Stakeholder Requirements Specification

Stakeholder Requirements Specification <<Project Name>>

Status Draft Monday, 2 March, 2020

Business Analysis (BAPL)

I m p r o v e | I n n o v a t e | D i g i t i s e

Business Analysts Pty Ltd copyright © 2012 www.business-analysis.com.au Template Version 1.1 II

Document Controls

Project Information

Organisation << Organisation Name >>

Project Sponsor << Project Sponsor >>

Project Name << Project Name >>

Project Number << Project ID >>

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• Contribute – had input into the creation of the document

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http://www.business-analysis.com.au/

Business Analysts Pty Ltd copyright © 2012 www.business-analysis.com.au Template Version 1.1 III

Stakeholder Review

The content of this document has been reviewed by:

Name & Role Title/Designation Approval Signature Date

Sign-off/Acceptance

The following people are responsible for signing off on the content of the document. Signatures may be

physical, via an email attached to the document or saved in an electronic format and referenced in the table

below.

Signatures constitute an acceptance and agreement of the document’s content.

Name & Role Title/Designation Approval Signature Date

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Business Analysts Pty Ltd copyright © 2012 www.business-analysis.com.au Template Version 1.1 IV

Table of Contents

Document Controls........................................................................... II

Stakeholder Review ............................................................................................................................. III

Sign-off/Acceptance ............................................................................................................................ III

1. Executive Summary .................................................................... 2

2. Introduction ............................................................................... 3

2.1. Purpose ...................................................................................................................................... 3

2.2. Definitions, Acronyms and Abbreviations .................................................................................... 3

2.3. References and Related Documents ............................................................................................ 3

2.4. Business Context ........................................................................................................................ 3

2.5. Anticipated Business Benefits/Outcomes .................................................................................... 3

2.6. Stakeholders and End Users ........................................................................................................ 4

2.7. Scope ......................................................................................................................................... 4

2.7.1. Inclusions ........................................................................................................................................ 4

2.7.2. Exclusions ....................................................................................................................................... 4

2.8. Assumptions............................................................................................................................... 4

2.9. Constraints ................................................................................................................................. 5

2.10. Dependencies ......................................................................................................................... 5

2.11. Risks and Issues ....................................................................................................................... 5

2.12. Requirements Framework ....................................................................................................... 6

2.13. Process Modelling Approach.................................................................................................... 6

3. Business Processes – AS IS......................................................... 8

3.1. Context Diagram ‘As is’ Process Group Name or Value Stream Name ........................................... 8

3.2. ‘As is’ Process Group Name or Value Stream Name.................................................................... 10

3.3. ‘As is’ Organisation Units .......................................................................................................... 10

3.4. ‘As is’ Process Model Process Group Name or Value Stream Name ............................................ 10

4. Processes – AS IS ..................................................................... 11

4.1. ’As is’ Process Name ................................................................................................................. 11

4.2. ‘As is’ Process Name ................................................................................................................. 12

4.3. ‘As is’ Data Classes .................................................................................................................... 13

5. Process Groups – TO BE ............................................................ 14

5.1. Context Diagram....................................................................................................................... 14

5.2. ‘To be’ Process Group Name or Value Stream Name .................................................................. 15

5.3. ‘To be’ Organisation Units ......................................................................................................... 15

6. Processes – TO BE .................................................................... 16

6.1. ‘To be’ Process Name ................................................................................................................ 16

6.2. ‘To be’ Process Name Requirements ......................................................................................... 17

6.3. ‘To be’ Process Name ................................................................................................................ 17

6.4. ‘To be’ Process Name Requirements ......................................................................................... 18

6.5. ‘To Be’ Data Classes .................................................................................................................. 19

Business Analysts Pty Ltd copyright © 2012 www.business-analysis.com.au Template Version 1.1 V

Appendix A – ................................................................................... 20

