Foundations of a Great Project: Business Requirements

In the world of project management, getting the foundations right is crucial for the success of any project. Following on from the business case, the next essential step is producing a detailed definition of requirements, commonly known as the Business Requirements Document (BRD).

This document serves as a blueprint for the project, outlining what the business expects the solution to achieve.

What Should a Business Requirements Document Contain?

A comprehensive BRD typically includes the following sections:

1. Project Description: This section provides an overview of the project, including its objectives, goals, and the problem it aims to solve. It sets the context for the entire document.
2. Statement of Scope: Here, the scope of the project is defined, detailing what is included and what is excluded. This helps in setting clear boundaries and expectations.
3. Functional Requirements: These are the specific features and functionalities that the project must deliver. They describe what the system should do and how it should behave. Examples of functional requirements include:
   • Static Data: The system must provide functionality to record static data on customers of the organisation.
   • Data Entry: The system must provide forms for users to enter data.
   • Reporting: The system must generate reports based on user input and data analysis.
4. Non-Functional Requirements: These requirements define the quality attributes of the system, such as performance, security, and usability. They ensure that the system meets certain standards and criteria. Examples of non-functional requirements include:
   • Performance: The system must respond to user actions within two seconds.
   • Security: The system must encrypt all sensitive data.
   • Usability: The system must be easy to navigate and use for all levels of staff.

Defining Business Requirements: Different Approaches

There are various ways to define business requirements, each with its own advantages and best practices. Here are a few commonly used methods:

1. User Stories (Agile): In Agile methodologies, requirements are often defined using user stories. These are short, simple descriptions of a feature from the perspective of the end-user. They follow a format like “As a [user], I want [feature] so that [benefit].” User stories are flexible and can be easily adjusted as the project evolves. For example:
   • User Story: As a customer, I want to be able to track my order status so that I can know when my order will arrive.
2. MoSCoW Method: This method categorises requirements into four groups: Must have, Should have, Could have, and Won’t have. It helps in prioritising requirements based on their importance and urgency. This approach ensures that critical requirements are addressed first, while less important ones can be deferred or omitted. For example:
   • Must have: The system must allow users to log in.
   • Should have: The system should provide a search functionality.
   • Could have: The system could offer personalised recommendations.
   • Won’t have: The system won’t support multiple languages in the initial release.
3. Use Cases: Use cases describe how users will interact with the system to achieve specific goals. They provide detailed scenarios and steps, helping to identify functional requirements and potential issues. For example:
   • Use Case: A user logs into the system, navigates to the order tracking page, and views the status of their order.

Paul’s Top Tip

When I draft a BRD, that is going to be used by external providers as part of an RFP, I will use a tabular format and always include two columns on the right. The first column will be for the service provider / vendor to indicate their level of compliance with the requirement. Typically the options will be ‘Yes’, ‘No’ and ‘Partial’. The second column will be for the vendor to provide comments, particularly where the answer is No or Partial.

I also prefer to use Excel rather than Word for a BRD, because it allows me to easily copy and paste each vendor response into a consolidated sheet for ease of comparing responses

Benefits of a Detailed BRD

Producing a detailed BRD offers several benefits. It provides a clear understanding of the project’s requirements, helping stakeholders make informed decisions. It also mitigates the risk of project failure by ensuring that all aspects of the project are thoroughly analysed and planned. Additionally, the BRD acts as a reference point throughout the project, helping to keep it on track and within scope.

Conclusion

In conclusion, laying the foundations with a detailed BRD is essential for any successful project. It serves as a blueprint, providing a clear understanding of what needs to be achieved. By adopting this approach, organisations can ensure that their projects are well-planned, realistic, and aligned with their strategic objectives.

---

Are you ready to take your project management to the next level? Start by crafting a detailed Business Requirements Document that lays the foundation for success.

If you’d like to use one of my well tried templates then contact me by leaving a comment below or by completing the Contact form.

Remember, a robust BRD is the key to turning your vision into victory. Let’s make your next project a triumph!

Paul Every
Assurify Consulting, Jersey