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One way to gather buinsess requirements for a SharePoint Solution.
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One way to gather business requirements
Find out
what they wantso you can give them
what they need
Tamara Bredemus – Independent Consultant
Who am I?
Background – Business Education Liaison, Waitress, Business Analyst, Baker, Operations Supervisor, Actor, Process Improvement, Dog Mom, Bad Speller and SharePoint Junkie
Code-Free
Who am I?
Ignorance
Front of HouseOrder out of ChaosLazyBest Business Analyst Asset…
Requirement gathering(ish)
Case Study My Favorite TricksQuestions
What are we going to dofor an hour?
Ask
ListenBuild
Requirement Gathering(ish)
Ask
Know yourself AskBefore
Prepare for personalities
Before
Learn the lingo Before
Find experts Before
Survey Method
Interview Method
Shadow Method
Brainstorm Method
Determine meeting goal
Goal
Meeting
Share meeting goal Meeting
Gather tools Meeting
Gather tools Meeting
Gather tools Meeting
Gather tools Meeting
Gather tools Meeting
Ask
What to ask
What do you want to do?
Why?
Ask
What is the current
process?
Ask
Why?
What should we keep?
Ask
Why?
What should we change?
Ask
Why?
If you ruled the world, how would
it be done?
Ask
Why?
What did I forget to ask?
Ask
Who else should I talk to?
Ask
Documentation
Listen
Current processListe
n
Future processListe
n
Future processListe
n
Future processListe
n
Future processListe
n
Mock upListe
n
MatrixListe
nField Name Company List Type Contact List Type Tracking List TypeCompany Name X Text X Lookup X LookupCompany Branch X Text X Lookup X LookupForsythe Branch X Text X Text X Text
Call Type (Sales Activity) X
Choice - DropdownIndustry Event Presentation
VisitSold
Phone/Email
Date of Visit X DateTime spent X NumberContact X Text X LookupAddress X Text City X Text State X Text Zip X Text Email X Text
Phone Number (Receptionist Desk) X Text X Lookup
Office X Text Cell X Text Call Note X Multi Text
Notes Append Section X Multi Text
Branch Manager X
Follow-up Action Item X Multi Text
Follow-up Date X Date
Sold By Contact not Company X
Choice - Radio ButtonYesNo
Personal Facts of Contact (Contact Bio) X Mulit Text
Email may only be sent if it hasn’t been completed.
WF
Subscribe to Email List X
Choice - Radio ButtonYesNo
Build
Start Build
Create List Build
IT break IT
Changes to forms Build
Create workflows Build
Wait
Let users use it
Rinse & Repeat
Is system being used?
Ask
What works?
What is holding it back?
Why?
Rinse & Repeat
Document change requests
Listen
Why change requested
Benefit of change
Estimate time to make change
Rinse & Repeat
Make changes
Build
Review changes with user
Tweak changes
Wait
Case Study
I hate combining spreadsheets
Case StudyClien
t
Family owned company started in 1942Residential, commercial and industrial property appraisals
Over 40 branches around the countryApprox 60 Branch ManagersContinuous client contact
Case Study Issue
Combining information from 60 ManagersCut and paste into master spreadsheetDifferent formatsTyposCorruptedErased
10 hours per month for Executive Admin to just combine data
Case Study Why
Managers must meet client contact goals20 Visits3 Industry Events3 Presentations
Client contact is reviewed monthlySold accounts are compiled into report
Learn the lingo Before
Branch Manager = Sales person
Contact = Client ContactCall = Sales CallCall Type = Sales call category
Find experts Before
3 Branch ManagersBranch Managers enter call data
Head of MarketingLeads monthly review of calls with Branch Managers
Executive AssistantCompiles spreadsheets
Interview Method
Small Group InterviewBranch Managers remoteHead of Marketing & Executive Assistant in room
In today’s meeting we will:
1) Map the current Sales Tracking System.
2) Identify possible improvements for Sales Tracking System.
3) Agree on vocabulary.
Share meeting goalsMeetin
g
What do you want to do? Ask
Make sure client contact goals are met
Track sold accounts
What is the current process?
Ask
Branch Manager list client contacts in spreadsheet
Private
What is the current process?
Ask
Spreadsheet saved to shared drive or emailed to Executive Assistant
Private
What is the current process?
Ask
Executive Assistant compiles data from 60 spreadsheets
Name, Branch, Month
Date Company Contact Address Phone Email
est. number of orders per month
Date of 1st Order
January
30-JanWest Coast Mortgage Group (Axia Financial)
Jennifer Rogers 15 SE 82nd Street, Gladstone, OR
503-903-6369 ewest@wcmtg.ne 3 30-Jan
February
2/16/2009Prospect Mortgage Keith Collins20512 SW Roy Rogers Road, Suite 130, Sherwood, OR 97140
503-925-2264 keith.collins@pro
spectmtg.com52/16/2009
March None April
4/21/2009Oregon Community Credit Union Kevin Dolan
20655 SW Roy Rogers Rd, Sherwood, OR 97140
503-276-3404 kdolan@oregonc
ommunitycu.org 4/22/2009
4/23/2009Lighthouse Home Loans, Inc
Andrew Menegassi
29970 C SW Town Center Loop West, Wilsonville, OR 97070
503-582-8900 andrew.menegas
si@gmail.com? 4/23/2009
What is the current process?
Ask
Head of Marketing filters by date & reviews with Branch Manager
Private
AskWhat should we keep?
Columns on this spreadsheet
Private
AskWhat should we change?
Double entryPre-defined reportsMavericksEmailed spreadsheetsEveryone enter info in one spot
If you ruled the world, how would it be done?
What did I forget to ask?
Who else should I talk to?
AskDid not use
List MatrixListe
n
Map workflowsListe
n
EmailsReminder day beforeReminder day ofReminder day after
Views - CompanyListe
n
Company by alphaMy Companies
Views - ContactsListe
n
Contacts by companyMy ContactsContacts alpha
Views - CallsListe
n
Calls grouped by Branch Manager
Calls grouped by monthCalls grouped by typeSoldMy Calls
Mock upListe
n
BuildCompany list
BuildContact list
BuildCall list
BuildCall list
3rd Party Tool Build
3rd Party Tool Build
Change forms Build
Create views Build
Stay tuned for walk through
Create workflows Build
Create workflows Build
Create navigation page Build
Walk through
Rinse & Repeat Ask
Don’t use as desiredUse as spreadsheetReduced combining time by 90%
Rinse & Repeat Ask
Want to view notes from last callFind Calls by CompanyFind Calls by ContactView Company notes within call
Favorite
BA SitesLots of top 10 lists:
http://blogs.techrepublic.com.com/10things/?p=287Modern Analyst – Everything BA & SA, with a little PM on the sidehttp://www.modernanalyst.com/Home/tabid/36/Default.aspxAsk Honest Questionshttp://www.stickyminds.com/sitewide.asp?Function=edetail&ObjectType=COL&ObjectId=3264
FavoriteSP
SitesFree solutions - some client sidehttp://www.codeplex.com/End User SharePoint – Great videos and step-by-step instructionshttp://www.endusersharepoint.com/TechNet SharePoint Forum – Post questions & off er solutionshttp://social.technet.microsoft.com/Forums/en-US/category/sharepointPath to SharePoint – A blog with tips & best practices for end usershttp://blog.pathtosharepoint.com/Twitter@justsharepoint – tweets collection of SP tweets.
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