Table of Figures FIGURE 1 BUSINESS FUNCTION AND SYSTEM CONTEXT DIAGRAM ....................................................................................... 8 FIGURE 2 PROCESS HEIARCHY ................................................................................................................................................ 9

Table of Tables TABLE 1 - ACRONYMS ............................................................................................................................................................. 3 TABLE 2 - REFERENCES ........................................................................................................................................................... 3 TABLE 3 – STAKEHOLDERS AND END USERS .......................................................................................................................... 4 TABLE 4 – CONSTRAINTS ........................................................................................................................................................ 5 TABLE 5 - DEPENDENCIES ....................................................................................................................................................... 5 TABLE 6 – RISKS AND ISSUES .................................................................................................................................................. 5 TABLE 7 - AS IS PROCESS GROUP.......................................................................................................................................... 10 TABLE 8 - AS IS ORGANISATION UNITS ................................................................................................................................. 10 TABLE 9 - AS IS PROCESS DESCRIPTION ................................................................................................................................ 11 TABLE 10 - AS IS PROCESS TRIGGERS/ACTIVITIES ................................................................................................................ 12 TABLE 11 – AS IS PROCESS NAME DESCRIPTION .................................................................................................................. 12 TABLE 12 – AS IS PROCESS NAME TRIGGERS/ACTIVITES ..................................................................................................... 13 TABLE 13 – AS IS DATA CLASSES ........................................................................................................................................... 13 TABLE 14 - TO BE PROCESS GROUP ...................................................................................................................................... 15 TABLE 15 - TO BE ORGANISATION UNITS ............................................................................................................................. 15 TABLE 16 - TO BE PROCESS DESCRIPTION ............................................................................................................................ 16 TABLE 17 - TO BE PROCESS NAME TRIGGERS/ACTIVITIES.................................................................................................... 16 TABLE 18 – TO BE PROCESS NAME REQUIREMENTS............................................................................................................ 17 TABLE 19 - TO BE PROCESS NAME DESCRIPTION ................................................................................................................. 17 TABLE 20 - TO BE PROCESS NAME REQUIREMENTS ............................................................................................................ 18 TABLE 13 – TO BE DATA CLASSES ......................................................................................................................................... 19

Business Analysts Pty Ltd copyright © 2012 www.business-analysis.com.au Template Version 1.1 Page 1 of 21

Template Usage Guidelines

The text mentioned below is to be used as a reference guide while completing this document. Remove this section/page after completing/before-publishing this document.

a) The dark blue text represents help/instructional text in the template – please remove it from the final version and/or before publishing the document.

b) This template is designed to capture stakeholder requirements only. Detailed functional and non-functional requirements should be captured in the BAPL Functional Requirements Specification template.

c) When populating this template, consider value chains and design thinking (RFI level requirements).

d) Please do not remove any section(s) from this document unless otherwise specified.

e) Please do not leave any section blank.

f) Please ensure not to describe any System Design element(s) in this document.

g) Do not forget to update the table of contents figures and caption tables (Reference tab in MSWord) once the document is complete.

h) Introduce naming conventions as required for traceability purposes.

Naming Standards/Terminology

Requirement Category Naming Standard/Terminology

Stakeholder Requirement SR

User Story US

Other Naming Standards/Terminology

Item Category Naming

Standard/Terminology

Examples

Business Rule BR <Integer/Number> BR1, BR25, BR50

Use Case UC <Integer/Number> UC10, UC15, UC25

Use Case Diagram UCD <Integer/Number> UCD1, UCD5

Context Diagram CD <Integer/Number> CD2, CD5

Sequence Diagram SD <Integer/Number> SD10, SD15

Work Flow Diagram WFD <Integer/Number> WFD5, WFD7

Data Flow Diagram DFD <Integer/Number> DFD3, DFD10

Data Dictionary DD <Integer/Number> DD3, DD7, DD10


1. Executive Summary

Executive summaries should be written in plain English, avoiding technical language where possible.

