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How can you manage stakeholder expectations when defining system requirements for aviation systems?

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Defining system requirements for aviation systems is a complex and challenging task that involves multiple stakeholders with different needs, expectations, and perspectives. Stakeholders can include customers, users, regulators, suppliers, developers, and managers, among others. How can you manage stakeholder expectations when defining system requirements for aviation systems? Here are some tips and best practices to help you achieve this goal.

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Alex Both

Systems Engineering Professor
Mehmet Ali KIPCAK

Lead Software Architect | Technology Lead

1 Identify and engage stakeholders

The first step is to identify who are the relevant stakeholders for your aviation system and what are their roles, interests, and influence. You can use various techniques, such as stakeholder analysis, interviews, surveys, or workshops, to gather this information. Then, you need to engage the stakeholders throughout the requirements engineering process, by establishing regular communication, feedback, and validation mechanisms. This way, you can ensure that the stakeholders are informed, involved, and satisfied with the system requirements.

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Mehmet Ali KIPCAK

Lead Software Architect | Technology Lead
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There was one thing that was important to me: always thinking positively and empathetically. People do not always behave rationally or predictably. They may have personal agendas and emotions to consider. Understanding why stakeholders behave can help you develop even more effective collaboration. This enables a productive relationship. Regular consultation is also an important behaviour for clarity and direction. It is important to ensure that the requirements are agreed upon and that the solution is acceptable before the actual delivery.

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Aakash Rathore

Aircraft Systems Engineer | Consultant | eVTOL Architect | Scrum Master | AI Enthusiast
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The first step is to identify and prioritise stakeholders appropriately as per the impact analysis results. This is not a one-time process but more of an iterative one during the conceptual phase and hence all the aspects like safety, criticality, cost, regulations, etc. shall be kept into consideration with every iteration. Followed by refining their needs and validating it all with an active collaboration through a rigorous validation process. After the validation, from the systems development perspective, the needs should be prioritised accordingly and then clear and concise requirements should be elicited from them, further initiating the development phase.

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2 Define and prioritize requirements

The next step is to define and prioritize the system requirements based on the stakeholder needs and expectations. You can use various techniques, such as use cases, scenarios, user stories, or functional analysis, to elicit and specify the system requirements. You should also consider the non-functional requirements, such as performance, reliability, safety, security, or usability, that affect the quality of the system. Then, you need to prioritize the requirements based on their importance, urgency, and feasibility. You can use various techniques, such as MoSCoW, pairwise comparison, or value-based analysis, to rank the requirements.

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3 Manage and control changes

The third step is to manage and control the changes that may occur in the system requirements due to various factors, such as changing stakeholder needs, market conditions, technical constraints, or regulatory requirements. You need to establish a change management process that defines how to identify, evaluate, approve, and implement changes in the system requirements. You also need to maintain a traceability matrix that links the system requirements to the stakeholder needs, the system design, the system testing, and the system verification and validation. This way, you can ensure that the changes are consistent, coherent, and compliant with the system requirements.

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Aakash Rathore

Aircraft Systems Engineer | Consultant | eVTOL Architect | Scrum Master | AI Enthusiast
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Change control starts with defining a proper Change Management Plan and a process to implement that plan. With clear roles and responsibilities defined for the active stakeholders/collaborators. It should be evident, unambiguously, the criteria of initiating a change process and the same for concluding one with all the necessary developments and deliverables. Also, a proper process should be laid down to communicate the changes and their impacts, to different engineering teams in order for everyone to be aligned and see the refined bigger picture.

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4 Document and communicate requirements

The final step is to document and communicate the system requirements to the stakeholders and the system development team. You need to use a clear, concise, and consistent language and format to document the system requirements. You can use various techniques, such as natural language, structured text, diagrams, or models, to represent the system requirements. You also need to use various techniques, such as reviews, inspections, walkthroughs, or demonstrations, to communicate and verify the system requirements with the stakeholders and the system development team. This way, you can ensure that the system requirements are understood, agreed, and accepted by all parties.

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5 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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Alex Both

Systems Engineering Professor
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There is a need to assess how the initial concept (based on stakeholder requirements) does not raise new constraints that were not envisaged during the requirements definition. The SE process calls for the validation of requirements based on a preliminary design but that tends to not identify validation failures against non-existing requirements. Therefore, stakeholders need to be actively involved in re-assessing the implementation as early as possible to identify such missing requirements.

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Aakash Rathore

Aircraft Systems Engineer | Consultant | eVTOL Architect | Scrum Master | AI Enthusiast
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Stakeholder Management is a key activity pre-development or conceptual phase and hence should be carried out with the utmost seriousness and clarity as the results of this will lay down the basis of the developmental phase. The efficiency of this lies within, active collaboration, plans, processes, impact analysis, quality communication, and last but not least good decision-making.

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How can you manage stakeholder expectations when defining system requirements for aviation systems?

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1 Identify and engage stakeholders

2 Define and prioritize requirements

3 Manage and control changes

4 Document and communicate requirements

5 Here’s what else to consider

Systems Engineering

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How can you manage stakeholder expectations when defining system requirements for aviation systems?

1

2

3

4

5

1 Identify and engage stakeholders

2 Define and prioritize requirements

3 Manage and control changes

4 Document and communicate requirements

5 Here’s what else to consider

Systems Engineering

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