(Image Reference – Image created using AI through ChatGPT)
Unaddressed gaps in functional requirement document is one of
the most common causes for failed IT (Information Technology) projects
(intended for Strategic Business Transformation). In this blogpost, I have
tried to highlight some points, which (if given consideration) may help in
improving capture and documentation of requirements for any major IT project.
These are: -
1. Story of Transformation is more about
the Organization and less about the Technology - "Information Technology"
implements “Information Management” as per "Information Design" for
any organization. Therefore, it may be noted that clarity in organizational
information design and in execution of this design (through information
management) are more important than underlying technology (which is merely a
tool to implement design through electronic means).
2. An Organization is a System of
Systems - It may be
helpful to express an organization as an institutionalized entity having
responsibility of pre-defined work to deliver (tasks with activities) with the
help of an organizational structure (organizational chart of designated
officials with respective responsibilities and associated authorities) and a
set of governing rules (for systematic operation of organization to deliver
work with institutional obligation to remain just, fair and transparent in
conduct). Thus, an organization may be viewed as a system having dependencies
on many (sub) systems.
3. Understanding the Information Design behind Organizational
Practice of Information Management - Information Design within an organization could be viewed
as a template for rule-based exchange of information across the organizational
structure intended to operationalize delivery of work (as expected from the
organization). Implementation of information design through information
management allows administration of information in such a way that appropriate
and authentic information is available within the organization in timely
manner.
4. Information Management is a
Specialized and Critical Service to drive Organizational Operations - Success of a "Functional
Requirement" document lies in representing information management as a
structured entity logically connected with organizational workflows, which are
executed by officiating officials (human resources working as per (usually)
hierarchical roles with defined authorities and responsibilities). Thus,
information is serviced to facilitate organization (through underneath
organizational structure) to work in accordance with the needs of intended
objectives.
5. Three Aspects to Organizational
Information - Three
broad aspects of information management within an organization could be
considered as - information capture, information flow and information storage.
6. Objectivity on Transformative
Information Technology Project is Important – Since any transformative information technology
project is essentially an organizational endeavour to change organizational
Information Design (usually) to support a mid-to-long term strategy (targeted
at operational changes with the motive of business prospects), it is important
to have objectivity embedded in the design of such a project.
It could be helpful to develop a ‘Mission
Paper’ (usually aligned to Organizational Vision) on Strategic Organizational
Transformation (including Strategy, Feasibility, AS-IS & TO-BE Guidance) to
make the objectives of endeavour clear, precise, tractable and measurable. The
‘Mission Paper’ could become input to project charter for the associated
transformative project(s).
7. Assess the Need for Engaging
Workforce on Transformational Endeavours – Try to assess understanding and existing capacity of
the workforce to take-on the transformational journey. Give heed to needs to educate
end-users and to bring them onboard into the project so that they get actively
engaged to become prospective performers in the TO-BE scenario implementation. Accommodate
requirements for holding sensitization sessions and discussion sessions with
end-users to build internal consensus on upcoming change. Precise understanding
of AS-IS Scenario & TO-BE Scenario (with respect to work, structure, rules
and information management) and understanding of intended organizational
benefits to get intended strategic benefits out of transformational endeavour
engages the workforce and at the same time wins credibility and trust of senior
management in the eyes of workforce.
8. Traverse all the Actors and Paths
in Work-Flow and associated Processes – Try to design Work-Flow for every entity (actor) under
organizational structure taking TO-BE Scenario in consideration (also include actors
at interfaces to the organization – (say) stakeholders outside the organization
- like customers / suppliers / prospective-candidates interested in joining the
organization / partner-institutions to an organization). Traverse all the
possible paths in every workflow. Diagrammatically represent Workflows
precisely highlighting the most important paths critical to delivery of prime
responsibility of the organization and highlighting associated paths addressing
quality concerns of the most important path(s).
9. Design of Wireframes Helps – With agreed workflows as input,
designing wireframes to ensure UI / UX (User Interface and User Experience)
helps reducing any confusion, any apprehension or any operational concerns in
the minds of user community (while operating under TO-BE scenario).
Expectations from new applications in the minds of decision makers also gets a
reality check while traversing through TO-BE wireframes. With approved
wireframes the application development team also feel confident about clarity
of requirements.
10. Include Monitoring and Control of
Information under TO-BE Scenario – It is good to incorporate requirements for monitoring and
control of information. While designing an Information-Management system
including reliable information capture, logical information flow, modular
information storage requirements incorporating authorized accessibility of
organizational information are important but monitoring organizational
information for availability, accuracy, completeness and with prompts for
finding related information (or provision for knowledge management) is equally
important.
11. Keep in Perspective the Next
Steps to follow after the Requirement Document – It is advisable to not to lose the
sight of end-to-end project while doing capture of requirements. It is much
better to keep the other teams and stakeholders on-boarded with the proceedings
during the capture of requirements.
Some expected upcoming activities
after ‘Requirements Document’ could be: -
a. Technology Design to support
finalized UI-UX design. Technology Design may include: -
i. Database Design
ii. Application Design (Development of Forms
& Reports, Incorporation of Business Logic - for Business Operations and
Business Analysis)
iii. Technical Architecture (Platform -
Technology Stack, Integration, AI Tools, Database Implementation).
iv. IT Infrastructure and Connectivity
Requirements.
v. IT Governance (including - Data
Retention Policy, Security Policy and Certifications, Quality and SLA,
Operation and Maintenance).
b. Cost Estimation: -
i. Make or Buy / Develop or Customize
considerations
ii. Procurement and Operationalization
costs
iii. Continuous Business Support
(Operation and Maintenance) for a suitable period of time.
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