Collect Requirements is the process of determining, documenting, and managing stakeholder needs and requirements to meet objectives. You need to write down all of your project and product requirements with enough detail so that you can effectively manage project activities measure your team’s progress. Requirements documentation and requirements traceability matrix are the two primary outputs of the Collect Requirements process.

Requirements documentation describes how individual requirements meet the business need for the project. Baselined requirements described in requirements documentation must be unambiguous, traceable, complete, consistent, and agreed to by key stakeholders. The format, length, and level of detail of the requirements document must be tailored to the selected project approach, organizational requirements, and the needs of the project team.

The requirements traceability matrix is a grid that links product requirements from their origin to the deliverables that satisfy them. It helps ensure that each requirement adds business value, provides a means to track requirements throughout the project life cycle, and gives a structure for managing changes to the product scope.

Create Collect Requirements Tasks

A separate Project Management folder can be used to manage project management activities (as opposed to project work). In the Project Management folder, create the Collect requirements task with two subtasks corresponding to the outputs of the Collect Requirements process: Develop requirements documentation and Develop requirements traceability matrix.

Provide instructions in the task and subtask description on how to collect requirements and develop the documents.

Collaborate with your team on collecting requirements and creating the requirements documents using task chat functionality. For example, you can assign comments and mention team members.

Normally, a business analyst will work on gathering requirements for the project under the supervision the project manager responsible for making sure that the needs of the key stakeholders are met. So the Collect Requirements process requires close interaction between the stakeholders, the project manager, and the analyst.

Stakeholder interviews, focus groups, questionnaires and surveys may needed to be organized in order to elicit, analyze, and record requirements in enough detail to be included in the scope baseline. Requirements may start out at a high level and become progressively more detailed as more information about the requirements is known.

When collecting requirements, you will also probably draw from a number of external documents, such as:

  • Agreements
  • Business plans
  • Process flows
  • Marketing literature
  • Use cases

There are two ways of adding attachments in Task view:

Uploading or dropping files on the left side uploads them to the task as normal. Attachments uploaded on the left side will only be visible in the ‘Attachments’ section (left side) of the task.

Dropping files on the right side inserts them into the comment editor. Here, you can comment about the attachment.

Your attachments in comments will still appear in the main ‘Attachments’ section on the left side of a task. Usually, we attach files to comments directly. This allows you to add detail and context to the file, rather than just posting it in the task where it can get lost in the conversation.

Once approved, requirements will be managed as part of integrated change control.

Create Requirements Docs

In the Docs section, create the Requirements Documentation and Requirements Traceability Matrix documents. Provide document structure and content manually, paste the content from an MS Word or MS Excel document (ClickUp will do its best to transform the content into the ClickUp format) or create the docs from a company template (organizational process assets).

There is no universally accepted format for requirements documentation. The format of the requirements document may range from a simple to highly elaborate depending on the circumstances.

Requirements can be classified into different types, such as business requirements, stakeholder requirements, and solution requirements. Regardless of the approach taken, the requirements document needs to list all of the functional (e.g., new features, bug fixes) and nonfunctional (e.g., performance, reliability) requirements of your product.

Data representation techniques that can be used for this document may include affinity diagrams and mind mapping. A context diagram is a convenient way to visually depict the product scope. It show inputs to the business system, the actor(s) providing the input, the outputs from the business system, and the actor(s) receiving the output. Another popular scope visualization technique is storyboarding, commonly used on agile and other software development projects.

The requirements traceability matrix is a grid that links product requirements from their origin to the deliverables that satisfy them. It shows where the requirements come from, where they get implemented, and how they get verified. Requirements traced may include business needs, WBS deliverables, and solution design.

Attributes used in the requirements traceability matrix may include:

  • Unique identifier
  • Description of the requirement
  • Rationale for inclusion
  • Acceptance criteria
  • Owner
  • Source
  • Priority
  • Version
  • Current status
  • Status date

ClickUp’s collaboration features ensure everyone in your workspace is able to comment, edit, and work on docs at the same time, without any overlap. When someone else is editing, you see their live cursor typing. You’re also able to edit at the same time, just like Google Docs. You can add a contributor to a doc or designate a team member as the author.

In addition, comments are one of ClickUp’s most powerful tools for collaboration. Assign a comment if it requires effort from anyone on your team. This creates a new required item for the assignee to complete before the task can be closed.

Share Project Charter Doc

A project charter can be shred with:

  • Project sponsor(s): the person who formally authorizes the existence of a project and provides the project manager with the authority to apply organizational resources to project activities
  • Project management team: the members of the project team who are directly involved in project management activities
  • Project team: a set of individuals performing the work of the project to achieve its objectives

Here are your sharing options:

  • Everyone in the workspace (does not include guests)
  • Specific people and teams, including guests
  • People you invite to your workspace while sharing a doc
  • Specific tasks or locations

You can also:

  • Export a doc
  • Share publicly
  • Copy the Internal link to share it with your team

You can also use similar sharing options with individual pages:

  • With workspace members using the internal link
  • Export the page
  • Share publicly

Pages always inherit permissions from the doc they live in.

When sharing with specific people, you can set their permissions.

Leave a Reply

Your email address will not be published.