PJM 6005 – Project Scope Management

Collect Requirements

Dr. Farhad Eizakshiri, PMP., PMI-ACP

Week 2 | Winter 2023

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Agenda

❑ Requirement's’ Definition

❑ Different types of Requirement

❑ Collect requirement process and its ITTO

❑ Kahoot Practice Quiz

❑ To-do-things for Week 2

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What is “Requirement”?

A Requirement is …. a condition or capability

that must be met or possessed by a system,
product, service, result, or component to satisfy
a contract, standard, specification, or other
formally imposed document.

Requirements include the quantified and

documented needs, wants, and expectation of
the sponsor, customer, and other stakeholders”
(p.437).

In plain English, requirements describe the

characteristics of the project's end product…
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Types of “Requirements”

ACTIVITY1: 10MIN
1. Visit www.socrative.com
• Visit Socrative. Find 2. Go to Login>Student Login.
your Group number. 3. Room name: MGMT0000
• Define the assigned
requirements’ type.

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Types of “Requirements”

Ref: BA Times

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Types of “Requirements”

ACTIVITY2: 9MIN
• Visit Socrative. Consider this 1. Visit www.socrative.com
project: Manufacturing 500 2. Go to Login>Student Login.
folding tables for wedding 3. Room name: MGMT0000
receptions.

• Write 3 examples of imaginary

requirements according to the
assigned requirements’ type to
your group: 7
 Inaccurate Requirements

❑ Clearly stated requirements

are listed as one of the top
reasons a project is
successful.

❑ According to PMI, 37% of all

organizations reported inaccur
ate requirements as the
primary reason for project
failure.

❑ 50-70 % of projects fail due to

poorly stated requirements 8
Inaccurate Requirements
Spending time to clearly and concisely describe the
requirements and manage them throughout the project life
cycle will:
❑Increase project success,
❑Improve customer satisfaction,
❑Limit rework,
❑Improve product quality,
❑Trace functionality to customer needs, and
❑Make change manageable.
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SMART Requirements
What How to Say It…

S Specific Describe a key feature or characteristic.

Identify which stakeholder(s) will perform the requirement.

M Measurable Include a number, quantity, percentage, etc.

A Achievable Not always described in the requirements statement.

Ask “has this ever been done before?”

R Realistic This is not always written.

“Realistic” refers to the balance between the time,
resources, and effort required to fulfill the requirement.
Ask “can we do this with the money and time available?”

T Timely Include a date or timeframe (i.e., “within 90 days).

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Collect Requirements Process

Collect Requirements is the

process of determining, documenting,
and managing stakeholder needs
and requirements to meet project
objectives.

The key benefit of this process is

that it provides the basis for defining
and managing the project scope.

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Collect Requirements Process

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Questions on Collect Requirements process

ACTIVITY3: 10MIN
• Visit Socrative. Find your 1. Visit www.socrative.com
group number. 2. Go to Login>Student Login.
• Read the question assigned 3. Room name: MGMT0000
to your group and answer it.

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Data gathering techniques

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Data gathering techniques - Brainstorming
Brainstorming Generates & collect Multiple ideas related
to project and product requirements

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Data gathering techniques - Focus Group

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Data gathering techniques - Benchmarking

Benchmarking is comparing ones

business processes and performance
metrics to industry bests and best
practices from other companies.

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Data Analysis - Document analysis

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Decision making
1) Group Decision
Making Techniques is
often used to assess
multiple alternatives!
2) Multi-criteria decision
Analysis is a technique that
uses decision matrix to
provide a systematic analytical
approach for establishing
criteria, such as risk levels,
uncertainty, and valuation, to
evaluate and rank many ideas. 19
Decision making - MoSCoW Prioritization

MoSCoW as a prioritization
method is used to decide
which requirements to
complete first, which must
come later and which to
exclude.

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Data Representation
❑ Affinity diagram
▪ Affinity diagram organizes a
large number of ideas into their
natural relationships.

❑ Idea/mind mapping
▪ Idea/mind mapping is not a new
technique in project
management. It is a technique
that is used to collect and
consolidate ideas created
through brainstorming sessions
with the team members. 21
Interpersonal and team skill
These are tools and techniques which require interpersonal and team-related skills in
order to carry them out, and usually have some sort of moderator or facilitator.

Nominal group technique–This takes the ideas that were generated in the
brainstorming process and then ranks them based on a voting process. There are 3 steps
to the process:
1. A question or problem is posted to the group. Each person generates ideas
related to that question or problem and writes them down.
2. The moderator collects the ideas generated in step 1 and writes them on
whiteboard and discuss them with entire group.
3. Individuals vote to prioritize the ideas usually using a scale of 1-5. The votes
are tallied and the highest scoring ideas are selected.
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Interpersonal and team skill
Observation/conversation–one way to generate ideas on a proposed new
product or service is to observe individuals using the current product or
service and see how they perform their jobs and carry out processes.

Facilitation–these are focused sessions that bring key stakeholders

together to define product requirements.
PM use facilitated workshop to get stakeholders from different areas to
understand others’ points-of-view

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Prototype

A prototype is an
early sample, model,
or release of a product
built to test a concept
or process or to act as
a thing to be
replicated or learned
from.

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Context diagram

Context Diagram shows

the system under
consideration as a single
high-level process and
then shows the
relationship that the
system has with other
external entities (systems,
organizational groups,
external data stores).
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PMP Sample question

You are managing a project to set up a large coffee shop in town.

You know that your stakeholders have very different opinions,
and while collecting their requirements, you want to helping
them to get to consensus. Which tool and technique will best
serve you in this situation?
1. Visit www.socrative.com
A. Focus Group
B. Facilitated Workshop 2. Go to Login>Student
C. Brainstorming Login.
D. Nominal Group Technique 3. Room name: MGMT0000
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PMP Sample question

You are managing project to set up a large coffee shop in town. You know that your
stakeholders have various opinions, and while collecting your requirements, you want to try
to draw them nearer to consensus. Which tool and technique will best serve you in this
situation?

A. Focus Group
B. Facilitated Workshop
C. Brainstorming
D. Nominal Group Technique

B. Facilitated Workshop You should run a facilitated workshop. Facilitated workshop

gets folks to better understand other stakeholders’ points-of-view, which helps build
consensus. 27
Requirements Documentation
Once the Collect Requirements
process is completed, all the
requirements are put into a
single document.
This document defines, in
measurable terms, how the
project will meet the business
need identified in the initiation
process. It also prioritizes the
requirements into three
categories: 28
Requirements Traceability Matrix

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Let’s play KAHOOT!

Visit Kahoot.it
Or install Kahoot app

Put the game pin.

W2 Discussion (Week 2) : 3pts

- Respond to the questions on Collect Requirements

❑ Post at least one primary response no later than Saturday at

11:59PM EST

❑ Post at least two of your secondary responses to other

students’ discussions no later than Tuesday at 11:59PM EST

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Group Assignment#1 (Week 2) : 5pts

Team charter

Choose 1 team member to submit W2 group assignment to W2

Team assignment folder -

Deadline: 24th OF Jan (11:59 EST)

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W3 – To_do_things: Ind. Assignment#2 : Preventing
Scope Creep: 5pts
Complete the LinkedIn Learning course Preventing Scope Creep
• Task: Once you have completed the LinkedIn learning course, write down
a one-page summary of the key learnings and takeaways from the course
USING YOUR OWN WORDS (Turnitin score should be below 15%). Don’t
forget the title page.

• Here is my suggested format: title page + summary page + "screenshot of

your certificate" page.

• Due date: 31th of Jan, 11:59pm EST

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Overview of the assignments for PJM6005

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