The Importance of Key-User in Problem Description

In software development and implementation, the correct description of the problem is a determining factor in the project's success. Many IT failures do not occur due to the team's lack of technical capacity but rather because the problem that the software must solve has not been correctly identified and documented.

Clear Problem Identification

Before starting any development, it is essential to answer fundamental questions:

• What is the real problem that needs to be solved?
• What are the impacts of the current problem?
• Who are the affected users, and how do they currently operate?
• What are the expected results of solving this problem?

Often, customers or end users present requests that seem to be direct needs but are suggested solutions without an in-depth analysis of the real problem. It is up to the business analyst or the person responsible for gathering requirements to understand and validate this need before starting development.

The Need for a Functionality

A business need must always justify a new functionality. This means that each feature developed must have a clear and measurable purpose. Some critical questions include:

Does this feature solve a real problem or does it just add complexity to the system?

Does the user really need this feature or can it be replaced by an existing process?

Is there a return on investment (ROI) for this feature?

In addition, each feature must be specified clearly and objectively, using methodologies such as User Stories, Use Cases or Flow Diagrams.

Considerations of Execution Times

Another point that is often overlooked is the execution time of the processes within the software. Some systems require operations at specific times, such as closing the cash register, processing nightly reports, or executing tasks during maintenance windows. Ignoring this issue can generate problems such as:

• Concurrency conflicts between processes
• System overload during peak hours
• Need for automatic server scaling
• Delays or failures in the generation of critical information

Therefore, clearly defining when and how each feature will be executed is essential to ensuring the system's efficiency and reliability.

Legal and Regulatory Requirements

Failure to comply with legal requirements can completely render software unfeasible. Some areas are susceptible to this aspect, such as:

• Finance: accounting standards, LGPD (General Data Protection Law), SOX (Sarbanes-Oxley), PCI DSS (for payments)
• Health: electronic medical records must follow regulations such as HIPAA in the US or local standards in each country
• Government: tax requirements, issuing of electronic invoices, audits, and accountability

Each project must involve professionals who are familiar with these regulations, ensuring the solution complies with all requirements.

Example of Complete Flow

To illustrate, let's look at a realistic case of implementing a corporate expense reimbursement system.

1. Problem Identification

The company has identified that its employees face difficulties when requesting reimbursements. The current process requires manual form filling out, printing, and physical approval, resulting in delays and errors.

2. Defining the Need

The central need is to digitize the reimbursement process, allowing employees to submit requests via the app and managers to approve them electronically.

3. Defining the Requirements

a) Employees must be able to attach receipts and fill out expense details;

b) The system must automatically validate whether the expense is within company policy;

c) Managers must be able to approve or reject the request;

d) The finance team must have access to detailed reports;

e) Automatic accounting must be integrated with the company's ERP;

4. Consideration of Execution Times

a) Requests can be submitted at any time;

b) Approvals must occur within business hours;

c) Payments are processed at 6:00 p.m. each business day;

5. Legal Requirements

a) As tax legislation requires, The system must store expense receipts for at least 5 years;

b) It must be LGPD compliant, ensuring only authorized individuals can access the data;

6. Development and Implementation Execution

a) Requirements gathering with end users and stakeholders.

b) Iterative development using agile methodology.

c) Functionality and legal compliance testing.

d) User training.

e) Gradual implementation and post-implementation monitoring.

The Role of the Key User

For this process to be successful, the Key User must play an active role in defining the problem and validating solutions. This professional must have in-depth knowledge of the company's internal processes and understand the technical and legal requirements applicable to the system.

He needs to be the bridge between the IT team and end users, ensuring that needs are correctly translated into technical specifications.

Conclusion

A correct problem description is the basis for efficient software development. A poorly performed problem assessment can lead to inefficient systems, rework, and wasted resources. Ensuring that the problem is well understood and documented from the beginning increases the project's chances of success significantly.