• Provide a description and information about the current business need. State the Business need/problem explicitly. What is the impact of this problem on the business?

• Describe the current state, how the business currently operates, and any problems or enhancements

that will be addressed by the project.

• Describe who the audience the of the document is and the teams impacted– include details such as

team names/roles, if known, and their involvement in the current processes. Organisational/Business

Services structure can also be included where appropriate.

For example:

Operators within the Admin Processing Team are required to manually manipulate reports daily,

which takes between 1 and 2 hours.

• Outline the systems involved in the current business processes. Include system names and the specifics of their involvement with this project.

• Reveal any documentation in which this document should be read in conjunction, such a Vision documents, Business process model documents etc.

• Make a scope statement, including what is in and out of scope


2. Introduction

2.1. Purpose

The purpose of this document is to

Describe the purpose of this document within the context of the project.

i.e. The purpose of this document is to describe the current “as is” and future “to be” business processes and business requirements involved in the management of << Project Name >>.

This document will be used to identify business processes for potential automation, evaluate existing automated processes for improvement where appropriate and used as a basis for business requirements for new information solutions.

2.2. Definitions, Acronyms and Abbreviations

The acronyms, abbreviations and terms used within this document are defined in the following table.

TABLE 1 - ACRONYMS

Acronyms Definition

2.3. References and Related Documents

The references and related documents used within this document are contained in the following table.

TABLE 2 - REFERENCES

Document Name Document Type Location

Attach relevant documents as an appendix.

2.4. Business Context

Describe the business problem or opportunity

Provide a description and information about the current business need. State the Business need/problem

explicitly. What is the impact of this problem on the business?

2.5. Anticipated Business Benefits/Outcomes

Briefly state the expected end state benefits/outcomes that the Business wants to achieve through this project. Please ensure that the benefits mentioned in this section are a mix of both high level benefits and low level benefits. The benefits can include both qualitative and quantitative items.

As a rule of thumb, the anticipated benefits must be linked with the stated Business Goal/Objective.


2.6. Stakeholders and End Users

Stakeholders are the individuals or groups who have a vested interest in this project and whose interests

need to be considered throughout the project. This section lists the Stakeholders of the Application/Project for

which these Business requirements have been documented.

Identify the primary/key stakeholders impacted by the project. This can include business users, end users, sponsors, project team, other users indirectly impacted etc; also include a stakeholder map.

The following Stakeholders and End Users have been identified:

TABLE 3 – STAKEHOLDERS AND END USERS

Stakeholder Area of Business Impact

List the stakeholder Briefly mention the business area impacted

2.7. Scope

2.7.1. Inclusions

Describe the intended scope of the project or initiative.

The following Inclusions have been identified:

• Inclusion # 1

• Inclusion # 2

• Inclusion # 3

2.7.2. Exclusions

Detail what is not in scope and what opportunities have been intentionally not pursued for this project or initiative.

Exclusion are specified as follows:

• Exclusion # 1

• Exclusion # 2

• Exclusion # 3

2.8. Assumptions

Clearly detail all assumptions in relation to this document.

For example – It is assumed that ABC will continue to be the external provider of service XYZ.

The following Assumptions have been identified:

• Assumption # 1

• Assumption # 2

• Assumption # 3


2.9. Constraints

List the constraints that have been identified.

The following constraints have been identified:

TABLE 4 – CONSTRAINTS

Constraint Name Description Constraint Type Constraint Handler

List the constraint name

Add a brief description of the constraint

Indicate the constraint type as in for e.g. Regulatory, Statutory, Data Privacy, Code of Conduct etc.

Mention the required action; e.g. Abide with the constraint, provide solution, work around etc.

2.10. Dependencies

List the Requirement dependencies that have been identified. These could be dependencies on other projects, resources, people or business areas/functions.

