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 >>
Contact for Enquires and Proposed Changes
If you have any questions regarding the information in this document or suggestions for improving the document, please forward details to Business Analysis (BAPL) at the following contact point:
Email: [email protected]
Website: www.business-analysis.com.au
Phone: 1300 33 11 64
Version History
Version Date Nature of Amendment Changed By
Contributors, Reviewers and Signatories
The following people were involved in finalising the document:
• Contribute – had input into the creation of the document
• Distribute – receives the document as a courtesy/for information only
• Review – receives the document in order to review and provide feedback
• Endorse – responsible for endorsing/approving the document
Name & Role Contribute Distribute Review Endorse
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
Copyright © Business Analysts Pty Ltd 2012
Copyright © Business Analysts Pty Ltd 2012. Copyright protects this publication. Except for purposes permitted by the Copyright Act, reproduction by whatever means is prohibited without the prior registration
and written permission of Business Analysts Pty Ltd. Inquiries should be addressed to [email protected]. Do not remove this copyright statement.
Copyright © This document has been licensed to <<Organisation Name>>. It must not be copied or
reproduced in any way whatsoever outside of <<Organisation Name>> without the authority of Business Analysts Pty Ltd. This document is uncontrolled when printed. An electronic database manages and stores the controlled version.
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Business Analysis (BAPL) does not guarantee or warrants the results obtained while using this document and
conducting business analysis activities. Usage of this document is strictly under the proviso that the user takes all responsibility for the document outcomes.
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
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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
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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
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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
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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.
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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
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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?
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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.
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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
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FIGURE 2 PROCESS HEIARCHY
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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
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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
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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>
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
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Process: < The name of the process should reflect the goal or outcome of 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 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?
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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
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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
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6. Processes – TO BE
6.1. ‘To be’ Process Name
Insert the diagram of L3 Process showing L4 Activities
TABLE 16 - TO BE 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
TABLE 17 - TO BE PROCESS NAME TRIGGERS/ACTIVITIES
Activity / Triggers Inputs How Activity is Performed
Outputs Exceptions & Rules Tools, Templates & Documents
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Activity / Triggers Inputs How Activity is Performed
Outputs Exceptions & Rules Tools, Templates & Documents
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
Insert the diagram of L3 Process showing L4 Activities
TABLE 19 - TO BE PROCESS NAME 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
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Process: < The name of the process should reflect the goal or outcome of the business process>
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
TABLE - TO BE PROCESS NAME TRIGGERS/ACTIVITIES
Activity / Triggers Inputs How Activity is Performed
Outputs Exceptions & Rules Tools, Templates & Documents
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
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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?
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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