Requirements Gathering

Optimize requirements gathering to effectively serve the business.


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Your Challenge

  • IT receives the blame for any project shortcomings or failures.
  • Business needs get lost in the translation between the initial request and final output.
  • Inadequate solutions or cost overruns and dissatisfaction with IT.
  • IT is losing its credibility as stakeholders do not see the value and work around the process.
  • Late projects that tie up IT resources longer than planned, and cost overruns that come out of the IT budget.
  • Inconsistent project execution, leading to inconsistent outcomes.
  • Unnecessary technology purchase risks without a clear understanding of what the proposed solution must provide.

Onsite Workshop

Our Requirements Gathering research is designed to enable you to make yourself world class. We do this by:

  • Breaking down requirements gathering into digestible steps
  • Providing actionable instructions to complete each step
  • Providing all the tools and templates you need

We recommend that you do all the modules to improve your IT requirements gathering.

Module 1: Define the Current and Target State

The Purpose

  • Identify current and target state gaps in order to close them.
  • Identify optimal requirements gathering processes and control points.
  • Define key project levels.
  • Begin building requirements for a project of your choice.

Key Benefits Achieved

  • Defined requirements gathering metrics and target state.
  • Standardization and documentation of requirements gathering process and control points documentation.
  • Defined project levels, and control points for requirements gathering validation.
  • Practice initial scoping and stakeholder identification for a specific project.

Activities: Outputs:
1.1 Identify challenges
  • Workshop objectives
1.2 Define the target state
  • Maturity assessment and gap analysis
  • Target state requirements gathering process
  • Key requirements gathering metrics
1.3 Define project levels
  • Project level thresholds
  • Requirements gathering process control points
  • Stakeholder identification for the selected project
1.4 Begin the requirements gathering process
  • Project mind map

Included Resources

Powerpoint icon 30x30 Define the Current and Target State
Excel icon 30x30 Project Level Selection Tool
Excel icon 30x30 Requirements Gathering Maturity Assessment
Excel icon 30x30 Requirements Gathering Documentation Tool
Word icon 30x30 Requirements Gathering SOP

Module 2: Define the Elicitation Process

The Purpose

  • Understand the different elicitation techniques, when to use them, and practice matching techniques with stakeholders.
  • Use elicitation techniques to gather requirements using different frameworks, including building operating models, SIPOC-MC, and use cases.

Key Benefits Achieved

  • Elicitation techniques that are customized to stakeholder and project level.
  • Knowing when to use different techniques, and practicing them with the business.

Activities: Outputs:
2.1 Define elicitation techniques
  • Project elicitation schedule
2.2 Build the project operating model
  • Project operating model
2.3 Build SIPOC-MC
  • Project SIPOC-MC sub-processes
2.4 Build use cases
  • Project use cases

Included Resources

Powerpoint icon 30x30 Define the Elicitation Process

Module 3: Analyze and Validate Requirements

The Purpose

  • Practice writing good requirements and categorize these for use.
  • Prioritize requirements and use business process modeling as a presentation tool to gain approval from stakeholders.
  • Translate business requirements to technical requirements.

Key Benefits Achieved

  • Understanding and practice of the process of categorizing, prioritizing, and validating requirements for your selected project.
  • Practice translating business requirements to system requirements.

Activities: Outputs:
3.1 Categorize requirements
  • Categorization of requirements
3.2 Identify requirements prioritization policies
  • Prioritized project requirements
  • Project BPM
3.3 Define the control points and validation documentation
  • Completed requirements documentation template for the selected project
  • Approval of requirements documentation by business stakeholders
3.4 Define technical requirements and testing opportunities
  • Technical requirements for the project
  • Defined testing opportunities

Included Resources

Powerpoint icon 30x30 Analyze and Validate Requirements
Word icon 30x30 Requirements Documentation Template
Word icon 30x30 Testing Checklist

Module 4: Governance and Action Plan

The Purpose

  • Build a process for managing project change requests for project levels 1/2/3/4, and understand how to properly escalate project change requests.
  • Validate your requirements gathering process, and define requirements gathering process RACI.
  • Build a Requirements Gathering Steering Committee.
  • Build a communication and action plan for implementing changes to requirements gathering.

Key Benefits Achieved

  • Identified and validated change process for project requirements.
  • Validation of the overall requirements gathering process and RACI.
  • Defined governance processes for requirements gathering.
  • Effective communication about the change, and a timeline for implementing changes.

Activities: Outputs:
4.1 Manage changes to requirements
  • Change control process
  • Change escalation guidelines
4.2 Confirm your requirements gathering process
  • Requirements gathering process for levels 1/2/3/4
  • Requirements gathering process RACI
4.3 Build requirements gathering governance policy
  • RCSC charter
4.4 Build a communication and action plan
  • Stakeholder Power Map
  • Communication plan
  • Action plan

Included Resources

Powerpoint icon 30x30 Governance and Action Plan
Excel icon 30x30 Roadmap for Requirements Gathering Action Plan
Excel icon 30x30 Requirements Gathering Communication Tracking Template
Excel icon 30x30 Requirements Traceability Matrix

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Onsite Workshops offer an easy way to accelerate your project. If you are unable to do the project yourself, and a Guided Implementation isn’t enough, we offer low-cost onsite delivery of our Project Workshops. We take you through every phase of your project and ensure that you have a road map in place to complete your project successfully.

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Case Studies and Deliverables

Requirements Gathering Case Study of a Large State Agency

The IT department of a large state agency located in the western US suffered from a lack of strategic business alignment and consistent process management in the area of requirements gathering. The agency needed a practical approach to setting priorities, standardizing its processes, and identifying strategies to identify and fill resourcing gaps.


  • Missing comment
    Memduh Eroglu | 01-28-2015

    There is an error in document "04-Requirements-Gathering-Documentation-Tool.xlsx" in CALCs Sheet (cells N14 and O14). Formula should read "Won't Have" instead of "Must Have" in the second parameter in COUNTIFS function.
    Please note that the CALCs sheet is hidden. you have to unhide it to fix the error.

    • 432c05244a845caaca3b276adb15a11e comment
      Info-Tech Research Group | 01-28-2015

      Thank you for catching that error.
      I passed the Requirements Gathering Documentation Tool along to our Excel expert and he made the changes and uploaded the corrected version of the tool.

  • Missing comment
    Marco Guerrero | 07-01-2016

    There seems to be a gap between Module 2.4 Build Use Case to the next, Module 3.1 Categorize Gathered Requirements. Do you have a guide that shows the process on how to create requirements from the Use Case models?

    • 432c05244a845caaca3b276adb15a11e comment
      Info-Tech Research Group | 07-05-2016

      Thanks for your note Marco. This research addresses the overall business requirements gathering process. Actually building requirements for specific projects is covered extensively in our domain-specific research (for example, our blueprint on Customer Experience Management shows how to parse requirements for CRM or marketing projects). You can also find more on writing use cases in our Application Development research.

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Search Code: 58877
Published: June 28, 2013
Last Revised: May 16, 2014

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