Hardware and Network Service

Level-III

Learning Guide-19
Unit of Competence: Gather Data on Business
Requirements
Module Title: Gathering Data on Business
Requirements

LG Code: ICT HNS3 LO4-LG-19

TTLM Code: ICT HNS3 MO4 TTLM 0220v2

LO 4: Submit analysis and gain

agreement
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 Instruction Sheet Learning Guide #19

This learning guide is developed to provide you the necessary information regarding the
following content coverage and topics:
 Preparing detailed document according to documentation standards and
organizational template
 Writing document
 Communicating with client on the gathered data
This guide will also assist you to attain the learning outcome stated in the cover page.
Specifically, upon completion of this Learning Guide, you will be able to:
 Detailed document according to documentation standards and organizational
templates are prepared
 Document in a style are written that is succinct and appropriate to the
audience
 Data gathered are communicated to client to gain consensus and agreement
on business requirements
Learning Instructions:
1. Read the specific objectives of this Learning Guide.
2. Follow the instructions described below 3 to 5.
3. Read the information written in the information “Sheet 1, Sheet 2 and Sheet 3”.
4. Accomplish the “Self-check 1, Self-check 2 and Self-check 3” in page 4, 9 and 13
respectively.
5. If you earned a satisfactory evaluation from the “Self-check” proceed to “to next
learning guide”

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 Preparing detailed document according to documentation
Information Sheet-1
standards and organizational template

Report findings

The contents and degree of detail for a Requirements Report will vary
depending on the size and scope of a project, but a Requirements Report is
generally an informal document that can be easily understood by the customer.
The report may contain only business requirements, or it may extend to technical
requirements and a feasibility study. Your organisation will often provide a
template for requirements documentation.

The purpose of the Requirements Report is to communicate and confirm the

requirements. The next section describes the purpose of the different sections of
the report.

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 Self-Check -1 Written Test

Directions: Answer all the questions listed below. Use the Answer sheet provided in
the next page:

1. What is Requirements Report(3 points)

2. What is the purpose of the Requirements Report (3 points)

Note: Satisfactory rating – Above 3 points Unsatisfactory - below 3 points

You can ask you teacher for the copy of the correct answers.

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 Answer Sheet

1. What is Requirements Report(3 points)

2. What is the purpose of the Requirements Report (3 points)

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 Information Sheet-2 Writing document

The requirements report

There are many templates available for writing a Requirements Report. This
section looks at one possible report layout. Here are some examples of
alternative report layouts:

Note: This resource discusses gathering data for business requirements

only. The report template described here covers a wider context than just
business requirements.

The following headings may be used in a Requirements Report:

 Introduction  Information domain

 System description  Project costs
 Functional requirements  Benefits
 Non-functional requirements  Other project specific topics

Table 1: The table below summarizes what each heading contains.

Requirements definition report elements

Introduction Purpose

Scope

Definitions

Overview of document

Systems description Overall system

Sub systems

Operating environment

Functional requirements Logical view

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 Physical view

Non-functional requirements Performance

Quality

Business rules

Information domain Data definitions

Structure

Project costs Analysis

Software development

Hardware and network

Benefits Tangible

Intangible

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These headings are described in detail below.

Introduction
The introduction defines the purpose of the document with a summary of the
entire document.

The introduction should describe the scope of the system—i.e. what functions
the system will implement.

System Description

This describes top-level functions of the system and the system environment.
Diagrams (e.g. Use Cases and Context Diagrams) can be used to model the
system and interactions with its environment.

For example, if the system is a website, you could include a top level storyboard
to demonstrate the main functions to the client.

Functional Requirements
The functional requirements define the services that the system provides.
Examples of mandatory (“must”) and desirable (“may”) functional requirements
might be:
 The system Must associate non-stock purchases of raw materials to a specified
customer order
 The system Must associate design work as well as production work to customer
special orders
 The system Must provide a users’ guide for products
 The system Must capture customer details online
 The system May have password protection for a members only section
 The system May track the completion status of customer special orders
 Case diagrams, Data Flow diagrams and State chart diagrams are common
techniques used to describe the system’s functions.