The following dependencies have been identified:

TABLE 5 - DEPENDENCIES

Dependency Description Dependency Type Coordination Approach

List the dependency name

Add a brief description of the dependency

Are we dependent on other projects/ resources/ business functions?

OR

Are they dependent on us?

Or

Both?

What measures are in place to manage the dependency?

2.11. Risks and Issues

List any risks / issues that have been identified and are being actively managed. Include high-level risks and

issues rather than smaller day-to-day ones. All Project level risks & issues will be managed separately as part

of the Project Risk Register by the Project Manager.

The following requirement level risks/issues have been identified and will need to be managed to ensure the

project requirements are successfully delivered:

TABLE 6 – RISKS AND ISSUES

Risk / Issue Likelihood / Impact Mitigation Approach

List the risk/issue name What is the likelihood it will occur? If it does occur, how significant is the impact?

What mitigation approach will be used to manage the risk/issue?


Risk / Issue Likelihood / Impact Mitigation Approach

2.12. Requirements Framework

Describe the approach to requirements including the various requirements categories (business, stakeholder, solution, etc. that are covered in this document)

2.13. Process Modelling Approach

Detail the approach used to model the process and to document associated descriptions. Ensure you detail the level of process artefacts produced (e.g. Level 0-5) as outlined in the BAPL handbook.



3. Business Processes – AS IS

3.1. Context Diagram ‘As is’ Process Group Name or Value Stream Name

Insert a diagram showing either hierarchy with process groups, hierarchy with value streams or business function and system interactions

FIGURE 1 BUSINESS FUNCTION AND SYSTEM CONTEXT DIAGRAM


FIGURE 2 PROCESS HEIARCHY


3.2. ‘As is’ Process Group Name or Value Stream Name

Insert the process group or value stream diagram showing L3 processes

TABLE 7 - AS IS PROCESS GROUP

Process Group: < The name of the process should reflect the goal or outcome of the business

process>

Hierarchy: Name the category to which this process group belongs. Refer to process architecture

Definition: Succinctly describe the L2 process group. Refer to process architecture

Need: Describe the need for the process group

Inputs: What object is this process group transforming?

Outputs: What is the product of this process group?

Metrics • List the metrics produced by the process group: Revenue, Expense, Volume, Time Taken and Risk; and the Key Performance Indicators

Repeat for the remaining process groups

3.3. ‘As is’ Organisation Units

TABLE 8 - AS IS ORGANISATION UNITS

Actor Organisation Unit Position

Include the entire or subset of the organisation chart if applicable in place of the table above

3.4. ‘As is’ Process Model Process Group Name or Value Stream Name

Insert the process flow chart


4. Processes – AS IS

4.1. ’As is’ Process Name

Insert the diagram of L3 process showing L4 activities

TABLE 9 - AS IS PROCESS DESCRIPTION

Process: < The name of the process should reflect the goal or outcome of

the business process>

Description: Provide a brief overview of the process, including why it is done

Actors: What are the business roles that participate in the process? This should match the swim lanes and pools shown in the process diagram. e.g. Admin Officer

Preconditions: What state must exist before the process can start?

Post conditions: Describe the expected outcomes of the process

Policies / Regulations: • List the policies, legislation or other documents that directly impact this process

Business Rules: • List the business rules that affect the flow of the process e.g. authorisation, calculations

Information Model Elements: • List the major business information elements used in or produced by the business process

Metrics: • List the measures produced by the process as metrics and identify the Key Performance Indicators

Issues: • Describe the issues that exist with this process

Opportunities: • Describe any identified opportunities for improvement


TABLE 10 - AS IS PROCESS TRIGGERS/ACTIVITIES

Activity / Triggers Inputs How Activity is

Performed

Outputs Exceptions & Rules Tools, Templates &

Documents

4.2. ‘As is’ Process Name

Insert the diagram of L3 Process showing L4 Activities

TABLE 11 – AS IS PROCESS NAME DESCRIPTION

Process: < The name of the process should reflect the goal or outcome of the business process>











Issues: • Describe the issues that exist with this process

Opportunities: • Describe any identified opportunities for improvement

TABLE 12 – AS IS PROCESS NAME TRIGGERS/ACTIVITES

Activity / Triggers Inputs How Activity is Performed

Outputs Exceptions & Rules Tools, Templates & Documents

4.3. ‘As is’ Data Classes

Describe key data and analytics at an operational or class level (i.e. Incident Reports, Treatment Records, Transaction Records).

