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1.4.1 - Phase 1: Elicit Requirements

Interactive Audio Lesson

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Identifying Stakeholders

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Teacher
Teacher

Today, we're going to dive into the first crucial step in our project: identifying stakeholders. Stakeholders are anyone who is affected by or can affect the project outcomes. Can anyone name some potential stakeholders for our grocery system?

Student 1
Student 1

Customers, obviously. They will be the ones using the system.

Student 2
Student 2

Don't forget the staff at the grocery store; they need to manage orders.

Teacher
Teacher

Excellent! Customers and store staff are key. What about delivery personnel and the administrative team?

Student 3
Student 3

Right! All of them provide different insights into what the requirements might be.

Teacher
Teacher

Exactly! Remember the acronym RACI—this helps to clarify who is Responsible, Accountable, Consulted, and Informed. Let's keep that in mind as we progress in this phase.

Conducting Mock Interviews

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Teacher
Teacher

Next up is conducting mock interviews. Why do we want to simulate these interviews?

Student 4
Student 4

To practice asking the right questions, and to prepare for real stakeholder interactions!

Teacher
Teacher

Great point! What kinds of questions do you think we should ask?

Student 1
Student 1

We should start with what features they want in the grocery system.

Student 2
Student 2

And also, what challenges they face with current ordering processes!

Teacher
Teacher

Exactly! When preparing for interviews, think about open-ended questions to gather in-depth insights. It's essential to document our findings clearly, so we don't miss anything.

Creating the Stakeholder Matrix

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Teacher
Teacher

We're now on to creating a stakeholder matrix. Who can summarize what a stakeholder matrix helps us do?

Student 3
Student 3

It helps outline the roles and responsibilities of each stakeholder! It provides everyone clarity.

Teacher
Teacher

That's right! Including the RACI aspects in our matrix aids in delineating roles further. Who could provide an example of how this works?

Student 4
Student 4

If a store staff member is responsible for order management, they would be labeled as 'R' for responsible in the matrix.

Teacher
Teacher

Excellent! By using this structured approach, we'll have a clear reference throughout the project. This clarity helps reduce confusion later.

Introduction & Overview

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Quick Overview

Phase 1 focuses on gathering requirements from stakeholders for the Online Grocery Ordering System project.

Standard

In this phase, students will learn to identify key stakeholders, conduct mock interviews or prepare personas, and create a stakeholder matrix. The outcomes will be essential documents that summarize stakeholder roles and requirements, setting the foundation for the subsequent phases of the project.

Detailed

Detailed Summary

Elicit Requirements is the essential initial phase of the capstone project for creating an Online Grocery Ordering System. The prime aim of this phase is to gather, clarify, and document requirements by engaging with stakeholders.

Key Concepts:

  • Identifying Stakeholders: It’s crucial to pinpoint all parties involved, such as customers, store staff, and delivery teams. For effective analysis, understanding the various roles allows the Business Analyst (BA) to gather comprehensive requirements.
  • Conducting Mock Interviews or Preparing Stakeholder Personas: Students will need to perform 2-3 mock interviews or develop stakeholder personas to simulate initial communication with stakeholders. This practice helps develop skills in asking pertinent questions and understanding different perspectives.
  • Creating a Stakeholder Matrix: A stakeholder matrix, including a Responsibility Assignment Matrix (RACI), is vital for clarifying roles and responsibilities:
  • RACI: Responsible, Accountable, Consulted, and Informed, ensures clarity in team dynamics.

Deliverables:

The logical conclusion of this phase results in essential documentation that includes:
- Stakeholder List & Roles
- Interview Notes / Persona Profiles
- Stakeholder Requirement Summary

Through this phase, learners will establish a solid groundwork for understanding who the project will serve, the expectations from each role, and the initial outline of requirements needed to drive further development.

Audio Book

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Identifying Stakeholders

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● Identify stakeholders (e.g., customers, store staff, delivery team, admin)

Detailed Explanation

Identifying stakeholders is crucial in the requirement elicitation phase. Stakeholders are individuals or groups that have an interest in the project, such as customers who will use the system, store staff who manage the products, the delivery team responsible for fulfilling orders, and administrative personnel overseeing operations. By identifying all potential stakeholders, a business analyst can ensure that all perspectives and needs are considered during the project.

Examples & Analogies

Think of a restaurant opening. The stakeholders would include the chef (who prepares the food), waitstaff (who serve the customers), suppliers (who provide ingredients), and customers (who will dine in). Each group has different needs which must be gathered to ensure the restaurant’s success.