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 Self-Check -2 Written Test

Directions: Answer all the questions listed below. Use the Answer sheet provided in
the next page:

1. Introduction includes___________.(2 points)

A. Purpose C. Scope

B. Definitions D. All

2. Systems description includes___________.(2 points)

A. Sub systems C. Scope

B. Definitions D. All

3. Functional requirements includes___________.(2 points)

A. Sub systems C. Definitions

B. Logical view D. Scope

4. Analysis is found in _____________ report element.(2 points)

A. Project costs C. Systems description
B. Benefits D. Introduction
5. Benefits can be intangible? (2 points)
A. TRUE
B. False

1. What are functional requirements? (2 points)

Note: Satisfactory rating – Above 5 points Unsatisfactory - below 5 points

You can ask you teacher for the copy of the correct answers.

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 Answer Sheet

Multiple Choices

1. ________

2. ________

3. ________

4. ________

5. ________

1. What are functional requirements? (2 points)

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Information Sheet- 3 Communicating with client on the gathered data

Communicating with the client important and worthwhile things you can do, both for
yourself, and for your clients. It is the best way to build and improve your client-
agency relationship.
It’s how you turn one-time clients into recurring clients. It is what makes you grow
your business and create a satisfaction on your customer.
It enables you to
 regularly interact with your client
 help you educate your client on what you do
 it keeps both you and your client accountable
 Transparency is a lot easier
How to communicate with client on gathered data
 Determine what type of report you want to present
First things first: choose what type of client report you want to create. Your
choice depends on what your client’s expectations are and what kind of
information you wish to communicate.
 Understand the audience’s needs
Next, take a moment to understand who you’re creating the report
for. Knowing your audience will help determine which datasets the reader
considers most important, and what angle to take in presenting those
data.
Apart from your client, your report may be passed around to members of
the organization’s upper, middle or line management, as well as other
departments.
 Plan the data to be presented
Next, decide what type of data you want to present. This will set the
parameters of your report, and lead to a clear and cohesive document.
Examples of data types include:
 Factual information
 Analyses and correlations (i.e., relationships)

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  Recommendations and justification for further action
 Conclusions from an investigation
 Feasibility studies
Knowing what type of data you want to present in your report makes it
easier to decide how to visualize it. Stick to facts as much as possible
 Write clear and sharp content
Be concise and sharp with your writing. Remember, your client may not
have time to read a long report. Go straight to the point and use
unambiguous language, keeping technical jargon to a minimum. If you
can’t help but write long sections of text, break paragraphs apart with
headings and subheadings.
You can also use bullet points to help your client quickly see crucial
information in the report. Better yet, consider using more visuals and less
text. For instance, you can use a pie chart to visualize percentages and
proportional data.
 Contextualize statistics and figures
Numbers and statistics are unavoidable in most client reports. To help
your client understand what the numbers mean in your report, try to
answer these questions:
 “What does this number mean?”
 “Why should the client care?”
Without any context, numbers and statistics are hard to remember and
have little meaning. So whenever you need to communicate large
numbers, try to connect this with the big picture
 Wow the reader with data visualization
Presenting data visually through charts, graphs, and diagrams enable the
reader to quickly understand complex concepts and grasp new patterns.
 Don’t forget the “Now what?”
As mentioned earlier, your client report must be actionable. Any data you
present must lead to insights that clients can use or learn from.

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 Self-Check -3 Written Test

Directions: Answer all the questions listed below. Use the Answer sheet provided in
the next page:

1. How should you communicate with client on gathered data? (8 Points)

Note: Satisfactory rating – Above 4 points Unsatisfactory - below 4 points

You can ask you teacher for the copy of the correct answers.

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 Answer sheet

1. How should you communicate with client on gathered data? (8 Points)

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