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How can you effectively document and track project requirements throughout the project lifecycle?

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Project requirements are the foundation of any software project. They define what the project aims to achieve, how it will be done, and what criteria will be used to measure its success. However, requirements are not static. They can change, evolve, or emerge throughout the project lifecycle due to various factors, such as user feedback, market trends, technical challenges, or stakeholder expectations. Therefore, it is crucial to document and track project requirements effectively, to ensure that the project delivers value and meets the needs of the customers and the business. In this article, we will discuss some best practices and tools for documenting and tracking project requirements throughout the project lifecycle.

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1 Define the scope

The first step to document and track project requirements is to define the scope of the project. The scope is the boundary of what the project will and will not cover, and it helps to align the expectations of the project team, the stakeholders, and the users. To define the scope, you need to identify the project goals, objectives, deliverables, features, functions, and constraints. You can use various techniques, such as brainstorming, interviews, surveys, workshops, or prototyping, to elicit the scope from the relevant sources. You can also use a scope statement, a scope baseline, or a scope matrix to document the scope clearly and concisely.

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Wang Ying Teh

Analista de Teste e QA | CSD? | PBB? | Analista de Projetos | Scrum Master | Analista de Requisitos | CSPO?
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Em geral eu utilizo de entrevistas e prototipagem. E quando o ator tem alguma dificuldade de entendimento, tentar utilizar outros recursos, diagramas ou fluxogramas. E quando é uma melhoria de algum sistema já existente, eu acho muito importante navegar, testar em funcionalidades semelhantes, para a minha melhor compreens?o do que está sendo pedido. Em alguns clientes, eles entendem que funcionalidades já existentes n?o devam ser afetadas, mas às vezes eles se esquecem de explicitar ou exemplificar estas situa??es. é importante documentar mesmo o que o cliente acha óbvio, implícito, para formalizar o que de fato está ou n?o no escopo.

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Wang Ying Teh

Analista de Teste e QA | CSD? | PBB? | Analista de Projetos | Scrum Master | Analista de Requisitos | CSPO?
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Item essencial para se iniciar os trabalhos de elecita??o de requisitos. A parte do planejamento, definir os stakeholders, saber as expectativas de entregas, prazo para o uso dos usuários, se há restri??es no projeto. Eu já atuei em uma fábrica onde se definia um "RoadMap" e outros documentos de apoio, onde se tem uma melhor visibilidade do projeto, tanto para os usuários mas também para a equipe de desenvolvimento e testes.

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2 Prioritize the requirements

The next step to document and track project requirements is to prioritize them. Prioritization helps to determine which requirements are more important, urgent, or valuable than others, and to allocate the resources and time accordingly. Prioritization also helps to manage the changes and risks that may affect the project requirements. To prioritize the requirements, you need to evaluate them based on various criteria, such as business value, customer satisfaction, technical feasibility, cost, risk, or dependency. You can use various methods, such as MoSCoW, Kano, or value-based prioritization, to rank the requirements according to their priority level.

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Andrew Kendris, PMP, CSM

Governance, Risk & Compliance | Project Management Professional
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Backlog grooming is a great way for agile teams to determine what development work to tackle in the next sprint. The product owner would gather the feedback from end users to understand what deliverables offer the greatest value and that helps the development team understand where they should put their attention. I’ve learned that a prioritized backlog takes away the guess work of what to work on next.

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Wang Ying Teh

Analista de Teste e QA | CSD? | PBB? | Analista de Projetos | Scrum Master | Analista de Requisitos | CSPO?
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Na prioriza??o de requisitos, em geral come?o pelas dependências. Itens que s?o pré requisitos de outros requisitos em geral s?o priorizados. Em seguida a satisfa??o e o que o cliente demandar.

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3 Specify the requirements

The third step to document and track project requirements is to specify them. Specification is the process of describing the requirements in detail, using clear, concise, and consistent language. Specification also helps to verify and validate the requirements, to ensure that they are complete, correct, testable, and traceable. To specify the requirements, you need to use various formats, such as user stories, use cases, scenarios, or specifications by example, to express the requirements from different perspectives and levels of abstraction. You can also use various diagrams, such as flowcharts, wireframes, or UML diagrams, to illustrate the requirements visually.

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4 Manage the changes

The fourth step to document and track project requirements is to manage the changes that may occur during the project lifecycle. Changes are inevitable in any software project, and they can have positive or negative impacts on the project requirements. Therefore, it is essential to have a change management process, to control and monitor the changes and their effects on the project. To manage the changes, you need to have a change request system, to record and evaluate the change requests from various sources. You also need to have a change control board, to approve or reject the change requests based on their impact and priority. You also need to have a change log, to document and communicate the changes and their status.

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Josephine Deyo

Turning bottlenecks into breakthroughs. I specialize in process improvement and workflow optimization, creating SOPs and strategic systems to streamline operations, boost productivity, and scale your business—chaos-free.
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Managing changes in software projects offers several benefits. One very important thing in any regulated industries implementing new software is Compliance! It is crucial that the change control board has a a streamlined review process of ensuring that the request is compliant with the federal or state standards and regulations.

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5 Track the progress

The fifth step to document and track project requirements is to track the progress of the project against the requirements. Tracking the progress helps to measure the performance, quality, and value of the project, and to identify and resolve any issues or deviations from the requirements. To track the progress, you need to have a requirements traceability matrix, to link the requirements to the project deliverables, activities, and tests. You also need to have a requirements status report, to report the status of the requirements, such as completed, in progress, or pending. You also need to have a requirements dashboard, to display the key metrics and indicators of the requirements, such as scope, schedule, cost, quality, or risk.

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Saumya Dey PMP? CPD?, Cloud Advocate

Automation -Global Delivery Lead @IBM ,Program Manager, Cloud Advocate ,IBM Certified Senior Manager, Certified Project Director@IPM, PMP? #mentorship, #interviewpreparation, #Project Management,#Facilitator,#Coaching,
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Always use the RTM -requirement traceability Matrix as a best practice.Update your backlogs dynamically.This will give you confidence as a project manager to manage and track requirements

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6 Review the feedback

The sixth and final step to document and track project requirements is to review the feedback from the users, customers, and stakeholders. Feedback is a valuable source of information and insight, that can help to improve the project requirements and the project outcome. Feedback can also help to validate the requirements, to ensure that they meet the expectations and needs of the users and the business. To review the feedback, you need to have a feedback collection system, to gather and analyze the feedback from various channels, such as surveys, interviews, reviews, or usability tests. You also need to have a feedback action plan, to implement and document the feedback actions, such as changes, enhancements, or corrections.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you effectively document and track project requirements throughout the project lifecycle?

1

2

3

4

5

6

7

1 Define the scope

2 Prioritize the requirements

3 Specify the requirements

4 Manage the changes

5 Track the progress

6 Review the feedback

7 Here’s what else to consider

Software Project Management

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How can you effectively document and track project requirements throughout the project lifecycle?

1

2

3

4

5

6

7

1 Define the scope

2 Prioritize the requirements

3 Specify the requirements

4 Manage the changes

5 Track the progress

6 Review the feedback

7 Here’s what else to consider

Software Project Management

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