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How do you manage software requirements and changes in a complex information system?

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Managing software requirements and changes is a challenging task for any information system, especially when it involves multiple stakeholders, dependencies, and constraints. In this article, you will learn some best practices and tools to help you define, analyze, prioritize, communicate, and control software requirements and changes in a complex information system.

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1 Define software requirements

Software requirements are the specifications of what the information system should do, how it should perform, and what constraints it should meet. To define software requirements, you need to understand the needs and expectations of the users, customers, and other stakeholders of the information system. You can use various techniques, such as interviews, surveys, workshops, scenarios, use cases, user stories, and prototypes, to elicit and document software requirements. You should also follow some standards and guidelines, such as IEEE 830 or ISO/IEC/IEEE 29148, to ensure the quality and consistency of software requirements.

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2 Analyze software requirements

Software requirements analysis is the process of verifying, validating, and refining software requirements to ensure they are clear, complete, consistent, feasible, testable, and traceable. To analyze software requirements, you need to check for errors, ambiguities, gaps, conflicts, and redundancies in the software requirements documents. You can use various techniques, such as reviews, inspections, walkthroughs, prototyping, modeling, simulation, and testing, to analyze software requirements. You should also use some tools, such as requirement management software, diagramming software, or modeling software, to help you organize, visualize, and manipulate software requirements.

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Heather Noggle

I integrate people, process, and technology. Cybersecurity Workforce | SMB Cybersecurity | Software Requirements | Data Integration | Speaker | Writer | Systems Thinker
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Gentle absurdity also teases out some boundaries and new requirements. Build a story out of what you know and add some mildly absurd assumptions around what seems to be missing. The users and stakeholders will usually correct you and fill in the gaps. Anything thrown out there for discussion but left unaddressed goes in an assumptions section that can be refuted and annotated on a later iteration. The flow of the requirements matters, too - can you as the narrator of the story you're building understand what's happening here, or are there obvious missing pieces when you look at the inputs, magic, and outputs of each piece of the story?

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Zeke Rutman-Allen
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I strongly agree with the idea in Heather Noggle's response that understanding what the end user is aiming to accomplish is critical. Besides teasing out the focused stories that make sense to end users and are atomically decomposable by technical teams, being able to speak to why a particular feature or function is important is critical for a team to work at velocity. As part of communicating back with users what is going to be delivered, some simple tools like an "is / is not" can really help bridge gaps with conversation to avoid any misconceptions (or just misses) between what someone thought would be built vs what is actually being built.

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3 Prioritize software requirements

Software requirements prioritization is the process of ranking software requirements according to their importance, urgency, value, risk, or dependency. To prioritize software requirements, you need to consider the goals and constraints of the information system, the preferences and feedback of the stakeholders, and the resources and schedule of the project. You can use various techniques, such as MoSCoW, Kano, AHP, or WSJF, to prioritize software requirements. You should also use some tools, such as prioritization matrices, decision trees, or scoring systems, to help you compare and evaluate software requirements.

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Paulette Delcourt

Ex-Google??Deliver High-Value Customer Programs??Navigate Complex Environments With Ease??Pursue Creatively Elegant Solutions
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In order to determine the priority of a requirement, it’s important for stakeholders to first agree on the value metrics that align with the project’s objectives. These metrics will be applied via a calculation designed to ensure that the highest impact, lowest effort work is completed first. In cases where business priorities change to adapt to market conditions, a multiplier can be applied to the calculation.

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4 Communicate software requirements

Software requirements communication is the process of sharing and exchanging software requirements information among the stakeholders of the information system. To communicate software requirements, you need to use appropriate methods, formats, and channels to convey the software requirements to different audiences, such as developers, testers, managers, customers, or users. You can use various techniques, such as presentations, reports, diagrams, models, or prototypes, to communicate software requirements. You should also use some tools, such as collaboration software, document management software, or communication software, to help you store, distribute, and update software requirements.

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5 Control software requirements changes

Software requirements changes are the modifications or additions of software requirements due to new or changing needs, expectations, or constraints of the information system. To control software requirements changes, you need to establish and follow a change management process that defines how to identify, evaluate, approve, implement, and monitor software requirements changes. You can use various techniques, such as change requests, impact analysis, change boards, or change logs, to control software requirements changes. You should also use some tools, such as configuration management software, version control software, or change management software, to help you track, manage, and document software requirements changes.

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Tom Tomasovic

Freelance Instructor/Trainer | Business Analysis, Data Analytics | "I enjoy helping BAs do their job better!"
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While change is disruptive and not necessarily encouraged in a predictive (waterfall) environment, change is expected and welcomed in an agile environment. That does not mean agile development is “requirement anarchy.” Changes must still be managed in an orderly fashion. However, there is likely less need for formality in an agile environment, since change should always be closer to the ongoing work, and communication between stakeholders and developers should accomplish much of what might be needed as part of a formal change process in a predictive environment.

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6 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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Debashis Banerjee

President & CEO, Board Member, worked in the Technology, Investment banking, Asset Management, Insurance, Management consulting, Enterprise risk, Author, Speaker - UK, USA, India, Leading Stealth Start-up
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Understand and develop the business requirements, and FSD. Talk to all stakeholders - including product owners, business, and technology people to clarify the requirements and technical specs. Perform the impact analysis of the new developments and changes, talk to respective people, and finalize the document. Ensure that you follow change management policies. You need to talk to all stakeholders and move into the design and construction phase. You can use agile, iterative, etc. methodologies in the development process. In the development phase, you need to perform several tests to assess the integration, accuracy, robustness, and functionality. All the touchpoints of the software development process have to be tested before it goes live.

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How do you manage software requirements and changes in a complex information system?

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6

1 Define software requirements

2 Analyze software requirements

3 Prioritize software requirements

4 Communicate software requirements

5 Control software requirements changes

6 Here’s what else to consider

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How do you manage software requirements and changes in a complex information system?

1

2

3

4

5

6

1 Define software requirements

2 Analyze software requirements

3 Prioritize software requirements

4 Communicate software requirements

5 Control software requirements changes

6 Here’s what else to consider

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