spsummit - effective requirements gathering - october 2013
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Effective Requirements Gathering Workshops
Ruven Gotz – Director, Avanade
Ruven Gotz
@ruveng
spinsiders.com/ruveng
ruven.gotz@avanade.com
Effective Requirements Gathering Workshops
Ruven Gotz – Director, Avanade
© 2013 Ruven Gotz
What makes something a requirement?
We can do that for $10
© 2013 Ruven Gotz
We can do that for $1 Million
We require a jumbo solution to get to our destination
© 2013 Ruven Gotz
We require a jumbo solution to get to our destination
Sometimes, you do need this
© 2013 Ruven Gotz
It’s the destination that matters: The outcome
© 2013 Ruven Gotz
Kitchen sink projects
© 2013 Ruven Gotz
Your project will change over time
Unexpected things happen
More than half of “required” features never get used
Result of a kitchen sink project
© 2013 Ruven Gotz
Shift gears
© 2013 Ruven Gotz
SharePoint chicken & egg problem
© 2013 Ruven Gotz
Based on real-world experience
© 2013 Ruven Gotz
Take away: Tools YOU can use
© 2013 Ruven Gotz
© 2013 Ruven Gotz
Remaining Agenda
© 2013 Ruven Gotz
DON’T demo SharePoint
© 2013 Ruven Gotz
Initial discovery workshop
SharePoint Workshop
© Ruven Gotz 2013
Agenda
• About the Project , Our Team & Goals• SharePoint Overview • Department and Role• Document Collaboration• Document Storage and Search• Compliance, Records Management & Off-line• Questions
© Ruven Gotz 2013
About the Project, Our Team & Goals
About this Project• Determine the requirements and scope for a SharePoint
implementation at ABC Corp.
Our Team• Alison Andrews – Project Manager• Bob Baker – Technical Architect• Carol Conrad – SharePoint Analyst• Don Drummond – Infrastructure Analyst
Workshop Goals• Set expectations• Gather your input• Keep it to an hour (+ optional half-hour for further questions)
© Ruven Gotz 2013
SharePoint 2007 Overview
Collaboration
Portal
SearchEnterpriseContentManagement
BusinessProcess
andForms
BusinessIntelligence
Documents/tasks/calendars, blogs, wikis, e-mail integration, project management “lite,” Outlook integration, offline documents/lists Virtual Teams/Global Teams
Enterprise Portal template, Site Directory, My Sites, social networking, privacy control
Enterprise scalability, contextual relevance, rich search for people and business data
Integrated document management, records management, and Web content management with policies and workflow
OOB workflows, WF integration, rich and Web forms–based front-ends, LOB actions, pluggable SSO
Server-based Microsoft Office Excel®
spreadsheets and data visualization, Report Center, business intelligence Web Parts, KPIs/Dashboards
Platform ServicesWorkspaces, Mgmt,
Security, Storage,Topology, Site Model
© Ruven Gotz 2013
SharePoint 2010 Overview Ribbon UISharePoint WorkspaceSharePoint MobileOffice Client and Office Web App IntegrationStandards SupportIntranet, Extranet, Team Collaboration
Tagging, Tag Cloud, RatingsSocial BookmarkingBlogs and WikisMy SitesActivity FeedsProfiles and ExpertiseOrg Browser
Enterprise Content TypesMetadata and NavigationDocument SetsMulti-stage DispositionAudio and Video Content TypesRemote Blob StorageList EnhancementsOrganizing Information
Social RelevancePhonetic SearchNavigationFAST IntegrationEnhanced PipelineSearch
PerformancePoint ServicesExcel ServicesChart Web PartVisio ServicesWeb AnalyticsSQL Server IntegrationPowerPivotBusiness Intelligence
Business Connectivity ServicesInfoPath Form ServicesExternal ListsWorkflowSharePoint DesignerVisual StudioAPI EnhancementsREST/ATOM/RSSBuilding complex solutions on top of SharePoint
Communities
Search
Sites
Composites
ContentInsights
© Ruven Gotz 2013
Department and Role
Please introduce yourself:• Name• Department• What is your role within your department?• How do you interact with technology to do your job?• How does the current technology help you (or hinder
you) from doing your job?
© Ruven Gotz 2013
Document Collaboration
• Do you work on documents with others?• How do you collaborate (e-mail, shared drive) ?
• What document types do you create?• Which programs do you use?
• Do your documents require multiple reviews and edits? Is approval required?• How do you implement the required workflow?
• How do you get the final information out to the audience that needs it?• Do you publish PDF’s? • How are they distributed/posted?
© Ruven Gotz 2013
Document Storage and Search
• Can you find the documents that you need, when you need them?• Does your shared drive folder hierarchy work well?• How long does it take to find a document? At what point do
you give up?• When you create a document, do you know where it
should be saved?• Are documents saved in more than one location to ease
retrieval? • Does search work well?
• What features would you like to see in search that would make it better for you and your team.
© Ruven Gotz 2013
Compliance, Records Management & Off-line
• Do you have any regulatory requirements that you need to meet?• ISO 9000• Sarbanes-Oxley – Bill 198
• How are records management policies implemented?• Are there specific policies for document retention and
destruction.
• Do you have a need for off-line access?• Do you travel off-site for your work• Do you need to work when you are disconnected from the
network.
© Ruven Gotz 2013
Questions
© 2013 Ruven Gotz
NEW: Innovation Games
AKA: Collaborative Play
© 2013 Ruven Gotz
Cover story game
© 2013 Ruven Gotz
An example
© 2013 Ruven Gotz
Roadmap
© 2013 Ruven Gotz
OK to demo SharePoint
© 2013 Ruven Gotz
Same Page
Abstract
Concrete
© 2013 Ruven Gotz
Mind Mapping Demonstration
Back on track
© 2013 Ruven Gotz
Navigation workshops
© 2013 Ruven Gotz
Navigational Map
© 2013 Ruven Gotz
Document inventory workshops
© 2013 Ruven Gotz
Explain Metadata
© 2013 Ruven Gotz
Document Inventory Worksheet
© 2013 Ruven Gotz
Build the Taxonomy
© 2013 Ruven Gotz
Document Inventory Taxonomy Map
Wireframing Workshops
© 2013 Ruven Gotz
Balsamiq
© 2013 Ruven Gotz
Business Process Workshops
© 2013 Ruven Gotz
My Goals for You
Ruven Gotz@ruveng
spinsiders.com/ruveng
ruven.gotz@avanade.com
Tools Mentioned:- Mindjet MindManager- Balsamiq Mockups- BizAgi Entry Level- Microsoft Visio
Download sample files: http://bit.ly/sps-sample-files
Download this deck from slideshare.net/ruveng
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