TABLE 13 – AS IS DATA CLASSES

Data/Process Name Type and Method of Data Collection Data Utilisation

List the process/activity name Describe the type and method of data collected What approach is used to manage/distribute the data?


5. Process Groups – TO BE

5.1. Context Diagram

Insert context diagram showing either hierarchy with process groups, hierarchy with value streams or process interaction. If this is the same as the As is, this section can be deleted


5.2. ‘To be’ Process Group Name or Value Stream Name

Insert the process group or value stream diagram showing L3 processes

TABLE 14 - TO BE PROCESS GROUP

Process Group: < The name of the process should reflect the goal or outcome of the business

process>

Hierarchy: Name the category to which this process group belongs. Refer to process architecture

Definition: Succinctly describe the L2 process group. Refer to process architecture

Need: Describe the need for the process group

Inputs: What object is this process group transforming?

Outputs: What is the product of this process group?

Metrics • List the metrics produced by the process group: Revenue, Expense, Volume, Time Taken and Risk; and the Key Performance Indicators

Repeat for the remaining process groups

5.3. ‘To be’ Organisation Units

TABLE 15 - TO BE ORGANISATION UNITS

Actor Organisation Unit Position

Include this section only if the to be org units are different from the as is


6. Processes – TO BE

6.1. ‘To be’ Process Name


TABLE 16 - TO BE PROCESS DESCRIPTION

Process: <The name of the process should reflect the goal or outcome of the

business process>









TABLE 17 - TO BE PROCESS NAME TRIGGERS/ACTIVITIES






6.2. ‘To be’ Process Name Requirements

TABLE 18 – TO BE PROCESS NAME REQUIREMENTS

Requirements Identifier Requirement Description

Priority Status Owner Process Activity Reference

6.3. ‘To be’ Process Name


TABLE 19 - TO BE PROCESS NAME DESCRIPTION












TABLE - TO BE PROCESS NAME TRIGGERS/ACTIVITIES



6.4. ‘To be’ Process Name Requirements

The table below lists out the Requirements for the process activates

TABLE 20 - TO BE PROCESS NAME REQUIREMENTS

Requirements Identifier Requirement Description Priority Status Owner Process Activity

Reference

If using the Requirement Traceability Matrix (RTM) then reference this page to the RTM

Repeat for the remaining activities under this process and additional processes under the process group


6.5. ‘To Be’ Data Classes

Describe key data and analytics at an operational or class level (i.e. Incident Reports, Treatment Records, Transaction Records).

TABLE 21 – TO BE DATA CLASSES

Data/Process Name Type and Method of Data Collection Data Utilisation

List the process/activity name Describe the type and method of data collected What approach is used to manage/distribute the data?


Appendix A –

Use appendices for extended detail, often supplied by the stakeholder as supplementary materials, such as:

• Document References

• Use Cases and Use Diagrams

• Process Models

• Business Level Process Models

• System Level Process Models

• Business Architecture

• Application Architecture

• Technical Architecture

• Data Requirements

• Conceptual Data Model

• Data Flow Diagrams

• Data Migration Needs

• Data Conversion/Cleansing Needs

• Data Volumes

• Data Backup/Retention and Archiving Needs

• Data Privacy Implications

• Data Dictionary

• Integration Requirements

• Integration with other Systems

• Requirement Traceability Matrix (RTM) - should only be a high-level framework at this stage