation: Review workshop accomplishments Identify next steps Review and assign open items Evaluate the workshop

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