Conducting Mock Interviews or Preparing Stakeholder Personas

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● Conduct 2–3 mock interviews or prepare stakeholder personas

Detailed Explanation

Mock interviews are a practical way to practice gathering requirements by simulating conversations with stakeholders. These can help the business analyst refine their questioning techniques and clarify stakeholder needs. Alternatively, stakeholder personas can be created—these are fictional characters representing different user types to help the team visualize user needs and preferences. Both techniques serve to deepen understanding of the requirements to be collected.

Examples & Analogies

Imagine you’re planning a vacation. You might do mock interviews with your friends to find out what activities they want or create personas for different types of travelers (the adventure seeker vs. the relaxation lover) to ensure everyone’s needs are considered in the travel plan.

Creating a Stakeholder Matrix

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● Create a stakeholder matrix (with RACI if possible)

Detailed Explanation

A stakeholder matrix is used to organize and clarify the roles and responsibilities of each stakeholder in relation to the project. RACI stands for Responsible, Accountable, Consulted, and Informed. By using a RACI chart, the business analyst can outline who is responsible for each requirement, who is accountable for its success, who needs to be consulted, and who should be kept informed. This helps prevent confusion and miscommunication during the project.

Examples & Analogies

Consider a sports team preparing for a game. The coach (Accountable) delegates specific roles to players (Responsible), consults with assistant coaches (Consulted), and keeps the team manager informed about game strategy (Informed). A RACI matrix clarifies who is doing what and ensures everyone knows their role to win the game.

Deliverables for Phase 1

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📄 Deliverables: ● Stakeholder List & Roles ● Interview Notes / Persona Profiles ● Stakeholder Requirement Summary

Detailed Explanation

At the end of Phase 1, several key deliverables should be produced to summarize the findings. The Stakeholder List & Roles document details who the stakeholders are and their specific roles in the project, the Interview Notes or Persona Profiles capture insights gathered during mock interviews or persona development, and the Stakeholder Requirement Summary compiles the main requirements identified throughout this phase. These documents serve as foundational references for the next steps in the project.

Examples & Analogies

Think of building a car. In the first stage, you gather information about what the customers want (the stakeholder list), take notes on their preferences (interview notes), and summarize these needs into a blueprint for design (requirement summary). This blueprint is essential to guide the car’s construction.

Definitions & Key Concepts

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Key Concepts

  • Identifying Stakeholders: It’s crucial to pinpoint all parties involved, such as customers, store staff, and delivery teams. For effective analysis, understanding the various roles allows the Business Analyst (BA) to gather comprehensive requirements.

  • Conducting Mock Interviews or Preparing Stakeholder Personas: Students will need to perform 2-3 mock interviews or develop stakeholder personas to simulate initial communication with stakeholders. This practice helps develop skills in asking pertinent questions and understanding different perspectives.

  • Creating a Stakeholder Matrix: A stakeholder matrix, including a Responsibility Assignment Matrix (RACI), is vital for clarifying roles and responsibilities:

  • RACI: Responsible, Accountable, Consulted, and Informed, ensures clarity in team dynamics.

  • Deliverables:

  • The logical conclusion of this phase results in essential documentation that includes:

  • Stakeholder List & Roles

  • Interview Notes / Persona Profiles

  • Stakeholder Requirement Summary

  • Through this phase, learners will establish a solid groundwork for understanding who the project will serve, the expectations from each role, and the initial outline of requirements needed to drive further development.

Examples & Real-Life Applications

See how the concepts apply in real-world scenarios to understand their practical implications.

Examples

  • Identifying a local grocery store's manager as a stakeholder who will provide insights on the operational challenges in fulfilling online orders.

  • Developing a user persona for a busy parent who needs grocery options delivered efficiently.

Memory Aids

Use mnemonics, acronyms, or visual cues to help remember key information more easily.

🎵 Rhymes Time

  • Stakeholders are key, they hold what we need, document their say, to ensure we succeed.

📖 Fascinating Stories

  • Imagine you're a detective solving a mystery; each stakeholder is like a clue leading to the solution we aim to create.

🧠 Other Memory Gems

  • Remember RACI: Responsible, Accountable, Consulted, Informed – each role in our project has a place!

🎯 Super Acronyms

S-T-A-K-E

  • Stakeholders Take Action
  • Know Everything - helps remember to engage all parties.

Flash Cards

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Glossary of Terms

Review the Definitions for terms.

  • Term: Stakeholder

    Definition:

    Any individual or group affected by or can affect the outcome of a project.

  • Term: RACI

    Definition:

    A Responsibility Assignment Matrix that identifies who is Responsible, Accountable, Consulted, and Informed.

  • Term: User Persona

    Definition:

    A fictional character representing a user type within the targeted demographic.

  • Term: Requirement Elicitation

    Definition:

    The process of gathering user requirements through various techniques.

  • Term: Mock Interview

    Definition:

    A practice interview used to prepare for real stakeholder interactions.